How to use Zoho CRM | Free CRM Software for Small Business

a crm or customer relationship management software is essential for any business looking to streamline day-to-day business activities like relationship management engaging in marketing activities managing tasks optimizing sales processes and more one of our favorite crm tools for small businesses is the zoho crm not only do you have access to all the essential crm activities that we mentioned above but you also have access to extensive free integrations with other zoho products making the zoho crm an essential leading free solution for small teams hey guys spirit here welcome back to this channel i hope you're all having a productive day now in this updated zoho crm tutorial i'm going to help you navigate and make the most of zoho's free crm so that you can better manage your processes prospects customers and business through one integrated crm platform okay so before we get started consider subscribing if you haven't done so already or if you're new to this channel and that way you'll stay updated with actionable videos and tutorials designed to equip you with the skills knowledge and tools to help your small business thrive online and with that out of the way let's go ahead and launch into this updated zoho crm tutorial for beginners [Music] okay so today i'm going to sign up and walk you through a fresh zoho crm account and today we're going to dive into the web version of zoho's free crm now to arrive at this webpage all you need to do is head over to zoho.com forward slash crm or feel free to click the zoho link in the description below this video and that will take you here now it's important to note that that link in our description is an affiliate link which means if you decide to upgrade to a paid plan then we will get a small commission with no extra charge to you and this just helps us continue to create educational content for this channel so thank you in advance if you decide to use that link then once you've arrived here simply navigate up to pricing then simply navigate down the page past these paid plans and locate the zoho crm free edition now the free version of zoho crm allows you to access essential crm activities as well as collaborate with up to three team members within your account this is an ideal solution for small teams and small businesses before you decide to grow and expand and realize that you need access to more advanced features and that's when you can upgrade to a paid plan but if you're just getting started with a crm you're a startup business or maybe you're just a small business looking to expand in the future then the free zoho crm is a great option for you so to get started simply come down and click try now and here take your time to fill out your details and sign up to zoho crm then what we will do is meet you inside your dashboard so go ahead sign up and we'll meet you inside and then once you've signed up to zoho crm you'll be taken to your home dashboard and the first thing you'll see is these two options the first is i want to take a tour of zoho crm or show me how to migrate my data now if it's your first time here i recommend getting started with taking a tour of zoho crm and then if you already have data from a previous crm you can go ahead and migrate your data however that is up to you what we're going to do is come down and click skip because in this tutorial my focus is to walk you through all the fundamental free features within zoho's crm okay so let's go ahead and dive into all the important features elements and activities that the zoho crm has to offer now if you navigate up to the top left hand corner you can see home leads contacts accounts deals tasks meetings calls reports feeds and if we click on these three dots this is where we can access additional modules now we're going to cover all these shortly but first what we want to do is navigate over to settings if we click on settings over on the top right hand corner if you click on the gear icon that's going to take us to setup now what we want to do is navigate over to general and under general we want to select personal settings and under personal settings this is where you want to take the time to customize each of the fields the sections within your personal settings so go ahead take the time to do that and once you've completed your personal settings then navigate over to company details and this is where we want to go ahead and add our company details so what i'm going to do is quickly add our company details and then move on to adding users to collaborate with on our crm so i'm just going to take a moment to add my company details i suggest you do the same and then once you've added your company details come down and click save then navigate over to users and control come down and select users and under users what you want to do is navigate up to add new user and go ahead and add two additional users that you can then collaborate with on your free crm remember you have a limit of three users with the free crm so go ahead and click new user if you want to add a new user that you then want to collaborate with in your account i'm going to quickly go ahead and add two more users by filling out this information and as you can see i've gone ahead and added two more team users now if we navigate over to channels over on the left hand side and then come down and click on email and again click on email next to compose now unfortunately with zoho's free crm you cannot connect your inbox your email inbox with this crm unless you decide to upgrade to the professional plan and above so this is the main downside that i wanted to highlight with the free crm okay so now what we want to do is navigate up to the top right hand corner and click on the zoho apps up here and this is where you can locate other zoho products that you use and want to integrate with your crm for example if we scroll down we have access to projects over here now this is a project management software that allows you to better manage your day-to-day projects and tasks then we have other tools like sheets invoices and if we come down we can also integrate desk which is a help desk software and the great thing about zoho apps is the majority of these tools offer a comprehensive free plan and that is one of the main reasons why we recommend zoho to many of our small business clients so what we're going to do now is click out of here and then navigate up to home in the top left hand corner and that's going to take us to our home dashboard now your dashboard is where you can view different activities that are happening within your crm you can also customize your dashboard to show the most relevant activities to you for example you can see that we have my open tasks here today's leads my meetings and my deals closing this month now if we navigate up to stuart gould's home and click here we can come down and click on classic view and this will show you a default classic view that you can access now the reason you can't see any data any activities happening on our home is because this is a fresh zoho account that we're going to use for today's tutorial now if we navigate back up to classic view and click here we can then come down and click on customize home page and then we can navigate down and click new home page and if you want to customize your home page to show relevant information simply navigate over to custom view over on the left hand side click here then come down and choose a module if we click on choose module we can select from the following modules so for example let's say that i wanted to see our campaigns i can click on campaigns and then click on all campaigns or any of these options and then navigate over to this module over here and simply drag and drop the module we can also resize each of the modules by simply dragging the corners but what i'm going to do is keep this module as the default size then i can navigate back over to custom view and i can add additional modules if i like i can add tasks and come down and click let's say all tasks and let's say managing tasks is a big activity within our organization so i actually want to make sure that i have my overdue tasks on my home dashboard so you can go ahead and customize your dashboard the way that you like what i'm going to do is navigate up to custom view again and then click on contacts and then select new this week and as you can see i now have four modules on my new home page now when you're ready to save your new custom home page simply navigate up to save and share go ahead and name your home page and then come down to share with roles i'm going to share this custom homepage with everyone so i'm going to select ceo which is myself and manager which is the role of the two users that i added then you can also come down and add a description if you like what i'm going to do is come down and click save and as you can see we've simply created a custom home page and we've shared this homepage with the rest of our team that's part of this crm now if we navigate back to home in the top left hand corner and as you can see that's going to take us to our custom home page that we just created again we can change the view if we like back to stuart gould's home which is the default view okay so now let's go ahead and navigate up to leads and then simply navigate down to how do you bring in leads this is where we can manage our leads prospects in one place if we come down to create a lead this is where we can manually create and add a new lead or we can import leads this is if you have spreadsheets of contact information potential leads that you want to then upload to your zoho crm now there are also other ways that you can collect leads and bring them into your crm for example you can create a web form embed the form onto your website and collect leads that way however email and google sync is a paid feature however we're going to cover web forms and how you can capture leads from your website in another tutorial today what we're going to do is go ahead and create a lead so manually add a lead however if you like you can import leads we're going to go ahead and click create a lead and this is where you can manually add information about your new lead so what i'm going to do is quickly fill out this information and as you can see i've gone ahead and added an example lead for the purpose of this tutorial so go ahead and add the information of your leads now you don't have to add all this information you don't need to fill in all the different fields you can always come back to these fields come back to your contacts accounts and leads to update the information so what i'm going to do is navigate up to save and this is where you can manage all the information about your leads so as you can see we have overview selected if we scroll down we have information that we've added we can also edit this information and we have more information down here for example we can attach files we can also see what open activities they are currently in closed activities are they invited to meetings the types of email the communication that we've had as well as campaigns and more now if we scroll back up to the top and click on timeline and this is where we can view the history for this particular lead this allows us to analyze the customer journey we can also navigate up to send email to send an email to this lead we can also click on convert and this will allow us to convert this lead into a contact and account so for example if i click on convert and as you can see over on the left hand side we have the option to convert this lead into creating a new account and new contact that's because when we filled out the information to create this new lead we added an account name so the organization the company that the lead was part of as well as the name and the information about the contact we can also come down and click create a new deal for this account so for example let's say that this lead is looking for a new website to be built for their organization king kong builders in that case what we would do is come down and add ten thousand dollars for the package amount and then under deal name what i'm going to do is add web design package i can then add a closing date i'm going to add a month from now and then for stage this is where we want to select the stage in our sales pipeline and i'm going to come down and click proposal price quote however we're going to talk more about the sales pipeline under deals shortly and i'm going to leave everything else blank and then come down to owner of new records that is me i am managing this account and then i'm going to come down and click convert and as you can see we now have an account king kong builders that is the organization we have the contact which is liam garrett who is a manager and employee of king kong builders and then we have a deal and this is the deal within our sales pipeline so we ultimately want to close this deal which is valued at ten thousand dollars so what i'm going to do now is navigate back to leads by clicking go to leads and this is our leads dashboard this is where we can view all our leads we can also navigate up here to create a new lead or we can click this drop down and import leads or import notes now because we converted this lead into a contact and account we no longer have a lead in here so what we're going to do is navigate over to contacts and as you can see down here under contacts we have our first contact this is the contact that we converted from a lead now if we want to add a new contact all we need to do is click create contact or we can click this drop down and import contacts we're going to go ahead and click create contact and as you can see under create contact this is where we can go ahead and add our contacts information very similar process to adding a new lead so what we're going to do is leave this for now because the process is exactly the same as adding a new lead so i'm going to navigate up to cancel but what you want to be aware of is if you want to manually add your contacts you can do that here but i suggest you go ahead and import contacts from a spreadsheet if you have one rather than manually adding multiple contacts then if we click out of this and then click on this contact here we have an overview of all the information for this contact again this is very similar to the information you will see when you click on a lead now if we navigate over to timeline you can see down here under the history timeline the customer journey that a contact was created by converting the lead liam garrett so remember we converted a lead into a contact and account and you can see all that information under history so what i'm going to do is navigate back to contacts and now what we want to do is navigate over to accounts okay so remember within your crm you have leads contacts and accounts now leads are the first interaction with a prospect a potential customer you can then convert those leads into contacts and accounts so with a contact that is the individual the lead that person is part of an organization they are an employee of an organization and that organization will be listed under accounts so as you can see down here we have one account called king kong builders remember this was initially a lead that we converted into a contact and account and then if we navigate up to create account this is where we can manually add a new account similar to the process of adding a new lead and new contact you can go ahead and click here to manually add a new account or click the drop down and import accounts if you have multiple accounts on a spreadsheet and again we can come down and we can click on this account to go ahead and edit the account information as well as view details in terms of the history the interactions the documents everything in regards to this account and then over on the left hand side similar to leads and contacts we can filter our view by selecting any of these options down here however what we're going to do now is navigate over to deals and within deals this is where you can manage your sales process your sales pipeline so think about the different deals that you have for example if we scroll across under this sales stage proposal price quote we have one deal that we created from our lead in the beginning of this tutorial remember we created the lead into a contact and account as well as into a deal so this is the deal for this particular account and this contact down here and as you can see i'm managing this deal now let's say that our organization initiated the negotiation and review stage of the sales pipeline then what we would do is simply drag click and drag this deal over to this stage and as you can see the value the amount moves from this stage over to this stage over here and let's say that our client agreed on the contract for a ten thousand dollar web design project they're ready to get started then what we would do is simply drag this deal over to closed and one and up here we can verify the details for this closed deal for example within the negotiation and review stage let's say that we brought down the amount of the web design package to 9000 then what we would do is change the amount 1 to 9 000 and then we can come down to the closing date and because that happened today we're going to come down and click today and the stage is closed one then i can come down and click save and as you can see our organization can celebrate because we now have one closed deal worth nine thousand dollars okay so that is our sales pipeline now what we can also do is navigate up to create deal and we can create a new deal by simply filling out the deal information down here however what i'm going to do is cancel out of that it's very straightforward to add a new deal and we already have a deal on our pipeline now the last thing i want to show you within deals is you can actually customize the stages within your sales pipeline simply navigate up to settings in the top right hand corner then come down under customization and click on modules and fields here we want to locate deals and then hover over the three dots come down and click on stage probability mapping and this is where you can simply customize the probability of each stage in your sales pipeline as well as customize the name of each stage you can also navigate over to the right hand side and add an additional stage or remove the particular stage now we can also navigate over to the left hand side and we can click drag and drop each stage to a different position on our sales pipeline then when you're happy with your new sales pipeline simply click save we're going to leave everything as it is and click on cancel and i'm going to navigate back over to deals okay so now that we've covered deals what we want to do is click on tasks then come down and click create a task i'm going to go ahead and quickly fill in this task information and as you can see i've completed the information for this new task now think about your tasks as day-to-day activities that you need to complete in regards to all the different activities happening within your crm it could be a task to remind you to call a potential prospect it could be a task to get information from a client before you start a project a task could be used to remind you that you have a sales meeting next week with the intention of creating a new deal to move through your sales pipeline so a task could be any day-to-day activity as you can see the task owner is myself the subject is a meeting then we have a due date we have the contact that is part of this account the status has not started the priority is normal for now we can also add a reminder or repeat if this is a repeat task that we do on a weekly or monthly basis then you can see i've added a description call liam and follow up about the content we need to start the web design project remember the deal that we move to closed and complete let's say that that client has already paid us but now we need the content from the client in order to actually start the project so this is a task reminder to execute that follow-up then i can simply navigate up to save and then here we have additional information about this task so what i'm going to do is navigate over to back and then here we have our task now we can actually change the view of our task to kanban view and that shows our task in a kanban view but what i'm gonna do is head back to list view i prefer the list view it's more organized and then what i can do is when this task is complete i can simply go ahead and click this green tick i can also go ahead and edit this task if i need now what we're going to do is navigate over to meetings and then come down and click create a meeting this is where you can add a new meeting so i'm going to go ahead and fill out this information about a new meeting that i have next week and as you can see i've added basic information about this meeting this is the meeting name it's a sales meeting with a prospect you can see we're gonna meet at this location this is a cafe here we have the time from and two and then down here we have the host which is myself the number of participants i've added one participant one prospect and then down here we can add related to repeat i left those as none below that we have participants reminder so i added one hour before they will receive an email reminding them of our meeting then what i'm going to do is click save however what i can also do is add additional details if i like i'm going to go ahead and click save then here you have the option to send an invitation to your guest that you've added to your meeting i'm going to go ahead and click yes by clicking send as you can see the interface for all these different tabs are the same here i can navigate up to the meeting i just created and this is where i can edit the details about this particular meeting so as you can see it's very straightforward to organize and manage your meetings within your zoho crm now what we're going to do is navigate over to calls now if we come down to how do you track customer interactions this is where you can manually log your calls within zoho's free crm unfortunately you cannot integrate your telephone unless you upgrade to the enterprise plan we can also come down and schedule a call if we like and here we can simply add details about scheduling our call what i'm going to do is come down and click cancel and then click on log calls here we can go ahead and schedule a call again log a call or call someone now the great thing about zoho's free crm is you can simply log and associate your phone calls with your leads contacts or accounts so it's a great place to manage all your interactions with your customers your prospects in this simple and easy to use crm now if we navigate up to reports under reports this is where you can simply view manage analyze and download all your different reports for example if we navigate down to deal reports and click here we can navigate over here and select a report type for deal reports in this case we're going to select sales this month and as you can see we don't have much information on our report because we only have one deal that we've used in today's example however if you want to export your report simply navigate up to edit and next to edit you have this drop down and you can simply click on export to export your different reports then next to reports we have feeds and feeds is a great crm feature that you have access to this is basically internal communication with your team with other users within your crm you can simply add a message attach files select all your users and then post this message and individuals within your organization can simply leave comments and internal communication as part of a crm for small teams is essential then next two feeds we have these three dots this is where we can go ahead and add additional modules for example if i come down and click on documents we can then access all the different documents that our team has uploaded onto this crm now if we navigate over to the far right hand side we can upgrade from the free plan if we like we can search for anything that we're looking for across our zoho crm then we also have notifications next to notifications we can go ahead and add anything we like from leads contacts accounts deals this is a quick action button next to that we have our calendar and then settings again so what i'm going to do is navigate back to our home dashboard and that is everything we wanted to cover in today's updated zoho crm tutorial for beginners this tutorial should help you get started understand all the different features elements and activities that you can dive into with the free crm basically the free crm has everything you need to get started with customer relationship management activities with the option to upgrade at any point as your organization grows and expands and that is it for this zoho crm tutorial for beginners now if you have any questions about this tutorial make sure to pop them down below and with that said thank you so much for watching this tutorial all the way through to the end if you got value make sure you leave a like and subscribe to this channel and that way i'll see you in our next video take care guys [Music] you

Channel: Stewart Gauld

Views: 31,276

Keywords: zoho crm, zoho crm tutorial, zoho crm training, how to use zoho crm, free crm software, free crm app, free crm tool, best crm software 2022, free crm software for small business, small business crm, local business crm, stewart gauld, best crm for small businesses

Id: RkmLKlFVc9Q

Length: 29min 47sec (1787 seconds)

Published: Tue Mar 15 2022