Prophet CRM Admin Beginner’s Guide

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How to Configure a New User

Recently acquired a license from Prophet CRM? Excellent! Follow these quick steps to get the account completely set up and ready to start working.

  • Navigate to the User Management menu
  • Press the Configure New User button
  •  Fill in the required information fields
  • Set user access and editing capabilities using the various tabs on the left side of the window
  •  Press the Save button (doing this will send a registration email to the email previously provided)
  • Names automatically capitalize after a space for proper formatting

How to Deactivate a Current User

Deactivating a user is a great way to keep the user’s records organized while bringing on a replacement or taking extra time to assign them to another user within your organization.

  • Select the edit button next to the user you wish to deactivate
  •  Change the user’s profile status from active to inactive
  • Press save

How to Reassign a License

Reassigning a license is an effective way to transfer all records assigned to one user to another in the event of a position change. When the license is reassigned an email link will automatically be sent to the new user providing steps on how to activate their account.

  •  Navigate to the User Management Menu
  • Click the Edit button next to the user whose license you wish to reassign
  • Change the account information from the old users information to the new users information
  • If needed: Change any user access capabilities by using the various menus found on the left sidebar
  •  Click the save button (doing this will send the setup email to the email address provided for the new user)

How to Delete a User

There are two key things to note before deleting a user:

  • If you do not reassign the records assigned to the user prior to deleting them then all the records will not be visible to other users and have to be reassigned one by one by the admin. In short, they will no longer be kept in an organized list.
  • Deleting a user does not cancel the license and you will continue to be billed for the said license until the contract expires or you contact Prophet CRM directly.
  •  Navigate to the User Management menu
  • Select the Delete button next to the user who you want to delete from the system
  • Click the Yes button to confirm you want to delete the user

How to Search Current Users

Searching through all current users is useful for large businesses that have a large number of licenses. Doing so allows you to quickly locate a specific account and make any desired changes to its accessibility and status.

  • Navigate to the Search Users menu
  •  Enter in the users first name, last name or email address and press the Search button
  •  Select the desired user from the search results and perform any desired action

How to Adjust User Hierarchy

The user hierarchy determines who can view and edit certain data within your companies records. The organization is imperative to maintaining a healthy CRM system so be careful when you are adjusting user hierarchy.

  • Navigate to the User Management menu
  • Select the Edit button next to the User whose hierarchy ranking you wish to adjust
  •  Open the Select Manager drop-down menu and adjust who the user is below in the chain of command
  •  Click Save
  • You can view and edit the User Hierarchy in the User Hierarchy menu as well
  • Once you are done making changes to the Opportunity, click on “Save and Close” to save your changes.

How to Create and Edit Departments

Departments are crucial to tracking and separating different types of data within your organization. Heres a quick tutorial on how to make and edit them.

  • Navigate to the Departments menu
  • Use the Add button to create a new department
  • Fill in the departments’ name, a brief description, and select which opportunity template you wish to use
  • Click the Save button
  • You can edit and delete departments using the corresponding buttons

How to Create a Template

Templates refer to the window that opens when you click on a record within the opportunity manager. Opportunities (or whatever label your business uses) are one of the primary features of Prophet and the data they track is what will help you better understand your sales pipeline and enhance your forecasting capabilities. Make sure to spend time tailoring your templates to fit what data each department should be tracking and what they are using the data for.

  • Navigate to the Templates menu
  •  Use the Add button to create a new template
  •  Fill in the template name, display name and select a blank or pre-existing template form
  • Press the Save button
  • Click “Add Notes and Track” to add the note and activity to the Opportunity.

How to Edit a Template

Templates refer to the window that opens when you click on a record within the opportunity manager. Opportunities (or whatever phrase your business uses) are one of the primary features of Prophet and the data they track is what will help you better understand your sales pipeline and enhance your forecasting capabilities. Make sure to spend time tailoring your templates to fit what data each department should be tracking and what they are using the data for.

  • Navigate to the Templates menu
  • Select which template you would like to edit and press the Edit button
  • Select the edit button of the tab or data field within a tab that you wish to customize

How to Create Product and Service Groups

Product and service groups, just like they sound, are lists of various tangible and intangible items your business offers for a certain price. Being able to track them is crucial to keeping track of what has been purchased by a customer and forecasting what will be in the near future.

  • Navigate to the Product/Service Groups menu
  • Select the Add Button to create a new group
  • Enter the Group Name and Description and click the Save button
  •  To add items to the newly created group select the Add Item button
  • Fill in the required data fields and any other desired information you wish to include
  • Click the Save button

How to Customize the Contact Tab

Tracking customer information is useful for a wide variety of reasons, but not every company may need to track the same kinds of information as others. Track whatever information is important to your company by customizing the additional contact information tab.

  • Navigate to the Contacts menu
  •  Use the Contacts Field drop-down menu at the top of the page to select which information field you wish to edit
  • With the desired field selected press the Edit button to make a customization
  • Enter the Field Name and select a Field Type
  •  Press the Save button

How to Customize Company Manager Tabs

Just like tracking customer information, tracking company information is useful yet what information is needed is different for each business.

  • Navigate to the Companies menu
  • Select which tab you wish to customize (from the left sidebar) and select the Edit button
  • Select another tab from the drop-down menu (within the page) and press the Edit button
  • Create a Label Name and choose a Field Type
  • Press the Save button

Creating Opportunities in Other Departments

You can create a new record for any department directly from your Manager Views, or from open Contact, Company and Opportunity Records.

If you don’t already have multiple department access, a Prophet Admin will need to Create Departments, assign a Custom Template, and grant Read/Write Cross-Department Access.

  • Highlight the record in your Manager View.
  • Click the “New” Drop-down Arrow, go to “Other New Record” and select the Department in which you wish to create the record.
  • Fill it out, Save and Close!

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