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Setting up CRM

Stages, quotation sync, option lists, activity plans and sales teams, and who sees what.

Everything here is in Settings → CRM. Only administrators and managers can change it.

Pipeline stages

Pipeline stages
Use the arrows to reorder stages and the trophy to choose the won stage.

A new company starts with New, Qualified, Negotiation and Completed.

  1. 1Type a name under the list and click Add stage.
  2. 2Use the up and down arrows to change the order. The pipeline shows the columns in this order.
  3. 3Click the trophy on the stage that means "won". Moving a card into a won stage marks the deal won.
  4. 4Click the bin to delete a stage. A stage that still holds opportunities cannot be deleted: move them first.
Note. Lost is not a stage. A lost deal keeps its stage and is marked lost (see Work the pipeline).

Quotation sync

Quotation sync
Choose whether quotations create opportunities, from which amount, and in which stage they land.

On the Quotation sync tab:

SettingWhat it does
Create opportunities from quotationsEvery new quotation becomes an opportunity. On by default.
Minimum amountOnly quotations of at least this amount. 0 means every quotation.
Land in stageThe stage the new card goes to. Default Negotiation.
Expiry remindersPlans a follow-up for the card's owner before the quotation's valid-until date.
Remind (days before expiry)How many days before (0 to 60, default 3).

Click Save. See Quotations and the pipeline for what happens next.

Lists

The Lists tab holds four short lists. Type a name and click Add, or click the bin to remove one.

ListUsed for
TagsLabels shown on cards.
Lost reasonsThe choices in "Why was it lost?".
Lead sourcesThe Source field on new leads and opportunities (Walk-in, Phone, Referral...).
Activity typesCall, Meeting, To-Do and Email are there to start with.

Activity plans

An activity plan is a ready-made list of follow-ups, for example "intro call today, send the catalogue tomorrow, visit after a week".

  1. 1On the Activity plans tab, enter a Plan name.
  2. 2Click Add step for each follow-up: pick the type, write a summary and the number of days after the start.
  3. 3Click Create plan.

On an opportunity, choose the plan from Apply plan… to schedule all its steps at once.

Sales teams

Sales teams
Pick a leader and click names to add or remove members.
  1. 1Type a name and click Add team.
  2. 2Choose the team leader and click user names to add or remove members.
  3. 3Deactivate hides a team you no longer use. A team used on records cannot be deleted.

Who sees what

  • Administrators and managers see every lead and opportunity.
  • Other users see only the records assigned to them or created by them.
  • To let a user see the whole pipeline, tick CRM: view whole pipeline on their auth group in Settings → Authorization.

Users also need CRM in their app access to open the app.