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The Ins and Outs of the Customer Communications Log

Communications are some of the most vital information you can have with any of your clients. Seed System Solution helps you keep all of that information in one place.

User Login Screen

Upon first logging into Seed System Solution, the first thing you will see is your pending communication log.

Entering a new Communication Contact Log

The only required information to log is the which customer the communications were with. You will need to select a customer from the list in order to tie this information to an existing customer.

Optional information you are able to enter is:

  • Date – The date of the communication.
  • Contact Method – How the client is contacting you.
  • Reason – Categorization of why they are contacting you.
  • Priority Flag – This flags the communication for the follow-up user.
  • Priority Level – Give this a communication a priority level.
  • Notes – Information about the contact.
  • Follow-up Date – When to follow-up with this client.
  • Follow-up User – Which person or people need to follow-up.
  • Add – Save this communication.
  • Cancel – Cancel this communication and clear all fields.

The Call List

This portal shows any communications on which you have been assigned as a follow-up user. The portal will sort by anything marked with the priority flag first, then by priority level, then by follow-up date.

We recommend entering a new communication log per follow-up call, but the notes can be edited on the existing log. You can mark the follow-up as complete using the “Complete” check box and the call will be cleared from your list.

Customer Detail

Contact Info and Communication Tabs

You can add new contacts by pressing the + sign and can edit a contact by selecting the specific contact and then pressing the edit pencil. Delete contacts using the trash icon and mark a call follow-up as complete using the check box.

Marketing Tab – A Few CRM Pieces

  • Marketing Group – Bucket customers into marketing groups.
  • Unsubscribe – Mark customers that have unsubscribed from mailing lists.
  • Lead Source 
  • Customer Type
  • Overall Farm Size Type
  • Number of Acres
  • Management Style
  • Persona
  • Growth Goal
  • Growth Trend
  • Lost Reason
  • Goals
    • Class
    • Current Year Unit Goal
    • 3 Year Unit Goal
    • Farm Share
      • Class
      • Acres
      • Farm Share %

Custom Attributes Tab – Additional Tracking Information

Go to the tab and use the + to create a new attribute or custom tracking field. Select the name from a previously set up attribute or click into the field to clear the drop down list and create a new attribute. Select the value from a previously set up value for that attribute or click into the field to clear the drop down list and create a new value.

Reports

Here are some reports that may be useful when looking at Customer Information related to CRM tracking or data Input:

Menu → Reports → Customer and Receivable

  • Communications Report
  • Customer Retention Report
  • Forecast Report
  • Goals Report (NOTE: this will be available in a future update.)

Menu → Reports → Lists

  • Customer List – from here, you can print address labels from the Hamburger menu for the Found Set.
  • Customer Marketing List
  • Customer Preferences List

Sales Reports → Go to the Customer List Option

Did you know that on most sales style reports, you can find an option to navigate to a customer list from the Hamburger Menu? This will take you to a matching found set of customers and give you the ability to export and print the list or print the address labels.

Go to the related list of customers based on the Customer, Dealer, Assigned Growers, or Distributor. You can choose to include or exclude anyone with unsubscribed selected.

REMINDER: Portage Bay Solutions offers customization that includes building custom reports, adding additional filters or sorts, and custom export options. Contact us at [email protected].

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