Timeline

RapidStart CRM – Using the Timeline

Most records in RapidStart CRM have a Timeline panel on the Summary page, and it works the same on all record types. The Timeline is where you add various Activities and Notes to the records, providing you with a complete history of your interactions.

In the example Timeline below, you can see where a few Notes have been added previously.

Activity Types

You can add Notes (with attachments), Appointments, Emails, Phone Calls and Tasks to any record.

  1. Select the “+” to add an Activity
  2. Select the type of Activity, a new window will open

Add Notes on-the-fly

You can enter a Note immediately just by clicking and typing.

  1. Enter a Title and the actual Note
  2. Attach a file from any source you can browse to

Filtering the Timeline

Over time you could create quite a few Activities in the Timeline for a record. No need to scroll.

  1. Select the three dots to open the submenu
  2. Click to Open the Filter Pane

Timeline Filter Pane

  1. In the Filter Pane, you can filter the list by any Activity type
  2. You can also change the Sort Order

Outlook

If you have Outlook and Office 365, Appointments and Tasks created in the Timeline, will be synchronized and will appear in your Outlook Calendar and Task Lists.

 

Project Schedule

RapidStart CRM – Project Schedule (Gantt Chart)

For Projects with a large number of Project Tasks, it can be challenging to visualize the schedule from the Project Task list view of Start and End Dates. So we have created an interactive Gantt Chart Schedule Board.

To get to the Schedule, open a Project.

  1. Click the Tasks Tab
  2. Click the ellipses
  3. Click “Show As” and select GanttChartGrid

Schedule View

  1. Selector to display work days or all days
  2. Selector to change view Calendar Scale
  3. List view of all Project Tasks previously created
  4. Interactive Gantt Display of Project Tasks on a Calendar View
  5. Bar indicates Start and End Dates for specific Project Task
  6. Green Portion of Bar indicates the Percentage of Completion of the Project Task
  7. Add Tasks in Ribbon or with Button

Task Bar

Hovering over a Task Bar will reveal some additional capabilities.

  1. A Popup view of Task Details
  2. A slider to adjust the Percentage of Completion of the Project Task
  3. “Handles” to drag the Start and End Dates
  4. You can also drag the entire bar forward or backward without changing the duration.

*Pro Feature at additional Cost

 

Navigation

Getting around in RapidStart Homebuilder

Before you dive into the specifics of Companies, Contacts, etc., it would probably be useful to have a quick overview of how to get around in RapidStart Homebuilder. We have tried to make RapidStart Homebuilder as intuitive as possible, but it can’t hurt to provide a quick lay-of-the-land. By default, when you open the RapidStart Homebuilder App, you will land on the Sales Metrics Dashboard. From here you can navigate to anywhere else.

  1. The Primary RapidStart Homebuilder Navigation is from the side bar. Clicking on the “Hamburger” at the top of the sidebar will collapse it.
  2. Platform Navigation is at the very top. From here you can access How2 training, as well as Personal Settings, recently viewed records, etc.
  3. Ribbon. This bar will show Actions you can take related to the record or list you are viewing at the time, the Actions will vary depending on what type of records you are looking at.

Project Time

Rapidstart CRM – Project Time

A feature of RapidStart CRM is the ability to enter Project Time for your Project Tasks. Project Time is added at the Project Task Level.

Project Time is recorded as a two decimal number for flexibility. You should decide what unit of measure you are going to track your Time by: Minutes, Hours, Days, etc. Then use that Unit consistently. For example, if you decide you want to track by Hours, then always input in Hours, and in decimal format, so 1-1/2 Hours would be 1.50, etc.

You can get to your Project Time a couple of different ways.

Project Time List View

The List View of Active Project Time will open, which looks similar to a spreadsheet.

  1. To view all of your Project Time across all of your Projects, click the  icon in the side bar.
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set any view as your default.
  3. The Ribbon, contains various Actions that you can take with regard to existing Project Time records, like exporting them to Excel for example. If you select one or more Project Time records, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Project Time records, like Assigning or Deactivating for example.
  4. To open a particular Project Time record, you can click on the Item.

Project Time Record Form

The Project Time Record form, is a pretty simple form to enter Project Task related Time.

  1. In the Ribbon, you will see actions you can take on this record, like deleting it, or Deactivating it, for example.
  2. Like most records, there are direct links in the header back to the parent record(s).
  3. When Creating a new Time entry (see below) this information will be automatically captured.
  4. For the Project Time, we are only collecting two pieces of information, a Task Description that you can use as you wish, and the number of hours spent.

Creating New Project Time Records

You create new Project Time records from a Project Task, which you can open from either the sidebar or a Company or Contact record. This is also where you would see Project Time related to a particular Project. To get there, open any Company or Contact record and then click on the Projects Tab, select a Project and then click on the Tasks Tab for the Project, then click on the Time Tab.

  1. From a Project Task record, select the Time Tab to display the list view of related Project Time.
  2. The Project Time list shows the Project Time records that are related to the Project Task. To open a particular Project Time record, you can click on the Item.
  3. To create a new Project Time record, click on the New Project Time button.

New Project Time Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Project Time button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.

*Pro Feature at additional Cost

Cases

Rapidstart CRM – Cases

A feature of RapidStart CRM is the ability to create and track Cases for support, warranty or other Customer Issues.

You can get to your Cases a couple of different ways. To view all of your Cases across all of your Companies and Contacts, click on the  icon in the side bar.

Cases List View

The List View of Active Cases will open, which looks similar to a spreadsheet.

  1. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set any view as your default.
  2. The Ribbon, contains various Actions that you can take with regard to existing Cases, like exporting them to Excel for example. If you select one or more Cases, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Cases, like Closing or Re-Opening a Case for example.
  3. To open a particular Case record, you can click on the Case Name.

Case Record Form

The Case Record form, is will where you will work to keeping your existing Customers Happy.

  1. In the Ribbon, you will see actions you can take on this record, like assigning it to someone else, or closing it, for example.
  2. In addition to Company and Contact information, in the center there is also an Issue Details panel, for information regarding the Case.
  3. Most records in RapidStart CRM have a Timeline panel to track activities on that particular record.
  4. Most records in RapidStart CRM have “Tabs” to move between other areas of the particular record. On the Case record there is an additional tab for Custom Fields.
  5. The Case record includes a Case Process Flow, to guide your users through the steps of successfully resolving the Case.

Creating New Cases

You create new Cases from either a Company or Contact record. This is also where you would see Cases related to a particular Company or Contact. To get there, open any Company or Contact record and click on the Cases Tab.

A Contact Record is shown here, but the steps are identical from a Company record.

  1. From a Contact or Company record, select the Cases Tab to display the list view of related Cases.
  2. The Cases list shows the Cases that are related to either the Contact, or if looking at this view from a Company Record, it shows all Cases related to all Contacts with that Company. To open a particular Cases record, you can click on the Case Name.
  3. To create a new Case, click on the New Case button.

New Case Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Case button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.

Companies

RapidStart CRM – Companies

One of the core items that you and your users will create and track in RapidStart CRM are the Companies you work with. These could be your customers, vendors, partners… any kind of business entity really.

Companies List View

The List View of Companies will open, which looks similar to a spreadsheet.

  1. To get to Companies, in the Sidebar, click on the  icon
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set one as your default.
  3. The Ribbon, contains various Actions that you can take with regard to Companies, like adding news one for example. If you select one or more Companies, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Companies.
  4. To open a particular Company record, you can click on the Company name.

Company Record Form

The Main Company Record form, will probably be one of two primary starting points for work you do in RapidStart CRM, the other one being Contacts.

  1. In the Ribbon, you will see action you can take on this record, like assigning it to someone else for example.
  2. In addition to Company information, in the center there is also contact information, including information about the Primary Contact, and any other Contacts that are at the Company.
  3. Most records in RapidStart CRM have a Timeline panel to track activities on that particular record.
  4. Most records in RapidStart CRM have “Tabs” to move between other areas of the particular record. On the Company record there are tabs for Addresses,  Details, Opportunities, Projects* and Cases.

*Pro Feature at additional Cost

Contacts

RapidStart CRM – Contacts

One of the core items that you and your users will create and track in RapidStart CRM are the Contacts you work with. These could be existing Contacts related to Companies, existing Contacts not related to Companies, and Prospects that you hope to engage with in the future… any kind of Contact really.

Contacts List View

The List View of Active Contacts will open, which looks similar to a spreadsheet.

  1. To get to Contacts, in the Sidebar, click on the icon
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. One in particular to pay attention to is called Prospects. In addition you can set any view as your default.
  3. The Ribbon, contains various Actions that you can take with regard to Contacts, like adding news one for example. If you select one or more Contacts, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Contacts.
  4. To open a particular Contact record, you can click on the Contact name.

Contact Record Form

The Main Contact Record form, will probably be one of two primary starting points for work you do in RapidStart CRM, the other one being Companies.

  1. In the Ribbon, you will see actions you can take on this record, like assigning it to someone else for example.
  2. In addition to Contact information, in the center there is also Company information, including information about the Company that the Contact is related to.
  3. Most records in RapidStart CRM have a Timeline panel to track activities on that particular record.
  4. Most records in RapidStart CRM have “Tabs” to move between other areas of the particular record. On the Contact record there are tabs for Addresses,  Details, Opportunities, Projects, Cases and Custom Fields.

Add new Contact Directly from a Company Record

You can add new contacts for an existing Company, directly from a Company record by selecting Add New Contact from the All Contacts List

New Contact Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Contact button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.

Opportunities

Rapidstart CRM – Opportunities

A feature of RapidStart CRM is the ability to create and track sales Opportunities for your products or services.

You can get to your Opportunities a couple of different ways.

Opportunities List View

The List View of Active Opportunities will open, which looks similar to a spreadsheet.

  1. To view all of your Opportunities across all of your Companies and Contacts, click on the  icon in the side bar.
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set any view as your default.
  3. The Ribbon, contains various Actions that you can take with regard to existing Opportunities, like Converting them to Projects for example. If you select one or more Opportunities, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Opportunities.
  4. To open a particular Opportunity record, you can click on the Subject name.

Opportunity Record Form

The Opportunity Record form, will where you will work on the most important part of any business… getting new business!

  1. In the Ribbon, you will see actions you can take on this record, like assigning it to someone else, or converting the Opportunity to a Project, for example.
  2. In addition to Company and Contact information, in the center there is also an Opportunity Summary panel, for tracking the progress of an Opportunity.
  3. Most records in RapidStart CRM have a Timeline panel to track activities on that particular record.
  4. Most records in RapidStart CRM have “Tabs” to move between other areas of the particular record. On the Opportunity record there are tabs for Opportunity Details and Custom Fields.
  5. When looking at an Opportunity record, you can Convert the Opportunity to a Project at any time by clicking on the Convert to Project Action. During the conversion, a new Project record will be created and linked to the Company and Contact records.
  6. The Opportunity record includes an Opportunity Sales Process Flow, to guide your users through the steps of advancing this Opportunity to a successful close.

Creating New Opportunities

You create new Opportunities from either a Company or Contact record. This is also where you would see Opportunities related to a particular Company or Contact. To get there, open any Company or Contact record and click on the Opportunities Tab.

A Contact Record is shown here, but the steps are identical from a Company record.

  1. From a Contact or Company record, select the Opportunities Tab to display the list view of related Opportunities.
  2. The Opportunities list shows the Opportunities that are related to either the Contact, or if looking at this view from a Company Record, it shows all Opportunities related to all Contacts with that Company. To open a particular Opportunity record, you can click on the Subject name.
  3. To create a new Opportunity, click on the New Opportunity button.

New Opportunity Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Opportunity button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.

Project Expenses

Rapidstart CRM – Project Expenses

A feature of RapidStart CRM is the ability to enter Project Expenses for your Projects. Project Expenses are added at the Project Level.

You can get to your Project Expenses a couple of different ways.

Project Expenses List View

The List View of Active Project Expenses will open, which looks similar to a spreadsheet.

  1. To view all of your Project Expenses across all of your Projects icon in the side bar.
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set any view as your default.
  3. The Ribbon, contains various Actions that you can take with regard to existing Project Expenses, like exporting them to Excel for example. If you select one or more Project Expenses, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Project Expenses, like Assigning or Deactivating for example.
  4. To open a particular Project Expense record, you can click on the Subject.

Project Expense Record Form

The Project Expense Record form, is a pretty simple form to enter Project related Expenses.

  1. In the Ribbon, you will see actions you can take on this record, like assigning it to someone else, or Deactivating it, for example.
  2. Like most records, there are direct links in the header back to the parent record.
  3. When Creating an expense (see below) this information will be automatically captured.
  4. For the expense item, we are only collecting three pieces of information, a Subject and Description that you can use as you wish, and a dollar amount.

Creating New Project Expenses

You create new Project Expenses from a Project Record, which you can open from either the sidebar or a Company or Contact record. This is also where you would see Project Expenses related to a particular Project. To get there, open any Company or Contact record and then click on the Projects Tab, select a Project and then click on the Expenses Tab for the Project.

  1. From a Project record, select the Expenses Tab to display the list view of related Project Expenses.
  2. The Project Expense list shows the Project Expenses that are related to the Project. To open a particular Project Expense record, you can click on the Subject.
  3. To create a new Project Expense, click on the New Project Expense button.

New Project Expense Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Project Expense button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.

*Pro Feature at additional Cost

Project Tasks

Rapidstart CRM – Project Tasks

A feature of RapidStart CRM is the ability to break a larger Project into Project Tasks, like mini-projects. Project Tasks are added at the Project Level.

You can get to your Project Tasks a couple of different ways.

Project Tasks List View

The List View of Active Project Tasks will open, which looks similar to a spreadsheet.

  1. To view all of your Project Tasks across all of your Projects, click the  icon in the side bar.
  2. There are a few different view filters available with RapidStart CRM, and you can select between them. In addition you can set any view as your default.
  3. The Ribbon, contains various Actions that you can take with regard to existing Project Tasks, like exporting them to Excel for example. If you select one or more Project Tasks, by placing a checkmark in the first column, the available Actions will change to those to be performed on the selected Project Tasks, like Assigning or Closing for example.
  4. To open a particular Project Task record, you can click on the Task Name.

Project Task Record Form

The Project Task Record form, is a more elaborate form. Like we said, a Project Task is kind of a mini-project, that when taken as a group, represent a larger Project. You can certainly use this however you like, or not at all.

  1. In the Ribbon, you will see actions you can take on this record, like assigning it to someone else, or Closing it, for example.
  2. In addition to the Parent Project information on the left, in the Center panel are the Project Task Details. You can set many of these values here, some of them will be summed up on the Project Details panel of the Project, for example, “% Complete” and the Time related information. You can enter a total time estimate for this Project Task, and the total Task Hours field is automatically populated from the Time entries.
  3. Most records in RapidStart CRM have a Timeline panel to track activities on that particular record.
  4. Most records in RapidStart CRM have “Tabs” to move between other areas of the particular record. On the Project Task record there are additional tabs for Time and Custom Fields.
  5. The Project Task record includes a Project Task Process Flow, to guide your users through the steps of successfully completing the Task.

Creating New Project Tasks

You create new Project Tasks from a Project Record, which you can open from either the sidebar or a Company or Contact record. This is also where you would see Project Tasks related to a particular Project. To get there, open any Company or Contact record and then click on the Projects Tab, select a Project and then click on the Tasks Tab for the Project.

  1. From a Project record, select the Tasks Tab to display the list view of related Project Tasks.
  2. The Project Task list shows the Project Tasks that are related to the Project. To open a particular Project Task record, you can click on the Task Name.
  3. To create a new Project Task, click on the New Project Task button.

New Project Task Rapid Create Form

Throughout RapidStart CRM we have focused on simplicity and speed. When you click on the New Project Task button, it brings in the Rapid Create form

  1. The Rapid Create form slides in from the side, without leaving the record you are currently viewing.
  2. Some items are auto-populated based on what underlying record you are viewing. You only need to provide the minimal additional data.
  3. When complete, you can Save the record, which will then immediately appear in the list. Use Save and Create New, to create several records at once.