How to…Distinguish between a Lead and an Account

BuddyCRM has two different types of organisation records – Leads (Blue) and Accounts (Green). Opportunities can only be raised against Account records.

Leads:

example of a lead in BuddyCRM

 

Accounts:

example of an account in BuddyCRM

 

Leads can be converted into accounts but accounts cannot be turned back into leads.

The definition and differential of leads and accounts depends on your business. Some organisations only turn a lead into an account when they have started trading because they don’t use the Opportunity (See ‘How to…Create an Opportunity‘) functionality.

However, most customers use the lead record to denote a “suspect” organisation that is either totally unqualified or going through the qualification process.

Once a record is qualified as a bona-fide prospect then it is converted into an account, ready to help generate an opportunity and hopefully turn them into a client. This helps both the account manager properly segment their database and helps the Marketing Department adjust their message to different types of records as communicating to a “suspect” is different as to a past client.

You should think as to what is the best approach for your business and when leads should be converted to accounts.

If this is making your head hurt, don’t worry! It can get a bit daunting but your sales process will be the better for it. If you want to chat it through drop us an email.

Introduction to Manager

There is nothing worse that sales managers (or Directors) having to trawl through calendars or individual records to find out what their team has been up to.

Therefore, in BuddyCRM, there is a dedicated portal for the Manager to get up to speed on the activities of their team. Access this by clicking on the manager icon in the Buddy Bar.

manager menu item show in Buddy Bar in BuddyCRM

The initial Dashboard page gives a snapshot of the activities in users calendars for Yesterday, Today, Tomorrow and the next 7 days. Added to this they can also see any Past activities that team members may have forgotten to complete.

Screen Shot 2013-10-13 at 10.30.54

 

You can also view a snapshot of sales performance by clicking on the icon in the top right Screen Shot 2013-10-13 at 10.31.03

This will then give you an overview of the key performance indicators for your sales force

Screen Shot 2013-10-13 at 10.31.20

To return to the diary over view, click on the icon in the top right hand corner Screen Shot 2013-10-13 at 10.31.37

On the left hand side is a Twitter type feed that summarises the activity of your sale team. You can use the filter at the top to adjust the data shown.

Screen Shot 2013-10-13 at 10.32.15

 

At the top of the screen are more menu items to look at more detail of sales team performance such as Activity and Sales KPIs

Screen Shot 2013-10-13 at 10.32.21

 

 

How to…Edit a Record Card

Search for the Record you wish to view in the Search box at the top of the screen and click the magnifying glass icon

 

standard search in buddycrm

 

Your record will appear in the search results and you click on the company name to view the record card.

search results screen in desktop version of BuddyCRM

 

If you have permission to edit this record, the pencil icon  will appear at the top right of the record card and in the Trading Profile section below the address..

 

lead details record screen of BuddyCRM

 

If you click for the Master Details or Trading Profile. A pop up will appear where you can change and amend the details.

edit master details screen of BuddyCRM

 

edit trading profile screen of desktop version of BuddyCRM

Once you have made your changes, click on Update to save.

How to…Share a Record

Find the record you wish to share by searching for your record in the search bar.

search results screen in desktop version of BuddyCRM

 

share this record in BuddyCRM

When you have found your record, select the share icon  and a pop-up will appear.

A list of your colleagues will be displayed and you can click the plus icon  to share with individuals. In this example I have selected one colleague (Aydin Sullivan) to share my calendar with. This Screen Shot 2013-09-14 at 10.47.23 indicates that he is only able to view my record .

 

Screen Shot 2013-09-14 at 12.20.18

 

Should I click on Screen Shot 2013-09-14 at 10.49.23this will turn to green Screen Shot 2013-09-14 at 10.50.29 and he will also be able to edit my record.

If you wish to remove an individual, click the minus icon  .

Don’t forget to click Share to save your changes.

How to…Delete a Record

Find the record you wish to delete by using the search bar

search results screen in desktop version of BuddyCRM

 

share this record in BuddyCRMAt the top of the record card you will see the trashcan icon  to delete this record.

Click this button and a pop-up will appear to ask ‘Are you sure you wish to delete the record?’, select ‘Ok’ and the record will be deleted.

To re-instate a deleted record, go to the Data Management tab of the Admin menu.

Introduction to Quotes

Select the Quote icon rom the Buddy Bar on BuddyCRM.

quotes menu item shown on the buddy bar in BuddyCRM

You will be taken to a list of all your existing quotes.

Screen Shot 2013-09-13 at 10.52.48

 

Here you can view all your quotes including when they were created and how much the quote is worth.

You can also delete a quote by clicking Screen Shot 2013-09-13 at 10.50.13

 

If you wish to search for a specific quote, click Screen Shot 2013-09-13 at 11.08.38 at the bottom of the Quote List box, this introduces a search box.

 

Screen Shot 2013-09-13 at 11.10.20

 

You can search by owner, company name, record type or quote number.

 

Screen Shot 2013-09-13 at 11.11.40

 

 

Once you have filled in your search requirements, press enter on your keypad and your results will appear.

How to…Create and Edit a Contact

Search for the record you wish to add a contact to by using the search bar.

search results screen in desktop version of BuddyCRM

 

Once you have found the correct record, click on the company name to take you to the Record Card. 

share this record in BuddyCRM

Locate the Contacts bar on the left hand side of the record card. All contacts will be listed here. In this example, Elaine Hedders is the main contact, indicated by the star icon .

contacts sidebar on the record card of BuddyCRM

Should you wish to add a contact, click

A pop-up will appear where you can add the details of any additional contact.

 

Add contact from the record card of BuddyCRM

Click Save to save the contact to the record.

Should you wish to edit a contact, click on the contact name. A pop-up will appear with all the details for this contact so they can be easily viewed.

contacts edit pop up on BuddyCRM

 

In order to edit this record, select . This icon will only appear if you have edit rights to this record. You are then able to edit all details. Don’t forget to click Save when you are finished!

edit the details of an existing contact on BuddyCRM

If you wish to change your main contact, click the star next to the contact you wish to be your main contact , click it and it will turn to  and move to the top of the contacts list, indicating that this is now the main contact.

change main contact on record card in BuddyCRM

How to…Add a Quote

Select  Quote from the Buddy bar.

 

Click new button to add a new quote.

Here you will be able to add in all of the details of your quote.

create a quote in BuddyCRM

Add your details and products for the quote. Adjust prices as necessary and then

creating a quote in BuddyCRM

Any notes you make on the quote can be entered here and if required to be visible on the quote, click the tick box below notes.

When you’ve finished entering the quote, press the SAVE button. save button A popup will appear to confirm.

quote added successfully in BuddyCRM

The quote will then appear in your Quote List. You can download a copy by clicking on the relevant download button.

quote list updated in BuddyCRM

How to…Add a Contact who is not associated with a Company

Our product is setup to be simple to use. We work with businesses who are selling B2B and as such, you can’t have a contact that does not belong to an account or a lead. If a contact for example, moves company, you can move that contact to a different lead or account by editing that contact.

Introduction to Marketing (Creating Campaigns)

Select the Marketing icon from the BuddyCRM main menu in order to manage and monitor your marketing campaigns.

marketing menu item shown on the buddy bar in BuddyCRM

Campaigns can be linked to Opportunities to provide realistic ROI information on Marketing expenditure. They can also be linked to newly created Leads or Accounts in the “Originated from” field.

All current Marketing campaigns can be viewed on the dashboard Screen Shot 2013-10-13 at 10.45.13

 

To edit an exiting opportunity, click on the Opportunity name. However, to create a new opportunity, click on the icon Screen Shot 2013-10-13 at 10.45.19

At the top of the screen, fill in the key information relating to the campaign

Screen Shot 2013-10-13 at 10.45.30

If at this stage, you are not looking at add existing records to the campaign then you can press save now. This may be in the case of something like a press release where you are not aware in advance of the contacts you are communicating with.

However, if you wish to use the BuddyCRM Campaign Builder, then firstly you need to build the criteria upon which you want to generate the list. To do this, you need to select the type of filter you wish to apply. Stay with us as this can sound a little complicated but once you grasp the logic, it is pretty easy.

You can have 3 “Arguments” for each campaign which themselves can have 5 “Criteria”. An argument must relate to one of 6 areas:

Accounts – Account records

Leads – Lead records

Opportunities – Sales Opportunities, whether open or closed

Autofeeds – Data imported to Account records from other sources

Contact or Account response – If you have a the API link to e-mail marketing software, you can filter based on the previous response to a mailing

Sales – Sales data from an account

Pick the area for the first argument from the left hand side.

Screen Shot 2013-10-13 at 10.45.36

 

Then use the filters to build the criteria for that argument.

Screen Shot 2013-10-13 at 10.45.57

Should you wish to add more arguments, for example to combine different areas such as Sales and Accounts, click on the “add more arguments” icon.

Screen Shot 2013-10-13 at 10.46.03

 

Use the And/Or choice to link arguments and then build the second argument in the same way as the first.

Screen Shot 2013-10-13 at 10.46.10

 

Once you have built the arguments and criteria, click on the filter button. It will return all contacts that meet the criteria even if there are multiple contacts at the same Lead or Account. If you want to only select the Primary Contact for each Account or Lead, then tick the button next to the Filter button

Screen Shot 2013-10-13 at 10.46.16

 

The list of contacts that match the criteria will display below. Tick to add them (or All) to the campaign and click “Save”

Screen Shot 2013-10-13 at 10.46.38

The record card will be updated so that all team members are fully in the picture as to what is going on in each record, including campaign communication.

Screen Shot 2013-10-13 at 11.21.59