In our Sales templates and work processes article, we explained why using templates in Qondor results in more effective and quality assuring sales processes. We also outlined some alternative structures and processes. Read on to learn how to create templates to enable optimisation of your sales processes.
If you are mostly interested in creating a database of products, services and/or prices, head directly to How to create a database of products and prices.
HOW TO CREATE A TEMPLATE PROJECT FOR SALES
- An Office or Super admin can create a new project and define it as a template in the 'New Project' dialogue, by checking the 'Create as template' checkbox as shown in the below screenshot.
- Add the desired sales template content. See the following resources for guidance:
Create offer content with or without quantities or prices.
Add front page content for a more personalised customer purchasing journey.
- Use Menu items to add links to more information about your company, products or services.
- Standardise internal remarks per project.
- Standardise common Tasks per project.
- An Office or Super admin can access an existing project you want to define as a template, and then check the 'Template' checkbox in Project settings as seen below.
- Edit content if needed as described above.
- Test the template on a new customer request to see if it works as intended.
- Name the templates so project managers differentiate between them and can easily select the correct one in any sales scenario.
- Test any new template on a new customer request to see if it works as intended.
- Add any guiding texts in the templates, to help project managers remember which information to fill in and how to finalise sales content before sending it to the customer. If there are sections where texts need to be updated manually, mark the text in a different color so it's easy to pick up.
- An internal work process instruction (for example provided in an internal document) on how to use the templates is recommended to get started and for new users.
- Add text lines in template offers which are unpublished to the customer with clear instructions on how to work with the template. This is easy for project managers to follow as they receive guidance directly in the offers they are working with. See example below:
HOW TO CREATE A DATABASE OF PRODUCTS AND PRICES
In alternative 2 above, (one sales template with standard content, search and add products and prices from central database) we mentioned the option of having one standard template and copying in actual sales content from a database of products with information, images and/or prices in sales processes. This is advisable if you have a larger, but easy to define content on offer.
Examples of types of content that can be standardised:
- Destination and activity descriptions.
- Standard transport options like transfers, bus, train or flight schedules or providers.
- Accommodation options.
- Meeting package options.
- Food and beverage options.
- Any product or service you normally provide for a customer.
💡 If template products contain fixed prices per season or year, it is advisable to have one version per price version.
How to build the standard content
- First, categorise the content you want to have available for sales. Then, create a template project called "Template products", " Product database" or something that makes sense within your business.
- In the template project, create one offer per category, for instance Destinations, Activities, Accommodation and so on. If you have a vast number of categories, it might be a good idea to create several template projects for ease of administration and use. Ask us for input if you are unsure!
- In each offer, add the products, descriptions, services and prices you would like to have available for sale. Remember, a product can contain only information, only image(s), only prices or a combination of these.
Below is an example of a template project with an offer called "Destinations", with standard products as location descriptions.
How to search for and add standard content
Project managers can search for product template content in Product search in Offer admin and select which products to add to the current sales process they are working on. They can find these templates by searching the template project name or number, and also select the correct offer for an accurate search result.
If you have more than one office in Qondor, then Project managers can also use products that belong to a template project from other offices:
ACCESS AND EDIT TEMPLATE PROJECTS
It is easy to see if a project is marked as a template. In Project search, the project has a read only symbol. Only Office and Super admins can click on the project link to access and edit it, but all project managers can view template projects in Project search.
When Office and Super admins are in a template project, the project information to the top left is marked in violet.
❕ Template projects are not included in reports, so make sure not to mark real customer projects as templates.
💡 If a Project manager wants to see the full contents of a project template, they can copy the template project into a new project, as the actual template projects are only accessible to Office and Super admins.
HOW PROJECT MANAGERS CAN USE TEMPLATE PROJECTS IN SALES PROCESSES
- When creating a new project in production, choose 'Use template' and select the appropriate template for the current sales scenario. If there is only one template available, it will be pre-selected.
- Fill in project details such as customer, location and dates and save the project.
- Access the template offer from Project details, make adjustments and/or search and add content from the product database before sending the offer to the customer. 🎉