Lead Workflow represents the sequence of stages a lead progresses through, from its creation to its conversion into a client. These stages are structured to optimise lead management, ensuring leads are systematically tracked and advanced through a defined progress, and take timely actions. By streamlining operations, the Lead Workflow maintains consistency, improves efficiency, and maximises the potential of turning leads into successful process. Each stage provides clarity and focus, helping teams prioritise tasks, monitor client partnerships while fostering better collaboration among team members.
Here are the typical stages in the job workflow within the XeopleRecruit CRM:
- The Discovery stage focuses on conducting initial research and gathering information to identify potential leads. This involves understanding their needs, goals, and challenges. The purpose is to assess whether the lead aligns with your services and holds potential as a client. This stage lays the groundwork for building meaningful relationships and making informed decisions.
- Lead and Kick-Off Discussion involves engaging with the lead to formally introduce your offerings, understand their unique requirements, and outline tailored solutions. The purpose is to build rapport, clarify how your services address their needs, and instill confidence for the next steps in the workflow.
- The Negotiation stage entails detailed discussions to finalise terms, pricing, and expectations with the lead. The purpose is to resolve any concerns, address objections, and establish mutually beneficial agreements, paving the way to convert the lead into a client.
- The Lost Lead stage categorises leads that do not progress further due to disinterest, mismatched requirements, or other factors. The purpose is to keep the lead pipeline organised, allowing focus to remain on active opportunities while recording reasons for lost leads to inform future strategies.
- Final Agreement stage involves the lead reviewing and signing the agreed-upon terms, confirming their intent to formalise the partnership. The purpose is to solidify the relationship by establishing clear expectations and responsibilities, ensuring both parties are aligned for a successful collaboration.
- Convert to Client stage marks the successful conversion of a lead into a client, transitioning the relationship to ongoing management and service delivery. The purpose is to finalise the lead workflow and begin client onboarding, setting the stage for future collaboration.
To setup a new Job Workflow hiring process, proceed by following the steps outlined below:
- Click on the Profile picture and select Administrator from the drop-down menu.
- Click on Master Data from the left navigation panel and select Lead Workflow under Lead.
Administrator – Master Data – Lead Workflow
- Click on (+) to add a lead workflow.
- Enter the Workflow Name and select the Industry, Lead Type and Status from the drop-down.
Information: The workflow configuration includes a free-text optional field for Workflow Name with a 100-character limit, an Industry field as an optional single-select drop-down sourced from industry master data, and a Lead Type field, also optional, populated from the client type master data. Additionally, the Status field is mandatory and is auto selected by default.
- Click on Add New Stage to add new stages to the workflow.
Note: The first and last stages except description, New Lead and Convert to Client, cannot be edited. These stages will retain their default names and specific configurations, such as being marked as Active, included in the lead pipeline, and having default stage type mappings.
Note: You can customise the lead workflow stages according to your specific needs.
Note: The Active and Include in Lead Pipeline fields are optional, while the Stage Type mapping field is mandatory.
Information: Including a stage in the lead pipeline means incorporating a specific stage, substage, or sub-substage into the overall lead pipeline. When enabled, users cannot skip the stage, making it mandatory for the lead to progress through it.
- Each Stage should be mapped to a Stage Type. The Stage Type field is mandatory, and you can define only one stage type per workflow stage. For instance, if the negotiation stage type is mapped to the negotiation workflow stage, it cannot be mapped to any other workflow stage.
Information: Stage Type refers to the category or classification assigned to each stage within the workflow. It helps organise and categorise the various phases or steps of the process.
Information: If a desired stage type is not in the list, map the Others stage type to a parent workflow stage, allowing multiple mappings. Other stage types (for e.g., Discovery, Engage, etc.) can only be mapped once to a single parent workflow stage. The system validates each stage type's mapping to one parent workflow stage and enables or disables the Save button accordingly. An alert message will display: Map one stage type to only one workflow stage, while others stage type can be mapped to multiple stages.
Information: When editing a lead workflow mapped to a lead, a message appears at the top: This lead workflow is in use; only limited changes can be saved. In this case, you can only edit the stage name, while other changes are restricted. The Add (+) and Delete options for each stage on the right are greyed out.
Lead Workflow – Stage & Stage Type
- Specify sub-stages and sub-sub-stages according to your needs.
- Upon defining all the stages, sub-stages and sub-sub-stages, click on Save.
Note: To access all the lead workflow(s) you've created, click leads in the header of the main navigation bar. The lead workflow you create here should be selected when creating a lead, as it is a mandatory field and is selected from the drop-down menu. You can create multiple workflows, which will be reflected in the Job Workflow drop-down if active, while creating a lead, and you can choose the one that best suits your criteria.
- The Search feature allows users to quickly locate specific lead workflows within the system by entering relevant keywords.
- Clicking on the Audit Log button will display the specific audit log for the lead workflow, capturing all relevant actions and changes made within the workflow.
- Click Refresh to update the Lead Workflow listing with the latest data.
- If you wish to View, Edit, Clone, or Delete the added lead workflow, click the three-dot button and select the appropriate option as needed.
Note: To set a lead workflow as default, enable the toggle under Default. Only one workflow can be marked as default at a time, and the selected workflow will automatically populate in the lead workflow field when creating a lead.
Master Data - Lead Workflow - View, Edit, Clone or Delete
Information: To get more understanding on how the lead workflow looks and what details it shows when clicking the Leads module, click here: Understanding Lead Workflow.
When changing a lead's workflow from the lead summary page and clicking the back button, the lead will be redirected to the first stage of the newly mapped workflow.