Envia Admin

Appearance

CRM ​

Manage prospects and clients through the full sales pipeline — from lead capture to active customer follow-up.

What You Can Do ​

  • Track prospects and clients across a visual Kanban pipeline
  • View your pipeline as a table with 24+ sortable, filterable columns
  • Monitor upcoming activities on a calendar with color-coded events
  • Add and manage prospect details, contacts, locations, and notes
  • Import prospects in bulk via CSV upload
  • Customize which columns and filters you see
  • Create follow-up reminders linked to specific prospects
  • Send emails directly from prospect/client records
  • Drag and drop prospects between pipeline stages

Getting There ​

Navigate to CRM in the main sidebar menu. The CRM dashboard opens with the Kanban board as the default view.

From the top header you can:

  • Switch views using the toggle: Kanban | List | Calendar
  • Add a prospect with the "+" button
  • Import prospects with the "Import" button
  • Open settings with the gear icon to customize columns and filters

Common Tasks ​

Adding a New Prospect ​

  1. Click the + Register button in the CRM header
  2. Fill in the required fields:
    • Company: Organization name
    • Name: Contact person name
    • Email: Contact email address
    • Locale: Country/region
    • Phone code: Country dialing code
    • Phone: Phone number
  3. Optionally fill in:
    • Estimated monthly shipments: Expected volume
    • Follow-up status: Initial pipeline stage
  4. Click Save
  5. Confirm the action in the dialog

The new prospect will appear in the Kanban board under the selected follow-up status.

Importing Prospects from CSV ​

  1. Click the Import button in the CRM header
  2. Select your CSV file — it must include columns for: name, company, email, phone, phone code, and locale
  3. The system validates all rows and checks for duplicates
  4. A results panel appears showing:
    • Ready to insert: New valid records
    • Updates: Existing inactive records that can be reactivated
    • Errors: Duplicates or invalid entries
  5. Review the results and confirm the valid records
  6. The confirmed records are created in batch

TIP

Before importing, ensure your CSV has no duplicate email addresses and that all emails are in a valid format.

Viewing Prospect or Client Details ​

  1. In any view (Kanban, Table, or Calendar), click on a prospect card, table row, or calendar event
  2. The Sidepanel opens showing full details in three columns:
    • Left: Contact information, balance, assigned executive, onboarding data
    • Center: Tabs for follow-up notes, contacts, locations, and email
    • Right: Follow-up details, metrics, integrations, and marketing data

Adding a Follow-up Note ​

  1. Open the Sidepanel for a prospect or client
  2. Go to the Followup tab (selected by default)
  3. At the bottom of the notes timeline, fill in the note form:
    • Select a follow-up status to update the pipeline stage (optional)
    • Choose an action type: call, WhatsApp, email, SMS, meeting, or other (optional)
    • Write your note (required)
    • Set a scheduled date and time for the next follow-up (optional, appears when status and action are selected)
  4. Click Save

The note appears in the timeline and the follow-up status updates if you changed it.

Moving a Prospect in the Pipeline (Kanban) ​

  1. Switch to the Kanban view
  2. Find the prospect card you want to move
  3. Drag the card to the target column (pipeline stage)
  4. The Sidepanel opens with the followup tab active and the new status pre-selected
  5. Add a note explaining the status change
  6. Click Save to confirm

Managing Contacts ​

  1. Open the Sidepanel for a prospect or client
  2. Go to the Contacts tab
  3. To add a contact:
    • Click the add button
    • Fill in name, email, phone code, phone, and optionally position
    • Click Save
  4. To edit a contact, click the edit icon next to it
  5. To delete a contact, click the delete icon and confirm

WARNING

The primary contact (the one registered with the prospect) cannot be deleted. It can only be edited.

Managing Locations ​

  1. Open the Sidepanel for a prospect or client
  2. Go to the Locations tab
  3. To add a location:
    • Click the add button
    • Enter the location name (max 50 characters)
    • Select the type: office, warehouse, branch, headquarters, or distribution center
    • Paste the map link (a valid URL, e.g., Google Maps link)
    • Click Save
  4. To edit or delete, use the icons next to each location

Editing Follow-up Details ​

  1. Open the Sidepanel for a prospect or client
  2. In the right column, find the Details accordion
  3. Click the edit link to open the details form
  4. Update any of the following fields:
    • E-commerce type
    • Channel
    • Monthly shipments
    • Weight range
    • Content type
    • Account type (individual, startup, SME, enterprise, corporate)
    • Estimated close date
    • Annotations
  5. Click Save

INFO

The Account value field is auto-calculated based on monthly shipments and locale cost. It cannot be edited directly.

Filtering and Searching ​

All three views share a common set of filters:

  1. Use the search bar to find prospects by company or contact name
  2. Use the filter dropdowns to narrow results by:
    • Follow-up status
    • Onboarding status
    • E-commerce type
    • Prospect type
    • Created date range
  3. Additional filters can be enabled via Settings (gear icon):
    • Campaign, salesman, role assignments (KAE, CSR, etc.)
    • Weight range, content type, plan type
    • Lead status, next contact date, estimated close date

TIP

Your filter and column preferences are saved automatically. They persist across sessions and are synced to your account.

Customizing Table Columns and Filters ​

  1. Click the gear icon (Settings) in the CRM header
  2. A settings panel opens where you can:
    • Toggle columns on/off (in List view)
    • Toggle filters on/off (in all views)
    • Drag to reorder columns and filters
  3. Click Save to apply your changes
  4. To restore defaults, click Reset

Using the Calendar to Track Activities ​

  1. Switch to the Calendar view using the view toggle
  2. The calendar shows all scheduled follow-up activities as events
  3. Use the period filters at the top:
    • All: Show all activities
    • Overdue: Show only past-due activities
    • Today: Show today's activities
    • This Month: Show current month
    • Upcoming: Show future activities
  4. Click on any event to open the Sidepanel for that prospect/client
  5. Navigate between months using the arrow buttons

Events are color-coded by action type (call = blue, WhatsApp = green, email = orange, meeting = purple, SMS = teal).

Creating a Reminder ​

  1. Open the Sidepanel for a prospect or client
  2. In the left column, click the Add Reminder button
  3. Fill in the reminder form:
    • Title: Brief reminder description
    • Priority: Low, medium, or high
    • Scheduled date and time
    • Description (optional)
  4. Click Save

The reminder is created as a task linked to this prospect and appears in your Tasks module.

Reassigning a Prospect's Executive ​

  1. Open the Sidepanel for a prospect (not a client)
  2. In the left column, next to the executive name, click the edit icon
  3. Select the new executive from the dropdown (shows SDR/MDR role users)
  4. Click Save

INFO

This action requires the crm-edit-salesman-prospect permission and is only available for prospects that are not yet linked to a company.

Frequently Asked Questions ​

What is the difference between a prospect and a client? ​

A prospect is a lead that has not yet created a company account on the platform. A client is an existing company that is being tracked for follow-up. Both appear in the same CRM views and share most functionality, but clients have additional data like balance, integrations, and onboarding information.

Why can I only see my own prospects? ​

If you have an SDR role, you only see prospects assigned to you. Users with the all-prospects permission (typically managers) can see all prospects and have access to additional filters like salesman and date range. Contact your administrator if you need broader access.

Can I change the Kanban column order? ​

No. Kanban columns are determined by the follow-up status categories configured in the system catalog. The column order matches the catalog order.

How are "Days Without Contact" calculated? ​

This metric counts the calendar days since the last follow-up note was created for the prospect or client. It updates whenever a new note is added.

Can I export data from the CRM? ​

Currently, the CRM does not have a dedicated export feature. The table view shows all data that can be viewed on-screen. For data exports, contact your administrator.

What happens when I drag a card in the Kanban? ​

Dragging a card to a new column opens the Sidepanel on the followup tab with the target status pre-selected. You must add a note explaining the change before the status is actually updated. If you close the Sidepanel without saving, the card returns to its original column.

How do I open a record directly by URL? ​

You can share a direct link to any prospect or client by appending query parameters: /crm?type=prospect&id=42 or /crm?type=client&id=100. The Sidepanel will open automatically.

Envia Admin