HOW TO MANAGE ACCOUNTS & CONTACTS WITH SALESBOX CRM
Salesbox CRM is built to help you manage your accounts and contacts as effectively as possible. An account in Salesbox CRM is equal to organization and a contact is equal to an individual. In Salesbox CRM contacts can exist both connected and not connected to an account however, we recommend that you add as many of your contacts as possible to an account to get a better overview of your communication, relationships, opportunities and sales.
HOW TO IMPORT YOUR ACCOUNTS AND CONTACTS
In Salesbox CRM, adding accounts and contacts works basically the same. There are several ways to add accounts and contacts, chose which ever suits your specific situation best.
ADD SINGLE ACCOUNTS AND CONTACTS MANUALLY
To add a single account or contact click the account* or contact option in the left main menu. Once you have done that you will see four (4) different filters:
In all filters you find a plus sign (+) at the top right corner. Click the plus sign to add an account or contact. Once you click the plus sign you get a screen with two tabs on top, MANUAL and BY SEARCH. In MANUAL, you can add a single account or contact. The minimum required information for each contact or account is highlighted.
When you add an account it can be beneficial to add as much information as possible as any additional contact added to this account will inherit address, industry and size. This way you do not need to re-enter the information for each additional contact added to the account.
ADD MULTIPLE ACCOUNTS AND CONTACTS BY SEARCH
If you want to add multiple accounts or contacts at the same time you have the option to search social media and your company long term register* for accounts and contacts that you want to add.
*) All accounts and contacts added by anyone within your company gets added to the company long term register. That register is searchable for all users within your company. This makes it
- easier to separate the active accounts and contacts from long term registers,
- easier to add new accounts and contacts for specific campaigns, call lists or focus periods
- easier to minimize the number of account and contact duplicates within your company
To add BY SEARCH, click the same plus sign (+) just as when manually adding an account or contact. Choose the tab BY SEARCH in the add screen. Here you can either search by name or by filter, depending on if you know the name or not of the one you wish to add.
When searching for accounts, Salesbox CRM searches your company long term register and LinkedIn. (To make it possible to search LinkedIn for accounts you need to connect your LinkedIn account to Salesbox CRM. Go to MY SETTINGS-SOCIAL MEDIA to link you LinkedIn account.
The same goes for contacts, however then, Salesbox CRM searches Facebook. To link your Facebook account, go to the section mentioned above and link your Facebook account to Salesbox CRM.) When you have clicked the search-button your result will be displayed in a new screen.
You will see whom you found and through which channel they were found. Before you add an account and contact we recommend that you select what TYPE of account or contact (You can set your own TYPES in COMPANY SETTINGS-DEFAULTS VALUES-ADVANCED tab-ACCOUNT tab-Organization and Contact types)
If you add an account from LinkedIn or a contact from Facebook you do it one-by-one by clicking the right column with a check mark on top. If you add accounts or contacts from your company long term register you can mark several at the time to add multiple accounts or contacts in one action.
If you add a contact that already belongs to an account in your register, then that account will be added automatically.
ADD MULTIPLE ACCOUNTS OR CONTACTS BY IMPORT FROM EXCEL
Add several accounts by importing an Excel spread sheet with several accounts. Go to COMPANY SETTINGS-IMPORT/EXP. menu option. To import account you need to do the following:
- Select what type of object you want to import (Account is pre-defined as default)
- Click the Template-button to export the Salesbox CRM account template
- Add your accounts to the template
- Upload the ready template to Dropbox(only necessary when importing on iOS devices, not laptops/PCs)
(If you haven’t connected Dropbox to Salesbox CRM yet. Go to COMPANY SETTINGS – COMPANY INFO-INTEGRATIONS and link you preferred Dropbox account to Salesbox CRM.
We highly recommend you to use a company Dropbox account or any other account your colleagues can share, this way all users can see the documents on the objects they have the right to see/edit.)
5. Go back to the IMPORT/EXP. menu option in Salesbox CRM and select Type Account again and click the Import-button.
Now the system will prompt you to select a file from Dropbox (if you import on a iOS device otherwise you can upload from your local laptop/PC). Select the file you just uploaded and click done.
The system will now import your accounts. If any cell or row is not imported, the system will tell you in detail what row/cell that failed to be imported so you can re-import those rows.
(CONTACTS WORKS exactly the same, the only difference is that to import contacts, select type contacts instead of accounts. You also want to add the domain of the account the contact belong to in the template, then the system automatically adds the contacts to the selected account.)
ADD MULTIPLE CONTACTS BY IMPORT FROM SMARTPHONE OR TABLET
- Go to MY SETTINGS-CONTACT IMPORT
- Click the scan-button to the top left
- Select the contacts you want to import
- Click import
When you do it any time after the initial import the system will recognize and display
- contacts that are not imported
- new contacts since the last import
- updated contacts since the last import
Therefore, we recommend you to go back and regularly scan your native iPhone/iPad for added/updated contacts. Since the native contact register often synchronize with the contact registers like LinkedIn and Outlook, this is an efficient way to add contacts.
With iOS 8, Apple also introduced the feature to add contacts to the native contact register from the email client. If you utilize these features together with Salesbox CRM you will rarely need to add your contacts manually.
*) If you cannot see Accounts in your left main menu: Go to My settings, click Display options and check the Accounts option. Now the Accounts option will be displayed in your left main menu of the system.
With the display options you can personalize your main menu and choose what to see or not to see, in your main menu. As this feature is device sensitive you can have different menu options on your iPhone, iPad, Laptop/PC and later, by Q3 2016, also on Android.
[EDIT] ADD MULTIPLE CONTACTS BY IMPORT FROM MAILCHIMP.
You can now add contacts, leads into Salesbox directly from Mailchimp via your different marketing campaigns.
If you make your phone calls to accounts and contacts with Salesbox CRM the system will automatically keep track of your statistics for you. (Keeping track of dials, calls etc. will never again need to be manually managed)
For each contact, you can see the LATEST COMMUNICATION. In that list all your and your colleagues communication to that specific contact are displayed. You will see when the dials and calls occurred and how long the phone calls lasted.
You will also get an aggregated statistics regarding that contact’s all calls, so you can see how much communication you as a company have had with this specific contact.
The same data is aggregated to the account the contact belongs to. To make the calls through Salesbox CRM also has other benefits as well.
- It helps the system adapt more to you and to more accurately predictive what you need to do to reach your target, both as an individual and as a company.
- The system will ask you questions after the call to make it easy to always keep your self and your colleagues up-to-date with what is going on and how you are progressing.
- The system will give you the opportunity to easily schedule a follow-up call. (This is very handy when the contact you call say, please call me back at…)
In Salesbox CRM you can grade your relationship to individual contacts. You can grade the relationship as
- GREEN as in good
- YELLOW as in neutral
- RED as in bad
The aggregated relationship for all contacts in one single account will be aggregated to the account level. This means that the system calculates your account relationships automatically so you know what accounts you have a good relationship with and whom you possibly need to work more on to strengthen the relationship.
To set the relationship, go to CONTACTS in the main menu, select one contact either by clicking the small red (i) or the name (in Details filter). Now you have reached the detailed level of a contact.
Click the icon looking like three dots (…) at the top right corner and select edit. Scroll down to the option relationship and set the preferred level for the specific contact.
To see the relationship with a contact or account, check the color of the circle around the photo of the account or contact (feature available second half of June 2015). In the same release you will also see the DISC profile of the contact on the back side of the contact by clicking the photo.
If you want to know more about how to use DISC-profiles when building teams and working with customers, read here.
FILTER AND SORT
Since Salesbox CRM is about focus, you probably want to see different accounts and contacts depending on what context you are in. Sometimes you want to find accounts and contacts based
- on alphabetical order
- your recent activities
- your favorites
- more detailed information
The last option, detailed information, have several sorting possibilities in Salesbox CRM. To sort the details list, click the icon with an up/down arrow. Here you can sort your accounts and contacts depending on what is important to you for the moment:
- Most profitable
- Most sales
- Biggest pipeline
- Biggest weighted pipeline
- No. of opportunities
- Next appointment
SHARE ACCOUNTS AND CONTACTS
Salesbox CRM supports collaboration and therefore you can work as a team on an account or contact. To add colleagues to the team, click the three dot icon on an account or contact in the lists or the same icon in the detailed account or contact screen. Then you can select add to account or contact team.
Select the colleague/s you want to add. If you are more than one user sharing an account or contact, any action taken on that account or contact will be shared in real-time with the other members of that account or contact team.
Any new task, appointment, document, photo, note etc. will be shared as a notification so all team members can be up-to-speed. The same feature also exists for Opportunities, which we will cover in an other article.
*)If you don’t see accounts in your left main menu it is because you have not selected it as a menu option to display. To add accounts (or any other hidden menu option) go to MY SETTINGS-DISPLAY OPTIONS and mark accounts.
The display options are device sensitive which means you can personalize your main menu and display different menu options on your different devices like your smartphone, tablet, laptop/pc and later (Q3 2016) also Android device.