Prom Prospect Cloud Form

The Prom Prospect form is a standard HTML web form & CSS file that is filled out by a prom prospect in the store usually with their personal smartphone or shop Kiosk indicating they have arrived and waiting for a sales associate to help them select a dress.

The form collects all their details and uses the information to create a prospect record for them as well as inserts an Appointment, if the form contains an AppointmentType field which is not empty, then the HTML form will create an appointment with Walk-in status for the customer. Store users can access the Appointment form to see the Walk-ins by appointment type and assign the customer to either a dressing room or sales associate.

The web form will contain a list of school events with a future (future of the date the form is created in ProfitSystem) event date allowing the customer to select their school where they are attending prom.

By default, the form will use the ProfitSystem customer types to fill the Graduation Year drop down. This is done so the prospect can be made to pick their graduation year to facilitate marketing activity to them.

Form Setup

First, enter the next 6 or so graduation years (2017, 2018, etc.) as customer types . If the appointment module is used to manage prom appointments, create an appointment type PROM that can be scheduled.

To generate a default form, start the Profit System and go to Main->Reports->Marketing->Set Up Cloud Forms. The encrypted shop id and store number are shown at the top of the form. Click Prom Prospect Page. The Profit System will prompt for a folder, and it will create the prom.html file. This file can be used as a starting point for the web form. The page will already have the correct encrypted shop id and store number embedded, along with basic formatting.

Once the file is customized, it should be placed on the bridal shops web site. Prom prospects can then be directed to fill out that page via their phone or tablet when they visit the store.

Certain fields must be present with specific names, and the form must post to: http://services.bblsystems.com/PromPost.aspx

The minimum data fields are present in the ProfitSystem Cloud Form generated form.

Fields

These forms fields will save to the ProfitSystem prospect database mapped to the fields indicated below.

FirstNameTextBox - Prospect First name, should be required on web form.

LastNameTextBox - Prospect Last name, should be required on web form.

EmailTextBox - Prospect Email, should be required on web form.

AddressTextBox - Prospect Address 1

CityTextBox - Prospect City

StateTextBox - Prospect State

ZipTextBox - Prospect zip

primaryPhoneTextBox - Primary phone. Should be Cell phone, format as 770-555-1212, should be required on web form.

AltPhoneTextBox - Is the Alt phone field for prospects.

NotesTextBox - Transferred into the prospect notes. Can be any free form text. Additional fields may be added to this form outside of these defined by this topic. When additional fields are added the values of those fields will be placed in the notes/memo of the prospect entry created.

ProspectType - Optional field. When present it's value is inserted into the Type field. Many shops use graduation years as the prospect type for marketing purposes. Prospect / Customer Types are created within the Profitsystem.

When the Prospect Type field value is left blank/null, then adding to the prospect form is skipped. If the AppointmentType field value is present then the an appointment entry is created. If the Appointment Type begins with PROM then these appointments can be seen in the Dressing Room Control module. This feature allows for waiting lists/check-in to be created.

EventNumber - If present, and a valid event id in the ProfitSystem, then the new prospect will be linked to that event. It is a dropdown field form field. When the web page is generated, all events of type School with an event date in the future are shown. The sort is based on the sequence of how the events were created in ProfitSystem. You may manually edit the form to add/edit the options.

ProspectSource - Use as the source for the prospect. In the generated prom.html file, this will show all the prospect sources defined in the ProfitSystem.

ProspectEventType - Used as the Event type of the prospect. Defaults to School type. This form field type may be edited, turned into a drop down form field selection when the shop wishes to offer multiple Type selection options to the user. If the EventNumber field is used, then the event type is set to the type of event selected.

AppointmentType - Used for the Appointment type. (insure this Appointment type is present in your appointment type data form). This form field may be edited in HTML to offer the User completing the form options for the kind of appointment they are wishing to have. If this field is blank, no appointment is created.

Storenumber - A required hidden text field. The store number for the Profit System, usually 01 for single store systems. For multi-store, the actual store ID that should be assigned to the prospect on import. To get your store number, start the Profit System and go to Main->Reports->Marketing->Setup MyInfo/Forms. The store number is shown at the top of the form

Shopid - A required hidden text field. Encrypted shop number. This must be present for the BBL Systems data warehouse to send the form details to the correct bridal shop. Example MjA5MjY= Note that you should not use this value, it’s an example to show you what your shopid will look like. To get your encrypted shop id, start the Profit System and go to Main->Reports->Marketing->Setup MyInfo/Forms. The encrypted shop id is shown at the top of the form

Confirmpage - A required hidden text field. The URL of the web page that should be shown after the user clicks Submit. It defaults to http://services.bblsystems.com/FormComplete.htm which is a generic “Thank you” page.

More fields can be added to the web form. These new fields are simply saved to the prospect notes field when the prospect is imported.

The forms are automatically collected, evaluated and inserted into the Prospect form when the CM program is running.

Workflow

The customer arrives and is directed to the prom prospect web page set up on the web site.

The customer fills out the details and submits the form.

If the CM program is running, the form will be processed shortly. If not, the user should go to Marketing->Process Cloud forms.

The prospect record is created automatically for the customer. If the appointment module is active and the form contains an AppointmentType then an appointment is automatically created with a status of Waiting.

An employee should review the appointments and when an SA is ready, they should select the correct SA for the appointment and click Started.

When the appointment is complete an employee should click Complete on the appointment. If the prospect is part of an event, the user will be prompted to link the customer prospect to an event. Prom prospects should be linked to the event for the prom.

If the event type is School, the user will be prompted to create a ticket for the customer. If Yes, a ticket will be created and the user will go to the ticket form. If no, the user will go to the event.

Notes: A circumstance may arise where the same person completes the Prom form twice (or more times). In this case the Prospect entry is modified based on these rules. When the inbound form data matches an existing prospect on primary phone for bride/groom or email for either and if not a WEDDING event type, the process unlinks the pospect from any existing customer record, puts a message in the notes that says 'Removed from prom web on date/time'. Then overwrites everyhing on the prospect record with the incoming prospect details. If the prospect is linked to an event, the prospect gets all the event details like date/name, type, etc.

This allows the Prospect to be used on a new event just as the situation where the Prom girl comes back into to be a bride or bridemaid.

Notes

The Prom Registration web form is a fast and easy way to allow customers to register and optionally be placed on a waiting list for a dressing room.

The waiting list option requires the ProfitiSystem appointment management system be set up with the Prom Dressing rooms.

Once the form is online a QR codecould be gnerated (from one of the many FREE web-sites for QR code generation) for users to access it in the store so they can register prior to trying on dresses.

To prepare for the ProfitSystem to generate the form two ProfitSystem actions must take place: ​ 1) ALL the significant Proms sold to in the store's trading area should be created as events in the ProfitSystem. Like West High 2017, South High 2017 etc.

2) The HS graduation years should be entered as Customer Types

3) How did the prom person learn about your store? Answers should be entered in the ProfitSystem Sources.

Events Housekeeping -> General Setup -> Customer Types Housekeeping -> General Setup -> Customer Sources

The ProfitSystem CM.EXE = Communications Manager must be running at all times to process Cloud Forms. This program should be started automatically with the ProfitSystem runs on the first computer starting ProfitSystem each day.