Introduction to Product

BuddyCRM allows you to manage your product inventory from within the application. Furthermore, this product inventory can be used to link to Sales Opportunities (to track which which product a particular opportunity relates to) and to produce quotations.

To access, click on the PRODUCT tab at the top of the screen.

Screen Shot 2013-10-13 at 10.15.45


Using the left hand panel, you can search for products. The results appear in the middle box and click on the product code to display the product in the right hand panel.

To edit a product, click on the icon on the top right hand corner of that product display.

Screen Shot 2013-10-13 at 10.18.48

Introduction to Admin

We have done our best not to make the ADMIN area boring but it does deal with some mundane stuff, even if vitally important.

Read through the supplementary articles to find out how to add users, customise fields, set access privileges and much more.

When you are a BuddyCRM administrator – this is the place to start. Any questions, please email us at

Introduction to your Calendar

Select the Calendar icon  from the Buddy Bar in BuddyCRM.

The current month will be displayed and will show all of your current and completed activities.

Showing activities in your calendar in BuddyCRM

Any activities shown in blue have not been completed, any in grey are completed activities.

Should you wish to view a list of your current activities, simply click on  Screen Shot 2013-09-12 at 11.58.14

live activities screen in BuddyCRM


Should you wish to view completed activities, click in the filter tab to select Complete Activities

Screen Shot 2013-09-12 at 12.01.17

This generates a list of Complete Activities

complete activities from the live activities screen in BuddyCRM


You can view your Calendar by month, week or day by selecting your preference

adjust calendar view in BuddyCRM


How to… PAL Search in BuddyCRM

PAL Search

A PAL search uses the underlying Buddy Query Language to perform a search. Using it enables you to perform more complicated searches with many parameters. ie. find all companies in Lichfield owned by Adam.

First click on the PAL logo button to start PAL. The search box will shrink and PAL turns blue to indicate it is operating.

switch on PAL search language in BuddyCRM


In search box type: “OwnerName = “Robert Cater”

search for owner name in PAL language in BuddyCRM

Then press the search icon, the magnifying glass, and your results will be shown. As in normal search you can filter the results to show just the company, contact, opportunity or cases you are looking for. In our example, 10 records have been found in total – three in companies, five in contacts and two in opportunities.

PAL search results in BuddyCRM

As in standard search, you can determine the fields displayed in search results by clicking the cog settings icon in the top right of the search result. A popup screen will display and allow you to change the fields shown. Ensure you push the update button to save your new configuration.

Remembering the field names for your PAL search can be difficult, so we have a prompting system in operation. Start your PAL query then push spacebar in the search box. A dropdown will display with all the field names available to you. Scroll to the correct field name and click it.

selecting the city field using the PAL language in BuddyCRM

Continue your PAL search by pushing space bar after each selection. The drop down will prompt you for the likely action. For example after CompanyCity is chosen, push space then the dropdown will show =, != (not equal) and LIKE (a fuzzy search operator, which will look inside the field). Once you’ve selected your operator, push space again and Buddy will prompt you with the likely results for that field. eg. Birmingham, Bristol, etc. for the city field.

Push space for prompts in PAL language in BuddyCRM

Combine two search queries together by typing AND or OR between them. In the next example, we’ll look for all industry type of logistics AND owned by Adam. The results are shown below.

logistics search using PAL query language in BuddyCRM

To save time you can save your PAL query and use it again in future. In the example below, we are looking for all leads that came from an exhibition. This is likely to be a query we use often in future so we’d like to save it. Click the Save PAL button and type a suitable name for the search. Click Save Pal again and a notification box will appear to confirm the save.


PAL query saved

The query is saved and can be accessed in future by clicking the down arrow.

To add an additional query to the result, click into the search box and continue your PAL query. Below, we’ve added to our event leads with the query of city = Birmingham. Click Update PAL to save over the top of the existing query. Type in your new name for the query and click Update PAL again.


update your PAL query in BuddyCRM

Powerful search results can be accomplished using PAL. If you need help, please call the support desk or email


How to … Reset a Password

To change your default password provided in your subscription details, click the settings cog icon in the top right of BuddyCRM.


settings icon for password change in BuddyCRM


A ‘Change password’ popup will appear. Select ‘change password’.

change password in BuddyCRM


In the following window please enter:

  • Current password
  • New Password
  • Confirm new password
  • Select submit


change password options in BuddyCRM

How to … Auto Schedule Activity

To auto schedule an activity following the close of an opportunity follow this process: On your home screen select Admin > Customisation > Auto Schedule Activity.

select auto schedule activity menu item in BuddyCRM

This example will show how to auto schedule a call once an opportunity has been closed.

To do this select Call from the dropdown menu. Fill in the applicable data for the task as shown below. In our example, a call is scheduled on the 28th of the month for the record owner to keep in touch with the prospect. With Activity Owner, you can select to have the owner as who is logged in or another team member from the dropdown menu. Once you’re finished, select the save icon at top right.

auto schedule a call in BuddyCRM

On save, a notification will be shown and your activity will move into the list below.

see scheduled activities in BuddyCRM

So now when you close an opportunity as you normally would…

opportunity closed window in BuddyCRM

The call window to remind you to make a call will automatically appear.

This is where you can set a reminder when you want to.  For example in six months’ time to contact a client again to see how they are with their service, keep in contact and potentially therefore gaining future business by staying in contact.

schedule courtesy call shown in BuddyCRM

Add Custom Fields to Products

You can add custom fields to products to store data relevant to your business. These can be added through the ADMIN portal rather than requiring modifications or code-level changes.

Go to the DATA MANAGEMENT dropdown in ADMIN and select Custom Mapping

Custom product 1

Then, from the dropdown on the page that appears, select Product. Enter the details of the field you wish to create including data type (text, date or numeric) and press Add New Column. The product will appear in the table below where you can edit if required.

Custom product 2

On the product page, you will now notice your field will appear for each  product. It also appears in the Product CSV mass upload mapping section in ADMIN>DATA MANAGEMENT> UPLOAD CSV

Custom product 3

How to… Use Tags

Tags are a flexible tool for segmenting and managing your data within BuddyCRM, both at Company and Contact level.

You can use Tags for many different purposes – some examples used by our customers include:

1. Highlighting Pipeline statuses above and beyond existing segmentation

2. Marking records for specific telephone campaigns or focus

3. Managing renewal dates

4. Highlighting contact roles within an organisation, i.e. Decision Maker, or their departments

and many more… contact us to discuss if you want any more help or suggestions.

To create and edit Company tags, you need to open up the Account or Lead record you wish to tag. In the top left hand part of the record card, you can see the tag box.

how to add a tag to your record card in BuddyCRM

Click the  icon to open a box to type your tag. Add your text and click the  icon again to save it. The tag will appear below ‘Record Tags’ – In this example ‘Farming’ has been added as a tag.

image of a tag having been added to your record card in BuddyCRM

Providing you have edit rights, you can click on the tag icon and then click into the tag box and type the text you wish to tag with.

To remove tags or add tags already in your database, click the  icon. A box will appear showing all the tags assigned to this record. You can delete them by pushing the ‘x’ to the immediate left of a tag.  Pushing the  icon will save your amends.


To add a tag to a contact, this is done when editing the contact – the same type of tag box appears at the bottom of the edit popup.

You can analyse tagged records a number of ways. Firstly through the MailChimp link to use these tags to build segments within your MailChimp account. For more information on that, search “mailchimp” on this support portal.

In addition, you can access tags via multiple reports. Notable reports to access company tags include “Record List by Field Selection” under general reports. “Contact Report” under contact reports allows you to access contact tags.


How to setup your MailChimp Link

We hope you are ready for the world of linking your CRM database and your e-mail marketing solution. BuddyCRM allows you to configure a daily transfer of your data to Mailchimp. The setup process involves a number of steps – down to the Mailchimp process, not ours we hasten to add!

Firstly, you need to login to your Mailchimp and click on Account Settings


Click on Extras and then select API keys. We need your API key to authenticate BuddyCRM with MailChimp.


Create an API Key and it should be shown as below.


Go to BuddyCRM and click on SETTINGS in the ADMIN menu. Go to the EMAIL PACKAGE INTEGRATION option and choose MailChimpBuddyMailchimp1

In the ADMIN menu select the DATA MANAGEMENT option and choose MAILCHIMP

At the top, click the ACTIVE button to turn on the link

Then, please copy and paste your API key from MailChimp to BuddyCRM and press SAVE


Now we have established an authentication, we now need to tell BuddyCRM which MailChimp list to put the data in. So, create a list in MailChimp (whatever name you want). Once created, click on the list and choose Settings. Choose List name & defaults.


On the right hand side of the page that loads, you will see the List ID as shown below


Copy this and paste it to the MAIN LIST page of the MAILCHIMP setup of BuddyCRM


Almost there! We now need to tell MailChimp which fields you want to import from BuddyCRM. This is hugely beneficial as it means you can segment the data based on fields of BuddyCRM. You can segment your e-mail shots based on Clients, Prospects or by Industry or Job Role, for example.

To do this, click on the list you have just created and choose Signup forms. Then click on General Forms.


Now go to BuddyCRM and click on FIELDS and tick all the fields you want to form part of the data transfer. Note that e-mail is sent automatically but all others need to be selected. Once selected, click SAVE.




Now we need to tell MailChimp about these fields so go back to your Sign-up forms setup. Click on Add a field and then on Text


Make sure the Field Tag matches the Tag shown on the field page of MAILCHIMP setup in BuddyCRM. Choose Hidden in the field visibility section and click save. Repeat this for each of the fields you have selected to transfer across. Tip: If you click on the text option in add a field multiple times quickly it will create a number of fields for you to edit to make it quicker!


Phew – it took a little which but now everyday at around 1am GMT, your list will be updated automatically!

You will also now be able to view Open and Click details for each Account or Lead on that record card!

How to… Share your Calendar

In order to share your calendar, open up the CALENDAR menu by pushing the icon in the Buddy Bar.

calendar menu item in the buddy bar of BuddyCRM

On the top right hand side of the calendar, next to “Live Activities”, you will see the SHARE button.

share your calendar in BuddyCRM

If you click on it, the popup below will appear. Drag any user that you wish to share your calendar with from the left to the right hand side. You can select with the tick buttons as to whether you want simply give VIEW or VIEW & EDIT permissions to that user. Should I click on Screen Shot 2013-09-14 at 10.49.23 this will turn to green Screen Shot 2013-09-14 at 10.50.29 and that user will also be able to edit my calendar.

Share Calendar 1

Once you have finished giving rights to users, click the share button at the bottom of the popup.

In the top left hand side of the calendar, there is a drop down. Any calendars that have been shared with you will appear here. To view, click on the username and press the refresh icon. Administrators automatically get to see all users calendars.

Share Calendar 2

Once selected, the calendar will appear. A user with VIEW ONLY rights will not be able to edit or move activities. Users with EDIT rights have full rights.

Showing activities in your calendar in BuddyCRM

If you need any further support, e-mail