hi there welcome to this vertex 24 CRM crash course my name is Gaurav and I'm a bit insulting at all CAD now I'm just creating this course to give you an overview of the features of the Petryk CRM and how you can use it in your company to get the more detailed course you can check out my youth my course as the link has been given in this YouTube description so in this particular crash course we are going to be seeing how to be managing the leads how we can add new leads and how we can be customizing some of the parameters of the leads moving on we are going to be seeing how to be managing the deals and what is it exactly and the deals then we are going to be seeing how to be creating new products how to be setting up the prices for the products and how to be linking the products to the leads and the deals then we'll also be seeing how to be creating some document that is the quotation and the invoices and how you can be sending this quotation invoices directly from matrix to your customers finally we are going to be seeing how to be managing the contact and companies and this can be quite useful because if you are using the Britax marketing features you can be sending bulk email directly to your customer from matrix 24 it will also give you an overview of from which customer you're getting the most business and from this customers you are not getting business at all so that's it let's move on and start with the lead management so for the first question that we need to be answering is what is the lead so leader basically your prospect customers or your potential customers you can be finding leads from various sources so one of the most common source is some conference or maybe some meeting that you have just attended you can be sending some bulk emails to all the people or you might be making some tele calls now one of the common things that you will see across the leaves is you do not know if the contact information is correct so let's say you have got some database of all the people so you need to be validating if the database contact information is correct and that can only be done if you're calling those people similarly you also do not know if the people are going to be interested in your product so you need to be calling them discussing it about your product or maybe even going and giving them a demo of your product and only then you'll come to know whether the person is really interested in your product now what is the agenda of your salespeople when they're trying to qualify the leads well the agenda is going to be quite simple first you need to be pitching your product to the customers so that you can get them interested secondly you're going to validate their contact information and this can be done by your sales team or your telemarketing team all right so this is it for theory let's move on to bit Rick's and see how we can exactly manage and customize leads all right time in my matrix account right now and on the left you can see I'm in the CRM section and in the leads I already have one lead created which is called as laptop required for school now before we start creating the leads I would like to introduce you to one concept of these status now you can see their status has been set for this lead as unassigned and we have other statuses as well like similar solution gather specification demo and complete lead now the question is what exactly is a status now status is basically the stages that your lead will go through to be qualified now according to business this status is going to be changing so let's see how we can be configuring this status to configure the status you can just go to the settings button now within the settings we go to the start point within which we have these statuses and dropdowns so on the left side you see we have the lead statuses within which we have all these stages that have been defined currently on the top we have the initial status which is unassigned now this basically signifies that whenever we adding a new lead it's going to be added in this particular stage which is unassigned later on we can move the lead from one stage to another which is the similar solution gather specification demo and so on if you wish to be adding new stages you can just click on the add status button and enter the name of the new status for now I do not really need it so I can just go ahead and remove it you can also edit them by just holding and clicking on the Edit name button now at the bottom you'll see that we have two status which is the successful stage and the unsuccessful stage now when a lead is qualified and we see that this person can be as a potential customer you're going to be moving them into the good lead now in case the customer cannot be qualified for whatever reasons we are going to be moving into the failed stage now as you can see we have already created two failed stages which is out of scope and budget constrained now let's just go ahead and create an additional status for the failure let's call this as incorrect contact information and let's just save it alright so let's just go ahead and save this now we can go back to our leads page now you can see that it's updating the elites because we had added a new stage all right now so this is how you can be modifying the stage right now we are in the list view and there's another way of viewing the lead status in the Kanban view now as we just saw we created these stages and this is basically how it's been represented right here so we have all the leads listed out according to the stages so for now I'll just switch over to the list view as I like this more okay so this is done now let's just go ahead and create a new lead creating a new lead is quite straightforward we just click on the Add button and start filling up the information for the lead so let's say for example we are creating an e-commerce site for one of the food outlets so let's call it maybe e-commerce for Whole Foods we can also enter the name of the person whom we are talking to let's make it as Robert and we can also enter the name of the company as well which is again Whole Foods and let's also enter the position of the person let's call him as the IT manager all right so this is done and you can go ahead and enter rest of the information as as well now you can see that all the data in my case has been arranged in sections so on the top we had the leade information section we have the product information section contact and more you can go ahead and edit all of this so a let's say for example you are not using some of the fields so for example we don't use the last name you can just click on the Settings button and click on hide so this will hide the last name if you wish to be bringing it back you can just click on the Select field and in here you'll be seeing all the unused fields so let's say we want the last name box you can just click right here and you can drag and drop that field in the appropriate location like this you also have the option of reorganizing the sections itself so let's say for example I want to be moving this particular section so you can just cast this particular section and move it at the appropriate location for now I'll just leave it at the same location so let's now enter the phone number of the person as well so let me just do that and click on save all right now let me just give you an overview of how everything has been arranged on the lead form so on the Left we have all the data related to the lead and on the right side we have the actions that we can take on this lead on the top we can see these status and we can go ahead and change the status from here as well so let's say we click here and it will be moved to this similar solution stage let's just go ahead and close this for now now to be editing any of the leads you can just click on the lead that you want to edit so for example let's edit this particularly that we just created now you can just click on the Change button and start editing all the data right here now one question that I get asked is I need some additional fields here because my business is different and the field is not been listed right here so what can be done for that so let's say for example we want to be going and surveying this particular company and this is done by my business analyst so how can we add a field called business analyst so I know exactly which is the person who is going to be doing this over so what you can do is you can just click on the Change button and then you'll be having the add field button so just click on that and in this you can add additional fields which can be of type text list date time and so on most of the fields are self-explanatory but I'm going to be using one particular field which might not be understood as easily so this is called the additional fields so let's click on that and it will bring up this form let's give this a name as surveyor and you also have the option of enabling the required so in case this particular field is going to be filled up by each and every lead you can have this switched on next we need to be setting up the type of this field and it's not going to be of string type instead I'm going to be using one particular field called as bind to CRM element so this is the type you are going to be using and as you can see it's letting me bind to any of the entities that is there in bit ryx so we can be binding this lead to another lead lead to a contact company or a deal in my case teaser where can either be one of the contacts or it can be another company so let's have that enable and click on save so this is done so let's go back to our leads now within the leads let's open it up again and now let's click on change and if I click on something called as the Select field I should be able to see the newly created field so that is right here ok now we can just click on the select button and in here I can select any of the person who is going to be doing this survey so let's say for example it's going to be this person right here so let's have that selected and click on save so as you can see here it's quite easy to be adding additional fields and you can add any as many fields as you want as per your requirement now let's say you want to be deleting some fields that you have created by mistake so what you need to be doing is just close this go back to the settings now you need to be going to one another section called as forms and report settings within this you'll find custom fields let's open up this one and you have the leads so let's go to the fields and in here you'll be able to see all the custom fields that have been created so this is the fields that we just created called surveyor and we can go ahead and delete it if we do not want it anymore all right now so that's it but before you adding any new additional custom field make sure that you see all the fields that have been provided by default by bit Rick's because many times I've seen people create those fields which have already been provided by bit tricks and it can get quite confusing to manage all your data so let's just go back to our leads and see the next thing for the next part let's see how we can be customizing this page itself so you can see I have a couple of collar and one of them is called full name so I want this particular column to be in the start because this is quite important so what you can do is you can just drag over this column and move it in this start you can also click on the column itself for sorting it according to ascending or descending order and you can also resize this fields as you wish now listen if for example you won't be enabling some columns so you can just click on the Settings button within this you will be given all the fields that are possible and you can enable them as per your requirement so let's say I want to be enabling one of the fields now called created by let's click on apply and I'll know exactly who created this lead so I can just bring this in the start so I know exactly who's the person and by whom the lead was created so as you can see is quite straightforward and very easy to use let's let me show you another feature let's click on the Settings and let's say you want to be making sure that all these fields are enabled for all the users in matrix so that they do not have to do it individually so what you can do is just set up the fields as per your requirement in your company and you have the special button called apply for all users so just have that enabled and click on apply and click on confirm now please remember this can only be done by the administrator and not everyone in the company alright awesome also this is done now let's look at one another important thing that needs to be done in every lead and a deal I also explained this feature in the deals but let's just go over it anyways so let's just open up one of the leads so let's say for example this one and in this particular form we right now just added the data on the left side now we need to be adding the actions on the right side which is a comment await call SMS and so on so let's say our person talked to the customer and he has some requirement so you can just type in the details right here so let's say he we got the basic details there is a e-commerce site and they put up a comment that they want a mobile application for it as well so we can mark the information right here so let's say customer wants the mobile app as well so you can also attach pictures links videos and so on if you wish to so let's just click on and the comment is now added so as you can see everything remains in one single place you have all the details related to the lead you have all the status on the right side related to the lead and this helps you organize all your data in matrix 24 and lets your hit team work more efficiently you also have other options such as the weight so this can be used in situations such as the customer tells I'm going out for a week and please contact me next week so you can just put up a weight activity for let's say one week and click on send and now you can see that we have a new planned activity and we are waiting for a week and this is going to be on 6th of September now if I close this particular window and if I click on refresh we can see that we have a column called activity and within this it's mentioned that we are going to be waiting for this particularly till 6th of September so in this way you can manage all your leads and you'll be knowing exactly which there you need to be contacting which customer alright now before we move forward I would like to introduce you to one another important concept that is of the responsible person now whenever we are creating a lead a deal contact or a company this responsible person is going to be assigned to someone so in my case whenever I create the lead I become the responsible person but it's not necessary anyone can be the responsible person in your company so right now if you see the second case I can see that the lead was created by myself but the responsible person is Alex now you can go ahead and change the responsible person just by opening up the lead now within this you'll have a field called as responsible person that's right here let's click on change and you can modify the responsible person right here the responsible person field also plays an important role when you're setting the access permission off the leads I'm not going to be covering the entire access permission in this video but you can just check out my detailed course on udemy if you wish to so let me just briefly tell you about it we can go to these settings now within the settings we have the permissions within which we have the access permission now in this page you can see that we have all the users and department listed on the left side and all of them are given some CRM role so for example let's consider Alex Alex is Venus erm rule of sales executors which is defined on the right side that is right here sales executive now if I just click on edit we can see that we can access all the permissions right here and modify it as per our requirement so I'm not just going to be covering it in detail right now let's go back to our leads and let's move on to the next feature which is quite important in metrics over a period of time you have maybe hundred two hundred or maybe a thousand leads and it can be quite difficult to manage all of them so what do you need to be doing is you need to be using this efficient search functionality of metrics on the Left we have the filter menu and on the right side we have all the fields that are searchable so let's see first how to be using the filters let's say I want to be seeing all my leads in progress that means where I am the responsible person I can just click on that and we see that there's one particularly which is in progress which means these status is not closed and I am the responsible person you can remove the filters just by clicking on the cross button now unless if example I want to be searching the lead where alex is the responsible person so let's just click on search and on the right side we can find the field called as responsible let's click on that and we can search for Alex let's select that and click on search and we see all the leads where alex is the responsible person now let's say I'm accessing Alex's lead quite often and I do not want to be entering this data again and again so what you can do is you can save this particular filter now on the bottom left we can see that we have something called save filter let's click on that and let's call this as Alex leads let's save it now it gives me a quick access and I can view Alex's lead anytime just by clicking right here so as you can see beatrix is quite flexible and easy to customize you do not need to be going to any programmers and most of the customization can be done by yourself alright with that done let us move on to the next feature which is quite exciting that is the automation rules now if I just open up automation rules we can see that all the stages have been mentioned here we have the unassigned similar solutions yeah the specific demo as well as the stages of when the deal is closed and if the deal is lost now to be configuring the automation rules just click on the configure automation rules button and you can start configuring it now there are two important aspects of the automation the first one is called triggers now you can see that I've already created one trigger called incoming email now triggers basically what it does is it triggers an action as the name suggests so whenever a new email comes in it's going to be moving the lead instead of the unassigned stage it's gonna be adding it to the gather specification stage now for this video I'm not going to be covering up triggers let's check out the other part which is the automation rule I already have two automation rules set up in these particular stages now let's just go ahead and create a new automation rule and this is going to be for the budget column I want a notification sent to myself whenever we lose a deal because of the budget constraint of the customer so what we can do is we can just click on the Add button and this will give us a drop-down within this we have various option that is like for employee client communication advertising and so on the one that we are going to be using right now is in for employees and if you scroll down we see that we have something called as notifications and within this we can type in the text so let's say for example lead is lost due to budget and wouldn't it be great if I can also mention the name of the lead that we lost so you can do that just by clicking on the straight dots right here go to the lead and within this we get all the variables that are possible of all the fields that are possible in the leads so the one that we need right now is the lead name the sender is most probably going to be the administrator in which in this case it's going to be myself and the recipient right now it's the responsible person of the lead now I do not want to be sending the notification to the responsible person instead I want to be sending it to a particular person so let's just remove that and I'm going to be selecting myself and you can see that I've also set the notification to run immediately now this basically means that whenever a new lead comes in this particular column which is the budget we are going to be firing up this notification all right now so that's done let's click on save now similar to how we had created this particularly you can go ahead and create multiple automation rules right here you can also have multiple automation rule in the same column so let's say I want to be sending the another notification as an email so you can select for employee and then we'll be having something called as send email that's right here so you can just start configuring it and the email is going to be sent by bit ryx whenever the lead moves on to this particular column okay so that's it you can use this automation rules to even send notification to your customers so for example if you want to be sending a notification when the lead comes in to the demo stage you can just click on add and you can say client communication I mean we are going to be sending an email to the client so the client has informed that we are going to be coming to the office for giving the demo all right so this is it let's click on save let's close this and come back to our ListView so that was a brief of how you can be using the automation rules I have covered more in depth in my complete course that is of libel on udemy ok this is done now let's see how we can be progressing with the leads now you can see that we are currently in the unassigned stage now to be closing the leads you can move on to the next stage and then the next stage and finally you'll be coming to this particular stage called complete lead so let's just click on that and you'll be presented with two options which is either generate the deal contact company or the junk lead so for example let's see how our automation works so that was in the junk lead and within this we need to be selecting the option of budget to make our automation run and let's click on save as soon as I do that you can see that the status has been marked as lost is marked by red and the reason has been mentioned as budget if you open up our notification panel we can see that the notification automation rule has run it was on this particular lead and the message is given that the lead is lost due to budget and this was the name of the lead so this was a very simple automation rules you can just go ahead and configure more complex automation according to your business all right now so this is done let's see how we can be creating a successful lead let me remove this filter so we see all the available leads and we have another lead that is for the e-commerce for whole foods so this time I'm going to be creating a successful lead now if I click on this drop down we can see that we have various options and let me go ahead and explain to you how this works your going to be using this option of deal plus contactless company if the customers interested in your product and they're ready to move forward the contact plus company basically mentions that we are going to be saving all the contact and the company details in our database let's say the person is an individual and not a company you can use this deal plus contact and if you do not have any details regarding a person and only the company details are available you can use the deal plus company next option is for deal I do not see many people using it there but in general what this is going to be doing is just going to be creating a deal without saving the details of the person in our database then you have another option of contact plus company now as I mentioned earlier not every person that you contact right now is going to be needing your product so let's just take the example of an insurance company let's say you call the person and the person is like I just renewed my insurance but probably next year I will be needing the insurance so instead of for disqualifying the customer you're going to be saving them as a contact plus company and try to close the order in the next year so that's when you are going to be using the contact list company now if the person again an individual you can use this contact and if it's a company you can just use the company option in our case we are going to be using the deal plus contact plus company so let's just click on that and then it's going to be asking you for the pipeline now I have discussed the concept of pipeline in the next video for now I'm just going to be selecting general and click on save now whenever you create a custom field and it has not been used in the deals it is going to be giving you this pop-up and it's saying that I'm just going to be adding a custom fields in the deals as well which is the surveyor so let's just click on continue to start creating the deal all right now our deal is now created and you can see the UI format of lead and deal is quite similar so it is quite easy to use on the left hand side you have all the details and on the right side we have the actions now you can see that the information related to the contact and company is visible right here if I just close this particular panel we can see in the deals section that the new deal has been added which is ecommerce for Whole Foods now if I just go to the companies we should have the new company also created that is right here called Whole Foods now if I go to the contacts we should also have this the new contact that we created which is Robert and within this we can see that the company has been linked as well so in this way you can be converting the leads into deals and this was just an overview there are a lot of things that can be done in leads such as creating leads as soon as you get a new email from the customers or maybe you want to be creating leads based on the webform that you put up on your website so all this is possible and you can check out my entire course for it let's move on to the next part of this series and see how we can be managing these in matrix