This article provides a detailed breakdown of Prospect Guest Cards and Contacts in the EliseAI Portal.
For a general overview of guest cards, see Guest Cards and Contacts Overview.
Navigate to each section of this article with the links below:
- Prospect Contacts Page
- Prospect Guest Cards
- Create a Prospect Guest Card
- Cancel a Prospect Guest Card
- Ignored Guest Cards
Prospect Contacts Page
Your Prospect Contacts Page lists all prospects that have inquired about your communities.
To access your prospect contacts page, click Contacts in your AI Portal's left sidebar, then click Prospect in the Contacts dropdown menu.
The page's default view lists each prospect's contact info, associated communities, and leasing funnel status.
The contacts page lists guest cards for each community a prospect inquires about. For instance, if a prospect inquires about MeetElise - Meadow Bay and Lemon Tree Apartment Community, both guest cards appear as entries under the prospect's name.
Filter Your Prospect Contacts Page
Use the filters at the top of the prospect contacts page to customize your view.
Use the All Communities dropdown to select a community and view its prospects.
Click the View button to filter the page by one of three custom views.
Click Filters to open a detailed filters sidebar.
Use this sidebar to filter the page by specific items like contact medium, preferred layout, and affordable housing qualifications. Use the Search filters... box at the top of the sidebar to locate specific filters.
Click Select Columns to open a columns menu. Use this menu to add various types of columns to the contacts page.
You can also search for prospects by name, email, or phone number.
Click Reset Filters to reset the page view back to default.
Prospect Guest Cards
Click on a prospect's name in the contacts page to view their guest card.
If a prospect has inquired about more than one community, you must select a community to view its associated prospect guest card.
Some prospect guest cards may list "Unknown" or "Prospect" as the contact name. See Managing "Unknown" Guest Cards for more information.
If a prospect has inquired about more than one community, you can switch between each community's guest card using the dropdown below the prospect's name.
Each guest card displays a prospect's Source, or their initial point of contact with a community.
A prospect's status appears next to their name. This indicates the prospect's current stage in the leasing funnel. Statuses include Inquiry, Scheduled Tour, and Application Started.
Click on a prospect's status to update it directly in the AI Portal. You can choose between:
- Inquiry
- Applicant
- Leased
- No Longer a Prospect: This cancels the guest card. See the Cancelled Guest Card section for details.
NOTE: Only No Longer a Prospect/Cancelled updates sync to your external PMS or CRM. Other status updates may not sync.
Click Edit in a guest card's top right corner to update items like contact info, unit preferences, and affordable housing qualifications (if applicable).
ID Verification
A prospect's guest card lists their ID Verification (IDV) status, if applicable. See ID Verification by EliseAI for details.
Communication
The Communication section of a prospect guest card lists the following information:
- Contact Information
- Opt-In statuses for communication channels. See Unsubscribe & Opt-In Behavior for more information.
- View Conversation Link: Click this to view a prospect's conversation history.
- The AI Assistant or Live Agent currently managing the prospect conversation. How this appears on a guest card depends on:
- The external CRM you use.
- The status of your organization's Prospect Owner workflow. See Prospect Owner and Agent Takeover for details.
Lease and Unit Preferences
You can view a prospect's lease and unit preferences below their guest card's communication section. This information syncs from your external PMS/CRM and the prospect's responses to:
- Online forms
- Your AI Assistant
- Members of your team
Click anywhere in this section to open the Edit Prospect window and update the prospect's lease and unit preferences.
Affordable Data
Guest cards for affordable housing communities may list Affordable Housing Qualifications below a prospect's lease and unit preferences. See Affordable Data on Prospect Guest Cards for more information.
Tours
You can view a prospect's past and upcoming tours below their lease/unit preferences or affordable data.
You can mark tours as Shown or No Show directly on the guest card.
Click on a tour to open its Tour Booking window. Here, you can select an agent in the Tour Handled By field.
Updates to the Tour Handled By field may not sync to your external CRM. This depends on:
- The CRM you use
- When you make your selection. As a best practice, select a Tour Handled By agent BEFORE marking the tour as Shown or No Show.
Unit Recommendations
Any Unit Recommendations or Quotes sent to a prospect appear below their guest card's Tours section.
Each entry lists the agent that created the quote and the units included. Click View PDF to view the entire quote.
See the Unit Recommendations/Quoting article for instructions on generating quotes.
Additional Tabs
The top of each prospect guest card contains three additional tabs:
- Knowledge: Lists all Knowledge on record for a guest card's community.
- Calendar: Lists upcoming tours of a guest card's community and internal leasing office events.
- Units: Lists available units in a guest card's community.
Create a Prospect Guest Card
You can create prospect guest cards directly in the AI Portal. Please note that:
- You can create prospect guest cards for only one community at a time. You must select a community before creating the guest card.
- If you create a guest card for a new prospect, the guest card syncs to your external PMS/CRM.
- If you create a guest card for an existing prospect, our system flags duplicate information and may allow you to merge the new guest card with the existing one. See Duplicate Guest Cards: Flagging and Merging for more details.
Follow these steps to create a new prospect guest card in the AI Portal.
- Select a community at the top of the prospect contacts page.
- Click Add Contact in the top right of the page.
- Enter information in the New Prospect window, such as contact information and lease/unit preferences.
- Click Create to save the guest card.
- Use the Tour Booking window to schedule a tour for the prospect. Or, click Add guest without tour to bypass tour scheduling.
Cancel a Prospect Guest Card
EliseAI may automatically cancel guest cards when a prospect:
- Becomes unresponsive
- Decides to lease elsewhere
- Decides not to move
- Shows signs of suspicious or fraudulent activity
When a guest card is cancelled in our system, the cancellation automatically syncs to your external PMS or CRM.
- NOTE: You CANNOT delete cancelled cards. They remain active in the AI Portal with a Cancelled status displayed.
You can also manually cancel guest cards in the AI Portal. Follow these steps to cancel a prospect guest card.
- Open a prospect's guest card in the AI Portal.
- Click the prospect's status at the top of the guest card. Select No Longer a Prospect in the dropdown menu.
- Use the Cancel Guest Card window to enter notes on why you are cancelling the guest card. Our AI automatically detects and displays a cancellation category. Please ensure this cancellation category matches your notes.
- Click Submit to cancel the guest card.
Cancelled guest cards display a Cancelled status in the prospect contacts page.
Each cancelled guest card displays a specific Cancellation Reason.
You can track prospect cancellation reasons in your AI Portal's Lost Leads Report. See Understanding Your Reporting Dashboard - Lost Leads for more information.
Ignored Guest Cards
Some guest cards that sync from your PMS/CRM may show up as "ignored."
You CANNOT delete ignored guest cards in the AI Portal. However, you may activate certain types of ignored guest cards. See the following articles for more information: