Skip to content

Leads Management User Story

Ready

Feature: Leads Management

As a coach,
I want to manage and track potential students (leads) efficiently,
So that I can follow up with them, convert them into enrolled students, and grow my batches effectively.

User Flow & Detailed Steps

  1. Accessing Leads Management:

    • Scenario: The coach logs into the app and navigates to the "Leads Management" section.
    • Steps:
      1. The coach clicks on the "Leads Management" tab.
      2. The app displays a dashboard showing all current leads with their status (e.g., New, In Progress, Converted, Lost).
    • Outcome: The coach can view and manage all leads in one place, making it easy to track their progress.

  2. Adding a New Lead:

    • Scenario: The coach receives a new inquiry from a potential student or parent.
    • Steps:
      1. The coach clicks on "Add New Lead."
      2. The coach enters details, such as:
        • Name of the lead
        • Contact information (phone number, email)
        • Sport or training interest
        • Preferred schedule or batch
        • Additional notes (e.g., "Interested in weekend classes")
      3. The coach saves the lead information.
    • Outcome: The new lead is added to the system and appears on the dashboard for follow-up.

  3. Updating Lead Status:

    • Scenario: The coach follows up with a lead and wants to update their status.
    • Steps:
      1. The coach clicks on the lead's name to view their details.
      2. The coach can change the status to:
        • In Progress: The lead has been contacted, and discussions are ongoing.
        • Converted: The lead has decided to enroll in a batch.
        • Lost: The lead is no longer interested or cannot be reached.
      3. The coach can also add follow-up notes, such as "Scheduled a meeting for next week" or "Needs more information about fees."
    • Outcome: The lead's status is updated, and the coach can track the next steps.

  4. Scheduling Follow-Ups:

    • Scenario: The coach wants to set reminders for following up with leads.
    • Steps:
      1. The coach selects a lead and clicks on "Schedule Follow-Up."
      2. The coach chooses a date and time for the reminder.
      3. The coach can add a note about what needs to be discussed (e.g., "Call to confirm interest in the morning batch").
    • Outcome: The system sends a reminder notification to the coach, ensuring timely follow-ups.

  5. Converting a Lead:

    • Scenario: The lead agrees to enroll in a batch.
    • Steps:
      1. The coach updates the lead's status to "Converted."
      2. The app prompts the coach to:
        • Select the batch the lead will join
        • Record any initial fee payments (if applicable)
        • Update the student roster with the lead's information
      3. The lead is now an enrolled student and moved from the Leads Management section to the Batch Management section.
    • Outcome: The lead is successfully converted, and the system updates all relevant records.

  6. Tracking Lead Sources:

    • Scenario: The coach wants to know where most leads are coming from to optimize marketing efforts.
    • Steps:
      1. The coach views the "Lead Sources" report, which breaks down leads by source (e.g., website, social media, referrals).
      2. The coach analyzes which sources are generating the most leads and plans marketing strategies accordingly.
    • Outcome: The coach gains insights into lead generation, helping to focus on the most effective marketing channels.

  7. Generating Lead Reports:

    • Scenario: The coach wants a report of all leads and their statuses.
    • Steps:
      1. The coach clicks on "Generate Lead Report."
      2. The coach selects filters such as:
        • Date range
        • Status (New, In Progress, Converted, Lost)
        • Lead source
      3. The report is generated and can be downloaded as a PDF or CSV.
    • Outcome: The coach has a detailed record of all leads, useful for tracking conversion rates and planning follow-ups.

  8. Automated Reminders for Follow-Ups:

    • Scenario: The system needs to remind the coach about scheduled follow-ups.
    • Steps:
      1. The system checks for upcoming follow-ups and sends notifications to the coach.
      2. The reminder includes details such as the lead’s name, contact information, and follow-up notes.
    • Outcome: The coach stays organized and follows up with leads promptly, increasing the chance of conversion.

Leads Management Table

Step Description
Navigating to Leads Management The coach accesses the Leads Management section to view a dashboard with all leads and their statuses.
Adding a New Lead The coach inputs lead details, including contact information and training interests, and saves the lead for future follow-up.
Updating Lead Status The coach changes the status of a lead (e.g., In Progress, Converted, Lost) and adds notes about interactions or next steps.
Scheduling Follow-Ups The coach sets reminders for follow-ups with specific dates, times, and notes about what to discuss.
Converting a Lead The coach updates the status to "Converted," enrolls the lead in a batch, and transfers their details to Batch Management.
Tracking Lead Sources The coach views reports on lead sources to understand where leads are coming from and optimize marketing strategies.
Generating Lead Reports The coach generates detailed reports on leads, filtering by date range, status, or source, and downloads the report for analysis.
Automated Reminders The system sends notifications about scheduled follow-ups, keeping the coach organized and increasing conversion rates.