Overview
What R-CRM is used for
- R-CRM is a customer relationship management system for sales and marketing, including sales-team management and KPI measurement.
- It manages customer information for sales teams, including contact information, purchase information, customer profiles, and the staff member responsible for each customer.
- It supports online business operations, including chat-based customer interactions.
- It can be accessed through a web browser on a MacBook or through the downloadable ReadyPlanet mobile application.
- The system provides a consolidated summary on its front page.
- R-CRM includes a customer database and supports tracking customers, outbound sales calls, offers, and quotations.
Managing leads and sales pipelines
- Leads can be added manually, imported, or connected from external Facebook Lead Forms and Google Lead Forms.
- Imported customer data can be loaded from an Excel file.
- R-CRM supports configurable pipelines with stages such as new lead, contacted customer, follow-up, scheduled visit, presenting, negotiating, and closing a sale.
- The workflow stages can be adjusted to match the company's operations.
- A customer record can contain multiple leads, and a lead can be created from an existing customer record.
- Creating a lead also creates a customer record. If the phone number already exists in another customer record, R-CRM alerts the user that the record already exists.
- Leads can be sent from the back-office system to the sales team, where sales staff can continue working on them.
- Transferred leads appear in the recipient user's R-CRM account.
- During lead import, users can select the pipeline for the imported leads and either select an individual recipient or a recipient group.
- Selecting a recipient group distributes leads among its users according to the configured distribution settings. R-CRM can distribute them equally or automatically in a round-robin sequence.
- Lead distribution can be configured separately by source, such as Facebook, Instagram, TikTok, or LINE, or as one combined queue across social channels.
- R-CRM can create a sales follow-up record for an interested customer and track the customer from the initial stage through service usage, satisfaction follow-up, and completion of the sale.
- Lead sources can be analyzed to determine whether leads were followed up and converted into sales. R-CRM can also record why a lead was not closed.
- A central company customer registry is not assigned to a specific salesperson. A salesperson can add a customer from the registry to their own follow-up portfolio.
Customer communication and follow-up
- R-CRM can combine chats from a website, Facebook Page, Instagram, TikTok, and LINE Official Account.
- Administrators can chat with customers and provide information.
- Follow-up tasks are listed in a daily calendar, and staff can receive notifications about follow-up tasks.
- Calendar reminders can cover customer visits, customer calls, quotation follow-up, and video calls with customers.
- The calendar can be filtered to show selected users' calendar items.
- An administrator can view other users' leads and switch between sales pipelines to view information for different salespeople.
- A separate external calendar, such as Google Calendar, can be used for team meeting schedules.
Customer visits and field activities
- R-CRM includes a check-in function and tracks customer visits for reporting.
- It can store customer outlet details, including location information.
- Salespeople can create activity or follow-up plans that specify the customers they will visit and the dates and times of the visits.
- The system records daily salesperson activities and displays planned activities, including the customer and scheduled visit time.
- Salespeople can record visit details as notes. Managers can see these notes, including visit details and whether a quotation was presented.
- Through the mobile application, staff working outside the office can record information, share their location, and create work plans.
- After a sales user shares their location, R-CRM records the visit time and customer location and provides real-time updates on sales staff activities.
- Spoken information can be converted into text.
Sales reporting, targets, and forecasting
- R-CRM provides a sales pipeline and a sales dashboard on the Leads page.
- Sales targets can be set by pipeline. After the sales amount is configured and the correct pipeline is selected, the target amount appears on the Leads page.
- The Leads page displays the current month's sales, average sales value, and sales target.
- A lead's Potential menu allows a potential value to be entered when no product is specified; the raw entered amount is then displayed.
- R-CRM reports the number of customers received by each salesperson from each channel and whether leads from each channel reached a closed sale.
- It reports each salesperson's customer and service performance, who closed each case, and the value of the closed sale.
- Monthly sales can be reported separately for new and existing customers.
- R-CRM can show how many customers are waiting for an appointment, have discussed a service without deciding, or are waiting for follow-up after service.
- It can show the number of cases assigned to each staff member and provide data for estimating expected service usage during a month or week.
- R-CRM can forecast pending deals, including the customer, deal value, and product, as well as deals expected to generate purchase orders in the future.
- Customer data can support upselling and cross-selling other products or services.
- R-CRM can be used to track work and projects.
Advertising and data integrations
- R-CRM can connect to advertising accounts to analyze incoming leads and identify which campaigns generate quality leads.
- Customer data can be sent back to advertising platforms for advertising optimization. When the connection is established from the beginning, the data can be sent automatically.
- Data imported into an advertising platform can be used for that platform's audience learning.
- Readyplanet can use customer purchase data connected to R-CRM to create lookalike audiences on Facebook and Google.
- The system has a standard API for sending and receiving customer data.
- Readyplanet plans to provide an MCP connection between R-CRM and ChatGPT. The planned connection will allow users to ask ChatGPT questions that retrieve information from R-CRM.
Users, teams, and access permissions
- R-CRM provides a page for managing users and teams.
- An administrator can perform all R-CRM actions, including configuring functions, managing leads, opening or closing functions, checking for duplicate leads, and editing records.
- The business owner or supervisor permission level can view all information and configure settings.
- The team leader permission level can view information belonging only to the leader's own team members.
- The user permission level can view only the user's own information.
- Permissions can restrict sales staff to their own leads and customer records while allowing supervisors to view everyone's information, review reports, and export data.
- Lead pipeline permissions can be customized to limit access to selected salespeople.
- Deleting a user does not delete the leads assigned to that user. Another user can normally create a lead from an existing customer record without creating a duplicate customer record.
Quotations, orders, and records
- R-CRM can create quotations for customers and includes a Quotation/Invoice section with a quotation list.
- The quotation list can be filtered by the user or team that created the quotation, creation date, product, and payment information. Date filtering supports a specified range and Buddhist Era year.
- Filtered quotation records can be exported as an Excel file.
- The Order section contains details of submitted orders, including the purchaser's address.
- Lead records can include activity information, pipeline-stage changes, check-ins, and selected products or item codes.
- Records support file attachments.
- R-CRM users can add product information and customer data after the initial setup.
- The central customer registry can contain multiple contacts for the same customer record.
Lead and quotation exports
- Lead exports can be filtered by the date a lead was created and the date the sale was recorded as closed.
- Users can choose the Legacy Format, which is the previous export format. It is provided as an additional option because most feedback requested the previous format.
- R-CRM can export data in separate sheets. This format can separate segment numbers or customer registration information and may make the data easier for some businesses to use.
Demonstration and service information
- Preliminary package information is available for review.
- Readyplanet provides YouTube video clips about R-CRM.
- The R-CRM demonstration system can receive customer data imported from an Excel file.
- A demonstration can be prepared to highlight specific backend functions requested by a prospective customer.
- Readyplanet fully manages the R-CRM cloud infrastructure, and this management is included in the quoted price.
- One ReadyPlanet website format includes the R-CRM tool.
How to
Transferring leads between users
- Open Settings in R-CRM.
- Open Leads and select Transfer Leads or Lead Transfer.
- Select Transfer if that option is shown.
- Select the source user whose leads will be moved and the destination or recipient user.
- To transfer all leads, click Transfer Leads without selecting individual leads. Alternatively, select the date range in which the leads were created.
- If prompted, select the recipient type.
- Start the transfer, then click Confirm or OK.
- Confirm the transfer a second time by clicking Confirm or OK again.
- When transferring leads from multiple users, repeat the process for each source user.
Transferring leads from a deleted or replaced user
- Add or invite the new user if the previous user is being replaced.
- Open Settings and select Transfer Leads.
- Select the deleted or previous user as the source user.
- Select the new user as the destination user.
- Transfer the leads.
Replacing a user and deleting the old account
- Before deleting the user, transfer the user's leads to a temporary administrator account.
- Open the user-management screen. Depending on the screen, this is User and Team Management or Manage Users and Teams.
- Find the user. Use the status dropdown if needed, then open the three-dot menu next to the user's name.
- Select Delete.
- Create or add the new user.
- Transfer the leads from the temporary administrator account to the new user.
Importing leads
- Open Settings.
- Open Leads and select Import Lead.
- Download the sample file.
- Enter the lead data in the downloaded sample file.
- During the import, select the intended lead pipeline.
- Select the recipient group or individual recipient.
- When prompted, specify the salesperson to whom the imported set will be assigned.
Preparing imported lead data
- Separate lead records into salesperson-specific sets in Excel before importing them.
- If an imported list contains leads from multiple sources, separate the leads by source before distributing them to salespeople.
- For migrated legacy customer data, create a lead-source category identifying it as an old customer database.
- To preserve an imported lead's original date, enter it in the Lead Intro field. If that field is already being used, enter the date in another available field, such as a tag field.
Exporting leads
- Open Settings or the gear icon for settings.
- Open CRM Settings if that option is shown.
- Under Leads, select Export Leads.
- Set the export conditions, including the lead-creation start date and end date.
- Select the user whose leads should be exported, if required.
- Export the selected leads as an Excel file.
Exporting leads in Legacy Format
- Set the conditions for the lead export.
- Select the Legacy Format checkbox at the bottom of the export settings.
- Click Export.
Restricting visibility of leads and customer records
- Open R-CRM and open Settings.
- Open Leads.
- Open the function enable/disable section, sometimes shown as Open/Close Functions.
- Enable Limit Visibility of Leads and Customer Registry or the option to restrict visibility of leads and customer records.
- Save the change.
- Refresh the system.
Restricting access to a lead pipeline
- Open Settings.
- Open Leads and select Manage Lead Pipeline.
- Open the three-dot menu for the relevant pipeline.
- Select Usage Permissions.
- Select Custom.
- Choose the salespeople who are allowed to view the pipeline.
Preventing duplicate leads
- Open Settings.
- Open Duplicate Lead Check.
- Select the option that does not allow duplicate lead creation.
Creating and configuring sales targets
- Open Settings and open the R-CRM system settings.
- Open Leads and select Sales Target, or open Sales Targets.
- To activate a target for a pipeline, select the pipeline and click the button to activate the sales target.
- To create a sales-target record, click Create Sales Target.
- Select the relevant pipeline and enter a name for the sales-target record.
- Open the record's three-dot menu and select Create Sales Target or Set Sales Target.
- Select the team and user whose target will be configured.
- Enter the target amount for each month from January through December for each user.
- Return to the Leads page and select the pipeline associated with the sales target.
- Enter figures for other created targets in the same way so their target figures can appear.
Changing sales targets
- Open Settings and select Sales Targets.
- Edit the values in the monthly target fields.
Adding a lead pipeline
- Return to the previous menu in Settings.
- Open Pipeline Management.
- Open Manage Pipeline List.
- Click Add Pipeline.
Viewing the sales dashboard
- Open the Leads page containing the inbox.
- Open List View.
- View the current-month sales section below List View.
Viewing Lead Conversion data
- Select the date range to review.
- Filter the Lead Conversion data by team.
- Filter the results by specialist.
- Apply the filters again to display the data.
Setting a customer follow-up
- Set the date and time for following up with the customer.
- Specify the topic of the follow-up.
Scheduling customer visits or calls
- Schedule the customer visit or call in advance in R-CRM.
- At the scheduled time, open the work calendar.
- When arriving at the location, tap the option to share the user's location.
Recording customer information and preparing a quotation
- Record customer information in R-CRM by speaking into the application.
- Prepare and submit a system quotation.
- Set a follow-up time in R-CRM.
Filtering and exporting quotations
- Log in to R-CRM.
- Open Quotation/Invoice.
- Open the quotation list.
- Click the three-line filter control on the right side of the list.
- Set the desired quotation filters, such as the date range or other available criteria.
- Click Search.
- Click the three-dot menu in the upper-right corner.
- Click Download Excel.
Creating an approval flow when the usual flow cannot be edited
- Create a new approval flow.
- Assign an approver who is available to approve quotations.
- When creating a quotation, select the newly created approval flow so the approval email is sent to the correct approver.
- A separate approval flow can be used temporarily while the usual approver is unavailable.
Viewing a purchaser's address
- Open Order Management.
- Click Order next to Lead.
- Open an order from the list.
- Click Customer Address within the order.
Configuring product tax treatment
- Open Settings.
- Open Products.
- Open Tax Settings.
Changing the account email address
- Open the main page listing the company's systems and select R-CRM.
- Click the profile picture in the upper-right corner.
- Select Account and Security Settings.
- Change the user's email address in the user email field.
- Enter the one-time password sent to the registered mobile number.
- Enter the new email address.
- Check the new email address for its verification one-time password and enter it in R-CRM.
Resetting a forgotten password
- Click Forgot password.
- Enter the email address associated with the R-CRM account.
- Open the password-reset email and click the password-reset option.
- Set and confirm a new password.
Completing registration and accessing R-CRM
- After registering, check the email address used for registration.
- Use the access link or code provided in the registration email to enter R-CRM.
Transferring account ownership
- Have the current owner log in to R-CRM.
- The current owner transfers the owner rights to another person.
Requesting access to the back office
- An access request is sent to the account owner's email address.
- The account owner accepts the emailed request before access is provided.
- To approve the back-office request, click the allow arrow in the email window.
Disabling OTP reception for a user
- Provide the email address of the R-CRM user whose OTP reception should be disabled.
- Send all relevant details by email so the company's staff can process and confirm the request.
Resolving an attachment-upload problem
- Clear the computer's cache.
- If the problem continues, restart the computer.
- Log out of R-CRM after restarting.
- Log back in and try the attachment upload again.
Recording a completed sale
- After a salesperson takes a customer case, the case is associated with that salesperson's name.
- After the sale is completed in the chat, manually record the case in R-CRM with a performance stamp.
- Record the month in which the sale occurred when closing the performance record.
Sending data to an advertising platform
- Export the company's data from R-CRM when the advertising account is not connected.
- Upload the exported data as an Excel file into the advertising platform's account.
Requesting customer-data import instructions
- Provide an email address or customer ID.
- The company sends an R-CRM customer-data import guide by email.
Requesting information or an R-CRM demonstration
- For an R-CRM inquiry, the request is coordinated with the relevant department, after which the R-CRM team contacts the customer with information.
- Customers can provide their contact details so the sales team can provide more information.
- Customers can arrange an online meeting to receive an R-CRM overview and demonstration.
Completing onboarding and training
- Pay for the R-CRM service.
- Schedule the R-CRM onboarding date.
- The demonstration system is opened for the customer.
- Setup guidance can be provided at the customer's company or online.
- During training, the training team may remain logged in to help the customer.
- After training is completed, the training team logs out of the account.
Identifying the business in R-CRM
- Check the business name shown in the blue bar in the upper-left corner.
Using the front-page summary
- Use the front-page summary in R-CRM as the basis for the data being sent.
Selecting R-CRM from the available systems
- Open the RMP system and select R-CRM to use its sales-management functions.
Troubleshooting
Managing users, roles, and access
- Deleting a user causes all leads assigned to that user to disappear.
- Deleting a departed user frees the quota for inviting a new user.
- A user who sees only the Leads and Orders menus, without the Customer Registry menu, has the user role rather than the administrator role.
- Sharing one user account can cause a session to be signed out when another person logs into that account.
- When a session ends, the OTP is sent to the phone number currently registered for OTP authentication.
- Changing a user's email address to an active address allows future lead exports performed by that user to be delivered to the new email address.
Finding missing leads and customer records
- Open the My Leads List dropdown on the lead page.
- Check the unassigned leads list.
- Transfers can be completed even when the transferred leads appear across different pipelines.
- If a user cannot see a customer record while visibility is limited, the lead may have been created from another user's customer record.
- If a user cannot see a contact in the customer registry, the contact may have been added to a registry created by another user.
- An account that created a contact in a customer record can see that customer record's history, even when lead visibility is restricted.
Importing and exporting customer data
- Importing a customer database does not provide real-time data transfer or automatic API synchronization.
- An imported customer list may show a pending status because cloud imports are processed through a queue.
- An export containing more than 4,000 leads may take longer to complete.
Resolving duplicate lead and customer information warnings
- R-CRM warns users when lead or customer information, such as a phone number or email address, matches existing information in the system.
- When a salesperson creates a lead for a customer record that already has a lead, R-CRM warns that the customer record already has a lead or is duplicated.
- When a salesperson creates a new contact under an existing customer record, R-CRM does not warn about the existing lead if the new contact differs from the original contact.
Refreshing missing status information
- If the new owner status does not appear, refresh the page or log out and log back in.
Displaying dashboard and sales-target data
- The Sale and Marketing Dashboard does not display data when no filters have been selected.
- If a sales target does not appear, the target amount or price may not have been configured.
Correcting tax-related lead values
- If specifying a product or service causes the lead value to be reduced by tax, configure the product tax settings as having no tax.
Receiving scheduled follow-up notifications
- R-CRM sends a notification when a scheduled follow-up time arrives.
Handling system errors
- R-CRM data may sometimes contain system errors.
Policies and rules
Controlling lead and customer-record visibility
- The Limit Visibility of Leads and Customer Registry setting applies to all users, not to an individual user.
- When visibility is limited, users with the user role can see only their own leads and customer registry. They cannot view or search leads or customer records belonging to other users.
- When visibility is not limited, users can see other users’ leads and customer information.
- Administrators can view and search all users’ leads and customer records.
- Support staff’s access depends on whether they have the user or administrator role, not on their team. Assign the administrator role if they need to manage or view other users’ leads and customer registries.
- Permissions can also be configured so an account sees only leads assigned to or created by that account.
- Lead-pipeline permissions must be configured by an administrator with the highest-level Admin access.
- When a new contact is added to an existing customer registry, the registry remains assigned to the user who originally created it.
Managing lead ownership and transfers
- R-CRM does not support automatic lead transfers.
- An administrator must perform the lead-transfer function. This function transfers the source user’s entire set of leads to another user and does not offer an option to select a particular pipeline stage.
- Transfers can be performed regardless of the lead’s pipeline stage, including stage 6.
- Transferring a lead moves the lead data to another user but does not transfer sales amounts.
- Closed leads do not need to be selected if the receiving user does not need them.
- Users can forward leads to one another separately from the administrator lead-transfer function.
- Previously transferred leads should not be imported again because re-importing them creates duplicates.
Managing users, administrators, and ownership
- The system owner can manage users. Ownership must be transferred before another person can manage or remove users, and only the current owner can perform that transfer.
- An R-CRM account can have two administrators who can jointly view all users’ information.
- Deleting a user does not remove the customer records that the user created.
- Readyplanet users can be removed from R-CRM.
- R-CRM supports three permission levels: business owner or supervisor, team leader, and user.
- Only users with administrator-level or higher permissions can access approval-flow settings.
- An approval flow cannot be edited after it has been activated.
Preventing duplicate records and identifying records
- An administrator setting controls whether users may create duplicate customer records. Users cannot create duplicate customer records when duplicate creation is disabled.
- The duplicate-lead restriction prevents sales users from creating another lead for the same customer.
- R-CRM permits duplicate data in contact records, duplicate data in lead records, and duplicate email addresses.
- Within each business, Contact IDs and Lead IDs do not repeat and serve as unique identifiers.
Importing lead and customer data
- Lead-source values must be configured in the R-CRM back office using the exact source text that will be used during import.
- Lead records followed up by salespeople must be separated into a different import set for each salesperson.
- Existing customer data can be imported without specifying its original source in advance.
- A lead’s original date cannot be entered as a date value in the R-CRM import file.
Configuring pipelines and sales targets
- A pipeline can be created before its stages are finalized. After creation, individual stages can be added or deleted.
- The sales-target name field is used to name the target, not to enter its numeric amount.
- Configured sales-target values can be edited.
- A sales target must be associated with the correct Pipeline for it to appear on the Leads or CRM page.
Exporting leads and changing a user email address
- Exported lead information is sent automatically to the email address of the user who performs the export. R-CRM does not provide a separate export-recipient option.
- When exporting a large number of leads, divide the export into separate time periods.
- If the email address of a user with lead data is being changed, transfer that lead data to another active user before changing the address.
- After the owner’s email address is changed, the user must log in to R-CRM with the new email address.
Managing calendars and authentication
- A standard user can see their own calendar items. Viewing all users’ calendar items requires administrator permissions.
- The OTP phone number used for R-CRM access can be changed after setup.
- R-CRM sends an OTP notification to the registered contact when a session-related authentication event occurs.
Using advertising accounts and completing chat sales
- Advertising campaigns must run under the customer’s own company advertising account for the account to connect to R-CRM.
- An advertising account owned by an agency may not be available for connection to R-CRM.
- A chat sale is not considered fully completed until the subsequent service process, such as the customer’s appointment and service visit, is completed.
Renewals and follow-up
- For an R-CRM renewal quotation, support requests the customer’s business name or quotation number to verify the information.
- After the initial request is coordinated, the customer does not need to use the same process for each subsequent contact because the R-CRM team handles the follow-up.
Demonstrations, licenses, and account setup
- The 30-day demonstration period is counted from the date the system is opened.
- When a demonstration is no longer being used, its data is reset to protect both parties.
- Adding a single R-CRM user does not qualify for the discussed discount.
- R-CRM licenses are sold annually rather than monthly.
- Separate licenses are recommended for sales staff so each person’s work can be tracked separately.
Browser and location restrictions
- Chrome is the recommended browser because updates may be less complete on Firefox or Edge.
- A sales user cannot manually move the location pin outside the location radius.
Product limitations and integrations
- R-CRM cannot be used to create forms.
- No direct API connection to a hospital HIS is currently stated as available.
Limits and quotas
User packages, licenses, and quotas
- R-CRM does not offer a one-user package; the entry package starts at three users.
- One R-CRM license supports one user login identified by an email address.
- An R-CRM user quota includes every user in the account, including users who are not currently active.
- Invited users count toward the user quota.
- Suspended users still count as one user toward the quota.
- One report states that an R-CRM account supports up to three users. This is in tension with the report that the entry package starts at three users.
Location pins and visit planning
- R-CRM generates a location pin from the salesperson's shared position when the salesperson is physically at the location.
- The pin is placed from the user's current position and uses a radius of 1 to 50 meters.
- A salesperson cannot move the location pin manually to another place.
- R-CRM does not provide an approval workflow in which a manager approves a planned set of customer visits before the salesperson proceeds.
- R-CRM does not provide advance notifications showing the planned customer's location and a Google Map before the visit.
API and case-information limits
- The standard API supports customer registration data, including the customer's identity and address, and sales transaction details.
- The standard API does not support transferring detailed case information of the type used by hospitals.
- Every completed case must be recorded manually in R-CRM.
Lead imports and exports
- The lead import process does not allow the importer to specify the leads' original date.
- Lead exports are recommended to contain no more than 4,000 records per export.
Customer records and emails
- A customer record can be created only once.
- Emails sent through R-CRM are sent to one lead at a time.
Demonstrations and online sessions
- The R-CRM demonstration period is limited to 30 days.
- An online R-CRM session takes approximately 45 minutes to one hour.
Sales targets
- Sales targets in R-CRM are configured as monthly targets for each user.
Pricing
R-CRM annual pricing
- R-CRM starts at 31,500 baht per year for three users.
- This starting option averages 10,500 baht per user per year.
- The five-user option costs 52,500 baht per year, which averages 875 baht per user per month when calculated from the annual price.
- One pricing statement lists the standard license price as 15,500 baht per user per year. This differs from the 10,500-baht-per-user annual average stated for the three-user starting option.
Adding users to an existing subscription
- Add the required users at a quoted price of 10,500 baht per user.
- Calculate the charge proportionally based on the remaining subscription or service period.
First-year charges
- The first-year cost consists of an annual license fee and a one-time initial fee.
- The one-time initial fee is 15,500 baht.
Discounts and renewal promotions
- Adding a group of five or ten users may qualify for a discount of approximately 5% or 10%.
- Renewing at least two months in advance may qualify for a promotional discount.
Quoted values
- Values displayed in R-CRM follow the quotation.
Contact and support
Contacting R-CRM support
- R-CRM has a dedicated team that handles product-related inquiries, including questions about configuring the approval flow.
- Your existing company contact can coordinate with the R-CRM support team.
- The R-CRM team works until 18:00.
Compiled from 477 facts observed across 61 customer calls.