Sales CRM

Track potential business, manage contacts, and monitor revenue opportunities. The Sales CRM helps your sales team stay organized and close more deals.

Overview

HelloShift's Sales CRM lets you:

• Create and manage leads (companies and organizations)

• Track multiple contacts at each lead

• Monitor sales opportunities with revenue projections

• Customize lead types, sources, and statuses

• Add notes and attachments to leads

• View activity history and collaborate with your team

• Get notifications when leads need follow-up

Plan Required: Staff Collaboration

Getting Started

Accessing Sales

1. Click Sales in the left sidebar under the Staff section

2. You'll see a list of all active leads sorted by recent activity

3. Click on any lead to view its details

Creating a Lead

A lead represents a company or organization you're pursuing for business.

1. Click Add in the top menu

2. Select Add Lead

3. Fill in the lead details:

4. Click more to add additional details:

5. Click Create Lead

Managing Contacts

Each lead can have multiple contacts - the people you communicate with at that company.

Adding a Contact

1. When creating or editing a lead, click Add Contact

2. Fill in the contact details:

3. Add more contacts as needed

4. Save the lead

Managing Multiple Contacts

• Add as many contacts as needed for each lead

• Click the X icon to remove a contact

• Update contact information anytime by editing the lead

Tracking Opportunities

Opportunities represent potential revenue from a lead. Track room bookings, meetings, and food & beverage business.

Creating an Opportunity

1. When creating or editing a lead, click Add Opportunity

2. Fill in the opportunity details:

Basic Information:

Stay Revenue:

Meeting Revenue (click "Show More"):

F&B Revenue (Food & Beverage):

Notes:

Add any additional details about the opportunity.

3. Click Create Lead or Update Lead to save

Revenue Calculation

HelloShift automatically calculates total revenue:

• Room Revenue = People x Nights x Rate

• Meeting Revenue = Meeting Rate

• F&B Revenue = People x F&B Rate

• Total Revenue = Room + Meeting + F&B

Use the Actual Revenue field to record final numbers after the opportunity closes.

Lead Detail Page

Click on any lead to see its full record:

Lead Information

• Company details and address

• All contacts with their information

• All opportunities with revenue summaries

Notes and Activity

• Add internal notes about the lead

• Tag team members for follow-up

• View the complete activity history

Tasks

• Create follow-up tasks

• See related task completion status

Attachments

• Upload contracts, proposals, or other documents

• Attach correspondence and meeting notes

Customizing Your Pipeline

Custom Field Values

HelloShift lets you customize the dropdown options for:

• Lead Types: Categories like "Corporate", "Wedding", "Conference", "Group Tour"

• Lead Sources: How leads come in - "Website", "Referral", "Phone", "OTA"

• Lead Statuses: Pipeline stages like "New", "Contacted", "Proposal Sent", "Negotiating", "Won", "Lost"

• Opportunity Statuses: Deal stages like "Prospecting", "Qualified", "Proposal", "Closed Won", "Closed Lost"

Contact your administrator to customize these options for your site.

Sales Notifications

When a new lead is created with "Notify Sales" enabled:

• A task is automatically created

• The task is assigned to your designated Sales user

• This ensures timely follow-up on new opportunities

Filtering and Searching

Search

Use the search box to find leads by:

• Company name

• Contact name

• Description

Sorting

Click column headers to sort by:

• Company name

• Activity date

• Created date

Archived Leads

• Active leads appear in the main list

• Toggle "Show Archived" to see inactive leads

• Archive leads that are no longer relevant

• Restore archived leads when needed

Best Practices

Lead Management

• Quick entry: Start with just company name and lead type, add details later

• Assign contacts early: Add at least one contact for every lead

• Track your source: Knowing where leads come from helps focus marketing efforts

• Update status regularly: Keep the pipeline accurate for forecasting

Opportunity Tracking

• Set realistic confidence: Start low and increase as deals progress

• Use cutoff dates: Track booking deadlines to avoid missed opportunities

• Record actual revenue: Compare projections to reality for better forecasting

• One opportunity per event: Create separate opportunities for distinct events

Team Collaboration

• Add notes consistently: Document all interactions and next steps

• Create follow-up tasks: Don't rely on memory for important actions

• Tag team members: Use mentions to notify colleagues about updates

• Attach key documents: Keep contracts and proposals with the lead record

Troubleshooting

Lead Not Appearing in List

Symptom: Created a lead but can't find it

Solutions:

1. Check if the lead was archived

2. Clear any active search filters

3. Verify you have permission to view sales

Contact Not Linked to Opportunity

Symptom: Opportunity shows "Select Contact" even after adding contacts

Solution: Save the lead first, then edit to add opportunities - the contact dropdown populates from saved contacts.

Revenue Not Calculating

Symptom: Total revenue shows as zero

Solutions:

1. Ensure you've entered values in the rate and quantity fields

2. Revenue only calculates when both rate and quantity are provided

3. Save the lead to trigger recalculation

Related Articles

• Creating Tasks with HelloShift

• How To Use Tags & Mentions

• Event Calendar