Sales admin
🗺Who covers which stateseach rep’s states and practices
Loading…
⚙Directory column (Master Admin)the practice directory’s old “Assigned rep” column
⚙Minimums and starswhat every rep is held to, and the weekly reward
Loading…
Go-live checklist
Everything that has to be set before real emails go to practices, each with its steps and a link to the page. Check now tests that the settings really work.
Loading…
Lunovus 360 Marketing
How it works
How a practice or a lead moves from the data to a conversation with a rep.
ⓘ How this works
Practices come from your files and leads come to us. A Meta ads lead gets six emails by itself. The other plans start when you pick the practices or leads, or when a website form arrives from a practice we don't know yet. The newsletter goes out on the 1st and the 15th. A click on a product link in the newsletter becomes a hot lead with a deadline, and reps work those first. Each stage has its own colour, and the matching screens in the sales admin use the same colour.From the data to the inbox and back
Practices come from your files and leads come to us. Each one gets a plan, the newsletter, or a rep. Nothing leaves while the site is in demo mode.
ⓘ What holds an email back
Tracks and the newsletter also wait if the practice had a Lunovus email in the last 2 days or four in the last 30, and Tracks wait while a rep is talking with them. Unsubscribes, bounces and do-not-contact are always respected, and website form leads start a plan by themselves only when the practice is new to us.What happens after a click
The click is the lead: the system keeps the clock, moves late leads on and follows up when nobody does.
ⓘ What counts as reached
Reached means a call, visit or email logged on the practice after the click, or a rep tapping Called or Emailed on the Hot leads list. Clicking a link in a preview or a test never makes a lead.Where you see each part
All in the sales admin unless noted. The same colour marks the screen's tab and the top of its page.
| Screen | What it's for |
|---|---|
| 1Data | Upload the total sales, sales rep actions and practices files as they come in. The four starting-data files load once after a new install (One-time setup); a red bar shows until they're in. |
| 2Practices and leads | Practices is your book from the files: find them by group, list or name. All Leads has a screen for each way a lead comes in: Meta Doc2Home, Meta OptiSite, Diamond and Tradeshow. Website form leads land on their brand's screen. |
| 3Go-live checklist (last in the menu) | Every setting that's done or still needed, with test buttons. |
| 4Plans | Meta Doc2Home has the switch for the six Meta ads emails and the latest leads. Tracks is where you pick practices or leads, approve a track's wording and see who finished. Cadences shows each rep plan step by step, and reps get their day's list on the phone once you approve it. |
| 5Newsletter | Issues is the timeline of editions: start an edition's research, approve each story, release it and send. Readers, Stats and the newsletter settings sit beside it. |
| 6Sent | Live view, refreshed every 15 seconds: sent, delivered, opened, clicked, replied, bounced, and what's waiting. |
| 7Hot leads | Every click with its deadline and owner, the Called / Emailed / Not interested buttons, and the rep scorecard, in the Hot view of Tradeshow. The rep app on their phone puts the same practices first. |
What's still needed before going live: see the Go-live checklist (last in the menu, under Show all menu items).
Opening the practice… Not in the sales data? Add one by hand.
More
Cadence The plan this practice is on, step by step, and the one place to start a plan: pick one and its steps show here before it starts. The Master Admin can change the steps for this practice only; the plan on the Cadences screen is never touched. A practice runs one plan at a time: stop it, or let it finish, before another starts. Starting one emails nothing; its steps become the owner’s tasks once the Work queue is approved.
The plan this practice is on, step by step, and the one place to start a plan: pick one and its steps show here before it starts. The Master Admin can change the steps for this practice only; the plan on the Cadences screen is never touched. A practice runs one plan at a time: stop it, or let it finish, before another starts. Starting one emails nothing; its steps become the owner’s tasks once the Work queue is approved.
At a glance
What happens next
Latest activity
How to reach them
🚀Jump Start presentationa short presentation built from their own numbers
Opportunities show for practices in the sales data.
No numbers on file for this practice.
Everything we know about the practice
📍Field reports
Email 1 · today
Your staff can try it right away with the demo login shown on the test site. For real patients, the Doc2Home upgrade uses your usual Lunovus portal username and password.
Patient privacy: EnrollPRO works inside your browser. Patient details stay on your computer until your staff click Submit, then the order goes to Doc2Home like any other portal submission.
Emails 2–4, only if they don't reply 3 short emails if they don't reply · day 4, 9 and 14 · 9:40 AM their time
Why this timing ▸
Research on B2B follow-ups (Belkins 2026, lemlist, Instantly, Woodpecker): follow-ups bring about half of all replies; 3–4 emails over two weeks is the sweet spot, past five the spam complaints climb; wait 3 days before the first; each one needs a new angle, never "just checking in"; end with a last note that leaves the door open. These stop on their own when they reply, bounce, mark it as spam, or click Add to Chrome on their page. (Replies stop them automatically once the reply address is set up in Resend; until then, click Replied on the Emailed tab.)
Other doctors and staff at this practice up to 2 more people, one at a time
Why this timing ▸
Research (Backlinko, 12M outreach emails): writing to 2+ people at an organisation gets about 93% more replies, flat past 5; blasting everyone the same day reads as automated and can trip the practice's spam filter. So: one person at a time, days apart, never two emails to the practice on the same day. Each colleague sees only their own patient count and the practice total. A reply or Add to Chrome click from anyone stops everyone; a bounce stops only that address. Doctors with fewer than 5 Doc2Home patients are usually associates; the office manager runs checkout, where the order happens.
ⓘ How this works
Everything above is what goes out, in order. Click any text to edit it; a blank line starts a new paragraph, a line starting with “- ” becomes a bullet. Emails after the first go out on their own and stop when anyone at the practice replies.Loading…
Tradeshow
Everyone met at a show or a booth, from a postcard, or who called or was added by hand: add them, give each a rep, follow up.
ⓘ How this works
Each lead becomes a practice (or joins the one we already have) with an opportunity for its product. Under Needs a rep, pick the rep and start its own follow-up: the steps go on that rep's Today list once you approve the day's Work queue. Every lead shows who owns each one and where its follow-up stands; 🔥 Hot lists the practices that clicked a product in a Lunovus email. OptiSite leads never go into the reps' EnrollPRO lists or any EnrollPRO email. Nobody is emailed on their own.🧑💼Needs a reppick each lead’s rep, then start its follow-up
Pick a rep for each lead, then Assign & start follow-up.
ⓘ How this works
Every lead needs three things: the Lunovus brand emails (they're in the audience on their own: Doc2Home leads get the Doc2Home box, website leads the OptiSite box), a rep who owns it, and its own follow-up cycle (Doc2Home lead: 7 steps over 3 weeks · OptiSite lead: 6 steps, or the audit cycle when there's an audit link). Pick the rep, then Assign & start: the steps go on that rep's Today list once you approve the day's Work queue.🔍Possible matches
Leads (added by hand or by a rep’s caller) that may be a practice we already have: pick it, or Create new.
📋Every leadwho owns each lead and where its follow-up stands
Loading…
Hot leads clicked a product in a Lunovus email, then showed a second sign · reach them within 4 working hours
🏅Rep scorecardhot leads given to each person
Open this tab to load.
0 selected →
or ·
·
·
· cadence
Open this tab to load.
⚙Assignment rules (Master Admin)default owners, what each person may handle, your overrides
Every recommendation waits for your OK; your own assignment always wins.
ⓘ How this works
Who the system recommends, in this order: 1 your own assignment · 2 the bulk / reorder owner (Bulk / Hybrid) · 3 the one person set up for that product in that state · 4 the account owner, if allowed · 5 the lead-source rule · 6 the product's default owner · 7 nobody: Unassigned — Master Admin review (never a random pick). You'll see a warning when your own assignment is outside the person's rules.Default owners
What each person may handle
A person you haven't set up keeps today's rule: their own practices, EnrollPRO + Doc2Home (+ Bulk / Hybrid for the inside rep).
Your overrides
👥Each person’s dayproposed, approved and done, per person
0 selected → · reassign to · priority · move to
Open this tab to load.
Master Admin
⚑Needs the Master Admin firstdue, but no approved owner yet
Due, but no approved owner (or one outside their rules): fix it on the Opportunities screen, then generate again.
⚙Contact rules (Master Admin)what the governor holds back
🎯Focus daysa group or an area for someone's day: their day becomes those practices
📊Planned in this rangeapproved, waiting, done, needing an owner
✓Work queue, day by daydrafted? what waits for the Master Admin
Open this tab to load.
Open this tab to load.
⚡Activity feedevery call, email, meeting and stage move today
Open this tab to load.
⚙Thresholds (Master Admin)what counts as slipping
Open this tab to load.
Pick a person.
Open this tab to load.
Lists
📋Starting listsready-made lists: who to call or email first
Open this tab to load.
⭐Your listslists you saved
Open this tab to load.
Who qualifies
Open this tab to load.
Open this tab to load.
Flows
Every email path from start to finish: the tracks, the newsletter and the lead follow-ups. Click an email to edit it.
ⓘ How this works
The number under each track email is how many practices are on it right now. A reply or an opt-out takes a practice out of its track, and the reply goes to its rep. Practices that got every email without replying move to Finished, where you pick their next track. The lead follow-ups are tasks on the rep's Today list; the rep sends those from their own inbox.Open this tab to load.
Design
How every email to a practice looks: the sign-off, the signature and the newsletter's header, with a track email and the newsletter previewed side by side.
ⓘ How this works
The brand rules keep the rest fixed: navy and blue, Arial, and track and one-off emails plain, with no banner or images, so they read like a note from a person. Only the Master Admin can save. A change applies to every email from then on, never to one already sent.Every email
The signature shows
The newsletter
Company logos
Each company's own logo, used on the emails and pages that company sends. Choose a picture from your computer (PNG, JPG or SVG): it is shrunk and saved as a PNG for you. No logo yet = the company's name in its colour.
Fixed by the brand rules: navy and blue, Arial, plain track and one-off emails, and the opt-out line and postal address on every email.
Issues
Every edition of The EyeCare Edition, from October 2026 on, with its date and where it stands. A month stays here after it passes: open any of them.
ⓘ How this works
There is one newsletter. It goes to the practices in the Feedback group (Readers) on the 1st and the 15th of each month (a weekend date goes out the next weekday): their own edition if they chose topics, the general edition (Readers › The general edition) until they do. The status says whether it's written, approved, going out or sent; "about N readers" is who it would reach today, so it changes as practices join the Feedback group, choose their subjects or unsubscribe. Open takes you to its page to write, approve or check it, and All editions, at the top of an edition's page, brings you back here. Newsletter › Issues opens on an edition (the one you had open last, or the next one to go out), and the date at the top of its page is a dropdown of every edition. Past months show where their words stand (not sent, because another application sends the newsletter) and can still be opened and worked on. Each one covers the news since the one before it. The buttons above the months are for the editions: who signs it, the topics, the sources, the research brief and when research starts by itself. Each edition is researched on its own, for the news range shown on its row: open it to start research. Claude writes a piece for each subtopic, whoever picked it, then you approve each piece and the release. Practices only see the approved pieces for the topics they chose (or, until they choose, the general edition's topics). The tag beside the counts says who it is going to (the Feedback group or every reader), and whether it is still in demo mode.Open this tab to load.
Personal edition
The EyeCare Edition: every edition has approved stories for every topic, chosen before anyone gets them. Each story is its headline, the source and date, our own summary and a link to read it at the source; nothing is copied. Each practice gets only the stories for the topics it chose: a short email with the highlights, and its full edition on its own page, where it can save stories.
Read each subtopic's stories, edit what you want and approve them (the Master Admin; have an optometrist look at clinical summaries first). Approve all ready pieces approves the ones with nothing to check. Then approve the release: it freezes the approved stories, and only that release goes out. Previews show any reader's email or full edition, and the editor's view of every topic and EHR variant.
Nothing is written or researched when the newsletter goes out: every reader who picked a topic gets the same approved words.
ⓘ How this works
✨ Start issue research (nothing is researched until you press it; it looks only at the 15 days before that day, and an issue opens for it 15 days before its date) has Claude search the approved sources (The sources) for every topic that is on (the 25 categories in seven groups; new topics start off, see The topics) and keep 1 to 3 stories each, then write our own short summary of each from its notes. It also finds stories on the vendor's own pages for each EHR your readers use most (when that vendor is on the list), and writes the issue's opening and subject lines (they go out with the release, with no approval step of their own) and a picture prompt per topic area. It runs on the server (about 140 parts), so you can leave the page. A story from a site that isn't on the list, or that ran before, is left out. When there's no worthwhile story for a subtopic, it says so: a gap you accept, cover with another piece, or fill yourself.Read each subtopic's stories, edit what you want and approve them (the Master Admin; have an optometrist look at clinical summaries first). Approve all ready pieces approves the ones with nothing to check. Then approve the release: it freezes the approved stories, and only that release goes out. Previews show any reader's email or full edition, and the editor's view of every topic and EHR variant.
Nothing is written or researched when the newsletter goes out: every reader who picked a topic gets the same approved words.
Open this tab to load.
Readers
Every practice the newsletter can reach, with the subjects it most likely cares about. Nobody is asked what we already know. Joined opens first: people who signed up on the ad page, practices in the Feedback group and practices that chose (or were given) their own topics. All practices is one click away; most of them only have our guess. Each row shows the reader, their primary contact and the others we have with their roles (✉ marks a colleague added for the newsletter), their lead topic, what they get, and what they did with the editions so far. Hover a cell for the whole of it.
ⓘ How this works
Each reader's topics are guessed from what we already know: their services and dry-eye focus, the Doc2Home products their patients get, their EHR, their reviews and online booking, their locations. The topic area they lead with opens their edition. Open a reader to see what we know and why we guessed what we did, and to set their topics for them (whole topic areas or single subtopics, after a conversation, say). Doctors choose their own with Update my interests (the link at the bottom of every newsletter and on their edition page, or Open › Copy link on a reader), and their choice wins. Only the practices ticked into the Feedback group get the newsletter. Every reader gets an edition on the 1st and the 15th of every month: their own once they have chosen topics, otherwise the general edition (the card above the list; the Master Admin can change its topics). Practices that are unsubscribed, bounced, marked do not contact or have no email aren't readers.Open this tab to load.
Stats
ⓘ How this works
My test sends are the emails you send yourself with Send me a test: what you click and open in them is counted here, apart from every practice's numbers, and Clear test history deletes them. Each real edition shows how many practices it was queued for, sent, delivered, opened and clicked, and the bounces, unsubscribes and hot leads it made. Opens are approximate: some mail apps hide them or open every email. Who gets the newsletter, the pause switch and the daily limit are in Newsletter settings.Open this tab to load.
Tracks
Doc2Home, Bulk and OptiSite each have one set of 4 emails you approve once; New leads: Doc2Home and New leads: OptiSite do the same for leads from shows, forms and ads (a lead from the website form starts by itself; pick the others one at a time). You pick the practices to reach by finding each one, up to 40 at a time: they start at email 1 and the follow-ups run on their own. Nobody starts just by being in a group, and there is no way to start a whole group at once.
ⓘ How this works
Emails go out from each practice's rep's own Outlook (a rep who hasn't connected it: their emails wait), and replies go to the rep and stop the track. Every safety switch still applies: demo mode, opt-outs, the sending limits, and about one Lunovus email a week at most. Changing a track's emails holds them until it's approved again. A practice that gets every email without replying moves to Finished, where you pick its next track.Open this tab to load.
Open this tab to load.
Open this tab to load.
Open this tab to load.
Open this tab to load.
Open this tab to load.
Marketing overview
Traffic, ads, clients & value
Open this tab to load.
Cadences
Pick a goal to see the sales sequence for it, step by step: when, what to say and send, and how many practices are at each step.
ⓘ How this works
Every step becomes a task on someone's approved list (the Work queue screen); nothing sends by itself. Anyone can propose an edit; the Master Admin approves it, and each approval is a new version.Open this tab to load.
Sent
Every email as it happens, from the tracks, one-off emails and the newsletter: sent, delivered, opened, clicked, replied or bounced, and what goes out next.
ⓘ How this works
The Sending card holds the switches for track and one-off emails: pause, approval and the daily limit (the newsletter’s pause and daily limit are on the Stats screen). Any admin can pause or lower a limit; only the Master Admin can resume or raise one. Emails waiting for an OK are under Ready to send today.📤Sending: tracks and one-off emailspause, approval and the daily limit
✉Ready to send todayemails 2–4 waiting for an OK
⚡What's happeningevery send, delivery, open, click, reply and bounce
Open this tab to load.
⏳In the queuewaiting to send
📅Follow-ups due in the next 2 daysemails 2–4 going out next
| When | Rep | Practice | Met with | Outcome | Next step | Follow up | What happened |
|---|---|---|---|---|---|---|---|
| Loading… | |||||||
📝Visit notesnotes reps still owe after a visit
Loading visit notes…
⚙Reps' phonesmorning plans, texts and each rep's private link
🎓 Practice day link for reps:
Each rep's private link opens their phone app.
ⓘ How this works
The app has their leads, their day, door cards and reports (the same link as their training check-ins). With the morning plan on, the app builds their day from their home ZIP at 6 AM and texts them "your day is ready" (email until texting is set up). They also get a text the moment a practice they visited clicks Add to Chrome or opens its page.Loading…
Drop a total sales, sales rep actions or practices fileor choose a file
Files
Total sales file the daily export: every order line
Loading…
ⓘ What this file is
The total sales export (Oct 12: one line per order line). Upload each file as it comes, daily or a longer stretch; a file that overlaps one already in adds nothing twice (each line has its own detail number). Only the columns the site needs are read in your browser; patients’ names, addresses, emails and phones never leave your computer. Patient orders (customer orders with a Practice ID, Unassigned ones too) update each practice’s Doc2Home figures for the months after the sales rollup; office orders (customer type = practice) update its bulk figures and the office order lines; lines with no Practice ID and rebates are counted in the preview but not as patient orders. A file counts as covering its days only when it looks like a complete export (dozens of practices a day); a partial or filtered one adds its lines but covers no days. The Data list shows the days covered and any days missing. The rollup keeps months, not days: the files take over its last month only when they cover it from the 1st. Last / prior 12 months and the trend move a month at a time, when the files cover every day of the next month. Once the files cover every day from their first line to their last with no gap (one all-history file), the Master Admin can choose to rebuild every month from them (and switch back).Sales rep actions the reps’ visits, calls, emails and trainings at practices: done and planned
Loading…
ⓘ What this file is
The sales rep actions export (Oct 12): one row per action a rep logged or planned at a practice, with its goal, who they talked to, notes and outcome. Status Yes = done: it goes on that practice’s Timeline (admin and rep app), the rep app’s Every contact, the door card’s Last contact and Since your last contact, like the call history. Status No = planned, not done yet: it shows under What happens next and in Every contact marked “planned”, and never counts as a contact. Rows are matched to practices by Practice ID; each rep’s name is matched to a staff profile when one fits (the name is kept as written either way). Upload each export as it comes: the same action in a later export (same rep, practice, date and time, type and goal) is updated (a status turned to done, an outcome added), never added twice; nothing already on file is removed. Like the call history, these don’t change the automatic email rules (contact hold, 4-in-30). A Follow-up date is shown on the Timeline; it doesn’t make a work-queue task.Practices every practice’s name, address, phone, email, website, doctors, Google rating, hours
Loading…
ⓘ What this file is
The Practices file (Oct 12; sheet “Merged Import”, one row per practice by its Lunovus ID). Each row updates that practice in the practice directory: name, address (every location when there are several), city, state, ZIP, phone (other numbers and the fax kept too), email (the first is the practice’s email, the rest are kept), website, doctors (the decision maker marked), Google rating and reviews, dry-eye focus, sells products online, hours. A blank or unusable cell never erases what’s on file, and what the file doesn’t carry stays as it is (contacts and their emails, do-not-contact, chain, practice type, closed days, the rep). An ID the directory doesn’t have becomes a new practice. The file’s values sit on top of the directory: reloading the starting data or a Lunovus Sales Import keeps them. Decision makers in the file are shown to reps; they don’t change who gets emails. Before each upload the Practices data on file is kept, and the Master Admin can put it back. Where it shows: the practice page, the rep app (“Open today”, Google, dry eye, who decides), the email plan (dry-eye focus, 3+ locations = Groups), ☎ Start a follow-up’s search and the practice lists.📊Sales datathe practice figures the site uses now
Loading…
Setup
🧰One-time setup (Master Admin)the starting data for a new install
Starting data sales, commissions, directory, bios: kept in the site's storage, not in the code
Checking…
Load these once after a new install (or to replace them): choose the four files from the data zip: sales-seed.json, commission-seed.json, directory-seed.json, profile-seed.json. You can pick all four at once.
Replacing data that's already loaded: Master Admin only.
🕘Previous copieskept just before each "replace everything" (one per data set)
Opportunities from existing activity (Master Admin)
Creates an EnrollPRO opportunity for each practice with real activity (emailed, replied, Add to Chrome, a rep visit or call, a trade show lead) and an OptiSite opportunity for each OptiSite trade show lead. Never all 8,306 practices. Owners come in as suggestions for you to approve. Safe to run again: nothing is doubled, nothing old is changed.
✉Who sends the first emailseach product’s person, and Gmail
Open Staff to load.
🔔Noticesbounces, complaints, paused mailboxes
Open Staff to load.
✉Reps’ own Outlooksend sales email from each rep’s own mailbox
Open Staff to load.
Loading…
Training
Off⚙Training settingshow training goes out, who gets check-ins, autopilot
Days
AtCentral
Send by
Products
Who gets check-ins
Loading…
Tick a rep and Save to start them; each gets a private link. Send now sends one today.
Autopilot
AI drafting needs ANTHROPIC_API_KEY in Netlify (the same key the Ask Lunovus chat uses).
How a check-in works
Loading…
ⓘ What's in a brief, and the research behind it
- Today's goal practices: the planned stops, each with its one goal and one number (pre-call planning).
- What they have in common: they sit in the same few ZIPs, so the brief pulls the real patterns: their groups, trends, the products they order, their practice earnings, and what reps heard in those ZIPs in the last 90 days.
- A tip from yesterday, from the rep's own reports: the objection they heard (with the vetted answer), couldn't meet the decision maker, follow-up emails not sent, notes missing, an install. Specific and about the task (feedback research, Kluger & DeNisi 1996).
- A 30-second lesson and one question, picked for today's practices and objections. Answering beats rereading (retrieval practice, Roediger & Karpicke 2006); a lesson comes back 3 days after a wrong answer and rests 3 weeks after a right one (spaced education, the Qstream studies); training sticks best when it matches the job in front of you (spaced sales training, Kauffeld & Lehmann-Willenbrock 2010).
- Today's if-then: "If they say X, you say Y" for the objection most likely today (implementation intentions, Gollwitzer & Sheeran 2006).
Loading…
Loading…
Reps get new lessons top to bottom: use ↑ ↓ to decide what comes next.
ⓘ How this works
At most one review of an earlier lesson is mixed in. Switch a lesson off to hold it back. OptiSite and other products: add lessons with that product, then tick it under Products in ⚙ Settings when you're ready.Add a lesson
Changes go live when you click Save lessons.
Playbooks
One play per thing we sell: who it's for, the goal, the opening line, the steps, its files and links, and its product facts.
Click a play to see everything about it; one opens at a time.
Loading…
Growth plan
Doc2Home, Office stock and OptiSite: who gets which product, and the next 13 weeks.
Build a new plan scores every practice for the three products and writes the plan from the rules (BRAND.md); then Build the AI plan refines it from everything added with ＋ Add everything. Without the AI key the rules plan works on its own. Rebuild it whenever the numbers have moved.
Loading…
Jump Start
A short presentation for each Doc2Home practice, built from its own monthly numbers. Send each link only to that practice.
Open this screen to see every Doc2Home practice with its link.
Loading…