webcrm webcrm for personal sales An individual solution to sales

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1 webcrm An individual solution to sales The webcrm personal sales edition is designed for companies who deal with individuals, rather than organisations. It is ideal for real estate dealers, property managers, pension scheme providers, financial advisers etc. Some companies even use it to register treatment schemes for clients whilst others use it for handling memberships. There is no need to link the individual contact to an organisation, which makes webcrm easier to use for such companies. All other facilities are identical to the traditional organisationbased webcrm. Please read more after the general introduction. General Introduction: The webcrm system will provide daily benefits to sales and support staff and their managers. It keep s track of who promised and committed to what, and you will benefit from structured sales and marketing activities. This will result in highly satisfied prospects and customers. webcrm is targeted at small and medium sized companies looking for an efficient, yet simple system, to communicate with customers and clients. It will manage all your documents, such as product leaflets, standard terms & conditions, pricelists, calculation formulas, contracts and proposals. Dynamic templates eliminate the risk of sending outdated material to customers. You can integrate it with your existing mail system and furthermore, e-marketing facilities are available. The webcrm system will provide daily benefits to sales and support people and their managers. You can view correspondence and historic and planned activities for your customers from wherever you have web access. If you regularly spend time on updating sales reports, you will appreciate webcrm s sales pipeline. It is always fully up to date, and with a few clicks you can customize overviews and reports. All you need to get started is a PC with a browser. We will send you a hyperlink by , and you are ready to go. The system will have the basic configuration set up, and within a couple of hours you can customise the system to your specific requirements. This includes custom fields, templates, drop-down menus and reports.

2 Entering your system Each user of the webcrm system gets a link to the system. Clicking this brings you directly in to the screen below. You can access webcrm from or you may add the link to your favourites in your browser or as an icon on your desktop. When you enter the system, you will see a screen like the one below. it up only to view your own contacts and you may view all contacts or just the ones in your territory. This can of course be done individually for each user of the webcrm system. Furthermore you will typically have an activity list or a to-do list with the contacts that requires follow-up in deadline order. The ones that are red are overdue. Then you will be able to see The meetings due (or you can see a total month/week view, by clicking calendar in the top bar), Reports most relevant to you. Then if you use the pipeline function in the system you may monitor your overdue opportunities (i.e. the ones, where you had expected closure by now). All major terms can be customised by you to suit your needs and usual terminology, and you may shut down the functions, that are not relevant to you. Also the boxes on the front page can be moved around and sized according to your needs. In a few seconds, you may change the overall appearance to this: Meetings, contacts and to-do s can be synchronised two-ways with Outlook. From the main menu, you may also search for a contact by name or telephone number by entering the name in full or parts hereof in the top left part of the screen. Please note, that you can also restrict access to data as well as functions. Some users of the system should only be able to access their own data. Others will only be allowed to view data but not to edit. All data can be imported from whatever data source you have as long as the data are structured. Typically you have data in an Excel sheet which can easily be imported to import contacts and create a calling list, follow-up or what may be relevant for you. The top image can be selected from a library, which comes with the system or you may enter your own graphical standard. Simply the system holds all your contacts and shows you the ones latest viewed. You can set Also notice, that only a limited number of users should have full access to setting up the webcrm system. Therefore Utilities and Configuration viewed in the top of the screen will only be available to users with suitable access rights.

3 Creating a contact If you click create new in the person bar, the screen below will appear. In the lower right part, you will also observe Word document masters. Such masters can be created in order easily to let you create a letter to the contact in question, where the persons data is merged in to a Word document with your letterhead and quotation information. The custom fields are created under configuration (if you have access to this) as shown below. You will observe there are three telephone numbers as standard. Typically these will be used for private, mobile and office numbers. Again this screen can be customised to suit your needs. You may change terminology, fields can be closed and new fields can be created according to your needs. An example can be found below. NB: The red icons only appear, if you have bought one of the additional modules, where automatic data capture from external data sources are updated. You will observe that fields can be of different types: A text A number An A checkbox A list (where the user chooses one option from the list) A multiselect list (a list where more than one option can be selected) Web-links are also possible, if you want to link to data in other systems. The screen above is an example of customisation for a company who sells apartments in different countries to individuals, where they want to map the customer s; interest, reg., size of apartment and location. Furthermore a number of information fields; reg., no. of children etc. have also been added in the example. These fields are called custom fields. You can create up to 2x15 user defined fields, 2 memo fields (for additional text information, for example. 2 nd address) and up to 2x10 checkmarks. We strongly recommend, you start with a limited no. of extra fields and only expand these as your needs expand and you get familiar with the system.

4 Also note that the drop-down options for three fields: territory, status and type can be configured exactly to suit your needs and terminology. Or they can be removed. This is also done under configuration. Your activities On the main menu you have your activities either made by yourself, your colleagues or generated from a data import. A special function is available under person 2 in the custom field section. If you click on one of them, the screen below will appear. If you define a text field (example shown: Company), you can select this field in the top of the screen to let you have an additional search function on the main screen. This function can be used for two purposes: 1. If you want to be able to view who is working for a particular company quickly or 2. As an additional unique key for your contacts. As an example you can define the fields as membership no. or case no, if the person identifies himself by a case or membership number (shown below). When you enter your comments in the activity log, the information will be date stamped with your initials. You can select activity type and just click +7, if you should follow up in a week from today. Then the activity will move further down you activity list. Notice, that if you click the mail-icon in the top right corner, you can send s directly from the system. You can choose from a number of predefined masters or write in free text. Standard documents are easily attached. In this way your outgoing correspondence is consistently professional and you can easily retrieve what has been sent. Accordingly you can book a meeting and confirm this by clicking the calendar icon.

5 Data Import We refer to the general getting started manual for setting up the system. Also the data import guide will give you more information. This section is merely a supplement to those guidelines. You can import from txt and csv files. i.e. if you have an Excel sheet, you just choose csv under save as, when you save it. An example is shown to the right. Only requirement to your data sheet is that: Data is structured; i.e. Address, post code, city, phone no s etc. are in separate columns. If you want to import data to a drop-down list in the system, the options in the sheet must match the options exactly (i.e. Key customer', must not be written as key customer etc. Name, mobile no. and phone no. Name, post code and address Person system ID Or you can create a unique key It is of course important you decide on the unique data key, before you start importing. However once you have done that, it is easy to select your choice under create mode as shown. Once you are ready, click data import under the configuration menu; upload your data sheet, where after you will see this screen: The mapping it self; i.e. which data you want to put in to what fields are done under map data. Note, that if all data should have the same value for at particular field, this can be selected as shown. You tick the modules you want you want to import the data to and create as shown. As more persons may have the same name, you should choose under create mode, what is unique for your contacts/persons. You can choose between:

6 Reports/overviews Once you have imported data to your system you can start working. Very soon you may want to extract data for: Having selected persons, you enter the next screen: campaigns Analysis of sales performance Activity measurement Etc. This is all done using overviews. Overviews are set up under utilities when you select overviews (if not renamed to something different). Only a limited number of reports are in your system as the idea is, you create your own without external assistance. Once you have create a number of overviews you screen could look as below: General is the naming of the list made on the previous screen. Entering display data you may select, which data field you want to see in your overview (it could be the persons name, and telephone no) Under sort output, you decide, how you want the data sorted. Typically it is by sales person or country. And lastly under data filter you decide what slice of the pie you would like to view. An example could be the contacts in UK or a certain sales person s contacts. Read more under help in the system for a description of this. By clicking create overview you get the option of creating overviews/reports to suit your needs. Once you have made the overview you may view it immediately. After storing, it will be available from the main menu. An overview could look like this: First choice is to select what you want to search in. If you want to analyse your persons/contacts you would select persons from above list. If you want to analyse your sales person s activities, you would select activities. You may click Excel or Word or you can select the letter icon to launch an campaign.

7 webcrm Key Advantages The webcrm system has been developed for organisations that want to use the web as their entry point for easy access of all data, independent of location and with no data replication. webcrm has been developed directly for the Web, and is not a modified traditional IT application. As a result, you will experience response times that are second-to-none in the webcrm system. Most existing CRM systems are too advanced and therefore have too many features. As a result, only a fraction of the functionality is used and the complexity is often discouraging. The webcrm system requires no installation, as it is web-based, giving everybody access independent of location. Furthermore, the webcrm system is simple and easy to use, enabling users to be up and running within hours. The users themselves can adapt the system on installation or afterwards without any additional consultancy required. The main objective when implementing a CRM system is to increase sales by working in a more structured and efficient manner. webcrm is uniquely positioned to achieve this with its focus on the sales process and how leads are turned systematically into contracts. Management of the pipeline process is a cornerstone in the webcrm system. At webcrm we have taken our own medicine. Everything we do is done using the web. Therefore the webcrm is sold, installed and supported on the web. For you it means that you don t have to worry about upgrades, back-up etc. Our savings in sales and support are shared with you, making webcrm a very competitive product. In other words, the webcrm system is: Safe (back-up is automatically done daily, data are stored in safe, secured environment) Easy (adapts easily to your way of working, easy to set-up and implement, little or no training required) - 7 -

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