Getting Started

Getting Started for Sales Users

What is the Difference Between a Lead and a Business Contact?

BlueSailCRM tries to help you draw a line between contacts that begin as unvetted / people of interest ("Leads") and contacts that you are actually more seriously engaged with ("Business Contacts")

This separation is important to maintain from a business and technology perspective and helps to keep your database clean and well-organized.

Leads are typically generated by Marketing as a result of the campaigns they run, like advertising, events, blogging etc. and then made available through Contact Lists to the Sales Team to follow up and close.

What is a Company in BlueSailCRM?

Like "Business Contacts" in the system, a "Company" (i.e. anything shown in the Companies screen) is intended to represent a business or organization that you are actually engaged with, as opposed to just a company of interest with little or no vetting.

Note: Lead have a "company name" field as well, but these companies don't appear in the 'Companies' screen automatically. Only when the Lead is converted into a Business Contact, cant it get actually associated in the system to a "Company".

What is an Opportunity and what is the Pipeline?

An Opportunity represents any kind of business deal you would like to track. Opportunities move through a series of stages in the sales process until they reach a closed status such as 'Won' or 'Lost'. The stages make up the entire "Pipeline".

An Opportunity could represent products, services, or even activities that have no direct monetary value, like creating new business partnership arrangements.

You can create as many Pipelines as you want to suit your business processes, and each Pipeline and it's Stages are easily customized.

BlueSailCRM provides tools to help you gain valuable insight into how business opportunities are progressing or perhaps unexpectedly dropping-off at a particular stage.

How are Contact Lists used?

Contacts Lists allow Marketing to maintain separate contact sources that can be used for Marketing and / or Sales Users.

A Contact List will only be visible to the Sales Team if the 'Is Sales Lead Source' checkbox is selected. Otherwise, it will only be visible to Marketing Users or Admin Users.

Contact List data can come from various Marketing sources such as websites you manage, landing pages you setup, call centers, lists from marketing seminars, etc.

The contact data can be imported from a file (e.g. from a .CSV or Excel file), directly sent to the API (e.g. a script on your website can publish to the API), or data can be entered manually (e.g. by call center operators).

Getting Started for Admin Users

Adding Users

To add new users simply login in with your Admin User account, then navigate to Admin -> User Admin -> Users. From there, click 'Add New', enter the user info, then click 'Invite User'.

The new user will receive an email with instructions on how to complete the signup process and create their own password etc.

Once the new user verifies their account, they will also appear on the User Admin screen as 'Verified' status.

If for some reason they don't receive the invitation email, you can always navigate back to their user details and click 'Resend User Verification Email'.

User Roles Overview

The 3 main user types are:

* Sales User - has access to manage Sales Contact Lists and all Sales and Account activities (including managing Business Contacts, Opportunities, Tasks etc.)

* Marketing User - has access to manage all contact lists (Marketing and Sales), and perform Marketing Automation activities, including managing Marketing Content.

* Admin User - full access to the entire system, including the ability to manage users.

Adding Sales Teams

To add new sales teams simply login in with your Admin User account, then navigate to Admin -> User Admin -> Teams

Customizing BlueSailCRM

Mapping your Business Processes to Opportunity Pipelines

When you first login, in the Opportunites section you will notice 2 sample pipelines as follows:

  • Sales
  • Business Development

If you click on a Pipeline and navigate further into the 'Pipeline View', you will see the various Pipeline Stages e.g. for the Sales Pipeline:

  • Stage 1: Pre-Qualified (e.g. you got someone's contact info at a conference or on your website)
  • Stage 2: Qualified (e.g. you confirmed they are actively looking for your product or service)
  • Stage 3: Follow-up (e.g. they are engaged in a back-and-forth with you and considering things)
  • Stage 4: Ready to Buy (e.g. they've asked for a final quote)

Each of these stages are intended to map to possible inflection points in your sales process, that you care to track. These stages are only suggestions and can be fully customized in the 'Pipeline View'.

Moreover, if you multiple sales teams and even executives involved in different aspects of the sales process, you can create as many pipelines as you like.

Tracking Open vs Closed Opportunities

Opportunities can be in any of these 4 states:

  • Open
  • Closed-Abandoned
  • Closed-Lost
  • Closed-Won

By default you will only see Open Opportunities in a Pipeline Stage, as Closed Opportunities no longer belong to a Stage.

Customizing Data Fields to Capture the Data You Want
BlueSailCRM allows you to customize data entry fields to capture information relevant to your business. To modify data fields, simply login as an Admin, navigate to the relevant entity e.g. Leads, Business Contacts, Opportunities, Companies, or Tasks.

From there, click the "3 dots" button to see more menu options, and select 'Customize Fields'. Another way to get here is to navigate to 'Admin' -> 'Data Fields'.

In this area of the application, you can customize each data field -- both the values you want to show AND the order you want them to display in.

Changes you make will be reflected immediately in the application.

Important: We recommend customizing data entry fields from the outset to get the most out of your CRM. Once you change data fields, it will affect all existing records e.g. if a Lead has a status of 'Qualified', and you delete the 'Qualified' status, that Lead will no longer have a status set until you update it manually.

Customizing Tags

Custom tags can serve as a powerful visual aid for categorizing each CRM entity.

The 'Customize Tags' menu option is located next to the 'Customize Data Fields' option for each CRM entity (Leads, Business Contacts, Opportunities, Companies, or Tasks) as described above. You can also navigate to 'Admin' -> 'Tags'.

Changes you make will be reflected immediately in the application.

You can add / remove tags and color-code them as desired.

We recommend customizing data entry fields from the outset to get the most out of your CRM. If you delete a tag from the system that has already been applied to a CRM entity, it will remain on that entity (greyed-out / not color-coded) until you manually remove it from the entity.

Still have Questions? Contact Support