Start Guide for Intake Coordinators

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

1. Check Notifications

1. Go to Notifications:

   • Click the Notification Bell icon in the top right corner to view any new client leads, messages, or updates.

2. Review Notifications:

   • Address any new notifications promptly, especially new leads or unread communications.

2. Manage Conversations

1. Open Conversations:

   • Go to Conversations to view incoming messages from clients, including texts and emails.

   • Click on a contact to review and respond directly within the message thread.

2. Star Important Conversations:

   • Star any conversations you need to revisit often.

   • To view starred conversations, select Starred Conversations for quick access.

3. Mark as Read:

   • Once conversations are addressed, select all and Mark as Read to clear them from the unread queue.

3. Review Opportunities in the Visual Pipeline

1. Navigate to Opportunities:

   • Go to Opportunities to view leads and potential clients in different stages of the pipeline.

2. Flag Contacts:

   • Use stars or labels on contacts in the pipeline to prioritize follow-ups.

3. Move Contacts as Needed:

   • Drag contacts between stages as appropriate. For example, you can move a contact to the Waitlist.

4. Update Referral Sources and Counts

1. Edit Referral Counts:

   • If a referral count has changed, update it by opening the contact’s profile.

   • Scroll down to Referral Count and enter the new value, then click Save.

5. Create a Waitlist Smart List (Optional)

1. Build a Smart List:

   • Go to Smart Lists and create a new list for clients on the waitlist.

   • Use Filters to display only those in the Waitlist stage:

     • Filter by Pipeline Stage: Waitlist.

     • Add another filter for Status: Open.

   • Click Save Smart List and name it Waitlist.

2. Manage Duplicates and Lost Leads:

   • Mark duplicate contacts or lost leads by editing their status and noting a reason (e.g., “Wants to use insurance”).

6. Check and Customize Automations

1. Access Automation Settings:

   • Go to Automations and select the New Demo Appointment Form automation.

   • Verify that automated emails and text messages to client leads match your current needs.

2. Update Templates:

   • If you want 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.

7. Review Email Statistics (Optional)

1. Check Delivery Statistics:

   • In Automations, review the delivery statistics of your automated emails to ensure 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.