Formitize CRM
 

Lesson 5.2 Lesson 5.4

5.3 Contacts Module

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The Contact Module has been designed so that all of the following elements can be viewed and actioned without leaving the page.

Contact Overview Page

Search,Filter and Review Full Contact list
View ID, Status, Name, Company, Phone, Email, Address, Latest Note on one page
Click to view individual contact page
Create New Contacts

CONTACTS TAB

Customize Contact Types eg Customer, Supplier
Customize Contact Status eg. Active, Inactive, VIP
Customize Lead Source eg Yellow Pages, Facebook
Add Custom Fields to suit your business
Add Billing & Shipping Details
Add Multiple Contacts for each client
Add Multiple Locations for each client

COMMUNICATIONS TAB

The Communication module activates and records all related communications in one location

1. Communication > Tasks

View Client Task Status > Open, Overdue & Closed
Create a New Task
Create and Save Task Types
Add Task Title and Description
Set Due Date and Time
Add Custom Tags to task
Assign to Users
Add “Related to” tags linking the task to one or more contacts and jobs
View Task History

2. Communication > Notes

Save a New Note
Save a New Note and Create a Task using the Note details
Review Note History

3. Communication > Send

Send Email, SMS, Notification or Letter
Auto populate all elements with Contact Details
Select Templates from dropdowns for each communication type
Use placeholders to auto insert information into all communication templates
Create Tasks on completion of all communication types pulling communication content
Preview SMS, Email and Letter content before sending with all placeholder text

4. Communication > Call

All numbers presented to make call
Start Call opens call notes and records duration of call
All call notes saved in call history and note history
Can be connected to auto-dial to automate call dialling
End Call can also trigger new Task pulling in call notes to create Task

5. Communication > History

View complete Timeline of all communications

ACTIVITY TAB

The Activity Module records and monitors all activity related to the contact

1. Activity > Jobs

View all jobs related to that client including their status > Active, In-Progress, Recurring, Complete and Overdue
View Location, Name, Job No, Priority, Order No, Due Date, Assigned to and Status
Create New Job for that contact direct from page

2. Activity > Forms

Search and View all Submitted Forms related to the client

3. Activity > Reminders

Create automated reminders for both internal and external automated communications
View and Future scheduled Reminders
View Historic Reminders.

4. Activity > Documents

Assign any type of document to a Client such as Agreements, Pricing Table, Site Plans.
Create custom folders and documents to the folders
Version Control on all documents added
Expiry Date of documents added with automated reminder solution as documents approach expiry.
View All Documents
Add New Documents
View Archived Documents

5. Activity > Photos

Add and View Photos related to the Client

6. Activity > Leads

Create, View and Manage Leads and Enquiries

7. Activity > Quotes

Prepare quotes quickly and efficiently using your invoice line items
One click to convert Quote to Invoice

To come: Automated Quote Follow up - customized follow ups at defined times.

8. Activity > Invoices

Create a fully integrated invoice with just a few clicks
Elements include Line Items, Tax Rates, Discount Rates & Multi Currency
Create independent invoice or directly into Xero
Monitor payment status

To come: Automated Invoice chasing - customized outstanding invoice chasing

9. Activity > Payments

Recording payments to suppliers.
Create independent Payment Record or directly into Xero