🎯 Purpose of Client Portal
Client Portal is your command center for maximizing marketing ROI and converting more leads into paying clients. Here's what it helps you accomplish:
1
Measure Marketing ROI — Track exactly how many qualified leads your marketing generates and the revenue they bring in.
2
Know Your Close Rate — See what percentage of good leads turn into closed sales so you can optimize your process.
3
Identify Follow-Up Opportunities — Easily spot prospects who need a follow-up call to close the deal by using our Call Outcome feature.
4
Run More Efficiently — Our post-call automation pre-fills prospect info when you mark the lead as qualified by Pressing 1. This sends a text to the client where we capture their full info, saving you time.
5
Call Notes — Easily enter relevant notes on Good Leads so that you can refer to those versus having to fully listen to the recording.
✨ Feature Cards Explained
The cards at the top give you a quick snapshot of your calls. Tap any card to see the full list of calls in that category.
📞 All Calls
Every call that came in during the selected date range. Your complete call history.
✅ Good Leads
Calls marked as qualified prospects (Press 1 or manually marked). These are your potential clients!
❌ Non Leads
Calls marked as not qualified (Press 2 or manually marked). Wrong numbers, solicitors, etc.
⚠️ Unmarked Calls
Calls that still need to be fully categorized. Keep this number low for best results!
🔄 Follow-Up Worthy
Prospects who had an appointment or call but haven't closed yet. Perfect for follow-up outreach.
💰 Closed Sales
Successfully converted clients with recorded sale amounts. Your wins!
🏷️ What Are Tags / Inquiry Types?
Tags (also called Inquiry Types) describe what the caller was calling about. When you mark a call, you'll select the appropriate tag that matches the type of service or case the prospect is inquiring about.
Your available tags are:
Selecting a tag also auto-fills the Estimated Revenue based on the typical value for that type of service.
📋 What Makes a Call "Fully Marked"?
To remove a call from the Unmarked bucket, it needs complete information:
For "Not a Lead" calls:
- Just mark it as Not a Lead — that's all you need!
For Good Leads, you need ALL of these:
- ✓ Lead Status — Marked as "Good Lead"
- ✓ Inquiry Type/Tag — What type of case or service
- ✓ Est. Revenue — Expected value (auto-fills based on tag!)
- ✓ Outcome — What happened (appointment, follow-up, closed, etc.)
When viewing Unmarked Calls, missing fields will have a red pulsing border so you can quickly see what needs to be filled in.
🎧 Call Recordings
All your calls are recorded and available for playback. Click the play button on any call to listen. This helps you:
- Review conversations to improve your sales process
- Recall details from past calls before following up
- Train team members with real examples
- Verify information if there's ever a dispute
⚡ Post-Call Automation
This is where the magic happens! When a call ends, you'll hear a prompt. Here's the flow:
📞 Call Ends
→
🎙️ Stay on Line
→
👆 Press 1 or 2
→
🏷️ Select Tag
→
✨ Auto-Magic!
Important: After the caller hangs up, stay on the line for the prompt! The system will ask you to press:
- Press 1 — Good Lead / Qualified prospect
- Press 2 — Not a Lead / Not qualified
Then select the appropriate tag/inquiry type. When you do this:
- Lead status automatically syncs to the Portal
- Inquiry type/tag automatically syncs to the Portal
- Estimated revenue auto-fills based on the tag
- For Good Leads, an SMS is automatically sent to the prospect!
Thank you for calling! We received your inquiry and will follow up shortly. Please fill out this quick form so we can better assist you: https://bit.ly/3xYz123
↑ Your actual SMS message sent to prospects when you Press 1.
The Form They Receive:
When prospects click the link in the SMS, they see a simple form to capture their information:
↑ When prospects fill this out, their info automatically appears in the Portal — no data entry needed!
⭐ Important To-Dos
🚨 #1 Priority: Mark Every Call!
The most important thing you can do is mark each and every call — either immediately after the call, later that day, or at minimum by the end of the week.
⚠️ Why This Matters
Unmarked calls = lost opportunities. When calls sit in the Unmarked bucket, you lose track of who needs follow-up.
Prospects who aren't followed up with promptly often take their business elsewhere. Don't let that happen!
If you forget to mark a call after it ends, don't worry! You can always open the call in the Portal and manually enter:
- Lead Status (Good Lead or Not a Lead)
- Inquiry Type/Tag
- Estimated Revenue
- Outcome
- Notes
The Portal gives you full control to update any call at any time. Just click on the call row to open its details!
💡 Quick Tips for Success
- Check the Unmarked Calls card daily — aim to keep it at zero!
- Review Follow-Up Worthy prospects weekly to close more deals
- Use the Date Range filter to see performance by week or month
- Check your Close Rate to track improvement over time
- Listen to call recordings to refine your pitch and close more sales