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DVAPULSE

DVAPULSE User Guide

How to Use DVAPULSE

A quick, text-only reference for core workflows, funnel status definitions, and operational tips.

Table of Contents

Overview

DVAPULSE connects Marketers, Sales Managers, and Executive stakeholders to manage lead intake, pipeline progression, and performance reporting in one place.

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Personas & Entry Points

  • Marketer: Upload CSV leads and validate data before staging.
  • Sales Manager: Triage assigned leads, update stages, and track follow-ups.
  • Executive Dashboard: Monitor pipeline health, assign leads, and export snapshots.
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Core Workflows

  • CSV Upload: Drag and drop, preview rows, and batch insert into the staging table.
  • Lead Assignment: Assign single or multiple leads to managers with a reason.
  • Pipeline Updates: Managers advance stages and log first contact activity.
  • Analytics & Export: Use filters to focus views, then export CSV snapshots.
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Executive Dashboards

The Executive Dashboard provides a high-level view of pipeline health, lead flow, and conversion performance across the organization.

Use the summary cards to understand total pipeline, fresh inflow, conversion wins, and average lead score. Review the Funnel Mix and Attribution Mix charts to see where leads are in the funnel and which sources drive volume.

Apply filters (status, campus, program, campaign) to narrow the dataset, then export a CSV snapshot for reporting. Use the assignment controls to reassign leads in bulk or individually when needed.

For deeper manager insights, open the Daily and Overall Sales Manager Performance views from the dashboard.

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Conversion Percentage

DVAPULSE calculates conversion percentage as:

(Converted Leads ÷ Total Leads Assigned) × 100

The calculation follows the scope of the current view, so team-level dashboards reflect all assigned leads in the selected dataset, while manager-level views reflect that manager’s assigned pipeline.

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Sales Stage Statuses

Sales stages describe where each lead sits in the outreach lifecycle and help teams prioritize the next action.

New: The lead has entered the system and has not been assigned yet.

Assigned: The lead has been routed to a Sales Manager and awaits first contact.

Contacted: The first outreach has been completed.

Qualified: The lead meets qualification criteria for progression.

In Progress: Active follow-up and engagement are underway.

Converted: The lead has successfully converted into a win.

Closed: The lead is closed as lost or no longer active.

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Automated Lead Assignment to Sales Managers

DVAPULSE uses an automated, rules-based lead assignment mechanism to ensure that new leads are distributed fairly, efficiently, and without manual intervention.

This automation helps teams respond faster, balance workloads, and maintain accountability across the sales funnel.

How Automated Assignment Works

When a new lead enters DVAPULSE (via CSV upload, form submission, or system integration), the platform automatically evaluates whether the lead should be assigned to a Sales Manager.

If the lead meets the assignment criteria, DVAPULSE assigns it immediately — no manual action required.

In simple terms:

A new lead is created → DVAPULSE selects the best available manager → the lead is assigned automatically.

When Does Auto-Assignment Trigger?

Automated assignment is triggered when all of the following conditions are met:

  • The lead status is New
  • The lead does not already have a Sales Manager assigned
  • At least one Sales Manager is:

Active

Within their allowed capacity

Once these conditions are satisfied, the assignment happens instantly in the background.

How DVAPULSE Chooses the Right Manager

DVAPULSE applies a fair-distribution algorithm to decide which Sales Manager receives the lead.

The system evaluates managers based on:

  • Availability
  • Only active managers are considered.
  • Capacity Limits
  • Managers who have reached their maximum workload are skipped.
  • Current Workload
  • Preference is given to managers with fewer active leads.
  • Fair Rotation
  • Among eligible managers, DVAPULSE rotates assignments so that leads are evenly distributed over time.

This ensures:

  • No single manager is overloaded
  • Leads are shared fairly across the team
  • Response times remain optimal

What Happens After Assignment?

Once a lead is assigned:

  • The Assigned Manager is recorded
  • The lead status moves from New → Assigned
  • The assignment timestamp is captured
  • Manager workload counters are updated
  • An audit trail is created for reporting and performance tracking

All of this happens automatically and consistently.

Manual Overrides (When Needed)

While automation handles most cases, DVAPULSE still allows manual control:

  • Executives or authorized users can reassign leads
  • Managers can update funnel stages as conversations progress
  • All changes remain fully auditable

Automation accelerates the process — it does not remove human oversight.

Why This Matters

Automated lead assignment helps your organization:

  • Reduce response time to new leads
  • Eliminate manual assignment bottlenecks
  • Maintain fair workload distribution
  • Improve conversion performance
  • Gain transparent reporting at executive level

This mechanism ensures that every lead is actioned quickly and responsibly, supporting both operational efficiency and business growth.

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Funnel Status Definitions

  • New: Fresh lead with no assignment yet.
  • Assigned: Lead has been routed to a manager.
  • Contacted: Manager has initiated first contact.
  • Qualified: Lead meets qualification criteria.
  • In Progress: Ongoing follow-up or engagement.
  • Converted: Lead successfully enrolled or closed as a win.
  • Closed: Lead closed as lost or no longer active.
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First Contact SLA

The first contact SLA measures how quickly a manager reaches out after a lead is assigned. SLA timers are based on the assigned timestamp and mark leads as urgent or overdue when the 24-hour window is at risk or missed.

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Data Sources

  • Lead staging: primary intake table for uploads and assignments.
  • Sales managers: active manager roster used for assignments and access.
  • Assignment logs: audit trail for lead handoffs and activity history.
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Troubleshooting

Reach out to support@digitalvibesasia.com for any help.

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