The Prospects module has been rebuilt from the ground up to support the way you really work. Track intake for multiple service lines simultaneously, switch between table and board views based on your needs, and leverage powerful new filtering and search capabilities to find the right prospects instantly. With redesigned tabs, smarter workflows, and enhanced visibility into every prospect's journey, managing intake has never been more efficient.

This is guide is broken down into two section, Prospects Dashboard and Prospect Profile:

• Prospects Dashboard
  • Two ways to view your Intake Date - Table vs Board
  • Track Intake for for Multiple Lines of Service for a Prospect
  • Streamlined Prospect & Intake Setup Wizard
  • Filtering & Search
• Prospect Profile
  • Track Multiple Lines of Service Intake
  • Redesigned Documents Tab
  • Redesigned Notes Section
  • Convert to Client for Line of Service

Prospects Dashboard

Two Ways to View your Intake Data

Work with prospects the way that works best for you. Use table view to see a complete snapshot of each prospect with all their service line intake statuses side-by-side, or switch to board view to focus on managing the pipeline for a specific service category. One simple toggle, two distinct perspectives on your prospect data.

• Toggle between the Table view or the Board view.

NEW! Multi-Service Intake Tracking

Manage the full scope of your prospects' needs with multi-service intake tracking. You can now track intake processes for multiple service lines—like ABA, Speech, OT, or Mental Health Services—for a single prospect at the same time. Convert a prospect to a client for one service while continuing to process intake for other services, all within one unified profile.

Multi-Service Intake Tracking via the Table View

Multi-Service Intake Tracking via the Prospect Profile

Open any prospect profile to view intake status for every service line and take immediate action.the prospect profile and see the Intake Status for all lines of Service and take action.

Streamlined Prospect & Intake Setup

The new prospect creation workflow makes it easy to set up intake for any scenario. When you click "New Prospect," you can:

This unified approach means you don't need to search for different buttons or workflows depending on whether you're working with new prospects or adding services for existing clients.

New Prospect Wizard (Screen 1 and 2)

Need to add another Intake for a Service Line?

For an Existing Prospect:

• Open the Prospect Profile and click Add Service Line.
• OR click New Prospect and click Link to Existing Client.

For an Existing Client:

• Click New Prospect and click Link to Existing Client.
  

Filtering & Search

New filtering options make it easier to find and prioritize prospects. Filter your prospect list by service category, age, facility, payer, eligibility, and additional criteria to quickly identify the opportunities that match your focus areas.

Prospects Profile

Track Multiple Service Line Intakes

Click on a Service Status to change the status of that Intake Process. Click Convert to Client when a line of Service is ready to transition to Service. Click Add Service Line to add an additional Intake for a different Service.

In addition to multi-service intake, we've enhanced the Prospects module with key improvements: a reorganized Documents tab for better file management and a brand-new Notes section built from the ground up. See what's changed in each area below.

Documents Tab

The Documents tab now features 8 collapsible standardized categories: Intake Forms, Insurance Documents, Authorization Letters, Medical Records, Consent Forms, Evaluations & Assessments, and Correspondence. Use the new search and category filtering tools to find files faster. Custom categories are on the roadmap.

Notes Section

The redesigned Notes section provides complete visibility into prospect activity. It automatically tracks all changes and updates with timestamps and user attribution, creating a running audit trail of what happened and who made each change. You can also add manual notes to the timeline to capture context, conversations, or important details that need to be documented.

Convert to Client

Converting prospects to clients is now faster and more accurate with service line-specific conversion workflows. Each workflow is tailored to capture the right information for that particular service, ensuring a smooth transition from intake to active client. 

• Click Convert to Client for the appropriate Intake line.