Knowledgebase



Administrators

Where can I change the company name if I change my trading name etc?

  1. Select Setup, Select Setup Company
  2. Enter new company name in Company Name field Then click


solved by CRM-Map Staff

Creating a User

CRM-Map allows administrators to create new users.

  1. select Setup.
  2. Now Setup Company.
  3. We see the list of current users displayed. To add a new user, select Add User
  4. It is essential to verify the email has not been previously entered in CRM-Map. To do this we enter the users email and select NextThen select the user’s type to determine the privilege level and select Add User.
  5. This message will be displayed to indicate that the user has been successfully created. Select Close to finish.
  6. The new user will be sent an email, and they will need to confirm their access.
  7. When they confirm they will be given the opportunity to reset their password.
  8. They can also change their user name. Once finished the user can select the home page and start using CRM-Map.

If you prefer to watch a training video on this topic, please click on the video link below:

Creating a User

 

 


Editing a User

CRM-Map enables administrators to edit user information. General Users can alter their name and passwords.

  1. Select Setup.
  2. Select Setup Company.
  3. A list of users is displayed. Use the Selection box to alter the user level. To delete a user, select the red bin icon. A confirmation of deletion will be required.
  4. For a User to change their password, Select My Account.
  5. Your user can now alter their name and password.

If you prefer to watch a training video on this topic, please click on the video link below:


Editing a User

How to set up a new contact

One of the many advantages of CRM-Map is that new contacts can be set up “on the fly”, while on site, or remotely.

  1. Simply find the address for the new contact you wish to add to your system.
  2. Select View Details to add information for this location.
  3. Open the Contacts tab and select Add New Contact.
  4. Enter the details of the contact    and select Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How to set up a new contact

 

 

How find a contact

Once contacts have been entered or loaded into CRM-Map, they are easy to find.

  1. Under Setup, select the Contacts tab to display a list of all your contacts. 
  2. You can search for a contact using the Search function – enter the name or suburb you are searching for.
  3. CRM-Map also allows you to sort your contacts by Contact Code, Name, or Suburb.

If you prefer to watch a training video on this topic, please click on the video link below:

How to find a contact

Icon Creation Suggestions for Best User Experience

The administrator can help your users to achieve best possible experience with CRM-Map.

Your users will be using a Google Maps interface. The main method they will have to see their customers on the map and the status of these customers will be by using icons.

It is important for visibility that you use bold clear shaped icons. To use the colour change option, you must use a transparent background.

We suggest you test these icons with 16 or 32 pixels base. You will get a better outcome with a PNG file, but CRM Map can also utilise JPEGs and GIF files.



To help you get started we have supplied you with some standard Icons.

With CRM-Map you can get a whole picture of your sale zones, territories, assets, clients, opportunities or leads. Improving your users experience with CRM Map, saving them time and effort and giving you better results.


If you prefer to watch a training video on this topic, please click on the video link below:

Icon Creation Suggestions for Best User Experience

I have more than one email address. How does CRM-Map work in that case?

Many business owners have more than one email address. How does CRM-Map work in that case?

In CRM-Map, your email address is your User Name when you log in.

If you have different emails for different companies,  each email address generates for you a separate User ID.

Each separate User will be billed or invoiced independently for each User ID. If you are using 2 emails for the same company, we suggest you only log in with one of them thus saving you dollars.


If you prefer to watch a training video on this topic, please click on the video link below:

I have more than one email address. How does CRM-Map work in that case?

The first step in using CRM-Map is to setup a company account. To begin, go to the CRM-Map website:

www.CRM-Map.com

You begin by selecting the green Free Trial button.

Fill in the details requested and ensure that you have read and agreed to the disclaimer accessible from this page. When filled out click on the Register button. You are now registered.

You will see all the companies you are now registered for. Click on the select button to start using your company.

You are now ready to enter the setup details for your company. Use our help for instructions and videos for ideas on how to personalize your company, set up users and interface to your data.


If you prefer to watch a training video on this topic, please click on the video link below:

How to Setup and Register to use CRM Map

CRM-Map comes with a standard set of terminology. However, all terminology can be changed to fit in with your organization

You can adjust the names of all the labels from the terminology screen

For example, you may call a contact a customer, patient, client etc. So you can alter the label to match your terminology.

In this example, you can now see that the tab that was labeled contacts is now customers

This change flows through all the screens.

Enjoy personalizing CRM Map to match your company.


If you prefer to watch a training video on this topic, please click on the video link below:


How to Personalise the Terminology used by CRM-Map.

How to Make Payments

With CRM-Map, you can keep your costs to a minimum, by tailoring how you wish to use this product.

If you are the administrator, then go to Setup and Setup Company.  Under the company information, you will see a tab called Account.  Please select the Account tab.



The first section of the Account tab allows you to select the number of users, automatic interface selection and  if you wish to have file storage.  This section relates to regular monthly charges. Monthly charges are automatic charges that will be deducted each month from your nominated account.



The second section of the Account tab is for one off options.  This section is used to top up your map usage credits. This will be auto updated by 30 map credits per user when your monthly license fees are paid.



We use PayPal for all of our payments so payment information is totally secure.



If you prefer to watch a video on this topic, please click on the video link below:

How to Make Payments

Once set up as a user within CRM-Map, we recommend change your password regularly.

  1. To change your password, log into CRM-Map and then under name select My Account.
  2. You will be prompted to enter your current password, then the new password twice. Now, select Update Password.
  3. If you have forgotten your password, select Forgot Password from the log in screen – this will send you an email to allow you to reset your password.
  4. Ensure that you regularly reset your password and we recommend that you do not reveal it to anyone.


If you prefer to watch a training video on this topic, please click on the video link below:


How to change a password

In CRM-Map colours indicate the status of a Transaction which is linked to a location. So each status has a colour.

  1. As an Administrator select Setup.
  2. Select Edit Statuses.
  3. This area allows Status to be added, edited and sometimes deleted. You cannot delete a Status if there are Transactions related to that Status.
  4. Try creating a new Status called Retired. If you know the HTML code of the desired colour, please enter this or select the little colour box on the right to display the colour pallet.
  5. Find the colour you want and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How Colours Work

Filters

CRM-Map offers an efficient filter system that allows you to see the information you need.

  1. To apply filters to the map, select Filters.
  2. You can filter the map view by Sales person, Category, Item or Status, or any combination you need.
  3. Select search to apply the filters.
  4. You can apply whatever restrictions you want. To remove the filters, select “X” on the Locations Restrictions dialogue box.


If you prefer to watch a training video on this topic, please click on the video link below:


Filters

Do you run two or more companies and use one email address?

In CRM-Map, it is possible for one email address to have access to more than one CRM-Map company.

In this example, we can see that the user has access to three companies. Access the CRM-Map Company simply by selecting the desired company. A single user may hold a different level for each company.



For example in one CRM Map company this user may be a manager, for another CRM Map Company, the user may be an administrator and for another CRM Map company the user may be a General User.



A user’s email may also belong to more than one organization. This would be very common with SEO’s and Marketing companies.

Marketing Companies and SEO’s will be very keen to increase your usage of products like CRM Map as google map usage naturally increases your SEO content to your company.


If you prefer to watch a training video on this topic, please click on the video link below:

Do you run two or more companies and use one email address?

Custom Fields

Your company administrator will be able to add custom fields to your main data storage areas.

In CRM-Map Custom fields are available within Contacts, Items and Transactions.

 

Once in Setup, go into Custom Fields.  Select the data storage area you wish to add a custom field to.


 

When you select add a new field, you will be able to create a new name to suit you and your organization, plus you can select the type of field you are adding.
Each of these field types will allow certain data and even certain functions to be performed.  For example a File Upload will allow a data file to be linked to that field.  You can then attach any file you need to a Contact, a Product or a Transaction.


 

Once you have added custom fields you will find them added to the related forms.  They will be added to the bottom of the fields currently in your data set.


 

With Customized Fields you can tailor each screen to match your organization needs.


If you prefer to watch a training video on this topic, please click on the video link below:

Customized Fields

Assigning an item to a location

Locations can be assigned items either from the importing function when you select to your core data, or you can add them as you go. The videos will show how you can manually enter an item to a location.

  1. To Begin with, find the desired location and select view details
  2. In the view details, you will see any existing information about this location, and you can add new information to this location. To add a new item, select the “pen”, next to the Item box.
  3. You have been taken to the Allocate Item option. Items are joined together by categories, so you need to select a category. Now the associated items will be displayed.
  4. Highlight an item and select the arrow in the middle. This will allocate the item. You will see by this example it is possible to have more than one item allocated to a location. Once you have selected all the items, Select save.
  5. The items are now allocated to the location and their icons will appear on your map.

If you prefer to watch a training video on this topic, please click on the video link below:

Assign an item to a location

 


Administration of Assigning an item to a location

Once an administrator has configured CRM-Map with items associated with categories, it is easy for staff to associate an item to a location.

  1. Select set up categories
  2. Categories will have icons. The detail of setting this up is covered in a separate video
  3. Allocate a new item by selecting the add new item or edit an item with the blue button on the right-hand side
  4. An item can be associated with a category. A category can have one or more items, but each item can have only one category
  5. Items are now ready to be assigned to locations

If you prefer to watch a training video on this topic, please click on the video link below:

Administration of Assigning an item to a location

Editing and Updating Categories and Icons in CRM-Map needs to be performed by an Administrator.
Before starting, make sure you have your Icon Image file ready. Keep your image files to less than 0.5 MB.

    1. Select Setup.

    1. Select Edit Categories. Icons are associated with Categories.

    1. Select Add New Categories. If you wished to edit a category click on the little blue pencil icon.

    1. If adding a new category, type in the category name and description. Now select Upload New Icon.

    1. Find your PNG or JPEG Icon file and Open.

  1. To link the icon to the category, select the icon and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

Adding and Updating Categories and Icons

Integration

Import CSV files with CRM-Map

Data can be imported and exported from CRM-Map using many methods, Comma Separated Value files, API and Direct Product Interfaces. Here we will cover the CSV methodology.

We recommend that before importing or exporting data, you have set up the extra Custom Fields you wish to use.  This is because to import or export from Custom Fields, they need to be activated.   Imports and Exports are retained and can be run automatically in some cases, and timed or manually for all cases.

To begin, if you are the Administrator, select the Setup menu and go to the Import/Export area.

Now you need to select which area you are going to import into, Contacts, Items or Transactions.
For this example, we are going to use Contacts.

Once you have selected which area you are importing or exporting from, there are only 3 steps to run. Import From, Options and Data Matching.

Select the Importing Contacts from CSV tab.

You are now taken to the Step 2. Options.

This screen may appear to be a little complex, however if you have ever imported or exported in other products, such as MYOB, Xero, Quickbooks, Zoho, you will be used to seeing these sort of questions.

CSV data is separated by. CSV means Comma Separated Values. In more recent times, people are separating values with other options, such as tabs, Commas, Semi colons or pips. So we are giving you these options as a little hint, if exporting or saving from excel to a CSV format, normally, this is a Comma.

First Line of the CSV file Contains. Headings or Labels / Data? This is asking if the very top line of text is actually data or headings related to your data.  If you don’t know you can look at your file via Excel or a Notepad.

If a unique code exists in CRM-Map already, would you like to. If a unique code exists in CRM-Map already, would you like to Update the row or ignore the row.  Let me give you an example.  You have a contact ID which you have called unique.  Now you alter the address for this contact.  It would be best if this data was Updated.  However you may be only wanting to add new data, and not update all old data, as this is a quick update, in this case you would be best to Ignore if the ID exists.

Import Name. As each Import routine is saved and can be run by schedule, manually or timed, it is important that you can name your import routine.  This is the name being sought here.  So please put in a name that makes sense to you.

Select the CSV file for importing. You need to find the file you wish to import from.  Use the select file button and find you file and either double click on that file, or select open to finalize the file selection.

Now, click Next.

Step 3. Data Matching.
In this area, you need to match the data on your Import File, to the CRM-Map table

Against each field, select a matching field, or click the Cross button to not import to this field.

Then select to save this only, or import this now and save it.   The import will automatically save, and the importing of files will occur in the background.

Once a File import has occurred, You can select a new file and import again. Or you can create another import routine.

CRM-Map allows you the flexibility to upload and download your data via CSV on an ad hoc basis.
This feature allows you to add to your data, review your data as a manager, and increase your business information and decision making skills.

 


If you prefer to watch a training video on this topic, please click on the video link below:

Import CSV files with CRM-Map

Data Flow Diagram for CRM-Map

The data flow in CRM-Map allows a great deal of flexibility in the way the application can be used.

These are the main areas that your data will be able to populate.


Each of these areas, you will be able to alter the terminology seen by your users.  For example you may not call contacts, contacts, but Clients.  or Volunteers, or Customers.

There are other tables as well that you will not have access to alter the terminology on.  Such as the user login table.  When you set up a new user, this will be added to this table.

If you have any queries on how your business should use the data flow options of CRM Map, please view some of our business scenario examples of dataflow.  If you are still not feeling that this is working for you, please contact us, either by our chat room or email support@crm-map.com


If you prefer to watch a training video on this topic, please click on the video link below:

Data Flow Diagram for CRM-Map

Management

Managing Assets with CRM-Map

CRM-Map is an amazingly useful tool when it comes to tracking and managing your assets.

This diagram will give you an idea of how data can be stored, viewed and updated for assets within CRM-Map.



Each asset can have file notes, transactions of costs, photos and other records attached to its location.

Assets are different for each organization. They could be people, animals or physical items. As assets can be moved, it is important to know where they are presently located, especially in comparison to your other resources.

When managing your assets, you will find using CRM-Map to support you with this task will be of great benefit. CRM-Map saves you time, money and effort. For example one of your staff is visiting one of your logistic warehouses. They can take photos of stock for example and immediately this will be added to your asset while they are onsite which then flows immediately through to your main system. No need to wait till they get back to the office to upload those files.

Seeing your assets on a map, can support your Risk Management activities. For example in a natural disaster situation i.e. bushfire the authorities would be able to plot where their firefighting assets are in relation to the fire and the projected path of the fire and call in more assets if required based on geographical location.


If you prefer to watch a training video on this topic, please click on the video link below:

Managing Assets with CRM-Map

Myob - How this works with CRM-Map

Turning your MYOB Data into a live CRM

CRM-Map connects to both MYOB cloud-based products, such as AccountRight and Essentials, or local-based such as Premier.

CRM-Map turns your data into a powerful organizational CRM.

In order to set up the connection between MYOB and CRM-Map, you will need to consider what information you wish to display on your map.


If you are using a cloud based MYOB product, you will use the MYOB Application – ODBC WriteNow to link your data to CRM-Map.  ODBC WriteNow, is part of the Accede Product suite.



If you are using Premier, or another local based MYOB Product. You will need to Export the data you wish to import into CRM-Map, as a CSV.

Use our CSV import Video for more instructions.

As an example, if you were using CRM-Map to track sales, you would need to:

View our MYOB Customer Example Video.

Once you have your MYOB Customers entered, you can then add new invoices, edit invoices, take photos and attach these to your invoices.  You can also use CRM-Map to follow up on invoice.

CRM-Map and MYOB can also map and manage your jobs.  Your product sales and your suppliers. CRM-Map can be used in so many ways within your business. If your scenario is particularly complex please contact us and we will help you set up.


If you prefer to watch a training video on this topic, please click on the video link below:

Turning your MYOB Data into a live CRM

MYOB Supplier Cards & CRM-Map

In MYOB you will have your Supplier entered as Customer Cards.  Some may be companies and others private.



In CRM-Map you can import your Supplier Cards into our Contacts Table. The Contacts Tables allow you to alter the terminology  and add the extra fields including the Custom Fields that you wish to use. We have videos on how you can import and how to personalize CRM-Map to suit you, your team and your organization.

 



At the moment in MYOB you can’t store multiple files and images against your suppliers’ card. One of the best features of CRM-Map is now these images wont go into MYOB but they can be transferred to your local server or another device nominated by your administrator.

One of the reasons that you may wish to see your suppliers and the sales you have made based on a supplier, could be because you have a warranty issue.  E.g. you guess a lot of sales a breaking down in a certain area.  Or you need to show images of the equipment breakdowns in their base environment.

This really lets your MYOB data become a useful and powerful set of data.  You can even get better buying leverage, or offer to open a new service centre.

CRM-Map lets your company leverage your MYOB data and make it work for you like nothing else can.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Supplier Cards & CRM-Map

MYOB Sales – excluding Item Sales


If you consider MYOB to be your Main Data storage area, and that all sales are kept in the MYOB Sales area, then currently if you wish to add / edit or even delete, you need to be a licensed user and as such you need to have the ability to utilize these features.

In CRM-Map you can import your Customer cards into our Contacts Table. You can then import your sales into The transaction table.
This will let you see all your transactions per customer and at their location.

You will need to use a custom field, if you wish to be able to Add new sales or edit sales. This is because you will need to enter the GL code for each sale. – Look into our Customized Field video for more instructions.

Implementing CRM-Map, based on the options you have allocated to your users, your users can now See, Add, Edit and Delete transactions per Customer. This can automatically transfer back to your MYOB. This saves you in Time, License Fees and User Errors.

Your sales team can enter quotes on the road, and new customers – Once they’ve made the sale your client receives confirmation of receipt of payment which is automatically entered into your records.

At the moment in MYOB you can’t store multiple files and images against your customer or sales card. One of the best features of CRM-Map is now these images will not go into MYOB but they can be transferred to your local server or another device nominated by your administrator. This can be really handy for Proof, before and after service; the list is almost never ending.


If you prefer to watch a training video on this topic, please click on the video link below:


MYOB Sales – excluding Item Sales

MYOB Purchases

If you consider MYOB to be your Main Data storage area currently if you wish to add / edit or even delete, you need to be a licensed user and you need to have the ability to utilize these features.

You may wish to bring Supplier information into your system to show this against Jobs.  In jobs such as the building industry, you need to know when the order was placed, when it is to be delivered.  If delivered whom to contact and how to ask about correct delivery, faulty products etc. In this example we will assume you have a location for each supplier invoice – even if you used custom fields for this.

Import your MYOB Purchases into the CRM-Map’s transaction table.

This will let you see all your Transactions per Location. The location could be a Job, a Customer or even a Supplier.

If you put the MYOB Invoice Type into the Status, you will see at what level the purchase is at, e.g. a Quote, an Order or an Invoice.

Implementing CRM-Map, based on the options you have allocated to your users, the users can now See, Add, Edit and Delete transactions. This can automatically transfer back to your MYOB.  This saves you in Time, License Fees and User Errors.

At the moment, you cannot store multiple files and images against your contact, transaction or product. With CRM-Map you will have the ability to save before and after images of jobs carried out as evidence of service. The possible applications are endless. Now these images can be transferred to your local server or another device nominated by your administrator.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Purchases

MYOB Item Sales

If you consider MYOB to be your Main Data storage area, and that all sales are kept in the MYOB Sales area, then currently if you wish to add / edit or even delete, you need to be a licensed user and you need to have the ability to utilize these features.


 

In CRM-Map you can import your Customer Cards into our Contacts Table.   For this step and the next couple of steps, you will be able to do this automatically, on a timed basic or by request.

 

Then import your MYOB Products into the Products table.  And if using a custom table to show all products by a time, put this custom table link into the CRM-Map Category area and make sure you have loaded your Icons so it is easier for Sales people.

 

You can then import your Sales into the Transactions Table.

 

This will let you see all your Transactions per Customer – and at their Location.

If you put the MYOB Invoice type into the Status, you will see what are Invoices, what are Quotes and what are Orders by color.

You will need to use a Customized Field, if you wish to be able to Add new Sales or edit Sales.  This is because you will need to enter the GL code for each sale. – Look into our Customized Field video for more instructions.



Implementing CRM-Map, based on the options you have allocated to your users, your users can now See, Add, Edit and Delete Transactions per Customer.  This can automatically transfer back to your MYOB.  This saves you in Time, License Fees and User Errors.

Plus, your sales team, can enter quotes on the road, and new customers – if giving products.  With Client confirmation of receipt.

At the moment, you cannot store multiple files and images against your Contact, Transaction or Product. With CRM-Map you will have the ability to save before and after images of jobs carried out as evidence of service. The possible applications are endless. Now these images can be transferred to your local server or another device nominated by your administrator.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Item Sales

MYOB Customer Cards & CRM-Map

In MYOB you will have your Customers entered as Customer Cards. Some may be companies and others private.


 

In MYOB you also have the ability to hold a single image against a Customer and have notes and custom fields.


 

In CRM-Map you can import your Customer Cards into our Contacts Table. The Contacts Table allows you to alter the terminology and add the extra fields including the Custom Fields that you wish to use. We have videos on how to import and how to alter terminology.


 

At the moment in MYOB you can’t store multiple files and images against your customer’ card. One of the best features of CRM-Map is now these images wont go into MYOB but they can be transferred to your local server or another device nominated by your administrator.

Best of all, your sales people can add new customers, quotes or even notes of a meeting on the road and these are able to be automatically updated to your MYOB.

CRM-Map works seamlessly with MYOB in creating  a powerful personalized CRM database for your organization.

CRM-Map lets your company leverage your MYOB data and make it work for you like nothing else can.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Customer Cards & CRM-Map

Online Tutorials

Use CRM-Map to sell more

There are many ways the Mapping features of CRM-Map can dynamically increase your sales.

This diagram shows how your sales information can be stored and transferred with CRM-Map.



When you or your team are in the field. CRM-Map will allow you to instantly check your clients records such as past history of sales, quotes, photos and files which will give you a complete client picture which is instantly available.

CRM-Map will support your field prospecting activities. When you and your team are out in the field you can note, prioritize and organize leads easily.  As you can identify your best clients easily with CRM-Map you can search for prospects nearby saving you and your team valuable time.

CRM-Map allows you to set defined sale zones for your team. You can see where your team are and when they are in the field. You will save valuable time in scheduling. When you and your team are out in the field you can instantly upload and organize existing and prospective client records easily. You will save in admin time allowing you and your team to concentrate on sales.

With CRM-Map you can get a whole picture of your sale zones or territories . Your team can take before and after photos and link this to a location or customer.

Using CRM-Map will increase your SEO naturally. You will increase your visibility, credibility and attract more clients.

CRM-Map is an amazing sales tool which will save you time and increase your sales.


If you prefer to watch a training video on this topic, please click on the video link below:

Use CRM-Map to sell more

Turning your MYOB Data into a live CRM

CRM-Map connects to both MYOB cloud-based products, such as AccountRight and Essentials, or local-based such as Premier.

CRM-Map turns your data into a powerful organizational CRM.

In order to set up the connection between MYOB and CRM-Map, you will need to consider what information you wish to display on your map.


If you are using a cloud based MYOB product, you will use the MYOB Application – ODBC WriteNow to link your data to CRM-Map.  ODBC WriteNow, is part of the Accede Product suite.



If you are using Premier, or another local based MYOB Product. You will need to Export the data you wish to import into CRM-Map, as a CSV.

Use our CSV import Video for more instructions.

As an example, if you were using CRM-Map to track sales, you would need to:

View our MYOB Customer Example Video.

Once you have your MYOB Customers entered, you can then add new invoices, edit invoices, take photos and attach these to your invoices.  You can also use CRM-Map to follow up on invoice.

CRM-Map and MYOB can also map and manage your jobs.  Your product sales and your suppliers. CRM-Map can be used in so many ways within your business. If your scenario is particularly complex please contact us and we will help you set up.


If you prefer to watch a training video on this topic, please click on the video link below:

Turning your MYOB Data into a live CRM

How to set up a new contact

One of the many advantages of CRM-Map is that new contacts can be set up “on the fly”, while on site, or remotely.

  1. Simply find the address for the new contact you wish to add to your system.
  2. Select View Details to add information for this location.
  3. Open the Contacts tab and select Add New Contact.
  4. Enter the details of the contact    and select Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How to set up a new contact

 

 

How find a contact

Once contacts have been entered or loaded into CRM-Map, they are easy to find.

  1. Under Setup, select the Contacts tab to display a list of all your contacts. 
  2. You can search for a contact using the Search function – enter the name or suburb you are searching for.
  3. CRM-Map also allows you to sort your contacts by Contact Code, Name, or Suburb.

If you prefer to watch a training video on this topic, please click on the video link below:

How to find a contact

MYOB Supplier Cards & CRM-Map

In MYOB you will have your Supplier entered as Customer Cards.  Some may be companies and others private.



In CRM-Map you can import your Supplier Cards into our Contacts Table. The Contacts Tables allow you to alter the terminology  and add the extra fields including the Custom Fields that you wish to use. We have videos on how you can import and how to personalize CRM-Map to suit you, your team and your organization.

 



At the moment in MYOB you can’t store multiple files and images against your suppliers’ card. One of the best features of CRM-Map is now these images wont go into MYOB but they can be transferred to your local server or another device nominated by your administrator.

One of the reasons that you may wish to see your suppliers and the sales you have made based on a supplier, could be because you have a warranty issue.  E.g. you guess a lot of sales a breaking down in a certain area.  Or you need to show images of the equipment breakdowns in their base environment.

This really lets your MYOB data become a useful and powerful set of data.  You can even get better buying leverage, or offer to open a new service centre.

CRM-Map lets your company leverage your MYOB data and make it work for you like nothing else can.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Supplier Cards & CRM-Map

MYOB Purchases

If you consider MYOB to be your Main Data storage area currently if you wish to add / edit or even delete, you need to be a licensed user and you need to have the ability to utilize these features.

You may wish to bring Supplier information into your system to show this against Jobs.  In jobs such as the building industry, you need to know when the order was placed, when it is to be delivered.  If delivered whom to contact and how to ask about correct delivery, faulty products etc. In this example we will assume you have a location for each supplier invoice – even if you used custom fields for this.

Import your MYOB Purchases into the CRM-Map’s transaction table.

This will let you see all your Transactions per Location. The location could be a Job, a Customer or even a Supplier.

If you put the MYOB Invoice Type into the Status, you will see at what level the purchase is at, e.g. a Quote, an Order or an Invoice.

Implementing CRM-Map, based on the options you have allocated to your users, the users can now See, Add, Edit and Delete transactions. This can automatically transfer back to your MYOB.  This saves you in Time, License Fees and User Errors.

At the moment, you cannot store multiple files and images against your contact, transaction or product. With CRM-Map you will have the ability to save before and after images of jobs carried out as evidence of service. The possible applications are endless. Now these images can be transferred to your local server or another device nominated by your administrator.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Purchases

MYOB Item Sales

If you consider MYOB to be your Main Data storage area, and that all sales are kept in the MYOB Sales area, then currently if you wish to add / edit or even delete, you need to be a licensed user and you need to have the ability to utilize these features.


 

In CRM-Map you can import your Customer Cards into our Contacts Table.   For this step and the next couple of steps, you will be able to do this automatically, on a timed basic or by request.

 

Then import your MYOB Products into the Products table.  And if using a custom table to show all products by a time, put this custom table link into the CRM-Map Category area and make sure you have loaded your Icons so it is easier for Sales people.

 

You can then import your Sales into the Transactions Table.

 

This will let you see all your Transactions per Customer – and at their Location.

If you put the MYOB Invoice type into the Status, you will see what are Invoices, what are Quotes and what are Orders by color.

You will need to use a Customized Field, if you wish to be able to Add new Sales or edit Sales.  This is because you will need to enter the GL code for each sale. – Look into our Customized Field video for more instructions.



Implementing CRM-Map, based on the options you have allocated to your users, your users can now See, Add, Edit and Delete Transactions per Customer.  This can automatically transfer back to your MYOB.  This saves you in Time, License Fees and User Errors.

Plus, your sales team, can enter quotes on the road, and new customers – if giving products.  With Client confirmation of receipt.

At the moment, you cannot store multiple files and images against your Contact, Transaction or Product. With CRM-Map you will have the ability to save before and after images of jobs carried out as evidence of service. The possible applications are endless. Now these images can be transferred to your local server or another device nominated by your administrator.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Item Sales

MYOB Customer Cards & CRM-Map

In MYOB you will have your Customers entered as Customer Cards. Some may be companies and others private.


 

In MYOB you also have the ability to hold a single image against a Customer and have notes and custom fields.


 

In CRM-Map you can import your Customer Cards into our Contacts Table. The Contacts Table allows you to alter the terminology and add the extra fields including the Custom Fields that you wish to use. We have videos on how to import and how to alter terminology.


 

At the moment in MYOB you can’t store multiple files and images against your customer’ card. One of the best features of CRM-Map is now these images wont go into MYOB but they can be transferred to your local server or another device nominated by your administrator.

Best of all, your sales people can add new customers, quotes or even notes of a meeting on the road and these are able to be automatically updated to your MYOB.

CRM-Map works seamlessly with MYOB in creating  a powerful personalized CRM database for your organization.

CRM-Map lets your company leverage your MYOB data and make it work for you like nothing else can.


If you prefer to watch a training video on this topic, please click on the video link below:

MYOB Customer Cards & CRM-Map

Managing Assets with CRM-Map

CRM-Map is an amazingly useful tool when it comes to tracking and managing your assets.

This diagram will give you an idea of how data can be stored, viewed and updated for assets within CRM-Map.



Each asset can have file notes, transactions of costs, photos and other records attached to its location.

Assets are different for each organization. They could be people, animals or physical items. As assets can be moved, it is important to know where they are presently located, especially in comparison to your other resources.

When managing your assets, you will find using CRM-Map to support you with this task will be of great benefit. CRM-Map saves you time, money and effort. For example one of your staff is visiting one of your logistic warehouses. They can take photos of stock for example and immediately this will be added to your asset while they are onsite which then flows immediately through to your main system. No need to wait till they get back to the office to upload those files.

Seeing your assets on a map, can support your Risk Management activities. For example in a natural disaster situation i.e. bushfire the authorities would be able to plot where their firefighting assets are in relation to the fire and the projected path of the fire and call in more assets if required based on geographical location.


If you prefer to watch a training video on this topic, please click on the video link below:

Managing Assets with CRM-Map

Import CSV files with CRM-Map

Data can be imported and exported from CRM-Map using many methods, Comma Separated Value files, API and Direct Product Interfaces. Here we will cover the CSV methodology.

We recommend that before importing or exporting data, you have set up the extra Custom Fields you wish to use.  This is because to import or export from Custom Fields, they need to be activated.   Imports and Exports are retained and can be run automatically in some cases, and timed or manually for all cases.

To begin, if you are the Administrator, select the Setup menu and go to the Import/Export area.

Now you need to select which area you are going to import into, Contacts, Items or Transactions.
For this example, we are going to use Contacts.

Once you have selected which area you are importing or exporting from, there are only 3 steps to run. Import From, Options and Data Matching.

Select the Importing Contacts from CSV tab.

You are now taken to the Step 2. Options.

This screen may appear to be a little complex, however if you have ever imported or exported in other products, such as MYOB, Xero, Quickbooks, Zoho, you will be used to seeing these sort of questions.

CSV data is separated by. CSV means Comma Separated Values. In more recent times, people are separating values with other options, such as tabs, Commas, Semi colons or pips. So we are giving you these options as a little hint, if exporting or saving from excel to a CSV format, normally, this is a Comma.

First Line of the CSV file Contains. Headings or Labels / Data? This is asking if the very top line of text is actually data or headings related to your data.  If you don’t know you can look at your file via Excel or a Notepad.

If a unique code exists in CRM-Map already, would you like to. If a unique code exists in CRM-Map already, would you like to Update the row or ignore the row.  Let me give you an example.  You have a contact ID which you have called unique.  Now you alter the address for this contact.  It would be best if this data was Updated.  However you may be only wanting to add new data, and not update all old data, as this is a quick update, in this case you would be best to Ignore if the ID exists.

Import Name. As each Import routine is saved and can be run by schedule, manually or timed, it is important that you can name your import routine.  This is the name being sought here.  So please put in a name that makes sense to you.

Select the CSV file for importing. You need to find the file you wish to import from.  Use the select file button and find you file and either double click on that file, or select open to finalize the file selection.

Now, click Next.

Step 3. Data Matching.
In this area, you need to match the data on your Import File, to the CRM-Map table

Against each field, select a matching field, or click the Cross button to not import to this field.

Then select to save this only, or import this now and save it.   The import will automatically save, and the importing of files will occur in the background.

Once a File import has occurred, You can select a new file and import again. Or you can create another import routine.

CRM-Map allows you the flexibility to upload and download your data via CSV on an ad hoc basis.
This feature allows you to add to your data, review your data as a manager, and increase your business information and decision making skills.

 


If you prefer to watch a training video on this topic, please click on the video link below:

Import CSV files with CRM-Map

Icon Creation Suggestions for Best User Experience

The administrator can help your users to achieve best possible experience with CRM-Map.

Your users will be using a Google Maps interface. The main method they will have to see their customers on the map and the status of these customers will be by using icons.

It is important for visibility that you use bold clear shaped icons. To use the colour change option, you must use a transparent background.

We suggest you test these icons with 16 or 32 pixels base. You will get a better outcome with a PNG file, but CRM Map can also utilise JPEGs and GIF files.



To help you get started we have supplied you with some standard Icons.

With CRM-Map you can get a whole picture of your sale zones, territories, assets, clients, opportunities or leads. Improving your users experience with CRM Map, saving them time and effort and giving you better results.


If you prefer to watch a training video on this topic, please click on the video link below:

Icon Creation Suggestions for Best User Experience

I have more than one email address. How does CRM-Map work in that case?

Many business owners have more than one email address. How does CRM-Map work in that case?

In CRM-Map, your email address is your User Name when you log in.

If you have different emails for different companies,  each email address generates for you a separate User ID.

Each separate User will be billed or invoiced independently for each User ID. If you are using 2 emails for the same company, we suggest you only log in with one of them thus saving you dollars.


If you prefer to watch a training video on this topic, please click on the video link below:

I have more than one email address. How does CRM-Map work in that case?

CRM-Map comes with a standard set of terminology. However, all terminology can be changed to fit in with your organization

You can adjust the names of all the labels from the terminology screen

For example, you may call a contact a customer, patient, client etc. So you can alter the label to match your terminology.

In this example, you can now see that the tab that was labeled contacts is now customers

This change flows through all the screens.

Enjoy personalizing CRM Map to match your company.


If you prefer to watch a training video on this topic, please click on the video link below:


How to Personalise the Terminology used by CRM-Map.

How to Make Payments

With CRM-Map, you can keep your costs to a minimum, by tailoring how you wish to use this product.

If you are the administrator, then go to Setup and Setup Company.  Under the company information, you will see a tab called Account.  Please select the Account tab.



The first section of the Account tab allows you to select the number of users, automatic interface selection and  if you wish to have file storage.  This section relates to regular monthly charges. Monthly charges are automatic charges that will be deducted each month from your nominated account.



The second section of the Account tab is for one off options.  This section is used to top up your map usage credits. This will be auto updated by 30 map credits per user when your monthly license fees are paid.



We use PayPal for all of our payments so payment information is totally secure.



If you prefer to watch a video on this topic, please click on the video link below:

How to Make Payments

Once set up as a user within CRM-Map, we recommend change your password regularly.

  1. To change your password, log into CRM-Map and then under name select My Account.
  2. You will be prompted to enter your current password, then the new password twice. Now, select Update Password.
  3. If you have forgotten your password, select Forgot Password from the log in screen – this will send you an email to allow you to reset your password.
  4. Ensure that you regularly reset your password and we recommend that you do not reveal it to anyone.


If you prefer to watch a training video on this topic, please click on the video link below:


How to change a password

In CRM-Map colours indicate the status of a Transaction which is linked to a location. So each status has a colour.

  1. As an Administrator select Setup.
  2. Select Edit Statuses.
  3. This area allows Status to be added, edited and sometimes deleted. You cannot delete a Status if there are Transactions related to that Status.
  4. Try creating a new Status called Retired. If you know the HTML code of the desired colour, please enter this or select the little colour box on the right to display the colour pallet.
  5. Find the colour you want and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How Colours Work

Export CSV files with CRM-Map

Data can be easily exported from CRM-Map as a CSV file.

To begin, select the Setup menu and go to the Import/Export area.

Select Contacts to export contacts details.

There are only 3 steps to run.

Step 1 Importing From, Under “Or are you exporting contacts to?”, click CSV

 


You will then be taken to Step 2  Options.

Select Commas as the answer for the question “CSV Data is separated by”.

Rename the Export Name if required or leave it as it is.

Click Next.

 


You are now taken to step 3 Data Matching.

Make sure all CSV Fields have corresponding data matching the CRMMap Fields.

Use drop-down menu to select if required.

Choose “Ignore Field” if you do not wish to include a particular column in your table and export it as CSV.

Then Click “Save Settings and export now”, your CSV file will now be downloaded, and you will be asked where to save this file to.

 


If you prefer to watch a training video on this topic, please click on the video link below:

Export CSV files with CRM-Map

Do you run two or more companies and use one email address?

In CRM-Map, it is possible for one email address to have access to more than one CRM-Map company.

In this example, we can see that the user has access to three companies. Access the CRM-Map Company simply by selecting the desired company. A single user may hold a different level for each company.



For example in one CRM Map company this user may be a manager, for another CRM Map Company, the user may be an administrator and for another CRM Map company the user may be a General User.



A user’s email may also belong to more than one organization. This would be very common with SEO’s and Marketing companies.

Marketing Companies and SEO’s will be very keen to increase your usage of products like CRM Map as google map usage naturally increases your SEO content to your company.


If you prefer to watch a training video on this topic, please click on the video link below:

Do you run two or more companies and use one email address?

Data Flow Diagram for CRM-Map

The data flow in CRM-Map allows a great deal of flexibility in the way the application can be used.

These are the main areas that your data will be able to populate.


Each of these areas, you will be able to alter the terminology seen by your users.  For example you may not call contacts, contacts, but Clients.  or Volunteers, or Customers.

There are other tables as well that you will not have access to alter the terminology on.  Such as the user login table.  When you set up a new user, this will be added to this table.

If you have any queries on how your business should use the data flow options of CRM Map, please view some of our business scenario examples of dataflow.  If you are still not feeling that this is working for you, please contact us, either by our chat room or email support@crm-map.com


If you prefer to watch a training video on this topic, please click on the video link below:

Data Flow Diagram for CRM-Map

Custom Fields

Your company administrator will be able to add custom fields to your main data storage areas.

In CRM-Map Custom fields are available within Contacts, Items and Transactions.

 

Once in Setup, go into Custom Fields.  Select the data storage area you wish to add a custom field to.


 

When you select add a new field, you will be able to create a new name to suit you and your organization, plus you can select the type of field you are adding.
Each of these field types will allow certain data and even certain functions to be performed.  For example a File Upload will allow a data file to be linked to that field.  You can then attach any file you need to a Contact, a Product or a Transaction.


 

Once you have added custom fields you will find them added to the related forms.  They will be added to the bottom of the fields currently in your data set.


 

With Customized Fields you can tailor each screen to match your organization needs.


If you prefer to watch a training video on this topic, please click on the video link below:

Customized Fields

CRM-Map and Multi Story Buildings

Google maps does not register floors or room numbers.  It only registers what we refer to as Geo Locations.  These are worked out for you automatically as we import your data.

In this example, we have 2 icons with different status colours for 2 different businesses, but at the same location.  One is in Red and the other in Orange.


When we click on this icon, the display will show that we have 2 different business names at the same site. 

If we edit the business, you will see that each business has a floor and  a room number.  When you import data, you can import this information as well.

CRM-Map allows you to easily work with customers who share the same Geo Location easily. Making it simple for your on site staff to access and update information.


If you prefer to watch a video on this topic, please click on the video link below:

CRM-Map and Multi Story Buildings

CRM-Map and Mobile Phones

CRM-Map has been designed to work on a range of devices.

When you have logged into CRM-Map you will see that you have a blue button at the bottom of your login screen.   All you need do is to enter your username and password, then press this button and the CRM-Map icon will show on your phone.


If you have an Android phone.  Once you are on the login screen and have entered your user name and password, then the user menu at the top Right hand side of your screen, and select Add to Home ScreenNow you will also have the shortcut on your Android phone.

In case of iPhone users: Click on the icon.

Select Add to Home Screen.

Confirm or Edit the shortcut name. Then click Add.

Now you will also have the shortcut on your iPhone.

 

With this easy-to-load Icon, you can now use CRM-Map anywhere you wish.  You will not be limited by device or location.

 


If you prefer to watch a training video on this topic, please click on the video link below:

CRM-Map and Mobile Phones

Click and communicate with CRM-Map

CRM-Map supports you to make smarter management, sales and prospecting decisions.

In the following example, 2 Custom Fields have been added.  Phone and Email.  In custom fields, you can choose to have more than one type of field. You can use them to communicate with your contacts quickly and easily.


Here is an example of a contact edit screen, and you can see on this screen that the Custom Fields are available. Now your data can be entered or imported to these fields.  These fields show a blue box on the side of the field for Call or Email – call being for the phone type field.

When running CRM-Map on a mobile phone or using a phone app. Pressing the Call button () will automatically dial out the number stored in the phone field. Contacting your clients is made easy. 

If you have an email option on your device such as Outlook. Pressing the Email button () will launch Outlook with the email address already embedded in the To field. Sending clients emails is made easy.

CRM-Map is the quickest and easiest way for your sales people to contact their clients, see their contact information and keep your data up to date.


If you prefer to watch a training video on this topic, please click on the video link below:

Click and communicate with CRM-Map

Assigning an item to a location

Locations can be assigned items either from the importing function when you select to your core data, or you can add them as you go. The videos will show how you can manually enter an item to a location.

  1. To Begin with, find the desired location and select view details
  2. In the view details, you will see any existing information about this location, and you can add new information to this location. To add a new item, select the “pen”, next to the Item box.
  3. You have been taken to the Allocate Item option. Items are joined together by categories, so you need to select a category. Now the associated items will be displayed.
  4. Highlight an item and select the arrow in the middle. This will allocate the item. You will see by this example it is possible to have more than one item allocated to a location. Once you have selected all the items, Select save.
  5. The items are now allocated to the location and their icons will appear on your map.

If you prefer to watch a training video on this topic, please click on the video link below:

Assign an item to a location

 


Administration of Assigning an item to a location

Once an administrator has configured CRM-Map with items associated with categories, it is easy for staff to associate an item to a location.

  1. Select set up categories
  2. Categories will have icons. The detail of setting this up is covered in a separate video
  3. Allocate a new item by selecting the add new item or edit an item with the blue button on the right-hand side
  4. An item can be associated with a category. A category can have one or more items, but each item can have only one category
  5. Items are now ready to be assigned to locations

If you prefer to watch a training video on this topic, please click on the video link below:

Administration of Assigning an item to a location

Editing and Updating Categories and Icons in CRM-Map needs to be performed by an Administrator.
Before starting, make sure you have your Icon Image file ready. Keep your image files to less than 0.5 MB.

    1. Select Setup.

    1. Select Edit Categories. Icons are associated with Categories.

    1. Select Add New Categories. If you wished to edit a category click on the little blue pencil icon.

    1. If adding a new category, type in the category name and description. Now select Upload New Icon.

    1. Find your PNG or JPEG Icon file and Open.

  1. To link the icon to the category, select the icon and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

Adding and Updating Categories and Icons

Organization

How to set up a new contact

One of the many advantages of CRM-Map is that new contacts can be set up “on the fly”, while on site, or remotely.

  1. Simply find the address for the new contact you wish to add to your system.
  2. Select View Details to add information for this location.
  3. Open the Contacts tab and select Add New Contact.
  4. Enter the details of the contact    and select Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How to set up a new contact

 

 

How find a contact

Once contacts have been entered or loaded into CRM-Map, they are easy to find.

  1. Under Setup, select the Contacts tab to display a list of all your contacts. 
  2. You can search for a contact using the Search function – enter the name or suburb you are searching for.
  3. CRM-Map also allows you to sort your contacts by Contact Code, Name, or Suburb.

If you prefer to watch a training video on this topic, please click on the video link below:

How to find a contact

Icon Creation Suggestions for Best User Experience

The administrator can help your users to achieve best possible experience with CRM-Map.

Your users will be using a Google Maps interface. The main method they will have to see their customers on the map and the status of these customers will be by using icons.

It is important for visibility that you use bold clear shaped icons. To use the colour change option, you must use a transparent background.

We suggest you test these icons with 16 or 32 pixels base. You will get a better outcome with a PNG file, but CRM Map can also utilise JPEGs and GIF files.



To help you get started we have supplied you with some standard Icons.

With CRM-Map you can get a whole picture of your sale zones, territories, assets, clients, opportunities or leads. Improving your users experience with CRM Map, saving them time and effort and giving you better results.


If you prefer to watch a training video on this topic, please click on the video link below:

Icon Creation Suggestions for Best User Experience

I have more than one email address. How does CRM-Map work in that case?

Many business owners have more than one email address. How does CRM-Map work in that case?

In CRM-Map, your email address is your User Name when you log in.

If you have different emails for different companies,  each email address generates for you a separate User ID.

Each separate User will be billed or invoiced independently for each User ID. If you are using 2 emails for the same company, we suggest you only log in with one of them thus saving you dollars.


If you prefer to watch a training video on this topic, please click on the video link below:

I have more than one email address. How does CRM-Map work in that case?

Filters

CRM-Map offers an efficient filter system that allows you to see the information you need.

  1. To apply filters to the map, select Filters.
  2. You can filter the map view by Sales person, Category, Item or Status, or any combination you need.
  3. Select search to apply the filters.
  4. You can apply whatever restrictions you want. To remove the filters, select “X” on the Locations Restrictions dialogue box.


If you prefer to watch a training video on this topic, please click on the video link below:


Filters

Do you run two or more companies and use one email address?

In CRM-Map, it is possible for one email address to have access to more than one CRM-Map company.

In this example, we can see that the user has access to three companies. Access the CRM-Map Company simply by selecting the desired company. A single user may hold a different level for each company.



For example in one CRM Map company this user may be a manager, for another CRM Map Company, the user may be an administrator and for another CRM Map company the user may be a General User.



A user’s email may also belong to more than one organization. This would be very common with SEO’s and Marketing companies.

Marketing Companies and SEO’s will be very keen to increase your usage of products like CRM Map as google map usage naturally increases your SEO content to your company.


If you prefer to watch a training video on this topic, please click on the video link below:

Do you run two or more companies and use one email address?

Editing and Updating Categories and Icons in CRM-Map needs to be performed by an Administrator.
Before starting, make sure you have your Icon Image file ready. Keep your image files to less than 0.5 MB.

    1. Select Setup.

    1. Select Edit Categories. Icons are associated with Categories.

    1. Select Add New Categories. If you wished to edit a category click on the little blue pencil icon.

    1. If adding a new category, type in the category name and description. Now select Upload New Icon.

    1. Find your PNG or JPEG Icon file and Open.

  1. To link the icon to the category, select the icon and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

Adding and Updating Categories and Icons

Sales

Use CRM-Map to sell more

There are many ways the Mapping features of CRM-Map can dynamically increase your sales.

This diagram shows how your sales information can be stored and transferred with CRM-Map.



When you or your team are in the field. CRM-Map will allow you to instantly check your clients records such as past history of sales, quotes, photos and files which will give you a complete client picture which is instantly available.

CRM-Map will support your field prospecting activities. When you and your team are out in the field you can note, prioritize and organize leads easily.  As you can identify your best clients easily with CRM-Map you can search for prospects nearby saving you and your team valuable time.

CRM-Map allows you to set defined sale zones for your team. You can see where your team are and when they are in the field. You will save valuable time in scheduling. When you and your team are out in the field you can instantly upload and organize existing and prospective client records easily. You will save in admin time allowing you and your team to concentrate on sales.

With CRM-Map you can get a whole picture of your sale zones or territories . Your team can take before and after photos and link this to a location or customer.

Using CRM-Map will increase your SEO naturally. You will increase your visibility, credibility and attract more clients.

CRM-Map is an amazing sales tool which will save you time and increase your sales.


If you prefer to watch a training video on this topic, please click on the video link below:

Use CRM-Map to sell more

Setting Up

Icon Creation Suggestions for Best User Experience

The administrator can help your users to achieve best possible experience with CRM-Map.

Your users will be using a Google Maps interface. The main method they will have to see their customers on the map and the status of these customers will be by using icons.

It is important for visibility that you use bold clear shaped icons. To use the colour change option, you must use a transparent background.

We suggest you test these icons with 16 or 32 pixels base. You will get a better outcome with a PNG file, but CRM Map can also utilise JPEGs and GIF files.



To help you get started we have supplied you with some standard Icons.

With CRM-Map you can get a whole picture of your sale zones, territories, assets, clients, opportunities or leads. Improving your users experience with CRM Map, saving them time and effort and giving you better results.


If you prefer to watch a training video on this topic, please click on the video link below:

Icon Creation Suggestions for Best User Experience

I have more than one email address. How does CRM-Map work in that case?

Many business owners have more than one email address. How does CRM-Map work in that case?

In CRM-Map, your email address is your User Name when you log in.

If you have different emails for different companies,  each email address generates for you a separate User ID.

Each separate User will be billed or invoiced independently for each User ID. If you are using 2 emails for the same company, we suggest you only log in with one of them thus saving you dollars.


If you prefer to watch a training video on this topic, please click on the video link below:

I have more than one email address. How does CRM-Map work in that case?

The first step in using CRM-Map is to setup a company account. To begin, go to the CRM-Map website:

www.CRM-Map.com

You begin by selecting the green Free Trial button.

Fill in the details requested and ensure that you have read and agreed to the disclaimer accessible from this page. When filled out click on the Register button. You are now registered.

You will see all the companies you are now registered for. Click on the select button to start using your company.

You are now ready to enter the setup details for your company. Use our help for instructions and videos for ideas on how to personalize your company, set up users and interface to your data.


If you prefer to watch a training video on this topic, please click on the video link below:

How to Setup and Register to use CRM Map

Do you run two or more companies and use one email address?

In CRM-Map, it is possible for one email address to have access to more than one CRM-Map company.

In this example, we can see that the user has access to three companies. Access the CRM-Map Company simply by selecting the desired company. A single user may hold a different level for each company.



For example in one CRM Map company this user may be a manager, for another CRM Map Company, the user may be an administrator and for another CRM Map company the user may be a General User.



A user’s email may also belong to more than one organization. This would be very common with SEO’s and Marketing companies.

Marketing Companies and SEO’s will be very keen to increase your usage of products like CRM Map as google map usage naturally increases your SEO content to your company.


If you prefer to watch a training video on this topic, please click on the video link below:

Do you run two or more companies and use one email address?

Click and communicate with CRM-Map

CRM-Map supports you to make smarter management, sales and prospecting decisions.

In the following example, 2 Custom Fields have been added.  Phone and Email.  In custom fields, you can choose to have more than one type of field. You can use them to communicate with your contacts quickly and easily.


Here is an example of a contact edit screen, and you can see on this screen that the Custom Fields are available. Now your data can be entered or imported to these fields.  These fields show a blue box on the side of the field for Call or Email – call being for the phone type field.

When running CRM-Map on a mobile phone or using a phone app. Pressing the Call button () will automatically dial out the number stored in the phone field. Contacting your clients is made easy. 

If you have an email option on your device such as Outlook. Pressing the Email button () will launch Outlook with the email address already embedded in the To field. Sending clients emails is made easy.

CRM-Map is the quickest and easiest way for your sales people to contact their clients, see their contact information and keep your data up to date.


If you prefer to watch a training video on this topic, please click on the video link below:

Click and communicate with CRM-Map

Support

Where can I change the company name if I change my trading name etc?

  1. Select Setup, Select Setup Company
  2. Enter new company name in Company Name field Then click


solved by CRM-Map Staff

Creating a User

CRM-Map allows administrators to create new users.

  1. select Setup.
  2. Now Setup Company.
  3. We see the list of current users displayed. To add a new user, select Add User
  4. It is essential to verify the email has not been previously entered in CRM-Map. To do this we enter the users email and select NextThen select the user’s type to determine the privilege level and select Add User.
  5. This message will be displayed to indicate that the user has been successfully created. Select Close to finish.
  6. The new user will be sent an email, and they will need to confirm their access.
  7. When they confirm they will be given the opportunity to reset their password.
  8. They can also change their user name. Once finished the user can select the home page and start using CRM-Map.

If you prefer to watch a training video on this topic, please click on the video link below:

Creating a User

 

 


Editing a User

CRM-Map enables administrators to edit user information. General Users can alter their name and passwords.

  1. Select Setup.
  2. Select Setup Company.
  3. A list of users is displayed. Use the Selection box to alter the user level. To delete a user, select the red bin icon. A confirmation of deletion will be required.
  4. For a User to change their password, Select My Account.
  5. Your user can now alter their name and password.

If you prefer to watch a training video on this topic, please click on the video link below:


Editing a User

How to set up a new contact

One of the many advantages of CRM-Map is that new contacts can be set up “on the fly”, while on site, or remotely.

  1. Simply find the address for the new contact you wish to add to your system.
  2. Select View Details to add information for this location.
  3. Open the Contacts tab and select Add New Contact.
  4. Enter the details of the contact    and select Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How to set up a new contact

 

 

How find a contact

Once contacts have been entered or loaded into CRM-Map, they are easy to find.

  1. Under Setup, select the Contacts tab to display a list of all your contacts. 
  2. You can search for a contact using the Search function – enter the name or suburb you are searching for.
  3. CRM-Map also allows you to sort your contacts by Contact Code, Name, or Suburb.

If you prefer to watch a training video on this topic, please click on the video link below:

How to find a contact

MYOB Sales – excluding Item Sales


If you consider MYOB to be your Main Data storage area, and that all sales are kept in the MYOB Sales area, then currently if you wish to add / edit or even delete, you need to be a licensed user and as such you need to have the ability to utilize these features.

In CRM-Map you can import your Customer cards into our Contacts Table. You can then import your sales into The transaction table.
This will let you see all your transactions per customer and at their location.

You will need to use a custom field, if you wish to be able to Add new sales or edit sales. This is because you will need to enter the GL code for each sale. – Look into our Customized Field video for more instructions.

Implementing CRM-Map, based on the options you have allocated to your users, your users can now See, Add, Edit and Delete transactions per Customer. This can automatically transfer back to your MYOB. This saves you in Time, License Fees and User Errors.

Your sales team can enter quotes on the road, and new customers – Once they’ve made the sale your client receives confirmation of receipt of payment which is automatically entered into your records.

At the moment in MYOB you can’t store multiple files and images against your customer or sales card. One of the best features of CRM-Map is now these images will not go into MYOB but they can be transferred to your local server or another device nominated by your administrator. This can be really handy for Proof, before and after service; the list is almost never ending.


If you prefer to watch a training video on this topic, please click on the video link below:


MYOB Sales – excluding Item Sales

Import CSV files with CRM-Map

Data can be imported and exported from CRM-Map using many methods, Comma Separated Value files, API and Direct Product Interfaces. Here we will cover the CSV methodology.

We recommend that before importing or exporting data, you have set up the extra Custom Fields you wish to use.  This is because to import or export from Custom Fields, they need to be activated.   Imports and Exports are retained and can be run automatically in some cases, and timed or manually for all cases.

To begin, if you are the Administrator, select the Setup menu and go to the Import/Export area.

Now you need to select which area you are going to import into, Contacts, Items or Transactions.
For this example, we are going to use Contacts.

Once you have selected which area you are importing or exporting from, there are only 3 steps to run. Import From, Options and Data Matching.

Select the Importing Contacts from CSV tab.

You are now taken to the Step 2. Options.

This screen may appear to be a little complex, however if you have ever imported or exported in other products, such as MYOB, Xero, Quickbooks, Zoho, you will be used to seeing these sort of questions.

CSV data is separated by. CSV means Comma Separated Values. In more recent times, people are separating values with other options, such as tabs, Commas, Semi colons or pips. So we are giving you these options as a little hint, if exporting or saving from excel to a CSV format, normally, this is a Comma.

First Line of the CSV file Contains. Headings or Labels / Data? This is asking if the very top line of text is actually data or headings related to your data.  If you don’t know you can look at your file via Excel or a Notepad.

If a unique code exists in CRM-Map already, would you like to. If a unique code exists in CRM-Map already, would you like to Update the row or ignore the row.  Let me give you an example.  You have a contact ID which you have called unique.  Now you alter the address for this contact.  It would be best if this data was Updated.  However you may be only wanting to add new data, and not update all old data, as this is a quick update, in this case you would be best to Ignore if the ID exists.

Import Name. As each Import routine is saved and can be run by schedule, manually or timed, it is important that you can name your import routine.  This is the name being sought here.  So please put in a name that makes sense to you.

Select the CSV file for importing. You need to find the file you wish to import from.  Use the select file button and find you file and either double click on that file, or select open to finalize the file selection.

Now, click Next.

Step 3. Data Matching.
In this area, you need to match the data on your Import File, to the CRM-Map table

Against each field, select a matching field, or click the Cross button to not import to this field.

Then select to save this only, or import this now and save it.   The import will automatically save, and the importing of files will occur in the background.

Once a File import has occurred, You can select a new file and import again. Or you can create another import routine.

CRM-Map allows you the flexibility to upload and download your data via CSV on an ad hoc basis.
This feature allows you to add to your data, review your data as a manager, and increase your business information and decision making skills.

 


If you prefer to watch a training video on this topic, please click on the video link below:

Import CSV files with CRM-Map

The first step in using CRM-Map is to setup a company account. To begin, go to the CRM-Map website:

www.CRM-Map.com

You begin by selecting the green Free Trial button.

Fill in the details requested and ensure that you have read and agreed to the disclaimer accessible from this page. When filled out click on the Register button. You are now registered.

You will see all the companies you are now registered for. Click on the select button to start using your company.

You are now ready to enter the setup details for your company. Use our help for instructions and videos for ideas on how to personalize your company, set up users and interface to your data.


If you prefer to watch a training video on this topic, please click on the video link below:

How to Setup and Register to use CRM Map

CRM-Map comes with a standard set of terminology. However, all terminology can be changed to fit in with your organization

You can adjust the names of all the labels from the terminology screen

For example, you may call a contact a customer, patient, client etc. So you can alter the label to match your terminology.

In this example, you can now see that the tab that was labeled contacts is now customers

This change flows through all the screens.

Enjoy personalizing CRM Map to match your company.


If you prefer to watch a training video on this topic, please click on the video link below:


How to Personalise the Terminology used by CRM-Map.

How to Make Payments

With CRM-Map, you can keep your costs to a minimum, by tailoring how you wish to use this product.

If you are the administrator, then go to Setup and Setup Company.  Under the company information, you will see a tab called Account.  Please select the Account tab.



The first section of the Account tab allows you to select the number of users, automatic interface selection and  if you wish to have file storage.  This section relates to regular monthly charges. Monthly charges are automatic charges that will be deducted each month from your nominated account.



The second section of the Account tab is for one off options.  This section is used to top up your map usage credits. This will be auto updated by 30 map credits per user when your monthly license fees are paid.



We use PayPal for all of our payments so payment information is totally secure.



If you prefer to watch a video on this topic, please click on the video link below:

How to Make Payments

Once set up as a user within CRM-Map, we recommend change your password regularly.

  1. To change your password, log into CRM-Map and then under name select My Account.
  2. You will be prompted to enter your current password, then the new password twice. Now, select Update Password.
  3. If you have forgotten your password, select Forgot Password from the log in screen – this will send you an email to allow you to reset your password.
  4. Ensure that you regularly reset your password and we recommend that you do not reveal it to anyone.


If you prefer to watch a training video on this topic, please click on the video link below:


How to change a password

In CRM-Map colours indicate the status of a Transaction which is linked to a location. So each status has a colour.

  1. As an Administrator select Setup.
  2. Select Edit Statuses.
  3. This area allows Status to be added, edited and sometimes deleted. You cannot delete a Status if there are Transactions related to that Status.
  4. Try creating a new Status called Retired. If you know the HTML code of the desired colour, please enter this or select the little colour box on the right to display the colour pallet.
  5. Find the colour you want and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

How Colours Work

Filters

CRM-Map offers an efficient filter system that allows you to see the information you need.

  1. To apply filters to the map, select Filters.
  2. You can filter the map view by Sales person, Category, Item or Status, or any combination you need.
  3. Select search to apply the filters.
  4. You can apply whatever restrictions you want. To remove the filters, select “X” on the Locations Restrictions dialogue box.


If you prefer to watch a training video on this topic, please click on the video link below:


Filters

Data Flow Diagram for CRM-Map

The data flow in CRM-Map allows a great deal of flexibility in the way the application can be used.

These are the main areas that your data will be able to populate.


Each of these areas, you will be able to alter the terminology seen by your users.  For example you may not call contacts, contacts, but Clients.  or Volunteers, or Customers.

There are other tables as well that you will not have access to alter the terminology on.  Such as the user login table.  When you set up a new user, this will be added to this table.

If you have any queries on how your business should use the data flow options of CRM Map, please view some of our business scenario examples of dataflow.  If you are still not feeling that this is working for you, please contact us, either by our chat room or email support@crm-map.com


If you prefer to watch a training video on this topic, please click on the video link below:

Data Flow Diagram for CRM-Map

Custom Fields

Your company administrator will be able to add custom fields to your main data storage areas.

In CRM-Map Custom fields are available within Contacts, Items and Transactions.

 

Once in Setup, go into Custom Fields.  Select the data storage area you wish to add a custom field to.


 

When you select add a new field, you will be able to create a new name to suit you and your organization, plus you can select the type of field you are adding.
Each of these field types will allow certain data and even certain functions to be performed.  For example a File Upload will allow a data file to be linked to that field.  You can then attach any file you need to a Contact, a Product or a Transaction.


 

Once you have added custom fields you will find them added to the related forms.  They will be added to the bottom of the fields currently in your data set.


 

With Customized Fields you can tailor each screen to match your organization needs.


If you prefer to watch a training video on this topic, please click on the video link below:

Customized Fields

CRM-Map and Multi Story Buildings

Google maps does not register floors or room numbers.  It only registers what we refer to as Geo Locations.  These are worked out for you automatically as we import your data.

In this example, we have 2 icons with different status colours for 2 different businesses, but at the same location.  One is in Red and the other in Orange.


When we click on this icon, the display will show that we have 2 different business names at the same site. 

If we edit the business, you will see that each business has a floor and  a room number.  When you import data, you can import this information as well.

CRM-Map allows you to easily work with customers who share the same Geo Location easily. Making it simple for your on site staff to access and update information.


If you prefer to watch a video on this topic, please click on the video link below:

CRM-Map and Multi Story Buildings

CRM-Map and Mobile Phones

CRM-Map has been designed to work on a range of devices.

When you have logged into CRM-Map you will see that you have a blue button at the bottom of your login screen.   All you need do is to enter your username and password, then press this button and the CRM-Map icon will show on your phone.


If you have an Android phone.  Once you are on the login screen and have entered your user name and password, then the user menu at the top Right hand side of your screen, and select Add to Home ScreenNow you will also have the shortcut on your Android phone.

In case of iPhone users: Click on the icon.

Select Add to Home Screen.

Confirm or Edit the shortcut name. Then click Add.

Now you will also have the shortcut on your iPhone.

 

With this easy-to-load Icon, you can now use CRM-Map anywhere you wish.  You will not be limited by device or location.

 


If you prefer to watch a training video on this topic, please click on the video link below:

CRM-Map and Mobile Phones

Click and communicate with CRM-Map

CRM-Map supports you to make smarter management, sales and prospecting decisions.

In the following example, 2 Custom Fields have been added.  Phone and Email.  In custom fields, you can choose to have more than one type of field. You can use them to communicate with your contacts quickly and easily.


Here is an example of a contact edit screen, and you can see on this screen that the Custom Fields are available. Now your data can be entered or imported to these fields.  These fields show a blue box on the side of the field for Call or Email – call being for the phone type field.

When running CRM-Map on a mobile phone or using a phone app. Pressing the Call button () will automatically dial out the number stored in the phone field. Contacting your clients is made easy. 

If you have an email option on your device such as Outlook. Pressing the Email button () will launch Outlook with the email address already embedded in the To field. Sending clients emails is made easy.

CRM-Map is the quickest and easiest way for your sales people to contact their clients, see their contact information and keep your data up to date.


If you prefer to watch a training video on this topic, please click on the video link below:

Click and communicate with CRM-Map

Assigning an item to a location

Locations can be assigned items either from the importing function when you select to your core data, or you can add them as you go. The videos will show how you can manually enter an item to a location.

  1. To Begin with, find the desired location and select view details
  2. In the view details, you will see any existing information about this location, and you can add new information to this location. To add a new item, select the “pen”, next to the Item box.
  3. You have been taken to the Allocate Item option. Items are joined together by categories, so you need to select a category. Now the associated items will be displayed.
  4. Highlight an item and select the arrow in the middle. This will allocate the item. You will see by this example it is possible to have more than one item allocated to a location. Once you have selected all the items, Select save.
  5. The items are now allocated to the location and their icons will appear on your map.

If you prefer to watch a training video on this topic, please click on the video link below:

Assign an item to a location

 


Administration of Assigning an item to a location

Once an administrator has configured CRM-Map with items associated with categories, it is easy for staff to associate an item to a location.

  1. Select set up categories
  2. Categories will have icons. The detail of setting this up is covered in a separate video
  3. Allocate a new item by selecting the add new item or edit an item with the blue button on the right-hand side
  4. An item can be associated with a category. A category can have one or more items, but each item can have only one category
  5. Items are now ready to be assigned to locations

If you prefer to watch a training video on this topic, please click on the video link below:

Administration of Assigning an item to a location

Editing and Updating Categories and Icons in CRM-Map needs to be performed by an Administrator.
Before starting, make sure you have your Icon Image file ready. Keep your image files to less than 0.5 MB.

    1. Select Setup.

    1. Select Edit Categories. Icons are associated with Categories.

    1. Select Add New Categories. If you wished to edit a category click on the little blue pencil icon.

    1. If adding a new category, type in the category name and description. Now select Upload New Icon.

    1. Find your PNG or JPEG Icon file and Open.

  1. To link the icon to the category, select the icon and Save.


If you prefer to watch a training video on this topic, please click on the video link below:

Adding and Updating Categories and Icons