Opportunities: whom to contact next

Opportunities tells you whom to contact next: who has a reason to hear about your upcoming shows, and which clients have not heard from you for a while. Every proposal shows its reasons from your own sales, leads, waitlists and presentation views, and you act on it right there — make a lead, log a call, check back later or pass. This article describes Opportunities in WrkLst 10.

What Opportunities does

Opportunities has these lists, each a tab on its page:

For a show — the people with a reason to hear about a show: they bought the artist, hold an offer, are on the waitlist, asked about the work or looked at it in a presentation.
Stay in touch — your clients who have not heard from you for longer than their usual rhythm.
Gone quiet — the leads nobody has moved for a while.
New works — the works you added in the last 30 days, and who has a reason to hear about them.
For a client — the artists to offer one person.
Institutions for an artist — the institutions and curators to approach for one artist; and, on a curator's contact, the artists to propose to them.

This article describes the first two lists and how to answer a row on any of them. The others, the contact log, the Don't reach out mark and what WrkLst keeps are in Opportunities: more lists, the contact log and Don't reach out.

All of them are proposals. Nothing is sent and nothing changes until someone on your team acts on a row. WrkLst works the lists out each time you open them, from the records you may see, and nothing leaves your account.

Switching Opportunities on

Opportunities is off until an administrator switches it on for the account. Open Settings › Leads and find the Opportunities card:

Opportunities switches it on. Beside the switch, WrkLst tells you what it reads — your sales, leads, waitlists, presentation views and contact log — and asks you to check that your privacy notice covers this use before you turn it on.
Stay in touch every … days is the rhythm for clients who have neither a buying rhythm nor a rhythm of their own: between 30 and 730 days, and 180 days until you change it.
How opportunities are ranked shows how much each kind of reason counts — see "How the ranking learns" below.
Is your data ready? shows, for each thing the lists read — such as dated sales, waitlists, presentations for a client or curators set on shows — how much your account has, whether that is Ready, Thin or Empty, which lists use it and, under Next step, what to do. Counts only, no names. An empty tab also tells an administrator what holds that list back.

The card has its own Save changes button. You need a role with the General Account right. While Opportunities is off, its page says so: an administrator can switch it on right there, everyone else is told that an admin can switch it on in Settings › Leads.

Where you find it

On the Leads page, the Opportunities button (a target) in the toolbar opens it.
On the Dashboard, the Opportunities tile shows two numbers — For upcoming shows and Stay in touch, each opening its list — and the five strongest people, each a link to their contact. All opportunities opens the page.
On an exhibition, the Suggested section lists the people proposed for that show, whatever its dates — see "The show's Suggested list" below. It only appears when there is someone to propose.
On a contact, the Leads & Waitlist section lists the person's opportunities below their leads: For a show: …, New work: … or Stay in touch, with the tier and the strongest reasons, followed by the artists to offer them. The five most relevant come first, the rest behind Show all. Each one opens the list, where you act on it. Below them you see the answers your team has given on this person.
Every Monday, a notice Your opportunities this week says how many people there are to reach — For upcoming shows and Stay in touch — with counts only, never a name; a click opens the list. It comes only when there is someone to reach, by e-mail too if you receive notifications by e-mail, and Weekly opportunities under Settings › Notifications switches it off.

In presentation mode, Opportunities stays hidden — on its page, on the Dashboard, on contacts and on exhibitions.

For a show

For a show proposes people for every show that is running or opens within the next 90 days and has a venue with confirmed dates. Pick the show with Show: each one lists its dates, its venue and how many opportunities it has. If no show qualifies, the page says so and offers Go to Exhibitions.

A person is proposed for a show when they have a reason on one of its artists — an artist linked to the show, or the artist of a work in it:

Bought — they bought works by the artist from you. When a sale names a collection, the purchase counts for the collection.
Bought for a client — they bought the artist for a collection: an advisor or a company buying on someone's behalf.
Advised — they are named as the Consultant on purchases of the artist.
Offer or hold — an open offer, or a hold that is neither released nor run out.
Waitlist — they are on the artist's waitlist.
Lead — a sale lead about the artist or one of their works: open, Long-term, or lost for Price, Bought elsewhere or Not available.
Owns — they own works by the artist, or you recorded a purchase of theirs through an external seller or gallery.
Viewed in a presentation — they opened the artist's works in a presentation you made for them.

WrkLst does not propose the artist for their own show, a deleted contact or anyone marked deceased, anyone marked Don't reach out or set to check back later, or anyone who already has an open or Long-term lead linked to that show — that lead is the follow-up already.

The people with the strongest reasons come first. People who rank equally take turns from one day to the next.

The show's Suggested list

On the exhibition itself, the Suggested section — its header says how many — lists the same people for that show, each with the tier, the strongest reason, Make a lead and Not relevant; Open in Opportunities opens the full list. Tick people to act on several at once, up to 50:

Make leads (…) makes one sale lead for each, with the show linked, the artist of the strongest reason and you as owner. Someone a colleague answered in the meantime gets none, and WrkLst says how many were not made.
Write to them (…) creates a draft campaign for the show to each one's first e-mail address and opens it. It leaves out anyone marked Don't reach out, unsubscribed from the newsletter, without an e-mail address or confidential to you, and says how many. It also says how many have only asked, with no purchase you can see — in many countries, marketing e-mail to them needs their consent.

Make leads needs Edit & delete for Leads; Write to them needs Outreach in your plan and your role.

Stay in touch

Stay in touch lists the clients whose rhythm has run out since you were last in touch. A person can be on it when they bought from you, advised on a purchase, are on a waitlist, have a Long-term sale lead, have a rhythm of their own or are on a shared list with a rhythm. Anyone with an open lead is left out: that lead's follow-up covers them.

Each row says how long it has been, and the rhythm with where it comes from:

set for this contact — a rhythm you set on the contact;
from the list “…” — the rhythm of a shared list they are on; on several, the shortest;
from their buying rhythm — once they have bought from you on three different days, the usual gap between their purchases, never shorter than 90 or longer than 540 days;
the account's default — the days set in Settings › Leads.

Last contact is the latest of two things: an entry in the contact log that counts, and the latest sale to them that you may see. Offers and holds do not count, and campaigns do not count either — a row shows the latest campaign as information, "Campaign … — doesn't count". Without any contact on record, the time is counted from their earliest purchase, lead or other reason; for someone with nothing but a rhythm of their own, from when that rhythm was last changed; for someone there only through a list, from when the list got its rhythm. When there is no date at all, the row says Never in touch.

High comes before Medium before Low, and within each tier, whoever is furthest past their rhythm comes first.

A rhythm for a list

While Opportunities is on, a shared list of contacts shows a Stay in touch line with Change: Not set, or A rhythm for this list (Every … days, between 30 and 730). Everyone on the list is then due in Stay in touch at least that often. A rhythm set on the person comes first, and on several lists the shortest counts. Private and archived lists have no rhythm. Changing it needs the rights to edit the list and contacts.

Reading a row

The tier — High, Medium or Low — says how strongly the reasons speak for this person.
The name opens the contact. Beside it, whose opportunity it is: For … · owner of the lead (the person who looks after their latest open or long-term lead), else For … · seller of the last sale, else For … · last in touch (whoever was last in touch with them). Otherwise the row is Unassigned.
The reasons, strongest first, each with its year. Three are shown, "… more" says how many follow, and a click on a reason opens the record behind it.
Notes that help you decide: "Weighted down: the latest is from …" when the strongest reason is old, a line saying who passed on this person for another show of the same artist and when, and Partner deceased.
Last contact — when, how and who. On Stay in touch also how long without contact and the rhythm, for example "every 6 months (the account's default)".

Acting on a row

Make a lead opens a new sale lead with the person, the artist of the strongest reason and, for a show, the show already linked. While that lead is open or Long-term, the row stays away.
Log contact records a call, a meeting or a fair conversation (see the contact log in Opportunities: more lists, the contact log and Don't reach out). On For a show the person leaves that show's list. On Stay in touch the new last contact takes them off until their rhythm runs out again.
Check back sets a date — in 1, 3, 6 or 12 months, or Pick a date…. Until then the person leaves every opportunity list, for the whole team, and on the day WrkLst reminds you (see the check back reminders in the other article).
Not relevant passes on the proposal. For a show you choose Not this show, one of the Never for … entries under Not for this artist, or Price — the reason is right, but the price is not. Not this show and Price leave out the person for this show. Never for … removes every reason on that artist for that person, in every list and for every show. On Stay in touch, Never for … is the only choice. Under Data is wrong, This purchase isn't theirs: … or This offer or hold isn't theirs: … names each sale behind the row's reasons: that sale no longer counts for the person in Opportunities, and the ranking learns nothing from it. Something else — open the contact opens the contact so you can correct the record.
⋯ holds Don't reach out… and, on Stay in touch, Off the Stay in touch list: the person's rhythm becomes No reminders, and they are still proposed for shows.

Every action confirms itself with a short message; Check back, Not relevant and Off the Stay in touch list offer Undo for a few seconds. When you pass on a person for a second show that shares an artist with the first, WrkLst asks Stop proposing … for …? — you answer with Never for … or No. It never decides that by itself.

On Stay in touch you can tick several rows on a page and log one contact for all of them with Log contact (2)… — the number says how many you ticked. They all get the same day and the same channel, without a note: right for the two clients you met at a fair.

A Log contact on the contact itself, outside Opportunities, counts as last contact too, so it takes the person off Stay in touch — but it does not answer a For a show row.

One answer for the whole team

An answer — Make a lead, Log contact or Not relevant — hides the row for everyone and says who gave it. If two people answer the same row at the same moment, the second is told that the first already answered, and nothing happens twice. Check back and Don't reach out belong to the contact itself and take the person off every list, for everyone; Off the Stay in touch list takes them off Stay in touch only.

Show hidden lists, for the tab and show you are looking at, who left the list and why:

Answers — who answered, how and when, with Undo. The row comes back, and the ranking no longer counts the answer.
Checking back — until when and who set it, with Clear.
Off the Stay in touch list — No reminders, with Back on the list.
Don't reach out — since when. The mark is lifted on the contact. A marked person is listed here only, once, even if they had answers or a check-back as well.

How the ranking learns

Each kind of reason starts with a weight. Older reasons count for less — a purchase loses half its weight in four years, a presentation view in six months, while a waitlist entry and ownership do not fade. More records of one kind add a little, and every reason adds to the others without one outweighing the rest.

Your team's answers move the weights for the whole account. Make a lead and Log contact from a row count as Acted on for every kind of reason the row had; Not this show and Never for … count as Passed. Price, Already has it, Data is wrong, Check back, Off the Stay in touch list, Don't reach out and a contact logged for several people at once teach nothing, and an answer you undo stops counting. How opportunities are ranked in Settings › Leads shows for each Kind its Starting weight, how often it was Acted on and Passed, its weight Now, and how fast it Fades by half in — or Does not fade. The weights cannot be edited by hand. Start fresh sets every kind back to its starting weight, so the ranking learns only from answers given from then on; the card then says Learning from answers since …. Nothing is deleted, and everything hidden stays hidden.

Who sees what

Who may do what is set per role in Settings › User Roles.

Opportunities needs View for Leads and Contacts; For a show and a show's Suggested list also need View for Exhibitions. The other lists' rights are in the other article.
Every reason is checked for the person looking at it. A purchase shows only if you may see that sale — confidential sales and, without the right to see all sales, other people's sales stay hidden. A lead counts only if you may see it. Waitlists, ownership and presentation views need their own rights, and presentation views come only from presentations in your own presentation list. A proposal whose reasons you may not see does not exist for you: no row, no count.
Mine shows the opportunities that are yours; All needs See every lead, not only your own, the same right as on the Leads page. Without it you see only your own, so unassigned ones never show. With it, the page opens on All, and it remembers your last choice in your browser.
Make a lead, Not relevant and Undo need Edit & delete for Leads. Log contact, Check back and Don't reach out… only need to see the contact. Off the Stay in touch list, Back on the list, a contact's rhythm and Lift… need Edit & delete for Contacts — on a confidential contact also Reveal confidential contacts.
A confidential contact's name shows on its row; its details stay hidden.

Still using WrkLst Classic? Opportunities, the contact log and Log contact are part of WrkLst 10, and a link to Opportunities always opens it in WrkLst 10. Classic shows the Don't reach out mark on a contact and asks for a reason before a single mail goes to a marked person, but you set and lift the mark in WrkLst 10. Mails sent from Classic count as contact too.