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Quick Start & How-To Guides

Welcome to Your CRM

Never used a CRM before? No problem. This guide walks you through everything in plain language — from adding your first contact to sending emails and tracking your pipeline.

Quick Start — 3 Steps to Get Going
1

Set Up Your Sender Identity

Before you can send emails from the CRM, you need to tell it who you are. Tap the Settings tab and fill in your name, business name, email address, and an optional email signature.

Why this matters: Every email you send from the CRM goes out under your name — not TCR's. This keeps your client relationships personal and professional.
2

Add Your First Lead (Contact)

Tap the green + Lead button at the top right of any screen. Fill in the person's name, phone, email, company, and where they came from (called the "source"). Hit Save.

Think of a "lead" as anyone you want to stay in touch with — a potential client, a referral, or someone you met at a networking event. You don't need all their info right away — just a name is enough to get started.
3

Set a Follow-Up and Add a Note

Tap any lead to open their detail page. Add a note about your last conversation, then set a follow-up date so you never forget to check back in.

That's it — you're using a CRM! From here, explore the tabs below to track deals, assign tasks, send emails, and see your progress on the Dashboard.
How Each Section Works
Dashboard
Your home base. See all your key numbers at a glance — total leads, open tasks, overdue follow-ups, and emails sent.
› Show me how
  • The stat cards at the top update automatically as you add leads and complete tasks.
  • Overdue Follow-Ups shows anyone you were supposed to contact but haven't yet — tap a name to open them.
  • Today's Tasks lists everything due today so you can work through your list without hunting around.
  • Use the Dashboard as your daily starting point — open it first thing and work through what needs attention.
Leads
Your full contact list. Every person you add to your CRM lives here. Search, filter, and tap any name to open their full profile.
› Show me how
  • Tap + Lead to add someone new. Name is the only required field.
  • Use the search bar to find someone by name or company.
  • Use the Stage filter to show only leads at a certain point — like "Proposal Sent" or "Closed Won."
  • Tap any lead card to open their detail page where you can see notes, tasks, emails, and files all in one place.
  • To remove a lead, open their detail page and tap the red Delete button. This cannot be undone.
Pipeline
A visual board showing where every lead stands in your sales process — from first contact all the way to closed deal.
› Show me how
  • Leads are grouped into columns by their current stage (New, Contacted, Proposal Sent, etc.).
  • To move a lead to a different stage, tap the lead card to open it, then change the Stage dropdown inside.
  • The pipeline gives you a bird's-eye view — if you have lots of leads stuck in "Contacted," that's a sign to follow up.
  • Scroll left and right to see all stages if they don't fit on screen.
Tasks
Your to-do list. Create tasks for yourself — like "Call back John" or "Send proposal" — and attach them to specific leads or keep them general.
› Show me how
  • Tap + Task to add a new to-do. Give it a title, due date, and optionally link it to a lead.
  • Tasks linked to a lead also appear inside that lead's detail page, so everything stays connected.
  • Tap the checkmark next to a task to mark it complete. It moves out of your active list.
  • Overdue tasks (past their due date) show up highlighted on your Dashboard so nothing slips through.
  • Think of tasks as reminders to yourself — "What do I need to do next with this person?"
Follow-Ups
A focused view of leads that need your attention — overdue contacts and upcoming check-ins all in one place.
› Show me how
  • A follow-up date is set inside each lead's detail page using the Follow-Up Date field.
  • The Overdue section shows leads whose follow-up date has already passed — these need action today.
  • The Upcoming section shows leads due for follow-up in the next 7 days — plan ahead.
  • Tap any lead here to open it, take action, then update the follow-up date to the next check-in.
  • Consistent follow-up is the single biggest factor in closing more business — use this tab daily.
Analytics
Simple stats that show how your business development is trending — new leads this month, win rate, emails sent, and more.
› Show me how
  • Leads This Month — how many new contacts you've added in the current calendar month.
  • Win Rate — the percentage of your leads that ended in a "Closed Won" result.
  • Emails Sent — total emails you've sent from the CRM so you can track your outreach volume.
  • Pipeline by Stage — a breakdown of how many leads are at each stage right now.
  • Check Analytics weekly to spot patterns — if your win rate drops, it might mean you need to qualify leads better upfront.
Email Center
Write and save email templates, send emails to one or many leads, schedule future emails, and set up drip sequences (a series of timed emails).
› Show me how
  • Templates tab: Write emails you send often — like an intro email or a follow-up — and save them so you can reuse them with one tap.
  • Send Email tab: Pick one or more leads, choose a template (or write a fresh email), and send. You can also schedule it for a future date and time.
  • Drip Sequences tab: Set up a series of emails that go out automatically over days or weeks — great for nurturing new leads without manual effort.
  • Email Log tab: See every email you've sent, scheduled, or that's waiting to go out.
  • Use the personalization tags like {{first_name}} to auto-fill the lead's name in your emails.
  • Before sending, make sure your Sender Identity is set up in the Settings tab.
Settings
Set up your personal Sender Identity — the name and email address your CRM emails come from. Do this first before sending any emails.
› Show me how
  • Tap the Settings tab in the navigation bar.
  • Fill in your Full Name, Business Name, and Email Address.
  • Add an optional email signature — this appears at the bottom of every email you send.
  • Tap Save Identity when done.
  • Your email address must be verified with SendGrid before emails will actually send. If you're having trouble, contact your site admin.
Lead Detail Page
Tap any lead to open their full profile — one screen with everything about that contact: info, notes, tasks, emails, files, and history.
› Show me how
  • Contact Info — edit name, phone, email, company, source, and pipeline stage directly on this page.
  • Follow-Up Date — set the next date you plan to reach out. Shows up in your Follow-Ups tab.
  • Notes — jot down anything from a conversation. Notes are timestamped and stacked newest-first.
  • Tasks — add to-dos specific to this lead, like "Send contract" or "Schedule call."
  • Files — upload documents, proposals, or images related to this lead (PDFs, Word docs, images, spreadsheets).
  • Send Email — send an email directly to this lead from the detail page without switching tabs.
  • Timeline — a full history of every action taken on this lead, automatically recorded.
File Uploads
Attach files to any lead — proposals, contracts, photos, or any document you want to keep organized with that contact.
› Show me how
  • Open a lead's detail page, then scroll to the Files section.
  • Tap Upload File and choose a file from your device.
  • Supported types: PDF, Word (.doc/.docx), Excel (.xls/.xlsx), images (JPG, PNG, GIF), and text files.
  • Uploaded files can also be attached when sending an email to that lead.
  • To remove a file, tap the delete icon next to it. This cannot be undone.
Bulk Import — Add Contacts in Batches

Need to add a lot of contacts at once? The Bulk Import feature lets you paste up to 200 contacts at a time and create them all as new leads in seconds — no typing each one individually.

How to Use Bulk Import
Follow these steps to import a batch of contacts into your CRM all at once.
1

Open Bulk Import

From the Leads tab, tap the Bulk Import button (next to the + Lead button). This opens the import screen.

2

Paste Your Contacts

In the text box, paste your contacts — one person per line, with fields separated by commas in this order:

Name, Email, Company, Phone
Only the Name is required. You can leave the other fields blank or skip them. For example, "Jane Doe" alone on a line is perfectly valid.
3

Preview & Import

Tap Preview to review how the CRM parsed your data. Check that names, emails, and companies look correct. When everything looks good, tap Import All to create them as new leads.

Batch options: Before importing, you can assign a Lead Source (e.g., "Referral" or "Networking Event") and Tags to the entire batch — so all imported contacts get the same source and tags automatically.
Limit

Bulk Import handles up to 200 contacts at once. If you have more than 200, just split them into batches and import each batch separately.

Best Sources to Import From
You can pull contacts from almost anywhere. Here are the most common sources and how to prepare them:
Google Contacts
Export your contacts as a CSV (comma-separated) file from contacts.google.com, then open the file and copy-paste the rows directly into the import box.
Excel or Google Sheets
If you have a spreadsheet with contacts, arrange the columns as Name, Email, Company, Phone, then select the rows, copy, and paste them into the import box.
iPhone or Outlook Contacts
Export your contacts as a CSV (comma-separated) file first, then open it, copy the rows, and paste them into the import box.
Plain Text List
Just type or paste a simple list — one person per line, with comma-separated details. Perfect for quickly adding contacts from a meeting, a business card stack, or a handwritten list.
Example Format
John Smith, john@email.com, Acme Inc, 555-1234
Jane Doe, jane@company.com, Widget Co, 555-5678
Bob Johnson, bob@example.com
Sarah Williams

Note: Only the name is required. Bob has no company or phone, and Sarah has only a name — both are perfectly valid.

Frequently Asked Questions
What is a CRM and why should I use one?
CRM stands for Customer Relationship Manager. Think of it as a smart contact book that also reminds you when to follow up, tracks every conversation, and shows you which leads are most likely to turn into clients. Most business owners lose deals simply because they forget to follow up — a CRM fixes that.
Is this CRM connected to TCR at all?
No. Your CRM is completely separate from TCR's referral system, voting, directory, or any other TCR feature. Only you can see your leads, notes, tasks, and emails. This is your private business tool — TCR admins and other members cannot access it.
Can other TCR members see my leads or contacts?
No. Your data is private to your account only. No other member — and no TCR admin — can see your leads, notes, emails, or files. Everything you enter is yours alone.
Why can't I send emails yet?
Two things are required before emails will send: 1) You must fill out your Sender Identity in the Settings tab. 2) Your email address must be verified with SendGrid (the email delivery service). If you've completed both and emails still aren't going out, contact your site administrator.
What is a "stage" and how do I use it?
A stage represents where a lead is in your sales process. For example: New Lead → Contacted → Meeting Scheduled → Proposal Sent → Closed Won (or Closed Lost). You set the stage inside each lead's detail page. The Pipeline tab then shows all your leads grouped by stage so you can see your whole sales funnel at once.
What is a drip sequence?
A drip sequence is a series of pre-written emails that go out automatically over time. For example: Email 1 goes out on Day 1, Email 2 on Day 3, Email 3 on Day 7. You write the emails once, then assign the sequence to a lead — the CRM handles the rest. Great for following up with new leads without having to remember to do it manually.
How do I use the {{first_name}} tag in emails?
When writing a template or email, type {{first_name}} anywhere in the subject or body. When the email sends, that tag is automatically replaced with the lead's actual first name. So "Hi {{first_name}}," becomes "Hi Sarah," for example. You can also use {{full_name}} and {{company}}.
How do I delete a lead?
Open the lead's detail page by tapping their name, then tap the red Delete button in the top right corner. You'll be asked to confirm. This cannot be undone — all notes, tasks, and files for that lead will be permanently removed.
Can I use this CRM on my phone?
Yes — the CRM is built for mobile first. Everything works on your phone's browser. For the best experience, access it through your Member Portal login. You can even add it to your home screen by using your browser's "Add to Home Screen" option.
How many leads can I add?
There is no hard limit built into the CRM. Add as many leads as you need. The system loads up to 250 at a time in list views, with the most recent showing first.
What's the difference between a Task and a Follow-Up?
A Task is a specific action item — "Send proposal," "Make phone call," "Prepare quote." A Follow-Up is a date you set on a lead that means "check in with this person on this date." Tasks are for doing things. Follow-ups are for remembering when to reach back out. Use both together for best results.

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