The CRM Settings page allows you to customize your CRM to fit your organization's unique needs. This article covers how to create and manage custom properties, set up phone and email connections for streamlined communication, and customize enrollment stages to align with your sales process. By tailoring these settings, you can enhance efficiency, improve data organization, and create a smoother experience for your team and leads.
Custom Properties
Properties are the information you would like to collect from your leads. Properties can be associated with the lead, guardian, or student. Properties can also be linked to fields in your CCMS. When you graduate a student to your CCMS, any fields mapped to the CCMS will be carried over on the student and guardian profiles.
Create a Custom Property
Playground provides several default properties. You can add additional properties to collect the information that is most important to your business.
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Properties tab at the top of the screen.
Click the white + Add Property button in the top right corner of your screen.
The Add Property sidebar will open.
Enter the Property Label. The label should define the information you are requesting.
Select who the information should be associated with (lead, student, or guardian).
Select the Field Type. The field type defines the type of information that will be entered in this field (text, phone, email, date, dropdown, number, etc)
Click the blue Save button. Your custom property is now saved. You can edit or delete the property by clicking the three dots to the right of the property.
Map a Custom Property to CCMS
Custom properties can map to custom fields on student and guardian fields.
🚨 Before mapping the custom property, be sure that you have a matching custom field on the student or guardian profile.
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Properties tab at the top of the screen.
Click the three dots next to the custom property you want to map to your CCMS. Then click Edit.
The Edit Property sidebar will open. At the bottom of the sidebar select a CCMS custom field to map to.
Click the blue Save button. The custom property will now show the CCMS field that it maps to.
Connections
With connected phone numbers and emails, admins can text, call, and email through CRM.
Phone Numbers
A CRM phone number must be selected to make calls or send texts from CRM.
💡If you are an enterprise user, you can create a different phone number for each site.
Create a CRM Phone Number
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Connections tab at the top of the screen.
Click Add Phone Number.
Type in your local area code.
A set of phone numbers will be generated. Choose your preferred number and then click Select & Finish.
If you would like calls forwarded to another number, you can click edit next to the newly saved phone number and add a forwarding number.
Email Addresses
Emails can be sent through Playground CRM if you have a connected email.
💡 If you are an enterprise user, you can connect a different email for each site.
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Connections tab at the top of the screen.
Click the blue Add Email button.
A new browser window will open with a screen to log into your email provider.
Once this process is completed, your email address will be listed on the Connections page.
Stages
Stages are the key phases of family's journey through your sales/enrollment process. Playground CRM comes preloaded with seven stages. You can choose to use these stages, or you can completely customize your stages.
Add a Stage
From your CRM Dashboard, navigate to Settings on the left sidebar, and then click the Stages tab at the top of the screen.
Click the white Add Stage button at the bottom of the screen.
Add a name for the stage.
Designate if the stage is a Terminal Stage. A terminal stage marks the end of a customer's journey in CRM. A terminal stage can be closed won (the student enrolls in your school) or closed lost (the student is no longer interested or is not eligible to enroll).
Click the check icon to save your changes.
💡 Stages can be reordered by dragging and dropping them to a different place in the list.