How to work with the client card?

Client card

Overview

  • Contact creation
  • Structure of the client card
  • Adding extra fields in the client card
  • Creation of tasks (callback or meeting)
  • Creation of notes


  • Contact creation

    It is easy to create a contact manually from the Contacts tab or during the call.

    • In the left sidebar, open Lead management tab, select Contacts.
    • Click ADD CONTACT.

    • In the Project field, open the project to add a contact.
    • In the First Name field, enter the name of the lead in any 2-100 symbols (required field).
    • In the Last Name field, enter the user’s last name in any 2-100 symbols (required field).
    • In the Email field, enter valid email (required field).
    • In the Lead status field, select status from available options (you can add status in the Edit projects form).
    • In the Lead source field, select source from available options (you can add source in the Edit projects form).
    • In the Legal basis field, select basis.
    • In the Contact phone field, enter phone number in 6-34 symbols. Use E.164 phone number formatting — [+][country code][area code][local phone number] (e.g. +1(415)5555555 without spaces).
    • You can add an extra field with ADD NEW FIELD button.
    • Save new contact by clicking ADD.

    Structure of the client card

    Client card includes 4 tabs: “Contact Info”, “Call history”, “Attachments”, “Emails”.

    Contact info consists of the left part, which displays all the lead information, and the right part, which has interaction history with filters. In the left part, you can edit lead information and add new fields. All changes will be displayed in the right part of the interaction history. In the right part, you can add tasks and notes. There is also the filtration by changes, notes, and tasks.

    • In the First Name field, enter the name of the lead in any 2-100 characters (required field).
    • In the Last Name field, enter the last name of the lead in any 2-100 characters (required field).
    • In the Email field, enter a valid email (required field).
    • In the Assigned field, select who to assign this contact for.
    • The Project field specifies the project where the lead is located (non-editable field).
    • The Created field indicates the date of lead creation.
    • In the Email tracking field, enable email-tracking.
    • In the Legal basis filed, select basis.
    • In the Lead status field, select status from available options (you can add status in the Edit project form).
    • In the Lead source field, select source from available options (you can add source in the Edit project form).
    • In the Contact phone field, enter phone number in 6-34 symbols. Use E.164 phone number formatting — [+][country code][area code][local phone number] (e.g. +1(415)5555555 without spaces). You can deactivate a phone number. In this case, you’ll be unable to make calls to this number. Also, you cannot add the lead to a campaign with inactive phone number.
    • You can add an extra field with ADD NEW FIELD button.
    • Save contact by clicking SAVE.

    Call history displays all inbound and outbound calls. The table includes the following fields:

    • Date;
    • User;
    • Phone;
    • External phone;
    • Duration;
    • Talking time;
    • Call status;
    • User side status;
    • Client side status.

    Also, you can listen to call recordings by clicking PLAY RECORD.

    Attachment tab includes added attachments. The table has the following fields:

    • File;
    • Responsible user;
    • Uploaded.

    To add attachment:

    • Click ADD ATTACHMENT;
    • Drag or upload file from PC (max 5 Mb);
    • Click UPLOAD.

    To download attachment, click on it. To delete attachments, click Delete.

    Emails tab displays all emails between the user and the lead.

    Adding extra fields while creating and editing the lead

    You can easily add custom fields from the client card. Please note that the extra fields will be added to all contacts from the same project.

    • In the dropdown list, select type of the field: Text, Phone, Number, Floating point number, Checkbox.
    • In the Field name field, enter the name of the field in 2-35 Latin letters without numbers and special characters.
    • In the Field value field, enter the required data. The data will vary depending on the selected field type:
      • Text in any 1-250 characters.
      • Phone number in 6-34 numbers. Use E.164 phone number formatting — [+][country code][area code][local phone number] (e.g. +1(415)5555555 without spaces).
      • Number in 1-35 characters.
      • Floating point number in 2-35 numbers with one dot.
      • Checkbox: you can choose true or false.
    • Add a field by clicking on ADD FIELD.
    • Save changes with SAVE button.

    Creation of tasks (callback or meeting)

    It is possible to create callback/meeting from the client card directly in the calendar.
    You'll receive the reminder in the interface and on email (if such option was activated by the owner in Main settings). Each task can be marked as Done or Cancelled.

    Creation from the client card

    1. Open the client card. Click CREATE TASK.
    2. Select Callback/Meeting.
    3. In the Date/Time, indicate date and time (in meeting indicate From and To dates).
    4. In the Phone field (for a callback only) select phone number (if there is no phone number in the field or the number is inactive, it is required to add or activate it).
    5. In the Comment field, you can add a comment in any 2-250 characters (optional field).
    6. Click Submit.

    Creation from the calendar

    The process of creating the task from the calendar is quite similaer. You'll see only one additinal field - Lead, where you need to select the lead for whom the task will be created from the drop-down.

    Creation of notes

      Press Add new note field in the client card, enter the text of the note (without any restrictions on type and number of characters). Click ADD NOTE.

      The created note will appear in the right part of the client card. It will display a date and time of the creation, author of the note, and the text. You can edit and delete the note. To edit the note, open a hidden menu in the right part of the note and click Edit. To delete the note, open a hidden menu on the right part of the note and click Delete.