CRM Docs

1.What is CRM?

what is crm

CRM stands for Customer Relationship Management. It is a business strategy that aims to understand, anticipate, and manage the needs of your organization’s current and potential customers. It helps you find & procure new customers. It organizes customer information allowing better, stronger customer relationships.

As a result, CRM keeps customers happy and grows businesses faster. In other words, CRM is a comprehensive approach that provides seamless integration of every area of business that touches your customers. The CorporateStack Sales & CRM Module is an extremely powerful tool that will allow you to manage every aspect of customer relations.

Click here to watch a brief introduction to CorporateStack CRM

Last updated on February 10, 2021

1.1.CorporateStack CRM

How can CorporateStack CRM help you?
  • CorporateStack helps you manage and keep track of all the stages of your leads seamlessly and with minimal effort
  • CorporateStack assists you by keeping track of all customer contact information so you never lose them. It also helps you manage any opportunity related to a customer in all stages.
  • CorporateStack will automatically create quotations for customers, from pre-designed, formatted templates containing a company logo, letterhead, footer, signature and stamp. Allows for different quotation templates for each sales team, streamlining the quotation process.
  • CorporateStack allows creating revised versions of previously created quotations, saving a considerable amount of time when taken care of automatically.
  • CorporateStack will then help you in managing all of your sales orders, invoices, and payments.
  • CorporateStack allows you to create multiple sales teams with the option to fully isolate them, allowing multi-faceted businesses to separate their teams.
  • Team leaders have complete flexibility in managing the privacy and the visibility of team sales and pipeline.
  • Full control when it comes to assigning tasks to the salespersons, defining approval workflows.
  • Sales managers can view all of this information in a number of interactive charts through one dashboard.
  • Automatically generate customized, advanced reports based on selected variable fields.

 

 

CorporateStack provides you with interactive, summarized dashboards on your home page. This allows you to stay up to date with your work, and view how you are contributing to your company. CorporateStack also displays any announcements and reminders that you may have. It gives you all the tools you need to succeed and make you more competitive.

CorporateStack CRM Mobile

CorporateStack CRM Mobile can be downloaded on your phone. It allows you to stay up to date on the latest information on the go. CorporateStack CRM Mobile is a powerful tool, allowing you to update information, contact leads, and approve quotations all from the comfort of your phone.

Last updated on December 13, 2020

2.Leads

Effective Lead Management

In this article, we will be discussing leads, and how you can use CorporateStack to manage your leads effectively.

Leads are potential customers. Thus, before a customer becomes an actual customer, they are considered a lead. Many people make the mistake of disregarding leads. This is a critical mistake. Leads are an important part of the sales process. Leads are the main source from which you acquire new business. Consequently, this is why you should never ignore them.

Leads can come from many different sources. To illustrate, business cards that are collected from events or exhibitions are leads. Instead of just tossing them in the drawer and forgetting about them, a better idea would be to input their details into the CRM module. This adds them to a pool of potential customers. As a result, access to these contact is readily available whenever required. Regardless of the source of a lead, CorporateStack CRM is always ready to accept the next lead entry. CorporateStack CRM will also send reminders to contact important leads.

The lead stages that are recommended by CorporateStack are already predefined and they are as follows:

  • Untouched: obtained information about the lead but haven’t yet tried to contact them
  • Cold: contacted the lead but got a cold response, signifying a lack of interest
  • Warm: contacted the lead and had a small conversation with them, signifying mild interest
  • Interested: contacted the lead and they explicitly showed interest and want to know more about the product or service
  • Qualification: leads can either be qualified as customers or disqualified when they have no potential of becoming a customer

These are the stages that we at CorporateStack recommend that you follow, but the admin can tweak these stages according to company requirements.

Last updated on October 28, 2020

2.1.Lead Desk

To display existing leads, hover over the Leads option on the top navigation and click on view leads. Existing leads can be found on this page. Here, all of the leads that you’ve entered into the system can be viewed. Leads can be viewed in all of their different stages. Leads can also be filtered by stage. To view the leads you have in any specific stage, click on the stage and the list of leads in that stage will appear below. The screenshot below shows the “Not Attempted” stage selected.

 

 

Besides filtering leads by their stage, more advanced criteria can be utilized so you can filter leads by the team in charge or the salesperson in charge. CorporateStack provides the best methods for collaboration within teams. To filter by salesperson, a team leader can enter a sales person’s name. They can also click on the funnel icon and specify more search criteria. Search criteria include terms such as “created by” or “delegated to”. They can also choose the accuracy of the search results. The sales team leader is allowed and authorized to see all of the leads for all of the salespersons. However, a salesperson is only allowed to see the leads that they are assigned to work on. This provides added privacy and security.

On CRM Mobile, to filter leads, click on the icon on the top right corner. You can also filter leads based on the stages they are currently in. This is done by tapping any of the stages in the navigation on top.

Filters based on the services involved, time of lead creation, lead source and others are available. To access advanced date filtering criteria, click on the calendar icon. Lead source refers to the location where the lead was generated.

 

 

 

 

 

 

 

To view the full log of actions for each of the leads, click on the small cloud icon. This icon is located on the right-hand side of each lead entry in the list. This will open up a window below that shows a full log of all the actions that were done to this specific lead. Additionally, it shows the date of the action and the person responsible for the action.

On CRM Mobile, to view a full log of actions for a lead, click on the lead. This will show you a detailed view of the lead and the activities associated with each lead.

 

To add a new entry to the log, click on add. Here, notes on the lead can be entered. The next action date can also be set here. CorporateStack will use this date to automatically create a reminder for the action. This reminder can be found in the reminders section. CorporateStack also displays the action on your homepage dashboard to make sure the action is not forgotten.

 

This feature is great as it makes sure that you actually take action with your leads and never forget about them which should ultimately result in a higher lead conversion rate. The log items have different types so you can either add a general note, a meeting, or even a call. Before you finish creating your log items, you can choose to automatically send an email notification to your co-workers who are working on this same lead.

This is an extremely useful feature for most people. It allows them to follow-up on leads. It discourages leads from being forgotten. Ultimately, this results in a higher lead conversion rate. The log items have different types. General notes, meeting notes, or even a call log can be added. Before log items can be created completely, an option to send a notification to other team colleagues is available.

Editing the information of an existing lead, or deleting it from the system completely is also possible.

CorporateStack also allows for bulk actions to be made. Multiple leads at a time can be acted on. To do this, go to the bulk action section. Here, awareness campaigns about your products or services to multiple leads can be sent with a single click. Notes can also be bulk added. Stages, Delegations can be bulk edited. Leads can also be bulk deleted.

 

Last updated on October 28, 2020

2.2.Lead Insights

CorporateStack provides an entire dedicated dashboard to give the user complete control. This dashboard presents a number of interactive charts that display important statistics related to the leads. To access this page, click on the Dashboard button at the top of the leads list page. Below is the Leads interactive dashboard page.

Last updated on October 28, 2020

2.3.Creating Leads

To add a new lead, click on the add lead button either on the top navigation, or on the display leads page. This redirects to the new lead creation form.

 

The left column contains information specific to the lead itself such as the contact person details. The right-hand column contains more critical fields such as the lead stage, source, and type. The team that is assigned to this lead needs to be provided. The scope of the lead also needs to be provided. Employees can be assigned or delegated to work on the lead. Next, an action can be set. CorporateStack will automatically create a reminder to complete this action.

Leads can also be added on CRM Mobile. To do this, navigate to the Lead Desk. Next, click on the plus icon in the bottom right part of the screen. This will take you to the add lead page. Here you can input the same details as shown above.

Descriptions can be added to a specific lead, in case of any additional information.

Documents can also be attached to a specific lead, should this be required.

Last updated on October 28, 2020

3.Opportunities

In this article, we will be discussing opportunities, and how you can use CorporateStack to manage your opportunities effectively.

Opportunities are leads that have shown an interest in being a customer. After the lead stage, if a positive interaction is achieved, the lead becomes an opportunity. Opportunities can come from different locations. They can provide an important source from which new business is acquired. Opportunities need to be followed carefully. This is to make sure the customer feels their needs are being met. It also makes sure that any question that the customer has is being answered.

Effectively managing your sales pipeline is key for feeling more organized and being in control of your sales figures. Opportunity management achieves this in a simple and elegant way. For any company, opportunities are worth a large part of their business. However, companies need to be able to define what their opportunities are. They also need to be able to define how much their opportunities are worth.

The opportunity stages that are recommended by CorporateStack are already predefined and they are as follows:

  • Create awareness: opportunity exists but further investigation is needed.
  • Qualification stage: understand customer requirements, and other necessary details. Then, qualify the opportunity against the capabilities you possess.
  • Meeting stage: identify customer needs and budget. Several meetings with the customer.
  • Proposal stage: send the customer a proposal with what the offer that is to be proposed.
  • Negotiation stage: customer accepts the proposal, however an agreement has to be made on the final pricing and the terms and conditions.

These are the stages that we at CorporateStack recommend that you follow, but the admin can tweak these stages according to company requirements.

Last updated on October 28, 2020

3.1.Opportunity Desk

To display existing opportunities, hover over the Opportunities option on the top navigation and click on view opportunities. Existing opportunities can be found on this page. Here, all of the opportunities that you’ve entered into the system can be viewed. Opportunities can be viewed in all of their different stages. Opportunities can also be filtered by stage. To view the opportunities you have in any specific stage, click on the stage and the list of opportunities in that stage will appear below. The screenshot below shows the “Create Awareness” stage selected.

 

 

After the negotiation stage, if the opportunity is successfully won it goes to won stage. If the opportunity is lost due to any reason, it goes to the lost stage. Other stages also exist in case they are required. If the opportunity will be on hold for a while, there is a stage for that. If halfway through the opportunity, it is deemed unfeasible, there is also a stage for that which is the cancelled stage.

If any of these stages are clicked, CorporateStack will display all of the opportunities that are at this specific stage. However, if all opportunities, in any stage, need to be displayed, the “All” option can be selected.

On CRM Mobile, to filter opportunities, click on the icon on the top right corner. You can also filter opportunities based on the stages they are currently in. This is done by tapping any of the stages in the navigation on top.

CorporateStack allows opportunities to be searched based on various attributes. Teams that are involved, salespersons, services offered, the accounts involved, or even by the specific opportunity.

Since an opportunity can have multiple child opportunities, CorporateStack allows you to easily manage this by displaying an identifier below the opportunity stage. If an opportunity is a child opportunity, you will see the “show parent” button which displays the parent of this opportunity when you click it. Similarly, if an opportunity is a parent, CorporateStack will allow you to view its child opportunities.

To view the full log associated with an opportunity, click on the cloud icon located on the right-hand side of an opportunity entry, just as explained in the leads section above

Last updated on October 28, 2020

3.2.Opportunity Insights

CorporateStack provides an entire dedicated dashboard to give the user complete control. This dashboard presents a number of interactive charts that display important statistics related to the opportunities. To access this page, click on the Dashboard button at the top of the opportunities list page. Below is the Opportunities interactive dashboard page.

Last updated on October 28, 2020

3.3.Creating Opportunities

To manually create an opportunity, click on the “New Opportunity” button located at the top of the main opportunities list page.

The first section allows you to enter the basic information of your opportunity, so give a meaningful name to the opportunity, and choose the customer account that this opportunity is related to. If this is your first time doing business with a customer, it’s most likely that their information will not be already stored in the system so you can quickly add the customer account by clicking on the + sign located next to the account field as the below image shows.

 

 

Opportunities can also be added on CRM Mobile. To do this, navigate to the Opportunities Desk (Pipeline). Next, click on the plus icon in the bottom right part of the screen. This will take you to the add opportunity page. Here you can input the same details as shown above.

Moving on, choose the current stage for your opportunity based on the stages we discussed earlier and decide on an estimated win probability for this opportunity then choose the currency and the current pipeline value for the opportunity and the margin in percentage.

The source field is used to specify where the opportunity originated from and the submission or the closing date is an estimate of when this deal should be closed. Make sure to choose a team that will be responsible for this opportunity and specify the scope of services that you believe will be most suitable for this opportunity. Finally, you can assign this opportunity to someone or delegate it to someone else and even set a next action with a reminder.

The project details section lets you specify the job type so whether it is a job in had or a tender, and the opportunity type sections let you specify the type of opportunity so is it a new business? Is it upselling? Is it cross-selling?

Next section is the description section where you can write a short description to help you remember important information about the opportunity

Finally, there are the key contacts and relevant documents sections.

Last updated on October 28, 2020

3.4.Importing Opportunities

On the main opportunities list page, click on the “Import Opportunities” link that is located at the top of the screen.

Click on the “Download Opportunity Template” link as shown below, fill it in and upload it by clicking on the “Upload Opportunities”. Next, choose whether you want the uploaded opportunities to be linked using the account number or account name. Finally, choose if you want to allow duplicates or not. When you are done, click on import.

Last updated on October 28, 2020

4.Customers

In this article, we will be discussing Customers. Customers can be saved in the system. Customers are used by the system for several things. Whenever work is done with a client, they are identified as a Customer. CorporateStack will provide you with analysis based on various aspects regarding customers such as the amount of work that is done with each customer. This module helps manage the customer list, and makes sure that no customer feels ignored. Customers are essential to any business, and CorporateStack makes each customer feel valued. 

Last updated on October 28, 2020

4.1.Customer Desk

The customer desk can be accessed either from the main navigation. Hover over the customer module and select customer list

The customer desk allows users to view a list of all the customers of the company. Customers that the company has worked with in the past as well as customers that the company is working with currently.

At the top of the page, users can search for any customer according to different attributes. Each attribute offers auto-complete and a complete dropdown list for enhanced search.
Below the search module, users can also see a complete list of customers in their company. Here, users can visually search for different customers if required. Customers are sorted by the date they were created by default. However, this can be changed by clicking the sort button on the top right of the customer list.

On CRM Mobile, Customer Desk can be accessed from the menu on the left. Alternatively, click on the more options in the bottom menu. This opens the main menu, through which Customer Desk can be accessed.

Last updated on October 28, 2020

4.2.Creating Customers

To manually create a customer, click on the “New Customer” button located at the top of the Customer Desk.

This section allows you to enter the basic information of the customer account. Basic company details such as the company name, and their location can be saved here. Account type signifies that this customer is a client, a prospect, or a partner. Next, Source signifies where the customer was obtained from.

Moving on, customer accounts can also be assigned to a team or various employees within a team. This makes certain that the employee interacts with the customer on a regular basis.

On the right side of the page, various contact details can be inserted for the company. Additionally, users can specify the different payment terms that are applicable for this customer. Certain companies have different payment requirements for different customers. CorporateStack CRM allows for the maximum flexibility possible.

On CRM Mobile, Customers can be added by accessing the Customer Desk. To know how to do this, please refer to the previous section. Once on the Customer Desk, click on the plus icon to the bottom right of the screen.

Users can also add a contact person for the customer account. This links that particular contact to the company account. Standard details are required for the contact details. To read further, please read Creating Contacts section.

Finally, users can also upload any documents related to the company account on the document tab.

Last updated on October 28, 2020

4.3.Importing Customers

On the customer desk, click on the “Import Opportunities” link that is located at the top of the screen.

Users can click on the “Download Customer Template” link as shown below, fill it in and upload it by clicking on the “Upload Customers”. Next, users can choose whether you want the uploaded customers to be linked using the account number or name. Finally, users can choose if duplicates should be saved in the system. Users can click on import when they are happy with the options selected.

Last updated on October 28, 2020

5.Contacts

In this article, we will be discussing Contacts. Contacts can be saved in the system. Contacts are used by the system for several things. Whenever a new lead or opportunity is obtained, a contact can be created for that lead/opportunity. 

CorporateStack creates a distinction between Customers and Contacts. Contacts are people, whereas customers are companies. Contacts can be potential customers as well. 

CorporateStack will provide you with analysis based on various aspects of the contact. It provides reminders to open a discussion with a contact if required. This module helps manage the customer list, and makes sure that no contact feels ignored. Contacts can be essential to making your business grow, and CorporateStack gives you the tools you need to make this possible easily. 

Last updated on October 28, 2020

5.1.Contact Desk

The Contact desk can be accessed either from the main navigation. Hover over the contact module and select contact list.

The contact desk allows users to view a list of all the contacts of the company. Contacts that the company has had a conversation with before, or contacts for future use.

At the top of the page, users can search for any contact according to different attributes. Each attribute offers auto-complete and a complete dropdown list for enhanced search.
Below the search module, users can also see a complete list of contacts in their company. Here, users can visually search for different contacts if required. Contacts are sorted by the date they were created by default. However, this can be changed by clicking the sort button on the top right of the contacts list.

On CRM Mobile, Contact Desk can be accessed from the menu on the left. Alternatively, click on the more options in the bottom menu. This opens the main menu, through which Contact Desk can be accessed.

Last updated on October 28, 2020

5.2.Creating Contacts

To create a contact, click on the “Create Contact” button located at the top of the Contact Desk. Alternatively, you can select “Create Contact” from the main navigation. To do this, hover over the Customer module.

This section allows users to enter the basic information of the contact. Basic company details such as the contact name, the department and title can be saved here.

On the right side of the page, users to enter various contact details for the contact. Finally, users can also choose to upload a business card for the contact. This can be done by either selecting a file, or dragging the file into the browser.

On CRM Mobile, Customers can be added by accessing the Customer Desk. To know how to do this, please refer to the previous section. Once on the Customer Desk, click on the plus icon to the bottom right of the screen.

Last updated on October 28, 2020

6.Quotations

In this article, we will be discussing quotations, and how you can use CorporateStack to manage your quotations effectively. CorporateStack empowers companies and makes quotation management intuitive and simplistic.

Quotations are proposals that are sent to the client for a specific project. After the opportunity stage, proposals are either won or lost. In that stage, proposals are sent to clients. If these proposals are accepted, quotations will be required by the client. This module helps manage this quotations effectively. At the top of the page, there are the usual stages in addition to the search filters.

The quotation stages that are recommended by CorporateStack are already predefined and they are as follows:

  • Pending: quotations have yet to be approved by the team
  • Approved: quotations have been approved by the team, but have not been sent to the client
  • Proposal Sent: quotations have been sent to the client, awaiting a reply
  • Negotiation: client has comments or changes to be made on the quotation
  • Won: quotation has been won

These quotations are explained better and in more detail below. A typical workflow for the stages is also provided below.

Last updated on October 28, 2020

6.1.Quotation Desk

To display existing quotations, hover over the Quotations option on the top navigation and click on view quotations. Existing quotations can be found on this page. Here, all of the opportunities that you’ve entered into the system can be viewed. Quotations can be viewed in all of their different stages. Quotations can also be filtered by stage. To view the quotations you have in any specific stage, click on the stage and the list of opportunities in that stage will appear below. The screenshot below shows the all the quotations selected.

On CRM Mobile, to filter quotations, click on the icon on the top right corner. You can also filter quotations based on the stages they are currently in. This is done by tapping any of the stages in the navigation on top. However, on CRM Mobile, you cannot currently create quotations. To do this, please login from a computer.

The first stage a quotation goes to after being created is the pending for approval stage. CorporateStack applies workflows to anything that requires approval so any quotations that require approval will appear in the notifications center of the employee or supervisor who is authorized to approve or reject quotations. After the quotation gets approved by the authorized employee, it goes to the approved stage but it is not yet sent to the client, and the name of the stage clearly states this.

After you send the quotation to the client, you can click on the “mark it as sent” button, which automatically takes the quotation to the following stage which is the sent to client stage.

Usually, after a quotation is sent to the client, there’s a lot of back and forth communication to negotiate the details and the price, so this is the negotiation stage and by the way, CorporateStack allows you to create multiple revisions of any quotation. After negotiation, quotation is either awarded or lost.

Like opportunities, you can mark a quotation as hot and you can filter by hot quotations in addition to other filtering options like currency, invoice, and job type.

 

Last updated on October 28, 2020

6.2.Creating Quotations

To create a new quotation, click on “Create Quotation”.

Each section on this form represents a section on the quotation that you’re creating so for example there is a section for the basic information about the quotation. Also note that CorporateStack will only display the information that concerns the customer and not any other internal information you fill in the form so for example, things like the win probability and margin percentage are only there on the form for your own reference but will not be displayed on the quotation.

Besides the basic quotation information, there are some more details which include things like the date of creation, the external and internal validity of the quotation, the sales team in charge, and the signatory or in the other words, the person whose signature will appear on the quotation. The company stamp appears automatically. Also, note that you can also add a next action reminder as you create a quotation.

The project details section contains information specific to the opportunity that this quotation belongs to so things like the job type, opportunity type, location, start and end dates, and even parent opportunities. You can also choose a project classification, and add your competition if any.

The line items section above is where you specify the breakdown of the products/services you are offering. Each line item has a description, a unit, a quantity, and a price. After filling all of these details for a line item, simply click on add and should it appear as shown below.

Next, you will need to specify the payment terms. You can choose to specify it using a percentage, an absolute amount, or customize a unit on your own. If you check the custom payment terms box, you can type in the payment terms in sentences without having to specify fields.

The cover letter section lets you type in a cover letter, or choose from a number of templates that you can add beforehand to make your life easier.

CorporateStack also provides a wealth of additional quotation sections to meet the needs and requirements of just about any industry.

Last updated on October 28, 2020

6.3.Cloning Quotations

An easier way of creating quotations is to create a clone of a previously created template. Once you choose the quotation you want to clone, CorporateStack will automatically fill in all of the fields accordingly so all you have to do is click on save. To do this, click on the clone button on the top right on the create quotation page as shown in the image below.

Last updated on October 28, 2020

6.4.Quotation Templates

To create a quotation template, the user needs the appropriate permission. If you are unable to create a quotation template, please contact your System Administrator for further assistance. To create the template, hover over the settings icon in the main navigation. Here, click on the Sales & Operations Settings button to navigate to this page. Then click on the templates tab to view the current templates for each section of the quotation document. Finally, click on New template on the top right corner to create a new template. 

Here, you can select a quotation item to create a template for. Enter the template name. You can also assign the template to be used by a specific team. Thus, you can make several different templates for your different sales teams. 

Last updated on October 28, 2020

7.Invoices

Invoices are commercial documents that itemize and record a transaction between a buyer and a seller. Invoices are sent to clients to create a payment term for products they wish to buy. Typically, after a quotation has been accepted,  This module helps manage invoices effectively.

To navigate to the Invoice Desk, click on Invoice in the top navigation. 

Last updated on December 17, 2020

7.1.Invoice Desk

The Invoice Desk shows a comprehensive list of the various invoices created in the system. At the very top, you can see a summarized view of the invoices that have been issued, invoices that are outstanding, and collected invoices. Below this, you can filter invoices according to different time periods for which that have been unpaid. So, for example, clicking on 30 days will show you the invoices that have been outstanding for the last 30 days. 

The filter box also allows filtering invoices by other, more specific criteria. To export a certain subset of invoices, first select the filters you require. Then click on the export button at the bottom left of the filter box. 

The Invoice Desk shows a summarized view of each of the invoices in a list. Here you can see various details about each invoice such as amount, due and invoiced date. Next to each invoice item, you can click on a post button. Clicking on the post button commits the invoice and sends it to the finance department. You cannot make any further changes on the quote after posting it. Once the invoice has been posted, only then can a Receipt Voucher be made. Additional settings for each invoice can be found by clicking on the gear icon. These allow you to view reports, edit, delete, and send invoices. 

 

Last updated on December 17, 2020

7.2.Creating Invoices

To create a new invoice, click on “Create Invoice”.

Each section on this form represents a section on the Invoice that you’re creating. So, for example, there is a section for the basic information about the invoice.

Here, all the basic details about the invoice can be entered into the various fields. 

Similar to Quotations, you have another tab for line items. The line items section above is where you specify the breakdown of the products/services you are invoicing for. Each line item has a description, a unit, a quantity, and a price. After filling all of these details for a line item, simply click on add and should it appear as shown below.

Next, you can also define payment terms for the invoice. To add a new payment term, just enter the fields as shown above and click on add. This will create a new payment term in the invoice. 

Finally, Terms and Conditions, extra remarks, and additional documents  can also be added to the invoice. 

 

 

Last updated on December 17, 2020

8.Administrator Desk

This section explains how the CorporateStack CRM module settings can be configured and tweaked to meet the requirements of your organization.

Only admin users will be authorized to carry out the steps explained in this section.

Topics Covered:

  1. CRM Settings
  2. CRM User Permissions
Last updated on October 28, 2020

8.1.CRM Permissions

In this article, you will learn how to manage all of the CRM module user permissions.Please note that to carry out the following steps, you need to have an administrator account.

While logged in, hover over the gear icon in the header menu and click on Permissions.

You should be redirected to the page below. From the left-hand side menu, choose the Sales module as shown below, and then select a specific permission. For example Contacts –> Viewing Contacts.

Upon selecting a permission, you should be able to see a list of all of your employees’ name, with a checkbox next to each one. Users with a check next to their name means that they are permitted to do the action, and users without a check means that they are not permitted.

After you’re done configuring user permissions, click on Save and the changes should be applied.Please note that upon changing permissions, users need to log out and log back in for the permissions changes to be updated.

Last updated on October 28, 2020

8.2.CRM Set-Up

To set-up or modify the CRM settings, the user needs the appropriate permission. If you are unable to do this, please contact your System Administrator for further assistance. To set-up or modify the CRM settings, hover over the settings icon in the main navigation. Here, click on the Sales & Operations Settings button to navigate to this page. Then click on the Services tab to view the current Services.

Here, the user can see a list of the current services added to the system. To add a new service, input the details and click on save. This registers the service into the system so that users can select it from the drop-down lists. 

Similarly, the user can set up different aspects of the CRM software as required. CorporateStack prides itself on its customizability. 

Last updated on October 28, 2020

8.2.1.Teams

To view the current Teams, the user needs the appropriate permission. If you are unable to view the current, please contact your System Administrator for further assistance. To view the current Teams, hover over the settings icon in the main navigation. Here, click on the Sales & Operations Settings button to navigate to this page. Then click on the Teams tab to view the current teams. To change the current team settings, click on the settings icon next to the team you wish to modify.

To create a new team, click on Add Team on the top right corner to create a new team. Here, the user can add the team details as required. In Services, the user can mention what services the team is responsible for.

Based on the visibility mode (restricted, unrestricted) set in the CRM settings (Section 7.3), team members may only be able to view the items owned by them. Team leaders are able to view all the items within the team. To change this setting, please refer to Section 7.3.

Last updated on October 28, 2020

8.3.CRM Settings

In this article, you will learn how to manage your CRM module settings.Please note that to carry out the following steps, you need to be logged in using an administrator account.

While logged in, hover over the gear icon in the header menu and click on System Setup.

You should be redirected to the page below. To get to the CRM module settings, select CRM from the top menu as highlighted below in red. Under CRM, there are 7 sub-sections for which you can adjust settings.

This page allows changes to the following:

  1. General CRM settings
  2. Accounts
  3. Leads
  4. Opportunities
  5. Quotations
  6. Sales Orders
  7. Email Settings
Last updated on October 28, 2020

8.3.1.General Settings

Let’s start with the general CRM setting.

The first 3 fields in the screenshot above allow you to choose the number of decimal places that CorporateStack will display for the quantity, price, and total fields throughout the CRM module.

Next, you can choose to hide or show the default lists that appear for industries or client types that appear on the several forms on CorporateStack.

The maintenance mode option allows you as an admin to perform bulk select and delete for Customers, Opportunities, and Quotations. Use this option cautiously.

The “Fiscal Year Starts in” field allows you to set the specific month during which your company’s fiscal year starts. This field accepts a number between 1-12, where 1 corresponds to January, and 12 corresponds to December.

Last updated on October 28, 2020

8.3.2.Accounts

The accounts tab gives you control over how CorporateStack displays and processes your accounts.  The first section on the form above allows you to choose from one of two options regarding the visibility of your Accounts. Choosing “Restricted” will allow salespersons to only view their own accounts. Choosing “Unrestricted” on the other hand will make all the accounts viewable by all salespersons regardless.

Numbering

CorporateStack numbering works in the exact same way for Accounts, Leads, Opportunities, Quotations, and Sales Orders. You can either choose to do it manually or let CorporateStack handle it for you (recommended). If you choose “Automatic”, you will have to specify a prefix convention with the option to include the automatically generated account number, in addition to the year and country code if you’d like. The following example is for account numbering. Writing “C-NUM/YY” in the account prefix field will result in account names like “C-12/2020” so 12 here refers to the automatically generated account number, while 2020 refers to the year in which this account was created. The account starting S/N lets you specify the number which CorporateStack will use to start numbering your accounts beginning with the first one.

Customer Flags

Adding customer flags allows you to mark various company accounts with values you select. For example, you could mark a company with a VIP value if they are an extremely important customer. Flags can be added by clicking on the field, typing, and then pressing return. This changes the text into a Flag, which can be seen by the enclosing grey box around the text. To delete a Flag, just click on the small “X” next to the Flag. Remember to save your changes before you move on. 

Rename Account Label

Renaming an Account Label allows you to define the specific term used to refer to a Company.

Last updated on October 28, 2020

8.3.3.Leads

A contact that may eventually become a client is typically termed as a Sales Lead. Leads contain the information that identify that particular contact and information that shows them as a potential buyer of some product. Leads can be gained through various methods such as emails, trade shows, marketing and advertising. Leads need to have their prospects examined to determine how valuable they can be.

Leads Numbering

Refer to the Numbering section within Accounts to learn more about Numbering. 

Lead Visibility

Depending on your needs, you can restrict how Sales Teams are able to view Leads. You can customize this setting to restrict Salespersons within a team to have an Unrestricted View, a Restricted View, or a Locked View. In an Unrestricted View, Salespersons can view all leads within their team. Leads can be assigned by Salespersons to each other. In a Restricted View, Salespersons can only view Leads assigned to them. However, they can still assign Leads to each other. Lastly, in a Locked View, Salespersons can view Leads assigned to them and can not assign Leads to each other. 

Lead Flags

Adding Lead Flags allows your Sales teams to prioritize their leads. Certain Leads may be lucrative which may need appropriate attention. Adding Flags allows your teams to mark them as they please. Flags can be added by clicking on the field, typing, and then pressing return. This changes the text into a Flag, which can be seen by the enclosing grey box around the text. To delete a Flag, just click on the small “X” next to the Flag. Remember to save your changes before you move on.

WhatsApp Template

Here, you can set a template message for WhatsApp. It allows Sales teams to quickly message a pre-defined message to the contact. You can use the “$” selector to select various fields from the Lead information which is already defined. 

Web To Lead (Website Integration)

This module allows you to convert emails you receive from your website directly into Leads. This can be useful as sometimes emails can get ignored which may mean the loss of a potential customer. You can choose a Sales Team that the Lead is initially assigned to. Within that Team, you can choose a person to assign the lead to. Optionally, you can also delegate the Lead directly to another person automatically. Next, you can customize a Lead Source, which in this case, would be your website. Next, you can choose a pre-defined template for a reply to the email so that the customer does not feel as if the email was not sent. Templates can be created by clicking the “+” sign next to the field. Lastly, you can choose a Subject for the reply email template that is used. 

Lead Stages

Leads may be exists in different levels of contact depending on several different factors. You can group Leads together based on the level of engagement they currently posses. You can group Leads into different stages based on their similarity or disparity in their level of engagement. Distinctly defined Lead stages allow you to customize your method of Lead engagement and your offers for each Lead Stage. 

CorporateStack offers a pre-defined variety of Lead Stages that, we feel, can be applied to a diverse number of companies, no matter what they do. The stages included in the pre-defined version are as follows:

  1. Not Attempted
  2. Attempted
  3. Cold
  4. Contacted
  5. Interested
  6. Finish Line
  7. Qualified
  8. On Hold
  9. Disqualified

However, if you feel that these stages are not appropriate for your company, or they do not fit, then you can define your own stages. To switch to the custom design, click on the Use Custom Stage button. Here you can rename, and recolor the stages according to your preference. A description of each stage is given on the right for convenience. Certain Stages are required, and therefore, cannot be left empty. If the fields for a stage (non-required) are left empty, the stage is no longer a part of the list. 

Last updated on October 28, 2020

8.3.4.Opportunities

Opportunity Numbering

Refer to the Numbering section within Accounts to learn more about Numbering. 

Opportunity Visibility

Depending on your needs, you can restrict how Sales Teams are able to view Opportunities. You can customize this setting to restrict Salespersons within a team to have an Unrestricted View, a Restricted View, or a Locked View. In an Unrestricted View, Salespersons can view all Opportunities within their team. Opportunities can be assigned by Salespersons to each other. In a Restricted View, Salespersons can only view Opportunities assigned to them. However, they can still assign Opportunities to each other. Lastly, in a Locked View, Salespersons can view Opportunities assigned to them and can not assign Opportunities to each other. 

Opportunity Flags

Adding Opportunity Flags allows your Sales teams to prioritize their Opportunities. Certain Opportunities may be lucrative which may need appropriate attention. Adding Flags allows your teams to mark them as they please. Flags can be added by clicking on the field, typing, and then pressing return. This changes the text into a Flag, which can be seen by the enclosing grey box around the text. To delete a Flag, just click on the small “X” next to the Flag. Remember to save your changes before you move on. 

Opportunity Options

Various options for customizing opportunities to fit your company. A few are explained below:

  • Enable Forecast Category: Categories within the sales cycle to which an opportunity is assigned based on its opportunity stage
  • Show City Field: Displays the city in which the opportunity is present
  • Use only default currency: Restricts opportunities to only have the default currency
  • Allowing Changing Closing Dates: Allows teams to change the dates on which the opportunity closed on
  • Disable Opportunities Deletion: When selected, opportunities can not be deleted from the system
  • Show Additional Client Section: Show additional details related to Client, Contractor and Consultant
Last updated on October 28, 2020

8.3.5.Quotations

Quotation Report

Various options that allow you to customize your Quotation. A few are explained below:

  • Division Name: Display the company division from which the quotation originated.
  • Signatory Mobile: Display mobile number of the signatory
  • Signatory Email: Display email of the signatory
  • Remove Signatory: Remove complete display of the signatory
  • Export Filename: Allows standardization of the filename on export. Can be customized to fit the company’s existing practices
  • ISO Ref No: Allows insertion of an ISO Reference number at the top of the quotation
Quotation Numbering

Refer to the Numbering section within Accounts to learn more about Numbering. 

Quotation Approval

Here, you can customize the ability of salespersons to end quotations without the need for approval from a Team Leader. 

Last updated on October 28, 2020

8.3.6.Sales Orders

Sales Order Numbering

Refer to the Numbering section within Accounts to learn more about Numbering. 

Last updated on October 28, 2020

8.3.7.Email Settings

Marketing SMTP

Here, you can choose the client you want to use for your marketing emails. You can choose between the default SMTP, a custom SMTP, or disable notifications altogether.

Custom SMTP allows you to define an account for sending emails. Typical SMTP details need to be entered in order to use this account. To find these details, please contact your email provider.
As always, please remember to save your changes before exiting!

Last updated on October 28, 2020

9.Performance & Activity Monitoring

CorporateStack CRM allows you to monitor your employees’ to keep track of their performance at all times. There are multiple ways you can keep track of your employees’ performance.

Last updated on October 28, 2020

9.1.Activity Log

To enable a close monitoring of employees’, CorporateStack has an activity logger built into each part of the CRM module. Any action taken by an employee is logged into the system.

To view the activity logger, hover over the monitor section in the main navigation. Here, click on Activity Log to view the page shown below.

This is a view of all the users current activities. The user is able to filter the activities by the stage they are in. To filter by a specific stage, click on the stage required. By default, the page opens to the activities that are due. 

Activities can also be filtered by various attributes as can be seen on the top of the page. Team leaders can view activities of different team members to keep updated about various projects and clientele.  

Last updated on October 28, 2020

9.2.Activity Overview

Managers & Team Leaders can also view a summarized view of their teams performance over the past week or month. This is an extremely powerful tool for managers to keep track of their employees’. At a glance, a manager can see what team members are excelling at their work. 

To display this view, hover over the monitor section in the main navigation. Here, click on Monthly/Weekly Overview to view the page shown below.

This is an interactive view that shows a summarized view of each activity completed by a team member. To view more details about each activity, click on the number shown. This will open a view that will show a detailed view of all the activities completed. 

Here, the user can click on the activity to view a detailed view of that activity in a new page. 

Last updated on October 28, 2020

9.3.Sales Targets

Managers & Team Leaders can also view a summarized view of their teams sales stagers over the year. This is an extremely powerful tool for managers to keep track of their employees’ targets. At a glance, a manager can see what team members are excelling at their work. 

To display this view, hover over the monitor section in the main navigation. Here, click on Target & Achievements. Then, click on Team Overview to view the page shown below. Here, the charts are based on the opportunities awarded to the employee. These are compared to the targets set for each employee. 

Last updated on October 28, 2020
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