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CRM Module Overview
The CRM (Customer Relationship Management) allows you to manage your interactions with customers, suppliers, and sales prospects.
Most other aspects of the software will use company/contract/address details entered in the CRM. So, once you’ve created a new entry in your CRM database, there are some menus you’ll want to have a look at.
This article will show you some of the important parts of the CRM in Clik Service.
Details
The ‘Details’ tab stores all the main address and contact details.
There are three information boxes below the address, where you can choose what you want to store in each entry by clicking the arrow to the right and then selecting telephone, fax, mobile, email or web page.
The ‘Type’ tick boxes allow you to specify the type of entry. We recommend using the ‘Other’ type for prospective customers. Once they place an initial order they can be changed to the ‘Customer’. You can have entries that are any combination of the type options.
On the right of the details tab is the main and invoice contact details. You will need to enter the contact details in the contacts tab before being able to select data for these fields.
Notes
The notes tab lets you store information against the CRM entry. These notes are only visible in this tab and do not appear anywhere else in the software.
Activity
The activity tab gives you an overview of the CRM entry and anything raised against it such as quotes, job sheets, and purchase orders/invoices. What appears on the activity tab depends on whether the entry is a customer/supplier/other.
In each of these tabs, you can filter by date or select ‘View All’.
Double-clicking on any of the items displayed will launch the respective item. You can also raise a new and delete an item from this section by clicking on the ‘New’ and ‘Delete’ buttons.
Contacts
The ‘Contacts’ tab allows you to store an individual’s details within the CRM entry. Each contact entry can store information such as address details, telephone numbers, and email addresses.
To create a new contact, click on ‘New’ and fill in the relevant details.
Selecting either ‘Main Contact’ or ‘Invoice Contact’ will then copy these details onto the ‘Details‘ tab.
You can also mark the contact as an engineer (i.e. can be assigned to a job/project in the engineers’ schedule). You could use this for subcontractors.
There is also a ‘No longer employed’ tick box which is handy for keeping historical contact information.
The ‘Classifications’ section of the contacts screen allows you to store unique information for each contact. You can set up classifications in the settings and then apply them to contacts as required.
If you have the ‘Engineer’ box ticked, you will also be able to attribute rates to this contact.
More about contacts:
Sites
The ‘Sites’ tab will show you a list of all the individual addresses stored under the main CRM entry. Here, you can insert multiple addresses against the company entry, which you can then raise job sheets against.
More about sites:
Diary
The ‘Diary’ tab shows a diary with items specifically linked to the CRM entry. It works in the same way as the main diary. The diary stores everything related to that customer, such as:
- Call backs
- General diary entries
- Jobs
- Contract visits
- Engineer jobs
- Tasks
You can choose which items to view by clicking on the diary items drop down at the top of the diary and ticking items to show.
The date navigator allows you to change the view of the diary. If you click on a specific date and drag your mouse you can choose to view anything from one day to a whole month.
Communication History
This tab shows all calls logged against the CRM entry. To create a new communication entry, click on the ‘New Call’ button.
Documents
The ‘Documents’ tab allows you to link or store documents against the CRM entry e.g. a PDF. You can store documents directly in the database of Clik Service or link an entire folder.
To link or store a document or folder you can drag it from the folder it is currently saved into the ‘Documents’ tab. You will be prompted to store the item in the database. If you click ‘No’, it will save as a link, otherwise, it will be stored in Clik Service.
If you drag a folder into this area it will link to its current location. Folders cannot be stored in the database.
You can do any of these processes by clicking on the ‘New’ button and selecting an option.
Double-click on a linked document or folder to open it in the external program.
If you are linking items, they ideally need to be stored in a network location. If you try and link a document that is stored on your PC, other users will not be able to access folder/file, unless the folder is shared across the network.
To remove any items, highlight and press the ‘Delete’ button.
Please be aware if the item is stored in the database this won’t be retrievable once deleted.
