CRM For WHMCS

About CRM For WHMCS

CRM For WHMCS is a module created to expedite the management process of potential clients. You will be able to not only add new contacts and easily alter their status or labels on a Kanban board but also create accounts for them directly in the addon. The module will allow you to send automated notifications, create quotes and notes as well as add custom fields to contacts' profiles according to your needs. What is more, all information about the contacts will be shown in a graphic form on the dashboard. TIP: You can extend the functionality of CRM For WHMCS by integrating the module with Asterisk VoIP Center For WHMCS, Quotes Automation For WHMCS and SMS Center For WHMCS.

• Addon Module Features:

✔ Create Contacts:

✔ Leads

✔ Potentials

✔ Custom Types

✔ Convert Contact Type

✔ Send Mass Email & SMS To:

✔ All Clients

✔ Chosen Client Groups

✔ Contacts From Chosen Campaigns

✔ Restrict Access To Contact Types

✔ Assign Client Account To Contact

✔ Assign Administrator To Contact

✔ Assign Ticket To Contact

✔ Quickly Edit Contact Details

✔ Add And Manage Contact's Follow-ups

✔ Add And Manage Contact's Notes

✔ View, Create And Synchronize Quotes For Contact

✔ View Contact Tickets

✔ View Contact Orders

✔ Send Email From Template Or Custom Message - Include Files And Quote

✔ Send And Receive Emails Using Custom Mailboxes

✔ Send Ticket Response

✔ View Email And SMS Messages In Conversation Log

✔ Upload And Manage Files From Contact Profile

✔ Add And Assign Labels To Contacts

✔ Manage Customer Relationship Stages On Kanban Board

✔ View Announcements For Administrators

✔ View Logs Concerning Contact

✔ View Dashboard Containing Incoming Follow-ups

✔ View Calendar With All Reminders Sorted By Type

✔ View CRM Statistics And Graphs Concerning Contacts

✔ Import Contacts In Chosen File Formats: CSV, XSL, XSLX and ODS

✔ Export Contacts In Chosen File Formats: CSV, XSL, XSLX, ODS and PDF

✔ Perform Bulk Actions On Multiple Contacts

✔ Remove Contact:

✔ Move Contact To Archive Where It Can Be Restored From

✔ Delete Contact From CRM Database Completely

• Follow-up Features:

✔ 3 Types Of Notifications: Now, On Follow-up Date, Before Follow-up Date - Both For Administrators And Clients

✔ Administrator To Notify - Defines Included Administrators Per Notification Type

✔ Notify Administrator and Clients via Email And SMS

✔ Notify Administrator via Pop-up Alarm

✔ Follow-up Type - Easier Determination Of Follow-up Purpose

✔ Use Email Template Or Place Custom Message

✔ Synchronize Follow-ups With:

✔ Google Calendar

✔ WHMCS Calendar

• Campaign Features:

✔ Create Campaign

✔ Define Campaign Duration Time

✔ Assign Contacts To Campaign Using Filters

✔ Manually Assign Campaign To Contact

✔ Display Dashboard Per Campaign

✔ Display Campaign Description In Assigned Contact Profile

• Web Form Features:

✔ Create Web Form

✔ Allow Your Site Guests To Create New Contacts Via Web Form

✔ Define Details Of Web Form Created Contact:

✔ Assign Fields To Web Form

✔ Contact Type

✔ Contact Status

✔ Assigned Admin

✔ Get Generated Web Form To Be Placed On Your Site

✔ View Number Of Contacts Created From Each Web Form

✔ Notify Administrators About New Contact Creations

• Addon Settings Features:

✔ View Module Status - Contains Status Of CRM Key Elements

✔ Define Whether To Use Quotes And Administrator Assignment

✔ Define Follow-up Types And Default Notifications On Follow-up Reschedule

✔ Define Temporary And Permanent Notifications For Administrators

✔ Define If Notification Needs To Be Acknowledged By Administrators

✔ Automatically Add Follow-Ups And Reminders Based On The Set Conditions

✔ Configure Incoming And Outgoing Mailbox Settings

✔ Manage Custom Fields:

✔ Create Fields Groups

✔ Create Custom Fields - Text, Textarea, Checkbox, Radio And Select

✔ Add Description To Custom Field

✔ Add Validators To Custom Fields

✔ Define WHMCS - CRM Fields Mapping - Automatically Fill Out Form With Appropriate Values

✔ Define Custom Contact Types:

✔ Define Contact Type Color And Icon

✔ Define Contact Type Visibility On Navigation

✔ Configure Default View Of Contact Lists - Visibility And Order In Columns

✔ Define First Day Of Week In Calendar

✔ Define Permissions Per Administrator Role Group

✔ Define Personal Settings:

✔ Define Avatar

✔ Define Default Email Address

✔ Define Visible Fields And Their Order For Contacts And Dashboard

✔ Create CRM Email Templates

✔ View Information About CRM Cron

• Admin Area Features:

✔ WHMCS Support Tickets System - Create Contact, Quickly View Their Details And Move To CRM Contact Profile

✔ WHMCS Quotes - Quotes Created From CRM Profile Are Assigned To Contact Automatically

• General Info:

✔ Meets GDPR Requirements

✔ Integrated With Asterisk VoIP Center For WHMCS - Call Your Clients At Any Time (read more)

✔ Integrated With Quotes Automation For WHMCS - Extend Your Quotes Possibilities (read more)

✔ Integrated With SMS Center For WHMCS - Send Reminders & Mass Messages via SMS (read more)

✔ Connect With CRM Using Its API

✔ Migration Tool - Migrate Contacts And Settings From CRM For WHMCS 1.2.4

✔ Toggle Standalone Mode - Display CRM Outside WHMCS

✔ Display Any Page Or Panel In Full Screen Mode

✔ Multi-Language Support

✔ Supports PHP 5.6 Up To PHP 7.2

✔ Supports WHMCS V7

Installation

This tutorial will show you how to successfully install and configure CRM For WHMCS. We will guide you step by step through the whole installation and configuration process.

Installation

1. Log in to our client area and download the module.

2. In the downloaded file, you will find two packages that support different PHP versions. As presented on the screen below, the first one is dedicated to PHP 5.5.9, while the second one is aimed at PHP 7. It does not apply to open source versions. Note: You can check the current PHP version in your WHMCS. To do so, proceed to 'Utilities' → 'System' → 'PHP Info'.

3. Extract the downloaded file and choose the one with the right PHP version. Upload and extract the PHP file into the main WHMCS directory. The content of PHP version files should look like this.

4. When you install CRM For WHMCS for the first time, you have to rename the 'license_RENAME.php' file. The file is located in 'modules/addons/mgCRM/license_RENAME.php'. Rename it from 'license_RENAME.php' to 'license.php'.

5. In order to configure your license key, you have to edit the previously renamed 'license.php' file. Enter your license key between the quotation marks as presented on the following screen. You can find your license key in our client area → 'My Products'.

6. The next step is to set up the 'Storage' folder as recursively writable. It is located in 'your_whmcs/modules/addons/mgCRM2/app/'.

Activate the Addon

7. Now, you have to activate the module in your WHMCS system. Log in to your WHMCS admin area. Go to 'Setup' → 'Addon Modules'. Afterward, find 'CRM' and press the 'Activate' button.

8. Next, you need to permit access to this module. To do so, click on the 'Configure' button and tick checkboxes to assign desired admin roles. CRM as a standalone page - if selected, the CRM page will be visible in the standalone mode by default, no matter which template is used. Full Access Admin - select admins who will have full access to your module. Access Control - select admin groups that will have access to your module. Now, press 'Save Changes'.

9. Now, you have to set up a cron job, which can be found in CRM Addon → 'Settings' → 'General' → 'System Overview'. We advise to set up the cron as frequently as possible to send email notifications, 5 minutes interval is recommended.

10. You have just successfully installed CRM For WHMCS! You can access your module in 'Addons' → 'CRM'.

Configuration and Management

CRM For WHMCS is a module which allows you and your staff to manage relations with your current as well as possible clients in one place.

Dashboard

When you proceed to 'Addons' → 'CRMv2', you are automatically moved to the application dashboard. From there you have a quick preview of the most important information in your CRM. View follow-ups on the calendar, the list of recently added contacts and last activities.

It is possible to adjust the dashboard view according to applied filters. For example, preview the dashboard of a selected administrator. Choose '--Any' if you want to display information for all administrators You may also add campaign filters. Simply choose which campaign records shall be viewed. Select '--Not Applied' to disable this filter.

Standalone Mode

Use the cross-arrows icon to switch into the standalone mode. Your CRM module pages will be then possible to access from outside of WHMCS. Press it again to return to the WHMCS view.

Contacts

Create Contact

To create a new contact, press the button marked on the screen below.

You will be moved to a contact creation form. As you can see below, fields are divided into two sections: Options and Information. Fill out the form and press 'Add' to add new contact to the list. If you have previously added and enabled custom fields, they will be visible here as well. Note: Only staff members with full privileges can assign admins to the contacts.

Immediately after a new contact has been added, you will be moved to its summary where you can find/edit some additional data. Read more about them in the following section.

Manage Contacts

In the 'Actions' column you will find a list of useful operations which can be performed on a contact. When clicking on the dropdown menu, you will see such options as 'Convert To Potential/Partners' , 'Move To Archive' and 'Delete' . Note: The 'Call Out' functionality is also available but only if you have installed and configured Asterisk VoIP Center For WHMCS properly.

Now, let us proceed to the contact itself. Press the pencil icon to move to the contact's summary page.

You can also filter your contacts by e.g. typing in a client's phone number into the 'Search' field.

You can also perform bulk actions on multiple contacts at once.

Summary

To edit any of the options in the contact summary page, simply press a pencil icon that appears when you hover your mouse cursor over the option. In this way, you may reassign the administrator, alter the name and change the current status. Mark the appropriate number of stars to change the contact's priority: Low Medium Important Urgent

As mentioned above, when you press the pencil icon, you may select a current status of the contact. You can choose from: Pending (custom) New Active Closed Urgent Every time you editing any information, please press the green confirmation button to save the changes.

In the area marked on the following screen, you can preview the assigned client, ticket on the basis of which the contact was created, contact details, and any campaigns the client belongs to.

The module allows you to assign a client account to the contact. You can do it in two ways: by creating a new contact or by selecting an existing client and assigning him/her to the contact.

In the same way, you may assign a support ticket to a contact. Then, you can make a background check on the client in an easy and quick way.

When you hover over the email address of a contact, two icons will appear. Press the first one and you will be redirected to the section which allows you to send email messages. If you decide to use the edit icon instead (2.), you will be able to type in any email address.

Just like with clients and tickets, you may also assign your contact to a campaign (if you have any). When assigned, campaign details will appear in a separate widget.

In the 'Summary' page you can also find all your created notes, the list of follow-ups and quickly perform actions like: adding new notes sending emails sending SMS messages (for SMS Center integration) adding follow-ups sending ticket responses (if assigned)

Follow-ups

Follow-ups allow you to send email templates or text messages to contacts and staff members and create ToDo entries. Any follow-up can be rescheduled (1.) or removed (2.) using buttons in the 'Actions' column. You can search for the desired follow-ups using the search box and sort them by type.

To add a new follow-up, fill out the 'New Follow-up' form. Here you can define: Date - (required) the time when the notifications will be sent. Description - (required) a short description of a follow-up, it will be later on visible in the follow-up list. Follow-up Type - allows you to define the type of a follow-up and facilitate their better identification. Admin - the admin to whom ToDo entry will be assigned.

The last step is to define reminders. We will briefly describe each of them below. Reminders for Administrators 'On Create' - Notification is sent to the admin assigned to a contact immediately when a follow-up is created. 'Follow-up Due Date ' - Notification is sent to the admin assigned to a contact on the set date. 'Before Follow-up Due Date ' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send the notification to the admin assigned to a contact. Reminders for Clients 'On Create' - Notification is sent to the client assigned to a contact immediately when a follow-up is created. 'Follow-up Due Date ' - Notification is sent to the client assigned to a contact on the set date. 'Before Follow-up Due Date ' - Specify the time (date/hours/minutes etc) before the Follow-up Due Date to send the notification to the client assigned to a contact. Choose whether you wish to send reminders via email or SMS (if SMS Center For WHMCS is activated) or both. Once the option is marked and the path is chosen, you will need to fill out the details for the chosen reminder, separate for emails and SMS messages. Press 'Add Follow-up' to finalize the process.

Added follow-up will be displayed on the list of all follow-ups of the contact. Use action buttons to delete, reschedule or edit the follow-up.

In order to reschedule a follow-up, you will always need to provide a reason.

Edit follow-up details: Edit details Add reminders Manage existing reminders

Notes

'Notes' section enables you to make and manage notes about the contact. On the following screen you can see how to add an exemplary note.

Any existing note can be modified and hidden as presented below.

Please note that only hidden notes can be deleted. To show hidden notes, press 'Display Hidden'.

Emails

Any staff member can send an email from the profile of any contact. As you can see, you can manually fill out the email subject and content as well as attach files and quotes. Additionally, you can use WYSIWYG editor with merge field variables to make your massage more readable. Note: The maximum attachment size is based on the 'upload_max_filesize' and 'post_max_size' records from your 'php.ini' configuration file.

Alternatively, you can choose one of the WHMCS email templates (from the 'CRM Messages' group type) to be sent. You can also select the mailbox from which the message will be sent. These mailboxes are obtained from the CRM 'Mailboxes' , WHMCS 'Support Departments' and 'General Settings' sections. If you do not want to manually select mailboxes every time, you can set the default one in the 'Personal Settings' .

At the bottom of the emails section you will find 'Conversation Log' . It contains all messages sent to the customer (marked with a green arrow) as well incoming messages (marked with a red arrow), if they have been configured in Mailboxes. If you have integrated the module with the SMS Center For WHMCS, here you will also find sent SMS messages. The information about any attachments, follow-ups and reminders linked to the message will also be shown. Finally, to read the message, simply click on its subject and a new window with its contents will appear.

Orders

Move to orders page where you can place orders for the contact. Press 'Add New Order' and you will be redirected to your WHMCS page where an order can be placed. Preview details of all orders and edit them if required.

Quotes

Quotes can be created for each CRM contact. As you can see on the screen below, in the 'Quotes' section of the contact page, brief information about quotes assigned to the contact is displayed. You can edit any of these quotes through using buttons in the 'Actions' column.

You can also create a new quote for the contact. To do so, press 'Add New Quote' as shown on the following screen.

Now, create a quote for your contact. You can do it in two ways. If a client is assigned to the contact, they will be automatically linked to the quote. Otherwise, the module will ask you to fill out account details of a new client to complete the quote. In the second scenario, a client's account will not be created in the process unless you use the 'Convert to Invoice' functionality. Important: For extended functionality related to quotes, we recommend our Quotes Automation For WHMCS. It extends quotes with functionalities like adding product addons and domains to the quote, their automatic provisioning, and quote acceptance from the client area.

Tickets

The 'Tickets' tab displays all tickets created by a client. If you want to create a new ticket for the client manually, click 'Add New Ticket'.

Files

The 'Files' tab allows you to upload and manage files related to your contact. To upload a new file, select the file to upload and describe it shortly. Then press 'Upload'. Note: The maximum file size is based on the 'upload_max_filesize' and 'post_max_size' records from your 'php.ini' configuration file.

Any uploaded file can be downloaded from CRM by pressing its name or using action icons. It can be also removed by clicking on the dustbin icon.

Logs

To view the latest actions performed on the contact, go to the 'Logs' tab. As you can see, it contains all details you might be interested in.

The 'Logs' page, apart form displaying all logs concerning the contact, contains also a search box. The search option allows you to find logs on actions performed by specific administrators, at a desired time and related to specific events. On the following screen you can see logs associated with actions of a specific client.

Calendar

Move to the 'Calendar' tab to access a fully manageable and adjustable calendar. Switch between days, month and week view to have a clear and precise insight into your scheduled events (click on a selected day to see the details). Note: You can change the first day of the week in the calendar to any another day in 'Settings' → 'General' → 'Options' → 'First Day Of The Week' option. Below you can see a month view:

Under the calendar you will notice a legend of follow-up types displayed in the calendar. Click on any follow-up to see its details.

Board

'Board' tab can be used to conveniently present the current stage of business relationships with your contacts. Using the drag & drop feature, you can easily move your contacts from one column to another. The moved contact will be then automatically assigned to a specific label that is represented by the given column.

By default, when you open the board for the first time, the only available column will be the 'Contact list' . To add new columns, you must first add them in the 'Settings' → ' General' → 'Labels' section. Simply enter a new label name and assign a color to it for easier identification. You may add as many labels as you wish.

Now return to 'Board' . Click 'Add Label' to add your just created label as a new column.

Confirm and repeat this step until you reach the desired number of columns.

Finally, the use drag & drop feature to move your contacts between columns.

Campaigns

Another functionality that CRM For WHMCS has to offer is the possibility to create customized campaigns. If you decide to apply this option, you will be able to create various campaigns with selected contacts included and filtered according to your personal configurations. Let us check how this functionality works.

Add Campaign

In order to add a new campaign, use the 'Create Campaigns' button.

Start with filling out some basic data about the campaign such as name and description. Select a color that will be used to distinguish this particular campaign from others. Assign admins who will have access to the campaign entries, and provide beginning and ending dates.

In the second part, you will need to select filters to assign desired record to this campaign. You may use both predefined system fields and your own custom fields. Finally, press 'Add Campaign'.

Campaigns List

Find all created campaigns stored together on a convenient list with the most crucial data close at hand. Use action buttons to: 1. Manually force a record's reassignment 2. Move to the edition page 3. Delete an unused campaign

Settings

Due to the wide variety of possible configurations, the 'Settings' section has been moved underneath to make the presentation more precise. In the 'Settings' → 'General' page of the module you can check its current status, enable major features and define follow-up settings.

General

System Overview

Under System Overview you can find information about: Integration with Asterisk VoIP Center For WHMCS Integration with SMS Center Cron job setup Number of CRM email templates Storage folder used by the module

In 'Cron Details', you can find all the information about the cron such as its path, last execution date and interval between cron runs.

Options

In 'Additional Options' , quotations may be enabled for contacts and there is also a possibility to assign contacts to administrators. You can also change the first day of the week for the calendar.

Follow-ups

In the next section of General Settings there are few options to configure follow-ups. In settings part, you may activate alarms which will show pop-up notifications on coming follow ups. Next, follow-up per day, it means that a follow-up can be added within a day, not a specific hour. You may also choose email template used to notify admins about a follow-up being rescheduled. Note: Pop-up alarms are sending once per minute. If follow-up starts e.g. at 12:15 the alarm might be shown at 12:14. Moreover if the 'Follow-ups Per Day' option is enabled then if follow-up starts e.g. 07.08.2017 the alarm might be shown on 06.08.2017 at 11:59 PM.

If you enable follow-up alarms, the pop-up notifications will be look like on the image below:

Additionally you can enable a follow-ups synchronization with WHMCS and the Google Calendar No additional configuration is required for the WHMCS calendar. To configure the Google Calendar, follow the steps described here.

At the end, you can add a new follow-up type by entering its name, assigning a color and finally enabling it to use. Once added, you will see it in the list of available follow-up types below.

Google Calendar

To set up a connection with the Google calendar, go to 'Settings' → 'General' → 'Follow-ups' . Then, select the Google calendar from the dropdown menu and click on 'Update Settings'. You will see a box to configure the API data.

If necessary, find your 'Client ID' and 'Client Secret' go to 'Google API Manager' and log in. In 'API Manager' go to the 'Library' and select Calendar API. Accept 'Terms of Service', if shown.

Next, press 'Create Project', and enter a new project name.

After project creation, you will be ready to enable calendar API.

Now, press the 'Credentials' tab.

Click on 'Create credentials' and select '0Auth client ID'.

In the second step, provide the project name, your main website URL and callback URL in the following format: http://yourdomain.com/admin/crm.php/api/settings/general/auth/google/json Note that your 'admin' folder might also have a custom name.

You will obtain your 'client ID and 'client secret'.

Now, copy and paste them into your CRM authorization settings. Press the 'Authorization' button.

In the last step, allow the authorization.

Your Google calendar should be now synchronized with CRM follow-ups. Please note that this synchronization will work only for newly created follow-ups and only in a single way, from CRM module to Google calendar.

Labels

Here you can add your own colorful labels, which can then be assigned to your contacts for easier identification. Labels can also be used as an columns on the board view. Click here for more information.

Once you have created labels, you can assign them directly from the contact view. Note: If you want, you can also assign multiple labels to a single contact.

You can also display labels e.g. on the list of your contacts, by adding this field in the 'Fields' View' section.

API Connection

You may easily connect with our module through its own API. To learn more details please visit this page.

Personal

Personal Settings

Provide the URL to your avatar in order to personalize your CRM according to your needs. Also, choose the email address which will be used as default when sending email to a contact. Available mailboxes will be obtained from the CRM 'Mailboxes' , WHMCS 'Support Departments' and 'General Settings' sections.

Fields' View

In this place you may decide which columns exactly and even in what order they will appear in each of the possible sections (Contact's page and Dashboard). Click on each section one by one to set its view. Drag and drop available fields to create a perfect configuration.

Mailboxes

In this section, custom mailboxes can be added and then assigned to administrators who can then use them as default for sending emails to contacts or receiving ones directly to the CRM module. This also might be handy if you want to use different mailboxes than those configured in the WHMCS settings. To begin, press the 'Create Mailbox' button.

If you want to configure outgoing mailbox, provide the name that will be shown in the contact's mail massage. Next choose the admin to whom the mailbox shall be assigned and fill in the remaining fields with your mailbox data configuration. Press the 'Add Mailbox' button when ready.

From now on, when the admin wants to send the email to the contact, they will be able to use the configured mailbox.

For incoming mailbox, additionally provide your POP3 or IMAP server, choose receive protocol with security options, define port and receive folder. Note: You can select multiple receive options if required by your mailbox.

From now on, when the contact send the email message to the mailbox address it will be shown on the contact's emails tab at the 'Conversation Log' as well as in the 'Utilities' → 'Received Messages' section. By clicking on the email subject a new window with the content of the received message will appear.

Fields

Manage 'Fields' fully, add new fields, group them, define statuses and map existing fields.

List Of Fields

Each field, regardless of its type, has its name, description, assigned group and obviously its type. Available types and validators for each of the types (seen when editing an existing field) text: required, min, max, email, url, ip, regex textarea: required, min, max, regex radio: required, min, max checkbox: required, min, max select: required, min, max On the following screen you can see an example of a dropdown type custom field. To add a field, press 'Create Field'. Note: The fields can be also used for a web forms.

Groups

Place where groups are created to segregate fields. Once you already know how you want to group your fields, create an adequate group. Name it, assign a color and enable to start using it.

Status

Similarly to groups, here you may add statuses that later on will be used to segregate fields. Name the new status, assign a color and enable to start using it.

Fields Mapping

'Fields Mapping' option allows you to bond CRM fields with WHMCS standard or client custom fields. This way during creation a contact from client's ticket or a client from a contact, mapped fields will be automatically filled out.

Contact Types

'Leads' and 'Potentials' are the only predefined contact types that are available from the moment you start using your CRM. However, to make our CRM for WHMCS even more customizable and user friendly we have implemented a function which allows creating new contact types and their full management.

Add New

To add a new type simply fill out the visible on the screen below form. Enter its name and choose a color Enter icon code - the icon will be always visible next to this contact type name, remember to use available formats, e.g.: 'fa fa-empire', 'fa fa-plus-circle ' Visibility in navigation bar - choose whether you wish to have the new contact type visible on the main navigation menu and submenu (under the 'Contacts' tab) Dashboard - if you select this option, the new type will be visible on dashboard, and you will be able to filter the view by this type. Press the 'Add' button to finish the process.

Contacts Management

Under the creation form, there is a list of all available in your CRM contact types, together with the predefined 'Leads' and 'Potentials'. Here you can fully customize your contact by: changing the assigned color or icon, turning on/off its availability in the navigation menus and dashboard activating/deactivating the contact deleting useless types. Important! Any changes made in this section require reloading the page or clearing browser cache! Changes to contact types are not immediate.

If you want to delete a contact type, you will be asked to choose another type to which any contacts of the deleted type will be reassigned to. If you do not want to reassign the contacts to another type, you can move them to the archive, to do so, simply select the 'Move to Archive' option. Still, you will have to choose a type for contacts. It will be used in case you decide in future to restore these contacts from the archive.

Permissions

The last but one section in 'Settings' is responsible for assigning permissions to certain roles of group of administrators. Select permissions for each existing role.

Once you have added a new role, use actions buttons to move the page where you can choose particular permissions for the group. Select the one you need and 'Update' the settings.

Import/Export

Export File

In order to export a file from your CRM system, simply choose a target file format (CSV, XLS, XLSX, ODS or PDF) and press the 'Export' button. A file with a list of contacts available in your system with their details such as name, type, priority, phone etc will download shortly. A list of available fields that can be included in the file to either import or export are available underneath. Important: It is required that you use only the fields that are visible underneath. In case you name your columns in any other way, the import action will fail!

Import File

In order to import a file to your CRM system, simply select a file from your disc and press the 'Upload' button. A file with uploaded list of contacts will be available shortly. Note: you can upload files of 'csv', 'xls', 'xlsx' or 'ods' formats only.

Web Forms

Web Forms give the possibility to collect contacts' details from different sources. In your CRM for WHMCS you may now generate sample web forms which you can then locate in your external sites. Your customers then will fill out their data which will be automatically delivered into your CRM. Creating new contacts is now much faster and easier. Proceed to 'Settings' → 'Web Forms'. There is a list of all already created web forms. You may edit them or delete at any time. Here you will also find a raw HTML code of the web form, which must be used to locate it in your desired web site (see action buttons). Press the button marked on the screen to create a new web form.

To generate a web form, you must provide some basic details: Your web form name URL of the site where you want to locate the web form (required for CORS) Define contact type for a new customer and its initial status. Optionally choose administrators who will be informed of the addition of a new client from web form. Optionally define time delay after which a new client will be added to CRM Additionally, you may select fields that will be visible to fill out. Drag a field and drop in the currently created web form box.

Once your web form draft is ready, you have to manually add it to the desired location. Underneath, you will find a sample instruction on how to add a web form as a widget to the WordPress application. 1. Log in to your admin area on your WordPress. 2. Move to 'Appearance' → 'Widgets' and press 'Manage in Customizer'.

3. Select 'Widgets' → 'Content Sidebar'. 4. Press 'Add a Widget' → 'Text'.

5. Title your widget. 6. Paste the HTML code copied from your web form into 'Content'.

Ready! Your web form with empty fields that can be filled out by your clients is ready. If your clients provide required data, new contacts will be automatically added to your CRM.

Automations

Automations allows cron to automatically add reminders and follow-ups based on the chosen rules. To start you need to first create a new automations group.

Enter a new group name, change its status to enable and press 'Add' button.

Now back to the automation group list and pres edit on a newly created group

You can now start adding a new rules to the group. First press 'Edit Rules' button.

Now first press 'Add Rule' and then select form the dropdown a new condition. After this press 'Show Form' to expand triggers for selected condition.

Depending on the chosen condition select desired triggers and press 'Update' to save changes.

Now to set the action that will be triggerd for the above condition, you need to add a new sub-rule to it. Add desired action in the same manner as you added a condition before.

This is a simple example of the rule, that when a 'Proposal Made' label will be assigned to the contact, then it will be sent an email reminder to the administrator. When enabled the next time the cron is is iterated, the rule group will be triggered. Note: You can insert sub-rule int rules, and event into other sub-rules as many, as you want, but make sure that the conditions you specify are correct so the whole automation group can be still triggered. Important: In current module version the automation actions are not logged in any matter.

Utilities

Statistics

'Statistics' contains graph concerning all your contacts. Among the graphs, there can be distinguished graphs showing for example: the number of contacts per status, new contacts per admin, per month and per day. Additionally, administrators with extended permissions are able to view statistics of chosen administrators. In 'Statistics' you can find the overall information such as graphs concerning contacts with a chosen status. See the list of recently added contacts with details such as assigned admins, status or creation date.

There are graphs and statistics tables presenting number of contacts added within certain periods of time (year/month)

Notifications

In this part you can manage any notifications that shall be delivered to any administrator depending on the configuration. Let's check how it works. Press 'Create Notification' to begin.

You are moved to the 'New Notification' creation form. Fill out the data to tailor the notification base perfectly in accordance with your needs. Choose its 'Type' from 'Temporary' and 'Permanent'. Select importance: 'Normal', 'Information', 'Warning' and 'Danger'. Mark administrators that this notification will be displayed to. You may surely select more than one admin. In 'Message' field simply type in the text of the notification. It is allowed to use HTML code here. Select 'Starting' and 'Ending' dates for 'Temporary' notifications 'Confirmation' - if you select this box, administrator will have to confirm reading such notification by pressing the 'Accept' button visible on the notification 'Hide Once Accepted' - decide whether accepted notification should disappear from the widget Press the 'Create Notification' button when ready.

A newly created notification form is now visible on the list of all notifications in the system. You may easily edit the notification (you will be moved to creation form where you can make any changes) or delete useless notification. You will see here information if notifications have been accepted by administrators (if required) and by which ones exactly.

Created notifications are visible for selected in the configuration admins on any page of their CRM system. 'Accept' your notifications if it is required. Such info boxes like on the screen below will be visible until the specified in the configuration 'Ending Date', or once accepted if the 'Hide Once Accepted' option has been selected. You may easily hide it by pressing icon in the top right corner of the widget.

Mass Messages

Configure mass messages templates that can be used in your campaigns. Press 'Create Mass Message' and fill out the template form.

*Choose a group the messages will be delivered to, these can be single users, groups of users or campaigns. Select message type: email or SMS (if integrated with SMS Center For WHMCS) Enter subject of the message Select a date when messages will be placed on the list to send (triggered by cron) Select groups/users or campaigns (depending on the chosen target) Select which mailbox will be used to send the message Describe the template shortly Create the message: Enter the main content of the message, use an advanced tool to edit the input (email only) and available merge fields.

Once added, mass message template will be visible on the list. You will find there short info on each template. Use action buttons to edit or remove a template.

Archive

In the archive you will find the list of no longer used contacts. Use action buttons to delete them completely or convert back to a contact from the archive.

You can also perform this actions on multiple selected contacts at once.

Received Messages

In the 'Received Messages' you have access to all the received messages that have come to your incoming mailboxes. In addition, in the 'Resource' column you will see the name of the clients if their email addresses are already linked to the CRM contacts. However if the received message is coming from an unknown email address, you can directly create a new CRM contact by clicking 'Create Contact' .

Of course, you can also view the received messages by clicking on their subject, which will open a new window with their content.

Tickets

Our module offers additional integration in your WHMCS support tickets system. As you can see on the screen below, your support operators can convert tickets directly into Contact Lead. This way you can track relations with your valuable clients.

Any ticket of a given client will be displayed with the contact name, status and assigned staff member. Additionally, after pressing 'Details' extended information about the contact will be displayed in a popup. Note: Any contact can be transferred between the available types from the ticketing system as shown below (blue arrow).

Your staff will be also able to quickly move to the contact profile in CRM For WHMCS by pressing 'Show Contact' .

Asterisk VoIP Center For WHMCS Integration

Integration with Asterisk VoIP Center For WHMCS extends your possibilities with ability to originate calls to your CRM contacts. As soon as you install the module, you can originate a call by pressing the 'Call Out' button. If everything is set up correctly, you should see something similar to the screen below.

Workflow

In order to familiarize you with the module even better, we are presenting here an example workflow. In the beginning, let's point the differences between privileges groups: Full Access Admins - admin role groups that will have access to everything. Access Control - admin role groups that will have access to the features specified in the 'Permissions' section.

Storytelling Let's say we have admin X with full privileges and admin Y who has permissions limited to sales person. The admin X obtains a new contact, which is called Company X and creates a Lead profile in CRM. Additionally, he assigns the admin Y to the Company X and leaves some notes in the profile. The admin Y can now read these notes and choose newsletters and promotion notifications from email templates. He sets them as a follow-ups spread over the next two weeks. Luckily, one of the newsletters draws the attention of the Company X. They respond to the newsletter, so that the admin Y changes this contact type to Potential. This way he can track the relation with that contact better. After a few emails with the Company X, the admin Y decides to prepare an interesting offer for the contact in the form of a quote. Once the quote has been accepted, the admin Y creates a client account for the contact. Additionally, owing to the integration with Quotes Automation For WHMCS, he is able to quickly generate the invoice & the order from the quote. The following month a few more offers are accepted, and both your company and the Company X benefit from it. All the time admins X and Y can easily track their contact with the Company X. Thanks to the quotes in the contact profile they can see current offers made for the Company X. While notes and files can give more information about progress in making current agreements.

Supported Variables

The full list of supported variables for reminders and email templates:

Reminders: {$contact.id} {$contact.name} {$contact.status_id} {$contact.email} {$contact.phone} {$contact.priority} {$contact.type_id} {$contact.admin_id} {$contact.client_id} {$contact.ticket_id} {$contact.created_at} {$contact.updated_at} {$contact.deleted_at} {$contact.status} {$contact.client.id} {$contact.client.uuid} {$contact.client.firstname} {$contact.client.lastname} {$contact.client.companyname} {$contact.client.email} {$contact.client.address1} {$contact.client.address2} {$contact.client.city} {$contact.client.state} {$contact.client.postcode} {$contact.client.country} {$contact.client.phonenumber} {$contact.client.password} {$contact.client.authmodule} {$contact.client.authdata} {$contact.client.currency} {$contact.client.defaultgateway} {$contact.client.credit} {$contact.client.taxexempt} {$contact.client.latefeeoveride} {$contact.client.overideduenotices} {$contact.client.disableautocc} {$contact.client.datecreated} {$contact.client.notes} {$contact.client.billingcid} {$contact.client.securityqid} {$contact.client.securityqans} {$contact.client.groupid} {$contact.client.cardtype} {$contact.client.cardlastfour} {$contact.client.cardnum} {$contact.client.startdate} {$contact.client.expdate} {$contact.client.issuenumber} {$contact.client.bankname} {$contact.client.banktype} {$contact.client.bankcode} {$contact.client.bankacct} {$contact.client.gatewayid} {$contact.client.lastlogin}

{$contact.client.ip} {$contact.client.host} {$contact.client.status} {$contact.client.language} {$contact.client.pwresetkey} {$contact.client.emailoptout} {$contact.client.allow_sso} {$contact.client.created_at} {$contact.client.pwresetexpiry} {$contact.client.ticket.id} {$contact.client.ticket.tid} {$contact.client.ticket.userid} {$contact.client.ticket.name} {$contact.client.ticket.email} {$contact.client.ticket.title} {$contact.field.<fieldID>.id} {$contact.field.<fieldID>.type} {$contact.field.<fieldID>.active} {$contact.field[<fieldID>].name} {$contact.field.<fieldID>.description} {$contact.field.<fieldID>.data} {$contact.field.<fieldID>.options} {$followup.id} {$followup.resource_id} {$followup.type_id} {$followup.admin_id} {$followup.description} {$followup.date} {$followup.created_at} {$followup.updated_at} {$followup.deleted_at} {$followup.resource.id} {$followup.resource.name} {$followup.resource.status_id} {$followup.resource.email} {$followup.resource.phone} {$followup.resource.priority} {$followup.resource.type_id} {$followup.resource.client_id} {$followup.resource.ticket_id} {$followup.resource.created_at} {$followup.resource.updated_at} {$followup.resource.deleted_at} {$followup.resource.status} {$followup.resource.client.id} {$followup.resource.client.firstname} {$followup.resource.client.lastname} {$followup.resource.client.email} {$followup.resource.ticket.id} {$followup.resource.ticket.tid} {$followup.resource.ticket.userid} {$followup.resource.ticket.name} {$followup.resource.ticket.email} {$followup.resource.ticket.title}

Email Templates: {$resource.client.id} {$resource.client.firstname} {$resource.client.lastname} {$resource.client.email} {$resource.id} {$resource.name} {$resource.status_id} {$resource.email} {$resource.phone} {$resource.piority} {$resource.type_id} {$resource.admin_id} {$resource.client_id} {$resource.ticket_id} {$resource.created_at} {$resource.updated_at} {$resource.deleted_at} {$resource.status} {$fields.<fieldID>.id} {$fields.<fieldID>.type} {$fields.<fieldID>.active} {$fields.<fieldID>.name} {$fields.<fieldID>.description} {$fields.<fieldID>.data} {$company_name} {$company_domain} {$company_logo_url} {$whmcs_url} {$whmcs_link} {$whmcs_admin_url} {$whmcs_admin_link} {$signature} {$date} {$time}

Tips

1. If you want to see a specific part of your CRM, a single widget only, use full-screen mode for widgets. You will find it in the top right corner of each widget.

2. In the addon directory you can find the 'configDB.json' file which is used to setup by default the UTF-8 coalition and character set encoding for the module. You can simply edit this file according to your needs, or remove it to force the module to automatically obtain the configuration from your database source.

The default content of this file contains the following lines: { "collation": "utf8_unicode_ci", "charset": "utf8" }

Update Instructions

Essential guidance through the process of updating the module is offered here. Keep in mind there is a quick and easy option in our client area that will let you upgrade the license of your module to an open source version at any time - and at a lower price! To take advantage of it, simply use the License Upgrade button located on the product's page and a discounted invoice will be generated automatically.

Migration

If you have already used any of the previous versions of CRM, the very first thing that you need to do with your module before moving to any further steps is migrating the data from old CRM to CRM V2.0.0. To do so, move to 'Addons' → 'CRM' → 'Settings' → 'Migrator'. You need to note that not all data can be migrated due to some incompatibility between systems. These are: follow-ups uploaded files Important! Before you proceed to migration itself, you must always make a backup copy of your database for safety reasons. In case of any unpredicted issues you will not lose any data and will be able to restore the previous version. If you fulfill all conditions, press 'Begin Migration' to start the process.

Prepare mapping of statuses used in CRM V 1.2.4 that you wish to map to CRM V2.x. Confirm that you have done the mapping correctly and then move to custom fields mapping configuration.

Map fields used in CRM V 1.2.4, confirm proper configuration and move to the last step.

Read carefully all the information about migration consequences, if you agree with them, start the migration.

Congratulations! You have successfully migrated your database from old CRM to the latest version! Now, you can enjoy a much improved management of your contacts with potential clients.

Common Problems

1. When you have problems with connection, check whether your SELinux or firewall does not block ports.

2. In case you have problems with your CRM, for example empty tables, no follow-ups in the calendar or you cannot add new status, group, follow-up, then please make sure that your .htaccess or vhost do not block the module in any way. Underneath there is an exemplary input of a .htaccess file, which will unblock the connections and methods: RewriteCond %{REQUEST_FILENAME} !-f RewriteCond %{REQUEST_FILENAME} !-d RewriteRule ^(.*)crm.php(.*)$ /admin/crm.php [QSA, L] <Limit PUT DELETE OPTIONS> Order allow,deny Allow from all </Limit> Please note that admin folder may have a custom name, remember to adjust its input to your naming.

3. If you get an error that 'Directory <your_whmcs>/modules/addons/mgCRM2/app/Storage is NOT Writable. Unable to continue.' please make sure that this folder has writable permissions set.

4. If you keep getting the '404 Not Found' or 'Internal Server Error 500' message, please verify whether the file '<your_whmcs>/admin/crm.php' has its permissions fixed similarly to the remaining files in this folder. (usually 644) Please note that the admin folder may have a custom name.

5. If you cannot see the import and export options for the .XLSX or .ODS formats, please make sure you have the PHP Zip library installed on your server. Otherwise, you will not be able to use these extensions.