My reminders
Private to you — optional due date for reminders.
| Company | Name | County | Address | Phone | Stage | Last contacted | Rep |
|---|
Schedule visits by date and client. Open items stay in Upcoming until you mark them done (including overdue dates). Use contact address when planning routes.
Route builder (by county)
Pick a date + county, then add multiple clients to that day in one click.
| Add | Client | Company | County | Address |
|---|
Upcoming routes
Completed
| Visit date | Client | Company | County | Address | Notes | Rep |
|---|
Elite CRM How-To Guide — a walkthrough of all features and sections
Internal use only — Elite property
Elite CRM
How-To Guide
How-To Guide
Everything you need to get started and stay organized
Contents
Dashboard
The Dashboard is your home base. Every time you log in, you'll land here and get a quick snapshot of where things stand.
Total contacts
All contacts in your pipeline
Current clients
Active client count at a glance
Upcoming conferences
Events coming up on the calendar
Follow-up dates
Open follow-ups requiring attention
The "Companies by stage" panel on the right shows how your pipeline breaks down — Prospect, Current Client, Actively Working, and Dead. Use it to spot where deals are stacking up.
Change your theme in the bottom-right corner
Your rep name shows in the top-left
Client notes & follow-ups
This is where you log every client interaction and keep your follow-ups on track. Think of it as your running log of what happened and what's next.
1
Click "+ Add note" in the top right
A modal will pop up. Use the dropdown to select the client (company + contact name). You'll see the full list of your clients to choose from.
2
Fill in your note and optional follow-up date
Describe what happened — office visit, call, email, etc. If you need to follow up, set a "Next follow-up" date so it surfaces in Upcoming.
3
View, edit, or expand history
The History section shows one row per client. Click "+ N older" to expand older notes. Use Edit to update, or mark an item Done once the follow-up is complete.
4
Filter by client using the search or dropdown
Use the search bar (top right) or the "All clients" dropdown to narrow notes to a specific person or company.
The Upcoming section at the top only shows items with an open follow-up date. Once you mark something Done, it moves to History only.
Contacts
The Contacts section holds all your companies and individual contacts. You can search, filter, and manage your whole book of business from here.
1
Browse or search your contacts
Use the search bar to find a company or person by name. You can also filter by stage (Prospect, Current Client, etc.) to focus on a specific segment.
2
Click into a company to see details
Each company record shows the contacts attached to it, stage, address, county, and any notes history. Update the stage as relationships progress.
3
Add or edit contacts as needed
Keep contact info current — accurate addresses are especially important for planning client visit routes.
Client visits
Plan your office visits and build driving routes by county. Upcoming visits stay active until you mark them done — even if the date passes.
1
Use the Route Builder to plan a visit day
Pick a visit date and county, then search for clients. Select as many as you'd like, then click "Add selected" to create a route in one click.
2
Review upcoming routes
All planned visits show under Upcoming Routes, grouped by date. Each entry shows the client, company, county, and address.
3
Mark visits done when complete
Click "Done" on an individual stop — or "Done route" to complete the entire day at once. Completed visits move to the Completed section below.
4
Export to CSV for navigation or records
Use "Export route CSV" to download the day's stops with addresses — great for loading into Google Maps or keeping records.
You can also click "+ Plan visit" (top right) to add a single visit for a specific client directly without using the route builder.
My tasks & reminders
A private to-do list just for you — no one else on the team can see it. Use it for internal reminders and personal follow-ups.
1
Click "+ Add" to create a task
Give it a title and optional details. If you want it to act as a reminder, set a Due date — it'll show up in your Dashboard follow-up count when due.
2
Leave the due date blank for simple to-dos
Not everything needs a deadline. Tasks without a due date are just open items you can check off whenever.
3
Completed tasks move to the bottom
Once done, items shift from Open to the Completed section so you have a clear view of what's still outstanding.
Conference
Track all upcoming industry conferences, who's attending, travel logistics, and costs — shared across the whole team.
1
Browse upcoming conferences at the top
Upcoming events are listed first. After the event date passes, a trip moves to the bottom and is labeled "Past." Use Expand to open details or Minimize to collapse them.
2
Track logistics with checkboxes
Each conference has checkboxes for Paid, Hotel needed, Hotel reserved, Car needed, and Car reserved — keep these updated as plans come together.
3
Log costs in the Costs (USD) fields
Enter registration, additional sponsorships, hotel, and rental car costs. Click "Save costs" and the total will update automatically.
4
Add who's going from the dropdown
Select a team member from the "Add who's going" dropdown and click Add. Each attendee shows with a Remove button if plans change.
5
Add a new conference with "+ Add conference"
Use the button in the top right to add any new upcoming event. Include the name, location, and date.
EOM Kits
The EOM Kit Planner manages every detail of your monthly client gift kits — from initial concept through ordering, shipping, and delivery. Data is saved to the server so the whole team stays in sync across any browser or device.
1
Create a new kit month
Click "+ New kit month" in the top toolbar. Fill in the Kit Overview — month, year, theme, and status. The # of Kits and # of Large Gifts will auto-populate once you add clients.
2
Import your client list
In the Client List section, click "Import CSV / Excel" and upload your spreadsheet. The importer auto-groups by company: 6–9 people = Box Together (yellow), 10+ = Large Gift (teal), under 6 = individual Standard rows. Kit counts update automatically.
3
Plan the letter and paper cost
In the Letter / Wrap-Up section, set the topic, draft status, and notes. Select the paper layout (2 or 4 per page) and the cost calculates automatically based on your kit count at $0.09 per sheet.
4
Add gift and beverage ideas, then finalize
Use the Gift Ideas rows to brainstorm options (item, vendor, cost, image). Once decided, fill in the Final Gift Selection — that cost drives the Kit Cost Summary. Do the same for Beverage / Food.
5
Review the Kit Cost Summary
The summary auto-calculates every line: large kit, gift, beverage, paper, add-ons, and shipping. It shows the Estimated Total and a Per Kit cost. Excluded items appear struck through so you always know what was considered.
6
Update status as the month progresses
Use the Kit Status dropdown (Planning → In Progress → Ordered → Shipped → Ready → Complete) to keep the card current. The dashboard metrics at the top track totals, active months, and any upcoming order deadlines.
Delivery tag rules: Standard = 1 kit each; Box Together = all people in one box (counted individually toward kit total); Large Gift = 1 gift per office regardless of headcount, always shipped separately from standard kits.
Export your final client list as CSV — sorted Box Together → Large Gift → Standard
Upload reference images for the letter, gift, bev, and each idea row
Conference leads
The Conference Leads panel is your post-conference follow-up funnel. Every lead you capture at an event gets added here, tagged by type, and automatically entered into the right Mailchimp email sequence — no manual steps required.
1
Click "+ Add lead" in the top right
The lead capture form opens. Fill in as much as you have — name, company, role, email, and phone. Email is required for Mailchimp to trigger automatically.
2
Select the conference from the dropdown
The conference list pulls directly from the Conference tab. If the event isn't listed yet, select "Other (type manually)" and type it in. This populates the *|CONFNAME|* merge tag in Mailchimp so emails reference the actual event name.
3
Choose the lead type
This determines which Mailchimp journey they enter. Hot = asked about pricing, EOS, or placing an order. Warm = good conversation but no specific ask. Relationship = referral partner or industry connection. Existing Client = already orders with Elite.
4
Write a personal note
This is the most important field. Write something specific from the conversation — a detail about their company, a problem they mentioned, or something personal. It makes automated follow-up feel human. Even one sentence makes a difference.
5
Assign to rep and save
Select the rep who spoke with this lead. Currently only Marie Taylor's leads trigger Mailchimp automatically. Click Save — the system handles everything else.
Hot leads auto-create a call task in My Tasks the moment you save. Check your task list after adding a hot lead — a same-day call reminder will already be there.
Hot lead
4 emails over 14 days. Everything upfront on day 0 — pricing, sample, order link.
Warm lead
5 emails over 15 days. Soft intro first, then pricing and stories over time.
Auto Mailchimp
Saves → subscribed → tagged → journey triggers. No manual steps in Mailchimp.
Activity sync
Runs every 4 hours. Opens and clicks pull in automatically from Mailchimp.
Lead scoring
Use the score buttons in the table to track engagement manually, or let the auto-sync handle it. Score updates automatically when Mailchimp activity is detected.
+2 Open — lead opened an email
+5 Click — clicked a link or report
+10 Price — asked about pricing
+15 Reply — replied to an email
Score hits 20+? A follow-up task is automatically created in My Tasks for the assigned rep. You'll see it appear the next time you check your task list.
Pipeline stages
Move leads through the pipeline using the Stage dropdown directly in the table row. No need to open the lead.
New Conference Lead → First Follow-Up Sent → Engaged → Sample Report Sent
Sales Conversation → Trial Requested → Onboarding → Active Client
Nurture (no engagement after 21 days) → Not a Fit
Mailchimp activity icons
The Note column shows small icons for recent Mailchimp activity. Hover over them to see the date.
👁 Email opened
🔗 Link clicked
📨 Email sent
🚫 Unsubscribed — red UNSUB badge also appears
↩ Email bounced — check the email address
Click Sync Mailchimp in the top bar any time you want fresh activity data immediately. It takes about 8 seconds and reloads the table automatically.
Only you can see your list. Use Due date for reminders; leave it blank for a simple to-do.
Open
| Due | Title | Details | By |
|---|
Completed
| Due | Title | Details | By |
|---|
Add what you did and optional next follow-up date per client. Mark items done when the follow-up is complete. History shows one row per client: an Open follow-up is shown first if any; otherwise the latest note. Use +N older to expand the rest.
Upcoming
History
| Logged | Client | Note | Next follow-up | Rep | Status |
|---|
Shared with the whole team. Upcoming trips are listed first; after the event date passes, a trip moves to the bottom and is labeled Past. Use Minimize to collapse details. Each trip has one set of checkboxes (paid, hotel, car), Costs, and who is going.
| Name | Company | Conference | Type | Stage | Score | Rep | Note |
|---|
Score buttons — click after each interaction to track engagement:
+2 Open — lead opened one of your emails
+5 Click — lead clicked a link or sample report
+10 Price — lead asked about pricing or services
+15 Reply — lead replied to an email
Score 20+ → auto-creates a follow-up task for the rep
Hot leads → auto-creates a same-day call task when added
Sales reps
| Name | Username | Role | Contacts |
|---|
Managers & administrators
| Name | Username | Role |
|---|