Prospect Tracking/Sales Force Automation
TrackStar Prospect Tracker is a comprehensive and affordable sales force automation tool for managing and tracking prospective customers and related communications. The system is 100% web based, and can be deployed as an in-house solution, or hosted by Internal Systems. Either way, all you need is a browser to run the software!
The prospect tracking software allows you to track prospective customers for your product or service. Your sales representatives use the software to record sales activities, to schedule follow-up, and to track correspondence with prospects. You use the system to enter company information, including information such as company size, locations, and product needs. You also use the system to identify contacts within the company that you work with through the sales cycle. A notes facility is provided to track individual correspondence or phone calls. This makes it easy to see the history of events, and is used to remind sales representatives of previous events. This information can be printed to provide an excellent summary of events for a specific prospect. The system supports the notion of ownership of prospects. When prospect records are created, they can be automatically routed and assigned to sales representatives through use of a routing table that defines the business rules for assignment. Once a prospect is assigned, an email is optionally generated to the assignee indicating a new assignment. Prospects can be reassigned by management to other reps providing the security exists. Reps can also refer prospects to other reps within the system when a transfer is appropriate. All transfers and status changes are recorded in a history file for tracking and reporting.
The system supports ticklers to help manage follow-up. You set an action date, and the system notifies you when that date is reached. You can also defer prospects until a later date, to keep inactive ones off of your work queue.
TrackStar includes an email client that can be used to send standard emails to prospects with merged information. The system also integrates with your existing email system which makes it easy to record correspondence into the TrackStar database. You configure the system to read emails sent to a prospect mailbox, which are then automatically attached as notes in the prospect system. This makes recording of communications effortless. You can also load new prospect information into the system, based upon web or email inquiries.
Since the system is accessible to everyone, from everywhere, you have a consolidated view of prospects, regardless of sales rep location. Managers can review correspondence, and other activities, to monitor and manage the sales process. The reporting system gives management the views needed to manage and monitor the prospect backlog, and to generate revenue reports to facilitate forecasting.
TrackStar's sales force automation module can be used as a stand alone solution, or can be integrated into a more robust PTO, Time and Project Tracking system. ISC makes it easy to add additional modules or users later. A link at the bottom of this page will take you to other product description pages.
The sections that follow describe features of TrackStar Prospect Tracker, and shows sample screens to help you understand its’ capabilities.
Getting Started Prospect Selection Search Customization Prospect Maintenance Other Fields Company Tracking Contact Tracking Contact Email Maintaining Attachments Maintaining Ticklers Displaying Prospect History Prospect Action Product Maintenance Prospect Routing Email Created Prospects Email Notifications Prospect Activity Report Tickler List Prospect Analysis Report Administration Tools Outstanding Support Prospect Tracking Software Attributes Prospect Tracking Software Features Features Common to all TrackStar Modules Technology Benefits/Justification Licensing Options TrackStar Pricing Next Steps
You access TrackStar by clicking on a browser link. The system provides multiple levels of security and encryption, so your data is safe and secure.
Each employee logs on to TrackStar using their unique ID and password. Once signed on, a menu system is presented that reflects the capabilities that have been granted each user. Though simple to use, multiple levels of help are provided to assist users if needed.
The Prospect Selection form is a customizable view of the prospect database. Employees usually set the form to display Prospects owned by them. The resulting display becomes their personal prospect work list, which is an efficient way to manage and work open prospects.
Once the selection criteria has been defined, it can be saved as your personal default, so that display attributes are used each time you log on.
The prospect display is customizable by each user, allowing for changing of column order, size, etc.
This allows sales reps to display the fields they are interested in, and to ignore others.
The Prospect Maintenance form is used to create and maintain prospects. The Summary tab displays general information, such as the short description and various filing keys.
The notes display, in the lower half of the screen, is usually used to track progress or actions. Each note is time-stamped by user, so a permanent record of actions exist. The search tool can search through notes to locate previously worked prospects.
A tool is provided to create your own custom fields to be maintained with each prospect. These fields are displayed on the Other tab. Use this form to capture data that is specific to your business.
In addition to this level of tailoring, ISC offers customization so that Prospect Tracker can be tightly matched to your business needs.
When prospects are created, you can capture information about the company. Various information can be maintained, and can include user defined fields if needed.
Usually this form is used to identify the corporate address and general phone numbers. Addresses entered here are automatically transferred to contact fields when new ones are created.
You can also add contacts to a prospect record, which is appropriate to keep phone and email addresses on file for the people you are working with.
Various fields can be maintained for each contact, and user defined fields are available if needed to capture non-standard data.
The system includes an email client for sending standard or ad hoc emails to prospects. When emails are sent using this facility, the correspondence is copied as a note in the prospect record.
This tool allows you to create and save standard letters that can be reused over and over. It also provides a mail merge capability to merge contact, company or rep information in the body of the email.
You can also use a standard email client, and bcc messages to the prospect tracker mailbox. These are also attached as notes.
You can add attachments to prospect records which are stored in the prospect database. Any type of file can be attached, such as a proposal or RFP Response, and then viewed or edited easily.
Storing attachments in the database makes them available anytime, anywhere, by anyone with the proper credentials. This makes sharing information simple!
Ticklers are added through the Action tab. Once created, you can review outstanding and completed ticklers using this form.
You can edit them, and mark them as being complete. When ticklers are due, they appear on your selection screen with a visual indicator.
The History tab is used to show status and ownership changes over the life of a prospect. This information is useful when tracking the status of prospects, and when doing research.
For example, you can see all ownership changes over the life of the sales cycle.
This information may assist management when reviewing prospect close rates and other analysis.
The Action tab is used to perform assignments and other actions. The actions available depend on your security profile. You can assign prospects, refer them, defer them, set action (tickler) dates, close them, etc.
Each time an action is perfomed, it is logged in the history database for historical tracking.
You are able to specify closing reason or classification, to facilitate management reporting. Whenever actions are performed, a comment can be included which is saved as a note.
A product maintenance tool is provided that allows you to create a table of products. You can then associate prospects with a product, and perform routing based upon the product selected when prospects are created.
This facility makes it easy to relate prospects to products, and to report based on product selection.
The prospect routing tool is a powerful way to automatically route prospects when they are created. The routing table is a rule set that makes assignments based upon various criteria. For example, you could route based upon product, or upon state or zip code. Prospect routing ensures that prospects are assigned to the proper person, according to your business rules.
TrackStar can be configured to interface with your email system for prospect creation. You define a mailbox to monitor, and TrackStar automatically reads received emails and creates prospects automatically. Once created, the prospect is automatically routed to an appropriate person based upon routing rules.
This makes it easy to offer a web based interface for creating service requests by your customers. For example, when you fill out the information request form at ISC's website, it generates the email shown, and automatically creates an entry in our prospect database.
The email interface is also used for notifications. You can configure the system to send an email whenever a prospect is assigned or closed. This makes it easy to keep up with your prospect backlog, and to keep employees aware of all prospect assignments.
Continuing with the example above, a) a prospect fills out the information form; b) TrackStar automatically creates a prospect record; c) the record is routed to the appropriate rep; d) the rep is notified via email of the assignment.
Powerful!
This report shows a statistical view of the prospect database. It provides counts by type, priority, customer, employee, and various other categories. It provides a quick snapshot of what is outstanding, and keeps management informed.
All reports in TrackStar are exportable to Excel for further manipulation or storage.
This report shows the number of prospects owned by each rep by status. It indicates the average number of days the prospect has been in that status (open, closed).
This report is helpful to anyone who monitors the sales pipeline, and wants to know who owns what, and for how long.
While TrackStar provides many useful reports, it also includes a built-in report writer that you can use to develop your own custom reports.
TrackStar includes a robust set of administration tools to help you configure and tailor the system. You use the admin tools to load and maintain employee, department, product and various other data tables in the system. It also includes a scheduling tool that can be used to generate background jobs or tasks, such as data extracts and reports.
Tool
Use
Department Maintenance
Used to define your company's organizational structure.
Employee Maintenance
Used to enter and maintain the employees who use the software.
Report Maintenance
Used to create custom reports.
Schedule Maintenance
Used to setup jobs to run at preset intervals.
Security Maintenance
Used to define employee access to system functions.
System Preferences Maintenance
Used to setup operational preferences.
User Field Maintenance
Used to define custom fields to extend TrackStar.
User Code Maintenance
Used to enter coded fields for choice lists.
ISC provides world-class support for its software. When you have a question or problem, our staff provides the answers you need, when you need them. For ASP customers, the support fees are built-in to the monthly fee. This includes updates, bug fixes, and periodic enhancements. For in-house customers, our support plan is required in the first year and optional thereafter.
TrackStar is built using the latest Microsoft .Net technology. For in-house installs, it requires a Windows based server, with IIS and SQL Server. For ASP installs, the only thing required is a browser!
TrackStar Prospect Tracker is priced on a per Active user basis. An active user is one who has been entered in to the software and has the ability to log on. Employees who terminate can be marked inactive, and no longer consume one of your licenses.
A small number of administrative licenses are needed to perform setup and maintenance. Admin licenses are priced separately from Prospect Tracker licenses.
Prospect Users
Monthly ASP Price
One Time In-house Price
25
$411
$15,340
50
$604
$22,420
100
$770
$28,320
A one-time setup fee of $1,250 is required for all configurations.
In-house price includes first year annual support.
All prices are subject to change without notice. Please ask for a quote on your specific configuration.
1. Fill out an information request form by following the Request Information link. A sales representative will contact you and can provide additional information, and pricing specific to your configuration.
2. Request demonstration access so you can experience the system first hand. ISC will guide you through the system, and point out its features and capabilities.
3. Confirm configuration, pricing and obtain approvals.
4. Review and execute our standard ASP or License agreement.
5. Begin using TrackStar!
ISC makes getting started fast and easy. A complete planning guide is provided to assist you with your data collection and policy definition tasks. Once information has been gathered, you use the administration functions of TrackStar to enter/import data. Excel templates are provided to help you organize your data and to simplify import. You can be up-and-running in a few days!
Request Information Learn about ISC Learn about other ISC Products Visit ISC's home page
Internal Systems Corporation 4600 Touchton Road East Building 100, Suite 150 Jacksonville, Florida 32246 sales@InternalSystems.com, 800-952-0057
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