How To: Opportunities

How to add an Opportunity

Open Opportunities on the left hand side menu and click Add.
You will be prompted to enter the key information about the Opportunity, including; Title, who the Opportunity is assigned to (internally), which account the Opportunity is for (externally) and the status of the Opportunity (Prospect, etc.).
Click Save to save the Opportunity.

How to view Opportunities

Right click on the Opportunity record and select Preview from the context menu.

How to send quotes from opportunities

Navigate to the Opportunities area.
Right-click the Opportunity you wish to send a quote from
Select the email option from the drop down menu
Select the Creation Type that best suites your requirements
Template allows you to use any email template, eCampaign allows you to use any email template that has been saved as an eCampaign, and AdHoc allows you to create an email on the fly, including subject, body and signature.
Next choose the sender and recipient from the next drop down box, all of these fields correlate directly to the fields within the opportunity, each possible selection will to a difference recipient, for example, the assigned to users email address, is the email of the user that has this opportunity linked to them, each 'user' that is part of the opportunity can be a recipient for this email that will be the quote that has the selected opportunity linked to it.
Below is the AdHoc example of an email that will have the Opportunity
Clicking send will send the email about the Opportunity

How to book a course from an Opportunity item

Navigate to the Opportunities area.
Right click the Opportunity you wish to book a course from, and select Items from the context menu.
Right click the Item and click Book Courses.
Once you have clicked Book within the pop up box, you will be taken to the Shopping Basket to checkout.

How to Manage Opportunities via your Opportunities Board

To access the Opportunities Board, simply click on the toggle button at the top of the Opportunities DataGrid.

How to update an Opportunity via the Opportunities Board

You can easily update the status of an Opp by dragging and dropping it from one column to another
If you would like to update any other details, click on the Opportunity from the board and make your changes in the pop-up window.

How to add a new Opportunity via the Opportunities Board

Click on the Add button at the top of the board to create a brand new Opportunity.
When you create a new Opportunities via the Opportunities Board, you will be automatically selected as the assigned to user.
Enter the details of the Opportunity into the dialog box, and then click Save & Close to save the Opportunity.

How to display more Opportunities on your Opportunities Board

The default view for the Opportunities Board shows a maximum of 10 Opportunities per sales stage. This is to make sure your Opportunities Board loads quickly each time you open the page.
If you have more than 10 Opportunities per sales stage, you can click on the Show More link at the bottom of each column to load 10 more.

FAQ

How do I set up approval workflows for bookings or quotes?

accessplanit uses Workflows to automate actions like sending approval or confirmation emails when a booking or quote is processed. To set one up:

Go to Administration > Workflows and click Add Workflow
Select the relevant Module (e.g. 'Booking' for booking confirmations, 'Delegate' for provisional booking approvals, or 'Opportunity' for quote emails)
Add Rules in the Settings page to define when the Workflow triggers (e.g. Delegate Status changes to 'Provisional', or Sales Stage changes to 'Quote Sent')
Add an Email Action linking to your Email Template

For more information, check out this page:

Send automatic quote emails to my enquiring customer when an Opportunity has been processed

For manager authorisation of bookings, Managers can accept or decline Delegate Course requests via the Authorisations page in their Manager Portal.

For more info, see: Send automatic updates for Provisional Course Bookings for Delegates and their Managers

How do I create and send quotations?

You can create and send quotations from an Opportunity. The basic process is: create (or open) an Opportunity, add the services/items you want to quote for, then generate and send the quote from within the Opportunity.

Steps

Open the Opportunity
- Go to CRM / Opportunities (or search for the Opportunity from the customer record).
- Create a new Opportunity or open an existing one.
Add what you’re quoting for
- Link/add the services (e.g. courses) and any required details (dates, quantities, prices, etc.) to the Opportunity.
- Double-check the values you expect to appear on the quote (pricing, discounts, VAT/tax where applicable).
Generate the quotation
- In the Opportunity, choose the option to create/generate a quote (wording can vary slightly by configuration).
- Review the quote content/format before sending.
Send the quotation
- Use the send quote option in the Opportunity to email it to the customer contact(s).
- If your system is configured to do so, the email can be sent using a template and logged against the Opportunity for audit/history.

Notes / Tips

If you can’t see the option to send quotes, it may be controlled by permissions or your organisation’s configuration.
Quotes are typically tied to the Opportunity so you have a clear record of what was offered, when it was sent, and to whom.

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