Easylib

Easylib Help

CRM and Sales Desk

Entire Automation System for Libraries

E-Mail: info@easylibsoft.com

Website: http://www.easylibsoft.com

Sales Desk Module

Table of Contents

  1. Overview
  2. Reports
  3. 2.1 Standard Reports
  4. 2.2 Customized Reports
  5. 2.3 Compliance & Utilities
  6. 2.4 Financial Lists
  7. 2.5 Follow-up & Tracking
  8. Data Import & Bulk Updates
  9. Setup & Configuration
  10. Dashboard & Master Data

1. Overview

The Easylib Sales Desk Module is a comprehensive Customer Relationship Management (CRM) solution designed to help educational institutions and organizations efficiently manage their sales, outreach, and customer engagement activities. This module enables users to track prospects, organizations, contacts, opportunities, activities, Annual Maintenance Contracts (AMC), and financial transactions from a single platform.

With integrated dashboards, detailed reports, data import utilities, and flexible configuration options, the Sales Desk module supports informed decision-making, improves follow-up efficiency, and enhances visibility into sales and engagement performance across the institution.

2. Reports

The Reports section provides powerful insights into sales performance, customer engagement, compliance requirements, and financial tracking.

2.1 Standard Reports

Standard Reports offer ready-to-use views for day-to-day sales and CRM operations.

Sales Desk Summary

Provides a consolidated snapshot of overall sales desk performance, including:

  1. Total opportunities
  2. Number of organizations and contacts
  3. Activity counts (calls, emails, visits)
  4. High-level performance indicators

This report is primarily used by management for quick operational assessment.

Opportunity List

Displays all sales opportunities with key details such as:

  1. Organization name
  2. Opportunity stage and status
  3. Expected value
  4. Assigned sales executive
  5. Follow-up dates

Users can track opportunity progress, update statuses, and prioritize high-value leads.

Opportunity Statistics

Provides analytical insights into opportunity performance:

  1. Opportunities by stage
  2. Conversion rates
  3. Closed vs open opportunities
  4. Trend analysis over time

Helps management evaluate sales effectiveness and pipeline health.

Activity Statistics

Summarizes CRM activities such as:

  1. Calls made
  2. Emails sent
  3. Visits completed
  4. Pending activities

Useful for monitoring team productivity and engagement levels.

Visit Dashboard

Tracks institution and client visits, including:

  1. Visit count by date
  2. Assigned staff
  3. Visit outcomes

Supports planning and review of field activities.

AMC Dashboard

Displays Annual Maintenance Contract (AMC) information:

  1. Active and expired AMCs
  2. Renewal status
  3. Contract duration and value

Ensures timely follow-up and contract continuity.

2.2 Customized Reports

Customized Reports allow users to generate institution-specific and role-based insights.

Customized Organization List

Provides flexible reporting on organizations based on:

  1. Location
  2. Category
  3. Status
  4. Custom attributes

Used for targeted campaigns and strategic planning.

Customized Report – Past Contact

Displays historical interactions with organizations and contacts:

  1. Call history
  2. Emails
  3. Meetings
  4. Follow-up outcomes

Helps sales teams understand engagement history before follow-ups.

Customized Report – Contact Log

Provides detailed logs of all contact activities:

  1. Date and type of interaction
  2. Staff involved
  3. Notes and remarks

Supports accountability and audit requirements.

Customized Report – Org Person

Maps organizations to associated contacts:

  1. Decision-makers
  2. Coordinators
  3. Technical or administrative contacts

Useful for relationship management and communication planning.

2.3 Compliance & Utilities

These reports support compliance, validation, and system monitoring.

NAAC Statistics

Generates data aligned with NAAC documentation needs:

  1. Institutional engagement
  2. Visits and communications
  3. Outreach and collaboration records

Helps institutions prepare accreditation-related reports.

PLC Check

Validates PLC-related data to ensure:

  1. Data consistency
  2. Mandatory fields completion
  3. Process adherence

Reduces data errors and improves report accuracy.

Web Application User List

Displays all users with access to the Sales Desk module:

  1. User roles
  2. Login status
  3. Access permissions

Used for security audits and access management.

2.4 Financial Lists

Financial Lists provide visibility into billing and revenue-related data linked to sales activities.

Receipt List

Shows all recorded receipts:

  1. Payment date
  2. Amount
  3. Organization name
  4. Mode of payment

Helps track collections and outstanding payments.

Invoice List

Displays generated invoices:

  1. Invoice number and date
  2. Organization
  3. Invoice value
  4. Status (Paid / Pending)

Supports revenue tracking and financial reconciliation.

Invoice Lines List

Provides detailed invoice breakups:

  1. Product or service details
  2. Quantity and pricing
  3. Tax and totals

Useful for audits, financial verification, and customer queries.

2.5 Follow-up & Tracking

This section ensures timely engagement and proactive customer management.

Future Contact List

Displays all upcoming follow-ups:

  1. Scheduled calls
  2. Emails
  3. Meetings
  4. Visits

Users can:

  1. Prioritize tasks
  2. Avoid missed follow-ups
  3. Improve conversion rates

This report plays a critical role in maintaining consistent customer communication and sales momentum.

3. Data Import & Bulk Updates

The Data Import & Bulk Updates section enables users to efficiently upload, update, and manage large volumes of sales and CRM data. This feature is especially useful during initial data migration, periodic data synchronization, and mass corrections.

3.1 Organization Data Import

Allows bulk upload of organization (institution) details using a predefined Excel template.

  1. Institution name, address, category, and contact details
  2. Reduces manual data entry
  3. Ensures consistency across records

3.2 Organization Person Import

Used to import contact and personnel information associated with organizations.

  1. Imports decision-makers, coordinators, and key contacts
  2. Maps contacts correctly to respective organizations
  3. Supports faster CRM setup

3.3 Organization Activity Import

Enables bulk import of historical and current activities such as:

  1. Calls
  2. Emails
  3. Visits
  4. Meetings

This helps maintain complete interaction history in the system.

3.4 Organization Bulk Update

Allows mass updating of selected organization fields:

  1. Status changes
  2. Category updates
  3. Assigned executive changes

This reduces repetitive manual updates and ensures data accuracy.

Important Notes for Imports

  1. Excel templates must follow the prescribed format
  2. Remove column headers before upload (if required)
  3. Mandatory fields must be filled correctly
  4. Validate data before final submission

4. Setup & Configuration

The Setup & Configuration section defines the master data and system rules that drive Sales Desk operations. Proper configuration ensures standardized data entry and accurate reporting.

4.1 Prospect Source

Defines how leads are generated, such as:

  1. Referrals
  2. Website inquiries
  3. Events and campaigns
  4. Direct outreach

4.2 Prospect Type

Categorizes prospects based on nature or priority:

  1. New lead
  2. Existing customer
  3. Renewal prospect

4.3 Contact Type

Defines roles of contacts within an organization:

  1. Principal
  2. Librarian
  3. Administrator
  4. Accounts Officer

4.4 Contact Status

Tracks the lifecycle of contacts:

  1. Active
  2. Inactive
  3. Converted
  4. Closed

4.5 Customer Software Information

Stores information related to customer software usage:

  1. Product name
  2. Version
  3. License status
  4. Deployment details

4.6 SQL Reports

Allows creation and management of custom SQL-based reports for advanced analytics and specific business requirements.

5. Dashboard & Master Data

The Dashboard & Master Data section provides a real-time snapshot of sales performance and core CRM data, enabling quick analysis and informed decision-making.

5.1 Master Data Overview

Displays key metrics such as:

  1. Total number of opportunities
  2. Total organizations in the system
  3. Total organization contacts

These indicators reflect the overall CRM data strength.

5.2 Activity Data Overview

Summarizes recent activity performance:

  1. Visits made
  2. Emails sent
  3. Calls completed

This helps monitor daily productivity and team engagement.

5.3 Sales Performance Visibility

Dashboards present visual summaries that:

  1. Highlight trends and gaps
  2. Support management reviews
  3. Enable quick corrective actions