Getting started with OmniSchema CRM
A written guide, step by step, from switching CRM on to sending won work to Operations. It takes about ten minutes to read.
- 1
Switch CRM on
In Governance, open Company settings and switch CRM on. If your company does not pay by card yet, you are taken to a payment page first.
You pay for each user who can work in CRM, with a minimum of 3 users. The count is checked every day.
- 2
Choose what each role can do
In Governance, open User roles. The CRM column has six choices: No CRM, View only, Own records, Their team, Everything and Admin.
Own records suits a sales rep: the customers, deals and leads they own or are shared on, plus new leads nobody owns yet. Their team suits a sales manager. Admin can also change settings, pipelines, imports and exports.
Roles with Governance access start as Admin. Every other role starts with no CRM until you choose.
- 3
Add your companies and contacts
Open CRM from the workspace switch. Add a company with its phone, email and address, then the contacts you deal with there.
Have a spreadsheet already? Use Import. Each row is checked first, and any row with a problem is listed with the reason, so you can fix it and try again.
If a company or contact looks like one you already have, CRM shows you before it is added twice.
- 4
Take enquiries from your website
In CRM settings, turn on the website form and copy it onto your website.
Each enquiry arrives as a new lead with the source "Website form" and the visitor's consent recorded.
- 5
Set up your pipeline
Name the stages a deal goes through, for example Enquiry, Site visit, Quote sent, Won and Lost, and the chance of winning at each one.
A stage can ask for something before a deal moves on, such as a close date or a logged site visit.
- 6
Add deals with a next step
Add a deal to a company with its value and expected close date. Give it a next step and a date, such as "Call back about the quote on Friday".
Move deals across the board as they progress. Deals with no next step are flagged so nothing goes quiet.
A lead that is ready becomes a company, a contact and a deal in one go, with any likely duplicate shown first.
- 7
Work from Today
Today shows the calls, follow ups and tasks due today, anything overdue, and deals that need a next step.
Tick a task when it is done and add the outcome.
- 8
Log calls and emails
On a phone, tap the number on a contact to call. When you come back, CRM offers to log the call with its outcome.
Log emails, meetings and notes on the company, contact or deal, and see the whole history in one place.
If your company switches it on, CRM can summarise a customer or draft an email for you to check. It never sends anything or changes a deal by itself.
- 9
Win a deal and send it to Operations
Move a deal to Won. If your company has Operations, choose Send to Operations.
The company joins your Customer Directory and a job request with the agreed scope is added to Work Orders as Open. Send it again and the same customer and job are used, never a copy.
The deal shows the job and where it is up to, so sales can see when the work is booked and done.
- 10
See how sales are going
Reports show deals won and lost, the value in each stage, where your leads come from and the open deals with an owner and a next step.
Users with export access can download a report or a list.