Why is setting up your Close CRM the right way so important? The right CRM setup is the backbone of an efficient sales process. It ensures that your sales team spends less time on administrative tasks and more time engaging with leads and closing deals.
By optimizing your CRM setup, you ensure that every lead is tracked, every interaction is recorded, and every follow-up is timely.
Follow this comprehensive checklist to ensure your Close CRM setup is optimized for maximum efficiency and sales success.
The first step is to ensure your account information is accurate. Head over to the settings tab and make sure you have the correct country selected. This foundational step is vital for proper CRM functioning and compliance.
Underneath Team Management, as you start adding users, set up user groups. User groups help when you round-robin leads inside a workflow and keep things organized. Assign roles and permissions to ensure your team members have the right access levels, preventing unauthorized bulk edits or deletions. You can use standard user roles or create new ones to fit your business needs.
Integration links allow you to store essential resources like sales scripts or your website's package offers. These links can be placed on a lead's profile, a contact card, or directly on an opportunity. Setting these up ensures your team has quick access to crucial information.
Add direct links into your account under scheduling links. If you're using Calendly, connect your account, and the links will automatically pull from there. Non-Calendly users can manually link their scheduling tools. Template tags can be created for SMS or email templates, providing quick access for your team.
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Make sure your team has their personal numbers set up, and consider creating a group number that rings everyone's account. This can be placed on your website, ensuring whoever picks up first gets the call. Set up pre-recorded voicemail drops to save time on repetitive tasks.
If you're new to Close, register for A2P 10DLC to send text messages from your account. This quick process ensures compliance and improves deliverability. Utilize the power dialer for efficient call handling and set up an abandonment message in settings.
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Connect everyone's email account and add signatures. Set email sending limits and include an unsubscribe link to comply with regulations. Enable the "send as" feature if you plan to utilize workflows, allowing users to send emails on behalf of others.
Define high-level lead statuses that represent a lead's current relationship with your company. Examples include potential, qualified, bad fit, student, bad data, or DNC. Keeping these statuses high-level helps maintain clarity.
Opportunity statuses should describe each stage of a deal and align with your sales process. This might extend into contract or finance processes and can include product pipelines.
Watch our detailed video on mastering opportunity pipelines to collect 100% of payments in Close.
Custom activities help track and manage the sales process effectively, telling the story of where a lead has been and where it's going. Create custom activity forms to capture essential data at different stages. For example, a strategy session completed form should include fields for lead owner, date of call, outcome, and relevant notes. Custom activities mirror your sales opportunity pipeline, ensuring consistency.
Custom fields store lead information in a centralized location. You can create custom fields at the lead, contact, and opportunity levels. Examples include lead owners, date of call, application questions, and roles within companies. Make sure to select the right location for each custom field.
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Smart views allow your sales reps to prioritize leads effectively. Organize smart views with emojis and numbers to indicate the order of tasks. This helps sales reps know their daily priorities, from making calls to reviewing upcoming appointments and follow-ups. Build smart views to act like buckets, filling up with leads and emptying them daily through specific actions. Check out our video on mastering smart views for a more detailed tutorial.
Store all frequently used email and SMS templates in the communication section. Share these templates with your organization to ensure everyone has access. Snippets can be used to quickly add repetitive information into emails or messages.
Identify areas where communication can be automated, such as lead opt-ins, no-shows, canceled calls, and call confirmations. Set up communication schedules and delays for each step in the workflow. Ensure the "send from" settings are configured correctly, whether it's the creator, enrolling user, specific user, or assigned user in a custom field. Add necessary email, call, SMS steps, assign user steps, and task steps to automate the process.
Explore our video on the top 5 workflows for Close CRM.
One lead can contain multiple contacts, essential for B2B companies with multiple stakeholders. Ensure each lead profile is set up with multiple contact cards as needed. Whether importing leads or receiving them automatically, make sure they are correctly organized.
Close CRM offers various reports to view account activity. Customize reports to fit your needs, such as activity overview, activity comparisons, opportunity funnels, status changes, explorer fields, and email reports. Filter these reports by smart views and users to gain valuable insights into your team's activity, helping you make better business decisions.
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Schedule a free 30 minute consultation to see if CloseDr is right for you.
