Creating Your Own Process Type from Scratch

Step 1: Add a process type
Click "New Process Type" under Processes, or click "Library" in the lefthand sidebar.

Instead of choosing one of the available templates, click the "New Custom Process" button at the top.

Give your process a name.
Give a name that will be used for each item. Use merge tags to add the property street address, or the name of a contact to the process name.
Choose a Category if desired. Categories are used to provide you with contextual information about how to make better use of your process types.
Click Save.

If you'd like a deeper dive into building processes, we have provided a "Learn More" link to our free course "Building PM Processes".

Step 2: Add your Team and Contact Roles for this process type

After clicking save, the system will take you to the process settings for this process type. First, add the team members who you want to have access to this process type.

(If you need to add new users to the account who will be working with processes, click here to learn how to add them to your LeadSimple account. On the Operations plan, you can have unlimited users at no extra charge.)

You can also add any assignee roles (such as BDM or Administrator) to your process type, so that tasks will be assigned to whoever is filling that role for a particular process instead of always being assigned to a person (learn more about team roles here).

Under the "General" tab, add the contact roles for this particular process type. These allow you to specify which contacts you need to complete this process, and also specify certain tasks to be completed with a certain type of contact (such as an auto email sent to the owner.)

(For example, for Owner Onboarding, you'll want to add Owners as a contact role, and if applicable, the HOA. For lease renewal, you'd want Owners and Tenants, and for a work order process, you'd want Owners, Tenants, and Vendors.)

You can choose a certain pipeline for the system to auto-populate that type of contact, or leave it empty.

Step 3: Add a Default Outbound Email Address (If Desired)

You can add a default outbound email address that will be used when sending emails from this process (if you don't see the email you want to send from on the list of options, then follow these steps to connect your email first).

Step 4: Choose your Communication settings.

You can select Relevant or Broad tracking (see this article for an in-depth overview of the differences between them). Relevant will only track communications sent from the process page, while Broad tracks any communication that may be related to the process, property, or owner, whether it's sent from the process page or not.

You can also choose which contacts should be included in outgoing emails and text messages in this Process Type.

Step 5: Add Your Stages

Next, click Stages & Workflows to add stages to this process type.

Backlog Stages can be used to track on-hold processes.
Active Stages are where process workflows and tasks should be built out.
Completed Stages are for completed processes.
Cancelled Stages are for any cancelled processes.

Here are examples from our Owner Onboarding process template:

Click the "+" icon for each section to add stages to that section.

Step 4: Add Your Workflow Steps

Inside of each stage is the workflow of tasks for that particular stage. Building it out is very similar to the sales stages and workflows, but with some powerful features!

To learn more about each new workflow step setting (such as using contact roles, step instructions, required steps, wait steps, and conditional steps, view this collection of articles here.)

Once you've built out and customized the workflows, test it out with a test process to see how it works!