Author: Patric Shannon

Delete a user permanently

Posted on by Patric Shannon

Note that before you can permanently delete users, they need to be archived first.

Additionally, deleting a user is a permanent action. This user can not be restored. If you are not sure if you will ever need this user’s records or do business with him again, we suggest you archive him instead.

Steps

  1. On the left menu, click on “Users”, then “All Users”.

2. On the top right of the screen, click on “View Archived Users”.

3. Find the user you wish to delete then click on the “Delete Permanently” button.

4.  A popup window will show up to confirm this action.

5. Click on the “Confirm” button.

Video Tutorial

Need more details or just want to see how it’s done? Watch the video below.

Form Builder

Posted on by Patric Shannon

Overview Video

The form builder is just what it sounds like, it allows you to build and customize your forms throughout LeadSnap. Currently there are three places that using the form builder.

  • Lead management (lead intake forms)
  • Client on-boarding
  • Due diligence module

Although there are differences in each situation the basic functionality of the form builder is always the same. For more information on the differences of the form builder with each of these modules check out the documentation with the associated module.

Current active form (Left Side)

When you open the form builder you will see there are a few different parts and pieces. The left side of the screen will show the list of fields that have been added to the form you are working on. Depending on the module that you are using the form builder with there are different options. The image below shows you the form builder for the lead intake forms.

Available Fields (Right Side)

Along the right side are the fields that you can add to the currently active form. The available fields fall into a few different categories. There are pre-defined field types and custom field types.

Pre-defined Fields

We have created a number of fields for you for the most common things. Within the pre-defined fields, there are two subgroups the common fields and the Google Maps auto fill fields. There are some major advantages to using these fields so we encourage you to use these whenever possible. The predefined fields are only available for the lead intake and client onboarding modules.

Common Fields

Most of your forms will include some if not all the fields in the top section of the pre-defined fields section. Whenever possible take advantage of these fields as opposed to creating similar versions within the custom fields section.

Google Maps Auto Fill

Within the pre-defined fields you will notice there is a subgroup called “Google Maps Auto Fill”. This group of fields can work as a team when added together. They take advantage of auto-complete pulling information from Google Maps. Using this group of fields for address information will save you time and avoid mistakes.

This shows the Google auto fill fields in action.

Custom Fields

If the pre-defined field types do not meet your needs you can create your own custom fields and use them as many times as you can throughout the application. There are 9 different choices you pick from for custom fields. The names of custom fields do not have to be unique but each custom field has a unique ID. You can use this to always identify which field you are working with.

To add a new custom field click the add new button on the right side.

Available Custom Field Types

  • Text field – a field that allows text to be entered.
  • Checkbox – check a box for one or multiple options.
  • Radio buttons – select only one option among several choices.
  • Select box – a drop-down box where you can select one option from several choices.
  • Autocomplete – type and choose an answer from predefined options.
  • Textarea – larger text area often used for comments.
  • Number – a text field that accepts numbers only.
  • File – upload files. (limited to png, jpg and pdf files)
  • Date – a date selection field.
  • Header – not a form field header title field used to label sections of a form.
  • Paragraph – not a form field, block of text can be used for instructions.

Once you have selected the custom field type that is most appropriate for the type of data you are capturing, click the add field button. You will now be presented with a second popup window that will allow you to customize the field further. The options on the second popup window are different for each field type.

Adding and Deleting Fields

Adding Fields

To add a field to the existing form click the plus sign next to the field you would like to add. You can only add each field to the form one time. After adding a field to the form it will change from the plus sign to the checkmark sign to indicate it has been added. Certain fields are required (depending on the module) for our system to function properly. In these cases, they will not be able to be removed from the active form.

Click this plus sign to add a field to the active form

Deleting Fields

To delete a field from the existing form click the trash can icon next to the field you would like to delete on the active form. You can only add each field to the form one time. After deleting a field to the form it will change from the checkmark back to the plus sign on the right side (available fields).

Click this delete icon to remove a field to the active form

Google Ads Overview

Posted on by Patric Shannon

If this is your first time using this tool we highly recommend you watch the video overview below for a comprehensive step by step guide to how to use the tool.

To understand how this tool works you must have some basic knowledge of how Google Ads work.

You may or may not know that your cost per click is in part determined by 1 to 10 ranking system Google created called quality score. As your quality score improves your cost per click decreases. One of the main components of quality is score is ad relevance.

Ad revelevance considers the relationship of your ad copy to the search term inputted by the person searching Google. If the search phrase is closely related to your ad copy you will have a high relevance score, thus improving your quality score and lowering your cost per click.

Our Google Ads SKAGs allows you to build hyper relevant ads and it can be done very quickly. You can build hundreds of ads that have an exact match with the most popular search terms in only a few minutes.

Step By Step Guide

Part 1 - Build Ads in LeadSnap

  1. On the left menu, expand Google.
  2. Select Google Ads Tool
  3. Input the name of the Google Ads campaign
  4. Paste in your keywords into the keywords box that you would like to use for your new campaign.
  5. Select the modifiers that will be applied to your keywords.
  6. Choose a prefix and suffix for your keywords. These boxes are optional and are often left blank for your main keyword lists as these will be applied to every keyword in your list.
  7. For headline 1 choose an alternative to be used if your keyword exceeds the allotted character limit.
  8. Choose a headline to be used for headline two for all ads.
  9. Choose a headline to be used for headline three for all ads.
  10. This description is required and will be used for each of your ads that are created.
  11. Just like the primary description the secondary description will be present for all ads although like headslines two and three many times Google does not show this information.
  12. Description two is not required but it is recommended as we want to take up as much real estate as possible when our ad shows.
  13. Path one is not required but is highly recommended as it will improve quality score and click through rates.
  14. Just like path one, path two is not required but is highly recommended for it’s click through rate and quality score improvements.
  15. The landing page URL is the page where users who click on your ads will be redirected to.
  16. Mobile page URL is not required, and is used if you have a separate landing page for mobile users.
  17. Click next to go to step 3.
  18. On the third step you can download all the files which have been created based on your input from the first two steps.

Part 2 - Import Ads into Google Ads

  1. Campaign
  2. Ad Groups
  3. Keywords
  4. Ads

Video Tutorial

Need more details or just want to see how it’s done? Watch the video below.

Mapping Form Fields

Posted on by Patric Shannon

What is Field Mapping?

After making the connection between your website and LeadSnap any form submissions will appear in our system immediately. As the leads flow into our system we need to know where to store things. We refer to the process of teaching LeadSnap in what places to store them as field mapping. You can create new places to map things through our website forms.

In the picture below, let’s pretend this form is a form on your website that you use to collect new leads for your business. You can see in the graphic, that the form is submitted and then it arrives inside of LeadSnap. As the arrows indicate the fields on your form are aligned with the fields inside of LeadSnap. The mapping process is what makes this possible. During the mapping process, you tell LeadSnap exactly which field you want to store the data from each field within our system.

Benefits of Mapping?

Mapping your form fields allows them to be added to the various screens within the Lead Management module.

  1. Allows the fields to be analyzed in organized throughout the Lead Management module.
  2. All the fields are able to be used in our various filters and sorting.
  3. You can create custom fields with any of the fields.

Create new fields in LeadSnap

You can create new fields within LeadSnap using our form builder on the website forms sub-item within the Lead Management module. If you are not familiar with website forms within LeadSnap then it is a good idea to read through the associated help article.

Every company in LeadSnap has a website form. You can use the same form for as many companies as you like or create a unique one for each company. These forms serve as a connector between the fields on your website and the fields within LeadSnap. Using our form builder you can design a form that aligns with the fields on your website. Each field on this form creates a place to store information within our system.

Do this Before Field Mapping

The process of mapping the fields is very simple.  There are some requirements that must be completed before you can map the fields.

  1. Company created.
  2. Website connected using one of our various connection methods.Connect your website
    1. WordPress
    2. Embed Form (embedded forms do need to be mapped)
    3. Zapier
  3. Form submission received – The mapping process works with your real form data. So we need an example form submission from your website to map the fields to correct places within LeadSnap. If you have not received a real lead through your site, then please send a test lead from your site to LeadSnap so we can perform the mapping process.

*If you have used our embed form option as your website connection method then you do not need to map the field as this is done automatically.

Step-By-Step Guide

1. Expand Leads from the left navigation

2. Click All Leads from the left navigation

3. Click View next to the test lead for the company which you would like to map the fields.

4. On the right side, click the Map Fields button.

5. Match the fields on the left side (LeadSnap fields) with the fields on the right side (from your website).

6. Click the Save button to save your field mapping.

Are My Fields Mapped?

To confirm that your fields are mapped send another test lead. Your fields are mapped when all the responses from your form submission appear on the left side of the form instead of on the right side of the form.

Field Mapping FAQs

Is it ok if I do not have a field on my website for every field in LeadSnap? 

Yes, there is no problem with leaving a field blank within LeadSnap.

On the field mapping popup window, I have a field on my website that does not have a field in LeadSnap? 

You have a few options:

  • You can create a new field on the form that is associated with this company so you have a place for this field. The website forms tutorial has more about this process.
  • If you have an existing field that works well, you can map it to that field.

Do I need to remap my fields if I add a new field to my website? 

You will need to add the mapping for the new field from your website with a field in LeadSnap.  Sometimes LeadSnap can automatically map the field but many times it will need a little help from you. Adding a new field will not erase the previous mapping. It is always a good idea to check the mapping between your website and LeadSnap after making changes by sending a test lead.

Auto Lead Forwarding

Posted on by Patric Shannon

As leads flow from your website to you or your client they pass through LeadSnap. This lead flow allows you to leverage the tracking, reporting, and analysis tools built into this powerful system. You have two choices when deciding on the delivery of leads, auto-forwarding, and manual forwarding.

Auto-forwarding allows you to automate the lead delivery process. When this setting is activated leads will be sent to the client associated with the company (or website) as soon as they arrive in our system. If auto-forwarding is turned off (manual forwarding), the leads will not be delivered until someone takes action on them.

By default, when a new client or company is created auto-forwarding is turned off. This means as you create new clients you need to turn on auto-forwarding or manually send the leads to clients. In either event, the status of the lead delivery is tracked through the progress field. This is a required field for every lead within LeadSnap. Among the available options for this field are “Needs Attention” and “Forwarded”.  The needs attention status alerts you that a lead has not been delivered while the forward status confirms the delivery of a lead.  With both the manual and auto-forwarding delivery options, this status is updated automatically.

Manually Forward

To send a lead manually follow the steps below.

  1. Expand leads from the left navigation.
  2. Select all leads.
  3. Click view next to the lead you would like to forward.
  4. In the top left corner select email lead.

Auto-Forward

Like many things in LeadSnap, there are multiple ways to accomplish the same thing. Auto-forwarding can be turned on from either the Edit Client or Edit Company pages.

Client Forwarding Settings

  1. Expand Settings from the left navigation, then expand users and select all users.
  2. Select the view button next to the user for which you would like to adjust the auto-forwarding settings.
  3. Click the Edit User button from the top right corner.
  4. Select the Lead Delivery Settings tab from horizontal navigation.
  5. Adjust the auto-forward toggle switch to the turn the setting on or off for the associated companies.
  6. Click update to save your settings.

Company Forwarding Settings

  1. Expand Settings from the left navigation, then expand companies and select all companies.
  2. Select the Edit button next to the company for which you would like to adjust the auto-forwarding settings.
  3. Turn on or off auto-forwarding for the associated clients using the toggle switch.
  4. Click update to save your settings.

Manual Lead Forwarding

Posted on by Patric Shannon

To send leads to a client you can choose to have them auto-forwarded on a client or company level or you can manually send them to your clients. To manually forward a lead to client go to the lead detail page by clicking all leads then view lead. Choose email lead in the top left corner and then pick send. For a more detailed explanation of the settings and options please check out the video below.

 

 

Lead Delivery Settings

Posted on by Patric Shannon

The lead delivery settings for a lead is managed on a client level and on a company level. These settings give you more control over how leads are sent to your clients.

To access the client level lead delivery settings screen:

  • Expand “Users” from the left navigation
  • Choose “All Users”
  • Select a user and click the “View” button
  • Choose the “Profile” tab and select the “Edit User” button
  • On the Edit User screen choose the “Lead Delivery Settings” tab

To access the company level lead delivery settings screen:

  • Expand “Companies” from the left navigation
  • Choose “All Companies”
  • Select a company and click “View”
  • Select the “Edit Company” button from the top right corner

The video below will give you a step by step guide with more information on each setting for both the client level and company level lead delivery settings.

 

Reply To Email Address

Posted on by Patric Shannon

When you send or forward a lead to a client through LeadSnap they receive your lead by email. If they were to reply to the email it would go to the email account you used when you created your LeadSnap account. If you would like to have these replies to go to another email address you can adjust that by updating the reply to email address. You can access this setting by choosing account setting from the top right corner and then entering the desired email address.

For a walkthrough and more information about the reply to email address check out the video below.

Spam Filters

Posted on by Patric Shannon

The spam filters help you manage the form submissions that are sent to your various lead generation properties. They are turned on by default so it is important to check your spam area to make sure no real leads are accidentally being categorized as spam. To access the filtered leads or spam filters expand the leads item from the left navigation and choose spam. To edit the spam filters choose the edit spam filters button from the top right corner.

Watch this video for a more in-depth overview of spam filters.

Step by Step Guide

1. Log in to your LeadSnap account. Click on “CRM” on the left menu, then “Leads”, then “Spam”.

2. Click on “Edit Spam Filters”.

3. Check “Enable Filters”

Filters are enabled by default, but you can disable/enable the filters with the toggle button.
You can also filter leads by marking as spam the leads that contain a URL in the form submission’s message field.

4. Phone Number Filtering

Many spammers include a “+” or a “0” at the start of the number. This violates the rules of valid phone numbers in many countries.

5. Keyword Spotting

The Keyword Spotting filter will mark a message as spam if it matches one of the defined spam keywords.

You can define certain keywords that the system will look for in upcoming messages.

6. Domain Filtering

Domain Filtering checks the email field of a message. If the domain name (or part of the email after “@”) matches one of your defined domains, the message will be marked as spam.

Note: Do NOT include “http, https” or “www.” in the domains, only the domain name and the domain extension (“.com, .net/, etc.”). Valid examples are shown below:

7. Email Address Filtering

Email Address Filtering checks for the email field of a message. If the email matches one of your defined email addresses, the message will be marked as spam.

8. Filter By Country

The Filter By Country filter checks the IP address of incoming messages and only allows those that originate in unchecked boxes. This is very powerful for local lead generation, as most of the real leads will come from the same country where they would like the service.

Note: This filter currently only works with WordPress and Embed Forms.

9. Click on “Update”

Click on Update to save the filters.

Company Settings

Posted on by Patric Shannon

The company settings or edit company page will allow you to fine-tune many of the settings that are specific to an individual company. From this screen you can adjust the following settings:

  • Company Name
  • Website Address
  • Assigned Clients
  • Company Lead Intake Form
  • Timezone
  • Auto-forward Settings
  • Phone System Company Mapping
  • Qualified Call Filters

How do I get there?

There are many different ways you can get to this page.

Through Companies (Left Navigation)

  1. Expand “Companies” from the left navigation menu
  2. Select “All Companies”
  3. Choose “Edit next” to the company you wish to edit.

Through Company Detail Screen

If you will notice in almost every place a company is listed through LeadSnap it is a link to the company details screen. From any company details screen, you can access the edit company screen by clicking the “Edit Company” button located in the top right corner of the company dashboard.

This is an example of the Company Setting or Edit Company Page

Company Name

The company name can be adjusted at any time and it is just used internally to refer to your company. We recommend using a name that will let you know exactly which of your websites it refers to.

Website Address

This is the website URL of the website associated with your company. This used for reference to help identify the website associated with the company throughout our system.

Assign Clients

Every company can have clients assigned to it. You can remove a client by clicking the “X” next to their name or add a new client by clicking in the open space within this field. If you are trying to add a client that you have not created yet, you must create a client and then return to this screen.

As leads arrive in our system whether, through a phone call, form submission, Zapier, or manually created lead the company and client will be assigned at the time a lead arrives. If you add a client after the lead arrives they will not be able to see the leads that arrived before you assigned them to a company. You can always manually assign leads to a client after they are created if you would like them to be associated with the lead.

You have the option to provide your clients with access to LeadSnap when you create their account. These clients will have access to all the leads that are assigned to them. So if you decide to assign multiple clients it is important to understand that they both can see these leads if they log in to our system. If you remove the assignment of lead to a client they will no longer be able to see the lead.

Timezone

This is the timezone of the location where your website is located. We use this in combination with the timezone setting in your account settings to adjust the time of leads.

Auto-Forward Clients

This setting controls if leads are automatically sent to a client as they are created in our system. This applies to both form submissions and manually created leads. You can turn the switch on or off on a client level for each company.  There are two different lead flows for delivering leads to your client within LeadSnap. You can manually forward leads or you can auto-forward leads. In either case, we recommend setting the lead progress field of the lead to “forwarded” after it has been sent to your client. This helps keep track of the progress of the lead from the time it arrives until the time it is delivered to your client.

Progress For Auto-Forwarded Leads

This field sets the progress field which is a required field in our system for every lead. We recommend leaving this as forwarded to ensure your system runs correctly.

Qualified Call Filters

As phone calls are pulled into LeadSnap from your phone system account they are not added as leads to the “All Leads” page (and other leads pages) by default. Instead, they are held in the “All Calls” area until they are manually added as leads. The qualified calls filter allow you to change that behavior.

For newly created companies the default setting is to have the qualified calls filters turned off. If you prefer to have them all added as leads as they come in then you can enable the qualified calls filter but do not turn on any of the call restriction filters. For greater control, you can use the filters so that only calls that meet certain criteria are added as leads. These filters work in combination with each other, for instance, if you were to set the call duration to 90 seconds and the answer status to answered only calls who had a duration of at least 90 seconds and had a status of answered would be added as leads automatically.