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Contacts & companies

Contacts, organizations, lists and filters.
Christian
By Christian
• 13 articles

How to manage contacts in Simply CRM

Contacts in Simply CRM can represent a wide variety of people: they can be sales leads, qualified customers or unqualified customers, they can be business representatives or individuals acting on their own behalf. Create contacts manually Simply CRM allows you to enter contacts manually by using the Contacts module. To do that, open the module and press the Add Contact button. Fill in the contact details and press Save. Quick create contacts If you don’t have time to enter all the contact information, you can use the quick create options to add the basic contact details. To use this option, press on the plus icon in the top right corner and select Contact. Fill in the contact information in the new window and press Save. Import contacts Simply CRM allows you to import contacts from external .csv and .vcf files. This option is particularly useful if you have a large number of contacts that need to be added quickly. Read our guide on importing records for more details. Export contacts If you need to view your contacts in the form of a spreadsheet, you can export them by following the instructions below. Open the Contacts module in Simply CRM and press the More button. Then, select the Export option from the drop-down menu. In the new window, you will be given the options seen below. Click on Export Contacts to start the export. Check the table below for a detailed breakdown of all the options that you can use when exporting records. | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | How to manage contacts Manage contacts in the list view You can manage your contacts in Simply CRM by creating custom filters to classify the records according to your needs. You can also edit and delete contacts as well as add comments to them by pressing on the appropriate icon next to the contact name. Press on the More button in case you want to perform one of the following actions over the contact: send an email, transfer ownership, follow, unfollow, add tags, merge selected records, find duplicates or export records. Additionally, you can click on the Customize button in the top right corner to perform the following actions: edit fields using the Layout Editor, edit workflows using the Contacts Workflows option or edit picklist values through the Picklists Values option. If you want to create a better overview of contacts in the list view, we recommend adding the first name, last name, title, organization name, primary email and phone number for each contact. You can add this information by opening the contact and moving to the Details tab. Press the Edit button in the top right corner and fill in the necessary information. Edit Contact InformationWhen you fill out this information, your list view will provide you with more useful information about each contact, as seen in the screenshot below. List View of Contacts With Details### Manage contact information in the detailed view You can perform the following operations in the Contacts detailed view, which you can access by pressing on any contact record: - Edit the existing content - Delete the record - Duplicate the record - Send emails - Print or export in PDF format - Send SMS notifications - Add events or documents In the Details tab, you can edit each contact’s information, such as first name, last name, phone number, email, email preferences, address, etc Associate contacts with other records Simply CRM lets you associate contacts with other records and view all relations of the Contacts module, together with the complete history log. | Field | Description | |---|---| | TouchPoints | Allows you to view the modifications and actions on the record | | Comments | Allows you to view comments associated with the record | | Deals | Allows you to track the deals associated with the record | | Activities | Allows you to view or create events and tasks on the record | | Emails | Allows you to view the emails sent to the record | | Tickets | Allows you to view the ticket records associated with the record | | Quotes | Allows you to view the quotes associated with the record | | Purchase Order | Allows you to view the purchase orders associated with the record | | Sales Order | Allows you to view the sales orders associated with the record | | Products | Allows you to view the products associated with the record | | Activity History | Allows you to view the events and tasks that are marked as completed or held | | Documents | Allows you to view the documents associated with the record | | Campaigns | Allows you to view the campaigns associated with the record | | Invoice | Allows you to view the invoices associated with the record | | Service Contracts | Allows you to view the service contracts associated with the record | | Services | Allows you to view the services associated with the record | | Projects | Allows you to view the projects associated with the record | | Phone Calls | Allows you to view the phone call details associated with the record | | Assets | Allows you to view assets associated with the record | | Chats | Allows you to view chat details associated with the record |

Last updated on Nov 07, 2026

How to manage organizations in Simply CRM

In Simply CRM, an organization represents an institution, a company or a group that contains multiple employees. All contacts can be configured as employees of a certain organization and organizations do not have to represent current customers. For example, you can also place an organization under Deals or Leads. Create an organization manually To create an organization manually, select the Organizations tab under Sales on the menu on the left side of the screen. In the new window, press the Add Organization button. Fill in the Organization details and press Save. Quick create an organization If you need to create an organization with basic settings, you can use the quick create option in the top right corner. Select Organization and enter the organization details. Press Save to confirm the details. Convert a lead When you determine that a lead can be qualified as a potential sale, you can convert it into a deal. This way, a Contact and an Organization record will be created simultaneously to store the deal information. Import organizations If you have your organizations in an external .csv or .vcf file, you can quickly import to Simply and save time. Learn more on how to import records to Simply CRM here. Export organizations All types of records, including organizations, can quickly be exported from Simply CRM in the form of a spreadsheet. To export your organizations, open the Organizations module, click on the More button and select Export. You will have the following options in the Export pop-up window. Select the preferred option and press the Export Organizations button. If you’re unsure what the available option are, check the image below for a detailed breakdown of each option. | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | Manage organizations from the module homepage You can perform a number of different operations and use various options in the Organizations module. You can search the desired records or use custom filters to quickly browse and arrange the organizations according to your current requirements. As with any other record in Simply, you can edit and delete organizations as well as leave comments next to it. Using the More button, you can open additional settings and options. There, you can choose to send emails, transfer ownership, follow, unfollow, add tags, merge selected records, find duplicates or export records. In addition, you can use the Customize button in the top-right corner to perform the following operations: Edit fields with the Layout Editor, edit workflows to view existing workflows and create new ones, edit picklist values using the Picklist Editor. Manage organizations in the detailed view The detailed view of the Organizations module also allows you to perform various actions. For example, you can follow the organization, edit the existing data, or send emails to the organization. Under More options, you can delete the organization, duplicate records, configure the hierarchy of the organizations, transfer ownership, as well as add events or tasks. In the detailed view of the Organizations module, you can also check the activities of related records using the Roll Up toggle bar under the Comments section. Field information The following table breaks down all fields and describes how they should be used. | Field | Description | |---|---| | Organization Name | Allows you to specify the name of the organization | | Website | Allows you to specify the company URL | | Member Of | Allows you to create a parent record for the organization | | Ticker Symbol | Allows you to set the company ticker symbol | | Primary Email | Allows you to configure the email address of the organization | | Ownership | Allows you to specify the type of ownership | | Employees | Allows you to specify the precise number of company employees | | Industry | Allows you to choose the company industry from the drop-down menu | | Assigned To | Allows you to specify the user who is the owner of the organization | | Description Details | Allows you to enter additional details about the organization | | Email Domain | Allows you to specify the domains that you receive via emails. | Associate organizations with other records When you associate organization with other records, you get a more complete overview of all relations in your instance of Simply CRM, as well as the entire history log. The following details can be tracked and monitored in the Organizations module. | Field | Description | |---|---| | TouchPoints | Allows you to view the modifications and actions on the record | | Comments | Allows you to view comments associated with the record | | Deals | Allows you to track the deals associated with the record | | Activities | Allows you to view or create events and tasks on the record | | Emails | Allows you to view the emails sent to the record | | Sales Order | Allows you to view the sales orders associated with the record | | Invoice | Allows you to view the invoices associated with the record | | Activity History | Allows you to view the events and tasks that are makred as completed or held | | Documents | Allows you to view the documents associated with the record | | Tickets | Allows you to view the ticket records associated with the record | | Products | Allows you to view the products associated with the record | | Service Contracts | Allows you to view the service contracts associated with the record | | Services | Allows you to view the services associated with the record | | Campaigns | Allows you to view the campaigns associated with the record | | Assets | Allows you to view assets associated with the record | | Projects | Allows you to view the projects associated with the record | | Contacts | Allows you to view the service contracts associated with the record | | Quotes | Allows you to view the quotes associated with the record |

Last updated on Nov 07, 2026

How to create and manage leads in Simply CRM

In Simply CRM, a lead is an unqualified prospect – a potential customer that can be turned into a regular client through extensive marketing and advertising efforts. When you capture a new lead, you can record its information and manage your sales process through the Leads app in Simply CRM. Leads is an optional module that builds on the infrastructure of the Contacts app and provides a better overview of each lead. How to activate the Leads app To capture leads in Simply CRM, you’ll first need to activate the Leads app in the Simply App Store. If you’re unsure how to activate apps, please check our guide here. How to create leads in Simply CRM When you enable the Leads app in your instance of Simply CRM, you can start creating Leads records. You can create leads manually, add them using the Quick Create option, import them from .csv or .vcf files, or capture them from your website or email. How to create leads manually If you want your organization to have full control over each individual Leads record, your sales agents can create leads manually. To create a lead manually, open the Leads app by selecting Leads under the Sales tab on the dashboard sidebar. On the Leads page, press the Add Lead button in the top left corner. Add Lead Button within Leads App The button will open the Quick Create window for the Leads app. If you wish to create a complete Leads record, press Go to full form. Otherwise, you can create a Leads record with basic details using the Quick Create prompt. The Go to full form button will lead you to the detailed form shown below. Add Lead - Detailed Form By default, all mandatory fields are denoted with a red asterisk symbol. In the case of Leads records, only two fields are mandatory: Last Name and Responsible, which denotes the person who is responsible for handling the lead. Aside from these mandatory fields, Simply CRM also provides you with a large number of optional fields to store all the relevant information about your lead, as well as the ability to create custom fields. How to use Quick Create to create new leads If you only need to store basic details about your lead, you can use the Quick Create option. This option is accessible on every page of your Simply CRM instance and you can access it by pressing the plus icon in the top right corner. When you press the icon, you’ll open the Quick Create drop-down menu, from where you can select the Lead option. You’ll receive a pop-up form where you can enter the basic details about your lead. Fill out the record’s details and press Save. Please keep in mind that mandatory fields are denoted with a red asterisk. How to import leads from external files If you have a large list of leads stored in a .csv or .vcf file, you can quickly import all leads using the Import option in Simply CRM. Our detailed guide on importing records contains all the instructions you need to successfully import leads (or any other records) to your system. In case you’ve never imported records before, we recommend checking our guide on preparing sheets before importing data. How to capture leads from webforms Simply CRM allows you to create personalized webforms that will be shown to your website visitors. You can use webforms to capture leads and store important information such as lead name, email, contact address or any other data point that’s necessary for your business. To learn more about webforms, please check our guide on creating and using webforms in Simply CRM. How to capture leads from emails Using our Mail Manager app, you can quickly create new Leads records from incoming emails. If you’d like to convert email contacts into leads, check our guide on how to use Mail Manager. How to qualify and filter leads Simply CRM offers an intuitive dashboard that allows you to qualify each lead, track their progress, manage and filter them according to your company’s needs. You can qualify leads using the Leads Status field that can be found on the full form page when creating new leads. The same field becomes available when you’re editing a specific Leads record. To edit a lead, simply press the Edit button next to the lead’s name. This field offers a variety of drop-down options which you can use to better describe your lead. From Junk Lead to Qualified and Hot, whatever the lead’s level of interest is, Simply CRM has a suitable option. Once you assign the Leads Status to every lead, you can apply filters and create a better overview of the most important leads in your company. To apply a filter, open the Leads app. You’ll see the list view of all available Leads records as shown in the image below. This complete overview might be useful if you want to see all the leads in your system, but your sales team will often need to prioritize certain leads. In such cases, you need to quickly sort through the leads and create a personalized overview. You can achieve that using the Filter option at the top of the list view. By default, you’ll be able to filter all leads and show only Hot Leads and This Month Leads. Below, we’ll show you what the Hot Leads filter looks like – all records have their Lead Status field set to Hot. If you need a custom overview, you can press the plus icon next to the Lists option within the Filter drop-down to configure your own sorting criteria. This way, you’ll open the New List pop-up window where you can enter your own filter details. If you’re unsure how to configure the filter using the pop-up form, please check our article on setting up filters in Simply CRM. How to convert leads into contacts, organizations and deals Once you qualify a lead and it reaches a certain status, you may want to transform it into a contact, organization or a deal. To convert a lead, open the Leads app and click on the record that you want to convert to a deal. This way, you’ll open the detailed view of your record. At the top of the page, you’ll see the Convert Lead button. By clicking the button, you’ll open the pop-up window which will allow you to configure the record conversion settings. Select which types of records will be created from your lead and enter the basic record details, such as Organization Name, Contact First Name and Last Name, etc. Then, specify the person that will be responsible for handling the newly converted record and decide whether it will be transferred to the Organizations or Contacts module. When you finish configuring the conversion settings, press Save. The record will become available in the module(s) you selected in the conversion pop-up window. If you need any help with the Leads app, please don’t hesitate to reach out to our support team through LiveChat or email us at support@simply-crm.com.

Last updated on Nov 07, 2026

How to create a custom filter

Simply CRM allows you to use filters or views to separate records from a group of records and place them in different buckets. For example, you can filter the records in a specific area and assign them to a Sales Agent located within the same area. Further, you can perform various operations on the filtered records, including mass edits, deletion, sending emails etc. How to create custom filters Now that you have familiarized yourself with the concept of filters, let’s explain how you can create custom filters in Simply CRM. You can follow the instruction that will be given below to create filters on whatever module you want. On the left menu, open Sales and select Deals, for example. Press the plus icon next to the Lists header on the left side. In the resulting pop-up window, enter the list information and select the columns that you want to be displayed in the custom view. Keep in mind that you cannot select more than 15 columns here. Drag the columns to change their order. When you type to find a column, the module's own fields are listed before fields of linked records. A list must include at least one mandatory field (marked *), unless it is hidden in the list view filter picker (see below). After that, you will need to specify the conditions for the filter. To make your job easier, Simply CRM allows you to choose from a set of predefined conditions. You have two options for the conditions: All Conditions or Any Conditions. All Conditions uses the AND condition to filter your records. For example, Condition 1 AND Condition 2 AND Condition 3 displays the results if and only if ALL conditions are met. If one condition is not satisfied, no query will be executed. Any Conditions uses the OR condition to filter your records. For example, Condition 1 OR Condition 2 OR Condition 3 displays the result if at least one condition is met. If one query fails, the others will still be executed. Important: Simply CRM enables the AND condition between All Conditions and Any Conditions by default. This helps you group the conditions. You can use predefined or custom filtering criteria. Column labels and widths Under Column label and width, every selected column has two optional boxes, in the same order as the columns: - Label: the column title in the list, for example "Start" instead of "Membership start date". Empty = the field name. - Width: for example 120px or 20%. Empty = automatic. The labels and widths are used in the list view (classic and new interface), also for columns from linked records, and in Custom Widgets that take their columns from the filter (see the article on Custom Widgets). Changing a label in the filter changes it everywhere the filter is used. A full name column (first and last name together) cannot be chosen in a filter yet; choose first name and last name as two columns. Hide in list view filter picker Tick Hide in list view filter picker for a filter that is only meant for something else, for example the columns of a widget. Users no longer see it in the list of filters in the list view. Widgets, reports and workflows can still use it. Admins still see it, with a crossed-out eye in front of the name, so they can open and edit it. Such a filter does not need a mandatory (*) column. Lists with a yellow warning triangle A yellow triangle next to a list (in the list picker and on the List: button) means that some of the list's conditions use fields that are not available to you, for example because an administrator has hidden the field. Those conditions are ignored, so the list may show more records than intended. Point at the triangle to see the explanation. An administrator can edit the list and remove or change those conditions. When an administrator hides or deletes a field in the new layout editor and the field is used in lists, Simply first shows which lists use it. Choosing Remove from lists and continue removes the field from those lists (columns and conditions) before it is hidden or deleted. How to configure permissions After you create a filter, you will need to configure permissions to get the most of your filter. Set as default The Set as default option allows you to configure your filter to automatically filter your records and hide the irrelevant ones. When you check this box, the filter will be made default for all users in your Simply CRM instance. ### List in metrics To enable this option, check the box beside List in Metrics. Move to the dashboard and go to Add Widget > Key Metrics. Provide viewing permission You can restrict the list to certain users by using the Share the list option. There, you can add or remove the users who can view the list. Only the owner of a filter can change who it is shared with; when someone else saves it, the sharing is kept. A widget can only take its columns from a filter that is shared with everyone. ### Delete a list To delete a list, simply open the drop-down menu to the right of the list names. Select the Delete option.

Last updated on Nov 07, 2026

How to use campaigns in Simply CRM

Simply CRM provides you with the Campaigns module that allows you to plan and monitor your marketing campaigns. This lets you track the most important campaign information, such as the budget, actual cost, expected revenue, ROI, etc. Campaigns also allow you to track your marketing activities, such as emails, chats and phone calls. All of this data recorded in the Campaigns module allows you to analyze your advertising campaigns and optimize your marketing efforts. In Simply, you can create campaigns manually or import them from an external .vcf or .csv file. Create campaigns manually If you want to create a campaign manually, you will need to open the Campaigns module under the Marketing tab on the main menu. In the list view of the module, press the Add Campaign to open the new window and start entering the campaign information. Enter the campaign details and press Save to create the new campaign. Quick create campaigns If you don’t have the time to enter all the campaign details, you can quickly create a campaign by using the plus icon in the top right corner of your Simply instance. This option will allow you to create a campaign with only the most essential information. Of course, you will later be able to edit the campaign and add more details to it. Import campaigns Similar to other modules, campaign records can be imported from an external file. For more information on importing campaigns, consult our article on how to import records. How to use campaigns When you create or import a campaign, you should get a detailed view similar to the one shown in the screenshot below. Aside from the details and updates, you can browse the contacts, leads, deals, activities and organizations linked with the campaign. Associate campaigns with other records To create a more comprehensive view of the most important data, you can associate your campaigns with other records. The following table outlines what records can be associated with campaigns in Simply. | Module | Description | |---|---| | Contacts | Allows you to associate contacts with a campaign record | | Leads | Allows you to associate leads with a campaign record | | Deals | Allows you to associate deals with a campaign record | | Activities | Allows you to associate activities with a campaign record | | Organizations | Allows you to associate an organization with a campaign record | Contacts, leads, deals and organizations provide you with the target audience of your campaign. You can use their information to quickly execute a marketing campaign and follow its results. Activities allow you to plan tasks and events that will help you operate and organize your campaign. This can include calls, emails, appointments, letters, etc. If you want to add a record to your campaign, simply go to the appropriate tab and press the Add button. Alternatively, you can choose to add records from your existing database by using the Select button. When you associate other records with campaigns, you will be able to: - Plan marketing activities - Outline the campaign objectives - Define the campaign success metrics - Test campaigns and measure their effectiveness - Track customer inquiries - Monitor the sales process - Send bulk emails to contacts, leads and organizations

Last updated on Nov 07, 2026

How to import records

If you have already collected your data in .csv or .vcf format, you can now easily import it into Simply CRM by following the steps outlined below. Import records in 3 simple steps Simply CRM allows you to import your records in a number of different categories, including Contacts, Organizations, Deals etc. Before we explain the process of importing data into Simply CRM, it’s important to emphasize a few prerequisites. Mandatory fields Your .csv or .vcf file should address all mandatory fields, which are denoted with a red star icon. Fields such as Last Name are mandatory for the Contacts module, for example. If the mandatory fields are left empty, they will automatically be set to ????. If you’re trying to import a list of customers, you’ll need to dedicate a column to their last names in your .csv or .vcf file. Otherwise, the system will return an error. File size Your files cannot exceed the maximum size of 5 MB. Permission Admin users can disable the Import option for non-admin users. If you can’t find the Import option in Simply CRM, contact your administrator to request permission. 3 simple steps to importing records Now, let’s focus on the process of importing records in .csv or .vcf file format. To get started, open the menu on the left side and select a module, Sales > Contacts, if you want to import your customers. Then, click on the Import button in the top right corner. Step 1: File upload In step 1, you will need to upload your file to Simply CRM. Once you press on the Import button, you will need to select the file format. At the moment, Simply CRM supports two formats: .csv and .vcf. For the purposes of this guide, we will use a .csv file. When you select the format, you will need to press on the Select from My Computer button and choose your preferred file. You will notice three more fields in the Import Contacts pop-up box: Has Header, Delimited and Encoding. When you import a file, Simply CRM compares your headers with fields in the system. Keep in mind that the first row in the .csv file is considered a header. If your file has a header, check the Has Header box. Simply CRM supports four types of delimiters: comma, semicolon, Pipe and Caret. The system will recognize fields in your .csv file only if they are separated by one of the supported delimiters. Always select the right character set in which your file was encoded, regardless of the file content. Keep in mind that Simply CRM supports two character encoding sets: UTF-8 and ISO-8859-1. If your sheet contains special characters such as ø, æ or å, choose UTF-8 to preserve the characters in their original form. After you have configured all fields, click Next. Step 2: Duplicate handling The second step is optional. It allows you to determine how duplicate entries in your .csv file will be handled by Simply CRM. Here, you can select to skip, overwrite or merge the duplicate records. After you import the file, Simply CRM will check the records to avoid duplicate and redundant data. If you decide to use the Skip option, Simply CRM will ignore the duplicate records and they will not be imported. In case you use the Overwrite option, the duplicate records from the .csv file will overwrite and replace the records in Simply CRM. The Merge option lets Simply CRM examine the duplicate records and only import the new, relevant data. Check the sample image below for a graphical representation of the skip, overwrite and merge functions. Skip, Overwrite and MergeImportant: Keep in mind that import records will never bypass the duplicate prevention rules. Step 3: Field mapping In the final step, you will need to map the headers or columns of the import file in Simply CRM. If your header or column directly corresponds to the Simply CRM, it will be mapped automatically. Here, you can set default values for mapping fields and they will be used in case the value of any field in the file is empty. If you’re reusing mappings, you can save them and they will be accessible to all users. The saved mappings can later be deleted by simply pressing the Trash icon. After you successfully map your fields, click Import. Important: If you do not map fields, their values will be lost. For example, if you do not map the field Address to a Simply CRM field, all address data will be lost. After you import a file to Simply CRM, the results will be presented in the form of a table, which can be seen below. Importing from another CRM Simply CRM allows you to import records from other CRM systems. To import data from another CRM, you will first need to export data in the form of a .csv file. After that, simply follow the steps previously explained in this guide. Tips for importing records For the end of this guide, we have prepared a few useful tips to help you better use our service. Date values You can set the date values in Calendar Settings. All date formats that are not specified there will not be imported and the field will remain empty. In case the Date field is mandatory and the date is specified in an unsupported format, the records will not be imported. Assigned To values When you are mapping to Assigned To value, you can either have the username (login address) or their first and last name in the .csv file. If no user has the necessary value present, the import records will be automatically assigned to the user who imports the data. Numbers If the imported values have more decimals than specified for the given field, the numbers will be rounded up to the specified number of decimal places. For instance, if the .csv file has the value 12.48923 and My Preference Decimals are set to 2 decimals, the imported value will be rounded up to 12.49. In case you import an empty number in the mandatory field, Simply CRM will assign the value 0 to the record. Picklist values When mapping to the Picklist field, if the import value is not present in the Picklist, Simply will insert a new value into the record. If the Picklist field is mandatory and the import record has no value, Simply will use the default value selected during the import. If the default value is blank, Simply will pick the default value of the field. If all fields are blank, then Simply will use ???? for the record. Time values When mapping Time values, Simply CRM will set the time to 12 AM if the field value is left blank. Multiselect combo In case you are importing multiselect Picklist values, you should specify multiple values in the .csv file, using the following format: value1 |##| value2 |##| value3. Keep in mind that this field is case-sensitive. Reference fields When you import values into reference fields, e.g. Organization field in Contacts, and there is no record with the value, Simply CRM will create a new record. Mandatory values will automatically set to ????. The import will fail if a record has a mandatory Reference field with no value. Inventory fields When you are importing files into your inventory, please keep the following notes in mind. 1. The item name in the .csv file must be identical to the one present in the Product or Service list. 2. By default, the item name will always be searched in the Product list first and then in the Service list. To make the work easier, you can use the following format to append the item name with product or service: ::::Product_Name Services::::Service_Name. 3. The Quantity and Selling price fields must be specified correctly and mapped. If they are not specified, your import will fail. 4. The Tax values must be presented with percentages, as calculated on the Total amount. 5. Discounts can be applied to individual items or groups of items, but you need to specify the type of discount. 6. The tax type has to be mapped correctly. In the .csv file, the tax type should be specified as group or individual. If left unspecified, the default tax type will be used. 7. If there are 2 records with 2 different items, but the same Subject, Simply CRM will consider them as a single record. 8. All specifications of the Items Total, Pre-Tax Total, Received, Balance and Grand Total fields in the .csv file will not be considered, because they depend on Item Total, Discount and Taxes Added To It, as well as other fields like Quantity, Selling Price, Discount, and Tax added to it. Notes Scheduling imports If your file contains more than 1000 records, your import will be scheduled and you will receive an email notification after the import is finished. Data error The data error occurs when the import is interrupted. It indicates that the import table did not import all records into the system and that all the information related to the interrupted import is lost. This means that the records cannot be imported and that you will need to clear the data before starting a new import. Import locked error This error occurs when another user has already started an import on the same category or module. All details regarding the already initiated import are displayed within the error message. Import interrupted error In case an administrator is performing an import and a non-admin user attempts to initiate an import on the same module, he will receive the import locked error described above. However, if a non-admin user is performing an import and an admin tries to perform an import on the same module, he will be able to examine the current import status and even cancel it. When the admin cancels an ongoing import, the user who started the import will receive the import interrupted error. Data imports Once you start an import, you will not be able to start any other import until the first import is finished. When you initiate an import in a particular module, other users will not be able to import records into the same module. However, they will still be able to import records into other modules in Simply CRM.

Last updated on Nov 07, 2026

How to export data from webCRM

WebCRM is an established Danish CRM that functions similar to Simply. The default version comes in Danish language, which may be a problem for non-Danish speaking people. However, you can change the CRM language configuration by logging in with your credentials and following the steps below. How to find the settings in webCRM Press Konfiguration in the top right corner and select Brugere in the new window. Under Brugere, press on the pencil icon next to your name to start editing the details. WebCRMScroll down and select English in the drop-down menu next to Sprog. Then, press Gem in the top left corner to save the changes. For the language change to be applied, you will need to reload the Main Menu by pressing Startside in the top left corner. How to retrieve data from WebCRM Before you start exporting data from WebCRM, you will need to go to Utilities and select Overviews. In the new window, press on the plus icon to create a new overview. WebCRM OverviewsIn the create overview window, you will need to define the module for which you will be creating the overview. After that, you will be asked to enter the overview name. Data Display WebCRMPress Save to confirm the creation of the overview. Once the overview is created, you will need to choose the relevant columns and fields in the Display data tab. Choose the preferred settings and press Save in the top left corner. Repeat this entire process for all necessary modules in WebCRM. When you create the overviews for all modules, go back to the list view of overviews and press on the eye icon on the left side of the overview name. This will open a new pop-up window with the overview settings. Select the desired option by using the blue icons – you can export the overview in Excel, Word or print it. Hover over each icon to see what actions you will perform by clicking on them. Overview Export Icons

Last updated on Nov 07, 2026

How to prepare sheets for importing

Our article on importing records already explains how to import sheets in Simply CRM. However, before you start importing your files, you should prepare them carefully to avoid losing valuable information. What to do to prepare your sheets Before you start uploading sheets to import your data, please read through the following 12 rules which will ensure quick and efficient imports. 1. Make sure that each module has a separate .csv or .vcf file. Combining different modules into a single, comprehensive sheet that contains a large amount of data might make field mapping difficult. In addition, large files may break the upload size limit. 2. Reserve the first row in your sheet for column headings, which correspond to field names in Simply CRM. For easier navigation and quicker field mapping, use headings that match or closely follow the formatting in Simply CRM, such as First Name, Last Name, Organization Name, Address, Phone Number, etc. Column HeadingsImportant: Do not use multiple lines in the first row because you risk losing valuable data. The system may not recognize the information outside of the first line. 3. Do not use commas or semicolons within cell values. Simply CRM uses these symbols as delimiters. 4. Check the size and format of your sheet file. Files larger than 5 MB cannot be uploaded to Simply CRM. If your sheet contains special characters such as ø, æ, etc. that you want to preserve, make sure to save the sheet in UTF 8 format. With other formats, you risk losing the special characters. 5. Fill out all mandatory fields. If you’re importing a sheet with User records, your file must contain fields that map onto Last Name, Primary Email, User Name, Password, Confirm Password and Role. If you’re unsure what fields are mandatory, you can access the module in Simply CRM and try creating a record manually. The mandatory fields will be denoted with a red asterisk, as shown below. Simply Mandatory Fields6. Be conservative with custom fields. If you’re adding custom fields, try to keep them down to a reasonable number. It may be tempting to add custom fields to save every bit of information about your records, but this will only create additional work down the line. Not sure how to get rid of custom fields? Try adding their data to existing fields or trim down the unnecessary information that you may be storing. 7. Whenever possible, merge columns that contain the same type of data. If you store multiple addresses for each Contact record, try adding all the address information into a single column. 8. Ensure that there is no invalid data in your sheet. All data saved in an incorrect format will be considered invalid during import. For example, if your Email column contains data in a format that does not correspond to an email, e.g. johndoe.com or john@doe, your data will not be imported. 9. Remove all unnecessary empty spaces because they may cause your data to be imported incorrectly or not imported at all. 10. For dates, always use the YY-MM-DD format. If you prefer a different format, you’ll be able to select it once your data is imported. 11. Map all fields during the import process. Simply CRM will not import any data in the columns that you do not map onto fields in the system. 12. Import sheets in the correct order. In case you’re importing multiple sheets, be mindful of the order in which you import the sheets. General modules should always be imported first, especially if you plan to attach a secondary module to them. For example, if you want to attach contacts to an organization, you should import the organizations file first. Later, when you import the contacts, you will be able to link your contact records to the organizations by mapping the Organization Name column during the import. Final checklist In case you’re unsure whether you have imported the sheet correctly, you can go through the checklist written below. If you skipped any of the following bullet points, we recommend restarting the process. - Select the type of records, i.e. module, that you want to import - Add column headings to the sheet - Use column headings that correspond to Simply’s fields (if possible) - Use separate First Name and Last Name columns or place both names into the Last Name column - Do not separate data with commas or semicolons - Remove all unnecessary empty spaces - Make sure your records contain relevant data in the mandatory (*) fields - Keep the custom fields down to a reasonable number - Ensure your date column uses the YY-MM-DD format - Save the .csv file in UTF 8 character encoding set to preserve special characters - Keep your file size below 5 MB - Map the fields during the import - Import the sheets in the correct order When you cover each bullet point in the checklist, you should go ahead and import your sheets. For more details on importing records, please check our guide listed below: How To Import Records In case you need more help with importing records or preparing sheets, feel free to drop us a message through LiveChat or email us at support@simply-crm.com.

Last updated on Nov 07, 2026

Automatic Organization Matching by Email Domain

Overview Simply CRM includes a default automation that helps you automatically relate Contacts to the correct Organization based on their email domain(s). This ensures that Contacts are connected to the right Organization without manual work. How It Works 1. Email Domain(s) Field on Organizations Each Organization has a field called Email Domain(s). If this field is empty, it will automatically be filled based on the Organization’s Primary Email. It is possible to manually add multiple Email Domains by listing these with "," between "lego.com, legogroup.com" Example: - Primary Email: leo@lego.com - Email Domain(s) (auto-filled): lego.com 2. Automatic Contact–Organization Matching If an Organization has an Email Domain filled in: - Any Contact with an email from that domain (e.g. *@lego.com) - And without an existing Organization relation Will automatically be related to the matching Organization. Example: - Organization Email Domain(s): lego.com - New Contact Email: anna@lego.com - Result: Contact is automatically related to the LEGO Organization When Does This Apply? The auto-relation only happens if: - The Contact does not already have an Organization assigned - The Organization has an Email Domain(s) value - The Contact email domain matches the Organization’s Email Domain(s) How to Disable This Feature You can disable this functionality by turning off one or both workflows: Option 1: Disable Auto-Fill of Email Domain(s) (Organizations) Disable the workflow that automatically fills the Email Domain(s) field based on the Primary Email in the Organizations module. Option 2: Disable Auto-Relation of Contacts Disable the workflow in the Contacts module that automatically relates Contacts to an Organization based on matching Email Domain(s). Recommended Usage This feature is especially useful if: - You work with B2B customers - Most Contacts belong to a company domain - You want to reduce manual linking of Contacts to Organizations If you work in environments where email domains are shared across multiple companies, you may consider disabling the feature. If you are unsure which workflow to disable, please contact your system administrator.

Last updated on Nov 07, 2026

How to use the MapView app in Simply CRM

Map View is a module that allows you to visualize the locations of your contacts, leads and organizations in Simply CRM. Maps appear as an additional tab next to the list view of records within the selected module. To enable the maps, you’ll need to activate the following apps from the Simply App Store: Map View and Address Autofill. Important: You need to activate both Map View and Address Autofill. Failure to activate both will result in a non-functional map view. For instructions on how to activate apps from the Simply App Store, please check our guide titled How to activate apps in Simply CRM. How to configure the Map View app When you activate the Map View app, open the Settings page and navigate to Map View under Other Settings. Here, you’ll be able to configure the Map View settings. The following table explains all the available options in the Map View module. | Option | Description | |---|---| | Enable | Specifies whether the map view will be enabled or disable within your instance of Simply CRM | | Map Center | Sets the center of the map, which will be denoted with a location pin | | Radius | Determines the radius within which the locations will be pinned on the map | | Enable On | Allows you to select the modules in which the map view will be available within your Simply CRM instance | | Is Default View | Allows you to choose whether the map view will be opened by default when you access the modules selected in the previous option | In addition to this, Simply CRM lets you configure certain module-specific settings, such as the address that will be shown or the pin color, for the map view. Address Shown lets you choose which address field will be used to populate the map view. Pin Color allows you to choose what color will be used for the location pins. Once you configure the Map View settings, press the Save button at the bottom of the page. The map view tab will immediately become available in the selected modules, as shown below. If your map view does not contain a central location, please make sure you added your company’s address when you were setting up your Simply CRM instance. To check your company’s address, open Settings from the profile drop-down menu in the top right corner. Settings in Simply CRM for Time Tracker Then, navigate to Company Details under Configuration. Scroll down to the Company Information box and fill out your company’s address. Please make sure to enter your company’s street, city and country. Once you’ve added your address, you can select what records will be shown on the map by simply checking the box next to their name on the Map View tab. New location pins corresponding to the address of your records will automatically show up on your map. In case you do not see the new locations on the map, click the Settings icon on the map to configure the map view. In the resulting pop-up window, fill out the Address Shown and Pin Color fields with your preferred settings, similar to what you did in the Map View module settings earlier. Then simply exit the pop-up and select the records of the locations you’d like to see on the map. In addition, you’ll have the standard Google Maps settings on your map view. In the top left corner of the map, you can switch between map and satellite view. On the right, you’ll have the options to find the closest route between locations, open the Google Maps page with the selected locations or view the map in full screen. By clicking on the icon in the bottom right corner, you’ll be able to navigate to the street view of the selected location. If you need further help with Map View, please contact our support team through live chat or email us at support@simply-crm.com.

Last updated on Nov 07, 2026

Customer Value & Priority (Organisations)

Customer Value & Priority (Organisations) The Customer Value & Priority block on the Organisation record is used to automatically prioritize support in Simply CRM. These fields ensure that high-value or high-risk customers are answered faster and more consistently. Fields Overview Subscription value (Currency) Total recurring subscription revenue (typically last 12 months). - Filled automatically from Invoice records - Represents long-term SaaS revenue Service value (Currency) Total billable consulting / project revenue (last 12 months). - Filled automatically from Invoice records - Captures non-recurring revenue Deal value (Currency) Value of active deals expected to close within 90 days. - Pulled from late-stage Deals - Ensures renewals / upsells are prioritized Churn risk (Decimal 0–1) Risk that the customer may cancel. Calculated based on signals such as: - Overdue invoices - Negative sentiment - Cancellation-related keywords - Reduced usage Higher value = higher risk. Value score (Decimal 0–1) Combined customer importance score. This field is calculated automatically by the "Calculate Value Score" workflow on the Organisation module using an Update Fields action. The default formula used: (0.385 × Subscription value) + (0.165 × Service value) + (0.15 × Deal value) + (0.20 × Churn risk) This ensures: - Subscription revenue has the highest weight - Service revenue contributes but less than subscription - Active deals influence priority - Churn risk significantly increases urgency The workflow runs whenever relevant financial or risk fields are updated. Support priority (Integer) Final priority level used for support routing. Calculated from: - Organisation Value score - Ticket Severity - Ticket Age Higher number = higher urgency. How It Prioritizes Tickets When a Helpdesk ticket or email is created: 1. The Organisation’s Value score is retrieved. 2. The ticket is classified for Severity. 3. Ticket Age increases priority over time. 4. A final Support priority is calculated. 5. Tickets are sorted automatically in queues. This ensures: - High-revenue customers are prioritized - High churn-risk accounts receive faster attention - Critical outages are handled before general questions - SLA breaches trigger alerts automatically Workflows Used - Invoice → Organisation workflow Updates Subscription value and Service value (rolling 12 months) - Deal → Organisation workflow Updates Deal value for active late-stage deals - Calculate Value Score (Organisation workflow) Uses an Update Fields action to calculate Value score using the formula above - Ticket creation workflow Calculates Support priority Key Principle All scoring fields are: - Transparent - Stored directly on the Organisation - Automatically updated - Adjustable if needed This makes prioritization explainable, scalable, and reusable across Simply CRM environments.

Last updated on Nov 07, 2026