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A Full Picture in One Screen – Overview of the Record Card

The Record Card gives a full picture of an account.

The Central section has eight tabs – Activities, Sales, Opportunity, Documents, Pricing, Auto Feed, Background, Mailchimp

– Activities – This gives a picture of all recent activity with this account including any:

  • Calls
  • Appointments
  • Tasks
  • Opportunities
  • Notes
  • Cases
  • Quotes
  • Documents
  • Emails
  • Campaigns

Should you wish to view any of these in more detail, simply click on the heading of that activity, for example, in this screenshot below you would click on the date (WEDNESDAY, 4 MARCH 2015) or icon to see more information.

A pop-up will then appear with more details of this activity, an appointment in this case.

You can edit the details by selecting Edit. If you do alter any details don’t forget to select Update to update and save these details.

You can filter your Activity Feed to only include calls or appointments for example, by selecting the type of activity you wish to view. In the screenshot below, we have used the dropdown to select only Appointments. You can select Calls, Notes, Appointments, Tasks, Cases, Quotes, Documents, Emails and Campaigns. The default is to show All.

– Sales – Sales data can either be drawn from your won opportunities or can easily be imported regularly from your accounts/ERP package. For more details on how to perform this import see the Admin section of this support site or contact our support desk.

When you select sales, you are shown six graphs – Year vs Year Sales, Rolling Sales, Year vs Year Margin, Rolling Margin, Year vs Year Profit and Rolling Profit. The blue line indicates this year’s figures and the black line indicates last year’s figures. The x-axis represents months of the year, so 1 is January and so on; the y-axis represents the amount of sales in whatever currency you are using.

The second graph is rolling sales for the last 12 months, so for example, if it is currently September 2013, 1 will indicate sales in September 2012.

Margin is measured in percentage on the y-axis.

Select Sales Summary and you will be taken to a summary of sales information in a tabular format (below).

Select Sales Cycle and you will be taken to a tabular summary of sales statistics for the past 24 sales cycles. A sales cycle will depend on your company and can be monthly, four weekly or quarterly. In this example, the account is set up as a monthly sales cycle, so 9 indicates September.

– Opportunity – the first thing you will see on this page is a list of your open and closed opportunities. In this example, you can see one open opportunity.

opportunities screen in record card of a company in BuddyCRM

To view the detail of an opportunity click the right pointing arrow to dial down.

Screen Shot 2013-09-15 at 15.39.15

You can view charts for your previous year or current year; by opportunity count (as in the chart above) or by opportunity value (as in the chart below); and by opportunity lost or won, or both.

Next on the Opportunity tab, you can Add an Opportunity. Push the  to do this.

Once you have added an opportunity, push Save. Once the opportunity is listed, you can add notes to it, link a product to the opportunity, view any activities relating to this opportunity and change any contact roles relating to the opportunity.

To add a note to your opportunity, start writing in the “Write a Comment” box.

If you would like to link a product to your opportunity, start typing your product into the field and any relevant products will be populated here, select the one you want, click  and it will appear when you expand your linked products section.

To view any Activities relating to this opportunity expand your Activities section by clicking the right pointing arrow icon.

To add an activity in this section, click and a popup will open for you to add the call, appointment or task .

You can Add Contact Roles to this opportunity, for example if you have a Sales Manager listed as a contact on this account and they are the main decision maker for this opportunity, you can add this to your Contact Roles section. Simply click on the  icon.

A pop-up will appear, select the contact you wish to add and click Add

Expand your Contact roles section by clicking the right pointing arrow icon.

You can click in the role box and add your own role such as ‘Key Decision Maker’, click out of the box and this will be saved against your opportunity.

– Documents – this gives you a list of all the documents that have been linked to this opportunity.

You can link a document to this company by clicking on the  . Choose your file in the pop-up and press Save.

– Pricing – You can use the pricing tab to log any agreed pricing for an account, so everybody in your team is on the same page.

Push the icon and type in the name of the product in the left hand box and add a price in Product Price box. Pushing space in the Product Name will reveal a list of all products. Alternatively begin typing in the box and all products beginning with that letter will be shown.

Auto Feed – Auto Feed may sound boring but is actually one of the most powerful features of BuddyCRM. Here, your organisation can set up automatic feeds from other applications in your business and BuddyCRM will automatically associate them with the correct account.

For details on how to set up auto feed, see the Admin section of this support site but to view them simply click on the Auto Feed tab and the available data will show here. There can be up to 5 different feeds from your other applications and you can chose between them within the Auto Feeds tab.

– Background – This tab gives you an overview of the company and/or any opportunities.

Click the pencil icon to open up a text box, type in the box and click the save icon to store it.

Updated on June 19, 2018

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