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CRM Functionality on Team Portal

This article provides step-by-step instructions for accessing the CRM, and exploring its features.

Tiny Wijerathna Ekanayake avatar
Written by Tiny Wijerathna Ekanayake
Updated today

The CRM in Delenta Teams provides business owners, operational coaching staff, and admin users with a centralized view of their customers across the entire business. It offers functionality for managing coaches, clients, package purchases and sessions while providing data insights to enhance efficiency.

Steps to Navigate to Access the CRM Module

  1. Once the login is successful, navigate to the Team Portal

  2. Next, navigate to the Side Menu and select the CRM menu

Once the user is successfully navigated to the CRM section, the following view is displayed

  • A list of contacts with key details such as Name, Email, Primary Coach, Created Date, Status, Company Account, and Assigned Coaches

  • Options to Add, Import, and Export Contacts

  • A Filter option for refining contact searches based on:

    • By Coach

    • By Company

    • By Package Name

    • By Type

    • By Date

Filtering and Sorting Accounts, Groups and Contacts

  • Use the Filter option to search for specific contacts based on Coach, Company, Package Name, Type, or Date

  • Click on column headers to sort by Name, Email, Primary Coach, Created Date, Status, Company Account and Assigned Coaches

Creating an Account

To create an account in the CRM

  1. Click on the Account button

  2. A drop-down will appear with the options "Account" and "Contact"

  3. Select the option Account

  4. A form will appear with the following fields:

    • Account Name: Enter the name of the account

    • Account Description: Describe the account

    • Account Owner: Select the account owner from the dropdown menu

  5. Click Create Account to finalize the process

  6. If you need to cancel, click the Cancel button

Create a Contact

To create a contact in the CRM module:

  1. Click on the Account button

  2. A drop-down will appear with the options "Account" and "Contact"

  3. Select the option Contact

  4. A form will appear with the following fields:

    • First Name: Enter the first name of the contact

    • Last Name: Enter the last name of the contact

    • Email: Enter the email address

    • Phone Number: Enter the phone number

    • Client Type: Select the client type (Lead, Prospect, Contact, Client)

    • Coach: Select the Coach

    • Check the checkbox for 'Assign Package to Client' and 'Add to Account'

    • Message: Add a message to include in the invitation email to your client

  5. Click Create to finalize the process

  6. Click the Preview button to preview the content before sending it to the contact

  7. If you need to cancel, click the Cancel button

Importing and Exporting Contacts

  • Import: Click the Import button to upload a list of contacts

  • Export: Click the Export button to download contacts in a CSV format

To change the status of the contact:

  1. Click the dropdown in the Status column for the respective contact

  2. Select the appropriate status

  3. The status will be updated immediately

The Action Menu (three-dot menu) allows users to manage contacts with the following options:

  • Invite: Send an invitation to the contact to join the system

  • Deactivate/Archive: Mark the contact as inactive or archive them for record-keeping

  • Delete: Permanently remove the contact from the CRM

To access these options:

  1. Locate the contact in the list

  2. Click the three-dot menu in the Action column

  3. Select the required action

  • Resend Invite: For inactive or pending contacts, this option allows re-sending an invitation

  • Restore: Reactivates an inactive contact, bringing them back into the active list

To access these options:

  1. Locate the contact in the list

  2. Click the three-dot menu in the Action column

  3. Select the required action

Assigning and Managing Coaches

  1. Click on a contact

  2. Navigate to the contact's edit section

  3. Click on a contact’s Assigned Coaches field

  4. Select or remove coaches as needed (Primary / Assigned Coach)

  5. Click the pencil icon to edit, save, and update the coach assignment

Creating Coach Notes

Users can create and share notes related to their coaching sessions

  1. Click on a contact to navigate to the edit section

  2. Click Add your First Note to add a new note if it's the 1st note, otherwise click Add Note to open the note editor

  3. Fill in the following fields:

    • Title: Enter the title of the note

    • Short Description: Provide a summary of the note

  4. Select sharing options:

    • Share with Maximus

    • Share with the admin team and assigned coaches (if any)

  5. (Optional) Click the expand icon to enlarge the My Note section for better visibility

  6. Click Save to save the note, or Cancel to discard changes

Editing Coach Notes

  1. Click the pencil icon to edit the coach notes

  2. (Optional) Click the expand icon to enlarge the My Note section for better visibility

  3. Update the necessary details

  4. Click Update to save changes, or Cancel to discard them

  5. If you leave in the middle of editing, changes will be saved as a draft until you confirm the update

  6. Click Update to save changes permanently or Cancel to discard them

Deleting Coach Notes

  1. Attempt to delete the coach notes

  2. A prompt appears:

    "Heads up! Your client may lose access. You are trying to delete a shared note, which may result in your client losing access"

  3. Click Delete to confirm, or Cancel to keep the note

Adding Comments to Coach Notes:

  1. Click on the + Add Comment

  2. Type your comment in the provided text box

  3. Click Save to save your comment or Cancel to discard changes

Adding Tasks and Goals

  1. Click on a contact to navigate to the edit section

  2. Click Add a new task/goal to add a new task/goal if the 1st task/goal is otherwise, click Create Tasks/Goals to add

  3. Enter the task or goal details, including:

    • Title of Task/Goal

    • Short Description

    • Due Date (MM/DD/YYYY)

    • Give Point (default: 0)

  4. Click Save to add the task/goal, or Cancel to discard changes

Editing Tasks

  1. Click the pencil icon to edit the Task

  2. Update the necessary details

  3. Click Update to save changes, or Cancel to discard them

Deleting Tasks

  1. Attempt to delete the Task

  2. A prompt appears:

    "Are you sure you want to delete this task?"

  3. Click Delete to confirm, or Cancel to keep the task

Adding Comments to Tasks:

  1. Click on the + Add Comment

  2. Type your comment in the provided text box

  3. Click Save to save your comment or Cancel to discard changes

Editing Goals

  1. Click the pencil icon to edit the Goal

  2. Update the necessary details

  3. Click Update to save changes, or Cancel to discard them

Deleting Goals

  1. Attempt to delete the Goal

  2. A prompt appears:

    "Are you sure you want to delete this goal?"

  3. Click Delete to confirm, or Cancel to keep the goal

Payment Handling

This section gives the details of the purchased packages for the specific contact.

No New Package Purchases or Coaching Engagements

If no packages have been purchased or scheduled, the system displays the following message and +Add Package on the top right-hand side

"You have no new package purchases or coaching engagements
Do not worry! As soon as a client books one of your coaching packages, you will be able to see your package summaries"

Adding a Package

  1. Navigate to the CRM Edit section

  2. Click on the Packages tab

  3. Select Add Package

  4. Enter the required package details, including:

    • Package Name

    • Purchase Date

    • Price

  5. Click Save to add the package and Cancel to discard it

Scheduling a Package Now

  1. Open the CRM Edit section.

  2. Navigate to Packages and select the desired package

  3. Click Schedule Now

  4. The pop-up Create Appointments will appear

  5. In the pop-up, Client, Select Package, Use Sold Packages to create an appointment, Select Package Meeting Location should be displayed by default

  6. Choose the preferred date and time (start & End)

  7. There are recurring options (Doesn't repeat, Daily, Weekly, bi-Weekly, Monthly, on this date, Bi Monthly) to continue the meeting scheduler

  8. The Edn date field must be hidden and appear only once the recurring options are chosen, without Doesn't report

  9. Click Confirm to finalise the scheduling

Editing a Package

  1. Go to the CRM Edit section and select Packages

  2. Locate the package you wish to edit

  3. Click the Edit button next to the package

  4. Modify the required details

  5. Click Save Changes to update the package, and Cancel to discard it

Deleting a Package

  1. Access the CRM Edit section and navigate to Packages

  2. Identify the package you want to delete

  3. Click the Delete button

  4. Confirm the deletion when prompted and cancel to discard it

To-Do List

The CRM system includes a built-in To-Do List to help users track tasks related to package management.

  1. Navigate to the To-Do List section within the CRM

  2. Click Activity

  3. Select options such as Meeting, Call, and Note

Enter task details, such as:

  • Title

  • Short Description

  • Due Date

  • Time

  • Remind me Option

Click Save to add the task and Cancel to discard it

Activity Log

The Activity Log provides a record of all actions related to package management.

  1. Open the Activity Log section in the CRM

  2. View a detailed list of actions

Managing Contracts in CRM

The CRM system enables users to create, upload, and manage contracts with clients efficiently.

Uploading a Contract

  1. Navigate to the Contracts section within the CRM

  2. Click Upload Contra

  3. Select Click to Upload or Upload from Resources

  4. Ensure the document is in PDF format and does not exceed 20 MB

  5. Click Save to upload the contract.

Creating a New Contract

  1. In the Contracts section, choose Create Your Contract

  2. Select a predefined template or start from scratch

  3. Enter the required contract details

  4. Click Save to finalise the contract

If you need to add customers, prospects, and leads to your CRM without sending them a portal invitation it is now possible with Delenta. Learn more. This helps you organize and track interactions while keeping control over when (or if) they gain portal access.

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