CRM Onboarding
Thank you for choosing popcorn CRM to help you grow your sales, faster.
This onboarding page is designed to help you get the most out of popcorn CRM, by getting you up and running as quickly as possible.
Getting Started
We have broken the Onboarding process down into 3 simple steps, all of which is backed up by written descriptions and short explanatory videos/screenshots.
We highly recommend running through the Steps 1 and 2, then if you have any further questions, see Step 3, which should answer 95% of the most common questions our Support Team get asked.
Step 1 - How to use popcorn CRM
Dashboard & Contact Popup - 11 minutes
A quick walk through of how the basics in popcorn, including a solid overview of of the contact popup, which is at the heart everything in popcorn.
Adding Contacts (Manual & Import)- 4 minutes
Covering the 2 ways to add contact to popcorn CRM – via the importing tool and manually adding contacts via the popup window
Adding Contacts (Zapier) - Coming Soon
We are currently integrating Zapier into popcorn CRm to make importing / exporting your data even easier – watch this space
Campaigns (CRM Only) - 1 minute
What is a campaign and how are Pipelines connected to them.
Pipelines - 4:30 minutes
What are Pipelines and how you can use them to manage your contacts down a simple and visual process.
Reminders - 3 minutes
What are reminders in popcorn CRM, how to add, manage and use them in both CRM and Prospecting accounts.
How to use popcorn CRM on a daily basis - 2 minutes
A practical guide on how you and your team can use popcorn CRM to ensure you never forget to follow up on an opportunity and always know where they are in your process.
Support - 1:30 minutes
How to get support and what help is available.
Step 2 - How to Design an Effective Pipeline
Pipelines are a simple way to visualise any process you follow, and although popcorn is typically used to track prospects, many customers will also use it to track customer journeys, future prospect pipelines, and much more.
We have put together a guide for creating an effective pipeline, that you and your team will love, as you will always know where every single prospect is and never miss an opportunity.
To get started, you need to define the practical actions you actually do during the process you are wanting to track. In this example I am going to build a prospecting pipeline, which allows you to progress your prospects along their prospecting journey – don’t forget that a prospect does not just move forwards, sometimes they will pause, move backward or even jump multiple steps in the process. When this happens, it’s really important to respond accordingly, as trying to move them to a stage that they are not ready for, will often cause pushback and potentially the loss of an opportunity.
In this example, I am assuming that there is one person managing your sales process. If not, it can be quite easily managed by creating duplicate pipelines for each sales person. But no matter how many of these there are, it will give everyone a really simple process to follow, that will in turn, give you the visibility on where every single prospect is and what you need to do next
Step 1 – Creating a Campaign
Whether you are a ‘CRM’ or a ‘Prospecting’ customer, a Campaign is like a folder, where you can keep everything and everyone connected to your pipeline, on one place.
Duration – 1 min
Step 2 – Create a column for ‘New Enquiries ’
This is where you’ll put all of your New Enquiries, (social media, referrals, web enquires etc…) that way you will never forget to follow up on a prospect or do something with them.
Duration – 1 min 40 Seconds
Step 3 – Define how you are going to follow up
This may be in the form of Calls, Messages or Emails etc, and is really useful to visualise how many attempts you plan to make, to engage with each prospect.
Duration – 2 mins
Step 4 – Set your objective
Add a column for when you achieve your objective, this may be a Meeting, Quote or Demo etc.
Duration – 1 min
Step 5 – Define your Post Objective Follow-up
Never miss an opportunity by creating a ‘Follow-up’ column which tells you that you need to do something next.
Duration – 1 min
Step 6 – Business Won!
Finally, add in a column or columns for what happens when you have won the business. This may be ‘Delivery’, ‘Send Invoice’, ‘Upsell’ or ‘Post paper-work’, whatever it is, it ensures that you don’t forget about your customers.
As a bonus tip, it works really well to create a separate pipeline with the months of the year, that way if someone says ‘give me a call in September’, you can drop them in and it then gives you a clear picture of the health of your future prospecting.
Duration – 1 min
Next Step 7 – Nurturing the prospects
If you are a ‘Prospecting‘ user, the Campaign folders will be where you can set up all your Automations, Email Marketing, Prospecting, and other stuff to help you convert more sales, faster. More details on this will be covered in the second Onboarding session that you will receive in a few days.
Of course, this is just a simple version of a pipeline, and you can add as many or as few steps to suit you, but it’s creating a process that you actually follow that matters and once you start adding your prospects into the columns, setting reminders and tagging them, this is when the system really comes to life.
Once you have watched this Click HERE to move to Step 3 where we aim to answer most of the specific questions our users have.
Dashboard
The ‘Dashboard’ gives you an overview of everything you need to know and access in one place.
The ‘Dashboard’ gives you an overview of everything you need to know in one place, including:
Quick Search – This is always at the top left-hand side of the page and allows you to instantly search for a contact, simply type the contacts name, company, email address or phone number into this box to put their information up.
The ‘+’ button – gives you quick access to create the most commonly used activities inside popcorn.
‘Reports’, Statistics’ and ‘Recent’, all of which are explained in the below FAQ’s
Pipelines – add up to 3 pipelines to dashboard for an overview of all the activity.
The ‘Dashboard’ gives you an overview of everything you need to know in one place, including:
Quick Search – This is always at the top left-hand side of the page and allows you to instantly search for a contact, simply type the contacts name, company, email address or phone number into this box to put their information up.
The ‘+’ button – gives you quick access to create the most commonly used activities inside popcorn.
‘Reports’, Statistics’ and ‘Recent’, all of which are explained in the below FAQ’s
Pipelines – add up to 3 pipelines to dashboard for an overview of all the activity.
The ‘Reports’ box on the Dashboard gives you quick access to the following reports:
Hot, Warm and Cool Prospects – These are automatically generated by tracking and scoring your contacts’ activities over Email Marketing Opens, Clicks, Website Visits and return visits to specific pages.
‘Prospect’ scores are averaged out over the last 3 emails a contact has received, so you will see contacts move around the ‘Hot’, ‘Warm, and ‘Cool’ scales.
Website Tracking – If you are signed up to the ‘Prospecting’ package, once a contact opens an email sent from popcorn, it automatically tracks the specific pages and contact visits on your website for up to 3 months after their last email open.
Recent Email Marketing Activity – An overview of the last 7 days Email Marketing activity by your clients.
All the above reports are fully clickable, to give you details of specific users.
The ‘Statistics’ box gives you an overview of all the activity that you have done over the set period of time (this can be changed via the drop-down in the top right). Which include:
Hot Prospects – The total number of Hot Prospects generated.
Meetings – The total number of meetings you have recorded in the contact popup’s ‘Meeting’ notes.
Sales Value – The total value of sales that you have reported in contact ‘Sales’ Notes.
Calls – The total number of Calls that you have reported in contact popup’s ‘Call’ Notes, or via ‘Call’ in the ‘+’ menu.
# of Sales – The total number of sales that you have reported in contact ‘Sales’ Notes.
Emails Sent – This shows you how many emails you have sent and how many you have available from your allowance.
Average Sale – The Average sales value of a sale that you have reported in contact ‘Sales’ Notes. This is calculated by dividing the ‘Total Number of Sales’ by the ‘Number of Sales’
Bounces – The total number of Email Marketing Bounces that you have been recorded. This includes both ‘Soft and Hard’ Bounces.
The ‘Export’ button, allows you to Export the top level statistics into a CSV file.
The ‘Recent’ box gives you quick access to:
Email Marketing – Your most recently Edited / Created emails.
Reminders – that are due in the defined period of time (adjustable via the dropdown). Clicking on a reminder, will open the specific contact’s popup and take you directly to the reminder, or you can click on the 3 Blue Dots to quickly manage it.
Sales pipelines give you the ability to recreate your sales process in a highly visual and customisable way.
You can find them both on the Dashboard, inside campaigns and under the Pipelines tab at the top of the logged in page
‘Pipelines’ are based inside ‘Campaign’ folders – you can create as many pipelines as you like, and access them via the ‘Campaign’ section at the top of the page.
You also then have the ability to add up to 3 ‘Pipeline Summaries’ to your main ‘Dashboard’. This can be achieved, by clicking on the Blue ‘+’ circle at the bottom of your dashboard.
To change the ‘Pipelines’ you view on your ‘Dashboard’, simply click the drop-down menu above the ‘Pipeline’ to select a new one, or you can remove a specific ‘Pipeline’ from the ‘Dashboard’, by clicking on the ‘Remove’ button to the right hand side of the page. This will only remove it from the ‘Dashboard’ view and will not delete any data/campaigns.
The Dashboard, is brilliant for giving you an overview of your pipelines, but if you want to drill into the details, you need to go into the specific campaign folder. You can do this by either:
Clicking on the pipeline in the dashboard / pipelines page, which will load you straight into the pipelines tab.
or
Click into the campaigns page and select the specific campaign you want. If you do it this way, you will then need to click on the Pipelines tab.
We currently limit the number of pipelines you can compare on the Dashboard to 3. Although, we are planning to increase this in the future.
There is no limit to the number of columns you can add to a pipeline.
We only recommend you keeping it to a useable size for yourself, often it can be easier to break your pipeline down into separate pipelines. That way it is easier to keep track of everyone and they can be viewed together on the Dashboard.
You can add a prospect to a pipeline in 3 simple ways:
- When you add a new contact via the ‘+’ menu, simply select the pipeline you want to add it to at that point.
- When you are viewing the pipeline, click on the ‘Add Prospect’ button and select the pipeline you want to add them too.
- When you are in the Contact Popup, click on the targeting tab and add them to a pipeline
When using any of the above methods, you can always choose specific columns and positions in the pipelines.
The ‘+’ button, also known as the quick menu is always at the top of the page, whenever you are logged into popcorn CRM. Click on this to quickly:
– Create a Quick Email
– Create a New Campaign
– Add New Contact
– Log a phone call
– Import new data
– Start a full system Export
To change the name displayed in the pipelines from the individual’s name to a company name.
Simply click on the contacts name to popup their profile, Click Edit, Tick the box next to the company name and then Save.
Next time the pipeline page is refreshed, the company name will be displayed.
Popcorn is the Official CRM partner of FreeAgent, and we have developed integrations. When you see the FreeAgent Logo at the top of a “Pipeline’, it tells you that any contacts added to it, will be synced over to FreeAgent. This can be Setup in your account settings.
The outer colours of the contact lozenge rings represent prospect levels.
This is an automated process when you are using the Prospecting package, as it tracks and scores behaviour across Email Marketing, Website activity and Website return visits.
Red = Hot Prospect
Orange = Warm Prospect
Yellow = Cool Prospect
Grey = Not a Prospect
The scoring can be modified in account settings.
Are you ready to get started with popcorn CRM?
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