What is the Kordless CRM?
The Kordless CRM is a comprehensive customer relationship management system built directly into the platform. It provides everything you need to manage contacts, track deals through sales pipelines, log activities, create tasks, and maintain detailed records of all customer interactions.The CRM is fully integrated with the booking system—contacts can become booking customers, and bookings automatically create CRM activities.
CRM Navigation
The CRM is organized into six main tabs, each serving a specific purpose:Accounts
Organizations, companies, and businesses you work with
Contacts
Individual people—leads, customers, and stakeholders
Tasks
Follow-ups, to-dos, and action items
Pipelines
Deals and sales pipeline visualization
Activities
Timeline of all logged interactions
Teams
Team organization and user management
Global CRM Tools
In addition to the main tabs, two powerful tools are available from the CRM header:Tags Manager
Create, edit, and organize color-coded tags for categorizing any CRM record
Custom Fields Manager
Add custom data fields to accounts, contacts, deals, services, or tasks
Accounts Tab
Accounts represent organizations—companies, businesses, households, or any entity you do business with.Account Types
- Prospect
- Customer
- Partner
- Vendor
- Competitor
Potential customers you’re pursuing:
- Organizations considering your services
- Companies in your sales pipeline
- Outreach targets
Account Categories
Accounts can be categorized as:- Company: Standard business organization
- Household: Family or residential group
- Personal: Individual’s personal account (different from contact)
Customer Segments
Classify accounts by size and type:| Segment | Description |
|---|---|
| Individual / Consumer | Single person or household |
| Residential | Residential customers |
| Commercial / SMB | Small to medium businesses |
| Enterprise | Large corporations |
| Government / Education | Public sector and schools |
Account Fields
The organization name (e.g., “Acme Corporation”)
Prospect, Customer, Partner, Vendor, or Competitor
Business sector (e.g., “Healthcare”, “Technology”)
Number of employees or company scale
Company website URL
Individual, Residential, Commercial/SMB, Enterprise, Government/Education
Where they are in your relationship (Lead, Opportunity, Customer, etc.)
Team member responsible for this account
Account Actions
From the Accounts tab, you can:- Search & Filter: Find accounts by name, type, segment, or status
- Add Account: Create new account records
- View Details: Open account drawer with full details
- Edit Account: Modify account information
- Delete Account: Remove account (with confirmation)
- Export CSV: Download all accounts as spreadsheet
- Toggle Columns: Show/hide table columns
Account Detail Drawer
Clicking an account opens a detailed drawer showing:- Overview
- Contacts
- Tasks
- Activities
- Bookings
- Full account information
- Account type and segment
- Lifecycle stage and status
- Quick action buttons
Contacts Tab
Contacts represent individual people—your leads, customers, decision-makers, and anyone you interact with.For detailed contact management documentation, see Managing Customers.
Key Contact Features
- Lead Scoring: Rate contacts 0-100 based on qualification
- Status Workflow: Track contact through sales stages
- Past Services: Log services provided to this contact
- Associated Contacts: Link family members, colleagues, or related people
- Custom Fields: Add business-specific data
Contact Statuses
Contacts progress through these statuses:Tasks Tab
Tasks are action items, follow-ups, and to-dos linked to accounts, contacts, or deals.Task Features
Task Statuses
- Todo: Not started
- In Progress: Currently working
- Completed: Finished
- Canceled: No longer needed
Task Properties
- Subject and description
- Due date
- Priority level
- Owner assignment
- Account/Contact/Deal links
Task Management
1
Create Task
Click Add Task and fill in:
- Subject (required)
- Description
- Due date
- Account/Contact links
- Owner assignment
2
Filter & Search
Use filters to find tasks:
- By status (Todo, In Progress, Completed)
- By account
- By owner
- Search by text
3
Manage Tasks
For each task:
- Mark as complete/incomplete
- Edit details
- Delete task
4
Bulk Actions
Select multiple tasks to:
- Update status in bulk
- Delete multiple tasks
Task Table Columns
| Column | Description |
|---|---|
| Subject | Task title and description |
| Account | Linked organization |
| Contact | Linked person |
| Due Date | When task should be completed |
| Status | Current task status |
| Owner | Assigned team member |
| Actions | Edit, complete, delete buttons |
Pipelines Tab
Pipelines visualize your sales process and track deals through stages.Pipeline Views
- Kanban View
- Table View
Visual drag-and-drop board:
- Each column represents a pipeline stage
- Deals appear as cards
- Drag deals between stages
- Shows total value per stage
- Multi-select with Ctrl/Cmd+click
Deal Properties
Descriptive name for the opportunity (e.g., “Acme Annual Contract”)
Estimated deal value in your currency
Current position in your pipeline
- Todo: Active opportunity
- Won: Deal closed successfully
- Lost: Deal did not close
- Abandoned: No longer pursuing
Organization this deal is with
Primary contact for this deal
Team member responsible for closing
Anticipated close date
Managing Pipelines
Click Manage Pipelines to:1
Create Pipeline
Add new pipelines for different sales processes:
- Service Sales
- Enterprise Deals
- Partnerships
- Renewals
2
Add Stages
Define stages for each pipeline:
- Lead
- Contacted
- Qualified
- Proposal
- Negotiating
- Closed Won / Lost
3
Reorder Stages
Move stages up or down to match your process
4
Rename Stages
Customize stage labels for your workflow
Deal Actions
- Add Deal: Create new deal in pipeline
- Edit Deal: Modify deal details
- Move Deal: Drag to different stage (Kanban) or update via dropdown
- Delete Deal: Remove deal (with confirmation)
- Bulk Operations: Select multiple deals for stage/status updates
- Export CSV: Download deal data
Activities Tab
Activities provide a timeline of all interactions across your CRM.Activity Types
Call
Phone conversations with contacts
Email correspondence
Meeting
In-person or video meetings
Message
SMS, chat, or instant messages
Note
General notes and observations
Custom
Any other interaction type
Activity Fields
Each activity records:Call, Email, Meeting, Message, Note, or Custom
Brief description of the activity
Detailed notes or content
When the activity happened
Organization involved
Person involved
Related deal (if applicable)
Communication channel (phone, Zoom, in-person, etc.)
Activity Timeline Features
- Search: Find activities by keyword
- Filter by Type: Show only calls, emails, meetings, etc.
- Filter by Time: Last 7, 30, or 90 days, or all time
- Filter by Account: Activities for specific organization
- Pagination: Browse through large activity lists
- Export CSV: Download activity history
- Log Activity: Add new activity from any context
Teams Tab
Organize your staff and manage user roles.For detailed team management documentation, see Team Management.
Team Features
- Create teams for different departments or functions
- Assign users to teams
- Set team-level availability
- Manage permissions and access
Tags Manager
Tags provide flexible categorization for any CRM record.Creating Tags
1
Open Tags Manager
Click Manage Tags in the CRM header
2
Add New Tag
Click New Tag and enter:
- Label: Tag name (e.g., “VIP”, “Hot Lead”)
- Color: Visual identifier (color picker)
- Description: Optional explanation
3
Save
Tag is immediately available to apply to records
Tag Use Cases
- Lead Source
- Priority
- Interest
- Campaign
Track where leads come from:
- Website Form
- Referral
- Trade Show
- Cold Outreach
- Social Media
Managing Tags
From the Tags Manager:- View all tags: See label, color, description
- Edit tag: Update label, color, or description
- Delete tag: Remove tag from all records
Custom Fields Manager
Extend the CRM with business-specific data fields.Custom Field Types
| Type | Description | Example |
|---|---|---|
| Text | Single line text | ”Company Size” |
| Number | Numeric value | ”Number of Employees” |
| Currency | Money amounts | ”Budget” |
| Date | Date picker | ”Contract Renewal Date” |
| Boolean | Yes/No toggle | ”Has Budget Approved” |
| Option | Dropdown selection | ”Industry” with choices |
| JSON | Structured data | Complex configurations |
Creating Custom Fields
1
Open Custom Fields Manager
Click Manage Custom Fields in the CRM header
2
Select Entity Type
Choose what to add fields to:
- Account
- Contact
- Deal
- Service
- Task
3
Create Field
Click New Field and configure:
- Label: Display name
- Field Key: Unique identifier (auto-generated)
- Type: Text, Number, Currency, Date, Boolean, Option, JSON
- Required: Whether field must be filled
- Options: For Option type, add choices
4
Save
Field appears when editing/creating that entity type
Custom Field Examples
- Real Estate
- Healthcare
- B2B Services
- Property Type (Option: House, Condo, Commercial)
- Price Range (Currency)
- Move Timeline (Date)
- Pre-Approved (Boolean)
Custom field keys cannot be changed after creation. Plan your field structure before creating.
Data Export
Export CRM data for analysis or backup:Export Options
| Tab | Export Contents |
|---|---|
| Accounts | Name, type, industry, size, website, stage, segment |
| Tasks | Subject, description, status, priority, account, contact, owner, due date |
| Activities | Type, subject, body, account, contact, deal, channel, date |
| Pipelines (Deals) | Name, account, contact, value, currency, stage, status, expected close |
How to Export
- Navigate to the desired tab
- Apply any filters to narrow data
- Click Export CSV
- File downloads with current date in filename
User Permissions
CRM access varies by role:Owner
Owner
Full CRM access:
- All records (accounts, contacts, deals, tasks, activities)
- Create/modify pipelines and custom fields
- Manage tags
- Export all data
- Manage team assignments
- Delete any record
Admin
Admin
Most CRM features:
- View and edit all records
- Create deals and move through pipelines
- Log activities and create tasks
- Export data
- Apply and manage tags
- Cannot modify CRM structure (pipelines, custom fields)
Team Member
Team Member
Limited access:
- View contacts/accounts they own or are assigned to
- View team contacts (if on same team)
- Log activities on their records
- Create and complete their own tasks
- Cannot export or see all data
- Cannot modify structure or global settings
Best Practices
Keep Data Clean
Keep Data Clean
- Use consistent naming conventions
- Apply tags systematically
- Fill out all relevant fields
- Archive inactive records instead of deleting
- Review and deduplicate periodically
Log Activities Promptly
Log Activities Promptly
- Record interactions immediately after they happen
- Include key details while fresh in memory
- Link to correct account, contact, and deal
- Use appropriate activity types
Manage Pipeline Actively
Manage Pipeline Actively
- Update deal stages as they progress
- Review stalled deals weekly
- Keep expected close dates realistic
- Mark lost/abandoned deals promptly
Use Tasks Effectively
Use Tasks Effectively
- Create tasks for every follow-up commitment
- Set realistic due dates
- Assign clear owners
- Review overdue tasks daily
Leverage Tags & Custom Fields
Leverage Tags & Custom Fields