Guide

Getting Started Guide

Logging In
Update Your Account Information
Update Your User Information
Navigating AIMcrm
Set Up Your Dashboard
Add Your Users
Add Custom Fields and Forms
Importing Contacts

 
 

Logging In

Logging into AIMcrm is as simple as entering the User Name and Password you were provided when your account was created. The URL to login is: http://app.aimcrm.com/

When you have successfully logged in the system will take you to your Dashboard. You may bookmark any page in AIMcrm and when you browse there the system will prompt you to login if needed and then take you to the page you bookmarked. This is an easy way to skip the Dashboard and go straight to work if you desire.

 
 

Update Your Account Information

It is important to update your account information as soon as possible because this information is used throughout the software. Most notably, the system will allow you to use Email template items from this information and perform marketing automation tasks based on these settings. To open the Edit Account modal click your company name. The button looks like this:

Admin Contact Information

Please make sure to enter the account administrators contact information here. This is the information we will use when communicating with you regarding your account.

SMTP Information

If you wish to use your own outbound SMTP server (highly recommended) you can enter your SMTP information here. If your SMTP server does not require authentication you can leave the username and password fields blank.

Account Information

• Account Name

  Typically, this is just your business name (e.g.Widgets R Us, Inc.).

• Restrict Login to IPs

  If you wish to restrict login access to a specific location then you will want to enter a comma-separated list of the IP addresses that are allowed to log in to AIMcrm.

• Notification Email Address

  This is where we send you information regarding your account (billing, support…).

Finance and ROI Settings

• Average Value of a Lead

  Enter the average amount of revenue that is generated per lead. This is simply done by taking the amount of revenue generated and dividing by the total number of leads during that time period. We recommend at least a 30 day average (more is better).

• Average Unit Sale Amount

  Same process as above, except that we want to divide revenue by the number of units sold (or contracts signed for service providers).

• Average Margin

  What percentage of your sale is profit?

Mailing Address

This is used mainly for email templates.

Lead Attention Meter

The Lead Attention Meter provides you with a visual indicator as to how long the lead has been since it’s last activity, turning from green to yellow, yellow to red, and then red to white. All the while the meter gets shorter and shorter. You know when the lead turns white that you have essentially blown the sale by neglecting your lead. All leads start green, so you need only set the number of hours of inactivity for yellow, red, and neglected.

Also, don’t forget that you can filter and create automations based on Lead Attention.

Localization

Set your time zone and the formatting of times and currency that you would like to use throughout the system.

Formatting

AIMcrm will automatically format and beautify your contact data. If you wish to have the system do this for you, simply check the pieces of data that you would like to apply this to.

 
 

Update Your User Information

It is important to update your user information as soon as possible because this information is used throughout the software. Most notably, the system will allow you to use Email template items from this information and perform marketing automation tasks based on these settings. To open the Edit User modal click your name. The button looks like this:

 

Basic Information

This is where you can manage your login password, add an email address to associate with your user profile, and control which user group you are a part of.

Contact Information

Set your general contact information. A phone number is required if you intend on using our telephony features such as click-to-call and call routing.

Email Information

You can choose the name that people see in the “from” field when you send emails from AIMcrm. You can also customize an email signature to automatically sign outgoing messages.

Notifications

These options allow you to be notified by the system in a few ways.

Case Notifications

Get a notification email when an admin responds to a support case you submit.

New Lead Screen Pops

Displays a pop-up window on your screen when a new lead is captured or assigned to you.

Lead attention meter

Toggles the graphical display of how recently a lead has been interacted with.

 
 

Navigating AIMcrm

With our latest version of AIMcrm, we’ve employed intuitive graphical navigation buttons throughout the program. Some navigation buttons provide multiple options, and will display with a black down-arrow to the right of the button. You will find your account logs, billing information, and other account profile related information under your account menu button in the sub-menu. This button displays your account name and id.

Most information in the system is displayed with the use of grids like the one shown above. The actions you can take with the items in the grid are displayed in the top toolbar of each grid. The menu items that are unavailable will be grayed out. Try clicking on one of the rows of your grid to see what options are available for that item.

The bottom toolbar of each grid is a pagination toolbar. This allows you to refresh the grid data and page forward or backward through the list. It also shows you how many total items exist, and which ones you are currently viewing.

 
 

Set Up Your Dashboard

The dashboard is the launching point of the software once you log in, and is a great place to display some initial information. You can customize what data is presented by selecting from various modules to display contact information, upcoming tasks, custom reports, and more. You can further tailor the layout and order of these modules by selecting your choice of module layouts and by simply clicking and dragging the modules by their title bar.

From any page you can view your dashboard (without leaving the page you are on) by clicking the Dashboard button.

Make sure to create reports and then add charts to them on the Reports page. This will make those charts and data grids available on your dashboard. It’s also very handy to include contact lists and tasks on your Dashboard. You have lots of room, and there are dozens of dashboard modules, so there shouldn’t be any issue getting all the information you want.

 

Add Your Users

By clicking on the drop-down arrow next to your account name, you can access “Accounts, Groups and Users” options, allowing you to manage users within the crm.

Add User Groups

To keep things organized, you can create user groups to arrange users by role, department, geography, etc.. By default, the first user in an account is assigned to the “Administrator” group. There can only be one Administrator group, and all the users in this group have unrestricted access to all portions of the CRM. The ACL does NOT effect users in the Administrator group.

Set-up Your ACL (Access Control List)

The AIMcrm ACL allows you to control which users or groups have access to what features and data within your account. By default, users in the administrator account have full access to everything. This is a great way to finely control who is able to view leads and who is able to make changes to your database. The ACL is intuitively presented and the names of each should explain clearly what it controls. The best way to determine if the ACLs are set properly is to simply log in as a user that you have set the ACL for and see for yourself.

Create New User Accounts

Highlight a group, and you can start adding additional user accounts to that group. New users in a group adopt the group’s assigned permissions via the ACL (Access Control List).

 
 

Add Custom Fields and Forms

Under “settings”, the “Forms & Fields” section allows you to quickly and intuitively create all of the fields and forms you need for collecting contact data.

Add Custom Fields

Create an unlimited number of custom fields of varying types (text boxes, drop-down menus, check boxes, etc), or use any of our pre-formatted fields such a First Name, Last Name, Phone Number, Mailing Address, Email Address, and many more.

Add Custom Forms

Building and managing forms has never been easier. Publish them online to capture contacts visiting your website, or develop forms to make internal data entry a breeze.

• General Information Tab

  Create a title for your form and any descriptive text your visitors may find useful.

• Template Design Tab

  Forms created in AMcrm default to a basic neutral style. Here you have access to the HTML code of the forms’ template, giving you the flexibility to alter the layout, add style, background color, etc. tailoring the forms to your website.

• Confirmation Page Tab

  Enter a URL you would like visitors to be redirected to after submitting your form. Alternatively, you can create a “thank you” page using the incorporated confirmation page editor.

• Miscellaneous Tab

  Select optional parameters for your form such as display SSL security icon, pre-populate fields with data, allow duplicate submissions, and display the AIMcrm logo.

• Fields Tab

  Easily add, rearrange, or remove fields as you wish.

• Preview Tab

  Take a peek at what your form looks like before you publish it.

• Publishing Code Tab

  Simply copy and paste the single line of code provided to where you want the form to go on your website, and the form is dynamically created. You can come back to the form editor at any point and any updates or changes will automatically reflect in your published forms.

 
 

Import Contacts

Once you have created some fields for collecting data, you can now import contact information to be used by AIMcrm.

Download and Populate Import Template

To import data from a .CSV (comma separated values) spreadsheet, you first need to download an import template and save to your computer. The first two rows in the template are labeled with the field names and field ID numbers that will send the data beneath them to where they belong. DO NOT EDIT OR DELETE THE VALUES ON THE FIRST TWO ROWS OF YOUR TEMPLATE. These two rows are used by the system for mapping your data to the correct fields. Starting from row three, paste the column of data from your original data file that best matches the column in the template.

Example: Copy the “First Name” column from your exported .csv file and paste it into the “first name” column in the import template.

Upload Contacts

Once you’ve matched all of the incoming data to their associated columns, save the template, then browse for the template file on your computer from the import screen in AIMcrm.

Click to confirm your import and your contacts will then be imported and added to your contact list!

If you require additional support or training, contact customer service and we would be happy to help.