Opportunities Overview

Learn about Opportunities

1 About Opportunities
2 Benefits
3 Key Terms and Glossary
4 Sales Stage Customisation
5 Opportunities Best Practice
6 Where to Find Opportunities
7 Opportunities Management
8 Importing Opportunities
9 FAQ’s
10 Further & Supported Reading

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About Opportunities

Opportunities are used to record, track and manage leads and enquiries.

With Opportunities, you can manage your sales pipeline, check on progress of each enquiry, quickly look up contact details for the customers, and complete bookings for your won Opportunities.

As an Administrator you also have access to your very own Opportunities Kanban Board which only displays Opportunities that are assigned to you, decluttering your view, and allowing you to focus on the right enquiries.

Benefits

Here are the benefits of using Opportunities

Centralised Lead Management	Opportunies consolidates sales leads and enquiries into one place, making it easy to track potential business. This boosts team efficiency by ensuring that no leads slip through the cracks.
Kanban Board Customisation	With a visual representation of your pipeline, the Kanban board allows for personalised organisation, helping sales teams prioritise and focus on key opportunities - this enhances decision-making and efficiency.
Sales Forecasting with Reporting Tools:	The forecasting feature helps you to predict revenue and outcomes based on your current pipeline. This accurate forecast allows you to better allocate resources, set realistic targets, and adjust strategies in real time
Automatic Opportunity Creation	By linking with website enquiry forms, your accessplanit platform can create opportunities automatically, saving time and reducing manual entry errors. This automation speeds up the sales process and ensures immediate follow-up with leads.
Custom Sales Stages	Opportunity sales stages can be customised with Custom List Items in Administration. Tailoring the sales stages and filters ensures that the sales pipeline reflects your unique process. It also helps identify bottlenecks and improve the flow of opportunities through the funnel.

Key Terms and Glossary

Opportunity	A potential sale or lead tracked within your accessplanit platform
Kanban Board	A visual tool for managing opportunities, where sales stages are represented as columns.
Sales Pipeline	The progression of opportunities from initial contact to closing a deal
Sales Stages	Customisable steps in the sales process, used to track where in the Platform the opportunity is at
Forecasting	Predicting future revenue based on current opportunities
Enquiry Form	Can be built into your Website - enquiries/leads are immediately sent to accessplanit and saved as an opportunity

Sales Stage Customisation

Here are some of the most commonly used Sales Stages used in the Opportunities Module.

New Opportunity
Qualifying
Contacted
Closed
Preferred
Won
Lost - Costs
Lost - No Reply
Lost - Location

Additional options can be set up via Administration > Custom List Items.

Opportunities Best Practice

Here are some top tips to allow you to get the most out of Opportunities within your accessplanit platform!

Here at accessplanit we strongly recommend that you take some time to map out the stages of your Sales pipeline, and then create Sales Stages to reflect them

Sales Stages are used to indicate the status of each Opportunity, this can be invaluable if a member of your team is unexpectedly absent, Sales Stages are also very useful for reporting on your current pipeline, and can support your team with prioritising which Opportunities to focus on.

As Opportunities allow you to track and manage your past and current enquiries transparently across your team; once you have established your Sales Stages, create some useful filters and share these with your team to allow them to find the information they want quickly, save time and be more productive!

Here are some example filters that you could create and share:

Assigned to me - only Opportunities that you are assigned to

Unassigned - only see Opportunities that do not yet have anyone assigned to them

Probability % - only see Opportunities that are above or below a certain probability

Automatically add Opportunities when a potential customer fills in an enquiry form on your website

Whether you already have an enquiry form on your website or not, it is worth considering adding your accessplanit’s enquiry form plugin to your webpages.

When a user completes their enquiry form, an Opportunity is automatically created for them in your Opportunities DataGrid. This saves countless admin hours (and no one enjoys spending hours copying and pasting enquiry information!), and reduces the chance of human error.

Create Opportunity based Custom Fields to map your accessplanit Platform to your sales processes and ensure you're capturing all the information that you need!

Automate your communications to your customers & alerts to your team

A major benefit of using Opportunities is being able to automate communications to your prospective customers, and your team, at each of your Sales Stages!

From the initial ‘thank you for your enquiry’, through to ‘thank you for your custom’, you have control over the content of your emails, when they send and who they send to.

Here are some example Workflows based on updates to Opportunities:

Workflow	Settings	Sending to

Workflow	Settings	Sending to
New opportunity raised	n/a	Administrators, 5 minutes after the Opp is created
Thank you for your enquiry	n/a	Enquirer email address, 5 minutes after the Opp is created
Course specific information & whitepapers	Opp is still open	Enquirer email address, 3 days after the Opp is created
Quotation	Sales stage changed to ‘Qualified’	Enquirer email address, 5 minutes after the sale stage change
Opportunity due to close	Opp is still open	Administrators, 2 days before Opp expected close date
No movement on Opp	Opp is still open	Administrators, 7 days after last update
Thank you for choosing us	Sales stage changed to ‘Closed Won’	Enquirer email address, 5 minutes after the sale stage change
Thank you for considering us	Sales stage changed to ‘Closed Lost’	Enquirer email address, 5 minutes after the sale stage change

Where to Find Opportunities

From the Main Navigation Menu and select ‘Opportunities’, this will take you to the Opportunities DataGrid

Select Add Opportunity to create a new Opportunity

Opportunities Management

Learn how to create and manage Opportunities in your platform:

How To: Opportunities

Opportunities from the Enquiry Form

Importing Opportunities

Learn how to import Opportunities information into your platform:

Import Opportunities

FAQ’s

Yes, workflows can be set to automatically send emails at different sales stages.

Yes, Opportunities can be filtered using multiple criteria like sales stage, assigned user, or specific dates within the DataGrid view

Yes, Opportunities data can be exported from the DataGrid in CSV or Excel formats for custom reporting.

Yes - you can drag & drop the Opportunities columns to re-order the Sales Stages, and if you want to add more Sales Stage options, you can do this via Custom List Items. For more information, please see out helpguide articles listed below:
Custom List Items Overview
How To: Custom List Items

Yes, there is a bulk option in the Opportunities DataGrid which you can use to set many of your Opportunities to a 'Closed' Sales Stage in one action.

Not yet! Please log your interest for this feature

Yes - you can define the costs on each Opportunity Item that you add to your Opportunities, this cost will automatically pull through into your shopping basket when it is booked!

Yes! However, you can only delete Sales Stages that are not currently in use, so first you will need to Edit or Bulk Edit any Opportunities that have that Sales Stage to have a different one. You can then delete the Sales Stage from Custom List Items.

The ‘Expected Revenue’ uses the Opportunity’s Probability * Value.
For example, if the cost is £100 and the probability is 0, then 0 * 100 = 0.

Opportunity History Items allows you to map a note to an Opportunity, but this is a legacy feature. You now have the ability to map Notes and Communications against Opportunities.