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
Once the login is successful, navigate to the Team Portal
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
Click on the Account button
A drop-down will appear with the options "Account" and "Contact"
Select the option Account
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
Click Create Account to finalize the process
If you need to cancel, click the Cancel button
Create a Contact
To create a contact in the CRM module:
Click on the Account button
A drop-down will appear with the options "Account" and "Contact"
Select the option Contact
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
Click Create to finalize the process
Click the Preview button to preview the content before sending it to the contact
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:
Click the dropdown in the Status column for the respective contact
Select the appropriate status
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:
Locate the contact in the list
Click the three-dot menu in the Action column
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:
Locate the contact in the list
Click the three-dot menu in the Action column
Select the required action
Assigning and Managing Coaches
Click on a contact
Navigate to the contact's edit section
Click on a contact’s Assigned Coaches field
Select or remove coaches as needed (Primary / Assigned Coach)
Click the pencil icon to edit, save, and update the coach assignment
Managing Clients
Click on a contact
Navigate to the contact's edit section
Click the pencil icon to edit, save, and update
Creating Coach Notes
Users can create and share notes related to their coaching sessions
Click on a contact to navigate to the edit section
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
Fill in the following fields:
Title: Enter the title of the note
Short Description: Provide a summary of the note
Select sharing options:
Share with Maximus
Share with the admin team and assigned coaches (if any)
(Optional) Click the expand icon to enlarge the My Note section for better visibility
Click Save to save the note, or Cancel to discard changes
Editing Coach Notes
Click the pencil icon to edit the coach notes
(Optional) Click the expand icon to enlarge the My Note section for better visibility
Update the necessary details
Click Update to save changes, or Cancel to discard them
If you leave in the middle of editing, changes will be saved as a draft until you confirm the update
Click Update to save changes permanently or Cancel to discard them
Deleting Coach Notes
Attempt to delete the coach notes
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"
Click Delete to confirm, or Cancel to keep the note
Adding Comments to Coach Notes:
Click on the + Add Comment
Type your comment in the provided text box
Click Save to save your comment or Cancel to discard changes
Adding Tasks and Goals
Click on a contact to navigate to the edit section
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
Enter the task or goal details, including:
Title of Task/Goal
Short Description
Due Date (MM/DD/YYYY)
Give Point (default: 0)
Click Save to add the task/goal, or Cancel to discard changes
Editing Tasks
Click the pencil icon to edit the Task
Update the necessary details
Click Update to save changes, or Cancel to discard them
Deleting Tasks
Attempt to delete the Task
A prompt appears:
"Are you sure you want to delete this task?"
Click Delete to confirm, or Cancel to keep the task
Adding Comments to Tasks:
Click on the + Add Comment
Type your comment in the provided text box
Click Save to save your comment or Cancel to discard changes
Editing Goals
Click the pencil icon to edit the Goal
Update the necessary details
Click Update to save changes, or Cancel to discard them
Deleting Goals
Attempt to delete the Goal
A prompt appears:
"Are you sure you want to delete this goal?"
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
Navigate to the CRM Edit section
Click on the Packages tab
Select Add Package
Enter the required package details, including:
Package Name
Purchase Date
Price
Click Save to add the package and Cancel to discard it
Scheduling a Package Now
Open the CRM Edit section.
Navigate to Packages and select the desired package
Click Schedule Now
The pop-up Create Appointments will appear
In the pop-up, Client, Select Package, Use Sold Packages to create an appointment, Select Package Meeting Location should be displayed by default
Choose the preferred date and time (start & End)
There are recurring options (Doesn't repeat, Daily, Weekly, bi-Weekly, Monthly, on this date, Bi Monthly) to continue the meeting scheduler
The Edn date field must be hidden and appear only once the recurring options are chosen, without Doesn't report
Click Confirm to finalise the scheduling
Editing a Package
Go to the CRM Edit section and select Packages
Locate the package you wish to edit
Click the Edit button next to the package
Modify the required details
Click Save Changes to update the package, and Cancel to discard it
Deleting a Package
Access the CRM Edit section and navigate to Packages
Identify the package you want to delete
Click the Delete button
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.
Navigate to the To-Do List section within the CRM
Click Activity
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.
Open the Activity Log section in the CRM
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
Navigate to the Contracts section within the CRM
Click Upload Contra
Select Click to Upload or Upload from Resources
Ensure the document is in PDF format and does not exceed 20 MB
Click Save to upload the contract.
Creating a New Contract
In the Contracts section, choose Create Your Contract
Select a predefined template or start from scratch
Enter the required contract details
Click Save to finalise the contract
In the Form Submissions section, you'll find any form responses filled in by the client.
If any responses have been received by clients, you'll see them here in the Form Submissions as given below,
From the downward arrow on the right-hand top corner of the submitted response, you may expand the response as given below,
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.