CRM: Getting Started Guide

Get started with sales funnels and their opportunities

Camilla avatar
Written by Camilla
Updated over a week ago

Activate the Gem

The first step to start using this functionality is to activate its corresponding Gem for free.

  1. Click on the Menu at the top right of your screen.

  2. Click on Holded Store

  3. From the Gems tab, go to CRM

  4. Select Sales Funnel

  5. Click on Activate

2. Create a sales funnel

Once the Gem is activated, you will need to create your first funnel. By default, there is already a funnel available to you, usually named Funnel 1 . You can edit this funnel or create a new one, depending on your requirements.

  1. Go to Sales and select Sales funnel.

  2. Open the dropdown and click + New Funnel

  3. Name your funnel

  4. Define the Stages of your opportunities

  5. Click Save

By default 4 stages will appear. Enter the name of your prospect, leave a short description and set the economic probability. You can add new stages or delete them according to your needs.

3. Define privacy

Once you have created your funnel, you will have to set who has the permission to manage it among all the people with access to the CRM: if only a specific sales team, a specific user or if you don't want to set any access limits.

  1. Select the funnel from the drop-down menu

  2. Click on the plus (+) button

  3. Select the sales team or users that will have access to the funnel

  4. Click Save

By selecting Private, only selected users and sales team members will have access to the funnel and their opportunities.

4. Add custom fields

Custom fields are used to add additional information to better organise your sales cycle. You can add as many as you want to appear in the detailed view of the opportunities in your funnel.

  1. Open the three-dot menu (⋮) on the top right and click on Settings.

  2. In the pop-up modal, click on + Add field

  3. Name the custom field

  4. Click Save

5. Enter the reasons for loss

In case you have to mark an opportunity as missed, you can set the possible reasons and follow up in more detail. You have the possibility to add as many as you need, you can select them when you indicate that an opportunity has been missed.

  1. Open the three-dot menu (⋮) at the top right and click on Settings again.

  2. In the pop-up modal, click on + Add new, just below Reasons for loss

  3. Name the reason for loss

  4. Click Save

6. Create an opportunity

Create an opportunity allows you to track in detail everything that happens in the different phases of your sales, visualising their real status and their economic possibility.

  1. Click on the blue New Opportunity button on the top right hand side.

  2. Fill in the fields about your customer's company and contact person, the title of the opportunity, its economic value, define the stage of your funnel, select the person responsible for the follow-up, the expected closing date and the probability of profit.

  3. Click on Save opportunity

7. Link a sales document

Once you have created your first opportunity, you can link one or more sales documents.

  1. Select your opportunity

  2. In the opportunity view that opens on the side of your screen, click on Document from the Create New section.

  3. A new modal will open. In the Relate document section, select whether it is a quotation or an invoice.

  4. Enter the document number

  5. Select the document you want to link from the list

  6. Click on Save Opportunity

8. Link an activity

You can add one or more activities to your opportunity, such as a call or meeting, as well as view their history.

  1. Select your opportunity

  2. From the opportunity view that opens on the side of your screen, click on Activity from the Create new section.

  3. Fill in all the fields with the details of your activity

  4. Click on Create

9. Change the stage of the opportunity

Each opportunity can be moved between the different stages of your funnel, depending on the requirements of the moment.

  1. Select your opportunity

  2. Drag it from one stage to another

9. Delete an opportunity

Now that you understand how to create an opportunity, you can delete it.

  1. Go to the Sales funnel

  2. Select your opportunity to open the view on the left side of your screen.

  3. Open the three-dot menu (⋮) on the top right-hand side of the screen

  4. Select Delete

  5. Confirm the action

Did this answer your question?