Anh Nguyen Hoang Long (38 years old) – founder GreenHouse Interior, a small interior design and construction company in Ho Chi Minh City – once believed that “giving power to everyone would be faster”. But after three years of operation, he realized that it was slowing down his business.

Each employee has access to all customer data, projects, and quotes. Just one wrong move can delete contract information. Once, a marketing staff mistakenly deleted a project landing page worth hundreds of millions, causing the advertising campaign to stop halfway. “As the team grew, I realized I couldn’t rely on trust – I needed a control system,” Long shared.

When access becomes a matter of survival

At GreenHouse, each interior design project usually has three teams involved: marketing in charge of finding customers, sales consulting quoting, and engineering responsible for implementation. But because everyone works on the same file, no one knows who edited or deleted it. “One person adjusts the price of materials, the other person doesn’t know, the quote sent to the customer is wrong. Each error like that costs his reputation,” he said.

Not only that, because there is no level of permission, new employees can still access old customer data, copy the list and take it elsewhere. GreenHouse began to lose internal trust – and that’s when Mr. Long turned to GTG CRM.

Solution: Access Level Control – clear rights, clear responsibilities

Immediately after implementation, GTG CRM helped Mr. Long restructure the entire authorization system in the company.

He chose three default permission groups:

• Administrator for him and the department head, with full access to the system.
• Marketing Manager for the marketing department, only allowed to create and edit campaigns, landing pages, and posts.
• Sales Staff for the sales team, only view and update contacts, cannot edit marketing data.

Then, Mr. Long used Custom Roles to further refine for each individual. For example, the design team leader can only view customer information in the project he is in charge of; the customer service staff can only send emails and reply to messages, cannot view quotes.

“At first, I was afraid that too strict a delegation of rights would slow down the work,” he shared. “But the reality is completely the opposite. When everyone does their part, processing speed increases, responsibilities are clear, and there are no more arguments.”

Closed process - secure data

Thanks to Access Level Control, Customer and project data at GreenHouse is strictly controlled. Each action is logged: who edited, when, and what.

Errors of “mistaken deletion”, “overwriting”, and “wrong update” almost disappear.

The marketing department now only needs to focus on creating and monitoring advertising effectiveness, while sales only needs to do the right part of taking care of and closing contracts. End-of-month reports also become more accurate, because data is no longer overlapped.

When small businesses operate like large corporations

In the past, Mr. Long thought that decentralization was only necessary for large companies. But after operating for a few months with GTG CRM, he realized it was the foundation for sustainable small business development.

“We are only 15 people, but thanks to GTG CRM, everything runs smoothly like a team of 50. No one is working on anyone else’s part, and I don’t have to worry about data loss anymore,” he said.

In addition to Access Level Control, Long also takes advantage of CRM Module to manage contacts, Invoices to track project payments, and Automations to send thank you emails to customers after handover. But he emphasizes: “Without decentralization, all the other things are also vulnerable.”

Results after 4 months

After just four months of implementing the new system:

• The number of operational errors in internal data decreased by almost 90%.
• Project processing speed increased 40% because there is no longer overlapping rights.
• New employees integrate faster thanks to clearly defined roles and responsibilities.
• The business operates transparently, customer data is absolutely protected.

Conclusion

Access Level Control of GTG CRM is not just a feature, but the “backbone” that helps GreenHouse Interior operate more neatly, safely and professionally.

Thanks to the right authorization, Mr. Long no longer worries about “who does what”, but only focuses on the most important thing: developing customer service and experience.

“I used to manage people. Now, the system helps me manage by principles – and everyone feels more comfortable .”

— Nguyen Hoang Long, Director of GreenHouse Interior