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SUGARCRM USER GUIDE AIESEC Singapore

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written by Josh Toh, 8th Jan 2012

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Right before that...

The sugarCRM contains confidential information of enablers and supporters of AIESEC Singapore

and should only be accessed by authorized members from AIESEC SG’s Business Strategy Team.

Should there be a need to access, please send an email to the system administrator with reason(s)

for authorisation via your designated aiesec.net email address. Contact information of the system

administrator is as shown below.

Please expect up to 3 working days for the email response. In the meantime, read up on the

AIESEC SG’s External Relations Principles to understand the desired conduct required for

customer relationship management.

Josh Toh

Marketing Director

AIESEC SINGAPORE

Email: josh.toh@aiesec.net

Tel: +65 96945094

www.aiesec.org.sg

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Table of contents

A. Set up your sugarCRM account

B. Basic Sales Terminologies

C. Navigating the sugarCRM interface

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Set up your sugarCRM account

1. With the login and password, logon to the http://crm.aiesec.org.sg/sugarcrm

You will be prompt to reset your password.

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Set up your sugarCRM account

2. When you are login successfully, the following screen appears for your contact information.

Please include at least your email and contact number.

On the next screen, make sure that the time zone is right. You can ignore the rest.

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Set up your sugarCRM account

3. Inside sugarCRM, you will be greeted with the following dashboard:

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Set up your sugarCRM account

4. We recommend that you to remove “Discover Sugar” and “Sugar News” and add in the dashlet

“My contacts” by clicking the icon on the top right corner of the page.

Neat.. You are almost there!

Let’s go through 3 simple terminologies next.

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3 Basic Sales Terminologies.

Account:

Name of the corporate, governmental or non-profit organization

e.g. Microsoft Singapore

Contact:

Name of the person(s) in the organization you encountered.

Lead:

Name of the person(s) in the organisation you encountered. However, it differs from contact as in

this case, there is no formal contract signed with the lead’s organisation for a formal working

relationship.

A lead is usually someone you met during networking event whom you have not yet arranged for a

company meeting or one who has no interest in partnering at present but with potential in the future.

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Navigating the sugarCRM interface

1a. Navigate to the Account tab.

Here you will see all the Accounts (or organisations) that we work with formally.

Note the ‘Primary Contact Owner’ categorisation:

These are the members in AIESEC Singapore currently managing the accounts.

Note the ‘Type’ categorisation:

• Acquired: account raised from sales effort

• Assigned: account given by MC to LC

• Transited: account passed from one member to another during role transition

• Common: account not currently owned by anyone

The ‘Last Working Relationship’ categorisation shows the partnerships as detailed by

the last formal contract or engagement.

For more details (including how to become a Secondary Contact Owner),

please refer to the AIESEC Singapore’s External Relations Principle.

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Navigating the sugarCRM interface

1b. You can add an account or view existing accounts via the subpanel.

1c. When viewing account, each account information also include a list of ‘contacts’ (people in the

organisation you encountered).

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Here you will see all the Contacts (or people in organisations) that we work with formally.

Note the ‘Status’ categorisation:

• Active: contact has last communicated within 6 months

• Inactive: contract has not responded to emails

• Left Job: contact has left the organisation

Note in the search toolbar,

• BOA: Member of Board of Advisors for AIESEC Singapore

• BOD: Member of Board of Directors for AIESEC Singapore

• Alumnus: Contact who is also an AIESEC Alumnus

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Navigating the sugarCRM interface

2a. Navigate to the Contact tab.

Status advises the ‘health’ of

accounts and facilitates

system maintenance in

removing obsolete contacts.

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Navigating the sugarCRM interface

2b. You can add a contact or view existing contacts via the subpanel.

2c. When adding a contact, it should include at least one mode of contact information.

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Here you will only see your own Leads (or people in organisations) that you have yet to

work with formally.

Note the ‘Status’ categorisation:

• New

• Assigned: Lead has a meeting date fixed (update in status details)

• In process: Lead is in the process of negotiation

• Recycled: Lead is not interested but future potential exists

• Dead: No possibility to work with lead

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Navigating the sugarCRM interface

3a. Navigate to the Leads tab.

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Navigating the sugarCRM interface

3b. You can add a lead or view existing leads via the subpanel.

3c. When viewing lead information, convert lead allows the conversion of lead into contact with a

single click of the button. This occurs when a contract is signed and a lead now becomes a contact.

Note the use of ‘Status Description’ and ‘Next Action.’

‘Next Action’ is a useful feature that appears at your dashboard.

Note that the lead still

remains in the system after

conversion into contact.

It should be deleted.

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That’s it!

This simple user guide provides you with the main features of the sugarCRM.

Do take time to explore and be familiar with the interface.

Thank you.

Josh Toh

Marketing Director

AIESEC SINGAPORE

Email: josh.toh@aiesec.net

Tel: +65 96945094

www.aiesec.org.sg