Welcome to Zoho CRM

Getting Started

Now FWRD have completed the preliminary set-up and customisation of the Zoho CRM system for your network, we’d be grateful for your input. Below we have outlined some of the main components that need your consideration and feedback.

Over the next few days, please familiarise yourself with the system, read through the below information and submit any required changes using the adjacent button.

Feedback Tips

We recommend that you initially complete your change requests in THIS DOCUMENT before you submit them via the online form.

This means that you can work through the tasks at your own pace and if the form was to time-out or crash for any reason you have a back-up.

Submit Feedback Here

Modules


The tabs across the top toolbar provide access to the different modules that are offered in Zoho CRM, each representing a different area of your business operations and provide a different set of functions.

We have customised the Zoho CRM user interface to reflect, and where possible improve to your organisation-wide business processes (sales, marketing, support, and administration).

Leads Module

Lead records contain the details gathered about an individual who represents a potential sales opportunity to you. This module should contain all the details you need to track and record during your recruitment/sales process.

Once the leads are collected, it is essential to manage them and follow them up until the lead is qualified as a prospective client. The terminology related to lead management may differ across networks, but the basic process remains the same.

Lead Source Field

The Lead Source field allows you to easily track where your leads are coming from and then report on the results to better understand the return on your marketing investment.

Based on your instruction, we have already added a number of possible options to the list. If you can think of any more business or marketing activities that you or your team have been involved in, please add this to the feedback form. We are trying to make this generic enough to be relevant enough to the majority of your network.
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Lead Status Field

The Lead Status field should include every stage or touch-point in your recruitment/sales process, starting with the the 1st point of contact and culminating in you signing them up as a client. On conversion, all the information included in the Lead record will be transferred to the relevant fields in the Contact module/

We have mapped the lead fields with those of the account, contact and potential module so that all the details are transferred over to the appropriate fields.
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Contacts Module

Contacts are the people with whom you communicate with throughout the course of running your business, exclusive of your Leads and Prospects.

This includes the details of your clients along with any other contacts you deal with e.g Uplines, Head Office Contacts, Service Providers, Suppliers

QUESTION – Are there any additional categories you would like to create to segment your contacts?

TASK – Use the feedback survey to provide us with any segments we have missed, updates to the existing options or requests to remove any unnecessary options.

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Field Checking

TASK – Go through all of the fields in each of the modules with a fine tooth comb and check they are relevant and required.

QUESTIONS

  • Are any fields missing or unnecessary?
  • Do we need to add or remove options in the existing picklists?
  • Do any of the picklists need to be changed to multi-picklists? This will give you the option of applying more than one of the options in the list to a record?

Client Types

QUESTION – Is there a way to further segment your clients into different categories, ranks or levels?

EXAMPLES:

  • Existing Client/Former Client
  • Bronze, Silver, Gold, Platinum
  • Independant Consultant, Area Manager, District Manager

Reports

We’ve created twenty custom reports that are specifically relevant to the network marketing business you are a representative for. This includes a breakdown of your sales prospects, recruitment process, clients and activities (tasks, events and calls).

All the language has been made relevant to your business along with the fields that have been included in the reports. To review them, head to the Reports tab and click Favourites from the left hand menu. (You can ignore any reports that are not included in the favourites tab)

QUESTION – Is there any reports missing from this list or any other data you would like to see included in the existing ones?

Dashboards

To support the custom reports, we have created a number of visually exciting charts that can be viewed from the Dashboards tab. The only tabs you need to worry about are Leads, Company & Contacts and Activities. The best reports from each section have been included in the favourites tab and also displayed on the custom Homepage.

QUESTION – Are there any charts missing from these dashboards or any other data you would like to see included in the existing ones?

Social Media

Combine the power of social media into your selling process so you can build stronger, more immediate relationships with your prospects and close deals faster.

Using the social tab in Zoho CRM and the links within each Lead & Contact record, you can manage all your social conversations across Google+, Facebook and Twitter.

Once a contact has been added to Zoho CRM, access this contact’s information, potential history and activities from the social tab.

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Homepage

The Home tab in Zoho CRM gives you the option to add components (custom view or dashbaord) that are designed to show you the information that is most important to your role in the business.

For example, you can add a list component to view overdue tasks, this weeks meetings, converted clients or your best sales prospects. You also have the option to add components from Dashboards that depict your data as graphs or charts.

QUESTION – Is there anything else you would like to see on the Homepage?

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Mobile Apps

Now that your CRM account is customised and almost ready for you to use, it’s time for you to download the complimentary smart phone Apps.

Simply go to the app store on your mobile handset, search for Zoho CRM and download the FREE App. Sign-in using your Zoho username and password (this will provided once the set-up is complete) to access all of the application features.

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The Zoho CRM Card Scanner app allows you to simply take a photo of any business card and the app will extract information from it, then automatically upload to your CRM system, mapping to the appropriate fields. When the contact information is saved in Zoho, the photo of the business card is automatically attached to the Lead or Contact record for future reference. If the extraction includes the Twitter handle, it will also download the photo from the public Twitter profile and sync it with Zoho.

Extracting data through OCR (optical character recognition) can be tricky given the number of variables (poor lighting conditions, photo angles, shaky hands. complex logos and fonts etc) that can impact the quality of data extraction. We advise that you scan the card in good lighting, check all of the details and edit where required before saving the record to your CRM account. In cases where Zoho are not too confident about the extracted details, they will display that information in red allowing you to easily correct any possible inaccuracies before saving the contact details to your database.

TOP TIP – Make sure you are clear when using the app whether the business card you are importing is a lead/prospect or a client/contact to ensure you are saving the record to the correct module of Zoho CRM.

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If trade shows or expos form part of your marketing strategy, Zoho have created the Leads App to make your event data entry and follow up a whole lot easier. Just scan the QR code on the attendee’s badge, or take a picture of their business card from your smartphone. Then follow-up with the attendees instantly by assigning a lead owner to quickly carry out the follow-up tasks, or send follow-up emails right from the app, all whilst still at the event!

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If you have decided to start using Zoho Campaigns to manage your email marketing campaigns, the Campaigns Mobile App will help you to stay up-to-date with your Campaign Analytics whilst on the go. Manage your mailing lists, send campaigns, view campaign results or even check the growth of your mailing lists – all from your mobile device. Location based email opens, user agent reports or social media reach – detailed reports tell you everything you need to know about your campaign’s performance.

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