CRM Product Guide
Learn how to get the most out of your CRM system with our comprehensive step-by-step guide
Table of Contents
Getting Started
Create Your Account
Sign up for a free CRM account. You'll need to provide your email address and create a password. After registration, verify your email to activate your account.
💡 Tip: Use a business email address for better organization and team collaboration.
Steps:
- Go to the registration page
- Enter your email address
- Verify your email with the 6-digit code
- Enter your name and create a password
- Launch your first CRM instance (optional)
Set Up Permissions
Configure user permissions to control what each team member can access and modify. Create permission groups based on roles and responsibilities.
Permission Groups:
- Admin: Full access to all features and settings
- Manager: Can manage contacts, deals, and tasks
- Sales: Can view and edit assigned contacts and deals
- Viewer: Read-only access to all data
Managing Contacts
Adding Contacts
Start by adding your contacts. You can add them manually one by one or import them in bulk using CSV files.
Manual Entry
- Navigate to Contacts from the sidebar
- Click "Add Contact" button
- Fill in contact information
- Add tags and custom fields if needed
- Save the contact
Bulk Import
- Go to Contacts → Import
- Download the sample CSV template
- Fill in your contact data
- Upload the CSV file
- Map columns and review
- Complete the import
Organizing Contacts
Use tags to organize and segment your contacts. Tags help you filter and find contacts quickly.
✨ Best Practice: Create consistent tag naming conventions (e.g., "customer", "lead", "partner") for better organization.
Custom Fields
Add custom fields to store industry-specific information. Custom fields can be text, number, date, select dropdown, or boolean (yes/no).
How to Add Custom Fields:
- Go to Settings → Custom Fields
- Select "Contact" as entity type
- Click "Add Custom Field"
- Configure field name, type, and options
- Save and use in contact forms
Sales Pipeline Management
Creating Deals
Deals represent potential sales opportunities. Create deals and link them to contacts to track your sales process.
Deal Creation Steps:
- Navigate to Deals
- Click "Add Deal"
- Enter deal name and value
- Select a contact
- Set deal stage and probability
- Set expected close date
- Add tags and notes
- Save the deal
Kanban View
Use the Kanban board to visualize your sales pipeline. Drag and drop deals between stages to update their status.
🚀 Pro Tip: Customize deal stages in Settings → Custom Statuses to match your sales process.
Tracking Progress
Monitor your sales pipeline performance. Use filters to view deals by stage, value, assigned user, or date range.
View deals in specific stages
Find high-value deals
Track deals by close date
Task Management
Creating Tasks
Create tasks to track activities, follow-ups, and to-dos. Link tasks to contacts or deals for better context.
Task Properties:
Brief description of the task
When the task should be completed
Low, Medium, or High
To Do, In Progress, or Done
Team members responsible
Link to contact or deal
Task Views
Switch between Kanban and Table views to manage tasks in the way that works best for you.
Kanban View
Visual board organized by status. Drag and drop tasks between columns.
Table View
Detailed list with sorting and filtering options. Perfect for bulk operations.
Workflow Automation
Understanding Workflows
Workflows automate repetitive tasks based on triggers and conditions. They consist of three main components:
Trigger
Event that starts the workflow (e.g., contact created, deal updated)
Condition
Rules that determine if actions should execute (optional)
Action
What happens when workflow runs (e.g., notify user, assign task)
Creating Your First Workflow
Let's create a simple workflow that assigns a task when a new deal is created.
Step-by-Step Guide:
- Go to Settings → Workflows
- Click "Create Workflow"
- Name it "Auto-assign Deal Review Task"
- Set Trigger: Select "Deal Created"
- Add Condition: (Optional) Deal value > $1000
- Add Action: Create Task
- Configure task details (title, assignee, due date)
- Activate the workflow
Common Workflow Examples
New Contact Welcome
Trigger: Contact Created → Action: Assign task "Send welcome email"
Deal Stage Change Notification
Trigger: Deal Updated → Condition: Stage changed → Action: Notify assigned user
Overdue Task Reminder
Trigger: Daily Schedule → Condition: Task overdue → Action: Notify assignee
Analytics & Reports
Dashboard Overview
The dashboard provides a real-time overview of your CRM metrics. View key statistics, recent activities, and performance charts.
View contact count and growth
Total value of all deals
Track task completion rates
Generating Reports
Create custom reports to analyze your business performance. Export reports to PDF or Excel for sharing.
Report Creation Steps:
- Navigate to Reports
- Select report type (Contacts, Deals, Tasks, etc.)
- Apply filters and date ranges
- Choose visualization type
- Generate and export report
Best Practices
Data Consistency
- Use consistent naming conventions for contacts and companies
- Regularly update contact information
- Keep deal stages aligned with your sales process
- Use tags consistently across your organization
Team Collaboration
- Assign tasks with clear due dates and priorities
- Add comments and activities to keep team informed
- Use @mentions in comments to notify specific users
- Set up appropriate permission groups
Automation Strategy
- Start with simple workflows and gradually add complexity
- Test workflows before activating them
- Review workflow execution logs regularly
- Automate repetitive tasks to save time
Ready to Get Started?
Start using your CRM today and transform how you manage customer relationships.