Start Guide for Intake Coordinators

Modified on Mon, 2 Nov at 7:31 AM

What this covers

This guide outlines the essential daily steps for Intake Coordinators to efficiently manage new client leads and communications in TheraSaaS.

Your daily routine at a glance

Check notifications→Manage conversations→Review the pipeline→Update referral counts→Check automations

Part 1

Check Notifications

1Go to Notifications
Click the Notification Bell icon in the top right corner to view any new client leads, messages, or updates.
2Review notifications
Address any new notifications promptly, especially new leads or unread communications.

Part 2

Manage Conversations

1Open Conversations
Go to Conversations to view incoming messages from clients, including texts and emails. Click a contact to review and respond directly within the message thread.
2Star important conversations
Star any conversations you need to revisit often. To view them, select Starred Conversations for quick access.
3Mark as read
Once conversations are addressed, select all and click Mark as Read to clear them from the unread queue.

Part 3

Review Opportunities in the Visual Pipeline

1Navigate to Opportunities
Go to Opportunities to view leads and potential clients in the different stages of the pipeline.
2Flag contacts
Use stars or labels on contacts in the pipeline to prioritize follow-ups.
3Move contacts as needed
Drag contacts between stages as appropriate. For example, you can move a contact to the Waitlist.

Part 4

Update Referral Sources and Counts

1Edit referral counts
If a referral count has changed, open the contact's profile and scroll down to Referral Count. Enter the new value, then click Save.

Part 5 Optional

Create a Waitlist Smart List

1Build a Smart List
Go to Smart Listsand create a new list for clients on the waitlist. Use filters to display only those in the Waitlist stage:
Filter Value
Pipeline Stage Waitlist
Status Open
Click Save Smart List and name it Waitlist.
2Manage duplicates and lost leads
Mark duplicate contacts or lost leads by editing their status and noting a reason.Wants to use insurance

Filter	Value
Pipeline Stage	Waitlist
Status	Open

Part 6

Check and Customize Automations

1Access automation settings
Go to Automations and select the New Demo Appointment Form automation. Verify that the automated emails and text messages to client leads match your current needs.
2Update templates
To use a different email template, go to Marketing → Template Snippets to access or edit templates. Attach any necessary files (e.g., PDFs) in the automation if needed.

Part 7 Optional

Review Email Statistics

1Check delivery statistics
In Automations, review the delivery statistics of your automated emails to make sure leads are receiving responses.

Summary

Following these steps will help you efficiently navigate daily tasks, keep track of leads, manage communications, and handle automated messaging in TheraSaaS.

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