The main purpose of any CRM is to provide organization above and beyond what can be done with a typical spreadsheet or contact list. In Chime, this happens on the People Page and consists of Pipelines, Groups, Tags, and a variety of filters. This article will address the structure from the top level of organization (pipeline) all the way down to the filters that are made available.
It is important to note that only the Team Owner/Admin can edit the Pipeline and Groups by default. All users can add Team/Private Tags and use the other filters. This means that the Pipeline/Groups are maintained at the team level and cannot vary by user within that team. The "Team Filter" permission can also be given (see Team Permissions) to allow others access to edit the team pipeline and groups.
Though this will likely not be a new definition for anyone with sales experience, the pipeline is the top level of organization and indicates the actual stage of the buying or selling process that a lead/client is at as you work with them. A lead will always start at the left with "New Leads" and end at the right with "Closed." A lead can only be in one pipeline stage at a time. This is because that pipeline stage should reflect exactly where they are at in the buying/selling process.
Edit Pipeline Stages
The stages in between "New Leads" and "Closed" can vary depending on your specific sales process. These can be adjusted in Chime by clicking on the "gear" icon to the right of the pipeline. Once clicked, you can drag and drop the stages to reorder, but keep in mind that "New Leads" will always be at the front and "Closed" should always be the finish line for a lead. You can also click the "Trash" icon to delete.
Example Pipeline Stages
When you first activate your Chime account, the system will already have some default pipeline stages built in. You will want to edit these to reflect your buying/selling process. Some recommended pipeline names that you might consider adding to your CRM (from left to right):
- New Leads
- Attempting Contact
- Currently Showing
- Under Contract
- Bad Leads
- Do Not Contact
Changing the Pipeline Stages for Leads
Pipeline stages can be changed either one at a time for individual leads, or in mass by selecting them from the People Page. Here is where it is changed for one individual lead:
You can also change the pipeline stage for multiple leads at once by (1) checking the box next to the leads on the People Page and (2) selecting the option to "Change Pipeline." You can then (3) select the pipeline stage where you would like to move all the selected leads. Note that this will only work for 200 leads at a time.
Groups are used for organizing and classifying your leads into different categories. Unlike pipeline stages, with groups a lead can be categorized into multiple groups at the same time. You might consider creating groups for events, referrals, family and friends, specific reminder period, etc. All groups are located in the top-left of the People Page:
Groups can also be customized to fit your workflow and team structure. As a reminder, groups are maintained at the team level. The same groups will be available for the entire team and can only be edited by those with access. To edit, click on the "gear" icon and select the options to add/edit/delete a group, set up a reminder period, drag and drop to reorder, etc.
As you can see above, with groups, there is also a "reminder" feature that allows for you to set a specific reminder period for each group and if a lead is not contacted in that time period, they will be marked as "expired." The green/red dots next to the groups indicate whether there are any leads that are expired in that group (meaning they have not been contacted within that period). You can hover over each group with a reminder and then click on the "Expired" number to have those leads displayed so that you can contact them. Once contacted, the reminder period will start over for that lead.
*Note that setting a reminder period is optional. You can still use groups as a second tier to organize all leads without using the reminder feature.
Changing Groups for Leads
Just like with the pipeline stages, leads can be added to groups either individually or up to 200 at a time. To add individually, you can do so directly from a lead profile. Note that you can select more than one group to be associated with the lead.
You can also add/change groups for multiple leads at once by checking the box next to the leads on the People Page and clicking the option to "Change Groups." This will add those leads to the select groups
The third level of organization with the People Page is done with tags. Similar to social media "hashtags," tags can be used for whatever purpose that a team finds useful--providing a tool that can easily be searched later on to group leads together. Unlike the pipeline and groups, tags can be created and managed by non-admin users. There are two types of tags: Shared and Private. Shared Tags can be used by the entire team while Private Tags are only visible to the person creating those tags.
A full list of all tags can be managed by doing the following:
- Click on Settings
- Navigate to Tags & Sources under the Features section
- Select the Tags tab at the top
- Add new shared or private tags, edit a tag to rename it, or delete a tag
Add / Edit Tags
To add tags to individual users, navigate to a lad profile and select the + in the "Tag" field of the Details section. If a tag does not exist, you can choose to create it as a Private Tag or a Shared Tag:
You can also add/remove tags on up to 200 leads at once by navigating to the People Page, (1) selecting the boxes next to each lead, (2) clicking on the option to "Change Tags," and (3) selecting from the list, removing, or creating a new Private Tag or Shared Tags.
Now that you know how to organize the leads into the Pipeline, Groups, and Tags, note that you can now filter by all of these as well as numerous other filters that are already available on the People Page:
It's important to note that you can also save your filters to easily user later:
If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <email@example.com> or by phone at 1 (855) 981-7557.