Helloclient knowledge base

How to Get Started with CRM HelloClient?

Implementing a CRM System in Your Business in 14 Steps!
Congratulations! You have created a company (registered)! Now, just a few simple steps to understand how everything works here!
Every business aims to generate profit! Good profit comes from: a steady flow of customers, satisfied customers who want to return to you and recommend you!
Therefore, in business, speed, quality of work, and the sense of security you create for your customers are crucial!
  • Speed: Quickly create a customer request.
  • Quality: All forms are prepared with no grammatical errors, and documents are printed automatically.
  • Sense of Security: Your customer can always check the status of their order by scanning the QR code on the receipt.

*We will look at setting up the CRM using the example of a "Phone Repair" business.
When selecting your type of business during registration, you will receive personalized settings.
Step 1: Processing a Customer Ticket
Go to the "Tickets" module.
Here you can see information about all received tickets:
  • The information is well-organized and displayed in a single window;
  • You can see all the necessary information without opening the ticket;
  • You can even call the customer if we are talking about the mobile app or connected integration;
  • Or send them a text message in a messenger; you can also use a template to create a personalized message.
  • When closing a ticket, the CRM will prepare a personalized receipt or any other document important to pass on to the customer (document handling).
How to create a ticket:
Read the article on creating a ticket.
Step 2: Ordering Goods from a Supplier, Logging in the System, and Paying for the Batch
No company can operate without inventory management, including goods and spare parts.
Order in the inventory means order in the company, less hassle and confusion.
The system can log goods in two ways:
  1. Through the product card, where you can add the quantity and price of a single item and reflect the payment to the supplier via an expense in the balance.
  2. Through the supplier order document, where you create a list of items for the supplier, specifying both quantity and price, and log the entire batch in the system, then make the payment to the supplier via an expense in the balance.
Step 3: Employees: Add Employees and Set Access Rights
A team is the key to business success!
  • Communication: Adding employees to the CRM provides centralized access to information about tickets, spare parts, and customers (contact history, contact details) for all employees, making it easier to manage customer relationships.
  • Task Distribution: The CRM allows you to define roles and responsibilities for employees. For example, different employees can be responsible for ticket intake, repair work, and customer feedback — this helps organize and optimize workflow processes.
  • Analytics and Reporting: Adding employees to the CRM allows you to collect data on team performance, analyze their efficiency, and make informed decisions to improve business processes.
Therefore, adding employees to the CRM helps improve customer relationship management, optimize workflow processes, and increase overall business efficiency.
How to add employees?
Step 4: Setting Access Rights for Employees
Ensure a secure and productive work environment for yourself (the business owner) and your employees.
Access Rights for the Business Owner:
  • Help reduce the risk of errors or malicious behavior by employees;
  • Protect confidential customer information;
  • Increase productivity and speed up customer request processing by providing each employee with the tools and data they need to perform their tasks.
For the Employee:
  • It is easier to navigate the system when access is granted only to the necessary information and functionality. This reduces the likelihood of errors and speeds up workflow processes;
  • Providing access only to the necessary data and functions allows employees to focus on their tasks without unnecessary distractions or potential errors when working with unrelated data.
Your employees can have different rights and capabilities in the system depending on their roles. You can easily configure these by going to Settings/Employees.
Step 5: Calculating Employee Salaries for Completed Work
To save you the headache of calculating how much each employee earned and how much to pay them, the system will automatically calculate employees' salaries for you.
This way, you can spend more time on improving your employees' professional skills (customer communication, quality of work, etc.).
How to set, calculate, and pay employee salaries?
Step 6: Managing Financial Balance and Checking the "Health" of Your Business
What constitutes our finances? Income and expenses. The difference between income and expenses is profit.
HelloClient will help you track all financial flows in the company, all income from repairs (completed orders), and sales of goods. This is the money that needs to be counted so you always understand how well your company is doing.
  • All expenses for renting premises, paying employee salaries, purchasing equipment and materials, and other operational costs.
  • This helps control costs and maximize profit.
Financial Flow Control
Step 7: Attracting Customers
If you see that your business is in order, efficiency is increasing, and orders are being delivered on time, it’s time to think about increasing profits by attracting new customers and encouraging old ones to return!
Do you want to attract more customers and increase your business revenue?
  • 93% of users search for information about products and services nearby.
  • 76% of users trust reviews as much as recommendations from friends.
  • If your company is not present on geo-services, you are simply losing a large share of customers.
Conclusion: the higher the rating and the more positive reviews, the higher the chance that new customers will notice you and old ones will return!
What should you work on?
  • Customer Loyalty: So that users talk more about you and recommend you.
  • If a customer is satisfied, they will definitely return to you!
  • You need to show a high level of service so that customers recommend you and want to come back to you and repair all their family and friends' devices with you.
To achieve this, you need:
  • Friendly staff.
  • Fast ticket processing without delays.
  • Assurance that their device will be safe — a contract and a receipt.
  • With the widget, by scanning the QR code on the ticket status, the customer always knows the status of their ticket. This attracts your customers to your website.
  • You can always share the ticket status link with customers, which you can place on the website. When the user follows the link, they might become interested in something else.
  • You are always in touch with them. You can set up triggers to send SMS notifications with relevant information when the ticket is ready.
  • Communicate with customers in a way that is convenient for them: with the mobile version, you can call customers directly without any integrations, and you can send system-generated templates with personalization.
How HelloClient Helps Gather Reviews and Improve Your Online Presence
  • When a customer comes to pick up their ticket, they should see a banner at the reception that says, "If everything is okay, please leave a review." Often, users are grateful for good work.
*You can print a QR code with a link to the reviews and place it at the reception.

  • If the customer is in a hurry, you give them a Certificate of Completed Work — a warranty certificate on a branded form, emphasizing "Please rate the service in a relaxed environment at home."
*In the Certificate of Completed Work, they can scan a QR code that will quickly lead them to your online profiles on maps to leave a review.

  • If the customer doesn't have time and forgets the Certificate of Completed Work in the car's glove compartment,
*You can always send a personalized SMS with a link, allowing the customer to easily leave a review.
*Alternatively, you can manually take a personalized template with a review link and send it via one of the messengers (fortunately, templates can always be quickly accessed from the order).

A conversion rate of 20% means that for every 100 customers, you get 20 positive reviews, increasing your chances of appearing at the top of online search results.
How HelloClient Helps Handle Negative Feedback from Customers
HelloClient has taken care of this as well, allowing you to easily intercept and analyze all negative feedback.
When a customer is angry, they look for the quickest way to express their dissatisfaction.
They follow the same path but are unlikely to click that everything is great. They will choose to file a complaint and enter a window to write it.
The complaint will be sent to your personal account located in Clients/Reviews.

You can always see the customer's number, contact them, understand the reasons, resolve their issue, and turn a dissatisfied customer into a loyal one who will bring you even more customers.

Read more about the “Leave a Review” widget in our article.
We've Got the Operational Routine Covered. Everything Works Like Clockwork!
The funnel for attracting customers and increasing their loyalty to your business is set up.
Where can we improve further?
The Reports section will help you with this.
Step 8: The Benefits of Reports
Reports are like a compass in the desert that can lead you to water.
You always have your navigation:
  • How much stock you have left.
  • Which items are top sellers, which should be reordered, and which should be sold off and not purchased again.
  • What services customers frequently request. Should these be highlighted in your advertising?
  • What devices are most often brought in?
  • Employee efficiency: who brings in the most tickets, who receives the fewest complaints, who makes the fewest mistakes with unsuccessfully closed tickets.
All this knowledge will help you build a competitive strategy for your business, which will only contribute to your growth.
Step 9: Customers
Your customer database is always at your fingertips!
You can always find out:
  • How many tickets have you completed for a client?
  • How much money have they brought you?
  • Segment your customers.
  • Quickly write or call a client.
  • The customer database is always a treasure trove of repeat business. Don't forget to work with it.
All information about working with customers can be found in our knowledge base.
Step 10: Working with Tasks and Remote Employee Management Through Task Assignment
It's useful not to lose track of anything :) You can set tasks for each client, ticket, product, and employee:
  • To ensure you don't forget to ticket a product for a client or for a ticket.
  • To ensure you don't forget to call a client.
All information about the "Tasks" module can be found in our knowledge base.
Step 11: Setting Up Document Templates
Enhance the perception and thoughts users have about you:
  • Add your logo to the document template.
  • Specify your warranty obligations.
  • Create your own personalized templates, or contact us — we are always ready to help!
More details about working with the editor are provided in our knowledge base.
Step 12: Personalize SMS Using Templates, Set Up Triggers, or Send Them Manually
In the Settings/SMS Notifications section, you can create templates for sending SMS or use ready-made options.
  • Configure the order statuses at which SMS will be sent to the client.
  • Send SMS manually from the ticket.
You can read more about setting up SMS in our article.
Step 13: Tender
Here you can:
  • Find reliable suppliers.
  • Sell your overstocked products or parts to nearby colleagues.
  • Seek help or consultation.
Just add an announcement and don't forget to leave your contact number.
Step 14: HelloClient — A Flexible System for Business
With HelloClient, you can customize the program to best suit your needs.
  • Order Form Customization: Allows you to adapt them to the unique requirements of your business by adding, deleting, or modifying fields to collect all the necessary information from clients.
  • Contact Details, Addresses, and Company Information: Easily editable so clients can always reach you.
  • Technical Settings: Enable you to manage various aspects of the system for ease of use. You can set user passwords and access levels for security, personalize the interface by changing the background to create a comfortable working environment.
Performance and Mobility
The CRM system can easily be launched from any device with a browser installed. The HelloClient application is lightweight and will run on any model of laptop, computer, and mobile phone with Android and iOS operating systems.

How to Install the App?
If you have any questions, you can write to our support chat.
Together, we will make CRM HelloClient even better ✨
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