Users manual

How to use the service

In this section all of HarborCRM’s features will be discussed in greater detail. If you still can’t find something, or confused, please get in touch with us. Most of our interface is self explanatory, but we try to explain the screens. If you are lost, get in touch with us.

Home screen

Your home screen is called “Front Desk”. This is an overall view page of you or your team’s activities. We recommend checking it whether you want to quickly assess the work, or get a general overview what is going on with your projects. Charts of your sales progress in the head section for quick assessment. Assign quick to-do items either to you or to your team members.

The “show stuff for [user name]” drop-down menu filters messages for individual members. Since you are working on the same team you might want to check on someone else’s items.

Charts

The chart is hidden by default, use the “Show charts” command on the top right section to show either

• deals by stage
• revenue for the last month
• revenue for the last 6 months

Items in motion for you

Notes and todo items that had been entered by you AND the notes, messages, status changes FOR DEALS that you are participating in are listed in this section. You might as well filter for a different person if you were him (or her), just select someone at the “Show stuff for” section.

Hover on the “i” icon and you will get the lead or contact quick overview information.

Global items for your company

Recent notes for leads and contacts that have been entered by your team members. This is just an overview to see notes in general.

Hover on the “i” icon and you will get the lead or contact quick overview information.

To-dos

Upcoming to-do items or overdue items are listed on the right side. By adding new to-do you need to fill out the following:

• Todo: the title of your to-do or what it is about.
• Belongs to: quickly filter for a lead, contact or deal in the system
• Due date: you might as well give arbitrary date
• Category: types of to-dos like to call someone (this can be configured in the settings)
• Responsible: select a responsible party for this to-do

Get information on the responsible party by hovering over the small “i” grey bubble. Edit or delete to-do by clicking on the revealing edit button on the right side.

You see the current (or overdue) todos on top, beneath the upcoming entries.

Last logins by date

Quick overview for your users to see who logged in when.

Leads

Lead page is a database where you store your sales leads (they are the people who you might do potential business with). You might have done this in the past in Excel, it’s basically a similar view in a different form.

Search

Just key something in to search for and the leads list will be updated dynamically.

Advanced search

In its current form you can filter by a specific team member or further by lead source. Below this you can use global tags. The 20 most popular tags will be displayed (roughly two lines). If have more than 20 tags and select a tag from the opened list, then close the section, your selection will be erased. In other words, if you have many tags and would like to work with them, the long list needs to be opened at all times.

Leads

The central part of the view is the list of your leads. Leads can be sorted by clicking on the name of the columns or choosing from the drop down menu (this menu contains the creation date option which is very useful).

Leads can be entered in a quick, Excel like fashion by using the forms below the blue table header. A lead needs to have either a company name or the name of a person.

Click on a lead to go to the lead detail view where you can set to-do items, take notes, convert them into contact or assign deals. This will be a central part of your workflow. Editing the lead’s detail (eg. contact information) is either done on this screen at the profile box or by double clicking on the corresponding list item at the “Leads” main screen.

Select some of your leads in order to:

• Assign them to worklists
• Delete them
• Assign them to deals
• Convert them into contacts
• Add tags
• Set lead source

About “Worklists”

Selecting a couple of leads and assigning them into a hand made list is called “worklist”. A worklist can also be named, stored and retrieved at a later date. The difference between a worklist and saved search is that a worklist is a manual set of entries while searches are always a dynamic results of search criterias. You can combine the two, filter with a search and select individual leads by hand and save a worklist.

Contacts

Difference between Contacts and Leads

Our interpretation is that leads are “unknown” “opportunities”. You might have met them, but most of the time you have not, just collected them in a database. Eventually they turn out to be something more useful. A “more useful” lead is called a “Contact”. Your contact could be a former lead or you might classify someone as contact. There is one key difference between a lead and a contact in HarborCRM: deals can be assigned to contacts only.

Search

Just with leads, dynamic search is a fast way for quick filtering your contacts. Display the contacts just for you or other team members. Filter with other useful options to see people or companies only, or recently imported contacts. Use popular tags just like with your leads.

Import / export

We offer contacts importing in a number of formats, among this is Outlook and vCard. Exporting is possible into CSV and vCard.

Adding contacts

Enter new contacts by clicking on the “Add new contact” button. We do not offer quick entering in case of contacts.

Click on a contact to see the contact detail view. You might want to assign a deal to a contact right away. This will create a deal with the selected contact as a primary participant in that deal.

Deals

Deals menu is the main area where you get the work done with your contacts. You can create a deal on its own, or you can start by assigning deal from the contacts menu. We offer dynamic search for quick filtering just like with the other categories. Filter in detail by using the filter criterias section.

Deals view

If you have one, click on a deal to get to the deals view screen. Assign categories to define the type of the deal. Eg. “print design” is a common type of deal category if your team works in the creative design business.

Set the stage where a deal is at. In the settings menu you can define different stages for deals, which depends on the business you are in. For instance, “fist meeting”, “proposal”, “second meeting” and “contract” are perfect for most cases. Click on the yellow button and set a stage. Click on “Lost” and “Won” if there are further developments with your deal.

“Deal amount”, “Expected end date” and “Probability” are further characteristics of your deal. Amount is the expected money to win with this deal, expected end date speaks for itself and probability is an educated guess to see what the chances are for the deal to happen. Setting these are especially good to plan with your sales performance.

Assign to-do items further, write notes and collaborate with your team regarding a deal. You might as well paste email fragments here so everything will be listed in one place.

Participants

There are at least two people working on a deal to avoid dreaded monologues. Your team members working on a deal are called “Users” while the participant targets of a deal are named “Contacts” (since they are your contacts).