Empower Your Hospitality Business with Crm Contact Management for Hospitality

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hi this video is on the crm contacts page now crm stands for customer relationship management it's all about storing your customer information but also all the activities and interactions you have with your customer having all of that information stored and available in one place so this is our contacts list you can also view a list of locations and zones by clicking in the tabs in the top left hand corner and on the right hand corner as throughout the system you can create a new lead import your database or create a new contact into the contacts list on the table itself you can see the different statuses that you can set and they're customizable for the different clients that you've got you can also set the types of clients that you have and give them different namings to separate them and filter them and then you've got all of the standard information so i'm going to click in to have a look at one of these customers and show you what we call the client card the information about that specific customer this is abc transports client card and here the page is divided into three sections you've got the contacts section on the left the communications section top right and underneath that you've got the activity section so we'll have a quick look at each of those three different modules and see how they how they work and how they fit together first of all in the contact section there are four tabs the billing details the shipping details people and locations now in this case the client is using the zero integration so i can click on that and that will take me straight into the client card in xero but i can also see live the amount that's been invoiced and what's currently outstanding for that client which is automatically syncing to the accounts module underneath that we've got all of the standard details that you would record about a customer their contact name and the billing name and the billing terms and that sort of thing you can collect just click the pencil and add your own custom fields so if you want some additional information being stored about your customers then you can just click on add additional custom field here and that might be the you want to store the client's birthday or the product that they're most interested in that sort of thing completely customizable to suit your business contact type again you can just add additional fields here you'll see the range of options that have already been added but you can just simply add new tags to increase the options there for contact type status billing terms source and the rest so go through those make any changes to customize it to make it exactly as you need it for your business all right people for each contact you may have multiple people you can uh look and select from the list and also add new contacts for this client and then the final tab in the contact section is locations now locations is much more powerful particularly if you're using our jobs module and or our assets module and i'll just quickly show you why for each billing contact and an example might be a real estate agent you might be working with 10 or 20 or 50 or hundreds of properties underneath that estate agent and so we call those locations you can select from the list of locations that are stored for that client or you can add a new location for that client by clicking on add new location with each location you then have three tabs the details and again you can customize the information you're collecting for locations by clicking on the edit pencil again and adding custom fields for locations you can store notes for individual locations things like security gate passwords or instructions to access and you can add attachments for your different locations as well in this case we've got a floor plan and a site plan stored for that location which the users in the app also have access to so a whole lot of valuable information that's being stored for each particular location now in this instance we've also split the location further into zones so each individual location for a client can be further split into zones and the value of zones is that when you're creating and dispatching jobs you can not only specify the client and the location but the zone within that location that the works to be undertaken and further if you're using our asset management system then when you select a job that has been specified to a location and a zone it will bring into the form only the assets related to that particular zone at the location now if those elements don't apply to you i'm sorry i've just wasted a little bit of your time but i just want to explain the the benefit of those three layers you've got the contact at the top multiple locations underneath that contact and then those locations can be subdivided into zones and all of that is interacting with the jobs module and with the asset management module okay let's move across on to the right hand side i can see all of the tasks both open tasks and the task history for this client i can see the tasks that are be done and the current status of those tasks i can review all of the notes that have been recorded against the client both manually within the system and job related so you can see if if a job note was added um it will be restored and i can click to be taken straight to the job that that note relates to i can very easily send email sms and create letters for the contact and it'll bring in automatically their contact details you can create templates which can be stored so you can very quickly send email or sms messages straight from this page using your templates and you can record call conversations and have those added to notes as well so it will automatically grab the right uh contact number of the contact that you're looking at and when i hit start call it will bring up the phone log i can enter the call notes here it will call the time date and duration of the call when i'm finished i can continue adding notes and once i've finished adding my notes i can either just save and close that call note or create a task from the call note that i've just added so that's calls and then of course history there's a full history of every single event and transaction that's gone on with that client so that if somebody comes in and wants to have a look all of the details are visible uh from the history page on the right hand side i can very quickly add a new lead quote invoice job or purchase or other features by selecting the add new button on the right hand side of the page okay so contacts on the left communications top right and then underneath that we've got the activity panel and this is really what distinguishes the formative crm from others it's not just about the customer contact details and communications it also brings in all of the activity that's going on with the client as well all on one page so the first tab is jobs i can view all of the jobs that have been done for this client or are being done they're split between the different job statuses so i can look at all of the overdue jobs or even all of the recurring profiles that have been set up for this customer forms shows me all of the forms that have been submitted that are related to this client i can automatically create reminders i can upload documents like service level agreements or contracts or non-disclosures and when i upload documents into this section i can also set expiry reminders so if it's a 12-month service level agreement that needs to be renewed i can set the expiry date and formatize will automatically send me a notification to advise that that service level agreement is approaching expiry and i can click to view those documents photos will bring in all of the photos from forms submitted related to this client so there's only one in this instance but every single time i submit a form that has photos attached that is linked to this client it will build this photo library for me which is very powerful if you want to build up a history of photos and images from jobs that are being done for a particular client leeds is my sales lead pipeline i'm recording all of the enquiries and sales opportunities for this customer quotes invoices with invoicing okay see all of the invoices that have been created for the client and what status they're up to whether they're paid overdue or unpaid in this case it's been integrated with the accounting software zero so i can click to view that invoice in xero itself or i can click and view the pdf from here in the page and you'll see there's a status layout of the pdf i can add photos and signatures to the invoices i can take payment and email the client directly from here as well so that's invoices purchases and even assets so if you're using the asset management module i'm able to without leaving the page view all of the different assets that we're managing for this particular client and the current status and we split assets into these different asset types so that we can view and monitor different information on each one but again without leaving the page i can view all of the assets by asset type i can even add new assets and asset types to the asset management system from this page so a really powerful all-in-one solution all of the contact information all of the communications and tasks that are going on and then finally all of the activity the jobs and forms and asset management related to that client together with the financials so that's the contacts page of the crm and i'm sure it will add great value to your business thanks for your time