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CRM For WHMCS

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<meta name="keywords" content="crm for whmcs, crm configuration, whmcs crm management, whmcs crm installation, whmcs crm common problems, about whmcs crm, whmcs crm documentation, whmcs crm faq, whmcs crm help, whmcs crm guide, whmcs crm wiki, whmcs crm tutorial, whmcs crm tips, whmcs crm wiki"></meta>
 
<meta name="keywords" content="crm for whmcs, crm configuration, whmcs crm management, whmcs crm installation, whmcs crm common problems, about whmcs crm, whmcs crm documentation, whmcs crm faq, whmcs crm help, whmcs crm guide, whmcs crm wiki, whmcs crm tutorial, whmcs crm tips, whmcs crm wiki"></meta>
 
<meta name="description" content="ModulesGarden Wiki Contains All The Information You Need About The CRM For WHMCS Module."></meta>
 
<meta name="description" content="ModulesGarden Wiki Contains All The Information You Need About The CRM For WHMCS Module."></meta>
−
 
−
<h4 style="color: #ff0000; font-weight:bold; text-align:center;"> Article Update is Coming Soon! <br/>
 
−
Watch out for broken links and unclear descriptions. Along with a new version of the module a refreshed wiki article is currently being prepared.<br/>
 
−
We are sorry for the inconvenience caused. </h4>
 
  
 
=About [http://www.modulesgarden.com/products/whmcs/crm/features CRM For WHMCS]=
 
=About [http://www.modulesgarden.com/products/whmcs/crm/features CRM For WHMCS]=
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You will be able to add new contacts, define their type as a lead or a potential and create accounts directly in the addon.<br />
 
You will be able to add new contacts, define their type as a lead or a potential and create accounts directly in the addon.<br />
 
The module will allow you to send automated notifications, create quotes and notes as well as add custom fields to leads' and potentials' profiles according to your needs.<br />  
 
The module will allow you to send automated notifications, create quotes and notes as well as add custom fields to leads' and potentials' profiles according to your needs.<br />  
−
Owing to the Import/Export function you will be able to make a backup or migrate the data between WHMCS systems.<br />
 
 
What is more, all the information about leads and potentials will be shown in a graphic presentation in dashboard.<br />
 
What is more, all the information about leads and potentials will be shown in a graphic presentation in dashboard.<br />
−
'''TIP''': You can extend the functionality of CRM For WHMCS by integrating the module with Asterisk VoIP Center For WHMCS and Quotes Automation For WHMCS.  
+
'''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.
 
|}
 
|}
 
<!-- fixed -->
 
<!-- fixed -->
 
*'''Addon Module Features:'''
 
*'''Addon Module Features:'''
 
{|
 
{|
−
|style="padding: 10px 0px 0px 30px;"|✔ Create Leads And Potentials
+
|style="padding: 10px 0px 0px 30px;"|✔ Create Leads
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Assign/Unassign Client Account To Contact
+
|style="padding: 0px 0px 0px 30px;"|✔ Assign Client Account To Contact
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Assign Admin To Contact
+
|style="padding: 0px 0px 0px 30px;"|✔ Assign Administrator To Contact
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Quickly Edit Contact Details
+
|style="padding: 0px 0px 0px 30px;"|✔ Assign Ticket To Contact
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Add Follow-ups To Contact
+
|style="padding: 0px 0px 0px 30px;"|✔ Quickly Edit Contact Details
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Reschedule Follow-ups
+
|style="padding: 0px 0px 0px 30px;"|✔ Add And Manage Contact's Follow-ups
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Create Quotes For The Contact
+
|style="padding: 0px 0px 0px 30px;"|✔ Create And View Quotes For Contact
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ View Contact Orders
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Upload Files From Contact Profile
+
|style="padding: 0px 0px 0px 30px;"|✔ Send Ticket Response
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Upload And Manage Files From Contact Profile
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ View CRM Statistics And Graphs Concerning Contacts
+
|style="padding: 0px 0px 0px 30px;"|✔ View Calendar With All Reminders Sorted By Type
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Access Leads/Potentials Page Allowing Customization Of Visible Columns And Their Order
+
|style="padding: 0px 0px 0px 30px;"|✔ View CRM Statistics And Graphs Concerning Contacts
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 10px 30px;"|✔ Upon Removing, Contact Is Moved To Archive Where It Can Be Restored From
+
|style="padding: 0px 0px 10px 30px;"|✔ Upon Removing, Contact Is Moved To Archive Where They Can Be Restored From If Needed
 
|}
 
|}
 
*'''Follow-up Features:'''
 
*'''Follow-up Features:'''
 
{|
 
{|
−
|style="padding: 10px 0px 0px 30px;"|✔ Define Email Templates Used Per Follow-up Per Notification
+
|style="padding: 10px 0px 0px 30px;"|✔ 3 Types Of Notifications: Now, On Follow-up Date, Before Follow-up Date - Both For Administrators And Clients
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ 4 Types Of Notifications: Admin ToDo, Client Notify, Admin Notify And Notify On Creation
+
|style="padding: 0px 0px 0px 30px;"|✔ Follow-up Type - Easier Determination Of Follow-up Purpose
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Follow-up Type - Easier Determination Of Follow-up Purpose
+
|style="padding: 0px 0px 0px 30px;"|✔ Administrator To Notify - Defines Included Administrators Per Notification Type
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Notify Administrator via Email And SMS
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 10px 30px;"|✔ Admin To Notify - Defines Included Admins Per Notification Type
+
|style="padding: 0px 0px 10px 30px;"|✔ Use Email Template Or Place Custom Message
 
|}
 
|}
 
*'''Addon Settings Features:'''
 
*'''Addon Settings Features:'''
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Define Whether To Use Potentials, Quotes Or Admin Assignment
+
|style="padding: 0px 0px 0px 30px;"|✔ Define Whether To Use Quotes And Administrator Assignment
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Define Follow-up Types And Default Admin Notifications Email Templates
+
|style="padding: 0px 0px 0px 30px;"|✔ Define Follow-up Types And Default Notifications On Follow-up Reschedule
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Disable Hours And Minutes In Follow-up Date Selector
+
|style="padding: 0px 0px 0px 30px;"|✔ Manage Custom Fields:
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Add And Manage Custom Fields - Text, Textarea, Dropdown And Checkbox
+
|style="padding: 0px 0px 0px 45px;"|✔ Create Fields Groups
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Configure Default View Of Leads And Potentials Lists - Visibility And Order In Columns
+
|style="padding: 0px 0px 0px 45px;"|✔ Create Custom Fields - Text, Textarea, Checkbox, Radio And Select
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Create CRM Email Templates
+
|style="padding: 0px 0px 0px 45px;"|✔ Add Description To Custom Field
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Map Fields - Automatically Fill Out Form With Appropriate Values
+
|style="padding: 0px 0px 0px 45px;"|✔ Add Validators To Custom Fields
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Import/Export Contacts In CSV File Format
+
|style="padding: 0px 0px 0px 45px;"|✔ Define WHMCS - CRM Fields Mapping - Automatically Fill Out Form With Appropriate Values
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ View Information About CRM Cron
+
|style="padding: 0px 0px 0px 30px;"|✔ Define Permissions Per Administrator Role Group
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 10px 30px;"|✔ Learn More About CRM API
+
|style="padding: 0px 0px 0px 30px;"|✔ Define Personal Settings:
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 45px;"|✔ Define Avatar
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 45px;"|✔ Define Visible Fields And Their Order For Leads, Potenials And Dashboard
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Configure Default View Of Leads And Potentials Lists - Visibility And Order In Columns
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Create CRM Email Templates
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Create CRM Email Templates
 
|}
 
|}
 
*'''Admin Area Features:'''
 
*'''Admin Area Features:'''
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 0px 30px;"|✔ Multiple Access Levels
+
|style="padding: 0px 0px 0px 30px;"|✔ Integrated With <u>SMS Center For WHMCS</u> - Send Reminders via SMS [http://www.modulesgarden.com/products/whmcs/sms_center/features (read more)]
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Migration Tool - Migrate Leads/Potentials And Settings From CRM For WHMCS 1.2.4
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Toggle Standalone Mode - Display CRM Outside Of WHMCS
 +
|}
 +
{|
 +
|style="padding: 0px 0px 0px 30px;"|✔ Display Any Page Or Panel In Full Screen Mode
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 30px;"|✔ Supports WHMCS V5 and V6
+
|style="padding: 0px 0px 0px 30px;"|✔ Supports WHMCS V5 and V6
 +
|}
 +
{|
 +
|style="padding: 0px 0px 30px 30px;"|✔ Version 2.1.0 - Under Development
 
|}
 
|}
  
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_1.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_1.png]]
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_2.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_2.png]]
 
|}
 
|}
 
{|
 
{|
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|style="padding: 0px 0px 20px 25px;"|[[File:CRM_4.png]]
 
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_4.png]]
 
|}
 
|}
−
<!--{|
+
 
−
|style="padding: 0px 0px 15px 15px;"|'''5. Additionally, set up '' 'uploads' '' folder as writable.'''<br />
+
−
Folder is located in '' 'your_whmcs/modules/addons/mgCRM/'. ''
+
−
|}
+
−
{|
+
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_5.png]]
+
−
|}-->
+
  
 
==Activate The Addon==
 
==Activate The Addon==
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_6.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_5.png]]
 
|}
 
|}
 
{|
 
{|
 
|style="padding: 0px 0px 15px 15px;"|'''6. In the next step you need to permit access to this module.'''<br />
 
|style="padding: 0px 0px 15px 15px;"|'''6. In the next step you need to permit access to this module.'''<br />
 
To do so, click on '' 'Configure' '' button, tick checkboxes to assign desired admin roles.<br />
 
To do so, click on '' 'Configure' '' button, tick checkboxes to assign desired admin roles.<br />
−
'''Ticking Access Control''' is required to access the module.<br />
+
'''CRM as standalone page''' - if selected, CRM page will be visible in standalone mode by default, no matter which template is used.<br />
−
'''Sales Management Privileges Group''' - gives ability to manage each Lead and Potential.<br />
+
'''Full Access Admin''' - select admins that will have full access to your module.<br />
−
Additionally, access to the dashboard with stats of each staff member and ability to export contacts.<br />
+
'''Access Control''' - select admin groups that will have access to your module.<br />
−
'''Full Administrator Privileges Group''' - access to everything. All settings are available only for this group, except importing contacts.<br />
+
 
Now, press '' 'Save Changes'. ''
 
Now, press '' 'Save Changes'. ''
−
 
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_7.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_6.png]]
 
|}
 
|}
−
 
−
==Basic Configuration==
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'''7. Now, you have to set up a cron job, which can be found in CRM addon → '' 'Settings' '' → '' 'Cron'.'' '''<br />
+
|style="padding: 0px 0px 15px 15px;"|'''7. Now, you have to set up a cron job, which can be found in CRM Addon → '' 'Settings' '' → '' 'General' '' → '' 'System Overview'. '' '''<br />
 
We advise to set up the cron as frequently as possible to send email notifications, 5 minutes interval is recommended.
 
We advise to set up the cron as frequently as possible to send email notifications, 5 minutes interval is recommended.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_8.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_46.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|'''8. You have just successfully installed CRM For WHMCS!'''<br />
+
|style="padding: 0px 0px 25px 15px;"|'''8. You have just successfully installed CRM For WHMCS!'''<br />
 
You can access your module in '' 'Addons' '' → '' 'CRM'. ''
 
You can access your module in '' 'Addons' '' → '' 'CRM'. ''
−
|}
 
−
{|
 
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_9.png]]
 
 
|}
 
|}
  
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|style="padding: 10px 0px 30px 15px;"|'''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.
 
|style="padding: 10px 0px 30px 15px;"|'''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.
 
|}
 
|}
−
==Settings==
+
==Leads/Potentials==
 +
 
 +
===Create Contact===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Due to the wide variety of possible configurations, we start '' 'Management' '' section with '' 'Settings' '' sub-section to make the presentation more precise.<br />
+
|style="padding: 10px 0px 20px 15px;"|To add a new contact, press '' 'Create Lead' '' as shown on the following screen.
−
In '' 'Settings' '' page of the module you can check current module status, enable major features and define follow-ups' settings.  
+
<br/>
 +
As you can see, fields are divided into two sections: Options and Information.<br />
 +
Fill out the form and press '' 'Add' '' to add the contact to the list.<br />
 +
''Note: Only staff members with full privileges can assign admins to the contacts.''
 +
<br/>
 +
Apart form basic ones, options and Information, there may be visible some custom fields if they have been added and enabled.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_10.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_11.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Under '''Module Status''' you can find information about:
+
|style="padding: 10px 0px 20px 15px;"|Immediately, after a new lead is added you are moved to its summary, where you can find/edit some additional data.<br/>
−
*Integration with Asterisk VoIP Center For WHMCS
+
Read more about them in the following section.
−
*Cron job setup
+
−
*Number of CRM email templates
+
−
*Storage folder used by the module
+
−
'''General Settings''' allow you to decide whether to enable potentials, quotations and admin assignment across CRM.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_11.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_12.png]]
 
|}
 
|}
 +
 +
===Manage Contacts===
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Under '''Dashboard Configuration''' you can set:
+
|style="padding: 10px 0px 15px 15px;"|In '' 'Actions' '' column you can find various useful operations which can be performed on a contact.<br />
−
*'''Lead's Statuses''' - statuses of leads to be displayed in the Dashboard.
+
As you can see, in dropdown menu, actions such as '' 'Convert To Potential' '' and '' 'Delete' '' can be found.<br />
−
*'''Potential's Statuses''' - potential statuses which are displayed in the Dashboard.
+
'' 'Note: '' 'Call Out' '' functionality is available as well if you have [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] installed and configured properly.''
−
'''Follow-ups Settings''' allow you to define:
+
−
*'''Follow-ups per Day''' - if marked, date selector will not ask you for the hour and minutes.
+
−
*'''Follow-up Types''' - used to sort follow-ups in the Lead and Potential pages.
+
−
*'''Follow-up Reminder Email''' - email template used to send notifications to admins about upcoming follow-ups.
+
−
*'''Reschedule Follow-up Notification Email''' - email template used to send notifications to admins about rescheduled follow-ups.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_12.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_13.png]]
 
|}
 
|}
−
===API===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Our module allows you to connect with it through API to command various operations.<br />
+
|style="padding: 0px 0px 15px 15px;"|Now, let's proceed to the contact itself.<br />
−
All available commands are listed in '' 'API' '' page, which can be accessed in '' 'Settings' '' → '' 'API'.''
+
Press pencil icon to move to the contact's summary page.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_13.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_14.png]]
 
|}
 
|}
−
===Cron===
+
 
 +
====Summary====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|In '' 'Cron' '' page you can find all the information about the cron such as its path, last run date and interval between cron runs.
+
|style="padding: 10px 0px 20px 15px;"|In the area marked on the following screen, you can find assigned client name, status, ticket from which it was created and contact's basic details.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_14.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_15.png]]
 
|}
 
|}
−
===Custom Fields===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Custom Fields' '' enables you to define custom fields for Lead and Potential, and define whether they are required or not.<br />
+
|style="padding: 0px 0px 20px 15px;"|Contact's name and status can be changed by pressing pencil icon next to each of them, altering the name/status and pressing '' 'Update Name' ''/'' 'Update Status' '' button.<br />
−
Additionally, you can manage existing fields and change their order through using buttons in '' 'Actions' '' column.<br />
+
On the following screen you can see contact's name pencil and status form visible after the status pencil was pressed.
−
To add a new field, press '' 'Add New Field'. ''
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_16.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Each field, regardless of its type, has its name, description, visibility in Leads and Potentials details, and obviously its type.<br />
+
|style="padding: 0px 0px 15px 15px;"|If option is enabled in the module settings, admin can be assigned to a contact.<br />
−
Additionally, depending on the chosen type there are additional options available:
+
Press '' 'Assign' '', choose admin from a dropdown menu and press '' 'Save' '' to do so.
−
*text - '' 'Required For Lead' '', '' 'Required For Potentials' '', '' 'Validation Regex' '' and '' 'Validation Error'.''
+
−
*textarea - '' 'Required For Lead' '', '' 'Required For Potentials' '', '' 'Validation Regex' '' and '' 'Validation Error'.''
+
−
*dropdown - '' 'Field Options'. ''
+
−
*checkbox - this field type has no additional options.
+
−
On the following screen you can see an example of a dropdown type custom field.<br />
+
−
To add a field, press '' 'Create Field'. ''
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_16.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_17.png]]
 
|}
 
|}
−
 
−
===Fields Map===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Fields Map' '' option allows you to bond CRM fields with WHMCS standard or client custom fields.<br />
+
|style="padding: 0px 0px 15px 15px;"|To edit fields in '' 'Main Details' '' press '' 'Edit' '' button as shown below.<br />
−
This way during creation a lead from client's ticket or a client from lead, mapped fields will be automatically filled in.
+
After you make wanted changes, press '' 'Save'. ''
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_16_1.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_18.png]]
 
|}
 
|}
−
 
−
===Field Views===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Field Views' '' allows you to define default order and visibility of fields in the main pages of Leads and Potentials.<br />
+
|style="padding: 0px 0px 15px 15px;"|Module also allows assignment of a client account to the contact.<br />
−
To change the order, drag & drop chosen fields to a desired position.<br />
+
This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.
−
To show/hide the field, mark/unmark checkbox next to it.<br />
+
−
Press '' 'Save' '' to keep the settings.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_17.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_19.png]]
 
|}
 
|}
−
===Email Templates===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Here you can view the list of previously created CRM email templates and edit each of them.<br />
+
|style="padding: 0px 0px 15px 15px;"|In '' 'Summary' '' page you may also find brief conclusion of cerated notes, list of flow-ups and quickly do actions like:
−
Additionally, you are able to create a new CRM email template, which afterwards can be used for follow-ups.<br />
+
*adding new notes
−
To start creation of a new template, fill in its name and press '' 'Create Email Template' ''.
+
*sending emails
 +
*adding follow-ups
 +
*sending tickets responses ''(if assigned)''
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_18.png]]
+
{|
 +
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_20.png]]
 
|}
 
|}
 +
 +
====Follow-ups====
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|As you can see, you have been moved to default WHMCS email templates creation form.<br />
+
|style="padding: 10px 0px 15px 15px;"|Follow-ups allow you to send email templates or text messages to contacts and staff members, and create ToDo entries.<br />
−
Save the template when you complete it.
+
Any follow-up can be removed or rescheduled using buttons in the '' 'Actions' '' column.<br />
 +
You can search for the desired follow-up using search box and sorting by one of the columns.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_19.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_21.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|CRM email templates can be also viewed, edited and removed as any other custom email template.<br />
+
|style="padding: 0px 0px 20px 15px;"|To add a new follow-up, fill out the '' 'New Follow-up' '' form.<br />
−
Simply, proceed to '' 'Setup' '' → '' 'Email Templates' '', they are stored under '' 'CRM Messages' '' section.
+
Here you can define:
 +
*Date - (required) time when the notifications will be sent.
 +
*Description - (required) short description of a follow-up, it will be afterwards visible in the follow-up list.
 +
*Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.
 +
*Admin - admin whom ToDo entry will be assigned.<br/>
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_20.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_22.png]]
 
|}
 
|}
−
 
−
===Import/Export===
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Our module enables you to export and import your Leads and Potentials.<br />
+
|style="padding: 0px 0px 15px 15px;"|The last step is defining reminders, we will discuss each of them below.
−
This way you can migrate them between two WHMCS systems and make backups of your Leads, Potentials and contacts stored in archive.<br />
+
Reminders for Administrators
−
Under '' 'Available Fields' '' section you can find parameters used by imported/exported files, they depend on the custom fields added to your CRM.
+
*'' 'On Create' '' - Notification is sent to an admin, who is assigned to a Lead/Potential, immediately when a follow-up is created.
 +
*'' 'Follow-up Due Date ' '' - notification is sent to an admin, who is assigned to a Lead/Potential, on the set date.
 +
*'' 'Before Follow-up Due Date ' '' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to an admin, who is assigned to a Lead/Potential.
 +
Reminders for Clients
 +
*'' 'On Create' '' - Notification is sent to a client, who is assigned to a Lead/Potential, immediately when a follow-up is created.
 +
*'' 'Follow-up Due Date ' '' - Notification is sent to a client, who is assigned to a Lead/Potential, on the set date.
 +
*'' 'Before Follow-up Due Date ' ''  '' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to a client, who is assigned to a Lead/Potential.<br/>  
 +
Choose whether you wish to send reminders via email or SMS (if SMS Center for WHMCS is activated) or perhaps both.<br/> Once option is marked and path chosen, you will have to fill out the details for chosen reminder, separate for emails and separate for SMS.<br/>
 +
Press '' 'Add Follow-up' '' to finalize the process.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_21.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_23.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|In order to export contacts, press '' 'Download As CSV' '' under '' 'Export' '' section.
+
|style="padding: 0px 0px 15px 15px;"|Added follow-up will turn up on the list of all follow-ups of the lead. Use action buttons to delete the follow up, reschedule and edit.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_22.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_24.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|'' 'Import' '' section contains the last uploaded import file as well as possibility to upload a new one.<br />
+
|style="padding: 0px 0px 15px 15px;"|In order to reschedule a follow-up you must always give the reason!
−
Imported file will not affect contacts until you press '' 'Import' '' button. Contacts from the imported file will be added to your Leads and Potentials.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_23.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_25.png]]
 +
|}
 +
{|
 +
|style="padding: 0px 0px 15px 15px;"|Edit follow-up details:
 +
*edit details
 +
*add reminders
 +
*manage existing reminders
 +
|}
 +
{|
 +
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_26.png]]
 
|}
 
|}
  
−
==Dashboard==
+
====Notes====
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|In '' 'Dashboard' '' you can find the overall information such as scheduled follow-ups, Leads and Potentials of chosen status and graphs concerning them.
+
|style="padding: 10px 0px 15px 15px;"|'' 'Notes' '' enables you to make and manage notes about the contact.<br />
 +
On the following screen you can see how to add an exemplary note.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_24.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_27.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|From the '' 'Dashboard' '' you can quickly reschedule any follow-up or even remove them completely.<br />
+
|style="padding: 0px 0px 20px 15px;"|Any existing note can be modified and hiden as presented below.  
−
To view follow-ups from other day, press it in the calendar.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_25.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_28.png]]
 +
|}
 +
{|
 +
|style="padding: 0px 0px 20px 15px;"|Please note that only hidden notes can be deleted. <br/>To show hidden notes press '' 'Display Hidden'. ''
 +
|}
 +
{|
 +
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_29.png]]
 
|}
 
|}
  
−
==Leads/Potentials==
+
====Emails====
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Your contacts can be either stored in Leads, or divided between Leads and Potentials.<br />
+
|style="padding: 10px 0px 15px 15px;"|Any staff member can send an email from the contact's profile.<br />
−
Both pages contain the same features, Potentials can be enabled/disabled in the module settings and introduced to allow separation of more important contacts.
+
As you can see, you can manually fill out email subject and content.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_27.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_30.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|The list of contacts is fully modifiable, to show/hide columns, simply press '' 'Change columns' '' and mark/unmark checkbox next to a desired column.<br />
+
|style="padding: 0px 0px 15px 15px;"|Alternatively, you can choose one of email templates to send.<br />
−
To restore default settings, press '' 'Revert to original visibility' ''.
+
Whatever way you choose, you can choose address to send from, as well as attach files and quotes.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_28.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_31.png]]
 
|}
 
|}
 +
 +
====Orders====
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Additionally, you can change columns sequence, simply drag & drop a column to a desired location.<br />
+
|style="padding: 10px 0px 15px 15px;"|Move to orders page to place order for the contact. Preview details of all orders and edit them.
−
Default settings can be restored by pressing '' 'Revert to original visibility' '' in '' 'Change columns' '' dropdown menu.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_29.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_32.png]]
 
|}
 
|}
 +
 +
====Quotes====
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|To make your life easier, we have also implemented search filters, press '' 'Show Filters' ''/'' 'Hide Filters' '' to display/hide them.<br />
+
|style="padding: 10px 0px 15px 15px;"|Quotes can be created for any CRM contact.<br />
−
Next, fill in the details of a contact, displayed contacts will be updated in the process.
+
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.<br />
 +
You can edit any of these quotes through using buttons in '' 'Actions' '' column.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_30.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_34.png]]
 
|}
 
|}
−
===Create Contact===
 
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|To add a new contact, press '' 'Create Lead' '' as shown on the following screen.
+
|style="padding: 0px 0px 20px 15px;"|You can also create a new quote for the contact, press '' 'Add New Quote' '' as shown on the following screen.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_31.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_35.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|As you can see, fields are divided into two sections depending on whether they are required or optional.<br />
+
|style="padding: 0px 0px 20px 15px;"|Now, create a quote for your contact.<br />
−
Additionally, any custom field visible for lead will be displayed here.<br />
+
You can do it in two ways, if a client is assigned to the contact, they will be automatically linked to the quote.<br />
−
Fill out the form and press '' 'Create Lead' '' to add the contact to the list.<br />
+
Otherwise, module will ask you to fill in a new client account details from to complete quote.<br />
−
''Note: Staff members with full privileges can also assign admins to the contacts.''
+
In the second scenario, client account will not be created in the process, unless you use '' 'Convert to Invoice' '' functionality.<br />
 +
'''Important:''' For extended functionality related to quotes we recommend our [http://www.modulesgarden.com/products/whmcs/quotes_automation/features Quotes Automation For WHMCS].<br />
 +
It extends quotes with functionalities like adding product addons and domains to the quote, their automatic provision, and quote acceptance from the client area.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_32.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_36.png]]
 
|}
 
|}
  
−
===Manage Contacts===
+
====Files====
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|In '' 'Actions' '' column you can find various useful operations which can be performed on a contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|'' 'Files' '' tab allows you to upload and manage files related to your contact.<br />
−
As you can see, in '' 'Other' '' dropdown menu, actions such as '' 'Convert To Potential' '','' 'Call Out' '' and '' 'Remove' '' can be found.<br />
+
To upload a new file, select file to upload and describe it shortly, press '' 'Upload'. ''
−
'' 'Note: '' 'Call Out' '' functionality requires from you to have [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] installed and configured properly.''
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_33.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_37.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Now, let's proceed to the contact itself.<br />
+
|style="padding:0px 0px 15px 15px;"|Any uploaded file can be downloaded from the CRM by pressing its name or using actions icons.<br />
−
Press '' 'Details' '' to continue.
+
It can be also removed by clicking on dustbin icon.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_34.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_38.png]]
 
|}
 
|}
−
====Basic Details====
+
 
 +
====Logs====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|In the area marked on the following screen, you can find contact name, status, ticket from which it was created and contact's basic details.
+
|style="padding: 10px 0px 15px 15px;"|To view the latest actions performed on the contact, go to '' 'Logs' '' tab.<br />
 +
As you can see, it contains all details you might want to find in the logs.<br />
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_35.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_39.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|Contact's name and status can be changed by pressing pencil icon next to each of them, altering the name/status and pressing '' 'Update Name' ''/'' 'Update Status' '' button.<br />
+
|style="padding: 0px 0px 15px 15px;"|'' 'Logs' '' page, apart form displaying all the logs concerning the contact, contains searchbox.<br />
−
On the following screen you can see contact's name pencil and status form visible after the status pencil was pressed.
+
Using the search option you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.<br />
 +
On the following screen we were searching logs of associated with any event on client.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_36.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_40.png]]
 
|}
 
|}
 +
 +
==Dashboard==
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|If option is enabled in the module settings, admin can be assigned to a contact.<br />
+
|style="padding: 10px 0px 20px 15px;"|On the '' 'Dashboard' '' you have a quick preview of the most important information in your CRM.<br />
−
Press '' 'Assign' '', choose admin from a dropdown menu and press '' 'Save' '' to do so.
+
View follow-ups on calender, list of latest leads/potentials and last activities.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_37.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_42.png]]
 
|}
 
|}
 +
===Standalone Mode===
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|To edit fields in '' 'Main Details' '' press '' 'Edit' '' button as shown below.<br />
+
|style="padding: 10px 0px 15px 15px;"|Use cross arrows icon to switch into standalone mode, your CRM module pages will be then accessed outside of WHMCS.
−
After you make wanted changes, press '' 'Save'. ''
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_38.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_43.png]]
 
|}
 
|}
 +
 +
==Settings==
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Module also allows assignment of a client account to the contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|Due to the wide variety of possible configurations, '' 'Settings' '' section has been moved to underneath to make the presentation more precise.<br />
−
This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.
+
In '' 'Settings' '' → '' 'General' '' page of the module you can check current module status, enable major features and define follow-ups' settings.  
 
|}
 
|}
 +
 +
===General===
 +
====System Overview====
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_39.png]]
+
|style="padding: 0px 0px 15px 15px;"|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
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|If you have a client assigned to the contact you may easily remove such assignment.<br/>
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_45.png]]
−
Press '' 'Reassign' '' button which appears near client's name on hover and select '' 'Remove Assignment' '' on the form.<br/>
+
−
Remember to press '' 'Reassign' '' button to confirm the changes.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_39_1.png]]
+
|style="padding: 0px 0px 15px 15px;"|In '' 'Cron Details', '' you can find all the information about the cron such as its path, last execution date and interval between cron runs.
 +
|}
 +
{|
 +
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_46.png]]
 
|}
 
|}
  
−
====Follow-ups====
+
====Options====
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Follow-ups allow you to send email templates to contacts and staff members, and create ToDo entries.<br />
+
|style="padding: 10px 0px 15px 15px;"|In Additional Options quotations may be enabled for leads and potentials as well as possibility to assign leads to administrators.
−
Any follow-up can be removed or rescheduled using buttons in the '' 'Actions' '' column.<br />
+
−
You can search for the desired follow-up using search box and sorting by one of the columns.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_40.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_47.png]]
 
|}
 
|}
 +
 +
====Follow-ups====
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|To add a new follow-up, press '' 'Create Follow-up' ''.
+
|style="padding: 10px 0px 15px 15px;"|In the last section of General Settings there are basic options to configure follow-ups. <br/> In settings part, you may enable follow-up per day (it means that a follow-up can be added within a day, not a specific hour)<br/> and choose email template used to notify admins about a follow-up being rescheduled.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_41.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_48.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Start by filling the main options out.<br />
+
|style="padding: 0px 0px 15px 15px;"|Add new follow-up type by entering its name, assigning a color and finally enabling it to use. Once added you will see in the list of available underneath.
−
Here you can define:
+
−
*Date - (required) time when the notifications will be sent.
+
−
*Description - (required) short description of a follow-up, it will be afterwards visible in the follow-up list.
+
−
*Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.
+
−
*Sales Admin - admin whom ToDo entry will be assigned.
+
−
*Add To Admin ToDo List - add ToDo entry to the notification with the ToDo entry due date, which is equal to follow-up '' 'Date' ''.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_42.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_49.png]]
 
|}
 
|}
−
{|
 
−
|style="padding: 0px 0px 15px 15px;"|The last step is defining notification, we will discuss each of them below.
 
−
*'''Invitation Email''' - email will be sent to the '''contact''' upon '''follow-up creation'''.
 
−
**'' 'Email Template' '' - email template used in the email sent to the client.
 
−
**'' 'CC' '' - admins whose emails will be injected into the email sent to the client.
 
−
**'' 'Reply To' '' - admin whose email will be used as email reply to field.
 
  
−
*'''Contact Reminder''' - email will be sent to the '''contact''' upon '''follow-up date'''.
+
===Personal===
−
**'' 'Email Template' '' - email template used in the email sent to the client.
+
====Personal Settings====
−
**'' 'CC' '' - admins whose emails will be injected into the email sent to the client.
+
{|
−
**'' 'Reply To' '' - admin whose email will be used as email reply to field.
+
|style="padding: 10px 0px 15px 15px;"|Provide a URL to your avatar to personalize your CRM as you only wish!
 +
|}
 +
{|
 +
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_50.png]]
 +
|}
  
−
*'''Admin Reminder''' - an email will be sent to the specified '''admins''' selected time '''before the follow-up date'''.
+
====Fields' View====
−
**'' 'Admin To Notify' '' - this field enables you to add multiple administrators to whom reminders will be sent.
+
{|
−
**'' 'Select Time' '' - define amount and type (minutes/hours/days) of time before due date, upon which emails will be sent.
+
|style="padding: 0px 0px 15px 15px;"|In his place you may decide which columns exactly and even in what order they will appear in each of the possible sections<br/>(Leads, Potentials page and Leads&Potentials on Dashboard). Click on each section one by one to set its view.<br/>
−
Press '' 'Create Follow-up' '' to save the follow-up.<br />
+
<br/>
−
'''Important:''' Remember, after creation of a follow-up you will not be able to modify any setting, except its date.
+
Drag and drop available fields to create a perfect configuration.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_43.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_51.png]]
 
|}
 
|}
  
−
====Notes====
+
===Fields===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Notes' '' enables you to make and manage notes about the contact.<br />
+
|style="padding: 10px 0px 20px 15px;"|Manage '' 'Fields' '' fully, add new fields, group them, define statuses and map existing fields.<br />
−
On the following screen you can see how to add an exemplary note.
+
 
|}
 
|}
 +
 +
====List Of Fields====
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_44.png]]
+
|style="padding: 10px 0px 15px 15px;"|Each field, regardless of its type, has its name, description, assigned group and obviously its type.<br />
 +
Available types and validators for each of the types (seen when editing existing field)
 +
*text: ''required, min, max, emial, 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.<br />
 +
To add a field, press '' 'Create Field'. ''
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|Any existing note can be modified and removed as presented below.
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_53.png]]
 
|}
 
|}
 +
 +
====Groups====
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_45.png]]
+
|style="padding: 10px 0px 15px 15px;"|Place where groups to segregate fields are created. Once you already know how you want to group your fields, create an adequate groups.<br/>Name them, assign a color and enable to start using it.
 +
|}
 +
{|
 +
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_54.png]]
 
|}
 
|}
  
−
====Quotes====
+
====Status====
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Quotes can be created for any CRM contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|Exactly, just like in case of groups, you may add hare statuses that later on will be used to segregate fields.<br/>Name the new status, assign a color and enable to start using it.
−
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.<br />
+
−
Additionally, you can edit any of those quotes through using buttons in '' 'Actions' '' column.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_46.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_55.png]]
 
|}
 
|}
 +
 +
====Fields Mapping====
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|You can also create a new quote for the contact, press '' 'Create Quote' '' as shown on the following screen.
+
|style="padding: 10px 0px 15px 15px;"|'' 'Fields Mapping' '' option allows you to bond CRM fields with WHMCS standard or client custom fields.<br />
 +
This way during creation a lead from client's ticket or a client from lead, mapped fields will be automatically filled out.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_47.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_56.png]]
 
|}
 
|}
 +
 +
===Permissions===
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|Now, create a quote for your contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|The last section in '' 'Settings' '' is responsible for assigning permissions to certain roles of group of administrators.
−
You can do it in two ways, if a client is assigned to the contact, they will be automatically linked to the quote.<br />
+
Select permissions for each existing role.  
−
Otherwise, module will ask you to fill in a new client account details from to complete quote.<br />
+
−
In the second scenario, client account will not be created in the process, unless you use '' 'Convert to Invoice' '' functionality.<br />
+
−
'''Important:''' For extended functionality related to quotes we recommend our [http://www.modulesgarden.com/products/whmcs/quotes_automation/features Quotes Automation For WHMCS].<br />
+
−
It extends quotes with functionalities like adding product addons and domains to the quote, their automatic provision, and quote acceptance from the client area.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_48.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_57.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|You are also given the possibility to manually synchronize quotes. Use button marked on the screen to synchronize quotes.
+
|style="padding: 0px 0px 15px 15px;"|Once you have added a new role, use actions buttons to move the page where you can choose single permission rights for the group.<br/>
 +
Select the one you need and '' 'Update' '' the settings.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_47_1.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_52.png]]
 
|}
 
|}
  
−
====Files====
+
==Utilities==
 +
===Statistics===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Files' '' tab allows you to upload and manage files related to your contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|'Statistics' contains graph concerning your leads and potentials.
−
To upload a new file, press '' 'Select File', '' uploading will start as soon as you choose the file to upload.
+
 
 +
Among the graphs, there can be distinguished graphs showing for example: the number of Leads and Potentials per status, new contacts per admin, per month and per day.<br/>
 +
Additionally, administrators with extended permissions are able to view statistics of chosen administrators.
 +
 
 +
In '' 'Statistics' '' you can find the overall information such as graphs on Leads and Potentials of chosen status. <br/>
 +
See a list of recently added leads/potentials with details such as assigned admins, status or creation date.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_49.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_58.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding:0px 0px 15px 15px;"|Any uploaded file can be downloaded from the CRM by pressing its name.<br />
+
|style="padding: 0px 0px 15px 15px;"|There are graphs and statistics tables presenting number of leads/potentials added within certain periods of time (year/month)
−
It can be also removed by clicking on '' 'Delete' '' button as shown on the following screen.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_50.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_60.png]]
 
|}
 
|}
  
−
====Send Email====
+
===Archive===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Any staff member can send an email from the contact's profile.<br />
+
|style="padding: 10px 0px 15px 15px;"|List of unused leads/potentials. Use action buttons to edit entries and convert them back to lead or potential from the archive.
−
As you can see, you can manually fill out email subject and content.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_50_1.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM2_61.png]]
 
|}
 
|}
 +
 +
==Migration==
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|Alternatively, you can choose one of email templates to send.<br />
+
|style="padding: 10px 0px 15px 15px;"|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<br/> is migrating data from old CRM to CRM V2.0.0. To do so, move to '' 'Addons' → 'CRM' → 'Settings' → 'Migrator'. ''<br/>
−
Whatever way you choose, you can choose address to send from, as well as attach files and quotes.
+
You need to note that not all data can be migrated due to some incompatibility between systems.<br/>
 +
These are:
 +
*follow-ups
 +
*uploaded files
 +
<br/>
 +
'''Important!''' Before you proceed to migration itself, you must always make a backup copy of your database for safety reasons.<br/> In case of any unpredicted issues you will not lose any data and will be able to restore the previous version.<br/> <br/>
 +
If you fulfill all conditions, press '' 'Begin Migration' '' to start the process.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_50_2.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_62.png]]
 
|}
 
|}
−
 
−
====Logs====
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|To view the latest actions performed on the contact, go to '' 'Logs' '' tab.<br />
+
|style="padding: 0px 0px 10px 15px;"|Prepare mapping of statuses used in CRM V 1.2.4 that you wish to map to CRM V2.0.0.<br/> Confirm that you have done the mapping correctly and then move to custom fields mapping configuration.
−
As you can see, it contains all details you might want to find in the logs.<br />
+
−
In order to view full log for selected contact, press '' 'Show All Logs' ''.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_51.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_64.png]]
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|'' 'Logs' '' page, apart form displaying all the logs concerning the contact, contains searchbox.<br />
+
|style="padding: 0px 0px 10px 15px;"|Map fields used in CRM V 1.2.4, confirm proper configuration and move to the last step.
−
Using the search option you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.<br />
+
−
On the following screen we were searching logs of records made on 25th November 2014 at 2PM, to do so, we have used brackets made of '"' signs.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_52.png]]
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_65.png]]
 +
|}
 +
{|
 +
|style="padding: 0px 0px 10px 15px;"|Read carefully all the information about migration consequences, if you agree with them, start the migration.
 
|}
 
|}
−
 
−
==Statistics==
 
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Statistics' '' contains graph concerning your leads and potentials.<br />
+
|style="padding: 0px 0px 20px 25px;"|[[File:CRM2_66.png]]
−
Among the graphs, there can be distinguished graphs showing for example: the number of Leads and Potentials per status, new contacts per admin, per month and per day.<br />
+
−
Additionally, administrators with extended permissions are able to view statistics of chosen administrators.
+
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_52_1.png]]
+
|style="padding: 0px 0px 10px 15px;"|Congratulations! You have successfully migrated your database from old CRM to the latest version!<br/>Now, you can enjoy a much improved management of your contacts with potential clients.
 
|}
 
|}
  
Line 702: Line 766:
 
=Tips=
 
=Tips=
 
{|
 
{|
−
|style="padding: 10px 0px 30px 15px;"|
+
|style="padding: 10px 0px 30px 15px;"|1. If you want to see a specific part of your CRM, a single widget only, use full screen mode for widgets.<br/>You will find in in the right up-side corner of each widget.
 
|}
 
|}
  

Revision as of 16:47, 5 November 2015

Contents

About CRM For WHMCS

CRM For WHMCS is a module created to expedite the management process of potential clients.

You will be able to add new contacts, define their type as a lead or a potential and create accounts directly in the addon.
The module will allow you to send automated notifications, create quotes and notes as well as add custom fields to leads' and potentials' profiles according to your needs.
What is more, all the information about leads and potentials will be shown in a graphic presentation in 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 Leads
✔ Convert Contact Types Between Lead And Potential
✔ 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
✔ Create And View Quotes For Contact
✔ View Contact Orders
✔ Send Email From Template Or Custom Message - Include Files And Quote
✔ Send Ticket Response
✔ Upload And Manage Files From Contact Profile
✔ 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
✔ Upon Removing, Contact Is Moved To Archive Where They Can Be Restored From If Needed
  • Follow-up Features:
✔ 3 Types Of Notifications: Now, On Follow-up Date, Before Follow-up Date - Both For Administrators And Clients
✔ Follow-up Type - Easier Determination Of Follow-up Purpose
✔ Administrator To Notify - Defines Included Administrators Per Notification Type
✔ Notify Administrator via Email And SMS
✔ Use Email Template Or Place Custom Message
  • 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
✔ 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 Permissions Per Administrator Role Group
✔ Define Personal Settings:
✔ Define Avatar
✔ Define Visible Fields And Their Order For Leads, Potenials And Dashboard
✔ Configure Default View Of Leads And Potentials Lists - Visibility And Order In Columns
✔ Create CRM Email Templates
✔ Create CRM Email Templates
  • Admin Area Features:
✔ WHMCS Support Tickets System - Create Lead, Quickly View Its Details And Move To CRM Contact Profile
✔ WHMCS Quotes - Quotes Created From The CRM Profile Will Be Automatically Assigned To Contact
  • General Info:
✔ 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 via SMS (read more)
✔ Migration Tool - Migrate Leads/Potentials And Settings From CRM For WHMCS 1.2.4
✔ Toggle Standalone Mode - Display CRM Outside Of WHMCS
✔ Display Any Page Or Panel In Full Screen Mode
✔ Multi-Language Support
✔ Supports WHMCS V5 and V6
✔ Version 2.1.0 - Under Development

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 your client area and download CRM For WHMCS.
CRM2 1.png
2. Upload and extract the module into the main WHMCS directory.

Files in your WHMCS directory should look like on the following screen.

CRM2 2.png
3. When you install CRM for the first time you have to rename 'license_RENAME.php' file.

File is located in 'modules/addons/mgCRM/license_RENAME.php'. Rename it from 'license_RENAME.php' to 'license.php'.

CRM 3.png
4. In order to configure your license key, you have to edit the previously renamed 'license.php' file.

Enter your license key between quotation marks as presented on the following screen. You can find your license key in your client area → 'My Products'.

CRM 4.png


Activate The Addon

5. Now you have to activate the module in your WHMCS system.

Log in to your WHMCS admin area. Go to 'Setup' → 'Addon Modules'. Afterwards, find 'CRM' and press 'Activate' button.

CRM2 5.png
6. In the next step you need to permit access to this module.

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

CRM2 6.png
7. 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.

CRM2 46.png
8. 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.

Leads/Potentials

Create Contact

To add a new contact, press 'Create Lead' as shown on the following screen.


As you can see, fields are divided into two sections: Options and Information.
Fill out the form and press 'Add' to add the contact to the list.
Note: Only staff members with full privileges can assign admins to the contacts.
Apart form basic ones, options and Information, there may be visible some custom fields if they have been added and enabled.

CRM2 11.png
Immediately, after a new lead is added you are moved to its summary, where you can find/edit some additional data.

Read more about them in the following section.

CRM2 12.png

Manage Contacts

In 'Actions' column you can find various useful operations which can be performed on a contact.

As you can see, in dropdown menu, actions such as 'Convert To Potential' and 'Delete' can be found.
'Note: 'Call Out' functionality is available as well if you have Asterisk VoIP Center For WHMCS installed and configured properly.

CRM2 13.png
Now, let's proceed to the contact itself.

Press pencil icon to move to the contact's summary page.

CRM2 14.png

Summary

In the area marked on the following screen, you can find assigned client name, status, ticket from which it was created and contact's basic details.
CRM2 15.png
Contact's name and status can be changed by pressing pencil icon next to each of them, altering the name/status and pressing 'Update Name' / 'Update Status' button.

On the following screen you can see contact's name pencil and status form visible after the status pencil was pressed.

CRM2 16.png
If option is enabled in the module settings, admin can be assigned to a contact.

Press 'Assign' , choose admin from a dropdown menu and press 'Save' to do so.

CRM2 17.png
To edit fields in 'Main Details' press 'Edit' button as shown below.

After you make wanted changes, press 'Save'.

CRM2 18.png
Module also allows assignment of a client account to the contact.

This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.

CRM2 19.png
In 'Summary' page you may also find brief conclusion of cerated notes, list of flow-ups and quickly do actions like:
  • adding new notes
  • sending emails
  • adding follow-ups
  • sending tickets responses (if assigned)
CRM2 20.png

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 removed or rescheduled using buttons in the 'Actions' column.
You can search for the desired follow-up using search box and sorting by one of the columns.

CRM2 21.png
To add a new follow-up, fill out the 'New Follow-up' form.

Here you can define:

  • Date - (required) time when the notifications will be sent.
  • Description - (required) short description of a follow-up, it will be afterwards visible in the follow-up list.
  • Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.
  • Admin - admin whom ToDo entry will be assigned.
CRM2 22.png
The last step is defining reminders, we will discuss each of them below.

Reminders for Administrators

  • 'On Create' - Notification is sent to an admin, who is assigned to a Lead/Potential, immediately when a follow-up is created.
  • 'Follow-up Due Date ' - notification is sent to an admin, who is assigned to a Lead/Potential, on the set date.
  • 'Before Follow-up Due Date ' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to an admin, who is assigned to a Lead/Potential.

Reminders for Clients

  • 'On Create' - Notification is sent to a client, who is assigned to a Lead/Potential, immediately when a follow-up is created.
  • 'Follow-up Due Date ' - Notification is sent to a client, who is assigned to a Lead/Potential, on the set date.
  • 'Before Follow-up Due Date ' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to a client, who is assigned to a Lead/Potential.

Choose whether you wish to send reminders via email or SMS (if SMS Center for WHMCS is activated) or perhaps both.
Once option is marked and path chosen, you will have to fill out the details for chosen reminder, separate for emails and separate for SMS.
Press 'Add Follow-up' to finalize the process.

CRM2 23.png
Added follow-up will turn up on the list of all follow-ups of the lead. Use action buttons to delete the follow up, reschedule and edit.
CRM2 24.png
In order to reschedule a follow-up you must always give the reason!
CRM2 25.png
Edit follow-up details:
  • edit details
  • add reminders
  • manage existing reminders
CRM2 26.png

Notes

'Notes' enables you to make and manage notes about the contact.

On the following screen you can see how to add an exemplary note.

CRM2 27.png
Any existing note can be modified and hiden as presented below.
CRM2 28.png
Please note that only hidden notes can be deleted.
To show hidden notes press 'Display Hidden'.
CRM2 29.png

Emails

Any staff member can send an email from the contact's profile.

As you can see, you can manually fill out email subject and content.

CRM2 30.png
Alternatively, you can choose one of email templates to send.

Whatever way you choose, you can choose address to send from, as well as attach files and quotes.

CRM2 31.png

Orders

Move to orders page to place order for the contact. Preview details of all orders and edit them.
CRM2 32.png

Quotes

Quotes can be created for any 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 'Actions' column.

CRM2 34.png
You can also create a new quote for the contact, press 'Add New Quote' as shown on the following screen.
CRM2 35.png
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, module will ask you to fill in a new client account details from to complete quote.
In the second scenario, client account will not be created in the process, unless you use '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 provision, and quote acceptance from the client area.

CRM2 36.png

Files

'Files' tab allows you to upload and manage files related to your contact.

To upload a new file, select file to upload and describe it shortly, press 'Upload'.

CRM2 37.png
Any uploaded file can be downloaded from the CRM by pressing its name or using actions icons.

It can be also removed by clicking on dustbin icon.

CRM2 38.png

Logs

To view the latest actions performed on the contact, go to 'Logs' tab.

As you can see, it contains all details you might want to find in the logs.

CRM2 39.png
'Logs' page, apart form displaying all the logs concerning the contact, contains searchbox.

Using the search option you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.
On the following screen we were searching logs of associated with any event on client.

CRM2 40.png

Dashboard

On the 'Dashboard' you have a quick preview of the most important information in your CRM.

View follow-ups on calender, list of latest leads/potentials and last activities.

CRM2 42.png

Standalone Mode

Use cross arrows icon to switch into standalone mode, your CRM module pages will be then accessed outside of WHMCS.
CRM2 43.png

Settings

Due to the wide variety of possible configurations, 'Settings' section has been moved to underneath to make the presentation more precise.

In 'Settings' → 'General' page of the module you can check current module status, enable major features and define follow-ups' 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
CRM2 45.png
In 'Cron Details', you can find all the information about the cron such as its path, last execution date and interval between cron runs.
CRM2 46.png

Options

In Additional Options quotations may be enabled for leads and potentials as well as possibility to assign leads to administrators.
CRM2 47.png

Follow-ups

In the last section of General Settings there are basic options to configure follow-ups.
In settings part, you may enable follow-up per day (it means that a follow-up can be added within a day, not a specific hour)
and choose email template used to notify admins about a follow-up being rescheduled.
CRM2 48.png
Add new follow-up type by entering its name, assigning a color and finally enabling it to use. Once added you will see in the list of available underneath.
CRM2 49.png

Personal

Personal Settings

Provide a URL to your avatar to personalize your CRM as you only wish!
CRM2 50.png

Fields' View

In his place you may decide which columns exactly and even in what order they will appear in each of the possible sections
(Leads, Potentials page and Leads&Potentials on Dashboard). Click on each section one by one to set its view.


Drag and drop available fields to create a perfect configuration.

CRM2 51.png

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 existing field)

  • text: required, min, max, emial, 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'.

CRM2 53.png

Groups

Place where groups to segregate fields are created. Once you already know how you want to group your fields, create an adequate groups.
Name them, assign a color and enable to start using it.
CRM2 54.png

Status

Exactly, just like in case of groups, you may add hare statuses that later on will be used to segregate fields.
Name the new status, assign a color and enable to start using it.
CRM2 55.png

Fields Mapping

'Fields Mapping' option allows you to bond CRM fields with WHMCS standard or client custom fields.

This way during creation a lead from client's ticket or a client from lead, mapped fields will be automatically filled out.

CRM2 56.png

Permissions

The last section in 'Settings' is responsible for assigning permissions to certain roles of group of administrators.

Select permissions for each existing role.

CRM2 57.png
Once you have added a new role, use actions buttons to move the page where you can choose single permission rights for the group.

Select the one you need and 'Update' the settings.

CRM2 52.png

Utilities

Statistics

'Statistics' contains graph concerning your leads and potentials.

Among the graphs, there can be distinguished graphs showing for example: the number of Leads and Potentials 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 on Leads and Potentials of chosen status.
See a list of recently added leads/potentials with details such as assigned admins, status or creation date.

CRM2 58.png
There are graphs and statistics tables presenting number of leads/potentials added within certain periods of time (year/month)
CRM2 60.png

Archive

List of unused leads/potentials. Use action buttons to edit entries and convert them back to lead or potential from the archive.
CRM2 61.png

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 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.

CRM2 62.png
Prepare mapping of statuses used in CRM V 1.2.4 that you wish to map to CRM V2.0.0.
Confirm that you have done the mapping correctly and then move to custom fields mapping configuration.
CRM2 64.png
Map fields used in CRM V 1.2.4, confirm proper configuration and move to the last step.
CRM2 65.png
Read carefully all the information about migration consequences, if you agree with them, start the migration.
CRM2 66.png
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.

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 Lead.
This way you can track relations with your valuable clients.

CRM 53.png
Any ticket of such client will be displayed with contact name, status and assigned staff member.

Additionally, after pressing 'Lead Details' / 'Potential Details' extended information about the contact will be displayed in a popup.
Note: Any contact can be transferred between being lead and potential from the ticketing system as shown below (blue arrow).

CRM 54.png
Your staff will be also able to quickly move to the contact profile in CRM For WHMCS by pressing 'Show Lead' / 'Show Potential' .
CRM 55.png

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 'Call Out' button.
If everything is set up correctly, you should see something similar to the screen below.

CRM 56.png

Workflow

In order to familiarize you with the module even more, we are presenting here an example workflow.

In the beginning, let's point the differences between privileges groups:

  • Full Privileges Group - access to everything. 'Settings' tab is available only for this group.
  • Sales Manager - ability to manage each Lead and Potential. Additionally, access to the dashboard with stats of each staff member and ability to export contacts.
  • Sales Person - he can maintain only his own Leads and Potentials. Dashboard with only his stats.

On the following screen you can see the settings for each of the groups.

  • Full Administrator - Full Privileges Group
  • Sales Manager - Sales Manager
  • Sales Person - Sales Person
CRM 57.png
Storytelling

Let's say we have admin X with full privileges and admin Y who has sales person privileges.
1. Admin X obtains a new contact, which is called Company X and creates Lead profile in CRM.
Additionally, he assigns admin Y to the Company X and leaves some notes in the profile.
2. 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 Company X.
3. They respond to the newsletter, so that, admin Y changes this contact type to Potential.
This way he can track the relation with that contact better.
4. After a few emails with Company X, admin Y decides to prepare an interesting offer for the contact in the form of a quote.
5. Once the quote has been accepted, admin Y creates 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.
6. The following month a few more offers are accepted, and both your company and Company X benefit from it.
7. All the time admins X and Y can easily track their contact with Company X.
Thanks to the quotes in the contact profile they can see current offers made for Company X.
While notes and files can give more information about progress in making current agreements.

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 in in the right up-side corner of each widget.

Common Problems

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