How to use Capsule CRM for beginners. Hey everyone, welcome back to the channel. If you are looking for a simple and effective way to manage your contacts, sales pipeline, and projects in the all-in-one place, then Capsule CRM might be just what you need.
In today's video, I will walk you through everything you need to know to get started with Capsule CRM. from creating an account to managing your contacts and customizing your sales pipeline and even tracking projects and task. This tutorial is perfect for beginners.
So don't worry if you have never used CRM before. So let's get started. So if you don't know what is Capsule CRM.
So basically Capsule CRM is a simple cloud-based customer relationship management tool. It it is designed to help business to manage contact sales opportunities and projects in one place. So for example, you store your clients contact details and categories them as leads or clients.
You can track new leads through your sales pipeline and you can assign follow-up tasks to your team and schedule them on the calendar. Once a deal is closed, you can manage the project delivery using capsule project board. It's lightweight but powerful tool that helps you to small business stay organized and close more deals.
Now let's get started. First, let's create your capsule CRM account. Head over to capsule.
com and click on the try for free. Just simply click on it and then get they will give you these four plans. If you want to buy, you can buy or if you want to try it for free just scroll down a little bit and click on this get started.
Now you have to give your email address or you can connect with your Microsoft account and Google Workspace. Now what I will do, I'll just simply add my email. After connecting your email with the account then you have to give your full name then organization name working email if you have a phone number you can add that too.
Then you have to give the username you have to create your password and then click on the accept the custom terms and privacy policy and then after filling out all the information you have to click on this create your account. Now let's get familiar with the capsule dashboard. At the top you will see the primary navigation tabs like home then people and organization and then we have calendar and task the sales pipeline and then project.
We have report as well and then we have a workflow automation. Now this is the dashboard. This is homepage.
This is your overview screen. From here you can see your summary and recent comments and you can explore feature and you get task goal all overview of everything. Now let's move to people and organization where all your contacts live.
Like as you can see here you from here you can add person you can add organization as well. Let's say if you want to import a specific contact you can import from here. Now let's move to calendar and task.
The calendar's task is to manage to do to to-do list and deadlines. As you can see here this is a calendar and if you go to into list then we have some example list over here which is uh not which is task. So yeah this is calendar and list and if you go to sales and pipeline from here you can track your opportunities.
Just simply click on this got it and from here you can uh monitor your opportunity. is kind of uh it visually represents of your active sales opportunities. It shows total deal value and where you each opportunity is your sales process.
Now let's move to project. Now into project it shows you are currently working on like website redesign or ABCD corporation. Now then we have a reports tab.
From here you can analyze the performance of everything like computated by user, computed by types, the sales and like meeting calls. You can uh you have to upgrade to light to unlock this report feature. Now let's move to work automation.
From here you can streamline your repetitive task to by just simply work uh automate your workflow. And if you go into right side from here you can add like person organization opportunities and project. And if you have some notification you will get from here all comments and mentions.
Then we have marketing. In the marketing you can connect or create with existing transpond account from here. Now this is your profile.
From here you can manage your profile setting like my preferences and account setting and integration. Let's say if you want to add some different uh third party apps from here you can add that. Now if you go into billing you can see your billing into billing section then we have some support and resource center.
Uh click on the resource center and from here you can uh see the tutorial related to uh contact management configure capsule calendar and task all related to that. Now let's move and set up your CRM. First we will assign the role and user.
Let's add your team in the capsule. Capsule lets you to invite user and assign them role. Now in order to add user what you have to do in top right corner we have there is a invite team member option and we have also this account setting.
Go into account setting and from here you can add user and teams. Now just simply click on it and from here click on the add user. Now you have to add the first name, last name and the job title and the email address and the username.
Let's I will give you the example. After filling out all the information just simply click on the invite button and it will send the invite button. From here you can manage your team and you can manage your permission from here only allows admin to create tags.
Click on the save and from here you can see recent logs. Now as you can see this is my second email address. Now if you go into that we got the login address over here not login address but we have got invitation pull login.
So yeah this is how you can add a user or team member into your capsule CRM. Now let's customize your capsule CRM. Over here we can create custom field and you can use tags as well.
Now in order to do that first of all uh just every business is a different capsule lets you to create custom field for contacts opportunities and project. Now in order to create custom field what you have to do is just simply go into top right corner click on this profile icon then click on this account setting. Now scroll down a little bit you will get to see there is a option of custom fields.
Click on it and you will get to uh you will open the tab of adding custom field. Now let's say you have to add a custom field over here people and organization or opportunities or in the project. So how you how you can do is just simply click on this people and project.
Now click on this add custom field. Now here you have to add name like what the field is called like client type or project budget. You can choose like date or checkbox.
I will go with the text. Now they then you have to add label like choose the field type. Then like add a label test one and then you have to give the description whatever the label is about.
Then you have to choose the applied to people to organization or people or organization. I have choose people and organization. Then if you want to choose a searchable, you can choose it.
But include this field when searching. Just simply click on this searchable. Click on the save.
Now you can uh run a consulting business and want to track the type of services each client. Now you can do that. You can go into custom and fields and the people and organization.
Then add customer. Then choose service type and drop-down menu. So now when you view or add a contact you can select their service type from drop- down menu.
So we will uh do that in later. Now now let's as add task uh tags into your CRM. Now tags are like the smart label for organize your data.
Now you can show tagging contacts with label like lead, client and event attend. You can filters, sort and segment records based on the tags. This makes it easier to find the right contacts fast.
Now in order to do that, first go into back into your profile. Then go into account setting and then choose tags and data tags. Now over here you have to choose what type of tag you want to add.
Now I will go with this opportunities. Uh now then you have to click on this add tag. Then you have to give a name.
For example, I will give test one tag. Then you have to give a description and click on the save. So this is how you can create tag into capsule CRM.
Now let's manage your contacts and show adding a new contact manually. Now capsule connects people to companies and track all interaction. Use filters and tags to segment your database and use the search bar for quick access.
But let's add the contacts over here. Just simply click on this add. And what you can do is just go into people and organization.
From here you can add person or import contact. Now this is where all your contacts are stored. Now to add a person just simply click on the add person.
Then you have to fill the contact details like title, name, last name, job title, organization. Then you have uh select the tag which we have added earlier like this. And then you have if you want to add a custom field you can add.
Then you have phone number add that then if you want to add another phone number just simply click on it. Then you have to add email address then website or social network then click on the save. Let's I will do you know fast.
After adding all of those details just simply click on the save button. And as you can see here we have successfully added our contacts. You can see the history and the files and opportunities and project from here.
Now let's get back to people and organization. Now let's we have let's say we have added a people and let's add organization over here. Click on the organization to add organization over here.
Just add the name of organization. Then select the tag then select custom field. Then from here you can see people at organization.
You can add a person over here. Just simply click on the add person. Then you have to add phone number, email address and website URL.
After filling out all the information, just simply click on this save button. And we have successfully created our organization. Over here you can see that now you can if you want to see the files.
Right now we haven't added any files and opportunities and project. You can see basically everything from here. So this is organization.
This is how you can add people and organization into people and organization tab. Let's move to calendar and task. From here you can manage your to-do list and uh schedule it.
So in order to do that simply click on this add task. Click on the add task. Then you have to give a description.
Then you have to due date the timeline the category of your task. Then uh you have assigned if you have any member you can assign them too and uh save just I will add I will add the random description over here and then select the custom date if you want tomorrow and then choose the time just I will add some uh if you want to add category you can add by clicking on this. Now just simply click on this save task.
Now we have as you can see here we have added this task. Now you can add task into let's say I want to add over here. Click on the add task.
From here you can add one more task. Give a today's date and then choose the category if you want. Then click on this side and you can assign that task as well.
So yeah this is how you can schedule your task. This is the list. This is today add contacts.
This is overdue. This is overdue. If you completed this task, just simply click on it.
And uh we have successfully completed this task. Now let's move to calendar. As you can see here, we have this follow-up task.
So this is how you can add task and schedule into your calendar. Now, now let's say if you want to add uh integrated third party apps or let's say if you want to add email, what you can do? Uh why should we add you email?
Every email you send or receive is automatically logged into the contact timeline. Your whole team can see the full conversation history on one place. No more digging through inboxes.
You can get better team collaboration and it saves the times and it keeps you organized. Now let's say how you can uh add that. Now in order to do that what you have to do is just simply click on this profile icon and go to uh account settings.
From here you have to search for email integration or email. Now you will get a email template from here. Just simply click on it or you have to upgrade for that.
Now let's say if you want to integrate the capsule with other online services to get best out of both just simply click on it and from here choose your email like just search for email or outlook just simply click on the services from here you can integrate this capsule CRM or sorry you can integrate Gmail with capsule CRM just simply click on the install and they log in with your account and then give all the necessary information. Now this is how you can integrate the email to your capsule CRM. So this is a basic overview of capsule CRM.
The we have covered everything related to how you can uh create labels, how you can create people's and organization and then we have created some task. So yeah, this is how you can do that. Uh thanks for watching and if you found this tutorial and let's say if you want to uh we left one more thing to add opportunities to add opportunities just simply click on this top right corner button add opportunities from here you can add opportunity name then you have to give opportunity related uh like person then you have to fill out all the information which is necessary and then simply click on the save button I will just simply add some random stuff over here and click on the save.
So this is how you can create opportunities. So yeah, if you found this tutorial helpful then subscribe to the channel and thanks for watching. If you have any question related to capsule CRM, just simply comment it down.
I will reply with the answer or solution.
