How to Change the Stage of an Applicant via Mobile App?

How to Change the Stage of an Applicant via Mobile App?

Overview

The Stage Update feature allows users to update the progress status of Leads, Applications, and Opportunities directly from the mobile app. This can be done either for a single record or for multiple records in bulk.
In addition to changing stages, users can:
  1. Add Follow Up Events (with details like owner, date, time, and timezone)
  2. Add Notes (text or voice, depending on the module)
Stage and Substage options depend on pre-configured settings from the web and are unique for each module (Lead, Application, Opportunity).

Plan & Permissions

Module
Permission Name
Description
Leads
Lead Nurturing/User Module > Change Lead Stage
This permission gives you the ability to change the stage of a single lead.
Leads
Lead Nurturing/User Module > Change Lead Stage in Bulk
This permission gives you the ability to change the stage of multiple leads at once.
Applications
Lead Nurturing/User Module > Change Applicant Stage
This permission gives you the ability to change the stage of a single application.
Applications
Lead Nurturing/User Module > Change Applicant Stage in Bulk
This permission gives you the ability to change the stage of multiple applications at once.

Multiple Ways to Change Stage

Single Action:

For a Lead
  1. Leads List: In the Navigation Menu click on Leads, on the Leads page, next to a lead tuple, tap the three-dot icon (⋮) and select Update Lead Stage.
  2. Lead Profile: In the Navigation Menu click on Leads, on the Leads page, click on a Lead Tuple. On the Lead Profile in the bottom right corner, tap the + icon on the bottom right corner and select Update Lead Stage.
For an Application
  1. Applications List: In the Navigation Menu click on More and then select Applications, on the Applications page, next to an application tuple tap the three-dot icon (⋮) and select Change Application Stage.
  2. Applicant Profile: In the Navigation Menu click on More and then select Applications, on the Applications page click on an Application Tuple. From an Applicant Profile, tap the + icon on the bottom right corner and select Change Application Stage.
For an Opportunity
  1. Opportunity List:  In the Navigation Menu click on More and then select Opportunity List. Select an Opportunity, on the Opportunity list page, next to an opportunity tuple tap the three-dot icon (⋮) and select Change Stage.
  2. Opportunity Profile:  In the Navigation Menu click on More and then select Opportunity List. On the Opportunity list page, click on an Opportunity Tuple. on the Opportunity Profile, tap the + icon on the bottom right corner and select Change Stage.

Bulk Action

For Leads
  1. Step 1: In the Navigation Menu click on Leads, on the Leads page, tap and hold a lead tuple to enter bulk selection mode.
  2. Step 2: Select all the leads you want to update.
  3. Step 3: In the bulk update window, select the Lead Stage and Substage for the selected leads.
  4. Step 4: Tap Save to apply the stage update.
For Applications
  1. Step 1: In the Navigation Menu click on More and select Applications. First, on the top right corner click on the filter icon and select an Application Form from the filter.
  2. Step 2: Tap and hold an application tuple to enter bulk selection mode, and then select all the applications you want to update.
  3. Step 3: In the Bulk Change Application Stage window, choose the Application Stage and Application Substage for the selected applications.
  4. Step 4: Tap Save to apply the stage change.
For Opportunities
  1. Step 1: In the Navigation Menu click on More and select the Opportunity List. On the Opportunity List page select and Opportunity. Tap and hold an opportunity tuple to enter bulk selection mode, and then select all the opportunities you want to update.
  2. Step 2: In the Bulk Change Stage window, choose the Opportunity Stage for the selected opportunities.
  3. Step 3: Tap Save to apply the stage change.

Step-by-Step Instructions

Step 1: In the stage change window, select the Stage you want to update. 
Step 2: If a Substage is configured for that Stage, select the appropriate Substage. 
Step 3: To add a Follow Up event while updating the stage, fill in the Owner/Counsellor field, select a Start Date, Start Time, End Date, End Time, and a Timezone. 
Step 4: You can optionally check Add to Google Calendar to add the event to your calendar.
Step 5: To add a note, choose to add a Text note or a Voice note. 
Step 6: If adding a Voice note, record as per the voice note flow and confirm. Keep in mind that voice notes are limited to 1 minute. 
Step 7: If a Follow Up Event or Note is required for this stage change, be sure to add it before saving.
Step 8: Tap Save to update the stage and save any Follow Up Event or Note you added.



Points to Keep in Mind

  1. You can only update the stage to stages and substages that have been configured on the web.
  2. To be able to update a stage, you need to have the relevant change-stage permission for that module.
  3. A stage can be configured to add a Follow-Up Event or a Note. If this is the case, you must add it before you can save the change; otherwise, you will get a validation error.
  4. Bulk updates are limited to changing the stage and substage of selected records and do not support adding individual Follow-Up Events or Notes for each record.
  5. For a bulk stage change on applications, you must first filter by a specific application form. You can only select and update the applications within the filtered results.

Conclusion

The Stage Update process streamlines progress tracking for Leads, Applications, and Opportunities. By allowing event creation, note-taking, and calendar integration within the same workflow, it reduces the need for multiple navigation steps. Ensuring correct permissions and pre-configuration from the web is critical for smooth execution. Bulk update options further speed up workflow when multiple records require the same stage change.



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