A. Create a client

B. Customer file: funnel stage

C. Change contact status

D. Stars on contacts

E. How to contact the customer

F. Information from the contact file: interests, notes.

G. Creating a contact source

H. Adding Tasks

I. The Ticketing tool

J . Blocking contacts

K. Invalid contact email

L. Customize the color and emoji of your contact's card

When a customer is interested in your services, registering them in your CRM is crucial for the correct management of business opportunities.

In the left menu click on CRM > Clients.

You will see your entire customer portfolio. To add a new one, just click on "Add customer" and enter the name of the customer (you can add more information later):

You will access the form to edit the client where you can fill in all the necessary information about him: Name, type, email, phone and more fields.

You will also be able to select whether it is a customer, collaborator or other type of contact, as well as indicate the stage of the funnel they are in.

At the top you will find the stage of the funnel in which the customer is. The stages are differentiated according to the type of customer. Won and lost are not considered as stages because they are contact statuses.

You can customise as many stages as you want by indicating the stage name according to your preferences.

You can change the status of the contact depending on your needs as follows:

Won: These are contacts that have successfully reached the last stage of the funnel and have achieved their goal.

Lost: This is when the contact is not interested in your services and you want to place it as inactive, these contacts will no longer receive automatic campaigns.

Here are the steps you must follow to do this:

1. Go to the contact you want to change the status of.

2. You must click on the flag icon 🏁

3. Select between Won or Lost.

We recommend marking a contact as lost rather than deleting it.

If you put the contact in one of these two states and you want to reactivate it, you can do it without any problem by locating the contact and clicking on Reopen.

Above the name of the contact you can see the option to mark 3 stars.

Stars are a way of rating a contact. It is a subjective rating, as you are the one who chooses the parameters you want to use.

You can indicate 3 stars if they respond to emails and do not cancel appointments at the last minute, and 1 star if they cancel appointments at the last minute or do not respond to emails. But it is totally subjective and you choose what it means.

In the client's file on the right hand side you can see their most important details such as their telephone number and email address:

If you click on the Whatsapp icon you can send them a message directly via Whatsapp without having to have previously added them to your mobile phone.

To send him an email, click on his email or "Send message" so you can open a conversation and contact him quickly:

1. The assigned salesperson: he/she is responsible for the contact.

2. Internal notes: you can put notes and pin them to the contact in a quick and easy way. To post a note you have to click on the three vertical dots and select the pin icon that appears in the drop-down menu. This drop-down will also give you the option to edit the note and delete it.

3. Interests: here you can fill in what the contact is looking for and the conditions he/she sets. It is very important to do this so that the crossing of demands is done correctly.

4. Contact origin: It is the origin from where it comes from. You can select a predefined origin or create new ones.

Witei gives you some origins of contacts already created in your account, such as:

Note that you cannot delete or modify any of these contact sources that Witei gives you by default created. You can see the complete list here.

It is important for you to know that Witei gives you the opportunity to create your own custom contact sources. Custom contact sources allow you to classify your contacts as you wish. These sources will also appear in the reports.

In order to create a custom contact source, you can do it from:

1.Settings.

2. CRM.

3. Contact source.

4. You will see that Witei gives you some default sources from portals or from "Commercial" or "Witei". You cannot delete any of these sources.

5. Create your own sources (your custom contact sources) by clicking on:

+Add.

6. Choose the icon you want for your source or indicate the URL of your icon (size must be 22x22 px).

5. Fill in the name in both English and Spanish.

6. Click on Save.

In the centre of a client's file is where you can see all the activities you have with a contact. In order to add a task, click on "Add task" at the top right hand side.

Please note that you will only be able to view the first 100 tasks created in the Activity section of your contact's profile.

The Tickets section is a simple, direct and quick way to manage specific incidents. All the information of the process will be saved in the client's file. For example, if we need to request documentation from the customer, if there is a billing procedure to be carried out, if there is incorrect customer information that needs to be corrected.

To open a new ticket you must click on the blue button ''Add ticket'' and include a subject, an affected customer, a user responsible for the management of the ticket, a status and a priority. Then click on ''Save''.

You will be able to manage the tickets in your office in a public or private way:

1. Public comment: all the information included in this section will be sent to the customer's email address. They can reply to you and their reply will be associated with the ticket.

2. Private note: this information will remain in the customer's file, he will not receive it and will allow us to include specific notes and comments. You will distinguish it because it will appear in yellow, just like the saved notes.

On the left side, you can see the tickets you have open with the contact and their status. The status refers to the situation in which the tickets are: open, new, pending, stopped, solved, closed.

You can block a contact from their contact page. If you block them you will not receive their emails, chats or messages.

1. You must go to CRM > enter the contact > Top in Edit: Block contact.

2. You can Deactivate an email by doing so the contact will not receive emails sent from campaigns or chats.

Contact emails can be made inactive by the following options:

There are many reasons and in any of them, Witei will preventively inactivate it to avoid generating new errors.

If you find your contact email crossed out and in orange color, it can be due to several reasons:

1. The contact has unsubscribed from your emails from the unsubscribe option present in all emails.

2. The email address is not correct.

3. Mail detected as invalid. Either because the first email sent was rejected by the recipient's email provider, due to unsubscription, spam, email error, full mailbox or other reasons completely unrelated to the email provider.

If you hover the mouse cursor over the email Witei will tell you about it:

Important: Witei only allows you to reactivate this email address once every 30 days. If this period has not expired since the last reactivation, Witei will show a warning at the top of the screen.

You will be able to customize the color and emoji of your contact's card by clicking on the contact's initials.

This can be done from:

The contact list:

The contact file:

Besides, you can always undo the changes using the "Remove color" or "Remove emoji" options that you will see under the corresponding selectors.

You will also find this option to change colors in the bulk edit form from: select all> select an action> bulk edit.

The changes will be applied in a few minutes.

You can also save these used colors. When you enter the color box you will see again the colors you have used before next to the others in the left loop. You can reuse it by clicking on it directly.

This is only visible to users of the workspace.