UPDATE: This CRM plugin is now part of the new ProofMEDIA Marketing Suite plugin (that also includes autoresponder, analytics, and popup creation). The operations described below for the independent plugin have not changed.
Welcome to the ProofMEDIA CRM plugin user manual.
This plugin is part of the ProofMEDIA Professional Plugin Suite for self-hosted WordPress websites. For more information, please visit https://proofmedia.uk.
This manual is designed to help site administrators understand how to install, configure, and use the Kanban-based CRM system to manage prospect acquisition flows efficiently.
Overview
ProofMEDIA CRM provides a simple but powerful Kanban board directly within your WordPress dashboard. It allows you to track and manage leads through various stages of your sales pipeline: Lead, Contacted, Responded, Converted, and Churned.
Navigation and Features
Once activated, you will find a new menu item in your WordPress dashboard called ProofMEDIA CRM.
1. Kanban Board
Navigate to ProofMEDIA CRM -> Dashboard to view your Kanban board.
- Prospects are displayed as cards in columns representing their current stage.
- Drag and Drop: You can easily move a prospect from one stage to another by dragging their card across columns. The system automatically records the date and time a prospect entered a new stage.
2. Add Prospect
Navigate to ProofMEDIA CRM -> Add Prospect to add a new lead to your system.
You can enter the following details for each prospect:
- Name: The prospect’s full name (Required).
- Email: Contact email address.
- Phone: Contact phone number.
- Company: The company the prospect represents.
- Deal Value (£): The estimated value of the potential deal.
- Source: Where the lead originated from (e.g., Website, Referral, Cold Call).
- Notes: Add notes here. They are ordered by the date they were added.
By default, new prospects are added to the Lead stage.
3. View Prospects
Navigate to ProofMEDIA CRM -> View Prospects to view all of your prospects in a traditional list table. From here, you can search for specific prospects by their name, filter by stage, and easily access their profiles to make edits. This view provides a high-level overview of all your prospects in one place.
4. Edit Prospect
To update a prospect’s details, click on their card in the Kanban board, access the hidden Edit Prospect screen via the prospect ID, or click on their name from the View Prospects table. You can update their contact information, company, deal value, and source at any time.
You can also add new Notes to a prospect’s profile or delete existing notes. Notes are automatically timestamped with the date and time they are added, making it easy to track the history of your interactions.
5. Stats
Navigate to ProofMEDIA CRM -> Stats to view analytics about your sales pipeline. The statistics page provides insights into how many prospects are in each stage, helping you identify bottlenecks and measure conversion rates over time.
Tracking Prospects, GDPR & Privacy Compliance
Data privacy is a core principle of the ProofMEDIA CRM plugin. As an administrator handling personal information, it is crucial to understand how data is managed when tracking prospects.
- No Cookies: This CRM plugin does not use any cookies to track users or prospects on the front end of your website.
- Manual Data Collection: Personal data (such as names, emails, and phone numbers) is collected manually by administrators. You are responsible for ensuring that you have the appropriate consent or legal basis to store and process this information under GDPR or other applicable privacy laws.
Best Practices for Administrators
- Always Obtain Consent: Before adding a prospect’s personal data to the CRM, ensure they have provided clear consent or you have a legitimate interest to contact them.
- Right to be Forgotten: If a prospect requests the deletion of their data under GDPR, you must locate their record in the CRM and permanently delete it from the system.
- Data Accuracy: Regularly review and update prospect information to ensure it remains accurate and relevant.
- Privacy and GDPR Policy: It is critical that your website has a publicly accessible privacy and GDPR policy in place. This policy must explain to your users and prospects how their data is collected, stored, and used. By using this CRM to track prospects, you are storing personal identifiable information (PII) on your server, and your site’s privacy policy must reflect this practice and provide contact information for privacy-related requests.