Adding a new Client or Enquiry is done via Rave's CRM portal. Clicking on the CRM button, next to Rave's Home icon, opens the CRM portal displaying the Leads & Clients sub-tab, where you can easily find and access all of your enquiries. You can upload a client list via the 'CSV Import' button, or add a new client via the '+ Lead/Client' button to the top right of the screen.
Adding a Lead/Client
Clicking on the '+ Lead/Client' button opens the Create New Lead/Client screen. From here click the client type of person or organisation, and essentially, you're just filling in as many fields as you can. If you don't have all the information to hand, no worries, complete the details that you do have, as you can always return later to edit your client's profile.
Adding a Company Client to your Branch
If you are looking for a Company Client to assign a new lead to, you can select the 'Load Company Client' check box and choose the client you want to add to your Branch. Company Clients are managed by your Head/Support Office team, so you can only edit certain information attached to them. Company Clients have the pink icon beside them, and hovering over it, the icon will say it's a Company Client.
Entering a Person vs an Organisation Client Type
- The person client type has the mandatory fields of first name, last name & email. If you enter a preferred name, that will be displayed for the New Home Consultants and other staff to see, as that's what they prefer to be called.
- An organisation client type can be any entity. This field allows you to add a Company, Trust, School, Business, or other entity type's name. The organisation's name and email address are the only mandatory fields here. You will notice that the first and last names of your contact are no longer required fields, and that Rave now asks for the Organisations liaisons' details. The liaison is the person who represents the organisation.
Note: Opt into email marketing - by checking this box, you are confirming that the client is OK for you to send them marketing emails, whether that is via our MailChimp add-on or another email service you use.
Once you've loaded all the client's details, click the 'Next - Add an Enquiry' button to complete the process by adding their enquiry.
Check out our Adding an Enquiry - to your CRM Client Profile FAQ.
Once a client profile has been created, and an enquiry has been added, you have a range of options on your client's profile screen - firstly, four options to manage your client's profile, via the 3-dot menu to the right of their client profile name.
Archiving, Unarchiving, and Deleting a Client Profile
The following are all permission-based actions. If you don't see any of these, you do not have permission to perform this action.
- Archiving a client profile makes it read-only (no further actions can be made) and also hides their client profile and all of their enquiries from the Leads & Clients page. You cannot archive a client who has an active enquiry and or an open project.
- Unarchiving a client profile makes it active, and any attached enquiries, visible and usable again.
- Deleting your client profile will permanently delete it and all primary enquiries attached to it - this action can NOT be reversed. Clicking on the delete option opens the 'Delete Lead/Client' pop-up, allowing you to select a replacement lead/client to move your enquiries to or not.
Merging a Client into another (already existing) Lead/Client
If you add your Lead/Client and realise that you have created this Lead/Client for a second time, or you have noticed you have a duplicate client profile, you can merge one Lead/Client with another Lead/Client by clicking the merge option.
This will open the 'Merge into Existing Lead/Client' pop-up. Ticking the 'I understand' checkbox and proceeding with the merger will merge this profile with the selected profile, moving all enquiries to the selected profile, and will also DELETE this client profile.
Note: Completing a merge, and deleting a profile in this way, is an irreversible action
Editing a Client's Profile
If you need to edit or add details to a client's profile, first click on the client's name (profile link) to open their profile, then click the 'Edit' button to the right of the Client Details header. You can then make any changes you need. As soon as any changes have been made, the 'Save' button for client details will unlock. You can cancel out of the edit screen by clicking the Cancel button.
Adding (Internal/Hidden) Client Notes
Client notes are viewable only by branch staff. When adding a note, you can also attach documents via the 'Attach File to Note' button. As soon as text has been added to the 'Add internal note' field, the 'Save' button will become clickable, allowing you to save your note.
Once a note has been added, a few icon actions become available:
- The Paperclip icon - allows you to attach a file to the note
- The Thumbtack/Pin icon - allows you to pin the note to the top of your client notes section - Pinning the note will ensure that the note will remain at the top, while all other notes will descend in order from newest to oldest down the page.
- The Pencil icon - allows you to edit your note
- The Red Trashcan icon - allows you to delete your note
Note: Notes that are viewable by clients and contractors are not added here; these types of notes are done within the client's enquiry itself and require viewing permissions for them to access.
An example of a pinned note below
