PlanPlus OnlineAdministrator Configuring

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A resource for new account administrators while configuring your PlanPlus Online CRM account.

= Indicates Multi User feature setup

• User (Initial Setup)

  What are your goals?

  We recommend starting your PlanPlus CRM implementation in the Project Module. To begin, you'll want to define your project by creating a Vision or Success Statement. Your statement defines what a successful outcome looks like. Here is a list of some of the most popular goals related to "Implementing a CRM."

  • Video: Creating a Vision Statement

  • Get Organized- Sample Goals

    • To get all of my team using the same calendar system
    • To get all of my Customer data in to one place
    • To not miss appointments
    • To feel like I have control over my life
    • To teach my team members better time management practices

  • CRM/ Customer Goals

    • To know who all of our customers are
    • To organize my customer data in to one place
    • To keep track of all of my interactions with my customers
    • To know who talked to what customer and what was said/done
    • To grow my customer database

  • Sales Goals

    • To know what reps are working on
    • To know which reps are working with which accounts
    • To have a single sales process that everyone follows
    • To have a centralized source of all sales data
    • To get away from Excel Spreadsheets
    • To have better visibility in to our sales pipeline

  • Marketing Goals

    • To Communicate more frequently with our customers
    • To standardize our email templates & messaging
    • To organize our leads in to one place
    • To follow up on all leads
    • To make sure leads do not get wasted

  • Project Management Goals

    • To have happy customers
    • To have better organized projects
    • To get important project details OUT of my email inbox
    • To be a better project manager

  • Customer Support Goals

    • To provide great customer service
    • To stop answering the same question over and over
    • To keep track of all of the common responses
    • To improve our first contact resolution response rate
    • To improve our response times
    • To create a single measure of customer satisfaction

  • Collaboration Goals

    • To save time scheduling appointments
    • To send fewer emails
    • To have one place to organize data
    • To have a place to share delegated tasks

• Define Roles/ Access Control

  Define Roles/ Access Control

  PlanPlus allows you to give different users different access to features and data based on their roles. By default the app comes with 3 roles (Admin, manager, Agent/Rep). You can create additional roles based on your users and needs. An administrator can see and edit their own information and anyone else’s information not marked “private.” A manager can see and edit their own information and the information of those people they are managing. An agent can only see and edit their own information.

  • Video: Define roles and assign access control
  • Blog: Setting up Roles & Security

• Create Users / Add Your Team

  Create Users / Add Your Team

  PlanPlus is a great CRM for groups of users. It can also be used by individuals or sole proprietors. If you are a single user or not ready to set up the multi user features at this time, you can skip this section.

  • Video: Add licenses and users
  • Video: New user Details

• Setup Calendar Sharing

  Setup Calendar Sharing

  One of the great productivity features of PlanPlus is the ability to view another user's calendar. By clicking on the Calendar tab and selecting another users' calendar from the drop down, you can view when users are free or busy and even schedule appointments for your other users.

  • Video: Setup calendar sharing

• Configure Drop Down Menus (Organization Category, Contact Classification)

  Configure Drop Down Menus

  If you are a "B2B" (Business to Business) company, your customer is generally another company. Some CRM systems call these “Accounts” but PlanPlus refers to these as “Organizations.” Here you will store information for companies, customers, vendors, or other organizations or associations to keep track of all your customer data.  You can link contacts in the contacts You can use the contacts tab to link contacts within those organizations to it.

  If you are a "B2C" (Business to Consumer) company and primarily sell to individuals, you will likely use the Contacts tab for storing your primary customer information.  You can use the the Organizations tab for keeping track of other organizations or you may choose to hide it completely.

  The category & classification fields within the organization and contact tabs are indexed fields in the database and are fastest for searching and querying your data. We recommend using either of these fields for your highest level classification of customers & contacts.

  • Video: Organization Category and Contact Classification

• Add Custom Fields

  Add Custom Fields

  One of the most powerful features of PlanPlus are custom fields. Regardless of the industry or business that you are in you can make use of custom fields to track additional details of your business.  For example, a real estate agent might track the listing price of a home, and an insurance agent might track the policy renewal date. Videos are available explaining how to

  • Video: Create custom fields
  • Video: Creating string fields

• Setup Page Layouts

  Setup Page Layouts

  The important thing to remember when configuring page layouts is that you may need to add the custom field first, and then place it on the page layout second. Try creating field groups for easily moving groups of fields or adding color to your page layouts.

  • Video: Custom Fields & Page Layouts

• Getting your data in, Sync or Import?

  Getting your data in, Sync or Import?

  Where is your data at now? Do you use outlook? Do you have customer or sales data in Excell spreadsheets or another CRM? In creating your plan for how to import your data it is best to start by identifying all of your data sources. You can either , or sync with outlook.

  • Video:Import your data

• Create Views & Set Defaults for Users

  Create Views & Set Defaults for Users

  PlanPlus allows you to organize contacts and organizations into "views." These are lists in an access database created according to custom criteria. Views are a great way to drive the workflow in your business. They can be sorted according to user groups to keep them organized. This video explains how you can

  • Video: Create views and set default views for users

• Create a Webform

  Create a Webform

  Webforms are data entry forms that can reside on a website to capture information from visitors such as "Contact Us" forms, "Request information" forms, or customer support inquiries. You can use webforms to standardize the information that you receive from customers.

  • Video:Improve your lead capture
  • Video:Create a webform

• Customize Sales Stages

  Customize Sales Stages

  Creating a common language for your sales people is one of the best ways to save time and improve communication. We recommend that you take the time to think through your sales process and identify the specific stages that you go through in your business.

  • Video: How to Use the Sales Stage Worksheet

  • Document: Sales stage worksheet-template
  • Document: Sales stage worksheet-sample

• Product / Category Setup

  Product / Category Setup

  PlanPlus provides the ability to manage the various products and product categories you sell. You can import or input your products along with pictures and cost data, and even multiple price lists for serving customers at different pricing levels.

  • Video: Manually configure product categories

• User Email Setup

  User Email Setup

  Each user will need to set up their incoming/outbound email settings. You will need your Pop3 or Imap4 setting from your email provider. If you are the account administrator you can get the email settings and share them with your team so that they just need to put in their password.

  • Video: Setup incoming email

• Outbound Email Setup

  Outbound Email Setup

  We allow you to control your outbound email setting which gives you more control over your email reputation.

  • Video: Coming Soon

• Create Email Templates / Email Signature

  Create Email Templates / Email Signature

  The Process Builder allows you to design workflow processes that can automatically trigger follow up reminders, update fields, or send emails.

  • Video: Add an HTML signature to outgoing email
  • Video: Create email templates

• Email Campaigns

  Email Campaigns

  Blast Campaign are made up of a template, an audience, and a schedule. A template is an email template, the audience is the group of contacts who will receive the email and the schedule is the date the message will be sent. Drip Campaigns are defined without an audience. In defining a drip campaign you only need to configure the content of the emails and the sequence of days between each of the emails. Once a drip campaign is associated with a contact or many contacts they will follow the specific sequence and send emails on the dates defined by your campaign.

  • Video: Create a template in the marketing module
  • Video: How to setup a blast campaign
  • Video: Scheduled campaigns

• Advanced Setup Tasks

  Advanced Setup Tasks

  Here are a few videos that will help you with some of the advanced automation features found in the Background Workflow Engine.

  • Video: Territory access engine for setting up automated rules that assign leads by territory.
  • Video: Scheduled Reports
  • API Documentation(Contact Professional Services team for additional resources on this topic)