Help & User Manual

Smart CRM uses passwordless login, so there is no password to remember.

• Enter your work email on the login page and choose Continue. We email you a 6-digit code.
• Enter the code to sign in. It stays valid for 10 minutes, and you get 5 attempts before you need a fresh one.
• If your email belongs to more than one organization, you will be asked which one to open.
• Tick "Keep me logged in on this device" only on a phone or computer you do not share.
• Your role (Admin, Team Manager, Team Lead or Caller) decides which menus and records you see.

The dashboard is a live summary of your customers and calling activity.

• Every card, chart and list row is clickable and takes you to the matching customers.
• Hover the small "?" on a card or chart to see exactly what it measures.
• Admins, Team Managers and Team Leads also see a team leaderboard and a work-time analysis. Admins see the whole organization, and managers and leads see their own team.
• If you have no customers yet, the dashboard points you to Import so you can get started.

The Customers page is the heart of the app.

• Use the search box for registration number, name, mobile, address or assignee, and open Filters to narrow by batch, status, assignee, registration date or follow-up date.
• Click a column heading to sort. Tick rows to select them, or use the yellow banner to select every record that matches your filters.
• Admins, Team Managers and Team Leads can assign selected customers to a teammate.
• Admins can edit records, delete them, export selected rows to Excel, and add customers by typing them in (Create Customer).
• Callers see only the customers assigned to them.

Everything you need to work a lead is on the customer record.

• Tap the phone icon to start a call. Your device opens its dialer, and the call is logged automatically.
• Tap the WhatsApp icon to open WhatsApp with a ready-to-send renewal message. The click is logged too.
• Choose View on a customer to update their status, add call notes and set a next follow-up date. Every update is added to that customer's call history.
• The available statuses are set by your organization's Admin.

Schedule specific, timed reminders against a customer.

• Choose Schedule Follow-up from a customer record, or from the Follow-ups page.
• Give it a title, a due date and time, and optional notes.
• Admins, Team Managers and Team Leads can assign a follow-up to one or many teammates, and each person gets their own copy.
• Follow-ups are Pending, Completed or Cancelled. Filter the list by status or assignee.
• People you assign a follow-up to are notified in the app and by email.

Tasks are general to-dos that are not tied to a specific customer.

• Create a task with a priority (Low, Medium, High or Urgent), a due date and time, and an optional recurrence (daily, weekly or monthly).
• When you complete a recurring task, the next occurrence is created automatically.
• Overdue tasks are flagged in red. The cards at the top of the Tasks page summarize your open, overdue, due-today and recently completed tasks.
• Admins, Team Managers and Team Leads can switch to All Tasks and assign tasks to others.

Stay in touch with your team without leaving the app.

• Everyone can read messages in their Inbox. Admins, Team Managers and Team Leads can also compose messages. Admins can write to anyone in the organization, and managers and leads can write to their own team.
• Every message also arrives as an email and an in-app notification.
• In your Sent folder you can see who has read each message.
• The bell icon collects notifications about assignments, messages and due follow-ups. Click one to jump straight to the right page.

These options live under the Admin menu and are available to Admins only.

• Import: upload an Excel file (.xlsx or .xls) using the official template. Keep the header row unchanged. Registration Number and Mobile Number are required, and duplicate registration numbers are skipped.
• Users: add teammates, choose their role and team, and disable or enable accounts.
• Statuses: add, rename, recolor or retire call statuses.
• Settings: set the company name, payment details and country code used in WhatsApp messages.
• Organization Profile: change your organization name and logo (PNG or JPG, up to 512KB).
• Audit Logs: review who did what across your organization.

Teams are how Smart CRM controls who sees what. A Team Manager or Team Lead automatically sees everything assigned to every team they are explicitly put in charge of - no separate permission setup needed.

• Admins go to Admin, then Teams, to create teams and decide who leads and manages each one.
• Each team has one Team Lead and one Team Manager slot. A Team Manager can be put in charge of several teams at once, and will see all of them combined.
• A Caller only ever sees customers, follow-ups and tasks assigned directly to them.
• A Team Lead sees everything assigned to anyone on the team(s) they lead.
• A Team Manager sees everything across every team they manage - including everything their Team Leads and Callers see.
• An Admin always sees everything in the organization, regardless of teams.
• Your own Profile page shows your personal reporting chain, from you up to the top of the organization.

Every organization starts on the Free plan.

• Free covers up to 1,000 customer records and 10 active users. Pro covers up to 50,000 records and 100 users. Plus is unlimited.
• Admins can upgrade or manage billing from Admin, then Billing. You can also click the plan badge in the top bar.
• If you reach your customer or user limit, you will see a message explaining that an upgrade is needed to add more.

The app works well in any mobile browser and can be installed like an app.

• On Android (Chrome), accept the "Install" prompt on the dashboard, or use the browser menu and choose Install app.
• On iPhone (Safari), tap Share and choose Add to Home Screen.
• The tap-to-call and WhatsApp buttons are especially handy on a phone.