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Modules

CRM - Customer Relationship Management

Module Overview

The CRM (Customer Relationship Management) module is used for the comprehensive management of business relationships with your customers, suppliers, and business partners. It enables central recording of companies, contact persons, tracking of communication, and business activities. The system also includes advanced features such as bulk emailing, data import, and integration with other eIntranet application modules.

Key Functions

  • Database of firms and companies with complete data
  • Management of branches and premises
  • Records of contact persons with detailed information
  • Tracking of communication logs (meetings, calls, emails, tasks)
  • Dashboard with overviews and statistics of business activities
  • Calendar view of events and tasks
  • Bulk emailing with a recipient selection wizard
  • Import of companies from Excel or national databases (Czech Republic only)
  • Automatic update of data from the ARES register (Czech Republic only)
  • Data export to Excel format
  • REST API for integration with external systems
  • Connection with 13 other system modules
  • Configurable lookups and custom fields

Access and Settings

How to Access the Module

Navigation path: Main menu → CRM

After opening the module, a top navigation bar with seven main tabs is displayed:

  • Dashboard - dashboard with statistics and overviews
  • Companies - list of all recorded companies
  • Contacts - overview of contact persons
  • Records - complete overview of communication and tasks
  • Calendar - calendar view of events
  • Mailing - wizard for bulk email sending
  • Mailing - Templates - management of templates for emailing

Module Settings

Access to settings: Settings → CRM

Settings are available only to users with administrator rights for the CRM module. Configuration is divided into three tabs:

  • User Rights - management of access permissions
  • General Settings / Optional Columns - configuration of functions and lookups
  • REST API - API settings and endpoint documentation

User Rights

The CRM module uses five levels of access rights:

Level Description
0 No access - the user does not see the CRM module
1 Can read everything - view all records without the possibility of editing
2 Can read own, write own - the user only sees records they created themselves or where they are assigned as the salesperson
3 Can read everything, write everything - full access to view and edit all records
5 Full access including deletion, recovery, and import of companies

Additional permissions (set independently via checkboxes):

  • Export companies/contacts to XLSX - ability to export data to Excel
  • Edit records - editing communication logs created by other users
  • Delete records - deleting communication logs

User Interface

Dashboard

The first screen after opening the CRM module displays an overview dashboard with the following sections:

Record Count Statistics for the Last 30 Days

The graph shows the development of the number of created records (notes, meetings, calls, etc.) over the last month. You can filter by:

  • All / Only mine - show all records or only yours
  • Record type - filter by communication type (Email, Call, Meeting, etc.)

Upcoming

The card displays the next 20 unresolved tasks with an approaching deadline. For each task, you see:

  • Deadline date and time
  • Who recorded the task
  • Which company/contact the task is associated with
  • Record type
  • Status and who is responsible for resolving the task

Recent Records

An overview of the last 20 created or modified records. You can see what was newly recorded or which records had their status changed.

Overdue Unresolved

Alerts for tasks that have already passed their deadline and are still not resolved. This section helps prevent overlooked tasks.

Employee Activity for the Last 30 Days

The graph shows the activity of individual employees - how many records each created over the last month. It helps monitor the workload of the sales team.

Each section of the module contains advanced filters for quickly finding needed records. Filters are opened by clicking the plus icon in the upper right corner of the Filter card.

In addition to filters, you can also use quick search in tables using the search field in the upper right corner of the table.

Basic Operations

Adding a New Company

  1. Open the Companies tab
  2. Click the Add company button in the upper right corner
  3. Fill in the basic company details:
    • Name - company name (required field)
    • ID (IČO) - organization identification number
    • VAT ID (DIČ) - tax identification number
    • Type - select from the lookup (Customer, Supplier, Partner, etc.)
    • Status - current relationship status (Current, Potential, Inactive, etc.)
    • Industry - field of business
  4. Enter address and contact information:
    • Street, City, ZIP Code
    • Country - select from the list of countries
    • Web - company website address
    • Email - main email address
    • Phone - phone number
  5. Optionally, you can add:
    • Number of employees
    • Annual income
    • Our representative - assigned salesperson
    • Description - notes about the company
  6. Click the Save button

After saving, a company record is automatically created, and you can start adding branches, contacts, and communication logs.

Updating Data from ARES (Only for Czech Companies)

For Czech companies with a valid ID number (IČO), you can automatically supplement or update data from the public ARES register:

  1. Open the company detail by clicking the name in the company list
  2. In the Basic Data section, find the ID (IČ) field
  3. Click the green button Update from ARES by ID
  4. The system will load current data from the register and offer a comparison
  5. Confirm the update with the Save changes button

Adding a Company Branch

  1. Open the company detail
  2. Go to the Branches tab
  3. Click the plus icon next to the tab name or the Add branch button
  4. Fill in the branch details:
    • Address type - Headquarters, Warehouse, Store, Offices, etc.
    • Street, City, ZIP Code, Country
    • Email, Phone, Web
    • Our representative - salesperson responsible for this branch
    • Description - additional information
  5. Save with the Save button

Adding a Contact Person

  1. Open the company detail
  2. Go to the Contacts tab
  3. Click the plus icon next to the tab name or the Add contact button
  4. Fill in the contact person details:
    • Position - role in the organization (Managing Director, Sales Representative, HR, etc.)
    • Salutation - Dear Mr. / Dear Ms.
    • First Name and Last Name
    • Email, Phone, Mobile
    • Branch - optionally assign the contact to a specific branch
    • Description - notes about the contact person
  5. Save with the Save button

Creating a Communication Record

Records serve to log all communication with companies and contacts (meetings, phone calls, emails, tasks).

  1. Open the detail of a company, branch, or contact
  2. Go to the Records tab
  3. Click the plus icon next to the tab name
  4. Fill in the record form:
    • Type - select communication type (Change, Call, Meeting, Email, Task, etc.)
    • Date and Time - when the communication took place or is scheduled to take place
    • Status - Unresolved, In Progress, Resolved, Cancelled
    • Assigned to - assign a responsible person (system user)
    • Note - detailed description of communication or task
    • Title - brief title (if enabled in settings)
    • Created by - who created the record (if enabled in settings)
    • Tags - keywords for better searching (if enabled)
  5. Optionally attach files using the Add file button
  6. Click on Save

Editing and Deleting Records

Editing a Company, Branch, or Contact

Most fields in the detail can be edited directly by clicking on the value:

  1. Open the company/branch/contact detail
  2. Find the field you want to edit
  3. Click on the field value - the field will become editable
  4. Enter the new value
  5. Click outside the field or press Enter to save

Alternatively, you can use the pencil icon next to the field, which opens an editing dialog.

Editing a Communication Record

  1. In the list of records, find the record you want to edit
  2. Click on the pencil icon in the right column of the table
  3. Make the desired changes
  4. Save with the Save button

Deleting a Record

  1. Find the record you want to delete (company, branch, contact, or communication record)
  2. Click on the trash icon or the Delete button
  3. Confirm deletion in the dialog box with the Yes button

Deleted records are moved to the trash and can be restored using the Deleted button in the upper right corner of the respective section.

Advanced Functions

Bulk Emailing - 7-Step Wizard

The bulk emailing function is only available in the Extra version. It allows sending an email to multiple recipients at once with the option to select according to various criteria.

Step 1: Select Email Address Sources

Choose where you want to get the email addresses from:

  • Companies - main company email addresses
  • Branches - branch email addresses
  • Contacts - email addresses of contact persons

You can check multiple options simultaneously.

Step 2: Filtering by Criteria

Refine selection by:

  • Company type - Customer, Supplier, Partner, etc.
  • Company status - Current, Potential, etc.
  • Industry - field of business
  • Number of employees
  • City, Country
  • Our salesperson - filter by the assigned user

Step 3: Selecting Specific Email Addresses

The system will display a list of all email addresses matching your criteria. You can:

  • Uncheck specific addresses you don't want to send the email to
  • Check the number of selected addresses
  • Verify the correctness of the selection

Step 4: Preview and Confirmation of the List

Check the final list of recipients before sending:

  • Total number of recipients
  • List of all email addresses
  • Adding or removing addresses

Step 5: Sending or Exporting

You have two options:

  • Send emails - only in the Extra version, requires a verified email address in settings
  • Export list - download the list of addresses to Excel for use in another email client

Step 6: Saving a Record of the Mailing

Create a record of the mailing performed for future reference:

  • Type - record type (usually Email or a custom type)
  • Note - email content, purpose of the mailing
  • Files - attach a copy of the sent email or attachments

Step 7: Creating a Follow-up Task

Optionally create a task to track reactions to the mailing:

  • Deadline - by when to evaluate results
  • Assigned to - who is in charge of the evaluation
  • Note - what needs to be done

Managing Mailing Templates

For repetitive email campaigns, you can create templates:

  1. Go to the Mailing - Templates tab
  2. Click on Add template
  3. Fill in:
    • Template name - for easy identification
    • Email subject
    • Email content - text or HTML
  4. Save the template

You can then use the created template in the emailing wizard or send a test email to your own address to verify the appearance.

Importing Companies from Excel

If you have an existing database of companies in Excel, you can import them in bulk:

  1. Go to the Companies tab
  2. Click the Import button
  3. Download the sample Excel using the sample excel link
  4. Fill your company data into the sample Excel - keep the column structure exactly as it is
  5. Click the Browse button and select the filled file
  6. Click Import
  7. The system will display the number of successfully imported companies and any errors

Important Notice:

  • A maximum of 100 companies can be imported at a time
  • Importing requires level 5 permissions
  • Do not change the column structure in the sample Excel
  • Check data correctness before importing

Importing Companies from a National Database (Czech Republic only)

For Czech users, importing companies from public registers is available:

  1. Open Companies → Import
  2. In the Import companies from national company DB section, set filters:
    • District - select one or more districts
    • Date of incorporation - how old the companies you want to import should be
    • Legal form - legal form (s.r.o., a.s., etc.)
    • Number of employees
    • Field of business - NACE classification
  3. The system will display the number of companies matching your criteria
  4. Set the type and status of companies after import
  5. Click Import

Note: Imported companies contain only basic data from public registers (name, ID, address). Contact details must be added manually.

Exporting Data to Excel

If you have export permissions, you can download data to Excel:

  1. Go to the Companies, Contacts, or Records tab
  2. Set filters as needed
  3. In the upper right corner of the table, click the Excel button
  4. The file will be automatically downloaded to your computer

The export contains all visible columns of the table in their current order and with applied filters.

Event Calendar

The Calendar tab displays all records with a deadline in a calendar view:

  • Monthly view - overview of events in a month
  • Weekly view - more detailed view of the week
  • Daily view - timeline of a single day

Clicking on an event in the calendar opens its detail. Clicking on an empty space in the calendar allows you to create a new record with that specific deadline.

Custom Fields (Custom Columns)

In the module settings, you can define up to 7 custom fields for:

  • Companies
  • Branches
  • Contacts

For each custom field, you set:

  1. Open Settings → CRM → General Settings
  2. Find the Definition of Custom Fields section
  3. Fill in Field Name (e.g., "Slovakia VAT ID", "Internal Customer Code")
  4. Check Display in Overview Table if you want to see the field in the list
  5. Click Save

Custom fields will then appear in the details of companies/branches/contacts and can also be used in filters.

REST API Integration

The CRM module supports REST API for automatic integration with external systems. API documentation is available in Settings → CRM → REST API.

Available Operations:

  • GET - retrieve a list of companies, branches, or contacts
  • POST - create a new company, branch, or contact
  • PUT - update an existing record
  • DELETE - delete a record

API Activation:

  1. Open Settings → CRM → REST API
  2. Check Enable REST API
  3. In the documentation, you will find access credentials and call examples

Integration with Other Modules

The CRM module is connected to 13 other eIntranet application modules, enabling comprehensive management of business relationships:

Invoices and Orders

  • Issued Invoices - issuing invoices to customers from CRM
  • Received Invoices - records of invoices from suppliers
  • Quotes - creating business quotes for companies in CRM
  • Inquiries - management of inquiries from customers
  • Issued Orders - orders from customers
  • Received Orders - orders with suppliers
  • Delivery Notes - records of goods dispatch

Projects and Time

  • Projects - recording projects for customers
  • Work Logs - tracking time spent on customer projects
  • Tasks - linking tasks with companies in CRM

Others

  • HelpDesk - customer support, ticket system
  • Contracts - managing contracts with customers and suppliers
  • Complaints - records of complaints from customers
  • Warehouse - linking warehouse movements with companies
  • Physical Mail - records of correspondence with companies

Access to Linked Modules

In the detail of each company, you will find buttons for quick access to linked records:

  1. Open the company detail
  2. In the upper part of the card, you see buttons such as:
    • Projects - view projects of this company
    • + Project - create a new project
    • Work Logs - view logs related to the company
    • Tasks - view tasks for this company
    • HelpDesk tickets - view open tickets
  3. Clicking a button opens the respective module with a pre-filter for the selected company

Troubleshooting

FAQ

Why don't I see the "Add company" button?

Cause: You do not have sufficient permissions to create companies.

Solution: Contact your administrator and request an increase in rights to level 2 or higher. Level 1 only allows viewing.

I cannot edit a record created by a colleague

Cause: Either you do not have permission to edit records of other users, or your CRM rights are at level 2 (you only see your own records).

Solution: Ask the administrator for:

  • An increase in CRM rights to level 3 (read all, write all), or
  • Checking the Edit records permission in user rights settings

Only some companies were imported after Excel import

Cause: Some rows in the Excel might have contained incorrectly filled required fields or invalid data.

Solution:

  1. Check that all companies have a name filled in
  2. Verify that countries are filled exactly as they are in the sample Excel
  3. Check the format of numeric fields (ID number, number of employees)
  4. Re-import the file with corrected data

I am unable to send an emailing

Cause: Either you do not have the Extra version, or you do not have a verified email address in settings.

Solution:

  1. Verify that you have the Extra version (contact the system provider)
  2. Open Settings → CRM → General Settings
  3. In the Email for mailing section, enter your email address
  4. Click Save & send verification email
  5. Check your inbox and click the verification link
  6. After verification, the address will be confirmed and you can send emails

I cannot find a company in the list

Solution:

  1. Check if filters are active - a red highlight of the Filter heading means active filtering
  2. Click the Clear filter button in the Filter card
  3. Use the search field in the upper right corner of the table
  4. If the company is deleted, you can find it using the Deleted button

I have lost track of overdue tasks

Solution:

  1. Go to the Dashboard tab
  2. Find the Overdue Unresolved card
  3. Click the All / Only mine toggle to show all or just your tasks
  4. Alternatively, use the Records tab with the filter Status: Unresolved

How to export contacts from only one city?

Solution:

  1. Go to the Contacts tab
  2. Open Filter by clicking the plus icon
  3. In the Company field, enter the city name (e.g., "Prague")
  4. Click Search
  5. In the table, click the Excel button
  6. A file with only contacts from the selected city will download

Why are custom fields not displayed in the table?

Cause: Custom fields are not set to be displayed in the table.

Solution:

  1. Open Settings → CRM → General Settings
  2. Find the Definition of Custom Fields for Companies/Branches/Contacts section
  3. Check Display in Overview Table for the desired field
  4. Click Save
  5. Refresh the page with the list of companies/branches/contacts

Tips for Efficient Work

Use the Dashboard

Set the Dashboard as your default page after logging in. You will immediately see all important tasks and statistics without having to go through individual sections.

Assign Salespeople to Companies

Always fill in the Our representative field for companies. This allows filtering "my" companies, and in level 2 rights mode, users only see their own customers.

Use Company Types and Statuses Consistently

Agree in the team on a uniform use of company types and statuses. e.g., "Potential Customer" vs. "Current Customer" - this will make statistics more accurate.

Take Notes Continuously

After every phone call or meeting, write a short record. Even seemingly insignificant information might be useful later. Use the Tags field for better searching.

Create Tasks with Deadlines

When you promise a customer a call back or to send a quote, create a Task record with a specific deadline. The system will alert you on the dashboard.

Regularly Update Data from ARES

For Czech companies, we recommend updating data from ARES at least once a year - managing directors, addresses, or other important information can change.

Use Bulk Actions

In the company list, you can select multiple companies by checking the checkbox and use the Add record/task to selected button to create a record for multiple companies at once.

Regularly Export a Data Backup

Once a month, export the complete list of companies and contacts to Excel as a backup. In case of accidentally deleted data, you will have a copy.

Adjust Column Display According to Needs

In each table, you can set which columns you want to see using the Column visibility (Colvis) button. The system will remember your settings.

Combine Filters for Precise Searching

You can combine multiple filters at once - e.g., Type = Customer + Status = Current + City = Prague + Salesperson = You. You will get a precise list of active Prague customers.

Use REST API for Automation

If you work with other systems (e-shop, accounting), use the REST API for automatic synchronization of customers. You will save time on manual transcription.

Archive Inactive Companies

Do not delete unneeded or inactive companies - rather change their status to "Inactive" or "Former Customer". You will preserve the communication history for potential reactivation.