Tux Prospect Form

The Tux Prospect form is a standard HTML web form & CSS file that is filled out by a tuxedo 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 tuxedo. The form collects all their details and uses the information to create a prospect record for them.

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 form will contain a list of all events with a future (future of the date the form is created in ProfitSystem) event date allowing the customer to select their event. The event list may be manually removed from the form if not needed by the shop. When having the prospective customer select an event requires that the form be updated frequently to remove past events or to add new events.

When events selection is utilized within the HTML form it is helpful that the event have a tuxedo Catalog Code assigned to the event. This allows the system to automatically create a Rental Order for the the Customer within the event using the styles in the Catalog Code setup.

The system default form created 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. This field can be edited or removed from the form if the information is not required by the shop.

Form Setup

First, enter any required Customer type values, for example when the form is used for Prom Tuxedo processing the next 6 or so graduation years (2017, 2018, etc.) as customer types would be important to know the graduation year of the Customer for marketing purposes.

If the appointment module is used to manage tuxedo fitting flow, create an appointment type FORMALWEAR within the Appointment system that can be scheduled. The default form created by the system automatically inserts a appointment type of FORMALWEAR. This can be manually changed or the form field removed if not required by the shop. The presence of a valid appointment type on form submit will create an WALKIN appointment entry whereby a User can go to the Appointment Dashboard, filter the appointments by walk-in to see who is next for service.

When the shop wishes for the Customer to select their EVENT within the form, then the Event values must be manually maintained. Past events removed, new events added to the event selection field.

TIP: This event maintenance can be accomplished by generating a new HTML form and extracting the event values and inserting them into the production html form.

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 Tux Prospect Page. The Profit System will prompt for a folder, and it will create the tux.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. Tuxedo 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.

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

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

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

Address - Prospect Address 1

City - Prospect City

State - Prospect State

Zip - Prospect zip

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

AltPhone - Is the Alt phone field for prospects.

Notes - 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 tux.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, then the user should click Add to Event on the Prospect form. ProfitSystem will create a customer for the prospect, link it to the event, and create a new rental using the catalog code on 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 previous Tuxedo customer comes back for a new event.