CRM User Guide

1. Access CRM

Step 1: Log in to GTG CRM

Log in to your GTG CRM account.

Step 2: Open the Contact menu.

From the menu bar on the left, click "Contact" .

Main interface

You will see a list of all contacts (customers) in the system.

2. View the Contact List

Information displayed

The contact list displays the following columns of information:

Automated data source

Contacts are automatically routed to the CRM from: - Facebook Messenger - Customers messaging the Fanpage - Gmail - Customers sending emails - Landing Page - Customers filling out forms or messaging via Live Chat

3. Create a New Contact

When is manual creation necessary?

When there are customers from sources that GTG CRM hasn't automatically acquired (phone calls, in-person meetings, etc.).

Step 1: Click "Create contact"

Click the "Create Contact" button in the upper right corner of the screen.

Step 2: Enter the information

Fill in the customer information: - Full Name (required) - Email (required) - Phone Number - Address - Country - Notes

Tip: The more detailed you are, the easier it will be to manage later!

Step 3: Save the contact

Click "Save" to add the contact to the list.

4. Import data from CSV

When is importing necessary?

Once you have the customer data file (from Excel, a legacy system, etc.) available.

Step 1: Prepare the CSV file

The CSV file must be in the correct format:

Step 2: Click "Import data"

Click the "Import Data" button on the toolbar.

Step 3: Select the CSV file

Click "Select file" and choose the prepared CSV file.

Step 4: Confirm Import

Review the data and click "Import" to complete the process.

Note: The email column is REQUIRED in the CSV file.

5. Customize the Display Columns

Step 1: Open column settings

Click "Edit column" on the toolbar.

Step 2: Add a new column

Select the columns you want to display: - Check the columns you want to display - Uncheck columns you don't need

Step 3: Save settings

Click "Save" to apply the changes.

6. Use Filters

6.1 Filter by Date

View customers by time period: - Today - New customers today - Yesterday - Customers yesterday - Last 7 days - This month - Custom - Select time period

6.2 Filtering by State

• New - New Guest
• In Progress
• Converted
• Lost - Lost customers

6.3 Advanced Filters

Step 1: Click "Advanced Filters"

Step 2: Select the field you want to filter (Address, Product, Source...) Step 3: Enter the value you are looking for.

Example: To find customers in District 5 - Select: Address - Enter: District 5

6.4 Combining Multiple Filters

• Address = District 5 AND
• Product purchased = Shirt

7. Edit Contact

Click on the contact's name to open their details page.

Here you can edit: - Personal information - Address - Phone number - Notes - Status

8. Assigning Responsible Persons

Purpose

Assigning customers to responsible staff allows for: - Clear division of labor - Performance monitoring - Avoiding duplicate customer care

Step 1: Open Contact Details

Click on the contact you want to assign to.

Step 2: Select the person in charge.

In the "Person in Charge" section, click to select an employee.

Step 3: Change the Person in Charge

If you need to transfer the responsibility to someone else: 1. Click on the current person's name. 2. Select the new person from the list. 3. Save the changes.

9. Attach Files & Links to Tasks

Each task in CRM can attach files from Asset Manager and external links - all relevant documents are right within the task, no need to search elsewhere.

9.1 Accessing Contact Tasks

Step 1 : Click on the contact's name to open their details page.

Step 2 : Select the "Task" tab on the contact details page.

Step 3 : Click "Create Task" or open an existing task.

9.2 Attaching Files from Asset Manager

Step 1 : In the Task form, find the "Attached Documents" section.

Step 2 : Click "Add file" .

Step 3 : Select files from Asset Manager : - Search for files by name - Or browse by folder - Supports all file types: PDF, DOCX, XLSX, PPTX, JPG, PNG, MP4...

Step 4 : Click "Select" to attach the file to the task.

Result : The file appears in the task with its name, file type, and size.

Example application :

 Task: "Gửi báo giá Q3 cho khách Nguyễn Thị B" 📎 bao-gia-q3-2026.pdf (245 KB) 📎 bang-gia-san-pham.xlsx (38 KB) 9.3 Attach External Links Task: "Gửi báo giá Q3 cho khách Nguyễn Thị B" 📎 bao-gia-q3-2026.pdf (245 KB) 📎 bang-gia-san-pham.xlsx (38 KB)

Step 1 : In the Task form, find the "Links" section.

Step 2 : Click "Add link" .

Step 3 : Enter the information: - URL : Paste the link here (Google Drive, Google Sheets, Figma, website, etc.) - Title : The display name for the link (e.g., "May Report")

Step 4 : Click "Add" to save the link.

Example application :

 Task: "Review thiết kế landing page mới" 🔗 Figma Design → https://figma.com/... 🔗 Brief brief khách hàng → https://docs.google.com/... 🔗 Trang tham khảo đối thủ → https://example.com/... 9.4 Viewing and Managing Attachments Task: "Review thiết kế landing page mới" 🔗 Figma Design → https://figma.com/... 🔗 Brief brief khách hàng → https://docs.google.com/... 🔗 Trang tham khảo đối thủ → https://example.com/...

When you open the task, all attachments and links are displayed at the bottom:

9.5 Usage Tips

• Quotation : Attach the PDF file to the "Send Quotation" task.
• Contract : Attach the contract DOCX file to the "Sign Contract" task.
• Design : Attach the Figma link to the "Review Design" task.
• Report : Attach the Google Sheets link to the "Review data" task.
• Product image : Attach JPG/PNG to the "Confirm image" task.

10. Custom Object

10.1 What is a Custom Object?

Custom Objects allow businesses to create custom data types in addition to Contacts – for example, Contracts, Projects, Warranty Orders, Appointments, etc.

Each type of Custom Object can have different custom fields and be linked to Contacts in the CRM.

10.2 Creating Custom Object Types

Step 1 : Go to Settings → Custom Object .

Step 2 : Click "Create New" .

Step 3 : Name the type (e.g., "Contract") and add the necessary fields: - Text - Number - Date - Dropdown (select from list) - Checkbox

Step 4 : Click "Save" to create the new type.

10.3 Adding Custom Object Records to Contacts

Step 1 : Open the contact details page.

Step 2 : Select the corresponding Custom Object tab (for example, "Contract").

Step 3 : Click "Add record" .

Step 4 : Fill in the configured fields.

Step 5 : Click "Save" .

10.5 Example of Using Custom Objects

Example 1: Contract

 Loại: Hợp đồng Trường: Số hợp đồng, Ngày ký, Giá trị, Trạng thái, Ngày hết hạn → Liên kết với Contact khách hàng Example 2: Warranty Certificate Loại: Hợp đồng Trường: Số hợp đồng, Ngày ký, Giá trị, Trạng thái, Ngày hết hạn → Liên kết với Contact khách hàng

 Loại: Bảo hành Trường: Mã sản phẩm, Ngày mua, Thời hạn BH, Tình trạng → Liên kết với Contact mua hàng Example 3: Appointment Loại: Bảo hành Trường: Mã sản phẩm, Ngày mua, Thời hạn BH, Tình trạng → Liên kết với Contact mua hàng

 Loại: Lịch hẹn tư vấn Trường: Ngày hẹn, Địa điểm, Nhân viên tư vấn, Ghi chú → Liên kết với Contact được tư vấn Business Contact Management Loại: Lịch hẹn tư vấn Trường: Ngày hẹn, Địa điểm, Nhân viên tư vấn, Ghi chú → Liên kết với Contact được tư vấn

Automatic sorting

Contacts with a company domain email address will automatically be categorized as "Business" :

• abc@fpt.com.vn → Business
• xyz@gtgcrm.com → Business
• user@gmail.com → Personal

Access

Click the "Businesses" menu in the sidebar to view the B2B list.

Usage tips

What should be done

1. Enter complete information - Easy to search and manage
2. Status Update - Know which stage the customer is in
3. Take thorough notes - Note down important information
4. Clear assignment of responsibilities - One person in charge of each customer.
5. Use filters - Find your target customer group quickly
6. Attach files to tasks - Important documents are always at your fingertips.

It shouldn't be done.

1. Leave email blank - Email is a required field for identification.
2. Duplicate entries - Check before creating new ones
3. Not updated - Outdated information will be inaccurate.

Summary

CRM in GTG CRM helps you:

• Automated customer acquisition from all channels.
• Create and import contacts easily.
• Customize the display columns flexibly.
• Search with advanced filters
• Edit information quickly
• Assign clear responsibilities to individuals.
• Attach the Asset Manager file and external link to the Task.