Implementing Lead Manager Best Practices
  • 08 Mar 2024
  • 4 Minutes to read
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Implementing Lead Manager Best Practices

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Article summary


Product: Lead Manager and Acoustic Campaign.


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Infinite recommends the following best practices when it comes to implementing Lead Manager in your organization.

Determine the Goals & Metrics

  • At the start of your implementation, it is recommended to create goals and metrics for the product. Questions such as:

    • Why do you want to implement Lead Manager?

    • What are you hoping to accomplish?

    • Are there specific goals or programs you have in mind?

    can be useful in determining how your organization is to use Lead Manager.

  • Some examples include:

    • Goal: Collect seasonal hires and send targeted email communications at specific times ahead of the next hiring season.

    • Goal: Identify, track and build relationships with silver medalists, or great candidates but not the candidate who was hired.

    • Metric: Convert X number of seasonal employees to rehires.

    • Metric: Hire X% of new hires from passive talent.

    • Metric: Reduce Time to Fill by X%.

Determine the Users and Roles

  • Establish who in your organization is to use Lead Manager and Acoustic Campaign. Lead Manager and Acoustic Campaign are separate systems and have separate users. While Lead Manager is designed for recruiting and HR use, Acoustic Campaign is primarily a marketing tool. It is recommended to engage with your Marketing team and other internal teams to ensure great content for communications and proper branding on Landing Pages. It is recommended to have a member of your Marketing team as a Acoustic Campaign user, as they can access the tool to review and approve content if needed or develop content for landing pages, email templates and programs.

  • Determine who in your organization is to be the administrators of Lead Manager and Acoustic Campaign.

    • Administrators in Lead Manager use BrassRing on Cloud Workbench to maintain the settings for Lead Manager so should be Workbench Certified.

    • Org Administrators of Acoustic Campaign maintain user lists, control default settings.

    • Administrators of Acoustic Campaign create query and contact lists and manage communication templates and landing pages.

  • Determine the roles of your users. Lead Manager and Acoustic Campaign users can have specified roles within the tools. Some examples include:

    • Sourcers who create campaigns and source for talent by using various sourcing tools such as searching Lead Manager for existing talent. Sourcers might also provide a list of leads for recruiters to review.

    • Recruiters might also create campaigns and source talent. They review talent that is identified by the sourcers and are responsible for the relationship with the lead.

    • Recruiting or Talent Acquisition Managers review and assess the health of the pipeline for their respective set of recruiters or their organizational purview. They typically want to see things from a high level, such as number of campaigns, number of leads, and how many leads are moving through the process.

    • Administrators help troubleshooting any issues that are experienced by the sourcers or recruiters. Administrators might be responsible for managing GDPR compliance and sending out the consent emails, communication template management. Administrators of Lead Manager are also typically the Acoustic Campaign administrator.

      • It is not necessary for all users to have a dedicated role, but some roles, such as the maintaining of landing pages and Communications might require time to design, build, and test.

  • Ensure that the users and Administrators access the training and documentation for Lead Manager before the implementation so that they are trained and understand the time that is needed to devote to the tool to make it successful. Your organization might create a group of Lead Manager Champions assigned to support and train new users in the system.

Pilot Program

  • Consider running a pilot program within your organization to roll out Lead Manager to a focused subset of recruiters or sourcers. This can help with:

    • Identifying and refining the sourcing strategy and workflows. You can “work the kinks out” with a smaller, focused subset of users before deploying across the entire organization.

    • Ensure that proper fields are being captured on lead and campaign profiles for sourcing, searching, and reporting requirements.

    • Identify additional training that might be required

  • Solicit feedback to get the right product in front of users early. Identifying the requirements for mass upload or parsing of Leads into Lead Profiles can ensure that you are prepared when it comes to the implementation of the system. Infinite recommends the Microsoft Excel spreadsheet upload or the bulk parsing of lead resumes processes for adding the first batch of leads to your system.

  • Aiding your organization in planning and understanding how many Leads and Campaigns initially need to be in the system and provide an idea of the frequency at which Leads are added.

  • Pilot programs can also help show users how to run Lead Manager reports on Leads and Campaigns.

Find and Review Release Notes

  • Lead Manager updates are included as part of the BrassRing on Cloud releases, and the release notes can be found within the BrassRing on Cloud release notes. It is recommended to set up a monthly reminder with the BrassRing on Cloud release schedule to review the BrassRing on Cloud release notes, and enablement recordings, to ensure that your users and administrators know where to find the latest release information for Lead Manager.

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