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 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. Owing to the Import/Export function you will be able to make a backup or migrate the data between WHMCS systems. 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 and Quotes Automation For WHMCS.

• Addon Module Features:

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• General Info:

✔ Multi-Language Support

✔ Supports WHMCS V5 and Later

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.

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2. Upload and extract the module into the main WHMCS directory. Files in your WHMCS directory should look like on the following screen.

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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' .

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' .

5. Additionally, set up 'uploads' folder as writable. Folder is located in 'your_whmcs/modules/addons/mgCRM/' .

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Activate The Addon

6. 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.

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7. In the next step you need to permit access to this module. To do so, click on 'Configure' button, tick 'Full Administrator' and press 'Save Changes' .

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Basic Configuration

8. Now, you have to set up a cron job, which can be found in CRM addon → 'Settings' → 'Cron'. We advice to set up the cron as frequently as possible to send email notifications. 5 minutes interval is recommended.

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

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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.

Settings

Due to the wide variety of possible configurations, we start 'Management' section with 'Settings' sub-section to make the presentation more precise. In 'Settings' page of the module you can check current module status, enable major features and define follow-ups' settings.

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Under Module Status you can find information about: Integration with Asterisk VoIP Center For WHMCS Cron job setup Number of CRM email templates Storage folder used by the module General Settings enable you to decide whether to enable potentials, quotations and admin assignment across the CRM.

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Follow-ups Settings allow you to define follow-up types (used to sort follow-ups in the Lead and Potential pages) and default email templates used for admin notifications. You can set up admin notification email templates for follow-ups creation and edition. 'Note: You can define which notifications should be sent during creation of a follow-up.

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API

Our module allows you to connect with it through API to command various operations. All available commands are listed in 'API' page, which can be accessed in 'Settings' → 'API'.

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Cron

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

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Custom Fields

'Custom Fields' enables you to define custom fields for Lead and Potential, and define whether they are required or not. Additionally, you can manage existing fields and change their order through using buttons in 'Actions' column. To add a new field, press 'Add New Field' .

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Each field, regardless of its type, has its name, description, visibility in Leads and Potentials details, and obviously its type. Additionally, depending on the chosen type there are additional options available: 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 example of dropdown type custom field. To add a field, press 'Create Field' .

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Field Views

'Field Views' allows you to define default order and visibility of fields in the main pages of Leads and Potentials. To change the order, drag & drop chosen fields to a desired position. To show/hide the field, mark/unmark checkbox next to it. Press 'Save' to keep the settings.

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Email Templates

Here you can view the list of previously created CRM email templates and edit each of them. Additionally, you are able to create a new CRM email template, which afterwards can be used for follow-ups. To start creation of a new template, fill in its name and press 'Create Email Template' .

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As you can see, you have been moved to default WHMCS email templates creation form. Save the template when you complete it.

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CRM email templates can be also viewed, edited and removed as any other custom email template. Simply, proceed to 'Setup' → 'Email Templates' , they are stored under 'CRM Messages' section.

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Impor/Export

Our module enables you to export and import your Leads and Potentials. This way you can migrate them between two WHMCS systems and make backups of your Leads, Potentials and contacts stored in archive. Under 'Available Fields' section you can find parameters used by imported/exported files, they depend on the custom fields added to your CRM.

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In order to export contacts, press 'Download As CSV' under 'Export' section.

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'Import' section contains the last uploaded import file as well as possibility to upload a new one. Imported file will not affect contacts until you press 'Import' button. Contacts from the imported file will be added to your Leads and Potentials.

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Dashboard

In 'Dashboard' you can find the overall information such as scheduled follow-ups, recently added Leads and Potentials and graphs concerning them. 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.

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From the 'Dashboard' you can quickly reschedule any follow-up or even remove them completely. To view follow-ups from other day, press it in the calendar.

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Additionally, you can view different time periods in new contacts graphs per year and per month. To do so, simply choose desired time period and press refresh button as shown below.

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Leads/Potentials

Your contacts can be either stored in Leads, or divided between Leads and Potentials. Both pages contain the same features, Potentials can be enabled/disabled in the module settings and be introduced to allow separation of more important contacts.

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The list of contacts is fully modifiable, to show/hide columns, simply press 'Change columns' and mark/unmark checkbox next to a desired column. To restore default settings, press 'Revert to original visibility' .

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Additionally, you can change columns sequence, simply drag & drop a column to a desired location. Default settings can be restored by pressing 'Revert to original visibility' in 'Change columns' dropdown menu.

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To make your life easier, we have also implemented search filters, press 'Show Filters' / 'Hide Filters' to display/hide them. Next, fill in the details of a contact, displayed contacts will be updated in the process.

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Create Contact

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

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As you can see, fields are divided into two sections depending on whether they are required or optional. Additionally, any custom field visible for lead will be displayed here. Fill out the form and press 'Add Lead' to add the contact to the list.

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Manage Contacts

In 'Actions' column you can find various useful operations which can be performed on a contact. As you can see, in 'Other' dropdown menu, actions such as 'Convert To Potential' , 'Call Out' and 'Remove' can be found. 'Note: 'Call Out' functionality requires from you to have Asterisk VoIP Center For WHMCS installed and configured properly.

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Now, let's proceed to the contact itself. Press 'Details' to continue.

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Base Details

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.

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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.

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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.

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To edit fields in 'Main Details' press 'Edit' button as shown below. After you make wanted changes, press 'Save' .

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Module also allows assignment of a client account to the contact.<r /> This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.

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Follow-ups

Follow-ups allow you to send email templates 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.

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To add a new follow-up, press 'Create Follow-up' .

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Start by filling the main options out. 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. 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' . Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.

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The last step is defining notification, we will discuss each of them below. Notify Client - email will be sent to the contact upon follow-up date. 'Email Template' - email template used in the email sent to the client. 'CC' - admin whose email will be injected into the email sent to the client. 'Reply To' - admin whose email will be used as email reply to field. Notify Sales Admin - an email will be sent to the specified admins when the follow-up date comes. 'Email Template' - CRM email template used in notification sent to the admins. 'Admin To Notify' - this field enables you to add multiple administrators to whom sales admin notification will be sent. Notify On The Creation - notification about creation of this follow-up will be sent to selected administrators. 'Admin To Notify' - this field allows you do choose admins who will be notified about creation of the follow-up. Press 'Create Follow-up' to save the follow-up. Important: Remember, after creation of a follow-up you will not be able to modify any setting, except its date.

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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.

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

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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. Additionally, you can edit any of those quotes through using buttons in 'Actions' column.

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You can also create a new quote for the contact, press 'Create Quote' as shown on the following screen.

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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 products to the quote, their automatic provision, and quote acceptance from the client area.

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Files

'Files' tab allows you to upload and manage files related to your contact. To upload a new file, press 'Select File' , uploading will start as soon as you choose the file to upload.

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Any uploaded file can be downloaded from the CRM by pressing its name. It can be also removed by clicking on 'Delete' button as shown on the following screen.

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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. In order to view full log for selected contact, press 'Show All Logs' .

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'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 records made on 25th November 2014 at 2PM, to do so, we have used brackets made of '"' signs.

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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.

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).

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

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.

Workflow

Common Problems

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