The Beginner’s Guide to CRM

The SAGE Online CRM module is an easy tool that organizes all your client history and improves your customer service. Not only can you store all your customers’ contact information, but you can also track leads, send text messages, record sales opportunities, schedule follow-ups, and link all presentations and order forms directly to your customer.

Here is our step-by-step guide for how to use the SAGE Online CRM module to strengthen and improve your business.

Snapshot

Click Clients in the left side menu to view your client dashboard.

Here you will see your Snapshot. The Snapshot area shows you all of your tasks for the day or any that have not yet been completed, any new text messages, insights into your active projects, and recent activity.

You can see each task broken down by client, owner, due date, subject, and any notes that have been added for that task. 

Click Clients in the left side menu to view your client dashboard.

Here you will see your Snapshot. The Snapshot area shows you all of your tasks for the day or any that have not yet been completed, any new text messages, insights into your active projects, and recent activity.

You can see each task broken down by client, owner, due date, subject, and any notes that have been added for that task.

Things to Know:

Want to keep track of the rest of your team's tasks? If your access rights allow, you can also select Everyone's Tasks at the top right to get an overall view of your team's activity.

How to Manually Add Clients to CRM

From the Client dashboard, click New Client in the top left.

Add your client’s company information, like the company’s name, main phone number, address, and any general notes. 

This is also where you will assign account information for your client’s company such as an account number, account owner, payment terms, and more. 

Click the Save button at the bottom.

Once you have entered and saved your client’s company information, you can add your client’s individual contact information through the company’s profile.  

From the company’s profile, click into the Contacts tab and click New Contact. 

Fill in your client’s individual contact details such as their name, title, direct and mobile phone number, and email. This is also where you can set your client’s marketing preferences. 

Click the Save button at the bottom.

From the Client dashboard, click New Client in the top left.

Add your client’s company information, like the company’s name, main phone number, address, and any general notes.

This is also where you will assign account information for your client’s company such as an account number, account owner, payment terms, and more.

Click the Save button at the bottom.

Once you have entered and saved your client’s company information, you can add your client’s individual contact information through the company’s profile.

From the company’s profile, click into the Contacts tab and click New Contact.

Fill in your client’s individual contact details such as their name, title, direct and mobile phone number, and email. This is also where you can set your client’s marketing preferences.

Click the Save button at the bottom.

Things to Know:

Adding this valuable information, like your client’s logo, will make creating virtual samples and presentations a breeze. If you want a certain company to have a specific discount, you can set that up in their contact information under the General tab. You can also go back and add any additional contacts to your client’s company profile.

How to Import Contacts via Outlook or Excel to CRM

In the top toolbar, click Tools and select Import Clients.

If you are importing from Outlook, click the Outlook option and select which contacts you would like to import.

If you are importing clients from an Excel spreadsheet, make sure they are saved in our Excel template. Then, select the file you want to import.

Click Start and all your newly added contacts will be shown in the left-side screen.

In the top toolbar, click Tools and select Import Clients.

If you are importing from Outlook, click the Outlook option and select which contacts you would like to import.

If you are importing clients from an Excel spreadsheet, make sure they are saved in our Excel template. Then, select the file you want to import.

Click Start and all your newly added contacts will be shown in the left-side screen.

Things to Know:

If you want to import from an Excel spreadsheet, check out our printable checklist that will guide you through the steps of formatting your contact list.

How to Import Contacts via Outlook or Excel to CRM

Click on a company or contact and select Tasks in the top menu. By clicking this, you’ll be able to see a view of all past, current, and future tasks for that specific client.

Click on the New Task button on the right and fill in the information for due dates, priority, subject line, notes, and more.

Double click a task if you would like to edit or mark as completed. Make sure you document how your encounter with the client went in the Notes section.

Click on a company or contact and select Tasks in the top menu. By clicking this, you’ll be able to see a view of all past, current, and future tasks for that specific client.

Click on the New Task button on the right and fill in the information for due dates, priority, subject line, notes, and more.

Double click a task if you would like to edit or mark as completed. Make sure you document how your encounter with the client went in the Notes section.

Things to Know:

You can also schedule a new task in your Snapshot from the client dashboard. Simply select the Task Scheduler at the top right of your Snapshot.

Client Text Messaging

To add text messaging capabilities to specific contacts within each company, click on the contact you would like to text. 

Click Edit to add their mobile number if it is not already included, then scroll down and check off the box labeled Text Messaging. 

You will then see a pop-up affirming that you have permission to text your contact. Select the option that best fits and add any additional notes. 

Press Confirm to opt-in to text messaging, and then be sure to save your changes. Once you have saved your changes, your contact will receive a Welcome Text. This is also how your contact can elect to opt-out by replying STOP at any time. 

To see if you have opted-in texting for a contact, check the History on that contact. 

New messages can be viewed in your Snapshot, on the company’s profile Overview tab, or under individual contacts on the Messages tab if they are opted-in. 

To add text messaging capabilities to specific contacts within each company, click on the contact you would like to text.

Click Edit to add their mobile number if it is not already included, then scroll down and check off the box labeled Text Messaging.

You will then see a pop-up affirming that you have permission to text your contact. Select the option that best fits and add any additional notes.

Press Confirm to opt-in to text messaging, and then be sure to save your changes. Once you have saved your changes, your contact will receive a Welcome Text. This is also how your contact can elect to opt-out by replying STOP at any time.

To see if you have opted-in texting for a contact, check the History on that contact.

New messages can be viewed in your Snapshot, on the company’s profile Overview tab, or under individual contacts on the Messages tab if they are opted-in.

Client Integration into Company Stores

Click on a specific company, then select your contact, and click Edit.

Under Website/Store Login Access, choose what store(s) you want the contact to be tied to. Next, choose a username and password and Hit Save in the bottom right to save changes. The login and password you choose will be the same for each store if the contact has multiple stores.

Then, log into SAGE Member, select Site/Store Manager in the left-side navigation. Next, click Settings, and then click Clients.

Here you will see your contact’s name, company name, username and email, and whether your contact was created in the CRM module or on the Site. Note: If a contact was created from the CRM module, the client’s contact can only be deleted from the store within the CRM module.  

Click on a specific company, then select your contact, and click Edit.

Under Website/Store Login Access, choose what store(s) you want the contact to be tied to. Next, choose a username and password and Hit Save in the bottom right to save changes. The login and password you choose will be the same for each store if the contact has multiple stores.

Then, log into SAGE Member, select Site/Store Manager in the left-side navigation. Next, click Settings, and then click Clients.

Here you will see your contact’s name, company name, username and email, and whether your contact was created in the CRM module or on the Site. Note: If a contact was created from the CRM module, the client’s contact can only be deleted from the store within the CRM module.

How to Look at Your History

Any notes, email history, presentations, order forms, or tasks you assign to a client will automatically appear in that client’s history as well as the corresponding tab.

From the history page you will be able to view, edit, or add any history or notes pertaining to that client, making it easy to remember every interaction.

To attach or scan documents, like previous orders or email history between you and the client, click Add History and select your files from the Attachments section.

Automatically add sent emails to your history by including addhistory@sageonlinecrm.com in your CC or BCC fields in your email, or just use the Email button from within CRM. Note: If you add the history email to the CC or BCC field in your email, double-check that your email matches the specific contact.

Any notes, email history, presentations, order forms, or tasks you assign to a client will automatically appear in that client’s history as well as the corresponding tab.

From the history page you will be able to view, edit, or add any history or notes pertaining to that client, making it easy to remember every interaction.

To attach or scan documents, like previous orders or email history between you and the client, click Add History and select your files from the Attachments section.

Automatically add sent emails to your history by including addhistory@sageonlinecrm.com in your CC or BCC fields in your email, or just use the Email button from within CRM. Note: If you add the history email to the CC or BCC field in your email, double-check that your email matches the specific contact.

Things to Know:

The best part is that you can access all your client information from SAGE Online, SAGE Web, and SAGE Mobile!

From storing client information to streamlining your project management, the SAGE Online CRM module will make running your business easy and efficient. For a more in-depth tutorial, sign up for a free, live demo.

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