Welcome to Shape CRM, the ultimate solution for managers looking to optimize their team’s workflow, improve organization, and increase accountability. Let’s explore some powerful tips and tricks to maximize efficiency and streamline your workday using Shape.
🔎 Quickly Locate & Prioritize Contacts
Finding contacts is effortless with Shape’s navigation tools:
✅ Prioritized Views: Automatically sorts leads based on importance.
✅ Database View: Displays all contacts in chronological order by creation date.
📌 Pro Tip: Use customizable views to focus on the most valuable leads. You can set up contact strategies to automate lead identification and streamline prospecting. Access these options via the gear icon ⚙️ in the top navigation bar.
📊 Customizing Your Lead Oversight
Tailor your lead views to track key performance indicators:
🛠️ Customizing Columns
Click “Manage Columns” in the top-right corner to modify your view. Recommended columns:
- 🎯 Source – Track which channels bring in the most leads.
- 📅 First Contact Date & Time – Measure speed to contact.
- 🔄 Last Contact – Ensure leads receive regular follow-ups.
- 📞 Total Call Attempts – See the outbound call count for each lead.
- ✉️ Total Texts & Emails – Monitor engagement efforts.
- 👥 Assigned Users – View team collaboration on leads.
- 🔄 Status – Keep track of lead progress.
📌 Pro Tip: If available, add the "Deal Size" column to prioritize high-value opportunities!
📌 Filtering & Managing Pipelines
🔎 Refine Your Pipeline View
- Click “Filter” and select a user to view individual pipelines.
- Use “Custom Filters” for additional segmentation.
📌 Pro Tip: Filters help managers track progress and refine team productivity!
📞 Tracking & Enhancing Lead Engagement
Shape makes lead engagement effortless for reps:
✅ Click-to-call, text, and email directly from the list view.
✅ Checkmark Indicator ✅ next to leads shows daily contact attempts.
🎧 Live Call Monitoring
- Click “Monitor” on the phone slide-out to listen in on calls.
- Guide real-time coaching and ensure quality interactions.
📩 Viewing Text Messages
- Recent text messages appear in the right-hand sidebar.
- Click "Inbox" (top-right) for a full-screen view.
📌 Pro Tip: Call recordings & text logs help improve rep performance over time!
📝 Enhancing Note-Taking & Lead Follow-Up
🗣️ Voice Dictation for Notes
- Use the microphone 🎙️ in the pop-up to record notes quickly.
- Saves time and ensures accurate details!
🛠️ Status Updates & Drip Campaigns
- Update lead statuses directly from the list view.
- Use pre-made drip campaigns to automate follow-ups.
- Drip campaigns activate with a single click in system settings.
📌 Pro Tip: Automate status-based follow-ups for a hands-free engagement workflow!
📩 Bulk Actions for Managers
Managers can perform tasks quickly using bulk actions:
✅ Re-assign leads
✅ Update statuses
✅ Send email & text blasts
🔹 Simply select leads (checkmarks ✅ on the left) and choose an action from “Bulk Actions”.
📌 Pro Tip: Bulk actions save time and help streamline lead management!
🔍 Viewing & Tracking Lead Details
Click on a lead row to open their details in a new tab.
🔹 Key Features in Lead Details View:
- 📝 Notes & Text History – Track customer interactions.
- ✅ Custom Checklists – Ensure reps follow key workflows.
- 📊 Contact Log – Monitor email open rates, clicks, and interactions.
- 📞 Call Log – Listen to past call recordings.
📌 Pro Tip: Managers can track email effectiveness & call quality in the Reports section 📈!
📈 Reports & Analytics
🔹 Navigate to "Reports" 📊 (top navigation bar) for valuable insights:
- Outgoing Email Report – View all sent emails.
- Bulk Email Report – Track mass email performance.
- Text Messaging Logs – See text engagement data.
- Call Recordings Report – Review call interactions.
- User Call Activity – Monitor agent productivity.
📌 Pro Tip: Bookmark these reports to track team success!
📨 Creating & Using Templates
Streamline communication with templates:
🔹 Navigate to Templates (⚙️ Settings Sidebar).
🔹 Use or modify pre-made templates.
🔹 Personalize emails with merge tokens for:
✅ First Name 🏷️
✅ Company Name 🏢
✅ Assigned Rep Details 👥
📌 Pro Tip: Consistent templates increase response rates & save time!
📩 Sending & Tracking Emails in Shape
📧 To send an email template:
1️⃣ Click the email icon 📧 in the lead record.
2️⃣ Select a template or create a custom message.
3️⃣ Track email engagement via the Outgoing Email Report.
📌 Pro Tip: Use automated email tracking to optimize follow-ups!
🤖 Shape’s AI & Automation Features
Shape CRM offers powerful automation:
✅ Automated lead distribution ensures fair assignment.
✅ Trigger-based workflows reduce manual tasks.
✅ AI-powered insights enhance sales strategies.
📌 Pro Tip: Enable smart automation for maximum team efficiency!
💡 Need Help? We're Here!
📞 Contact Support Anytime!
Click the Help button in the lower right corner for:
✅ Live training webinars
✅ Step-by-step guides
✅ Support tickets & expert assistance
🎉 With Shape, managing your team & productivity has never been easier!
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