How To Effectively Manage New Clients
Last updated
Last updated
In this article, you will learn how to effectively manage new clients in your CRM list. We will guide you through the key features, including the client duplication settings, configuring the autoresponder, creating event templates, and managing the departure list for clients in notice period.
Whether you are onboarding new customers or maintaining long-term relationships, this guide will help you streamline client management and get the most out of your CRM.
Begin by clicking the Settings button prominently located within the main menu of your CRM. Once you click on the button, you will access a range of configuration options and features that will help you tailor the system to suit your organization’s needs:
The duplication control feature helps you maintain a clean and organized client list. You can specify which fields, such as email, VAT ID, or phone number, must be unique across all records. Whenever you or your team attempt to add a new client, the system automatically checks for duplicates and alerts you if a matching record already exists. This process ensures data consistency and helps prevent clutter in your CRM.
In the settings, you will also find the Autoresponder section, where you can create an automatic reply. For example, if a customer submits a ticket, you can set up an email that will be sent automatically, saying something like: Thank you for submitting your request. We are working on it and you will receive feedback shortly.
Additionally, you can decide whether you want an automatic email to be sent to a customer as soon as they are added to your CRM list:
The New Client Mail section allows you to automatically send an initial email when a new client is added to your system. This email can be used as a welcome message or to share important onboarding information. By enabling this option, new clients will automatically receive an email informing them that they have been added to your client list, along with any additional information you wish to provide.
The Add Event Template section allows you to create predefined templates for tasks or calendar events. These templates will be automatically added to each new client record.
Tasks & Calendar Modules
Bear in mind that to be able to see defined tasks and events you have to turn on these modules on your CRM list. If you are unsure how to do that, go to the Turning Modules On/Off article for assistance. This will allow you to activate the necessary modules for your CRM setup.
For example, you can set up a default checklist of actions such as: Call the client, Send a welcome email, or Complete client data entry.
Every time a new client is added to your system, this set of predefined tasks or events will be automatically assigned, helping you standardize your onboarding process and ensure nothing gets overlooked. To create a new event template, click on the Add Template button:
When adding a new template, you will encounter several options, e.g. the choice to select whether it is a task or a calendar event. You will need to enter the name of the task or event, and you can decide whether to assign the task immediately to the person who is adding the client to the CRM list (select Yes or No). Additionally, you can choose whether the task has a deadline and specify the event delay in days.
There is also an option to add a description of the task or event to the template. Once you fill all the necessary details, click the Add button to finish up the process. Your new task will appear in the event templates list. Let's add a few:
Upon adding a new client to the CRM list, you’ll notice a designated Tasks module within the client detail view. This module will display the various tasks we previously outlined, allowing for streamlined task management. Additionally, an event titled Call the Client will be automatically added in the calendar, set according to the specified deadline.
You can easily manage tasks and calendar events for new clients on the client card. For example, you can check off tasks, view task descriptions by hovering over the chat bubble icon, and edit tasks by clicking the icon on the right side of each task.
To manage your calendar event, simply click on the event itself. This action will open a detailed event edit window, where you can explore all the key information about the event, including its date, time, assigned person, and brief event description. Within this window, you’ll also find the option to delete the event if needed, providing you with a straightforward way to keep your calendar organized and up-to-date.
In the settings, you have the opportunity to customize the various statuses that you wish to assign to your clients. These statuses are displayed in the form of a dropdown list on the client card, right at the top of the Client Details section, allowing for quick and easy reference. This feature enables you to effectively manage client relationships by clearly indicating their current status at a glance.
To set a new client status, navigate to the Client Statuses section within the Settings view. Once there, look for the prominently displayed Add Status button and click it to begin the process.
In the Add Status view, you can enter a name for the status, such as New or Inactive—the choice is yours. Additionally, you can specify whether you want this status to be assigned automatically to new clients.
The Departure module operates as a final to-do list whenever you end your cooperation with the client. For example, when you change a client’s status to In Notice Period, a specific set of tasks for each department (such as the Legal or Accounting Departments) will be generated within this module. These tasks are tailored to the client and must be completed by the respective departments during the client's notice period.
Departure Module
Bear in mind that to be able to see defined departure tasks, you have to turn on the Departure module on your CRM list. If you are unsure how to do that, go to the Turning Modules On/Off article for assistance. This will allow you to activate the necessary modules for your CRM setup.
In the settings, you will find three sections where you can configure your departure list: Departure List Statuses, Duration for Prolonging Departure if Not Completed on Time, and Departure Tasks List. We will now go through each section step by step.
In this section, you can assign statuses to your departure list. For instance, if it’s a new list, you can set the status to New. Once all tasks are completed, you can change the status to Finished. You can manually update the departure list status in the top section of the Departure module.
To add a new status, click the Add Status button in the settings view. Enter the name of the new status and choose when it should appear – either when the list is created or when the tasks from the list are finished.
In the Prolonging Departure section, you can specify how many days you would like to extend the client’s departure if the tasks are not completed on time. Enter the desired number of days to prolong the departure process, then click the Save button:
In the Departure Tasks List section, you have the ability to configure tasks that need to be completed by designated departments throughout your client’s notice period.
To introduce a new task and allocate it to a specific department, simply click the Add Task button, which will allow you to streamline the transition process effectively. Type the task name and select the department you want to assign it to. Next, click the Add task button to save new settings.
You can easily manage tasks from your departure list on the client card. For instance, you have the option to add notes to tasks, mark them as completed using checkboxes, and assign tasks to specific team members via a dropdown menu. Additionally, you can delete tasks by clicking the trash icon.
Furthermore, you can add new tasks directly from the Departure module by clicking the Add Task button under the relevant department. Set the name of the new task, select the department, assign specific user to handle the task, and hit the Add task button to save the settings:
You can also decide if the should be visible on the client card after the status has been assigned (for example, for clients who are in the notice period). Once you set the details, click the Add button to finish the process.
