The more you know, the further your business will go.
Login to the dashboard, click customers and on the left side there is a button New Customer.
· Permissions – What permission this customer will have in the customers portal. Ex if you turn off the support system, the customer won't be able to use the support system.
· Billing & Shipping – This information is used for invoices/estimates. If your customer has a different shipping address to invoice, you will need to populate the shipping fields, which will be auto included when creating the new invoice.
· Advanced Options – There are several fields in advanced options.
o Groups – Sort your customers into groups, you will also be able to generate reports by groups, and see which customer groups are the most valuable.
o Currency – If this currency is not the system default currency, when you add a new estimate/invoice and select the customer, the currency will be auto changed regarding to what is selected in this field. NOTE: You wont be able to change the custom currency if there are transactions found.
o Language – If you have multiple languages, you can easily change the customer language. So, when the customer will login,they will have a different setup language than the system default, everything will be translated based on your translation for this language.
o By default, all customer PDF data generated from the admin area is generated in the system default language. If you want to generate in the customer language, you can easily go to Setup->Settings->Localization and set Output client PDF documents from admin area in client language to Yes
Fill all the necessary data and click save.
You can also choose if you want to send the Welcome client email template, which is configured in Settings Menu -> Email Templates in clients part.
Now your client can login in the clients area from the url www.yourdomain.com/clients/login
To create a new customer contact, open the customer profile in the admin area that you want to create the contact, then click on the tab Contacts.
To create a new contact related to this customer, click on the New Contact button.
• First name – Contact first name
• Last name – Contact last name
• Position – Contact position in a company
• Email – Used for login and receiving emails within CRM
• Phone – Contact phone
• Primary contact – Check to be the primary contact. If this is the first contact, this field will be auto checked with no ability to disable.
• Do not send welcome email – Check if you don’t want to send a welcome email to this contact.
This option can be disabled on Setup->Email Templates -> New Customer Added/Registered (Welcome Email).
If you disable this email template, a welcome email won’t be sent, even if this field is not checked.
• Send set new password email – An email will be sent with a link to the contact to set a new password.
The link will be valid 48 hours.
• Permissions – Default contact permissions can be assigned from Setup->Settings->Customers. If the contact doesn’t have any permissions, menu items from the customers area will be hidden.
Adjust the contact permissions to fit your needs, the permissions define which modules the customers will have access to.
In CRM, you can configure permissions for each customer contact to fit for your requirements, the customers area offer various features but if you are not using a specific feature, you can revoke the contact permission for this feature, and the feature won’t be visible in customers area.
Eq. If the contact doesn’t have permission to view invoices, they won’t be able to see invoices when they are contact logged in, inside the clients area.
Feel free to adjust the permissions to fit your requirements.
Currently available permissions for contacts are:
For each contact in CRM, you can configure separate email notifications, for example, if you don’t want the contact to receive invoice overdue notices, you can toggle the email notification for invoices. Keep in mind that if the customer has only one contact and you turned the email notifications for this contact off, then no emails will be sent for any of the related features.
Another example, let’s assume your customer has 5 contacts and all of them have access to projects, but you want only one contact to receive any projects related emails, in this case, you will give permission for projects for all 5 contacts, but only to the one contact you will turn on email notifications eq for project and task, in this case, this contact will only receive emails related to the projects and project tasks but not the remaining 4 contacts.
The email notifications feature for contacts in CRM is also used to pre-select the contacts eq while sending an invoice to a customer. If you navigate to Sales->Invoices->[Invoice] and click on the email icon to send the invoice to customer, the contacts that have enabled email notifications for invoice will be auto-selected in the select dropdown, keep in mind that if you select manually some contact that doesn’t have enabled email notification for invoices, the email will be sent to ALL selected contacts.
Currently available email notifications for contacts are:
• Credit Note
• Task – Only for project related tasks.
Send contact set password link
Follow the steps if you want to send set password link to your contact.
1. When creating new contact
When you are adding a new contact, only check the field Sent SET password link and not fill the password field.
After the contact is created, the email for set password link will be sent.
2. When a contact is already created.
Only check the field Sent SET password link and click save. An email will be sent to the contact.
This link will expire after 48 hours.
You can enable/disable customers registration from Setup -> Settings -> Customers-> Allow clients to register.
Your customers will be able to register at your base URL where CRM is installed eq. yourdomain.com/crm/
If customer registration is disabled you will be able to add only customers from the admin area.
The dropdown for the language is an indicator of the language the contact will use while browsing the customers area.
Keep in mind that the language for the contact is applicable, only for the customers area, this means any emails, PDF documents will be still sent from the default language that is selected in the customer/company profile.
With CRM, you have the option to set customer reminders. This option allows you to never forget anything about your customers.
Setting customer reminders is very easy, navigate to the customer profile from admin area, and click on the reminders tab.
This feature to work properly you must to have CRON Job Setup.
If you dont want to give permission VIEW for staff member to be able to see all customers you can assign staff member as admin to specific customer/s.
Go to the customer profile from the admin area and click on the Customer Admins tab.
Click on the assign admin button and choose the member/s you want to be assigned as admins to this specific customer.
Save the changes.
The member/s you assigned will now be able to see this customer, together with the Customer menu item without having the permission for customers VIEW.
General Customer Report
Customer report can be generated from the Reports feature.
Select Report type Customer and the necessary report time you want to see about clients. Report with all customers will be generated you only need to search the client you need to see report.
If you have invoices with different currencies, you will also need to select currency. By default the given report will be from your base currency, which is set in Setup -> Finance -> Currencies
Customer report from profile
Navigate to the customer profile and click on the Invoices tab
You can view all customer data like invoices, contracts, tickets, notes, by clicking on the customer edit button, and on the right side, you can view all customer activity to your company, also there is an option Login as client so you can check their client profile.