CRM User Guide

Welcome to the CRM User Guide. This module is built specifically to streamline lead management, track comprehensive communication history, and plan future interactions seamlessly through an integrated calendar and file management system.

Leads Management

The core of the CRM module revolves around Leads.

Viewing Leads

You can access your leads by navigating to the CRM section. The list view provides a quick overview of all active leads, their status, and primary contact information.

Lead Details

Clicking on any lead opens the detailed view (/crm/leads/[id]). This view acts as the command center for the lead, splitting information into two main functional areas:

1. Lead Information: Basic details and custom fields associated with the lead.
2. Activity Timeline: A unified feed tracking every interaction you've had, or plan to have, with the lead.

The Activity Timeline

The activity timeline is designed to give you a complete chronological history and future outlook of your interactions.

It handles two primary categories of activities:

1. Past Activities (History)

These are interactions that have already occurred. They are permanently logged in the timeline for context.

• Note: General internal notes or observations.
• Call: Log a phone call that took place.
• Email: Record email correspondence.
• Chat/SMS: Log instant messaging interactions.
• Visit: Record in-person meetings or site visits.
• Other: Any custom interaction not covered by standard types.

2. Future Activities (Scheduling)

These are planned interactions. They inherently possess a duration (start and end time) and synchronize with your calendar.

• Meeting: Schedule a formal meeting with the lead.
• Event: Plan a significant event or milestone.

TIP

When creating a Meeting or Event, you will be prompted to select a Start Time and an End Time. This allows the system to accurately gauge the duration and block out the appropriate amount of time on your calendar.

Calendar & Scheduling

The CRM includes a fully integrated Calendar view (/crm/calendar).

• Any Meeting or Event created in a Lead's timeline automatically populates on this global calendar.
• The calendar provides visual cues for your scheduled day, week, or month, ensuring you never miss a planned interaction.

File Attachments

You can attach files and documents directly to your leads and activities.

• Logos & Images: Upload visual assets directly to the lead profile.
• Activity Attachments: When logging a past interaction (like an Email or Note), you can attach relevant documents (PDFs, images) to keep everything contextualized within the timeline.
• All uploads are securely stored in the integrated object storage (MinIO) and load instantly within the CRM interface.

Dashboard (The Dash)

The CRM Dashboard provides a high-level, birds-eye view of your sales pipeline and lead engagement.

• Key Metrics: Track total active leads, conversion rates, and recent activity volume.
• Visual Insights: Quickly identify which leads require immediate attention and monitor overall team performance.

Settings & Setup

The Setups area (/crm/settings) allows administrators to tailor the CRM to their specific business processes.

• Lead Stages: Define and customize the stages of your sales pipeline (e.g., Prospect, Qualified, Proposal, Won).
• Custom Fields: Add business-specific fields to capture unique information on Lead profiles.
• Preferences: Adjust default behaviors, notifications, and system-wide CRM parameters.

Vanta-Pilot (AI Insights)

Our proprietary AI assistant, Vanta-Pilot, is deeply integrated into the CRM to augment your sales efforts and eliminate manual analysis.

What Vanta-Pilot Does

• Inbound Analysis: Automatically analyzes incoming communications (emails, chat transcripts) to gauge sentiment, urgency, and extract key action items.
• Outbound Scoring: Evaluates your outgoing communications (e.g., email drafts) before you send them. It scores your messaging based on clarity, tone, and persuasiveness, offering real-time suggestions to improve conversion probability.
• Lead Insights: Aggregates the communication history to provide AI-generated summaries and actionable next steps for any given lead, ensuring you're always prepared for the next interaction.