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CRM key setup steps

We’ve put together this page to guide new users on how to configure the essentials so that you can make CRM your own and start using it straight away.

Once you have completed these initial steps, you can move on to integrating your other services and further customising CRM to suit your needs.

1 - Add your company information

The first step is to make CRM your own by adding your company details!

Navigate to Admin > General on the main menu and add your company details and logo and then scroll to the bottom of the page and click Update to apply the changes.

2 - Set up your Teams

Teams in CRM have multiple purposes:

  • You can add a generic email address to a Team into CRM so that you can send emails using this as a ‘from’ address e.g. you may have email addresses that aren’t specifically linked to a person, like sales@ or info@.
  • Setting permissions for all your Users to determine what they can see and do in CRM. This is also a useful way to keep CRM ‘clean’ for your Users by hiding modules they won’t need to use.
  • Lets you assign records to a group or Users, rather than an individual e.g. you could assign new Opportunities to your Sales Team, rather than a specific person.

Before you start importing data into your system, we recommend that you set up your Teams to control what information your Users will be able to see.

We have a guide to help you set up your Teams here.

3 - Connect your accounting system

This will import your accounting data file from MYOB or Xero into CRM and takes just a few minutes to complete.

Once you have connected your accounting system, you will be able to set up a sync schedule to transfer data between CRM and MYOB or Xero on a regular basis.

When you first connect your accounting system to CRM, the sync settings are all set to Manual, so you’ll need to go and change these settings if you want a regular sync schedule.

We have online instructions on how to connect either MYOB or Xero to CRM here.

4 - Import your other data

If you have other data you’d like to import into CRM, you can do this in most areas of CRM by using our data import tool. We’ve also put together import templates to help you match up your existing data to various fields in CRM and some guidance on how to set up your data for import.

Depending on the onboarding package you have selected, you can also send us your existing data and we’ll organise for it to be imported for you.

5 - Configure your Online Templates

You can set up multiple Online Templates in CRM so that customers can view and accept orders online. If you’ll also be integrating CRM with one of the payment gateway options, customers can also pay for their orders (or pay a deposit) online.

We have guides to help you set up your web-based templates for:

We also have a guide to the different payment gateways that CRM currently integrates with.

You can also create Quote Form Templates so that Quotes can be quickly and easily created using a pre-defined form in CRM and you can set your quoting preferences at a system level with these instructions.

6 - Customise your field choices

You can customise drop-down lists in a number of CRM fields so that the system reflects your sales process and business terminology.

This is a key step in making sure that CRM is set up correctly for your business.

The choices that you make now will determine how quickly you can pull out different types of data in future, how your sales pipeline is organised and how easy it is for your Users to work with your data generally. 

We recommend starting with customisation of fields in the Companies, Contacts and Opportunities modules at an absolute minimum. We have a specific guide for Opportunities and the principles are the same for all other modules you can customise.

7 - Connect your email accounts

To be able to send emails from your own domain within CRM, your IT Administrator will need to configure some DNS settings.

We recommend that you pass on these instructions to them as quickly as possible. Note that you’ll still be able to send email from CRM without implementing these instructions, but the sending domain will be a the CRM one, rather than your own.

8 - Download Inbox Insights (Outlook add-in)

the CRM offers an Outlook integration called Inbox Insights that helps you stay on top of activity by syncing emails, calendars and contacts between Outlook and CRM.

You can download this here and also view our video on the key features of the Outlook integration.

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