How To Use The Notion CRM Template From Lexy

Introduction

Introducing the completey free Ultimate CRM template for Notion, engineered to operate similarly to HubSpot. Seamlessly manage your deals, contacts, and tickets, streamlining your customer relationship process.

Anatomy of the CRM

This CRM template brings organization and efficiency to the heart of your customer relationship management. It is underpinned by three primary databases:

Deals

The Deals database is your control center for the sales pipeline, tracking every deal from the initial contact to the closing. Each deal is linked to a specific contact and can be assigned to team members, ensuring alignment and focus across your team.

Contacts

Our Contacts database serves as your comprehensive repository of customer, prospect, and lead information. Beyond storing contact details, it enables you to document interactions, track associated deals and tickets, and ultimately, offers a panoramic view of each customer’s journey with your business.

Tickets

The Tickets database guarantees no customer query or issue gets lost. This systematic approach lets you log, monitor, and resolve support tickets effectively. It promotes team collaboration and ensures real-time visibility of customer support activities.

CRM Dashboard Explained

The CRM Dashboard serves as your command center, offering you a snapshot view of your business’s critical activities:

1. Entry Creation: Quick links for creating new Deals, Contacts, and Tickets, streamlining data input.
2. Open Ticket Gallery: A glanceable view of all open tickets, so you can promptly address outstanding customer issues.
3. Database Access: Direct links to the comprehensive Deals, Contacts, and Tickets databases for in-depth exploration and management.
4. Follow-Up Calendar: A calendar view showcasing Deals requiring your attention, ensuring no opportunity falls through the cracks.
5. Pipeline Kanban: A board view of Deals in various stages of the sales pipeline. An additional list view filters for high-value deals over $10k.

Personalizing the CRM

Our CRM is designed for easy adaptation. Start by duplicating the CRM – simply click ‘Duplicate’ located in the upper right corner of the page.

Once duplicated, you can modify any fields in the CRM to cater to your business needs, making the system truly yours. Each Deal, Contact, and Ticket entry is fully customizable, allowing you to tailor the CRM to your specific business processes and terminologies. Your CRM, your rules.

Adding New Deals, Contacts & Tickets

At the dashboard’s top, you’ll find three buttons to facilitate the creation of new entries in each database. Clicking a button will create a new entry, taking you straight to the page to enter relevant information.

Managing Deals

The Deals database can be customized to your needs, including:

• Deal Stage: Indicates the current stage of the deal in the pipeline. You can modify the pipeline sections’ names to align with your business processes.
• Amount: Represents the value of the deal.
• Contacts: Specifies the client contact for the deal, linking to the Contacts database.
• Deal Owner: Identifies the person within your company responsible for the deal.
• Follow Up: Notes the next follow-up date with the deal.
• Last Contact: Records the most recent contact date for the deal.

To enhance deal entries, you could create your own templates. For example, if you’re an SEO company that consistently performs a similar SEO audit before a first client meeting, you could create a template and just fill in the details each time.

Tip: Recording interactions with the customer as a comment is a good practice as it provides a time-stamped record.

Managing Contacts

The Contacts database provides a comprehensive view of your contacts:

• Contact Owner: Identifies the person in your company managing this contact.
• Deals: Lists deals associated with this contact, linking to the Deals database.
• Last Contacted: Records the most recent contact date with this contact, linked to the ‘Last Contacted’ field in the Deals database.
• Lead Status: Reflects the current status of a lead, whether it’s a new lead, in progress, converted, or unqualified.
• Lifecycle Stage: Represents the stage of your business relationship with the contact, whether they’re a lead, opportunity, customer, or other defined stages.
• Next Contact: Records the next contact date with this contact, linked to the ‘Next Contact’ date in the Deals database.
• Primary Company: Notes the company this contact works for.
• Source: Records the origin of this lead.
• Tickets: Lists any customer service tickets associated with this contact, linked to the Tickets database.

Managing Tickets

The Tickets database streamlines customer service activities:

• Contact: Identifies the customer who filed the ticket.
• Priority: Indicates the urgency level of the ticket.
• Status: Denotes the current status of the ticket, defining who should respond next – the customer or your team.
• Ticket Owner: Identifies the customer service representative managing this ticket.

The comments section is an effective place to log the communication between the customer and the representative. Moreover, the main issue the customer is facing can be recorded on the ticket page for easy access in the dashboard view.

Use Cases for this CRM

Here are a few additional use cases that could help improve your SEO efforts and be more appealing to your business customers:

Real Estate CRM

Manage property listings as ‘Deals’, potential buyers as ‘Contacts’, and inquiries as ‘Tickets’. Custom fields could include property features, buyer preferences, and inquiry types.

Software Development Agency CRM

‘Deals’ could represent ongoing projects, ‘Contacts’ could represent clients or stakeholders, and ‘Tickets’ could be used to track bugs or feature requests.

Recruitment Agency CRM

‘Deals’ could represent open positions, ‘Contacts’ could be candidates, and ‘Tickets’ could be used for tracking interview stages or feedback.

Event Management CRM

‘Deals’ could be events to be planned, ‘Contacts’ could be clients or vendors, and ‘Tickets’ could be tasks or issues to be addressed in the event planning process.

Digital Marketing Agency CRM

‘Deals’ could be marketing campaigns, ‘Contacts’ could be clients or influencers, and ‘Tickets’ could represent tasks or issues related to the campaigns.

E-commerce Business CRM

‘Deals’ could be potential bulk sales or partnerships, ‘Contacts’ could be suppliers or big-ticket customers, and ‘Tickets’ could represent customer queries or issues.

In each case, the CRM’s customizability allows it to adapt to the specific needs of the business, making it a versatile and powerful tool for any industry.