In addition to candidates, vacancies, procedures, and placements, our ATS now also offers a Sales Module. This module represents the first step in the process that can ultimately lead to finding and placing a new candidate. In some cases, you may work continuously at the candidate level, for example, when you are always looking within the same industries or profiles. However, every candidate eventually needs to be placed somewhere. The new Sales Select Module supports sales representatives, 360° recruiters, and managers by providing a visual overview of the sales process. This makes it easier to identify opportunities, plan follow-ups, and manage the entire trajectory, from first contact to vacancy and possibly beyond (depending on the configuration),efficiently. With this addition, you can better connect sales activities with recruitment results, enabling proactive work toward new placements and building sustainable relationships with clients.
If you would like to use the new Sales Select module then a key user can enable this for the entire client or for a user specific using client/user setting:
Sales Select - Enable Sales Select module (SE3573)
Enables the Sales select module on ether client/user base.
Main configuration of the Sales Select module
Within the Sales Select module we have a couple of steps to go through to set up our Sales process. We will go step by step and it mandatory to touch all the 5 points listed below so you have a correct setup.
Business types
Starting out we have to configure our Business types. The business types will help you with the view you are going to have in the Kanban in a later stage, but also the reporting. It could very well be you only do one type of business for example agencies work. What you do in such cases is that you configure 2 business types called ‘New business‘ & ‘Existing business‘. The matter to the fact is that you have to look for what fits for you. You can variate your process with their associated stages based on these types, so for example you do ‘Staffing’ & ‘Agencies‘-work then it could very well be their sales process is different and we would have to configure different stages for both of them. When you are ready to start configuring business types proceed with taking the following steps:
You should be a Key-User to do this
1) Open OTYS Go!
2) Login as yourself
3) Open the client settings
4) Search & open setting ‘Sales Select - Setting lists‘, ‘GE366’
5) Open the first option called ‘Business‘
6) Click ‘Add New‘
Now give your Business type a name and a color, save it. See the following setup as an example:
We are now ready to continue to the next step.
Stages
Within your sales process you have steps that you have to take from e.g. a new lead to making the deal. As stated above these steps may be different based on business types but can also be the same like ‘Introduction with Customer‘. We have created a smart way in combining stages to business types but also have business types that have their own specific stages based on your sales process. When you are ready to start configuring stages proceed with taking the following steps:
You should be a Key-User to do this
1) Open OTYS Go!
2) Login as yourself
3) Open the client settings
4) Search & open setting ‘Sales Select - Setting lists‘, ‘GE366’
5) Open the second option called ‘Stage‘
6) Click ‘Add new‘
7) Note we have 1 input field and 2 select fields
‘Name‘ should be a stage in your process that your sales representative takes
‘Business type‘ should include the business types you want to associate the stage your currently configuring
‘Automatically select when‘ (optional) marks the Sales opportunity automatically as won or lost when entering a certain stage (e.g. ‘New customer‘)
See the following setup as an example:
We are now ready to continue to the next step.
Source
Within your sales process your leads will come into the Sales Select module due to all sorts of sources, let’s say you for example via HubSpot or Google. We would like to keep track of all these sources so we can eventually measure conversion rates by source and see what source will account for the most revenue. When you are ready to start configuring stages proceed with taking the following steps:
You should be a Key-User to do this
1) Open OTYS Go!
2) Login as yourself
3) Open the client settings
4) Search & open setting ‘Sales Select - Setting lists‘, ‘GE366’
5) Open the third option called ‘Source‘
6) Click ‘Add new‘
7) Insert a name of your source
See the following setup as an example:
We are now ready to continue to the next step.
Days left indicators
In the Sales Select module we try to visually trigger the user working in it that certain deadlines are coming up. We use the field ‘Expected close date‘ to measure how far we are from closing the deal. This would mean that if we fill in the expected close day from tomorrow, and we set the ‘Days before indicator turns red‘ to ‘2‘ then today the visual indicator will turn red visually notifying the user that there is something import to happen. When you are ready to start configuring stages proceed with taking the following steps:
You should be a Key-User to do this
1) Open OTYS Go!
2) Login as yourself
3) Open the client settings
4) Search & open setting ‘Sales Select - Setting lists‘, ‘GE366’
5) Open the fourth option called ‘Days left indicator‘
6) Note you have 2 input options
‘Days before indicator turns orange’ will indicate how many days before the ‘Expected closed date‘ the indicator should turn orange (This value can only be higher then ‘Days before indicator turns red‘
‘Days before indicator turns red‘ will indicate how many days before the ‘Expected closed date‘ the indicator should turn red
See the following setup as an example:
We are now ready to continue to the next step.
Won/lost reasons
Winning deals is nice, but losing deals is not. Thus we want to keep track of why you as a company win or lose deals. The main focus here should be ‘Why do we lose deal?‘. This will help you adjust your business proposition based on the fact why you lost your deal. Say for example you always lose your deal in the ‘Proposal‘-stage with a lost reason of ‘Too expensive‘ and you eventually report on ‘Give me all deals we lost in last quarter and in what stages and the result is that you lost 70% in the proposal stage with a reason based on ‘Too expensive‘ then you might consider looking at your price proposition again. When you are ready to start configuring stages proceed with taking the following steps:
You should be a Key-User to do this
1) Open OTYS Go!
2) Login as yourself
3) Open the client settings
4) Search & open setting ‘Sales Select - Setting lists‘, ‘GE366’
5) Open the fifth option called ‘Won/lost reasons‘
6) Click ‘Add new‘
7) Note you have 1 input and 1 select
‘Reason‘ should be the reason associated with the status
‘Status‘ is the status of the sales item
See the following setup as an example:
This was the final step in configuring everything that is mandatory for the Sales Select module. We will continue with Workflows as this is an optional setup
Workflow configuration of Sales Select module
Within OTYS we have a variety of workflows that can be started from all sorts of conditions. The 2 conditions that are currently working for the Sales Select module is the change of ‘Stage‘ & the change of ‘Status‘. You might have already seen that we can automatically mark Sales items as ‘Won‘ & ‘Lost‘ when they reach a certain stage. This does not have to be configured anymore in the workflow module as we proposed this is a given fact of a ‘Stage‘-property.
Troubleshooting
[Please add notes on how the customer can troubleshoot this feature]