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CRM Configuration

Configure and customize your CRM system to match your business processes. Control which modules are enabled, define custom fields, set up lifecycle stages, and manage team settings.

Overview​

CRM Config allows you to:

  • Enable/Disable Modules: Activate only the CRM modules you need
  • Customize Fields: Add custom fields to standard entities
  • Define Stages: Set up lifecycle stages for contacts and deals
  • Configure Scoring: Set up lead scoring rules
  • Manage Teams: Organize users and assign territories
  • Set Up Round Robin: Automate lead assignment
  • Organize Tags: Create categories and tags for organization
  • Control Notifications: Manage CRM-related notifications
  • Configure Modules: Fine-tune settings for each CRM module

Modules​

Enable or disable CRM modules based on your business needs.

Available Modules​

ModulePurposeDefault
ContactsManage individual people✅ Enabled
CompaniesManage organizations and companies✅ Enabled
DealsTrack sales opportunities and pipeline✅ Enabled
TasksManage to-dos and activities✅ Enabled
ProductsProduct catalog and pricing⬜ Optional
PaymentsPayment tracking and invoicing⬜ Optional
FormsLead capture forms✅ Enabled
VisitorsWebsite visitor tracking⬜ Optional
My SpaceCustom modules and data⬜ Optional

Enabling/Disabling Modules​

  1. Go to CRM → Config → Modules
  2. Toggle modules on/off based on your needs
  3. Click Save Changes

Important: Disabling a module hides it from navigation but does NOT delete existing data.

Standard Fields​

View and manage the built-in fields for each CRM entity.

Standard Field Types​

Contact Standard Fields:

  • First Name, Last Name, Email, Phone
  • Company, Job Title, Department
  • Address, City, State, Country
  • Created Date, Updated Date, Owner

Company Standard Fields:

  • Company Name, Domain, Industry
  • Size, Revenue, Type
  • Address, City, State, Country
  • Created Date, Updated Date, Owner

Deal Standard Fields:

  • Deal Name, Value, Stage
  • Probability, Expected Close Date
  • Contact, Company, Owner
  • Created Date, Updated Date

Modifying Standard Fields​

  1. Go to CRM → Config → Standard Fields
  2. Select entity type (Contacts, Companies, Deals, etc.)
  3. View all standard fields and their properties
  4. Toggle field visibility in forms and views
  5. Set required/optional status
  6. Click Save

Note: Standard fields cannot be deleted, only hidden or made optional.

Custom Fields​

Add custom fields to extend CRM entities with business-specific data.

Custom Field Types​

TypeUse CaseExample
TextShort text inputCustomer ID, Account Number
Long TextMulti-line textNotes, Description
NumberNumeric valuesEmployees Count, Credit Limit
DecimalDecimal numbersDiscount Percentage, Rating
DateDate pickerContract Renewal, Birthday
DropdownPredefined optionsPriority, Category, Source
Multi-SelectMultiple choicesInterests, Services
CheckboxYes/No booleanNewsletter Opt-in, VIP
URLWebsite linksLinkedIn Profile, Website
EmailEmail addressesAlternate Email
PhonePhone numbersMobile, Office Extension

Creating Custom Fields​

  1. Go to CRM → Config → Custom Fields
  2. Click Add Custom Field
  3. Fill in field details:
    • Field Name: Internal identifier (no spaces)
    • Display Label: User-facing label
    • Field Type: Select from types above
    • Entity: Contact, Company, Deal, etc.
    • Required: Make field mandatory
    • Default Value: Set default (optional)
  4. For dropdowns: Add options
  5. Click Save

Best Practices:

  • Use clear, descriptive field names
  • Keep field names short for easier use in workflows
  • Group related fields logically
  • Don't create duplicate fields across entities

Lifecycle Stages​

Define the journey contacts and deals go through in your CRM.

Contact Lifecycle Stages​

Default stages:

  1. Subscriber - Email list subscriber
  2. Lead - Potential customer (not qualified)
  3. Marketing Qualified Lead (MQL) - Engaged with marketing
  4. Sales Qualified Lead (SQL) - Ready for sales outreach
  5. Opportunity - Active sales discussion
  6. Customer - Closed deal, paying customer
  7. Evangelist - Active promoter/referrer

Deal Stages​

Default stages:

  1. Prospecting - Identifying potential
  2. Qualification - Assessing fit
  3. Proposal - Sent proposal/quote
  4. Negotiation - Discussing terms
  5. Closed Won - Deal successful
  6. Closed Lost - Deal unsuccessful

Customizing Stages​

  1. Go to CRM → Config → Lifecycle Stages
  2. Select entity (Contact or Deal)
  3. Add New Stage:
    • Stage Name
    • Stage Color (for visual identification)
    • Stage Order (sequence)
    • Probability % (for deals)
  4. Edit Existing Stages: Click to modify
  5. Reorder Stages: Drag and drop
  6. Click Save Changes

For Deals: Assign probability percentages to calculate weighted pipeline value.

Lead Scoring​

Automatically score leads based on behavior and profile attributes.

Lead Scoring Model​

Assign points to leads based on:

  • Demographic Fit: Job title, company size, industry
  • Behavioral Engagement: Email opens, website visits, content downloads
  • Explicit Interest: Form submissions, demo requests

Setting Up Lead Scoring​

  1. Go to CRM → Config → Lead Scoring
  2. Click Add Scoring Rule
  3. Define criteria:
    • Attribute: Select field (e.g., Job Title)
    • Condition: Equals, Contains, etc.
    • Value: Specify value (e.g., "Manager")
    • Points: Score to add/subtract
  4. Set score thresholds:
    • Cold Lead: 0-30 points
    • Warm Lead: 31-60 points
    • Hot Lead: 61+ points
  5. Click Save

Example Rules:

  • Job Title contains "Director" → +15 points
  • Company Size > 100 employees → +10 points
  • Visited pricing page → +20 points
  • Downloaded whitepaper → +10 points
  • Email opened → +5 points

Team Settings​

Organize users into teams for better collaboration and territory management.

Creating Teams​

  1. Go to CRM → Config → Team Settings
  2. Click Create Team
  3. Enter team details:
    • Team Name: Sales Team East
    • Team Lead: Assign team leader
    • Members: Add team members
    • Territory: (Optional) Assign geographic area
  4. Click Save

Team Permissions​

  • Team members can see all records assigned to team members
  • Team leads can reassign records within the team
  • Teams can have shared dashboards and reports

Round Robin​

Automate lead assignment to distribute leads evenly across team members.

Round Robin Rules​

  1. Go to CRM → Config → Round Robin
  2. Click Create Rule
  3. Configure:
    • Rule Name: Inbound Lead Distribution
    • Entity: Contacts (or Deals)
    • Trigger: When created via form/import/API
    • Assign To: Select team or users
    • Distribution: Even (rotate) or Weighted
  4. Set assignment order (if weighted)
  5. Click Save

Use Cases:

  • Distribute inbound form leads to sales team
  • Assign support tickets to support agents
  • Rotate demo requests among AEs

Tags & Categories​

Organize CRM records with tags and categories for better segmentation.

Creating Categories​

  1. Go to CRM → Config → Tags & Categories
  2. Click Add Category
  3. Enter:
    • Category Name: Industry, Source, Priority
    • Applies To: Contacts, Companies, Deals
    • Color: For visual identification
  4. Click Save

Creating Tags​

  1. Under a category, click Add Tag
  2. Enter tag name (e.g., for Industry: Technology, Healthcare, Finance)
  3. Choose color
  4. Click Save

Example Structure:

  • Source Category: Website, Referral, Event, Ad
  • Industry Category: SaaS, E-commerce, Healthcare
  • Priority Category: High, Medium, Low

Notifications​

Control CRM-related notifications for your organization.

Notification Types​

EventDescriptionDefault
Contact CreatedNew contact added✅ On
Deal Stage ChangedDeal moved to new stage✅ On
Task AssignedTask assigned to user✅ On
Deal WonDeal marked as won✅ On
Deal LostDeal marked as lost⬜ Off
Contact UpdatedContact record modified⬜ Off

Configuring Notifications​

  1. Go to CRM → Config → Notifications
  2. Toggle notifications on/off
  3. For each notification type:
    • Recipients: Who receives (Owner, Team Lead, All)
    • Channel: Email, In-app, Both
    • Frequency: Instant, Daily digest
  4. Click Save Preferences

Module Configuration​

Fine-tune settings for specific CRM modules.

Companies Module​

Settings:

  • Auto-Enrich: Automatically fetch company data from domain
  • Duplicate Detection: Check for duplicate companies by domain
  • Default Fields: Which fields to show on company cards

Configure:

  1. Go to CRM → Config → Module Configuration
  2. Select Companies
  3. Toggle settings
  4. Click Save

Contacts Module​

Settings:

  • Email Validation: Verify email addresses on creation
  • Duplicate Detection: Check for duplicate emails/phones
  • Auto-Link to Company: Link contacts to companies by domain

Deals Module​

Settings:

  • Weighted Pipeline: Use probability to calculate pipeline value
  • Auto-Close Stale Deals: Close deals after X days in stage
  • Required Fields: Make certain fields mandatory for deals

Tasks Module​

Settings:

  • Default Reminder: Remind before due date
  • Auto-Assignment: Assign tasks to deal/contact owner
  • Task Types: Define custom task types

Best Practices​

Module Activation​

✅ Do:

  • Enable only modules your team will actively use
  • Start with core modules (Contacts, Companies, Deals)
  • Add optional modules as needs grow

❌ Don't:

  • Enable all modules at once (causes confusion)
  • Disable modules with critical data
  • Frequently toggle modules on/off

Custom Fields​

✅ Do:

  • Plan custom fields before creating them
  • Use consistent naming conventions
  • Document what each field means
  • Limit to essential fields (avoid field bloat)

❌ Don't:

  • Create duplicate fields
  • Use cryptic field names
  • Make too many fields required
  • Create fields "just in case"

Lifecycle Stages​

✅ Do:

  • Align stages with your actual sales process
  • Keep stage names clear and action-oriented
  • Train team on stage definitions
  • Review and update stages quarterly

❌ Don't:

  • Create too many stages (5-7 is ideal)
  • Use vague stage names
  • Frequently change stage order

Troubleshooting​

Can't Disable a Module​

Issue: Module disable toggle is grayed out

Solution: Core modules (Contacts, Companies) cannot be disabled. Only optional modules can be toggled.

Custom Field Not Showing​

Issue: Created custom field not visible on forms

Solution:

  1. Check field is enabled for the correct entity
  2. Verify field visibility settings
  3. Refresh page/clear browser cache
  4. Check user has permissions to view field

Round Robin Not Working​

Issue: Leads not being auto-assigned

Solution:

  1. Verify rule is enabled
  2. Check trigger conditions match
  3. Ensure users in rotation are active
  4. Review assignment logs in rule settings

Need Help? Contact support at support@expedify.ai or use the in-app chat.

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