A User Guide to show you what you need to know to organize your data in HaystackCRM. 


Store your information on your customer base and those you interact with. The main record types are Connections, Opportunities, Events, and Tasks. You also have the ability to create Quotes, Tags, Items, Catalogs and Portfolios.


You may be a member of a team, an admin or owner of the account. Your visibility of data is based on your role in the account. As a HaystackCRM user, you have your own individual view of your HaystackCRM account. 


Dashboard

The main page is called the Dashboard with four areas of Opportunities, Tasks, Events and Activity Stream to give you an overview of your productivity. On the mobile apps, you will see not see the Activity Stream on the Dashboard. Instead access Activity Stream from the sidebar menu.


Account owners and admins have visibility of all the members of the team’s records and activity stream.  You can view each of the type of record by clicking View while on the web interface. 


The Opportunities tile will show the dollar sum of all Open Opportunities and separates them by temperature of hot (red), warm (yellow) or cold (blue). 



Connections: Contacts and Companies

Connections are defined either as Contacts or Companies. Each of these are a record type that can be associated with one another. You’ll learn how to import these record types later in this guide.


We suggest you add Companies first when adding so that the fields for address, phone are transferred to the associated Contacts. By default, HaystackCRM will automatically display the data you entered for the Company to the associated Contact when you manually associate a Contact with a Company.


Companies

View all Companies by selecting Connections from the top navigation bar on the web or sidebar menu on the left in the mobile apps. Switch views in the app by clicking All or Recently Viewed.


Scroll to see the list, sorted alphabetically by name in All. Tap or click the Company listing to see the Overview of the Company. Details of name, phone number, and email address show in top banner. Open Opportunities and Upcoming Events show below. A map will display if a valid address is stored. Associated Contacts also display and may be clicked to view the record.


Contacts

View all Contacts by selecting Connections from the top navigation bar on the web or sidebar menu on the left in the mobile apps. Switch views in the app by clicking All or Recently Viewed.


Scroll to see the list, sorted alphabetically by last name in All. Tap or click the Contact listing to see the Overview. Details of name, phone number, and email address show in top banner. Open Opportunities and Upcoming Events show below. A map will display if a valid address is stored. 


A Contact can be an individual or can be a representative of a Company. To associate with a Company, you do so when creating a Company or while in a Contact listing. You’ll learn how to do that later in this guide.



Opportunities

Start your pipeline by creating an Opportunity. Opportunities can be viewed from your Dashboard or as a list by selecting Opportunities from the main navigation menu depending on your interface of web or mobile app. By default Open Opportunities display. 


On the web, you have the option of sorting by temperature, associated Company, value, stage or expected close date. On the mobile app, you have option of viewing Recently Viewed. A list view of an Opportunity shows name, value, Company, status, stage, expected closing date and temperature. 


Statuses are Open, Closed, Hold or Abandoned. Stages are Lead, Qualified, Negotiation, Won or Lost. Temperatures are Hot, Warm or Cold.


An individual Opportunity listing has an Overview of to show name, temperature, value, expected close date, associated Company, associated Contacts and user assigned to in a different format. 


These details can be changed by editing after selecting the Details tab on the individual listing.



Events

Events are meetings, appointments, conferences, etc that are planned and organized happenings with set timing. Upcoming Events show in your Dashboard. Also View as a list by selecting Events from the main navigation toolbar. When viewed as a list the name, location, description, associated Contacts and Company, date and time are displayed.  Sorting by date is available on the web interface. Individual listings of Events follow the same formatting as other records in the web or mobile apps, displaying name, date, time, associated Company and Contacts. Multiple Contacts can be associated with an Event.


Events also display on the Calendar for the associated date. Events has additional tab of Alerts. Adding an alert initiates an email and/or push notification (if allowed in permissions of device).  You can edit the settings of your Alert by clicking the default statement You will receive a Mobile Notification 10 minutes prior to the task. Also you can remove the Alert by clicking X.



Tasks

Tasks are short to-do items that display as a list on your Dashboard. Only uncompleted Tasks show on the Dashboard. To view the list, you can click View from the Dashboard or select Tasks from the main navigation menu. Completed Tasks can be viewed from a tab in the Task screen.



Calendar

Calendar can be viewed by selecting Calendar from the main navigation bar. The default view for the web is month and for the apps is week. Change the view by clicking the corresponding tab or button labeled week or day or month above the calendar. You can drag and drop an Event on the web interface to change the date and time. Details of an Event can be viewed by clicking or tapping on the area in either interface. A back arrow in upper left takes you to the prior screen of the Calendar view while in the mobile app.


Calendar also displays a Task (if you entered a date when creating) and closing dates for an Opportunity.


Your HaystackCRM Calendar can display your scheduled events and appointments from the Calendar you are using on your mobile device. Allow permission of HaystackCRM to access the calendar in order to display while in HaystackCRM. For iOS devices go to Settings>HaystackCRM to turn Calendar off or on.



Tags

A Tag is a unique, custom label that can be added to any record (Company, Contact, Opportunity, Event or Task) to further identify that record. Tags are viewed as orange labels on the associated record on the banner with the basic contact info of the Overview screen.

Tags may also viewed and searched as a list by accessing the Settings drop down navigation on the web or sidebar menu on the mobile app.



Items

An Item is a product or service that you can create to incorporate into a Quote within an Opportunity. To view a list of Items, access the Setting from the drop down menu on the web or the sidebar menu on the mobile apps. In list view, an image, name, description and price display. An overview listing for the Item can be viewed by tapping or clicking the Item in the list.



Quote

A Quote is a statement of the price of your products or services. A Quote can only be created  from an Opportunity screen. Select the Quotes tab or the pop up menu from the ellipsis to Add Quote.


Creating a Quote generates a Name from the Opportunity, and a quote #, revision # and with a date stamp automatically. You will select the bill to and ship to addresses if available from the Company record.



Settings

Quickly access your Settings, by clicking the gear in the upper right or from sidebar menu in the app. Also access additional features of Tags, Items and Activity Stream from this menu on the web. 


"Edit profile" allows you to change your password or add an email account to HaystackCRM.


"Manage Users", "Manage Teams", and "Invite Users" are only available on the web interface. Also these latter administrative settings are only available to an account Owner or Admin.


Access permissions for HaystackCRM on your iOS device by going to your devices Settings>HaystackCRM to turn on/off Locations, Contacts, Calendars, Notifications or other features.


Default settings in HaystackCRM are language as English and currency of US dollars. Your time zone will be determined by your location. Visit your Settings>Notifications in your iOS device to manage your notifications and sounds.



Search

You are able to search most records in HaystackCRM by entering a minimum of three characters in the search box of the main navigation bar. Records that can be searched are Contact, Company, Event and Opportunity. Matching records return as result.


To search Tags tap Search Tags from a mobile device. Also, search from the main Tag screen, accessed on desktop from the Settings dropdown menu. Results will display on desktop as a list. Similarly, you can search Items from the main Item screen.