# USER GUIDE DOCUMENTATION
**Getfly CRM – A Comprehensive Customer Relationship Management Solution**
Getfly CRM is an all-in-one customer relationship management platform designed to optimize customer care and streamline interactions across Marketing, Sales, and Customer Service departments. By centralizing key business functions on a single platform, Getfly CRM enhances operational efficiency and improves the overall customer experience
## 1. Introduction
This documentation page is designed to provide essential information to help you navigate and use Getfly CRM more effectively and efficiently.
## 2. Structure of the Documentation
The content is organized into clearly defined sections, with each article corresponding to a specific feature or functionality within the Getfly platform.
## 3. How to Search for Articles
Each user guide in this documentation is written specifically for an individual feature available in Getfly CRM.
Therefore, you can refer to the feature name listed in the menu, and search for the corresponding keyword within the documentation to quickly locate related articles.
# SUPPORT CHANNELS
To ensure the best possible experience during your use of the platform, Getfly CRM offers multiple support channels as follows:
* **User Guide Documentation:**
* **Support Ticket System:**
* **Customer Support Hotline:**
* Hanoi: 024.6262.7662 (ext. 1)
* Ho Chi Minh City: 028.6285.6395 (ext. 1)
* **Getfly CRM Academy (Video Tutorials):**
* **Facebook Support Page:**
* **Zalo Support Channel:**
* **Feature Suggestions & Feedback:**
**Head Office – Hanoi:**\
7th Floor, Hoa Cuong Building, No.18, Alley 11, Thai Ha Street, Dong Da District, Hanoi
**Branch Office – Ho Chi Minh City:**\
43D/9 Ho Van Hue Street, Ward 9, Phu Nhuan District, Ho Chi Minh City
# LOGIN GUIDE
## 1. **Logging in via Mobile App**
To log in to the Getfly mobile app, please follow these steps:
**Step 1:** Download the Getfly app to your phone
* For iOS devices: [\[Download here\]](https://apps.apple.com/vn/app/getfly-crm/id1616832691?l=vi)
* For Android devices: [\[Download here\]](https://play.google.com/store/apps/details?id=com.getfly.crm.v6)
**Step 2:** Open the Getfly application on your mobile device.
**Step 3:** Enter your login information:
* (1) **Domain Name**
* (2) **Username**
* (3) **Password**
**Note:**\
If you forget your password, click **“Forgot password”** to reset your login credentials.
## 2. **Logging in via Web Browser**
To access Getfly from your computer, follow these steps:
**Step 1:** Visit your Getfly CRM web domain:\
`https://xxx.getflycrm.com/`
**Step 2:** Enter your **username** and **password**, then click to log in.
**Note:**\
If you forget your password, click **“Forgot password”** to recover it.
## 3. How to Switch Getfly CRM to the English Version
### 3.1 **Benefits**
Switching Getfly CRM to the English version allows users to easily navigate and use the system in a language that best suits their needs and working preferences.
### 3.2 **Step-by-Step Instructions**
Please follow the detailed steps below:
#### 3.2.1 **Log in to the Getfly System**
* Access your company’s Getfly CRM domain. Then, enter your **Username** and **Password**.
* Once both fields are filled in, click the **"Login"** button to access the system.
#### 3.2.2 **Switch to the English Version**
* After logging in successfully, move your mouse to the **top-right corner** of the screen, where your account **avatar** is displayed.
* Next to the avatar, you will see a **globe icon ?** (language settings).\
Click the **down arrow** next to the globe icon.
* A list of available languages will appear.\
Select **“English”** from the list.
* The system will automatically refresh and change the interface to the **English version**.
✅ **You have successfully switched Getfly CRM to the English version.**\
We hope you have a great experience using Getfly!
# OVERVIEW
The Getfly CRM Mobile App is a powerful solution for managing business operations on the go—ideal for professionals who are frequently on the move, especially at the management level. With just a smartphone and a stable Internet connection (3G/4G), you can easily access your company’s CRM system to view real-time reports, orders, and daily performance metrics.
Key advantages of the Getfly CRM mobile app:\
Stay in control anytime, anywhere with your smartphone
Intuitive and well-organized interface—clean, easy to use, and easy to understand.
Quick and convenient actions with a simplified user experience.
Save up to 60% of your work processing time
Seamless data synchronization across desktop and mobile (iOS & Android).
Centralized management of all core business activities on a single unified platform: customer management, order processing, employee supervision, and more
# DOWNLOAD THE APP
## 1. Download via Direct Link
For iOS devices: Download from the App Store ()
For Android devices: Download from Google Play ()
## 2. Download via App Store or Google Play
**Step 1:** Open the App Store (iOS) or Google Play Store (Android) on your smartphone.
**Step 2:** In the search bar, enter “Getfly CRM” to locate the app.
**Step 3:** Tap “Get” (iOS) or “Install” (Android) to download the app.
**Step 4:** Once installed, log in using your existing Getfly account or sign up for a new one.
**Step 5:** Explore the features—and don’t forget to leave a review and rating on the App Store or Google Play to help us improve!
# SIGN-UP / LOGIN GUIDE
## 1. How to Register a Getfly CRM Account
To create your Getfly CRM account, follow these steps:
**Step 1:** Select your language Open the Getfly CRM mobile app → Choose your preferred language → Tap "Continue".
**Step 2:** Set Up Your CRM System Enter the system administrator’s information, including:
Full Name
Email Address
Phone Number
**Step 3:** Verify your phone number An OTP (One-Time Password) will be sent to the phone number you provided. Enter the code and tap "Continue".
**Step 4:** Create Login Credentials Once your OTP is verified, you’ll be prompted to set your login details:
Username
Password
Note: Your password must be at least 8 characters and include at least one special character.
**Step 5:** Enter Company Information Fill in your company details:
Company Name
Logo (optional)
Industry
Number of Employees
**Step 6:** Set your company domain Enter your preferred domain name to complete your system setup on Getfly CRM.
## 2. How to Log In
### 2.1 Log in with Username and Password
To log into the Getfly CRM app, enter:
(1) Domain URL
(2) Username
(3) Password
### 2.2 Log in with Face ID
To enable Face ID login:
Tap your Avatar → Login Settings → Enable Face ID Login.
Once activated, you can simply tap the Face ID icon on the login screen to sign in.
Note: Face ID login is only available on iOS devices that support Face ID.
## 3. **Step-by-Step Instructions**
Please follow the detailed steps below:
### 3.1 **Select Interface Language**
In the top right corner, next to the “Đăng nhập” (Login) title, you will see a flag icon with the default language set to **VIE (Vietnamese)**.
Click on this icon and select **English** to switch the interface language.
### 3.2 **Enter Login Information**
* **Access Domain**: Enter the domain of your Getfly CRM system (e.g., `https://demo.getflycrm.com`).
* **Username**: Enter your account's username.
* **Password**: Enter your account password.
* *(Optional)* Check the **"Remember password"** box if you want to save your login credentials for future use.
### 3.3 **Log into the System**
Click the **“Login”** button to access the system.
✅ Once logged in successfully, you will enter the Getfly CRM system with the **English language interface**.
# ACCOUNT INFORMATION
## 1. Update Personal Information
There are two ways to update your personal details:
### 1.1 From the Home Screen
Tap your Avatar → Select Personal Information
Tap the three-dot icon → Choose Edit
On the Edit screen, update your email, phone number, and gender
Tap Update to save your changes
### 1.2 From the “More” Tab
Go to the More tab → Select Personal Information
Tap the three-dot icon → Choose Edit
On the Edit screen, update your email, phone number, and gender
Tap Update to save your changes
## 2. Change Password
To change your password:
Tap your Avatar → Select Change Password
The Change Password screen will appear:
(1) Current Password
(2) New Password
(3) Confirm New Password
Fill in the required fields, then tap "Save Changes" at the bottom of the screen to apply the update.
# USER GUIDE
# Home Screen
## 1. Overview
From the Home Screen of the Getfly CRM mobile app, users can quickly access key features, including:
* Chat
* Create Task
* Add New Customer
* Create Order
* View This Month’s KPIs
* Workstream
* Timekeeping (Check-in/Check-out)
* Order Statistics
* What’s New at Getfly
* Support Channels
**Note:** Access to the above features depends on your assigned permissions. If you have not been granted the necessary access rights, the system will display a "Permission Denied" notification when attempting to access a restricted module..
# Internal Chat
## 1. Benefits of Using Getfly’s Internal Chat
Getfly Chat is an internal messaging feature developed by Getfly, offering multiple advantages for organizations:
Enhanced Security: Only authenticated users can access the internal chat. All communications take place securely within a single platform.
Improved Employee Communication: Enables fast and effective information exchange, supports teamwork, and enhances collaboration among employees.
Higher Productivity: Reduces operational costs, saves time on coordination, and streamlines communication across teams.
## 2. One-on-One Chat
Tap the Message icon in the top-right corner of the screen.
Tap the Search icon to find the colleague you want to chat with.
Select the contact’s name to start a private conversation.
## 3. Group Chat
### 3.1 Create a New Group
Tap the Create Group icon to initiate a new group chat.
Add members and name the group to begin the conversation.
### 3.2 Send Messages
Type your message in the input field at the bottom of the screen.
Tap the Send icon to send your message.
You can also attach images, upload files, or create polls within the group chat.
### 3.3 Delete a Group Chat
Swipe left on the group chat you want to remove → Tap the three-dot menu → Select Delete conversation.
# Workstream
## 1. Benefits of Using Workstream
Workstream is an internal social platform designed to support communication and collaboration within your organization. Its primary goal is to provide a digital workspace where employees can exchange information and interact efficiently across the system. Key benefits include:
Enhanced Internal Communication: Facilitates timely information exchange and direct feedback through comments on posts.
Improved Information Storage and Management: Centralizes important updates and communications, making it easy to access, retrieve, and manage internal content.
Stronger Employee Engagement and Company Culture: Promotes an open communication space where employees can share their opinions, fostering a positive company culture and a more collaborative work environment.
Seamless Integration with Getfly CRM Features: Synchronizes data across modules, creating a unified work ecosystem that minimizes errors and improves operational efficiency.
## 2. Creating a Workstream Post
To create a new post in Workstream, follow these steps:
Open the Getfly app → Go to the More Tab → Select General → Tap Workstream → Tap Add New.
You can perform the following actions:
1. Attach images to your post.
2. Upload files as attachments
3. Create a Poll: Quickly collect feedback or opinions from a group on a specific topic.
4. Tag Users: Tagged users will receive alerts in the Important Notifications section (this feature is currently under development for the app).
5. Use emojis (feature under development)
6. Schedule a Post: Select a future date and time to publish your post.
7. Once posted, your content will appear in the Workstream feed
## 3. Managing Workstream
The Workstream section displays the latest internal posts directly on the Home Screen, allowing you to stay informed at all times. With just one tap, you can access the full content and details of any post instantly.
# Timekeeping
## 1. Benefits of Timekeeping via the Getfly App
Using the Getfly CRM mobile app for timekeeping brings significant advantages for both businesses and employees compared to traditional methods such as punch cards or fingerprint scanners:
Automated Timekeeping Process: Saves time and effort for HR by automating attendance tracking.
Minimized Errors: Improves accuracy in payroll and bonus calculations.
Simple, Fast, and Convenient for Employees: Enables employees to clock in and out quickly and effortlessly.
## 2. Permissions
To use the timekeeping feature in the Getfly app, your account must have access to the HRM (Human Resource Management) module. Once enabled, timekeeping will be available by default within the app.
## 3. How to Use
### 3.1 Clocking In/Out from the Home Screen
Open the Home Screen in the Getfly app.
The timekeeping panel will be displayed.
Upon successful check-in or check-out, the system will confirm with a timestamp indicating the exact time and date.
### 3.2 Clocking In/Out from the “Extended” Section
Tap the Extended tab → Select Timekeeping.
The timekeeping screen will appear for you to perform the action.
## 4. Timekeeping Statistics
You can view detailed timekeeping data, including:
**Late Arrivals:** Number of times you clocked in after your scheduled start time
**Early Departures:** Number of times you clocked out before your scheduled end time
**Unexcused Absences:** Days you were absent without approved leave
**Approved Leave Days:** Days off that were officially approved
**Scheduled Working Hours**: Expected working hours based on your assigned shift
**Actual Hours Worked:** Total hours you were actually present and working
**Overtime Hours:** Hours worked beyond your scheduled shift.
You can view detailed statistics for a specific period by selecting the time frame in the "By Month" filter.
# Process - Request Forms
## 1. Benefits of Using Request Forms
The Request Form feature allows employees to submit requests such as leave applications, late arrivals, remote work, overtime, enabling the HR department to easily consolidate records at the end of the month for accurate payroll and leave tracking.
**Note:** This feature is part of the HRM Module in Getfly CRM.
## 2. Access Permissions
To create and manage request workflows, you must first enable related features via the Permission Settings on the playform.
For detailed instructions, please refer here.
## 3. Creating a Process
To create a process on the mobile app, go to the Extended Tab → select Process → tap Add New.
**(1) Process Name:** Specify the name of the request (e.g., vacation request, late arrival request, etc.)
**(2) Description:** Add a brief description of the process.
**(3) Applicable Department:** Indicate which department this process applies to.
**(4) Process Type:** Choose the category of request, such as:
* Annual Leave
* Statutory Leave
* Business Trip
* Working Outside Office
* Unpaid Leave
* Late Arrival
* Early Departure
* Missed Check-In
**(5) Approval Method:** Select one of the following approval types:
Sequential Approval: The request is approved step-by-step (e.g., Person A → Person B → Person C). The request is only completed once the final approver has approved.
Simultaneous Approval: Multiple approvers (e.g., direct manager + other assigned approvers) can approve in parallel. The request is completed once all required parties have approved.
Single Approval: The direct manager or selected approver can approve the request. Only one approval is required to complete the request.
After setting up the process,it will be available for selection when creating new request forms.
## 4. Creating a Request Form
To submit a new request, go to the Extended Tab → select Request Forms → tap Add New.
Fill in the following details:
**(1) Title:** Enter a title for your request (e.g., Vacation Request).
**(2) Process:** Choose the corresponding process that applies to your request type.
**(3) Reason / Description:** Provide the reason for your request.
**(4) Requested Time Off:** Select the start and end dates for the leave request.
After submission, the screen will display the list of requests you have permission to view.
# Settings
# User Management
User Management is a key feature in Getfly CRM, allowing administrators /to create, edit, delete, and assign permissions to user accounts within the system.
## 1. Adding a New User
To add a new user account, follow these steps:
Open the Getfly App → go to the Extended Tab → select Settings → choose User Management → tap Add New.
The Add User interface includes four steps:
**Step 1:** Personal Information Enter the user's personal details.
**Step 2:** Password Set a password for the new account.
**Step 3:** Permissions Assign the appropriate user roles and access permissions.
**Step 4:** Extension Assign a phone extension (if applicable).
After completing all steps, tap Update. A confirmation message will appear indicating that the user was successfully added.
## 2. Managing Users
The User Management screen displays all accounts within the system, along with the following details:
* Account Name
* Department
* Email Address
* Permission Group
* Extension (if any)
You can easily search and filter users by: Full name, Department, Status (Active or Deleted)
On the user’s profile screen, you can also initiate a call or start a direct chat with the selected user.
## 3. Editing a User
To edit a user's information, tap the three-dot icon next to the user's name → select Edit User.
## 4. Deleting a User
To delete a user, tap the three-dot icon next to the user's name → select Delete User.
# Customer Management
## 1. Benefits
Managing customer relationships through the Getfly CRM mobile app provides a comprehensive solution to boost sales performance, improve service quality, and reduce operational time and costs.
Enhance Sales Efficiency: The Getfly CRM app helps businesses store customer information accurately, track transaction history with customers, and set appointments with clients. As a result, businesses can better understand customer needs, build relationships, and boost sales performance.
Improve Customer Service Quality: The Getfly CRM app helps businesses track customer transaction history, make calls, and send emails regularly. This way, businesses can maintain relationships with customers, quickly resolve their issues, and provide better service.
Save Time and Costs: The Getfly CRM app automates customer management processes, such as setting appointments and sending emails. Consequently, businesses can save time and reduce operational costs.
## 2. Create, Edit, Delete Customers
### 2.1 Add a New Customer
To add a new customer, follow these steps:
**Step 1:** On the Home Screen, click on the Customers tab → select the + button to add a new customer.
**Step 2:** A screen will appear for you to input the customer's basic information.
**Note:** Fields marked with an asterisk (\*) are mandatory.
Basic customer information includes:
* **Customer**: Customer ID, Customer name, Phone number, Email, Address, etc.
* **Contact:** Contact person name, Contact phone number, Contact email, etc.
* **Additional Info:** Relationship, Account manager, Customer source, Customer group, Business sector, Referrer.
**Step 3:** After filling in the information, click Create Customer to complete the creation process.
### 2.2 Customer Details
The customer details screen in Getfly CRM shows:
* **Exchanges:** View all internal discussions related to the customer. To leave a comment, type in the reply box at the bottom. Use @username to mention a colleague. You can like, edit (within 2 hours), or delete your own comments. Only assigned owners and relevant team members can comment on this section.
* **Information:** Displays basic customer information, including:
* **Metrics:** Last contact, total interactions, number of purchases.
Customer contact information and other key details.
* **Customer Feedback:** Displays feedback and ratings from the customer on C3S.
* **Related:** Shows all records related to the customer, such as:
**+ Appointments:** Displays all appointments related to the customer.
**+ Documents:** Displays all documents related to the customer.
**+ Orders:** Displays all orders made by the customer.
**+ Route Schedule:** Shows which route schedule the customer is in (if the Route Schedule module is used).
**+ Opportunities:** Shows which campaign the customer is part of.
**+ Calls:** Displays inbound calls made to the customer (if the Call Center module is used).
**+ Referrer:** Shows the referrer of the customer (if the customer was referred by an employee or a previous customer).
**+ Emails:** Email templates for customer communication.
**+ SMS:** SMS templates for customer communication.
**+ Quotations:** Quotations sent to the customer.
### 2.3 Edit a Customer
To edit a customer's information, click the three-dot icon at the top-right corner of the customer details screen → select Edit.
### 2.4 Delete a Customer
To delete a customer, click the three-dot icon at the top-right corner of the customer details screen → select Delete.
## 3. Customer Management
### 3.1 Search for Customers
The customer list screen displays all customers you have permission to view, categorized by different criteria:
* **All:** Displays all customers you have permission to view.
* **Recently Updated:** Displays customers with updated exchanges that you haven't read yet.
* D**on't Forget:** Displays customers whose last contact was beyond a specified period.
* **Customer Relationship:** New, Potential, etc.
Clicking on any of these categories allows you to search and filter customers based on these criteria.
### 3.2 Customer Journey
The customer list is categorized based on relationships in a tabular format.
### 3.3 Conversion Rate
**(1) New Customers:** Statistics on the number of new customers created within the filtered timeframe by their source.
**(2) Interactions:** Total customer interactions during the selected period:
* **Emails:** Number of emails read by the customer.
* **SMS:** Number of successfully sent SMS messages.
* **Calls:** Successful calls made to the customer (calls that were answered, with minutes tracked).
* **Tasks:** Work-related tasks tied to the customer.
* **Exchanges:** Exchanges between staff and the customer in the customer details section.
**(3) Activities:** Displays all activities performed during the month, broken down by project or activity type.
**(4) Orders:** Displays all orders related to the customer for the selected period:
* **Orders:** Orders created by the staff during the month.
* **Contracts:** Contracts created during the month.
* **Warehouse Exits:** Warehouse exit slips for orders created during the month.
* **Warehouse Entries:** Warehouse entry slips for orders created during the month. Note: To track warehouse entries/exits, you need to use Getfly’s Warehouse Module.
* **Order-to-Customer Ratio:** Indicates the average number of orders placed per customer, helping evaluate purchasing patterns and campaign effectiveness.
* **Purchase Frequency:** Displays statistics on how many customers make single vs. multiple purchases (2 or more orders).
**By Contract:**
* **Renewals:** Contract renewals, which are applicable for businesses offering subscription-based services.
* **Expired:** The number of expired contracts within the month.
**(5) Revenue:** Displays the total revenue generated from orders during the month, categorized by source. Based on this data, you can assess which customer sources are generating the highest revenue.
# Task Management
## 1. Benefits
The Getfly CRM app provides essential task management features to help businesses streamline work processes, including:
Create and Track Tasks: Easily create and monitor tasks in real time. Track progress, exchange updates, and receive automated notifications upon task completion.
Assign Tasks Effectively: Assign tasks to individuals or groups with just a few taps. Monitor task progress across team members or departments.
Create and Manage Projects: Quickly create projects and track their progress. Add notes, assign team members, and receive completion alerts.
## 2. Creating, Editing, and Deleting Tasks
### 2.1 Create a New Task
To create a new task, tap the Task icon, then tap the ➕ button.
**Enter the following fields:**
**(1) Task Name:** Use a clear naming convention to differentiate tasks.
**(2) Content:** Describe the task details or add relevant notes.
**(3) Project**: Assign the task to an existing project.
**(4) Task Type:** Select the appropriate task type.
**(5) Color:** Use color coding to categorize tasks.
**(6) Workload:** Estimate workload based on task complexity.
**(7) Assigned To (Task Performer):** Choose the main person responsible for the task.
**(8) Related Users:** Add related members or collaborators. You can tap the icon next to this field and select the users to be added.
**(9) Execution Time:** Set the start and end dates for the task. The system will send morning reminders for tasks starting or ending that day
**(10)Related Customer:** If the task is customer-related, select the customer and their contact person.
**(11) Attachments:** Upload relevant images or documents (image upload is currently supported).
After filling in the required fields, tap Save to create the task.
### 2.2 Create a Task from the Customer Details Screen
Tap the Customer icon → Open the details of a specific customer
Go to the Information tab → Tap Appointments
Tap the “+” icon to create a new task
Fill in the task details and tap Save
### 2.3 Task Details
The Task Details screen displays all task-related content and actions.
**Quick Actions:**
🔗: Copy the task link.
✏️: Edit task details.
📍: Check in at the task location (useful for offsite meetings)
⭐: Mark task as important.
✅: Mark as completed.
❌: Cancel the task.
💬: Add an emoji to express your feelings about the task.
↕️: Drag and drop to update task progress.
Exchange Section: This section logs all discussions and updates related to the task.
To add a comment, type in the reply box. Use @username to tag other users. You can edit or delete your own comments (within 2 hours). Only task assignees and related users can comment on the task.
## 3. Task Management
From the main screen, tap the Task icon to access the task management dashboard.
* **My Tasks:** All tasks assigned to you
* **Overdue Tasks**:All tasks that are behind schedule.
* **New Updates:** Tasks with unread comments.
* **Related Tasks:** Tasks you’re involved in (but not directly assigned).
* **Priority Tasks:** Tasks marked as high priority.
* **Delayed Tasks:** Tasks that are overdue.
Tapping any category shows the related task list.
**Notes:**
* Overdue or incomplete tasks are highlighted in red.
* By default, tasks are assigned to yourself, which is useful for personal scheduling.
* Adding related customers to a task is optional. However, when a customer is linked to a task, all involved users will have immediate access to customer information, making it easier to manage. Additionally, the task will be stored in the customer’s task history for future reference.
* Only the task assignee, their supervisor, or the highest-ranking person in the department has the authority to confirm task completion, edit, or delete the task.
* Tasks assigned to you or those in which you are involved will appear in the task notification section. Tasks you are assigned to complete or tasks with your name tagged will appear in the important notifications section.
# Customer Care
# Call Center
## 1. Benefits of Using the Call Center Module on thr App
Detailed Call Reports: The system provides detailed reports on call logs, including related customer information, assigned account manager (if any), call time and duration, and call ratings. This allows effective classification and handling of customer interactions.
Quick Actions: Instantly create tasks, add new customers, or contacts directly from the call information.
Enhanced Customer Service & Sales Performance: Help your team deliver faster support, follow up more effectively, and improve conversion rates.
Mobile Access: Access and manage call-related features anytime, anywhere using only your mobile device and no desktop required.
## 2. Permissions
To use the Call Center feature in the mobile app, the following permissions must be enabled in the web-based system (PC version):
**Access:** Allows access to the Call Center module.
**Add:** Allows users to initiate or log new calls.
**Edit:** Allows adding notes and details to calls.
**Delete:** Allows call logs to be removed.
**Approval:** Allows rating calls using stars.
**View All:** Grants visibility to all call logs in the system.
## 3. Call Management
### 3.1 Viewing Call Statistics
To access the Call Center section, go to the Extened Tab → Customer Care → Call Center.
You will see aggregated metrics, including:
* Total incoming calls
* Total duraiion of incoming calls
* Total missed incoming calls
* Total outgoing calls
* Total duration of outgoing calls
* Total missed outgoing calls
**Note:** The default time filter is set to "Today."
**Call Status:** Calls are categorized into "Ended" and "Missed."
**Call Types:** Incoming and Outgoing Calls.
### 3.2 Searching Call Logs
To find specific call data, tap the Search icon at the top-right corner of the screen.
You can quickly search for calls by entering a customer name or phone number in the Search field.
Additionally, you can also filter calls by:
* Time
* Employee
* Unknown Numbers
* Star Rating
* Call Status
* Account Manager
Multiple filters can be applied simultaneously. Selected filters are highlighted in blue for clarity.
## 4. Other Actions
### 4.1 View Call Details
Tap on any call to view detailed information, including:
* Customer Care Representative
* Call time & duration
* Star Rating
* Notes/Comments
* Audio playback of the recorded call (if available)
### 4.2 Add a New Call
To manually log a call, tap Add New button on the Call List screen.
On the New Call Interface:
* **Delete Call:** Remove the call you are currently adding.
* **Add Another Call:** Open a new entry field for multiple calls.
* **Save All:** Save all entered call records.
### 4.3 Delete a Call
To delete a specific call log, tap the Three- dot Menu → Select Delete.
# Support Ticket Module
## 1. Benefits of Using the Support Ticket Module on the App
Centralized Customer Support Request Management : Manage all customer support requests from multiple channels such as phone calls, live chat, etc. on one unified platform.
Efficient Assignment: Automatically route tickets to the correct department or support staff, ensuring prompt handling.
Full Visibility and Tracking: Easily search, filter, and monitor ticket status to ensure 100% of customer requests are addressed efficiently.
Customer-Driven Feedback: Customers can track their own tickets and rate support quality.
## 2. Creating a New Ticket
To create a new ticket, follow these steps:
Go to the Extended Tab → Customer Care → Ticket → Add New Ticket.
Fill in the following fields:
* **Ticket Name:** The title or summary of the support request.
* **Customer:** Select the customer associated with this request.
* **Status:** The current status of the ticket.
* **Phone Number:** Customer’s contact number.
* **Support Category:** Choose the relevant support category.
* **Note:** Enter a detailed description of the issue or request.
Attach Documents: Upload relevant files (optional).
After filling out the required information, click Create New to save the ticket.
**Note:** This feature is intended for employees to log tickets on behalf of customers.
## 3. Ticket Management
### 3.1 Ticket List Screen
The ticket management screen includes three main tabs: Unassigned, My Tickets, and All Tickets.
Unassigned: Displays tickets that haven’t been assigned yet. This tab is displayed by default, helping you immediately identify new requests that need handling.
My Tickets: Shows all tickets currently assigned to you. This helps you focus on your current tasks, track progress, and ensure tickets are resolved on time.
All Tickets: View all tickets in the system that you have permission to access. This is ideal for managers and teams to monitor performance or assist colleagues.
### 3.2 Searching & Filtering Tickets
Use the advanced filters to quickly locate specific tickets. You can search and sort by:
* **Ticket Name:** Search by keywords in the ticket title.
* **Display Mode:** Switch between List View or Kanban View
* **Filters:**
\+ Customer Information
\+ Assigned Employee
\+ Support Category
\+ Importance
\+ Ticket Status
\+ Creation Date (Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, or Custom Date Ranges)
# Sales Management
## 1. Benefits of Using Getfly App for Sales Management
With the Getfly App, managing orders becomes simpler and more efficient than ever. Just a few taps on your mobile device allow you to create new orders, track sales, manage receivables, and more. The app helps you stay on top of your business and make quick, informed decisions.
## 2. Product Management
### 2.1 Adding a New Product
To add a new product, follow these steps:
Open the Getfly app -> Go to Expanded Tab -> Sales Management -> Products -> Tap the + icon (Add New).
On the Add New Product screen, you’ll need to fill in the following information:
**Basic Information:** Product name, product code, price, etc.
**Product Image:** Upload an image of the product.
**Short Description:** A brief description of the product.
**Attributes:** Define the product's characteristics.
**Product Category:** Choose a category for the product.
**Detailed Information:** Add additional details about the product.
**Attached Documents:** If applicable, attach any documents.
Once all information is entered, click Add New Product to complete the process.
### 2.2 Product Details
To view product details, simply tap on the product. You will see the full information, including:
* **Product images**
* **Product code**
* **Name and price**
* **Detailed description**
* **Internal discussions related to the product**
Related information, such as orders containing this product, or the ability to create a new order
You can also view product attributes, stock levels (if using the inventory module), and attached product documents.
## 3. Quotation Management
### 3.1 Creating a Quotation
To create a new quotation:
Open the Getfly app -> Go to Expanded Tab -> Sales Management -> Quotations -> Tap the + icon (Add New Quotation).
The New Quotation screen consists of four steps:
**Step 1:** Customer Information
Select the customer for the quotation. The system will display all customer details, such as name, phone number, email, etc.
**Step 2:** Quotation Information
Enter the quotation code (if required by your company, or leave it for the system to generate automatically), the staff member creating the quotation, the number of quotations, and any additional relevant information.
**Step 3:** Products
Choose the products for the quotation, including quantity, quoted price, discount (if applicable), and VAT.
**Step 4:** Payment Information
Add payment details, such as payment terms, shipping fees, VAT, and any applicable discounts.
Once all information is entered, click Next to finalize the quotation.
### 3.2 Quotation Management
In the Quotation Management screen, the system will display all quotations sorted by their status:
* **Pending Approval**
* **Approved**
* **Order Created**
* **Deleted**
You can search by quotation name, code, or filter by product, creator, start and end dates.
In the Quotation Details screen, you can view:
* **Customer information**
* **Quotation creator**
* **Number of quotations sent**
* **Quotation date**
* **Product and pricing information**
* **Internal communications (can upload files or tag relevant staff)**
* **Additional quotation details.**
## 4. Order Management
### 4.1 Creating an Order
In the Getfly CRM app, there are two ways to create a new order:
Fill in the order details
You search for customer information, choose the person who makes the purchase, add products to sell, quantity, unit price, VAT fee, discount if any.
You click Add new and the order has been created
**Method 2:** Create from Customer Details
Go to customer details -> select Related -> Orders -> select Add sales order
Fill in the order details
(1) When you have entered the customer details to place an order, the system will automatically retrieve customer information without having to search.
(2) Information of the person who is making the order: on the account of the person who is making the order, the system will retrieve the person who is making the order, the time of placing the order, the warehouse if any party uses the warehouse module. Related information such as: Order code: if you do not have regulations on the order code, the system will automatically jump to the code, the customer's payment method if any.
(3) Next, you choose the product to sell to the customer, quantity, unit price, VAT fee, discount of each product if any.
(4) Add new product: select more products in the sales order.
(5) Add new to create an order or go back to cancel creating an order.
### 4.2 Managing Orders on the App
To manage sales orders, follow these steps:
Open the Getfly CRM app -> Go to Expanded Tab -> Sales Management -> Sales Orders. The system will display all orders that you have permission to view, including revenue, receivables, and profit for the period.
You can filter orders by various statuses:
* **All:** All orders in the system.
* **Pending Approval:** Orders that have been created but not yet approved (if using an approval process).
* **Approved:** Orders that have been approved.
* **Unpaid:** Orders with outstanding payments.
* **Paid:** Orders that have been fully paid.
* **Paid in Period:** Actual amount collected during the period.
* **Completed:** Orders that have been fully paid and shipped (if using the warehouse module).
On the top toolbar, you can search for orders by various criteria, such as order number, product, customer, contract, or advanced search. You can easily view the details of any order, edit or cancel the order, request warehouse processing, or split revenue (if your account has the necessary permissions).
# Warehouse
## 1. Benefits of the Warehouse Module on Getfly App
Centralized management of stock movements (imports, exports, and stock levels) on the Getfly App.
Detailed, continuously updated Warehouse reports.
Strict Warehouse approval processes that minimize the risk of product loss.
Staff can easily search for product quantities in stock, saving time and effort without needing to consult accounting or warehouse staff.
## 2. Managing Warehouse
The Warehouse Management screen displays a list of warehouses that you have permission to view (either as the warehouse manager or a related staff member), including active and deleted warehouses.
## 3. Stock In
### 3.1 Stock In List
To view the stock-in records, navigate to Warehouse -> Stock In. The system will display a list of stock-in records that you have access to (if you are related to that warehouse).
The Stock In Record will show the following details:
Record Status: Pending approval, Stocked In
Warehouse Name
Requester
Stock In Date
Stock In Code
### 3.2 Stock In Record Details
The details of the stock-in record will include:
* **Stock In Date**
* **Record Status**
* **Stock In Code**
* **Warehouse Location**
* **Description**
* **Products Received**
* **Exchange Tab:** Shows the exchange history for the record. You can add comments, tag names, and attach files.
*
```
```
If the record is in Pending Approval status, the warehouse manager can either Approve or Reject the record.
### 3.3 Searching Stock In Records
You can easily search for stock-in records using the following filters:
* **By Record Code**
* **By Record Status:** Pending In, Stocked In, All
* **By Warehouse:** Search by warehouse
* **Accounting:** Filter by records that are or are not accounted for
* **Stock In Date**
## 4. Stock Out
### 4.1 Stock Out List
To view the stock-out records, navigate to Warehouse -> Stock Out. The system will display a list of stock-out records that you have access to (if you are related to that warehouse).
The Stock Out Record will show the following details:
* **Record Status:** Pending approval, Stocked Out
* **Warehouse Name**
* **Requester**
* **Stock Out Date**
* **Stock Out Code**
### 4.2 Stock Out Record Details
4.2. Stock Out Record Details The details of the stock-out record will include:
* **Stock Out Date**
* **Record Status**
* **Stock Out Code**
* **Warehouse Location**
* **Description**
* **Products Exported**
* **Exchange Tab:** Shows the exchange history for the record. You can add comments, tag names, and attach files.
If the record is in Pending Approval status, the warehouse manager can either Approve or Reject the record.
### 4.3 Searching Stock Out Records
You can easily search for stock-out records using the following filters:
* **By Record Code**
* **By Record Status:** Pending Out, Stocked Out, All
* **By Warehouse:** Search by warehouse
* **Accounting:** Filter by records that are or are not accounted for
* **Stock Out Date**
## 5. Stock Transfer
### 5.1 Stock Transfer List
To view stock transfer records, navigate to Warehouse -> Stock Transfer. The system will display a list of stock transfer records that you have access to.
The Stock Transfer Record will show the following details:
* **Record Status:** Pending Out, Stocked In, Stocked Out, Pending In
* **From Warehouse and To Warehouse**
* **Transfer Code**
* **Creator**
* **Creation Date**
* **Request Date**
### 5.2 Stock Transfer Record Details
The details of the stock transfer record will include:
* **Record Status**
* **From Warehouse and To Warehouse**
* **Transfer Date**
* **Transfer Code**
* **Description**
* **Products Transferred**
* **Exchange Tab**: Shows the exchange history for the record. You can add comments, tag names, and attach files.
If the record is in Pending Approval status, the warehouse manager at the source warehouse can either Approve or Reject the transfer. If the record is in Stocked Out and Pending In status, the warehouse manager at the destination warehouse can approve or reject it.
### 5.3 Searching Stock Transfer Records
You can easily search for stock transfer records using the following filters:
* **By Transfer Code**
* **By Record Status:** Pending Approval, Stocked Out, Stocked In, All
* **Accounting:** Filter by records that are or are not accounted for
* **Transfer Date**
## 6. Stock Balance
To check the stock balance for a specific warehouse, select the warehouse first.
After selecting the warehouse, the system will display the list of products in the warehouse along with their actual stock levels and available stock.
**Note:** You will only be able to view the stock balance for warehouses where you are the warehouse manager or a related staff member.
## 7. Stock Audit
The system shows all stock audit records that have been created, including the following details:
* **Audit Record Code**
* **Audit Warehouse**
* **Audit Date**
* **Record Status**
* **Stock Audit Record Details:** Provides detailed information on each product audited, including the total quantity, good quantity, sample quantity, and damaged quantity. You can also exchange information related to the audit with relevant personnel.
*
```
```
## 8. Warehouse Card
The Warehouse Card report shows the changes in stock quantities over a specified period.
To view the IWarehouse Card report, you first need to select the warehouse and the time period you want to view.
The report includes:
* **Product**
* **Beginning Stock**
* **Stock In During Period**
* **Stock Out During Period**
* **Ending Stock**
## 9. Stock Movement Report
The Stock Movement Report is similar to the Warehouse Card, but with an additional Value column, so you can track the value of the products.
To view the Stock Movement Report, select the warehouse and time period you want to analyze.
Once confirmed, the system will display the report showing the stock movements along with the product values.
# KPI Management
## 1. Benefits of KPIs in Getfly
The new KPI version in Getfly CRM offers many benefits for users, including:
Clarifies Goals and Roles: Helps each employee and department understand their goals and role in achieving the company’s overall objectives.
Performance Tracking and Evaluation: Makes it easier for management to monitor and assess the performance of individuals and departments, enabling them to implement appropriate rewards and training.
Clear and Transparent KPI for Each Individual: Each employee has a clearly defined KPI, providing transparency in performance evaluation and setting goals for career progression to the next level.
Flexibility in KPI Management: The use of KPIs by level and position helps the company easily manage and adjust the KPI system according to actual needs and adapt to business strategy changes.
## 2. KPI List
To access the KPI list, go to the Getfly App -> Expand tab -> KPI -> KPI List. You will see a list of KPIs by department.
Search Functionality: You can search for the department name in the search box. When you click on a department, the list of employees in that department will appear, including the following information:
* KPI Name
* Employee Position within the Department
* Employees in the position
* The months when the KPI is set to repeat
From here, you can search for a specific KPI. Additionally, by clicking on the KPI name, the app will display detailed KPIs for the employees it applies to. You can finalize (close) KPIs for all employees by clicking Close All, or you can search for individual employees' KPIs.
## 3. Creating a New KPI
### 3.1 Create a New KPI
To create a new KPI, go to the Getfly App -> Expand tab -> KPI -> KPI List -> click on the + icon to add a new KPI -> choose the department for which you want to create the KPI -> Next.
Creating a new KPI on the app involves the following 5 Steps:
**Step 1:** KPI Name Enter the KPI name (Specify the department and position it applies to).
Step 2: Select Metrics Choose the KPI metrics (You can either select suggested sample metrics or create custom metrics).
Click Apply. You can adjust the value of each metric by clicking on the pencil icon to edit.
**Step 3:** Setup Select whether the KPI should repeat monthly or for a specific month.
**Step 4:** Test Choose the month you want to test the KPI data for. You can select another month for testing.
**Step 5:** Completion The system will display the list of employees to whom the newly created KPI will be applied.
### 3.2 Types of KPI Metrics
* **Predefined Metrics:** These metrics are sourced from existing data.
* **Custom Input Metrics:** These metrics are manually entered by the user.
* **Calculated Metrics:** These metrics are generated using a formula based on other data.
# System Setup Guide
# Account Information Setup
Account Information Setup Setting up account information on Getfly will help you:
Enhance Security: Configuring your Getfly account information helps protect your account from unauthorized access.
Enhance User Experience: Setting up your account allows you to customize Getfly's interface and functions to better suit your needs.
Increase Work Efficiency: Configuring your account information helps you manage your business activities more effectively.
## 1. Set Up Personal Information
To edit personal information, click on your Avatar -> Personal Information ( My profile)-> Edit Information.
The screen will display the following personal information fields:
Profile Picture: Use a square image, approximately 200x200 pixels in size for the best display.
Phone Number: If your company has set up SMS notifications, your phone number will be used to send reminders for scheduled tasks.
Email: Ensures you don’t miss any notifications when you're not logged into the software.
Gender: Select your gender.
Signature: If your company integrates email, your signature will automatically be included when you send an email to customers.
Password: Allows you to set and change your account password.
## 2. Notification Settings
While using the software, you will need to receive notifications related to customers or tasks you are involved in. To configure notification settings, click on your Avatar -> Display Name -> Notifications on the System.
You can select the following notification options:
Receive All Notifications: A quick action that allows you to select all notifications instead of choosing each one individually.
Deselect All Notifications: A quick way to opt-out of receiving all notifications.
Function: This refers to the modules for which notifications are enabled. This column will only display modules that you have been granted access to.
Notification Device Type: Choose whether you want to receive notifications on a PC (computer) or the App (mobile).
Email Notifications: You can configure to receive notifications via email.
Note: The functions displayed in the notification section depend on the permissions granted to your account for those features.
## 3. Change Account Password
To change your password, click on your Avatar -> Personal Information -> Edit Information.
Enter your Old Password and then set your New Password as shown in the image below. Afterward, click Update to save the changes.
Once you update your password, the system will ask you to log out and log back in using your new password.
# Department Setup
Department Setup Setting up department information on Getfly will help you:
Understand the Organizational Structure: Getfly helps you visualize the structure of your organization, including departments, positions, and employees.
Hierarchical Management: Getfly allows you to manage departments at different levels, making it easier to assign responsibilities and monitor performance.
Access Control: Getfly helps you assign data and function access rights to specific departments, ensuring data security and improving work efficiency.
## 1. Department Management Permissions
To create and manage departments in the system, you must have the permissions to access Department Management functions.
* View Access: Allows you to view the Department Management section.
* Create: Allows you to add new departments to the system.
* Edit: Allows you to edit department information in the system.
* Delete: Allows you to delete departments from the system.
## 2. Guide to Creating, Editing, and Deleting Departments
### 2.1 Create a New Department
To create a new department, follow these steps:
Go to Settings -> Department Management -> Create.
The Add New Department screen will display the following fields:
* Department Name: A required field.
* Under: A required field (select the parent department, if applicable).
* Address: Fill in the department's address.
* City: Select the city of the department.
* Phone: Enter the department's phone number.
* Fax: Enter the department's fax number.
* Description: A brief description of the department.
* Attachments: Optionally, add any relevant documents.
Once you have entered all necessary information, click Create to complete the process.
### 2.2 Edit Department Information
To edit a department, follow these steps:
Go to Settings -> Department Management -> Select the department you want to edit.
After making the necessary changes, click Update to save the changes.
### 2.3 Delete a Department
To delete a department, follow these steps:
Go to Settings -> Department Management -> Select the department you want to delete.
Note:
Before deleting a department, you need to reassign all employees from that department to another one.
Each employee can only be assigned to one department and one position at a time.
# Access Control and Permissions Setup
Access Control and Permissions Setup Permissions play a critical role in Getfly CRM, enabling you to manage access rights and the use of the software effectively for each individual or user group. This ensures that you can:
Protect Information: Limit unauthorized access to sensitive data, ensuring the safety of customer, partner, and company information.
Improve Work Efficiency: Assign appropriate permissions based on the role and responsibilities of each user, helping them focus on their core tasks and optimize operational effectiveness.
Enhance Transparency: Ensure that each user can only access and use features they are authorized for, promoting clarity and transparency in work processes.
## 1. How to Set Permissions
To configure permissions, follow these steps:
Go to Settings →User Permissions → Select Permission Group → Check the permissions in the setup table.
The Admin Permission Group is the highest-level group with all permissions enabled (this group only supports adding permissions and does not allow removal of any).
The system supports group-based permissions, allowing you to configure permissions for different user groups.
## 2. Basic Permissions in the System
| 1 | **Access** |
Allowed to access the Module – Function. When this permission is selected, the Module – Function will appear on the system interface.
Allowed to approve – applies to Modules/Functions that support approval. Example: Approve orders…
|
| - | ----------- | -------------------------------------------------------------------------------------------------------------------- |
| 6 | **Payment** | This permission allows users to process order payments. |
| - | ----------- | ------------------------------------------------------- |
| 7 | **View All** |
Permission to view all data. Example: Admin can view all customer information…
|
| - | ------------ | ------------------------------------------------------------------------------------------------- |
# Creating and Managing User Accounts
Creating and Managing User Accounts User management is an important feature in Getfly CRM, allowing you to create, edit, delete, and assign permissions to user accounts within the system.
## 1. User Management Permissions
To create and manage user accounts in the system, you need to be granted permissions for User Management.
Access: View the User Management section.
Add New: Add new users to the system.
Edit: Edit user information within the system.
Delete: Delete users from the system.
## 2. How to Add, Edit, and Delete User Accounts
### 2.1 Adding a New User
To create a new user account, follow these steps:
Navigate to Settings → Management User → Create.
The Add New User screen will display the following fields:
Username: Required field.
Full Name: Required field (First and Last name).
Password: Required field.
Department: Required field.
Position: Required field.
Email: Optional field.
Mobile: Optional field.
Permission Group Setup: Required field (choose the appropriate group).
Once all required fields are filled, click Add New to complete the process.
### 2.2 Editing an Existing User
To edit a user account:
Navigate to Settings → Management User → Select the user to edit.
After editing the information, click Update to save the changes.
### 2.3 Deleting a User Account
To delete a user account:
Navigate to Settings → Management User → Select the user to delete.
A confirmation prompt will appear: Are you sure you want to delete this user?
* If you confirm, click Delete.
* If you do not wish to delete the account, click Close to cancel.
* Before deleting a user account, you can choose to update the ownership of all customer records that were assigned to the user. This ensures that no customers are left without a responsible party after the account is deleted.
**Note:** The system does not support permanently deleting accounts. Deleted accounts will still appear in the Disabled tab.
### 2.4 Restoring a Deleted Account
To restore a deleted account:
Go to Settings → Management User → In the account status tab, select Disabled.
A list of deleted accounts will appear. Select the Restore option at the bottom of the user’s information row to restore the account.
# Setting Up Company Information
Setting Up Company Information
## 1. How to Set Up Company Information
To set up or update company information, follow these steps:
Navigate to Settings → System Configuration → Company Preference → Select Detail.
Click update -> Update the necessary details and click Update to save changes.
Fields to Update: (1) Upload Company Logo: Note: For the best display, use a logo size of approximately 200x200 pixels.
(2) Company Name: Enter the official name of your company.
(3) Headquarter Address: Fill in the address of the company’s main office.
(4) Branches (if any): If the company has multiple branches, list them here.
(5) Company Email: Enter the company’s official email address.
(6) Company Phone Number: Enter the main phone number of the company.
(7) Tax Code: Enter the company’s tax code. This will be shown in contracts when they are created.
(8) Fax Number: Enter the fax number, which will also appear in contracts when created.
(9) Company Website: Enter the company’s official website URL.
# Setting Up Region Information (District, City, Province)
Setting Up Region Information (District, City, Province) Classifying customers by country, city, and district is a useful tool for businesses to better understand their target market, optimize marketing campaigns, improve customer service, manage inventory effectively, and analyze business performance.
To configure geographical information such as Country, City, or District, follow these steps:
Navigate to Settings → System Configuration → Country / District / City / Ward → Select Details.
## 1. Country
Navigate to System Settings → Country → Select Create.
The system is pre-configured with the information for Vietnam by default.
You can Edit or Delete the country name.
To restore a deleted country, go to Deleted → Click Restore to recover it.
## 2. City
Navigate to System Settings → City → Select Create.
The system is pre-configured with the information for Vietnam by default.
You can Edit or Delete the city name.
To restore a deleted city, go to Deleted → Click Restore to recover it.
## 3. District
Navigate to System Settings → District → Select create.
The system is pre-configured with the information for Vietnam by default.
You can Edit or Delete the district name.
To restore a deleted district, go to Deleted → Click Restore to recover it.
## 5. Ward commune
Navigate to System Settings → Ward commune → Select create.
The system is pre-configured with the information for Vietnam by default.
You can Edit or Delete the Ward commune name.
To restore a deleted Ward commune, go to Deleted → Click Restore to recover it.
# Setting Up Data Definitions
Setting Up Data Definitions Data definitions in Getfly CRM play an important role in helping businesses:
Collect and store detailed customer, order, and product information.
Organize and classify data based on needs and intended use.
Create reports and analyze data effectively.
Getfly provides default data fields for objects such as Customers, Orders, Products, etc. However, businesses can customize and add additional fields to suit their specific business operations.
## 1. Create New Data Definitions
To add additional data fields beyond the default ones available in the system, follow these steps:
Navigate to Settings → Data Definitions.
The screen will display a list of data categories available on the system, including:
* Customers
* Tasks
* Products
* Orders
* Purchase Contracts
* Sales Contracts
* Quotation
* Campaign
* Tickets (if used)
To add new fields for Customers, select Customers → Create.
The screen will display the following options:
(1) Attribute Name: Enter the name of the data field you want to add.
(2) Attribute Code: The system will auto-generate a code when you enter the attribute name.
(3) Required: Choose whether this field is mandatory when adding a new customer.
(4) Check for Duplicates: When enabled, if the same information already exists in the system and another user adds the same info, the system will give a warning.
(5) Hide When Adding/Editing: This option will hide the data field when adding or editing customer information.
(6) Column Width: Adjust the width of the field in the customer screen.
(7) Display Type: Choose the type of data format:
Text Input: For short text, numbers, or characters (e.g., Name, Phone, Email, Address).
Text Area: For longer text (e.g., Notes, Customer Feedback).
Check Box: For a checkbox option.
Select List: For a dropdown list for users to choose from.
Weblink: For displaying URLs (e.g., ).
Date Time: For dates (e.g., Day/Month/Year).
Notes:
The system has 38 default fields, which cannot be deleted or changed in terms of data type. Only the names of these fields can be changed.
The system has a built-in mechanism to check for duplicate phone numbers and emails.
The ability to allow or prevent duplicate phone numbers or emails can be customized according to the business's needs.
Newly created fields will appear at the bottom of the list.
## 2. Edit/Delete/Restore Data Definitions
### 2.1 Edit Data Definitions
To edit a data definition:
Select the data field you want to edit → Click Edit.
Note:
Default fields in Getfly CRM only allow you to rename the attribute; the data type cannot be changed.
You can modify the name and data type of custom fields created in Getfly CRM. However, changing the data type should be done carefully, as it may lead to data loss in the field.
### 2.2 Delete Data Definitions
To delete a data field that is no longer in use:
Select the data field to delete → Click Delete.
Note: The system does not allow deletion of default fields.
### 2.3 Restore Deleted Data Definitions
To restore a deleted data field:
Go to Disabled→ Click Restore to recover it.
## 3. Organize Data Definitions
You can organize the order of data fields displayed in Getfly CRM by dragging and dropping fields.
This feature allows you to customize the Customer Management (F2) screen layout based on your needs, placing important fields at the top for easier tracking and interaction.
# Customer Classification
Customer Classification
## 1. Classification by Customer Group
Customer Groups in Getfly CRM are a useful feature that helps businesses classify and manage customers effectively. Customer groups are created based on common criteria such as:
Demographics: Age, gender, occupation, income, location, etc.
Needs and Interests: Products of interest, shopping behavior, loyalty level, etc.
Business Field: Industry type, business size, etc.
Buying Stage: Potential customers, interested customers, customers who have already made a purchase, etc.
A customer can belong to multiple groups.
### 1.1 Add New Customer Group
To create a customer group, follow these steps:
Go to Settings → System Configuration → CRM Configuration → Customers → Customer Groups → Create.
The system will display the screen for creating a new customer group. Enter the required information and click Create to successfully create the group.
(1) Select Parent Group: Choose a parent group if applicable.
(2) Customer Group Name: Enter the name of the group.
(3) Customer Group Code: The system will automatically generate this code.
### 1.2 Edit Customer Group
To edit a customer group:
Go to CRM Configuration → Customers → Customer Groups → Select the group you want to edit → Click Edit.
### 1.3 Delete/Restore Customer Group
To delete a customer group:
Go to CRM Configuration → Customers → Customer Groups → Select the group you want to delete → Click Delete.
To restore a deleted customer group:
Go to Disabled → Click Restore to recover it.
## 2. Classification by Customer Source
The Customer Source feature in Getfly CRM allows you to track and manage information about the origin of customers. This feature helps businesses classify customers based on the source of their information, enabling you to:
Track customer count by source.
Evaluate the effectiveness of marketing channels.
Plan advertising budgets more effectively.
### 2.1 Add New Customer Source
To create a new customer source, follow these steps:
Go to Settings → System Configuration → CRM Configuration → Customers → Contact Sources → Create.
The system will display the screen for adding a new customer source. Enter the required information and click Add New to successfully create the source.
### 2.2 Edit Customer Source
To edit a customer source:
Go to CRM Configuration → Customers → Contact Sources → Select the source you want to edit → Click Edit.
### 2.3 Delete/Restore Customer Source
To delete a customer source:
Go to CRM Configuration → Customers → Contact Sources → Select the source you want to delete → Click Delete.
To restore a deleted customer source:
Go to Disabled → Click Restore to recover it.
## 3. Classification by Relationship
Customer classification by relationship is an effective customer management tool that helps businesses improve the performance of marketing and sales departments, boosting sales and profits.
### 3.1 Add New Relationship
To create a new relationship, follow these steps:
Go to Settings → System Configuration → CRM Configuration → Customers → Relationships (Status) → Create.
The system will display the screen for adding a new relationship. Enter the required information and click Add New to successfully create the relationship.
Here’s an explanation of each relationship status:
* New: A customer who has just been added or has had no interaction yet.
* Approached: A customer who has been met or contacted (via email, phone, etc.), but whose needs are not clear or who is not a strong prospect at the moment.
* Hot: A very promising customer who requires focused attention.
* Potential: A customer with potential and interest but needs more time or nurturing to make a sale. Less immediate than "Hot."
* Lost: A customer who has used your service but is no longer active or has switched to a competitor.
* Closed: A customer who has made a purchase, i.e., the deal has been successfully closed.
* Don't Forget (Automatic Status): If the customer has not been contacted in a set number of days (e.g., 30+ days), the system will automatically switch their status to Don’t Forget.
### 3.2 Edit Relationship
To edit a relationship:
Go to CRM Configuration → Customers → Relationships ( Status) → Select the relationship you want to edit → Click Edit.
### 3.3 Delete/Restore Relationship
To delete a relationship:
Go to CRM Configuration → Customers → Relationships (status) → Select the relationship you want to delete → Click Delete.
To restore a deleted relationship:
Go to Disabled → Click Restore to recover it.
# Basic Features
# Customer Management
# Overview of Customer Management Module
Overview of Customer Management Module
## 1. Introduction to the Customer Management Module
The Customer Management Module in Getfly CRM is a comprehensive solution that helps businesses effectively manage customer information, transaction history, sales performance, contract values, customer feedback, and more. This module includes the following key features:
Customer Information Management: Integrates various data sources to ensure that businesses capture complete customer information such as name, age, gender, address, email, phone number, etc.
Transaction History Management: Tracks the customer's transaction history, including information such as purchased products/services, transaction value, and transaction date.
Sales Management: Monitors sales performance for each customer, sales staff, and product/service.
Contract Value Management: Tracks the contract value for each customer, sales staff, and product/service.
Customer Feedback Management: Tracks customer feedback on products/services, as well as customer service experiences.
## 2. Benefits of the Customer Management Module
The Customer Management Module in Getfly CRM is a powerful tool that helps businesses store, manage, and analyze customer information effectively. It brings several benefits, including:
Centralized and Organized Customer Data Storage: The module helps businesses store all customer data in one platform, including personal information, contact details, transaction history, and interaction history. This makes it easy for businesses to search, access, and manage customer information efficiently.
Automated Customer Service Process: Getfly CRM’s customer management module provides automation features to streamline customer service processes, saving businesses time and effort. These features include automatic email and SMS sending, scheduling calls, and tracking customer interaction history.
Enhanced Customer Experience: The module allows businesses to understand customer needs and desires in greater detail. This enables businesses to offer better customer experiences, meet customer expectations, and increase customer satisfaction and loyalty.
Increased Sales: By analyzing customer data, the module helps businesses identify potential customers and those with high purchasing potential. Businesses can then focus resources on engaging and nurturing these customers, ultimately boosting sales.
# Creating and Managing Customers in Getfly CRM
Creating and Managing Customers in Getfly CRM
## 1. User Permissions
To manage customer permissions in Getfly CRM, follow these steps:
Login to Getfly CRM with your admin account.
Click on Settings in the left sidebar menu.
Select Permissions.
Click on Role Groups.
Select the Customer Module tab.
Here, you'll see a list of access rights for the customer module. You can customize permissions for different role groups (user groups) based on your business needs. The available permissions include:
Access: Allows users to access the customer module in the system.
Add New: Allows users to add new customers to the system.
Edit: Allows users to edit existing customer information.
Delete: Allows users to delete customer information.
Permanently Delete: Allows users to permanently delete customers.
Download Customer List: Allows users to download the list of customers.
Departmental Customers: Allows users to view customer information based on department responsibility.
View All: Allows users to view all customers in the system.
## 2. Adding New Customers
### 2.1 Adding Individual Customers
To add a new customer in Getfly CRM:
Login to your Getfly CRM account.
Click on Customers in the left sidebar.
Click on Add New.
You will see the customer creation interface with the following fields:
Customer Information:
Customer ID, Name, Phone Number, Email, Address, Date of Birth, Gender, Tax Code, Province/City, District/County, Country.
Contact Information:
Contact Title, Name, Contact Phone, Email, Contact Birthday, Gender, Notes.
Additional Information:
Referrer, Industry, Relationship, Customer Source.
Required Fields: Fields marked with \*\* are mandatory.
You can also add custom fields depending on your business needs.
After filling in all the information, click Update to add the customer successfully.
### 2.2 Uploading Customer List
To add customers in bulk via a data file:
Login to your Getfly CRM account.
Click on Customers in the left sidebar.
Click the Upload Customers icon.
Select the data file you wish to upload.
Click Next to preview the data file.
Map the necessary fields and verify the data.
Click Next to complete the upload process. Getfly CRM will automatically add customers based on the file data.
## 3. Viewing Customer Details
The customer detail page includes various information, such as transaction history, customer feedback, and more. You can view all of this data in one place to better manage customer interactions.
## 4. Other Actions
### 4.2 Editing Customer Information
To edit customer information:
**Method 1: Edit in Customer Detail**
Access the customer detail screen.
Click on Action > Edit.
Make necessary changes.
Click Update to save the changes.
**Method 2: Edit from Customer List**
Go to the customer list screen.
Double-click the field you want to edit.
Make the changes.
Press Enter to save.
### 4.2 Deleting Customer Information
To delete a customer:
**Method 1: Delete a Single Customer**
Go to the customer detail screen.
Click on Action > Delete.
Click Confirm to delete.
**Method 2: Delete Multiple Customers**
Go to the customer list screen.
Select the customers you wish to delete.
Click the Delete Multiple icon.
Click Confirm to delete.
**Method 3: Permanently Delete a Customer After deleting a customer, they will be moved to the Deleted section. To permanently delete them:**
Go to the customer list screen.
Select Deleted from the filter (Advanced search > check the Deleted option).
Select customers to permanently delete.
Click Permanently Delete to confirm.
**Note:** If you don't permanently delete customers, the system will automatically remove them after 60 days.
### 4.3 Merging Customer Information
To merge duplicate customer records:
Go to the customer detail screen.
Click on Action > Merge Customer.
Search for the customer you want to merge.
Click Merge to complete the process.
**Note:** Fields like customer ID, name, avatar, referrer, and relationship are not supported for merging.
## 5. Customer Classification
You can classify customers based on various criteria such as:
Customer Relationship: Use this to segment customers based on their current relationship with the business (e.g., New, Hot, Potential, Lost, or Closed).
Customer Groups: Categorize customers by demographic or behavioral factors (e.g., age, industry, purchasing behavior).
Customer Source: Track where the customers came from (e.g., online marketing, referrals).
This classification allows you to manage customer engagement more effectively and helps target the right customers with tailored marketing efforts.
# Tracking Customer Interaction History in Getfly CRM
Tracking Customer Interaction History in Getfly CRM Getfly CRM enables businesses to store all interaction histories with customers, including exchanges, calls, emails, and SMS. This feature allows easy access to past interactions, helping businesses stay informed and continue managing customer relationships effectively.
## 1. Exchange History
Recording the details of exchanges with customers is essential to ensure that information is preserved, easily retrievable, and can enhance customer service quality, improve sales processes, and foster strong customer relationships.
To record an exchange, go to the Exchange tab and click Send.
**Important Notes:**
Record the details immediately after the conversation ends, ensuring that the information is updated and customer data remains secure.
Write clearly and accurately, using straightforward language to document the interaction.
## 2. Internal Coordination and Tagging (#key)
When updating exchange histories, it's beneficial to use keywords for tagging important information, making future data retrieval more efficient. For example:
\#tele: Use for notes related to phone calls.
\#tuvan: Use for notes related to consultations.
\#cskh: Use for notes about customer care activities.
In addition to using keywords, Getfly CRM offers other features to help manage exchange histories effectively:
Attach Documents: Attach relevant documents directly in the exchange section.
Tagging: The tagging feature allows for quick communication with team members. By tagging someone’s name in a comment or note, they will receive a notification and can confirm reading the message by ticking a checkbox.
Filter and Search: Use filters and the search function to find specific information (by employee, status of unread/read/deleted comments).
Check-in: Getfly CRM uses Google Maps to track the location of employees when they check-in, displaying the check-in location below the exchange details, so you can easily monitor team activities.
Important:
The file upload limit per transaction is 20MB, with no total document storage limit.
## 3. Adding Viewers
Currently, the system allows you to view only the customers assigned to you. However, if you need assistance or support, you can add additional viewers to a customer profile:
In the Related People section (on the left of the screen), you’ll see the employees who have permission to view this customer’s data. To add viewers, click the + icon to select more employees, and then click Add New to finalize the process.
You can also add viewers to multiple customers at once by accessing the Customer List screen:
Select the customers you wish to add viewers to.
Check the Viewer box and choose the employee accounts you want to add as viewers for the selected customers.
Important: You must have editing permissions to add viewers.
## 4. Customer Feedback
The Customer Feedback section within Getfly CRM helps you collect valuable feedback and ratings from customers through the C3S customer loyalty platform that your company owns. This feedback can provide insight into customer satisfaction and help refine your business strategies.
## 5. Transactions
The Transactions section under the customer details tab in Getfly CRM records all transactions with the customer. This includes the following information:
Revenue Statistics: View the customer's revenue over the year, displayed in a graphical format.
Orders: Add new sales or purchase orders and manage all related orders for the customer.
Products: Manage a list of frequently purchased products or products provided (if you use the Supplier module for purchasing).
Contracts: Add sales contracts for customers or purchase contracts from suppliers.
Emails/SMS: Manage all emails/SMS sent to the customer and add new communications.
Calls: View the call history if you have integrated an automated call center system.
Documents: Upload and manage documents related to the customer.
Quotations: Add and manage all quotations provided to the customer.
## 6. Appointments
The Appointment section allows you to manage all tasks related to a customer, including:
Adding new tasks.
Searching by task status.
Searching by the person assigned to the task and task type.
## 7. Opportunities
In the Opportunities tab, you can see the opportunities related to the customer, including:
Which campaigns the customer is involved in.
Who is responsible for the opportunity.
The current approach or stage of the opportunity.
You can also quickly add the customer to a campaign in this tab.
## 8. Automation
The Automation tab tracks all automated actions applied to the customer. The system will log activities triggered by specific actions such as:
The customer’s first entry into the CRM system.
Changes to customer information.
Changes to customer relationships.
Customer referrals.
Changes in loyalty points or rewards.
## 9. Referrals
In the Referrals tab, you can see a tree diagram of customers referred by this customer, along with details such as:
Name, Status, Revenue, and Creation Date of referred customers.
# Sales Management
# Product Management
Product Management in Getfly CRM Getfly CRM offers a comprehensive product management system that allows businesses to efficiently manage product information, track sales performance, and generate reports based on product activity. Here’s how to effectively manage your products within Getfly CRM.
## 1. Benefits of Product Management
Detailed Product Catalog: Storing a detailed product catalog helps streamline sales processes and track all products offered by the business.
Easy Access to Product Information: Users can easily access critical information about products, including prices, images, and attributes.
Sales Reports: Generate specific reports based on sales activities. These reports provide insights into product performance, helping businesses better prepare inventory and marketing strategies.
## 2. Product Permissions
To create and manage products within the system, users need specific permissions for the Products function. These permissions include:
View Access: Allows access to view the Products section in the Sales module.
Add New: Grants the ability to add or upload new products to the system.
Edit: Allows the user to edit product details.
Delete: Permits the user to delete products from the system.
Download: Enables downloading the product list from the system.
## 3. Creating, Editing, and Deleting Products
### 3.1 Add a Single Product
To add a new product in Getfly CRM:
Navigate to: Getfly CRM → Sales → Products → Add New.
The product creation screen will appear. Fill in all necessary information such as:
(1) Product Information: Name, product code, etc.
(2) Attach Images: Upload relevant images for the product.
(3) Add Attributes: Define product attributes and provide descriptions.
(4) Attach Documents: Add any documents related to the product.
Once the details are entered, click Add New to complete the process.
### 3.2 Add Multiple Products
To upload a list of products:
Navigate to: Getfly CRM → Sales → Products → Upload Product List.
Download the Getfly product upload template.
Fill in the product details according to the template format.
After filling out the template, drag and drop the Excel file into the upload box or click Choose File to select the file.
Click Next to complete the upload process.
### 3.3 Edit Product Information
To edit an existing product:
Go to the Product Details screen.
Click Edit to modify the product information.
Make the necessary changes and save them.
### 3.4 Delete a Product
To delete a product:
Access the Product Details screen.
Click Delete to remove the product from the system.
Deleted products will appear under the Deleted tab in the product list. You can restore a deleted product if needed.
## 4. Managing Products
To manage and view your products:
Navigate to: Sales → Products. This will display the list of all products in the system.
(1) Product Management Features: Search Box: Allows you to search for products by name.
(2) Product Status: Filter products by their status:
All products
Newly created products
Out-of-stock products
Deleted products
(3) Page Size: You can choose how many products to display per page (20, 50, 100, 200, 500, 1000).
# Quotation Management
Quotation Management in Getfly CRM Quotation management is a crucial part of the sales and customer service process. Getfly CRM provides an efficient system for managing, creating, editing, approving, and deleting quotations related to customers and products.
## 1. Benefits of Quotation Management
Track Quotation Status: Allows tracking the status of quotations created by you and your colleagues in the same department, ensuring all information is reviewed and processed correctly.
Manage Quotation Chains: Helps manage quotations related to sales contracts and orders, reducing errors in information.
Print and Send Quotations Easily: You can easily print and send quotations according to your desired template via email or directly print them.
## 2. Quotation Permissions
To create and manage quotations, users must be granted specific permissions, which include:
Access Sales: Permission to access the sales feature.
Access Quotations: Permission to view the quotations section under Sales.
Create New: Permission to create new quotations in the system.
Edit: Permission to edit existing quotations.
Delete: Permission to delete created quotations.
Approve: Permission to approve created quotations (if quotation approval workflow is enabled).
View All: Permission to view all quotations in the system.
## 3. How to Create, Edit, Delete, and Approve Quotations
### 3.1 Creating a New Quotation
To create a new quotation:
Access: Getfly CRM → Sales → Quotation → Add New.
Enter required information:
(1) Customer Information: Select the customer for whom the quotation is created.
(2) Quotation Information:
Quotation Code: If your company doesn’t require a specific code, it can be left blank, and the system will generate one automatically.
Creation Date: The system will automatically record the quotation creation date.
Responsible Person: The person creating the quotation will be automatically assigned.
Quotation Iteration: The number of times a quotation has been created for the same customer.
Quotation Description: Notes about the terms or details of the quotation.
Project: If the quotation is related to a specific project, select the project.
(3) Quotation Content: Detailed terms of the quotation.
(4) Products: Select products for the quotation, you can choose one or more products, and apply discounts to individual products.
(5) Payment Information: The total amount for the quotation, including discounts and VAT.
Save the Quotation: After entering all the necessary details, click Add New to save the quotation in the system.
### 3.2 Editing a Quotation
To edit a quotation:
Go to the quotation detail screen.
Click Edit and make any necessary changes.
Save the changes after editing.
### 3.3 Approving a Quotation
After reviewing all the quotation details:
Go to the quotation detail screen.
Click Approve to confirm the quotation and proceed with the next steps for the quotation.
### 3.4 Deleting a Quotation
To delete a quotation:
Go to the quotation detail screen.
Click Delete and confirm the deletion.
Deleted quotations will be moved to the Deleted tab, and you can restore them if needed.
## 4. Managing Quotations
To manage the quotations you’ve created and track their status:
Access: Sales → Quotation.
Quotation Management: You will see a list of all quotations, with the following information:
Quotation Name
Total Amount of the quotation
Quotation Status: Pending approval, approved, order created, deleted.
Creation Date and Responsible Person.
PDF File related to the quotation.
Search Quotations: You can search for quotations by customer name, phone number, customer email, or other fields available in the quotation.
Conclusion With Getfly CRM’s quotation management system, businesses can easily create, manage, and track quotations related to customers, saving time and improving work efficiency. The processes for approving, editing, and deleting quotations are simple, helping the sales process run smoothly and accurately.
# Contract Management
Contract Management in Getfly CRM Contract management is essential for businesses, particularly in sales, as it involves the agreement between the buyer and seller on the terms of goods or services provided, payment terms, and other specific conditions. Efficient contract management helps streamline operations, improve customer relationships, and reduce errors.
## 1. Benefits of Contract Management
A sales contract is an agreement between the buyer and seller regarding the supply of goods or services. The buyer is responsible for receiving the goods and making payments on time, as specified in the contract.
Proper contract management will help you:
Easily Track Contract Status: Helps save time and resources by tracking the status of contracts in real time.
Automate Document Processes: Streamline document processes between departments.
Efficiently Manage Quotations, Sales Contracts, and Orders: Avoid errors and discrepancies in managing contracts and orders.
Track and Remind of Contract Expiry Dates: Automated reminders ensure timely follow-up with customers regarding contract renewals.
## 2. Contract Permissions
To create and manage sales contracts in the system, you need to be granted permission for the Sales Contract feature. The permissions include:
Access Sales: Permission to access the sales feature.
Access Sales Contracts: Permission to view and manage the sales contracts section in the Sales feature.
Create New Contracts: Permission to create new sales contracts.
Edit Contracts: Permission to edit existing sales contracts.
Delete Contracts: Permission to delete created contracts.
Approve Contracts: Permission to approve sales contracts (if contract approval workflow is enabled).
View All: Permission to view all sales contracts in the system.
## 3. How to Create, Edit, Delete, and Approve Contracts
### 3.1 Creating a New Sales Contract
To create a new contract:
Access: Getfly CRM → Sell → Sale contract → Create.
Enter required details:
Contract Information: Define contract name, contract number, and contract code to maintain consistency within the company and for easy searching and filtering by other departments (such as accounting and HR).
Party Information: Your company’s information will be pre-filled as Party B, and you need to fill in the customer’s details as Party A.
Related Persons: Enter individuals entitled to a percentage share in the contract.
Products Involved: Enter the products being purchased, their quantities, discounts per product, and VAT for the total amount.
Contract Terms: Include all relevant terms and conditions.
Auto-Renewal and Alerts: Set automatic contract renewal, order creation, expiration reminders, and SMS/email notifications for contract expiry or renewal. Ensure to click VIEW DETAILS for more specific configuration options.
Save the Contract: After completing the details, click Complete to create the contract.
### 3.2 Editing a Contract
To edit a contract:
Go to the contract detail page.
Click Change to modify the contract details as required.
Save the changes after editing.
### 3.3 Approving a Contract
Once all contract information has been reviewed:
Go to the contract detail page.
Click Approve to confirm the details and move forward with the contract process.
### 3.4 Cancelling a Contract
To cancel a contract:
Go to the contract detail page.
Click Cancel to delete the contract if necessary.
## 4. Managing Sales Contracts
To manage contracts, go to the Sales section and select Sales Contracts. The screen will display the contract management page.
Search Box: You can search contracts by contract code, customer name, expiration dates (e.g., within the month or year), contract status (e.g., nearing expiration, overdue payments), contract type (new or renewal), and customer type (free or paid).
Contract Status: Pending Approval, Approved: Indicates whether the contract is awaiting approval or has been approved.
Renewed: Indicates that the contract has been renewed.
In Progress: The contract is valid and currently being executed.
Automatically Renewed (1st time): Contract auto-renewed after the first period.
Completed: The contract has been fulfilled and is no longer valid.
Cancelled: The contract has been deleted or cancelled.
Contract List: Important information in the contract list includes: Remaining Days: The number of days left until the contract expires.
Responsible Person: The person responsible for the customer, matching the account manager.
Actual Value: The amount shown once the order generated from the contract is confirmed.
Paid, Accounts Receivable: Displays whether the payment for the order generated from the contract has been made.
Conclusion Managing contracts in Getfly CRM allows businesses to track, manage, and control contracts efficiently, ensuring the smooth operation of sales processes and helping avoid mistakes or loss of contract data. The system also provides the option to automate contract reminders, renewal notifications, and sending emails/SMS to clients for contract expiry or renewal, ensuring that no contract is overlooked.
# Order Management
Order Management in Getfly CRM Order management is a crucial process for recording and managing sales transactions. It reflects the goods and services sold, and it ensures that the revenue is properly recognized for the company.
## 1. Benefits of Sales Order Management
A sales order is a document recording the sale of goods or services provided by a company. It confirms the supply of goods or services and the associated revenue recognized by the company.
Proper and professional order management will help you:
Easily Track Order Status: Monitor the status of your orders and those of your team members within the same department.
Convenient Management of Quotations, Sales Contracts, and Orders: Keep all documents and data linked, reducing the chances of errors and oversight.
Track Order Status and Customer Debt: Gain a comprehensive overview of order statuses as well as the receivables of customers.
Save Time and Avoid Errors: Quickly search and avoid misplacing orders, leading to more efficient sales management.
## 2. Sales Order Permissions
To create and manage sales orders in the system, you need specific permissions for the Sales Orders function. These permissions include:
Access Sales: Permission to access the sales feature in the system.
Access Sales Orders: Permission to view and manage sales orders in the Sales feature.
Create New Orders: Permission to create and upload sales orders.
Edit Orders: Permission to edit the details of an order.
Delete Orders: Permission to delete sales orders.
Approve Orders: Permission to approve sales orders (if the order approval workflow is enabled).
View All Orders: Permission to view all sales orders in the system.
Download Orders: Permission to download the list of sales orders.
## 3. How to Create, Edit, Delete, and Approve Orders
### 3.1 Creating a New Order from Customer Details
Go to Customer Details → Transactions → Orders → Add Sales Order.
Fill in the order details:
The system automatically pulls customer information without requiring you to search for it.
User Information: The system auto-populates the user based on the account logged in and includes other relevant details such as order code, payment method, and warehouse information (if inventory management is used).
Order Products: Select the products, enter quantity, unit price, VAT, and discount if applicable.
Add New Products: You can add new products to the sales order if needed.
Save: Click Create Order or cancel to discard the order creation.
### 3.2 Creating a New Order from the Sales Section
Access Sales → Create.
Search for the customer and input the order details such as product information, quantities, unit prices, VAT, and discounts.
Click Create to create the order.
### 3.3 Editing an Order
Click on the order detail.
Choose Edit to modify the order as required.
Save the changes.
### 3.4 Approving an Order
If an order approval workflow is enabled:
Open the order detail.
Click on the Approve button.
Review the order information. If it's correct, confirm by clicking the checkboxes and clicking Approve.
If the order contains incorrect information, you can reject the approval and tag the sales representative for corrections before proceeding with the approval.
You can also filter the list to view orders that haven't been approved yet.
### 3.5 Cancelling an Order
Click on the order detail.
Choose Cancel to remove the order.
The canceled order will appear in the Cancelled Orders tab.
### 3.6 Customizing the Display of Data Fields
To customize which data fields to display in the order management section:
Go to Sales → Settings → Customization.
Adjust the columns as per your preferences.
Note: Some fields, such as Order Code, Status, User, Order Date, and Customer, cannot be hidden.
## 4. Managing Sales Orders
After creating an order, go to the Sales section, and the system will display the list of all orders.
(1) How to Create an Order: Create each order individually or upload a bulk list of orders.
(2)Order Statuses:
Pending Approval: Orders that are awaiting approval.
Approved: Orders that have been approved.
In Progress: Orders that have been partially shipped.
Completed: Orders that have been fully processed.
Cancelled: Orders that have been cancelled due to incorrect information.
Pending Shipping: Orders that have requested shipping but haven’t been approved yet.
Paid: Orders where full payment has been received.
Returned: Orders where items have been returned.
Collected in the Period: Amount collected from the customer within a specific period.
(3) Order Filters:
Filter orders by order date, product sold, customer, shipping partner, or other custom fields created by your team.
(4) Time-based filters: You can filter orders by week, month, year, or a custom date range.
Receivables: In the order management list, you can monitor customer debt through columns like Paid and Remaining. This helps to keep track of outstanding payments and improve collection efforts.
Paid: The amount the customer has already paid.
Remaining: The amount still owed by the customer.
Conclusion Order management in Getfly CRM enables businesses to effectively track, manage, and optimize their sales processes. The system provides features for creating, editing, approving, and managing orders, with detailed tracking of customer payments and receivables. Additionally, the system allows users to filter orders, track their statuses, and customize the information displayed, ensuring that businesses can operate more efficiently and reduce errors in their order processing.
# Sales Policy
Sales Policy\
A sales policy refers to the measures and programs that a business implements to attract and engage potential customers, thereby increasing revenue and profit. These policies typically include:
Product Policy: Defines the types of products or services that the business offers.
Distribution Policy: Identifies the target customer groups the business aims to reach.
Pricing Policy: Specifies the sales prices for different types of products or services, tailored to various customer segments.
Promotional Policy: Uses discounts, promotional programs, and offers to attract customers.
Gift Policy: Provides gifts or giveaways with the purchase of a product or a group of products.
Points Accumulation Policy: Customers accumulate reward points with each purchase or service use. The points are typically based on the invoice value or the quantity of products purchased.
Developing an effective sales policy not only helps the business increase revenue but also creates customer interest and satisfaction.
Sales Policies in Getfly\
Currently, in Getfly, you can manage the following sales policies:
Pricing Policy: Set pricing rules for various products or services.
Gift Policy: Implement gift offerings with product purchases.
Points Accumulation Policy: Allows customers to accumulate points from their purchases.
For the Points Accumulation Policy, you need to purchase a separate Module for this feature.
# Pricing Policy Management
Pricing Policy Management
## 1. User Permissions
To manage pricing policies in Getfly, you must assign the appropriate permissions. Go to Permissions → select the user group → tick the following permissions under Pricing Policy:
Access
Create new
Edit
Delete
Approve
Once permissions are granted, users can create, edit, or delete pricing policies.
## 2. Create, Edit, and Activate Pricing Policies
### 2.1 Create a Pricing Policy from the Main Interface
Go to Sales Policy → Pricing Policy → click Create.
Fill in the necessary fields:
(1) Policy Name: Name the pricing policy appropriately (e.g., “Level 1 Agent Pricing Policy”).
(2) Global Discount (%): Apply a uniform discount to all products for selected customer types. If filled, detailed pricing setup in Steps 6 and 8 becomes optional.
(3) Apply to Employees: Select whether all employees or specific employees can apply this pricing policy.
(4) Apply to Customers: Apply the policy to all customers, customer groups, or specific individuals.
(5) Valid Period: Set the start and end date for the policy.
(6) Product Group: Choose specific product groups or apply to all products.
(7) Allow Override: Enable whether users can change the pricing policy on quotes or orders.
(8) Detailed Pricing Rules: For example, if a customer orders 5 or more vegetarian snacks, the price is set to 50,000 VND with a 30% discount.
After filling out all the details, click Save. To activate the policy, go into the policy detail view or activate it from the main Pricing Policy screen.
### 2.2 Create Pricing Policy via Upload
In Pricing Policy, click Upload. Download the provided template and fill in your product pricing.
Each sheet in the Excel file represents a product group.
Remove sheets for product groups not applying pricing policies.
You can only input fixed prices per quantity range (discounts cannot be applied in bulk upload).
After filling out the Excel, upload it back to the system.
Note: Uploaded policies are by default only visible to the uploader. To share, go into the policy and assign applicable users and customer groups.
## 3. Important Notes When Creating Pricing Policies
Pricing policies apply to both Quotes and Orders.
Use method 2.1 or 2.2 depending on your needs. Method 2.2 is faster but more limited.
Once applied, pricing policies cannot be edited—only deleted or deactivated.
Pricing Policy Priority Logic (when a customer qualifies for multiple policies):
Product-specific policy for the specific customer
Product-specific policy for the customer
Product-specific policy for all customers
General policy for the customer on all products
Group-based customer policy (lowest priority)
-The price policy can be applied in the quotation section. When the price policy expires, you can no longer create orders from the quotation.
-Any pricing policy that has already been applied cannot be edited. You can only delete or disable pricing policies.
# Gift Policy Management
## 1. Permissions
* To assign permissions for the gift policy, navigate to Permissions → Select the user group you wish to configure and enable the relevant permissions for the gift policy: Access, Add, Edit, Delete, and View All. Once permissions are granted, users can create, edit, or delete gift policies as needed.
## 2. Adding a New Gift Policy
To create a new gift policy, follow these steps:
* Go to Sales Policies → Select Gift Policy → Click Add New.
The following fields need to be completed:
* Policy Name: Enter the name of the gift policy.
* Effective Period: Specify the start and end dates for the policy.
* Applicable Customers: Define the customer groups eligible for this policy.
* Product Categories: Optionally, select product groups to be included.
* Description: Provide additional details about the policy, if necessary.
* Applicable Products: Define the rules for eligible products, including:
Purchased Products: Specify the product name, quantity (equal to, greater than, less than, within a range, etc.).
Promotional Products: Identify the product(s) being offered as a gift, along with their quantities and any relevant notes.
After completing these fields, click Add New to save the gift policy.
To activate the policy, navigate back to the gift policy screen and toggle the Apply button.
## 3. Notes When Creating a Gift Policy
* Gift policies can only be applied in the Sales module.
* When placing an order, if a customer qualifies for multiple gift policies, the system will follow this priority logic:
* Policies specific to this product for the individual customer.
* Price policies specific to this product for the individual customer.
* Price policies specific to this product for all customers.
* Policies for this customer across all products.
* Policies set for a specific customer group will take effect last and will be applied independently.
# Point Accumulation Policy
Note: To use the Point Accumulation Policy, you must activate the Point Accumulation Module.Note: To use the Point Accumulation Policy, you must activate the Point Accumulation Module.
## 1. Permissions
To set permissions for the Point Accumulation Policy, follow these steps:
Navigate to the Permissions section.
Select the user group you want to assign permissions to.
Check the appropriate permissions for the Point Accumulation Policy, such as Access, Add, Edit, Delete, Approve, and View All.
Once permissions are assigned, users can create, edit, or delete pricing policies.
## 2. Adding a New Point Accumulation Policy
To add a new Point Accumulation Policy:
Go to Sales Policies → Point Accumulation Policy → Add New.
Configure the following details:
(1) Name of the policy.
(2) Policy's applicable time period.
(3) Target customer groups.
(4) Description of the policy.
(5) Select one of two configurations: (5.1) Point Redemption or (5.2) Point Accumulation Setup.
(5.1) Point Redemption Setup\
(5.1.1) Choose whether to include discount value in the point calculation.
(5.1.2) Define the point conversion rate (e.g., how much 1 point is worth in monetary value).
(5.2) Point Accumulation Setup\
(5.2.1) Select a product group to apply point accumulation.
(5.2.2) Enter details for products, applicable quantities, and point conversion rates.
After completing the configuration, click Save.
Activate the policy from the Point Policies screen.
## 3. Point Accumulation Mechanism
The system records points through the following methods:
Method 1: Order-Based Accumulation\
Once an order is fully paid, the system records points based on the configured Point Accumulation Policy.
Method 2: Customer Details Update\
Navigate to Customer Details → Rewards Points to view or modify the customer's accumulated points.
Use the gear icon to adjust points, enter the necessary details and reasons, and click Update.
Method 3: Bulk Points Upload\
To upload points for multiple customers using an Excel file:
Go to Sales Policies → Point Accumulation Policy → Upload Points.
Download the sample file, fill in the details, and re-upload.
Choose between the following options:
Overwrite: Replace the customer's points with those in the uploaded file.
Add: Add the uploaded points to the existing points.
Note: Orders must be fully paid before points are awarded. Customers can redeem points during checkout.
## 4. Setting Points Expiry
### 4.1. Pre-Configuration Requirements
Activate the Reward Points Module in the Getfly CRM system.
Ensure the account performing the configuration has admin rights.
### 4.2. Configuration Steps
Navigate to Settings → CRM Configuration.
Under Customer, select the Points Expiry Settings tab.
Enable the expiration setting, enter the number of days until points expire, and click Update.
### 4.3. Operating Rules
Expiry Duration: The points expire after the specified period (e.g., 30 days).
Start Date: The expiry countdown begins from the date the order is fully paid.
Example:
Points expire after 30 days.
Order DH1234 is placed on 06/01/2025 and fully paid on 10/01/2025.
Expiry Date = 10/01/2025 + 30 days = 09/02/2025.
### 4.4. Changes to Expiry Settings
If the expiration settings are modified, the system adjusts accordingly:
Scenario 1: Shorter Expiry
Points that exceed the new duration are reset to zero.
Scenario 2: Longer Expiry
Points remain valid until the new expiry date.
### 4.5. No Prior Configuration
If no expiry was previously set, points will be recalculated based on the newly defined expiration rules, with expired points being reset.
System Logic: The system checks for expired points daily at 00:00. Changes to settings apply the next day.
# Marketing Tools
# Marketing Automation
## 1. Benefits of Marketing Automation
Marketing Automation refers to the use of software to streamline and enhance a company's marketing activities. This software automates various marketing tasks, ensuring they are executed efficiently and on schedule, allowing marketing teams to save time without compromising quality. By leveraging Marketing Automation, businesses can achieve their goals faster.
Key benefits of using Marketing Automation include:
Automated Campaigns: Automatically send bulk emails and SMS messages based on predefined conditions, effectively promoting your brand to a wide audience.
Customer Follow-up: Create follow-up campaigns to convert prospects into paying customers.
Post-Sale Customer Care: Set up automation scenarios to nurture customer relationships after a sale, encourage repeat purchases, and introduce new products.
Comprehensive Customer Care: Ensure 100% of your customers receive consistent and scheduled care.
First-Touch Automation: Establish workflows at the initial customer touchpoint, setting up processes that run indefinitely with minimal intervention.
Enhanced Customer Service: Professionalize your customer service efforts.
Increased Customer Satisfaction: Foster positive sentiment toward your brand.
Improved Conversion Rates: Speed up the sales process by nurturing prospects effectively.
## 2. Automation Permissions
To create and manage automation in the system, you must have the appropriate permissions for the Automation function:
Access: View the Automation section under the Marketing feature.
Add New: Create new automation workflows in the system.
Edit: Modify existing automation workflows.
Delete: Remove automation workflows from the system.
View All: Access all automation workflows in the system.
## 3. Guide to Creating, Editing, and Deleting Automation
### 3.1. How Automation Works
Automation operates on an IF-THEN principle:
IF Conditions: Trigger actions based on specific customer behaviors or time-based conditions.
THEN Outcomes: Execute actions or update records accordingly.
Examples of triggers and outcomes include:
Sending emails or SMS messages.
Tracking customer interactions with emails or the CRM system.
Updating customer relationships or reward points.
Creating or completing tasks.
Managing orders, quotes, and contracts.
Recognizing customer milestones like birthdays or last purchase dates.
### 3.2. Creating New Automation
To create new automation:
Go to Getfly → Marketing → Marketing Automation → Add New.
Choose to build from scratch or use existing templates.
Configure the automation on the following interface:
Workflow: Define conditions, actions, and additional rules.
Information: Add descriptions and categorize the automation.
Automation Name: Specify the name.
Save Draft: Save the workflow without activating it.
Activate: Save and activate the workflow.
Video Guide: Access tutorials for additional support.
Tips for Effective Automation:
Clearly define goals and scenarios before setup.
Train your team to understand and utilize created automations effectively.
Example: Automating the update of customer relationships after order creation:
Add a condition block for Order Creation.
Add an action block for Update Relationship.
Connect the condition output to the action input.
Configure conditions and update details for both blocks.
Name and activate the automation.
### 3.3. Editing Automation
Navigate to the automation list, select the desired workflow, and click Edit.
### 3.4. Deleting Automation
Navigate to the automation list, select the workflow to delete, and click Delete.
### 3.5. Duplicating Automation
Open the detailed view of the automation, then select Duplicate Automation.
## 4. Common Automation Scenarios
### 4.1. Customer Care for Opt-in Form Signups
Description: Automatically send a thank-you email or SMS when a customer registers via a website form or landing page.
Requirement: Integrate with Email Marketing or SMS Brandname services.
### 4.2. Appointment Reminders
Description: Notify staff and send SMS reminders to customers one hour before a scheduled meeting.
### 4.3. Post-Sale Customer Care
Description: Use the "2 SMS + 1 Call" formula:
SMS 1: Thank the customer.
SMS 2: Follow up after a specified period (e.g., to remind about repeat purchases).
Assign a task for staff to call and upsell.
Objective: Enhance customer experience, encourage repeat purchases, and maintain engagement.
### 4.4. Customer Birthday Greetings
Description: Automatically send birthday greetings via email or SMS to customers.
# Campaigns
## 1. Benefits of Campaigns
A campaign is a mini business plan designed to manage and serve customers.
Using campaigns will help you:
Accurately evaluate the effectiveness of each campaign.
Establish a collaborative process between Marketing and Sales, reducing conflicts between departments.
Automate customer care, saving time and resources during the campaign process
## 2. Campaign Permissions
Access: View the Campaign section within the Marketing feature.
Add New: Create new campaigns in the system.
Edit: Modify campaign information.
Delete: Delete a campaign.
View All: View all campaigns in the system.
## 3. How to Create, Edit, and Delete a Campaign
### 3.1. Creating a New Campaign
Access the system -> Marketing -> Campaigns -> Add New
The "Add New Campaign" screen displays the following:
Campaign Code: You can create a custom campaign code for easy filtering and searching, or if left blank, the system will automatically generate one.
Campaign Name: Set a campaign name to easily differentiate between campaigns and facilitate searching.
Waiting Time to Register a New Opportunity: The waiting time from when the customer enters the campaign until the sales staff registers to take responsibility for the customer.
Allow Duplicate Opportunities: Each customer in a campaign is defined as an opportunity. Allowing duplicate opportunities means permitting duplicate customers in the campaign. When should you allow or disallow duplicate opportunities?
Long-term Campaign: Allowing duplicate opportunities is recommended for long-term campaigns, as it runs over an extended period and helps track re-registered opportunities.
Short-term Campaign: Avoid allowing duplicate opportunities in short-term campaigns, as they run in a shorter period.
Campaign Manager: The person authorized to observe all activities of sales staff within the campaign, monitor the opportunity status, and modify campaign settings.
Sales Staff: The employees participating in the campaign. Getfly offers flexibility here: All (all user accounts created in the system), Department (choose employees by department for the campaign), Employee (select specific employees to participate in the campaign). Based on the campaign's goals, you can choose the appropriate sales staff.
Automatic Opportunity Assignment: The system automatically distributes customers to selected participants. When checked, customers entering the campaign will be automatically distributed equally among the selected users. Automatic distribution follows the user's creation order; users created earlier are assigned first. If you want participants to opt into the campaign to claim customers, do not select automatic assignment.
Hide Opportunity Information: Hide customer name, phone number, and email from all participants in the campaign, except for those authorized to view all opportunities, the opportunity owners, and the campaign manager.
Success/Failure Settings: Assign successful or failed opportunities to a new campaign. This is commonly used for processes where consecutive campaigns are applied across departments, utilizing multiple interconnected campaigns for customer care or thoroughly exploiting customer information for sales/upselling purposes.
Approach Method: The process of engaging with customers or the steps to follow in a campaign to ultimately upsell or make a sale. You can rearrange the steps or add new ones, ensuring that the target steps are always placed last.
Add Step: You can proactively add additional steps to engage with customers.
Target Customers: Select the customers to include in the campaign.
After completing the campaign setup, review the information and click "Complete."
### 3.2. Campaign Details
In the Campaign Details screen:
(1) Select Campaign: Choose the campaign you are involved in or managing.
(2) Campaign Owner: Know who is responsible for overseeing the campaign. This person has the authority to monitor sales staff activities, track opportunity statuses, and modify campaign settings.
(3) Related Participants: Know who is involved in the campaign.
(4) Opportunity Name: Quickly search for opportunity names and use the advanced search options to search by multiple criteria.
(5) Shuffle: Distribute opportunities with no assigned owner. The distribution mechanism is to equally assign them to selected users.
(6) My Opportunities: Display the opportunities that you are personally responsible for. By default, when accessing the campaign details, it will show opportunities assigned to you.
(7) All: Display all opportunities added to the campaign.
(8) Unassigned: Display opportunities with no assigned owner within the campaign.
(9) Kanban View: Choose to view the campaign in a column format.
(10) List View: Choose to display the campaign in a list format based on various statuses.
(11) Messages: View detailed logs of newly added or modified opportunities within the campaign.
(12) Campaign Settings:
Download Customers: Download a list of opportunities in the campaign as an Excel file.
Campaign Statistics: Link to KPI reports (F7).
Send Email: Send marketing emails to customers.
Lock Campaign: For short-term campaigns (e.g., a promotional campaign), once the registration period ends, you can lock the campaign to prevent further opportunity entries or restrict actions by participants.
Reset Campaign: When resetting the campaign, all opportunities are unassigned. The shuffle function can then be used to redistribute responsibility for the opportunities.
Copy Campaign: Copy all opportunities (successful or failed) from this campaign into a new one.
Edit Campaign: Modify campaign information.
Delete Campaign: Remove the campaign from the system.
(13) Add Opportunity: Create a new opportunity within the campaign.
### 3.3. Editing a Campaign
Click on the campaign details screen -> select Settings -> choose Edit Campaign.
### 3.4. Deleting a Campaign
Click on the campaign details screen -> select Settings -> choose Delete Campaign.
## 4. Managing Campaigns
Access Marketing -> Campaigns, and the screen will display a list of all campaigns in the system.
Campaign Name: Search by campaign name.
Campaign Creator: Search by the creator of the campaign.
Campaign Status: Filter by active campaigns or deleted campaigns.
Date: Search by the campaign creation date.
Sort by Latest Update: Sort campaigns by the most recent changes to the number of new opportunities.
Campaign Information: Includes the campaign name, creation date, and assigned manager.
New Opportunities Created This Month: The number of new opportunities created in that month for the campaign.
Total Customers in the Campaign: The total number of customers in the campaign since it was created.
Quick Actions: Edit/Delete campaigns.
# Opportunities
## 1. Opportunity Permissions
To create and manage opportunities in the system, you need to be granted permissions for the Opportunity function.
## 2. How to Add, Edit, and Delete Opportunities
After setting up basic information for a campaign (as described here), you can add opportunities using the available data in the system that aligns with the newly created campaign.
### 2.1. Adding an Opportunity from the Campaign Screen
In the Campaign Management screen, click on the campaign details -> Select "Add Opportunity" -> Choose the customer and create the opportunity within the campaign (for customers already existing in the system).
Opportunity Name: The system will automatically use the customer's name or you can edit it.
Probability: Evaluate the success probability of this opportunity, in percentage.
Opportunity Owner: If the employee is the one adding the customer to the campaign for management, set themselves as the opportunity owner. If you want the employee to self-register the opportunity or allow the manager to assign the opportunity, select "No owner selected." Alternatively, you can choose a specific person to be the opportunity owner.
Opportunity Status: The status of the customer when added to the campaign (based on the approach method set when creating the campaign).
-> Click "Add New" to successfully add the opportunity to the campaign.
### 2.2. Adding an Opportunity from the Customer Screen
In the Customer Management screen -> Choose the customer to create an opportunity -> Click "Create Opportunity."
Campaign: Choose the campaign name for which the opportunity is being created.
Status: Choose the status for the opportunity.
Opportunity Owner: Select the person responsible for the opportunity.
Opportunity Source: The source of the opportunity is from company data.
Note:
If automatic opportunity assignment is not set, all participants in the campaign will receive a notification when a customer is added to the campaign. If automatic assignment is set, only the opportunity owner and the manager (those with "view all" rights) will be notified.
The opportunity owner and the customer owner can be two different people.
If you need to communicate with others within the campaign, you can access the chat feature in the campaign.
Only the campaign manager, participants in the campaign, or those with the "view all" permission can view the campaign.
### 2.3. Updating Opportunity Status
To change the opportunity status within the campaign, click on the opportunity details -> Select the approach method.
Alternatively, you can quickly move the opportunity to a new status by dragging and dropping the opportunity name in the Kanban view of the campaign management page.
### 2.4. Opportunity Details
(1) Copy Opportunity: Copy the opportunity to another campaign or within the current campaign (if allowing duplicate opportunities within the campaign). The opportunity will appear in the first approach step of that campaign.
(2) Edit Opportunity: Edit the opportunity information.
(3) Delete Opportunity: Delete the opportunity information.
(4) Change Opportunity Status: Mark the opportunity as successful or failed.
Success: Update the status as successful and create an order.
Failure: Update the failure reason.
(5) Opportunity Information: View detailed information about the opportunity.
(6) Communication: View any communication related to the opportunity (communications within the opportunity will be linked to the customer’s communication details).
(7) Related Orders: Track or quickly add orders associated with the campaign.
(8) Related Tasks: Track or quickly add tasks associated with the campaign.
# Email Marketing
## 1. Benefits of Email Marketing
Email marketing is a method of using email, text messages, or other forms of communication to deliver sales, marketing, product introduction, or customer service content to recipients.
Using email marketing will help you:
Increase customer engagement and loyalty.
Boost brand awareness with customers.
Save time and demonstrate professionalism.
## 2. Email Marketing Permissions
To create and manage emails in the system, you need to be granted permissions for the Email Marketing function.
Access: View the Email section in the Marketing feature.
Add New: Add new emails to the system.
Edit: Edit existing emails.
Delete: Delete emails.
View All: View all emails in the system.
## 3. How to Create and Send Emails
### 3.1. Creating an Email Template
Navigate to the system -> Marketing -> Email Marketing -> Email Templates -> Add New.
The screen for creating a new email template displays the following fields:
(1) Title: Enter the name of the email template.
(2) Content: Enter the email content and use the variables in section (4) to personalize the email content for each customer.
(3) Video Tutorial: View a video guide (if necessary).
(4) Getfly Variables List: A list of available variables for personalizing the email (based on customer-related data stored in the system).
(5) Email Design Tools: Utilize tools to design the email layout.
After successfully creating the template, click "Add New" to save the template.
### 3.2. Sending an Email
Navigate to Marketing -> Email Marketing -> Add New to send an email.
The new email screen displays the following fields:
(1) Sender: Choose whether to send the email from a personal email address or the system email (the personal account email is the one in the account information of the user).
(2) Recipient: Select the customers to send the email to. You can filter by my customers, customer groups, campaigns, or specific customers.
(3) Email Campaign: Choose or quickly create an email campaign to easily track the total number of emails sent, the number of emails read, the number of unread emails, and the click-through rate.
(4) Email Setup: Set up the time to send the email. You can either send it immediately or schedule a specific time.
(5) Track Mail: Check if the customer has read the email by enabling email tracking.
(6) Variables List: Choose variables to personalize the email.
(7) Select Template: Choose a pre-existing email template to send.
Once all fields are filled, click "Add New" -> Send the email to the customers.
Note:
To send emails through the system, you need to integrate with an email partner/service (Instructions for integration can be found here).
Tips for Avoiding Spam:
Ensure the font displays correctly before sending.
Send a test email to company employees first and ask them to mark it as important to improve the sender's reputation.
Use the variables provided by Getfly to personalize the email content.
Avoid sensitive words like "promotion," "discount," "sale off," etc., as they are likely to be flagged as advertising.
Limit the use of large images and attachments. Instead, upload the file to Getfly and include a link in the email. This helps you track whether the customer opens the document.
Use a professional email signature that includes your and your company's contact information.
### 3.3. Editing an Email Template
Navigate to Marketing -> Email Marketing -> Email Templates -> Select the email to edit.
### 3.4. Deleting an Email Template
Navigate to Marketing -> Email Marketing -> Email Templates -> Select the email to delete.
## 4. Email Management
Navigate to Marketing -> Email Marketing. The screen displays a list of all emails in the system.
(1) Email List: A list of all emails sent from the system, including the status of whether the customer has read the email, the time they read it, and the number of clicks on links within the email.
(2) Statistics: Manage email statistics by email subject. CTR (Click-Through Rate) is the percentage of customers who clicked on a link in the email. The formula is:\
(Number of clicks on links in the email / Total number of emails sent) x 100%
(3) Email Campaigns: Manage and track emails by the campaigns you’ve sent.
(4) Email Templates: Contains available email templates in the system.
(5) Search Toolbar: Quickly search by email subject, campaign ID, or customer email (email sent or received). Advanced Search: Search by sender, subject, email addresses, campaign ID, or sending time.
(6) Total Emails: Displays statistics for emails sent this month by default.
(7) Sent: Emails sent this month.
(8) Read: Emails read this month.
(9) Filter by Email Status: Filter by all, read, unread, sent, not sent, or failed.
# SMS Marketing
## 1. Benefits of SMS Marketing
SMS marketing is a method of using text messages to deliver sales, marketing, product introduction, or customer service content to recipients.
Using SMS marketing will help you:
Increase your brand's visibility with readers through the brand name.
Achieve high open rates.
Demonstrate professionalism and build trust with customers.
Personalize messages and create templates.
Integrate with Marketing Automation tools to send SMS automatically.
## 2. SMS Marketing Permissions
To create and manage SMS on the system, you need to be granted permissions for the SMS Marketing function.
Access: View the SMS section in the Marketing feature.
Add New: Add new SMS messages to the system.
Edit: Edit existing SMS messages.
Delete: Delete SMS messages.
View All: View all SMS messages in the system.
## 3. How to Create and Send SMS
### 3.1. Creating an SMS Template
Navigate to the system -> Marketing -> SMS Marketing -> Add New.
The screen for creating a new SMS displays the following fields:
(1) Template Name: Enter the subject of the SMS.
(2) Content: Enter the content of the SMS.
(3) Variables List: Choose from the Getfly variables to personalize the SMS content (based on the customer information stored in the system).
### 3.2. Sending an SMS
Navigate to Marketing -> SMS Marketing -> Add New to send an SMS.
The new SMS screen displays the following fields:
(1) Sender Number: Select the Brandname number to send the SMS.
(2) Recipient: Choose the customers to send the SMS to. You can filter by my customers, customer groups, campaigns, or specific customers.
(3) Original SMS: Choose or quickly create an SMS campaign for easy tracking of the total number of SMS sent.
(4) SMS Setup: Set up the time to send the SMS. You can either send it immediately or schedule a specific time.
(5) Variables List: Choose variables to personalize the SMS.
(6) Select Template: Choose a pre-existing SMS template to send.
(7) Character Counter: The system will count down the remaining characters in one SMS and calculate how many messages will be sent. This helps businesses manage costs when using SMS marketing.
After filling in all the information, click "Add New" -> Confirm to send the SMS to customers.
Note:\
SMS Character Calculation
Without accents:
Message length ≤ 160: 1 SMS
160 < Message length ≤ 306: 2 SMS
306 < Message length ≤ 459: 3 SMS
With accents:
Message length ≤ 70: 1 SMS
70 < Message length ≤ 134: 2 SMS
134 < Message length ≤ 201: 3 SMS
Messages longer than 459 characters or 201 characters with accents are not supported.
### 3.3. Editing an SMS Template
Navigate to Marketing -> SMS Marketing -> Select the template -> Choose the template to edit.
### 3.4. Deleting an SMS Template
Navigate to Marketing -> SMS Marketing. The screen displays a list of all SMS messages in the system.
## 4. SMS Management
Navigate to Marketing -> SMS Marketing. The screen displays a list of all SMS messages in the system.
(1) SMS List: A management page for all SMS scheduled to be sent to customers. You can manage the details of the SMS content, sending status, and the time the SMS was sent.
(2) SMS Campaigns: Used to manage the status of SMS messages based on the campaign.
(3) Original SMS: Used to manage SMS based on their original content (including variables) and includes both successfully sent SMS and those pending to be sent. For SMS messages that have not been sent, you can edit the content or delete the message to prevent it from being sent.
(4) Search SMS: Search by SMS content, customer phone number, brand name, campaign, sending time, etc.
# Landing Page
## 1. Benefits of Landing Pages
A landing page is a compact webpage designed to introduce products, programs, events, etc.
Using a landing page will help you:
Ease of Use: Getfly has pre-set templates, allowing you to simply choose and edit the content.
Automatic Linking with Opt-in Forms: Seamlessly integrates with the opt-in form on Getfly.
## 2. Landing Page Permissions
To create and manage landing pages on the system, you need to be granted permissions for the Landing Page feature.
Access: View the landing page section in the Marketing feature.
Add New: Add a new landing page to the system.
Delete: Delete a landing page.
View All: View all landing pages in the system.
## 3. How to Create, Edit, and Delete a Landing Page
### 3.1. Create a New Landing Page
Navigate to the Getfly system -> Marketing -> Landing Pages -> Add New.
The screen for creating a new landing page includes the following fields:
(1) Landing Page Name: Enter the title of the landing page. This title will appear in the link when customers click on the landing page.
(2) Landing Page Layout: Choose the landing page form format (Desktop/Tablet/Mobile).
(3) Settings:
URL: After entering the title, the system will automatically generate a URL. You can modify the URL to remove "getflycrm" (contact Getfly for support).
Cover Image: Upload the cover image for the landing page.
Description: Provide a description of the landing page—what is it used for? Where will it be used?
Keywords: Add keywords here so that when customers search for these keywords on Google, the landing page will be prioritized in the search results.
Header Embed Code: Copy the embed code from the opt-in form created and place it in the header of the landing page.
Body Embed Code: Copy the embed code from the opt-in form created and place it in the body of the landing page you're creating.
Footer Embed Code: Copy the embed code from the opt-in form created and place it in the footer of the landing page.
Usage Guide: You can refer to the accompanying guide. The goal of Remarketing is to continuously build an image in the customer’s mind, stimulate purchase needs, and drive them back to the website to complete conversion actions.
(4) Save the Landing Page
(5) Landing Page Design Tools: Use the tools provided to design the landing page.
### 3.2. Edit a Landing Page
Click on the landing page list screen -> Select the landing page to edit.
### 3.3. Delete a Landing Page
Click on the landing page list screen -> Select the landing page to delete.
## 4. Landing Page Management
Navigate to Marketing -> Landing Page. The screen will display a list of all landing pages in the system.
(1) Search: You can search by name, creator, or landing page status (Active/Deleted).
(2) System Display: Shows the landing page name, preview, link copy, creation time, creator, and landing page ID.
(3) Edit/Delete/Copy: Options to manage landing pages.
(4) Landing Page Status (Enable/Disable): This option allows you to display the marketing link within the C3S feedback system. When your customers or affiliates use this C3S page, they can introduce new customers, and the referral source will be tracked in the system.
# Optin Form
## 1. Benefits of Optin Form
An optin form is a tool designed to automatically collect customer information from online channels. Getfly's form can be used on websites, landing pages, and more.
Using the Optin form will help you:
Simplify Form Embedding: Easily embed forms on your website or landing page.
Automatic Data Entry: Customer information is automatically entered into the system.
Automatic Tracking of Referral Sources: Records the source of customer sign-ups.
User-Friendly: No need for coding knowledge to use it.
## 2. Optin Form Permissions
To create and manage Optin forms on the system, you need to be granted permissions for the Optin form feature.
## 3. How to Create, Edit, and Delete an Optin Form
### 3.1. Create a New Optin Form
Navigate to the system -> Marketing -> Optin Form -> Add New.
The screen for creating a new optin form includes the following sections:
(1) **Optin Form Title**: Name the form.
(2) **Description**: Specify where this optin form is used, the campaign it's associated with, the time frame for usage, etc.
(3) **Required Information**: Choose which information to collect from customers.
Check the fields to be included in the form.
Select mandatory fields, which customers must fill in to successfully submit the form.
Data Fields: Displays the fields required to collect customer information. Additional fields can be added in the data definition section (Here).
Placeholder: Provides a sample of the information customers should enter.
(4) **Settings**:
Campaign Setup: When customers successfully submit the form, their information will be linked to a campaign.
Include details such as the opportunity that will be created, its status, who created it, and who is responsible for it.
Google reCaptcha: Use Google reCaptcha for validation before form submission.
Google reCaptcha Setup Guide.
Post-Submission Message: Set up a message or redirect customers to another page after they submit the form.
Note: Only one option (message or redirect) can be applied.
Time-Sensitive Forms: Set the form to be available for a limited period (for forms with a registration deadline).
If there’s no deadline, this step can be skipped.
(5) **Embed Code**: Design the form according to your needs.
Align the Optin Form: Left, Right, Center, or Horizontal.
Customize text color, font, and button styles.
Show/Hide Labels.
Preview: View a sample of the form design.
(6) **Advanced Settings**: Configure sources and track affiliate customer referrals (optional).
Affiliate Tracking: To track the person who referred a customer, you must embed the form using the provided JS code (iframe is not supported).
Assign Employee: Choose an employee (user account) to automatically generate a referral link with their unique ID. When customers use the link, the system will track the referring employee.
Assign Customer: Similar to assigning an employee, but the customer generates the referral link.
Note: This setting is optional.
Once all information is filled out, click Complete to create the Optin Form. The system will generate an embed code. Copy the code and paste it on the website or landing page where you want to display the form (ensure to modify the website’s code as necessary).
### 3.2. Edit an Optin Form
Click on the Optin form list screen -> Select the Optin form to edit.
### 3.3. Delete an Optin Form
Click on the Optin form list screen -> Select the Optin form to delete.
## 4. Optin Form Management
Navigate to Marketing -> Optin Form. The screen will display a list of all optin forms in the system.
(1) Search: You can search by Optin form name.
(2) Optin Form Status: Active/Deleted.
(3) Optin Form Information: Includes the form name, description, creation time, creator, preview form, copy link containing the form, Enable/Disable option.
(4) Disable Form: If you don’t need or want to use the form temporarily, you can disable it. When disabled, the form will no longer be visible on the page it’s embedded in.
Optin Form Effectiveness Statistics:
Access: Total number of customers who have accessed the form.
Today: Number of opportunities that customers have registered for today.
Total: Total number of successful form registrations.
(5) Result Display: Choose how results should be displayed on the page.
# Task Management
# Project Management
A project is a folder containing various sub-tasks. You can create projects for departments or for managing major tasks for yourself to make it easier to manage and track progress.
Examples: Business department plan, Marketing department plan, Employee schedules, etc.
## 1. Project Permissions
To create and manage projects on the system, you need to be granted permissions for the Task Management feature.
## 2. Creating a Project
Navigate to the system -> Work -> Projects -> Create New Project.
The screen for creating a new project includes the following fields:
Project Name and Code: Enter the project’s name and code.
Project Timeline: Define the start and end dates for the project.
Project Description: Specify the tasks involved in the project.
Project Owner: The person responsible for executing and overseeing the project. This person can edit, delete, add people to the project, and lock the project.
Project Participants: People who can view and add individuals to the project, receive notifications about tasks in this project, and add related tasks.
Attached Documents: Upload any documents related to the project.
Once you have completed all the information, double-check it and click Create New.
## 3. Organizing Projects
To organize projects, you need to create folders to classify projects by department, project type, project status, etc.
For example:
Folder: Sales Department containing projects like Market Research, Customer Appointment Scheduling, etc.
Navigate to Work -> Projects -> Create New Folder.
You can organize projects by dragging and dropping them into the appropriate folders.
The Dashboard Interface will display folders and projects in an organized list.
## 4. Editing a Project
Click on the details of a project -> Select Project Info -> Click the three dots -> Choose Edit Project.
Note:\
The Project Owner has the right to delete, edit, and lock the project.
## 5. Deleting a Project
Click on the details of a project -> Select Project Info -> Click the three dots -> Choose Delete Project.
Note:\
The Project Owner has the right to delete, edit, and lock the project.\
If the project is deleted, all task data related to the project will be lost.
## 6. Managing Projects
The Dashboard Interface will display the following information:
(1) Project List: Projects are organized by folder.
(2) Search Projects: Search by project name.
(3) Sort Projects: Sort projects by various criteria.
(4) Create New Project: Click to create a new project.
The Project Detail Screen will display:
Project Information: Includes project name, description, owner, participants, timeline, and attached documents.
Task List: Displays all tasks in the project as a list.
Kanban View: Displays all tasks in the project in a Kanban format.
Calendar View: Displays all tasks in the project on a calendar.
# Task Management
## 1. Benefits of Task Management
Task management on Getfly helps you:
Increase work efficiency: Getfly CRM enables businesses to manage tasks in a more structured and efficient way, saving time and effort while focusing on critical tasks.
Minimize errors: Getfly CRM helps businesses track and control tasks closely, reducing errors and ensuring the quality of work.
Enhance collaboration: Getfly CRM makes it easier for employees to collaborate effectively, allowing businesses to achieve common goals quickly and easily.
Improve customer service: Getfly CRM helps businesses manage and track customer information efficiently, enabling them to provide better customer service and meet customer needs.
## 2. Permissions
To create and manage tasks on the system, you need to be granted permissions for Task Management.
View tasks: Access and view the task list.
Add new tasks: Create new tasks in the system.
Edit tasks: Modify task details.
Delete tasks: Remove tasks from the system.
View all tasks: Access all tasks in the system.
## 3. Creating, Editing, and Deleting Tasks
### 3.1. Create a New Task
Navigate to the system -> Work -> Add New Task.
The screen for adding a new task displays the following fields:
Task Name: Enter the task name.
Timeline: Set the start and end date and time.
Task Information: Include the project the task belongs to, task type (varies by company setup), task code, and color.
Task Content: Describe the task in detail.
Assigned Person: Specify the person responsible for executing the task.
Participants: Include those involved or assisting with the task.
Related Customers: If the task relates to customers, you can search for related customer information.
Attachments: Add any related documents.
Once all the information is entered, click Add New to create the task.
### 3.2. Viewing Task Details
On the task detail screen, you can leave comments, provide feedback, attach files, tag team members, and check-in locations for that task.
### 3.3. Editing a Task
Click on the task detail screen -> Select Edit.
You can also quickly edit task details by clicking on the information fields like task name, timeline, task content, and assigned person.
Note: The following accounts can edit tasks:
Task assigner
The superior of the assignee (in the same or different department, the highest level)
The superior of the task assigner
### 3.4. Canceling a Task
Click on the task detail screen -> Select Cancel.
Canceling a task changes its status to "Canceled". The task will no longer be shown in the task list, but can be restored. Use this option when you wish to temporarily stop or abandon the task.
Note: The following accounts can cancel tasks:
Task creator
The superior of the assignee
Users with permission to view all tasks
The superior of the task assigner
### 3.5. Deleting a Task
Click on the task detail screen -> Click the three dots -> Select Delete Task.
Deleting a task permanently removes it from the system, and the task cannot be restored. Use this option when you want to completely remove the task from the system.
Note: The following accounts can delete tasks:
Task creator
The superior of the task assignee
Users with permission to view all tasks
## 4. Task Management
### 4.1. Managing Task Timeline
A task timeline is a schedule that organizes tasks based on time. The timeline helps you track task progress, ensure timely completion, and avoid risks.
Navigate to Work -> Timeline to view the task list in a timeline format.
The timeline screen includes:
Search Task Name: Search for tasks by name.
Filter: Search using other conditions.
All/My Tasks: View tasks either assigned to you or all tasks you're involved with.
Task Timeline: Tasks are organized by deadlines—Today, Overdue, Upcoming.
Report: View task KPI statistics.
### 4.2. Managing Tasks in Kanban View
Navigate to Work -> Projects -> Kanban to view tasks organized by their status. You can also update the status by dragging and dropping tasks.
The system displays three default statuses: Newly Assigned, In Progress, Completed. You can add custom statuses as needed.
### 4.3. Managing Tasks in Calendar View
Navigate to Work -> Projects -> Calendar to view tasks in a calendar format, helping you organize and track tasks by date.
## 5. Task Statistics
### 5.1. Task Statistics Permissions
To view task statistics on the system, you need to be granted permissions for Task KPI Statistics.
### 5.2. Statistics by Task Status
(1) Tasks: Statistics on all tasks you’ve executed in the month, including canceled tasks.
(2) Total Tasks (h): Statistics on all completed tasks in the month, including total hours spent. You can click the number to download and view detailed task completion times.
(3) Rating: The number of stars given to the task. The system records the most recent rating from task participants.
(4) Average Rating: The average rating of tasks after completion. This is calculated as the total stars divided by the number of completed tasks.
(5) Late Completion: Tasks completed after their due date.
(6) Delayed Tasks: Tasks that are behind schedule based on their end date.
(7) In Progress: Tasks that are currently being worked on.
(8) Pending Confirmation: Tasks awaiting completion confirmation.
(9) Canceled: Tasks that have been canceled.
### 5.3. Statistics by Task Volume
This table shows the number of tasks completed by employees during the month.
DK (Expected Tasks): Tasks assigned to employees for the month.
HT (Completed Tasks): Tasks completed from the expected tasks.
The average task completion rate per employee is calculated as:\
Total Tasks / Number of Employees (excluding canceled tasks).
# Workflow Template
## 1. Benefits of Template Workflows
In Getfly CRM, template workflows are pre-defined sets of frequently repeated tasks that help users save time when setting up work processes.
Using template workflows provides several advantages:
* **Save time and reduce costs:** Businesses can use pre-built templates instead of creating new workflows from scratch. This helps minimize the effort and resources required to establish standardized processes.
* **Enhance efficiency and productivity:** Workflows ensure tasks are executed in a consistent and structured manner, increasing both operational efficiency and overall productivity.
* **Minimize errors:** By following standardized steps, businesses can reduce the risk of errors during task execution—helping maintain quality and reduce potential risks.
* **Improve team collaboration:** Templates facilitate better coordination between departments, ensuring that projects are delivered on time and within budget.
* **Simplify management:** Template workflows streamline the management of business operations, making it easier to track progress and optimize resources.
## 2. How to Add, Edit, or Delete a Template Workflow
### 2.1. Add a New Template Workflow
You can create a new template in two ways:
**Method 1: From an Existing Task**
**Step 1:** Click into the task details of an existing job you want to convert into a template.
\
**Step 2:** Select **More Options** → **Create Template Workflow**.
The system will open the **Create Template Workflow** screen.
**Step 3:** Fill in the template details:
* Workflow name
* Category
* Description
* Workflow image
* Sharing settings
* Content review
**Step 4:** Click **Save** to complete template creation.
**Method 2: From the Template Workflow Screen**
**Step 1:** Go to the **Template Workflow** screen → Choose the category where you want to add the new template → Click **Create Workflow**.
**Step 2:** Fill in the workflow details:
* Workflow name
* Description
* Workflow image
* Sharing settings
* Task details: task name, content, assignee, participants, related customer, start and end time. You can also add or remove subtasks. Additionally, bulk assign assignees, participants, or related customers.
**Step 3:** Click **Save** to finish creating the template.
Note:
If a task includes attachments or related customer info, these will automatically be carried over to the template.
It's recommended to outline the process beforehand to avoid missing steps.
You can also add new subtasks (and assign roles within them) while creating the template.
If the required category doesn't exist, you can create one using the Add Category feature.
### 2.2. Edit a Template Workflow
**Step 1:** Click on **Template Workflow** → The system displays the list of existing templates → Select **Edit** to modify the workflow.
You can:
* Change parent-child categories or rename them.
* Update task details: assignee, participants, related customers, start and end times.
* Add or delete subtasks.
* Assign users individually per task or apply bulk selection for related fields (assignee, participants, customers).
### 2.3. Delete a Template Workflow
**Step 1:** Click on **Template Workflow** → The system displays the list of templates → Select **Delete** to remove the desired template.
You can delete:
* Entire categories.
* Individual workflows within a category.
## 3. Managing Template Workflows
**Step 1:** Click on the **Tasks icon (F9)** → Select **Template Workflow**.
The screen will show two panels:
* **Workflow Templates**
* **Add New Task from Template**
**Step 2:** Choose a template you want to use.
**Step 3:** Adjust relevant information as needed:
* Content
* Assignee
* Participants
* Related customers
* Start and end date
* Add or remove subtasks
**Step 4:** Select a project and click **Complete**.
The system will generate a new task based on the selected template.
Note:
If the new task includes customer information or file attachments, you’ll need to add these manually within each task after generation.
***
# Key Performance Indicator
# Overview of KPI
## 1. Benefits of Using KPIs
KPIs (Key Performance Indicators) are performance measurement metrics that provide a quantifiable way to assess work efficiency. They are used to measure and evaluate the effectiveness of work based on figures, ratios, and quantitative indicators, reflecting the operational effectiveness of organizations or functional departments within a company or individual businesses. Each department in the company has different KPIs to objectively assess the performance of each department and individual.
Using KPIs will help you:
Easily control employee performance.
Assist management in determining fair compensation and incentives based on results, motivating employees to perform better.
Help employees understand the overall goals of their work, prioritize important tasks, and work towards achieving them.
Create a competitive yet professional environment within the team, motivating employees to work autonomously and efficiently.
Provide clear, transparent, and fair performance evaluations, enhancing work performance assessment accuracy.
## 2. Permissions
To create and manage KPIs on the system, you need to have specific permissions for the KPI function:
Access: Can view KPI data.
Add New: Can create new KPI entries.
Edit: Can modify existing KPIs.
Delete: Can remove KPI entries.
Approve: Has the authority to approve and finalize KPIs.
View All: Can view all KPIs in the system.
## 3. Types of KPI Indicators
There are three types of KPI indicators in Getfly: Predefined Data KPIs, Manually Input Data KPIs and Formula-Based KPIs
Predefined Data KPIs: Indicators automatically measured by the system.
Manually Input Data KPIs: Indicators not automatically measured by the system, requiring manual input.
Formula-Based KPIs: Indicators that need formulas based on statistical data from predefined KPIs.
Below are the KPI indicators that the system can automatically measure:
1\. Number of Orders
2\. Number of Product Types Sold
3\. Sales Amount
4\. Total Revenue
5\. Revenue
6\. Revenue After Discount
7\. Total Revenue
8\. Profit
9\. Paid Amount
10\. Customers Who Made Purchases (Excluding Casual Buyers)
11\. New Customers + Account Managers
12\. New Customers Created
13\. Engaged Customers
14\. Outbound Calls to Customers
15\. Percentage (%) of Engaged Customers / Customers Managed
16\. Percentage (%) of Buyers / Customers Managed
17\. Number of Tardiness
18\. Total Absence
19\. Number of 5-Star Tasks
20\. Number of 4-Star Tasks
21\. Number of 3-Star Tasks
22\. Number of Successfully Sent Emails
23\. Number of Successfully Sent SMS
24\. Created Warranty Ticket
25\. Completed Warranty Tickets
26\. Revenue by Product
27\. Revenue by Product
28\. Number of Products Sold
29\. Number of Opportunities Created in the Period
30\. Revenue by Product Group
31\. Sales by Product Group
32\. Product Group Revenue
33\. Total Opportunities in the Campaign
34\. Total Tickets
35\. Average Rating of Ticket
36\. Number of Opportunities Called
37\. Revenue Based on Receipt
38\. Customers per Order
39\. Number of Calls
40\. Number of Tasks
41\. Total Paid Amount
42\. Outstanding Amount
43 Total Workload
44\. Total Completed Workload
45\. Revenue and Divided Revenue
46\. Total Task Completion Time
47\. Number of Completed Tasks
# Assigning KPI Targets
## 1. Setting Up and Assigning KPI Targets
To set up and assign KPI targets, go to the KPI section -> select List -> click Add KPI.
**Step 1: Choose the KPI Target**
KPI Name: Assign a name for the KPI record (e.g., KPI for the Customer Service Department, KPI for the Sales Department, etc.).
Applicable Position: Select the list of employees in the positions where the KPI targets will be applied.
KPI Targets:
Select Default KPI Template: Shows default templates from the system and any templates created by you.
Add KPI: Create a custom KPI according to your needs.
**Step 2: Set Values**
(1) Repetition Period: Choose whether to repeat the KPI every month or select specific months for application.
(2) List of Employees: Select the employees who will be assigned this KPI.
(3) KPI Conditions: Set conditions that can apply to each month for KPI targets.
(4) Activate Status: Enable to activate the KPI target.
**Step 3: Testing**\
Testing helps assess how well the new KPI targets measure and evaluate employee performance and productivity. This step allows you to compare the KPI achievement before and after the new targets are applied, evaluating the reasonableness and effectiveness of the set targets.
(1) Select the Data Timeframe for Testing.
(2) Collect Data from the KPIs applied to employees.
(3) KPI Percentage Chart: View KPI progress in a visual format.
(4) KPI Targets List: Review the targets applied to employees.
**Step 4: Finalization**
(1) KPI Target Results (%):
Formula: The percentage is calculated as the average of results related to the specific KPI targets of employees assigned the targets.
(2) Results by Day, Month for Each Employee.
(3) Comparison Chart: Compare the KPI results of individual employees. This chart provides a visual overview to identify employees with the highest KPI performance.
(4) Employee KPI Target List: View in either employee format or KPI target format.
Once all the necessary information is entered, click Complete Setup to finalize the process.
## 2. Updating KPI Results
For manually entered KPIs (those not automatically tracked by the system), you must update the actual results achieved by employees. To update these results, follow these 4 steps:
**Step 1: Select KPI**\
In the KPI list, click on the assigned KPI record.
**Step 2: Choose Employee**\
Select the employee whose KPI needs adjustment, then click See details.
**Step 3: Update Actual Results**\
For manually entered KPIs, click the Pencil Icon to edit and update the results.
**Step 4: Save the Results**\
Once done, click to save the updated data.
## 3. Finalizing KPI
To finalize the KPI, you must either be the creator of the KPI record or have permissions to view all KPIs and approve them.
The KPI record will be automatically finalized for all employees assigned targets at the end of the last day of the month. After the closing date, if you wish to finalize or recalculate KPIs for an employee, you can manually click Finalize KPI or select individual employees and click Finalize KPI.
## 4. KPI Reports
In the detailed KPI record view:
(1) **Action Section:**
Edit: Modify previously set KPIs.
Recalculate KPI: Recalculate the entire record if the information is incorrect.
Download: Download the viewed KPI record.
(2) **View Finalized Data:**
Off: View current data that is still being processed.
On: View finalized data. If the record is not finalized (including both manual and automatic finalization), the data will appear blank.
(3) **Employee KPI List**
(4) **KPI Percentage Chart**
(5) **KPI Target List**: View in either employee format or KPI target format.
## 5. Important Notes
For system-tracked default KPIs, the data will be updated every 30 minutes.
The KPI assignment will be automatically finalized at the end of the last day of the month for all employees assigned targets. After the assignment period ends, you can either finalize the KPIs for all employees or go into individual employee records to manually finalize them.
# KPI G Version
## 1. Benefits of KPI G Version
The new KPI module in Getfly CRM 6.0 offers a range of benefits for users, including:
* Enables each employee and department to clearly understand their goals and roles in contributing to the overall objectives of the business.
* Allows managers to easily monitor and evaluate individual and departmental performance, thereby making informed decisions on rewards, training, or performance improvements.
* Each individual is assigned a clearly defined KPI set, ensuring transparency in performance evaluation and providing a roadmap for career progression to the next level.
* The implementation of KPI frameworks based on levels and job titles makes it easier for the company to manage and adjust KPIs according to real-world needs, and to remain agile when adapting to business strategy changes.
## 2. KPI Permission Setup
To grant permission for users to assign KPI targets in Getfly CRM, navigate to Settings -> select Permissions -> choose the permission group to be updated -> check the KPI-related permissions.
**Note:** Default accounts can only view their individual KPI records.
## 3. Creating a New KPI
### 3.1. Create New Job Title
To create a new job title, go to Settings → System Configuration → KPI Configuration → select Job Title Configuration → click Add New.
The "Add New" screen will display as follows:
**(1) Job Title Name:** For example, Customer Service Staff, Sales Staff, etc.
**(2) Level Setup:**
No: Job titles without levels, showing only a single job title.
Yes: Job titles with levels, where each job title can have up to 10 levels (e.g., Customer Service Staff level 1, level 2, level 3...).
After creating the job title, assign it to the relevant user accounts. Go to Settings → User Management → select Edit Account → update the Job Title and Level.
Job titles are used for creating KPI records. Multiple accounts can be assigned to the same job title.
### 3.2. Create a New KPI Record
To create a new KPI, go to KPI → select KPI G Version → click Add New.
**Step 1: Choose KPI Targets**
**(1) KPI Name:** Assign a name for the KPI record (e.g., KPI for Customer Service Department, KPI for Sales Department, etc.).
**(2) Job Title Name:**\
Select previously configured job titles. This will display the users assigned to the selected job title.
**(3) KPI Target Setup:**
Select Default KPI Template: Display default templates from the system and any templates you've created.
Add KPI Target: Create custom KPI targets according to your needs.
**Step 2: Set Values**
**(1) Application:**
Apply values to all months: Automatically generate KPI records for the remaining months of the year (not for past months).
Assign specific values to selected months: Generate KPI records only for selected months (not for past months).
Select Year: Choose the year for application.
**(2) Set Targets for Each User:**\
Set specific targets for each level and user for the selected months.
**Step 3: Testing**
Choose the timeframe for retrieving data for testing the figures.
**Step 4: Finalization**
Once the testing is completed and the data aligns, click Complete Setup to finalize the KPI.
### 3.3. KPI Record Details
To view KPI record details, go to KPI → select KPI G Version → click the KPI record name to view details. The KPI record detail screen will display as follows:
**(1) Action Area in KPI Record Detail:**
Edit: Modify previously set targets.
Recalculate KPI: Recalculate the entire record if any information is incorrect.
Download: Download the viewed KPI record.
**(2) Current Status:**
On: Activate the KPI record.
Off: Deactivate the KPI record.
**(3) View Finalized Data:**
Off: Displays the current data in the running KPI record.
On: Displays finalized data. If the record is not finalized (both manually and automatically), it will appear blank.
**(4) Employee KPI List:**\
View detailed KPIs of individual employees by clicking View Details.
The record will include specific KPI targets for employees, along with the KPI history and actions like:
* Edit KPI
* Finalize KPI
* Update actual values for manually entered targets.
### 3.4. KPI Record Management
For Manager Accounts:\
Go to KPI → KPI G Version, the screen will show all KPI records in the system, with the newest records listed at the top. The default display shows records that are currently active.
For Employee Accounts:\
Go to Account Avatar → Personal KPI G Version, the screen will show the details of the personal KPI record.
The system displays the list of KPI targets assigned to you. Additionally, there is a View Next Level button, which allows you to check the KPI targets for the next level to help plan your goals and objectives more effectively.
## 4. Key Features of KPI G Version
Allows setup by job title, with each job title having a common set of targets. Job titles can have multiple levels, with each level having different target workloads, which reduces the number of KPI records to set up in the system.
Allows customization of targets for each person based on their level.
In Personal KPIs, you can preview the target information for the next level, which helps in planning and achieving future goals.
Each individual can only have one KPI record at a time, avoiding overlap in KPI assignments.
# Reporting
# Customer Report
## 1. What is a Customer KPI?
Customer KPI is an automated report that aggregates and reports customer data from the business’s system for a specified time period.
It helps the business get a comprehensive view of customer growth over a specific time range, including:
Tracking the growth rate of the customer base.
Statistics on the number of customers by relationship type.
Conversion rates of customers.
Customer performance metrics.
## 2. Customer KPI Permission Setup
To view the Customer KPI report in the system, you need to be granted permission to access Customer KPI Statistics.
View My Statistics: View the KPIs for the customers you are responsible for.
View All: View the KPIs for all customers in the system.
## 3. Customer Overview
### 3.1. Customer Growth Chart
This feature allows users to track the growth of the customer base over time, with detailed and visualized data through graphs and specific figures.
### 3.2. Customer Relationship Chart
This chart helps users visualize the distribution of customers by their relationship types, enabling the business to easily understand the customer structure and develop appropriate strategies to attract and retain customers effectively.
## 4. Conversion Rate
The Conversion Rate Table is a tool to track and measure the effectiveness of each stage in the customer journey, from when a potential customer visits the website or interacts with the brand, to when they make a purchase and generate revenue.
The Conversion Rate Table includes the following information:
**(1) New Customers**
Statistics on the number of new customers created during the period, with details by source and time of creation.
**(2) Interactive**
Total interactions with customers during the period, including:
Emails: Number of emails read by customers.
SMS: Number of SMS messages successfully sent to customers.
Calls: Number of successful calls made to customers (customers answered the call, and call duration).
Tasks: Tasks related to customers (displayed by start and end time).
Conversations: Exchanges by employees with customers.
**(3) Activities**
Statistics on all activities performed in the month, including tasks with or without customers, broken down by project or task type.
**(4) Orders**
Statistics on total orders made by customers during the period, including:
Orders: Orders placed during the period.
Contracts: Contracts completed during the period.
Warehouse Exits: Warehouse dispatch slips for orders placed during the month.
Warehouse Entries: Warehouse receipts for orders placed during the month.
Order-to-Customer Ratio: The average number of orders per customer.
Purchase Frequency: Number of customers who made one purchase vs. customers who made more than one purchase (two or more orders).
**(5) Revenue**
Total revenue from orders related to customers during the period, including detailed revenue by source and time of creation. Based on this table, you can evaluate which customer sources generate the highest revenue and which are the most effective.
## 5. Customer Profile
* **By Source:** A chart displaying the number and percentage of customers by source.
* **Revenue by Source:** A chart showing revenue and percentage of revenue by customer source.
* **By Industry:** A chart displaying the number and percentage of customers by industry.
* **Revenue by Industry:** A chart showing revenue and percentage of revenue by industry.
* **By Customer Group**: A chart displaying the number and percentage of customers by customer group.
* **Revenue by Customer Group:** A chart showing revenue and percentage of revenue by customer group.
* **By Campaign:** A chart displaying the number and percentage of customers by campaign.
* **By Province:** A chart showing the top 10 provinces with the most customers. Other provinces will be grouped under "Other," and customers with no province information will be grouped under "Unknown."
* **By Gender:** A chart displaying the number and percentage of customers by gender.
* **By Age Group:** A chart displaying the number of customers categorized by age group, based on their birthdate information.
* **Top 5 Customer Referrals:** A chart displaying the top 5 customers who have referred the most customers.
* **Customer Creation and Purchase Comparison:** A comparison of the number of new customers created and the number of customers who have made purchases, broken down by employee and time period.
* **Note:** These charts display the total value of a specific metric from the beginning of the selected period up to the chosen time point.
For example, if you filter for the previous month, the chart will display customer data from the system’s implementation start date to the end of the previous month.
## 6. Customer Lifecycle
The Customer Lifecycle measures the average time a customer spends from first interacting with the business (creating a customer profile in Getfly) to completing the desired action (such as making a purchase or transitioning to a specific status).
Statistics by Customer Source or Relationship Type: Choose to filter data based on customer source or relationship type.
Observation Time: The minimum observation period is 4 days and the maximum is 12 weeks.
Start Time: The system automatically calculates the start time based on the selected observation period (days or weeks).
Results: Metrics include order creation or customer relationship transition.
## 7. Customer Journey Statistics
The Customer Journey is a model that describes the stages customers go through when interacting with the business, from the first awareness of the brand to becoming a customer. The journey is often divided into stages, each with its own characteristics and goals.
Filter Customer Journey Statistics by Relationship or Department: Choose to filter statistics by relationship type or department.
Filter by Time Period (Days or Weeks): The range can be from 4 days to 12 weeks.
Start Time: The system will calculate the start time based on your chosen observation period.
Note: Department-based statistics will show the customers managed by that department on the selected day.
# Employee Report
## 1. What is an Employee KPI?
The Employee KPI report is an automatically generated summary of the activities that an individual has performed within the system during a specified period of time.
* It provides business owners with a comprehensive overview of the tasks completed by each employee.
* Employees can also view a summary of their own tasks, revenue, and sales performance without spending excessive time compiling reports.
* The system automatically updates KPI reports based on user activities, ensuring transparent and accurate evaluations.
## 2. Employee KPI Permissions
To view employee KPIs in the system, appropriate access rights must be granted.
* Access: Allows users to view their own KPI statistics.
* View All: Allows users to view KPI statistics for all employees within the system.
## 3. Employee Overview
If KPIs are configured for employees, the system will display the KPI data under the Overview section. For instance, the example below displays the KPIs for May 2023
(1) KPI Dashboard by Month: Displays the total percentage of KPIs achieved by the employee for each month in 2023.
Clicking on any KPI column will reveal detailed figures.
(2) KPI Breakdown: Shows detailed percentages for each KPI target assigned to the employee.
Further below, the system provides a breakdown of performance against each KPI criterion. Each section includes three metrics: Target, Actual, and Average.
## 4. Conversion Rate
The Conversion Rate table reflects the employee’s performance in moving leads through the sales funnel—from new customer acquisition to final purchase.
The table is divided into five steps:\
**Step 1:** New Customers\
Displays the number of new customers assigned to the employee during the month.
**Step 2:** Interaction\
Summarizes all interactions between the employee and customers for the month, including:
Email: Number of emails opened by customers.
SMS: Number of successfully delivered messages.
Calls: Successful outbound calls where the customer answered and call duration was recorded.
Tasks: Includes both customer-linked and independent tasks within the selected date range. Tasks are reported based on start and end dates.
Example: A task starting on Oct 20, 2023 and ending on Dec 20, 2023 will appear in both October and December reports, but not in November.
Clicking on the task count displays the task name, execution time, related customer, and relationship.
Notes: Includes interaction notes recorded in the customer profile.
**Step 3:** Activities\
Summarizes all tasks performed by the employee during the month, grouped by project or task type.
**Step 4:** Orders\
Provides a summary of all orders processed by the employee during the month.
Orders: Based on the "Order Date" field.
Example: An order created on Dec 20 with an order date of Nov 20 will appear in November’s report.
Contracts: Contracts created by the employee during the month.
Stock Out: Based on the "Stock Out Date" recorded on the dispatch note.
Stock In: Based on the "Stock In Date" on the receipt note.
Note: Stock in/out data is only available if the Getfly Inventory module is in use.
Additional metrics:
Order-to-Customer Ratio: Indicates how many orders each customer places on average.
Purchase Frequency: Distinguishes between one-time and repeat buyers (2+ orders).
Contract Types:
Renewal: Contracts marked as renewals. Useful for service-based businesses that require customers to renew after an initial term.
Expired Contracts: Based on the contract’s effective date, showing how many expired during the reporting month.\
**Step 5:** Revenue\
Shows total revenue from orders, categorized by lead source.
Clicking on revenue numbers will display more details or allow for exporting the conversion rate table.
## 5. Task Report
Displays task performance within a selected time range.
Example: The report below shows data for July 2025.
Task types include:
Planned: Tasks scheduled prior to july 1, 2025 for execution in the month.
Actual: Tasks actually executed during the month.
Breakdown includes task status such as: New, Completed, In Progress, and Overdue (with days overdue specified).
Customer Care Report: Lists customers under the employee's responsibility and their last contact time, grouped into ranges (0–7 days, 7–14 days, … 30–90 days).
## 6. Customer Lifecycle
(1) Filter by: Customer Source or Relationship Type\
(2) Then select a specific Source or Relationship\
(3) Monitoring period: Ranges from 4 days to 12 weeks\
(4) Start date auto-fills based on your selected period\
(5) Result: Select a specific status to monitor, e.g., “Closed” status
Click Search to generate the report.
Example: Viewing how many days it takes for a new lead to convert to a closed customer.
Note: Clicking on a number reveals the list of customers for that day.
## 7. Customer Journey Report
This section tracks the number of customers in each relationship status.
(1) Filter by responsible employee
(2) Choose observation period (4 days to 12 weeks)
(3) The system calculates the start date accordingly
(4) Displays customer count per relationship type over time
(5) Shows daily revenue generated
Note: The report reflects customers handled by the selected employee on each specific date.
## 8. Sales Revenue Report
Displays sales revenue per customer associated with the employee within a specified customer creation period.
Designed to give sales representatives a clear picture of revenue generated from customers they have onboarded.
Filters include:
(1) Employee selection
(2) Relationship type (optional)
(3) Customer creation date (required)
(4) Reporting period (must be within 6 months)
(5) Purchase status with 4 options:
All: Includes all customers (purchased, not yet purchased, processing)
Not Purchased: Created within period but no orders
Processing: Orders exist but not yet approved
Purchased: Approved orders only; supports filtering by number of purchases
# Department KPI Report
## 1. What is a Department KPI?
A Department KPI is an automated report that compiles and summarizes data generated by a specific department within the organization over a defined period.
* The Department KPI is used to track the performance results of a department within the business
* This report is typically accessible to department heads, who are authorized to aggregate and review the performance data of all team members under their management.
## 2. Department KPI Access Permissions
To view the Department KPI report on the system, you must be granted permission to access the "Department KPI Statistics" feature:
* Access: Allows viewing only your department’s KPI data.
* View All: Grants access to view KPI data of all departments within the system.
## 3. Department Overview
### 3.1. Revenue Trend Chart
The Monthly Revenue Trend Chart displays daily revenue fluctuations, allowing you to compare sales, total revenue, and actual collections within the month. Hover over the chart to see detailed figures.
### 3.2. Sales Comparison
This chart compares the sales figures of employees within the department.
### 3.3. Conversion Rate Table
The Conversion Rate Table reflects the rate at which new leads are converted into paying customers generating revenue.
The table includes 5 stages:
**Step 1:** New Customers
Shows the number of newly created customers during the month.
Total number of customers assigned to department staff.
Breaks down by lead source category. Clicking on the figure shows a detailed list of customers.
**Step 2:** Activities
Summarizes customer interactions during the month:
Email: Number of emails opened by customers.
Messages: Number of successfully sent messages.
Calls: Outbound calls successfully connected and logged with duration.
Tasks: Includes both customer-linked and unrelated tasks within the selected period, based on start and end times.\
(Example: A task starting on 20/10/2023 and ending on 20/12/2023 will appear in the October and December reports, but not in November.)
Internal Notes: Recorded staff notes in customer profiles.
**Step 3:** Activities
Total tasks completed during the month.
Details by project or task type.
**Step 4:** Order Summary
Orders: Includes orders with order dates falling within the selected month.\
(E.g., If an order is created on 20/12 with an "Order Date" of 20/11, it will be shown in November's report.)
Contracts: Contracts created during the month.
Stock Out: Based on warehouse issue date (requires Inventory module).
Stock In: Based on warehouse receipt date (requires Inventory module).
Additional metrics:
Orders per Customer: Average number of orders per customer.
Purchase Frequency: Number of customers with a single purchase vs. repeat customers (2 or more orders).
Contract-related Stats:
Renewals: Number of renewed contracts (for subscription/service-based businesses).
Expired Contracts: Based on contract effective dates.
**Step 5:** Revenue
Total revenue generated from all confirmed orders during the month.
Breakdown by customer source category.\
Use this to identify which lead source generates the most revenue and has the best ROI.
You can click on figures for details or download the table for reporting.
## 4. Summary Report
The Summary Report compares performance between employees in the department:
* Assigned Customers: Total customers assigned to each employee (not time-filtered).
* Newly Found: Customers created by the employee (even if assigned to someone else).\
(This figure varies based on the selected time range.)
Tasks related to customers, Emails opened, SMS sent successfully, Successful outbound calls, Orders placed, Contracts created, and Order revenue are all calculated based on the selected time range.
**Order Detail Table:** Lists all orders created in the department during the month. Downloadable for reporting.
**Products Sold During the Period:** Summary of products sold by the department, also available for export.
## 5. Customer Lifecycle
The Customer Lifecycle feature calculates the average time taken to convert a newly created lead into a specific status (e.g., "Closed").
Use this metric to assess and monitor employee performance and provide timely support where needed.
Observation Period: Select from 4 days to 12 weeks.
Start Date: Automatically set based on the selected duration up to the current date.
Target Status: Choose the status to track (e.g., “Closed”).
Click Search to view results.
Example: Viewing data for all departments over an 8-day observation period ending 21/7/2025.
On 14/7, another customer was created and converted by Day 5.
On 15/7, another customer was created and converted on the same day.
Click on figures to see related customer details.
## 6. Customer Journey Statistics
This report tracks the number of customers in each relationship stage over a time range:
(1) Duration: Select from 4 days to 12 weeks.
(2) Start Date: Set automatically based on the current date and selected duration.
(3) Click Search to display:
(4) Relationship stages and customer counts per day.
(5) Daily revenue.
## 7. Sales Performance Report
This report displays customer-level sales performance by department and creation time, showing when each customer was added, whether they’ve made purchases, and how often.
(1) Filter by department
(2) Filter by customer relationship (optional)
(3) Customer creation date (required)
(4) Statistical period: Define the date range (max: 6 months)
(5) Purchase status (4 options):
All: Includes all customers regardless of purchase status.
Not Purchased: Customers without orders during the selected time.
In Progress: Customers with orders pending approval.
Purchased: Customers with approved orders (with optional filter by number of purchases).
# Product Report
## 1. What is a Product KPI?
The Product KPI report provides detailed statistics on the performance of individual products and product groups being sold by the business. It offers insights into sales volume, revenue, conversion rates, return rates, and more. This enables businesses to evaluate the effectiveness of each product and make strategic decisions to optimize profitability.
## 2. Product KPI Permission Settings
To view Product KPI reports in the system, you must be granted the appropriate permission for the Product KPI Statistics function.
Access: View statistics of product KPIs from orders you personally handled. (Department heads can view sales statistics of their subordinates by default.)
View All: View all product KPI statistics across the system.
## 3. Product KPI Overview
Filter options include:
(1) Select specific products
(2) Select product groups
(3) Filter by lead sources
(4) Select Department
(5) Select the reporting period: by month, quarter, year, or a custom date range
### 3.1. Sales Volume and Revenue
Sales Volume: Total value of products sold in the selected period.\
Formula: Sales Volume = Quantity × Unit Price
Revenue: Total amount collected in the selected period.\
Formula: Revenue = (Sales Volume – Discount) + VAT\
(Based on the discounts and VAT configured on each order.)
### 3.2. Top 5 Products by Revenue Chart
This chart displays the top 5 products generating the highest revenue in the selected month, along with their exact values and their contribution to the total revenue. All other products fall under the “Others” category.
This insight allows businesses to identify the top-performing products and services and make strategic adjustments to maximize sales effectiveness.
### 3.3. Revenue Fluctuation Charts
These charts show how revenue has changed compared to the previous period, helping businesses identify trends and make data-driven decisions.
(1) Top 3 Industries: Revenue change compared to the previous period for the three industries with the highest revenue this period.
(2) Top 3 Products: Revenue change compared to the previous period for the top three best-selling products.
(3) Top 3 Locations: Revenue change compared to the previous period for the three provinces/cities generating the most revenue.
### 3.4. Product Sales Table (Current Period)
This table details the number of units sold for each product in the reporting period:
(1) Product Group: Based on groups set when the product was added.
(2) Product Name
(3) Unit of Measure: If left blank, the product doesn’t have a unit set.
(4) Quantity Sold
(5) Gift Quantity: Number of units given away as part of a promotional policy (recorded with a unit price of 0 VND).
(6) Discount: Total discount applied to this product.
(7) Sales Volume: Quantity × Unit Price
(8) Revenue: (Sales Volume – Discount) + VAT
(9) Proportion (%): Revenue contribution of each product relative to the total.
(10) Profit: Total profit earned after deducting costs.\
Formula:\
Profit = (Quantity × Selling Price) – Product Discount – Order Discount + Installation Cost (if any) – (Quantity × Cost Price)
For accurate profit tracking, it is recommended to use Getfly's Inventory module.
You can also click on each product to view detailed information or download the sales list for reporting purposes.
### 3.5. Returned Products Table (Current Period)
This table lists products returned by customers during the selected period, with details including:
Product Code
Product Name
Quantity Returned
Return Value
Order Code
Import/Export Receipt Code
Common reasons include: product defects, contract violations, wrong item/model/color delivered, etc.
To track returned products, the Inventory module must be used to perform “Product Return Import” operations.
# Campaign Report
## 1. What is a Campaign KPI?
Campaign KPIs are detailed reports that provide statistics on all activities within a marketing campaign during a specific period. These reports offer insights into the performance of each campaign, helping businesses assess success levels and make informed adjustments to optimize marketing effectiveness.
## 2. Campaign KPI Permissions
To access campaign KPI reports in the system, you must be granted permission to use the Campaign KPI Statistics feature.
Access: View KPI statistics of campaigns where you are either the campaign manager or a participant.
View All: View KPI statistics for all campaigns across the system.
## 3. Campaign KPI Overview
Campaign Filter: Select a specific campaign you want to report on.
Time Period: Choose a time range—weekly, monthly, yearly, or a custom period.
## 4. Campaign Staff Statistics
Displays a breakdown of staff participating in the campaign and their performance, based on engagement with opportunities and customer interactions.
## 5. Campaign Customer Statistics
(1) Number of Opportunities Over Time\
A line chart visualizing the growth in the number of customer opportunities generated during the campaign period.
(2) Opportunity Owners
A bar chart comparing the number of opportunities handled by each team member during the campaign.\
Includes a detailed breakdown of opportunities by Engagement Method—you can click on customer numbers under each method to view more details.
(3) Opportunity Status Overview
This chart provides a comprehensive snapshot of the current state of all opportunities in the campaign, including:
In progress
Won
Lost
Each status shows the number and percentage of opportunities, along with the corresponding customer list, owners, and related tasks.
(4) Orders Generated
A table listing all orders created from opportunities within the campaign, including:
Opportunity details
Order code
Order value
Order status
Purchase date
(5) Failure Reasons
A chart summarizing reasons why opportunities were lost during the campaign, such as:
Competitive offers
High pricing
Poor customer follow-up
Lack of interest
Product/service mismatch
Inaccessible contact
Inability to address customer objections
Missed appointment schedules
(6) Industry Breakdown
A chart categorizing failed opportunities by business industry, helping identify which sectors underperformed during the campaign.
# Task Report
## 1. What is a Task KPI?
Task KPIs are reports that provide detailed statistics and evaluations of the performance and outcomes of employees' tasks within departments.
* **Work Status Count**: Tasks categorized by status—completed, in progress, delayed, canceled, etc.
* **Work Evaluation Ratings**: The number of tasks rated with 1 to 5 stars, along with the average rating.
* **Workload Statistics**: Reports on the distribution of workload among employees.
## 2. Task KPI Permissions
To access **Task KPI** reports in the system, users must be granted appropriate permissions for the **Task KPI Statistics** feature.
* **Access**: View the task statistics related to your own performance.
* **View All**: View all task KPI statistics across the system.
* **Department Heads**: Can view the Task KPIs of employees in their department by default.
## 3. Task KPI Overview
#### (1) Filter Selection
Select the department or project you want to analyze.
#### (2) Time Period Selection
Choose a time range: monthly, quarterly, yearly, or a custom range.
#### (3) Employee Task Statistics
Displays a table of task performance across different employees and departments.
## 4. Task Status Statistics
#### (1) **Task Count**
Shows the total number of tasks handled by employees within the selected month, including canceled tasks.
#### (2) **Total Work Hours (h)**
Displays the total hours of tasks confirmed as completed during the month. The system rounds the figure, but users can click to view detailed times and download data.
#### (3) **Rating**
Tasks are rated using a 1–5 star system. By default, completed tasks are rated 2 stars. Any task participant can rate a task, and the system records the most recent rating.
#### (4) **Average Rating**
Average rating of completed tasks.\
**Formula**: Average Rating = Total Stars Rated / Total Completed Tasks
#### (5) **Late Completion**
Number of tasks completed after their scheduled end time.
#### (6) **Delayed Tasks**
Tasks that are currently overdue based on their scheduled end time.
#### (7) **In Progress**
Tasks that are currently being worked on.
#### (8) **Awaiting Confirmation**
Tasks that are pending confirmation of completion.
#### (9) **Canceled**
Number of tasks that have been canceled.
## 5. Workload Statistics
This table summarizes the number of tasks assigned and completed by each employee during the month.
* **DK (Planned Work)**: Tasks assigned to the employee during the selected time period.
* **HT (Completed Work)**: Tasks marked as completed from the assigned list.
#### Average Task Completion Rate
**Formula**: Total number of tasks completed by employees (excluding canceled tasks) / Number of employees
# Optin Form Report
## 1. What is KPI Optin Form?
KPI Optin Form is a report that tracks the number of sign-ups for the registration form (Optin Form) you created within a specific time frame. It helps you assess the effectiveness of your Optin forms, including:
* Number of customer visits: How many people visited the webpage or landing page containing your Optin form.
* Conversion rate: The percentage of visitors who filled out the Optin form.
* Number of customer registrations: The total number of people who filled out the Optin form.
* Number of customers who made a purchase: The number of customers who registered via the Optin form and then made a purchase.
* Detailed list of sources: Identifying the sources that attracted customers to your Optin form, such as social media, email marketing, paid ads, etc.
* List of registration form pages: Identifying the specific locations on your website or landing page where customers filled out the Optin form.
## 2. Permissions for KPI Optinform
To view KPI Optinform on the system, you must be granted access to the KPI Optinform statistics feature.
Access: View the KPI statistics for the Optin forms you created.
View all: View the KPI statistics for all Optin forms across the system.
Department heads can view the KPI Optinform of their subordinates by default.
## 3. Overview of KPI Optin Form
Select filter conditions to view statistics by the desired Optin form.
Select time frame to view statistics by week, month, year, or other custom time frames.
## 4. Optinform Reports
### 4.1. Opportunity Growth Chart
This chart shows the trend of the number of customers (KHC) registering for the top 4 forms with the highest sign-ups in the month. Data is summarized by week and calculates the total number of customers registered by the end of the month.
### 4.2. Chart of Registered Customers vs. Total Views of the Optin Form
This chart shows the conversion rate of the Optin form, including:
* Number of customers who viewed the Optinform: The total number of customers who visited the link containing the Optin form.
* Number of registered customers: The total number of customers who filled out the Optin form.
* Number of customers who made a purchase: The number of customers who filled out the Optin form and then made a purchase.
* Total purchase value: The total revenue generated from orders placed by customers who registered and made purchases.
### 4.3. Quantity Chart
By source: Statistics on the source of customers who made purchases. If no source is categorized, it will display customers with no source.
By form: Statistics on the number of opportunities registered in different forms and the registration rate for those forms. You can hover over each form to view detailed numbers and percentage rates of registrations.
UTM Source and UTM Campaign:
UTM Source: The website address from which the traffic is directed to your Optin form page. For example: utm\_source=facebook means the link placed on Facebook, and users on Facebook click the link and are directed to the website containing the Optin form.
UTM Campaign: The name of the campaign being run with this URL. This helps you distinguish the effectiveness of different campaigns when running multiple marketing campaigns at the same time.
The UTM Source and UTM Campaign charts will show you which source contains the Optin form link and which of your marketing campaigns is most effective, has the most customer registrations, and the percentage share of each.
### 4.4. Registered Customer List
A detailed list of opportunities that have registered for the form, including:
(1) Form name: The name of the form the customer registered for.
(2) Opportunity: The customer’s name and the primary contact person for the opportunity.
(3) Creator: The person who created the Optin form.
(4) Referrer: The person who referred the customer (employee or other customer).
(5) Customer information: The name of the customer/company and the relationship status: the relationship the customer currently holds.
(6) Campaign: The campaign this opportunity is currently part of.
(7) Opportunity status: The current status of this opportunity.
(8) Creation time: The time the customer registered for the form.
(9) Source: The source where the customer came from.
(10) Source details: The direct link to the customer source.
(11) UTM: The URL being tracked.
(12) UTM Source: The address of the website/source directing customers to the Optin form.
(13) UTM Campaign: The name of the campaign being run.
(14) UTM Medium: The medium that led customers to the Optin form page (e.g., a post, KOLs’ page, paid CPC ads, email, social, referral).
(15) UTM Content: The name of the content used to attract clicks from users. This helps identify which topics generate the most clicks.
(16) UTM Term: Mainly used in AdWords or search ads. Here, you will declare the keyword to analyze which keywords drive the most successful conversions.
### 4.5. Registration Form Page Statistics
A detailed list of registration form pages, including:
* Form name: The name of the registration form.
* Number of registrations: The total number of completed registrations.
* Registration page link: The direct link to the registration form page.
This list provides an overview of the performance of each registration form page, helping you identify which pages have the most registrations and optimize them for better performance. You can also directly access these pages to check registration activities and information.
# Affiliate Report
## 1. What is the Affiliate KPI?
The Affiliate KPI is a summary report that compiles and tracks the number of customers (leads) referred by existing customers and employees over a specified period.
For businesses operating with multi-level sales models, collaborators, partners, agencies, or clients referring new customers, the Affiliate feature enables businesses to accurately track who referred whom.
Based on this data, businesses can review monthly/quarterly/yearly referral numbers and values, identify top referrers, and implement appropriate reward or appreciation programs.
This is also an effective marketing strategy. Leads from affiliate sources tend to have a higher conversion rate due to the credibility and trust between the referrer and the referred party.2. Affiliate KPI Permissions\
To view Affiliate KPI reports on the system, you must be granted access to Reports → Affiliate Statistics.
## 2. Affiliate KPI Permissions
To view Affiliate KPI reports on the system, you must be granted access to Reports → Affiliate Statistics.
Access: View statistics for leads under your responsibility.
View All: View statistics across the entire system.
Managers: By default, managers can view referral statistics of their subordinates.
## 3. Affiliate Report Overview
(1) Filter Conditions: Filter by customer group, specific customer, or responsible employee.
(2) Time Filter: Filter by this month, this quarter, this year, or a custom time range.
### 3.1. Number of Referred Customers
Example:
If in July there are 3 total customers.
### 3.2. Total Referred Customers and Customers Who Made Purchases
This section shows how many customers were referred compared to the total number of newly created customers that month.
Example:
Referred Customers: 3/9 → 3 out of 9 new customers were referred.
Customers Who Made Purchases: 1/3 → 1 out of those 3 referred customers made purchases.
Total Purchase Value: 5,000,000 VND from those 3 customers.
### 3.3. Report on Customers Referring Other Customers
This table displays all customers who referred others, including how many they referred, how many of those made purchases, and the total revenue generated.
(1) Level 1 Referrals: Total customers directly referred by the original customer.
(2) Level 2 Referrals: Customers referred by Level 1 customers.
(3) Level 1 + 2: Total of Level 1 and Level 2 referrals.
(4) All Levels: Total customers referred across all levels (1, 2, 3, 4, etc.).
Number of Referring Customers: How many customers were referred.
Total Purchases: Number of purchases made by those referred.
Revenue: Total value of purchases made by the referred customers.
### 3.4. Report on Employees Referring Customers
This table tracks the number of customers referred by company employees, categorized by department, including whether those referrals led to actual sales.
(1) Level 1 Referrals: Customers directly referred by the employee.
(2) Level 2 Referrals: Customers referred by the Level 1 referred customers.
(3) Level 1 + 2: Combined total of Level 1 and 2 referrals.
(4) All Levels: Total referred customers across all levels.
Number of Referring Customers: Number of customers referred by the employee.
Total Purchases: Number of purchases made by referred customers.
Revenue: Total value of purchases from referred customers.
# Telesales Report
## 1. What is a Telesales Report?
The Telesales Report is a detailed statistical report on customer care activities via telephone (Telesales) over a specific period. This report provides businesses with information such as the number of calls made, success rate, number of potential customers, number of orders generated, etc. It helps evaluate the effectiveness of telesales activities and identify areas for improvement.
## 2. Telesales Report Permissions
To view the telesales report in the system, users must be granted permission for the KPI Report -> Telesales Report function.
Access: View your own telesales reports.
View All: View telesales reports of all employees in the system. Department managers can, by default, view the telesales reports of their subordinates.
## 3. Telesales Report Overview
Navigate to **Reports -> Telesales Report**. The screen will display the following information:
(1) Report By: Filter reports based on the person in charge of the customer or opportunity.
(2) Person in Charge: Select employees, departments, or all to view telesales reports for all employees (if reporting by opportunity owner, related campaign selection will be shown).
(3) Customer Source: Choose the customer source to generate the report.
(4) Customer Group: Choose the customer group to generate the report.
(5) Customer/Opportunity Creation Time: Specify the time when customers were created in the system or added to a campaign.
(6) Call Time: Specify the time of phone calls made to customers.
(7) Order Creation Time: Specify the time when customer orders were created. Only includes orders that are active and in the following statuses: pending approval, approved, in delivery, or completed.
(8) Appointment Time: Specify the time when tasks were scheduled with customers. Tasks must be active and not deleted or canceled.
(9) Detailed telesales report table.
## 4. Telesales Report Details
The detailed telesales report table includes the following information:
(1) Person in Charge: List of individuals responsible for customers/opportunities.
(2) Customers: Total number of customers/opportunities managed by that person.
Unassigned: Total number of customers/opportunities with no assigned owner.
(3) Telesales: The system automatically counts outgoing calls from the employee’s extension to customer phone numbers, from the reporting time to the current time.
Calls Made: Total number of customers/opportunities called (whether answered or not).
Successful Calls: Total number of customers/opportunities where the customer answered (call duration recorded).
Missed Calls: Total number of customers where the call was missed.
No Calls Made: Total number of customers not yet called.
(4) Appointments: Number of tasks (type: Appointment) created for customers (can be created by the responsible person or someone else), counted from the time of the call to the present.
Scheduled: Customers with appointments created.
Completed: Appointments that were completed.
No Appointments: Customers with no appointment tasks created.
(5) Orders:
Orders: Number of orders created for customers (by the person in charge or others), counted from the time of the call to the present.
Order Value: Total value of the orders placed by the customers.
Amount Collected: Total amount collected from customers.
Outstanding Debt: Total remaining debt from customers.
No Orders: Customers who have not placed any orders.
# Document Management
## 1. Benefits of Document Management
Getfly CRM not only helps you manage your customers but also supports storing both customer-related and unrelated files. The Document Management feature allows you to upload, store, and share documents (common file formats such as docx, xlsx, pptx, pdf, jpg, png, etc.) directly within the CRM system for easy organization and access.
The maximum storage limit for My Documents is 100MB, while other document sections currently have no storage limit.
## 2. Document Permissions
To create and manage documents in the system, you must be granted permission for the Document function.
Access: Allows access to the file management feature to view documents.
Create: Allows the creation of new folders and the upload of files in the document section.
Edit: Allows updates and edits to folders/files.
Delete: Allows deletion of folders/files.
For the Shared Documents section, you must also be granted additional permissions to perform actions on the specific folders/files.
## 3. Types of Documents in the System
My Documents: Only visible to you.
Shared Documents: Documents you share with others and those shared with you.
Public Documents: Accessible to all users of the system.
Bookmarked: Documents you've marked as important for quick access.
## 4. How to Add Documents
To access the Documents section, after logging in, click on your personal Avatar ⇒ select Documents.
To create a new folder in My Documents:
Click My Documents ⇒ Add New ⇒ Add My Category, then enter the folder name.
Once a folder is created:
Click on the folder name to upload files into it.
This process is similar for Shared Documents and Public Documents.
In Shared Documents, when creating a new folder, you can choose which departments or staff members to share the documents with. You can also assign specific access rights (view, edit, delete) for the shared users.
For important folders or ones you need to revisit often, you can bookmark them by clicking the star icon next to the folder name. These will appear in the Bookmarked Documents section.
# Advanced Features
# Call Center
## 1. Benefits of Using the Call Center
Getfly CRM integrates calling features and syncs call data directly on the system interface. This enables staff to handle calls right within the CRM, allowing businesses to provide customer service anytime, anywhere.
* Quick Call Handling: Staff can receive incoming calls and create or update customer information directly within the CRM interface, saving time and improving efficiency.
* Professional Customer Care: Caller identification allows staff to deliver more personalized and professional service.
* Call Recording & Staff Evaluation: The system records all calls, enabling managers to review and assess telesales performance.
* Detailed Reporting: The system provides comprehensive reports on call volume, success rates, generated revenue, etc., helping managers evaluate telesales effectiveness and adjust strategies accordingly.
## 2. Permissions
To grant access to Call Center features in Getfly CRM, go to Settings → Permissions → Select the Role → Enable Call Center permissions:
Access: Allows access to the Call Center module.
Create: Allows making outbound calls.
Edit: Allows adding notes to calls.
Delete: Allows deleting call records.
Approve: Allows rating calls.
View All: Allows viewing all call logs in the system.
Download Call Center: Allows downloading call data.
## 3. Integrating with Call Center Providers
To integrate a call center provider into Getfly CRM, go to Settings → Integrations → Call Center Integration:
Select your call center provider.
Click Configure.
Enter the required integration information.
Click Save Configuration.
For detailed integration steps, refer to the full guide \[here].
## 4. Assigning Extensions to Users
To assign an extension number to a user:
Go to Settings → User Management.
Click Edit next to the user.
Enter the Extension Number and Extension Password (if required by the provider).
Click Update.
## 5. Making & Receiving Calls in Getfly CRM
### 5.1. Calling via Quick-View
Search for the customer’s phone number → Click the Quick View → Select the contact number → Click Call Now.
### 5.2. Calling from Customer Detail
Search for the customer → Open the customer’s detail page → Select the contact number → Click Call Now.
### 5.3. Receiving Incoming Calls
When a call is received from the integrated call center:
A popup appears on the screen of authorized staff, displaying:
Customer phone number
Customer name (if already saved in CRM)
Answer button to accept the call
Decline button to reject the call
If the incoming number is unknown (not yet saved in CRM), you can still answer the call and create a new customer record afterward.
## 6. Call History
All inbound and outbound calls via the connected call center are automatically recorded and stored.
To view call history:
Open the customer’s detail page.
Go to the Trade tab → Select Calls.
Each call record displays:
Date and time
Call direction (inbound or outbound)
Extension used
Call duration
Call status (successful, missed, etc.)
Option to listen to the recording
Note: Recording storage duration depends on the service plan with your call center provider.
Permission Note: Users with “Call Center Access” can only view call logs from their own extension. Users with “View All Call Center” permission can access logs from all extensions.
## 7. Call Center Reports
### 7.1. Call Center Reports
To access Call Center reports: go to CSKH → Call Center
You can filter by:
* Staff
* Call ratings (1 to 5 stars)
* Call status (completed, missed)
* Customer owner
* Customer name or phone number
* Time (by day, week, month, year)
* Advanced search by call duration
* Call Status Types:
All Calls
Inbound: Customer called and staff answered.
Outbound: Staff called and customer answered.
Unknown Number: Customer not saved in CRM.
Missed Inbound: Customer called but no staff answered, or caller hung up before pickup.
Missed Outbound: Staff called but customer didn’t answer or hung up early.
Permissions Reminder: Viewing call data depends on user permissions. Only those with “View All Call Center” rights can view all staff call logs.
### 7.2. KPI Report by Staff
To access individual staff performance reports, go to Reports → Staff → Conversion Rate tab.
In the Interaction section, the Call metric displays successful outbound calls made by the staff member.
### 7.3. Telesales Report
To view telesales performance, go to Reports → Telesales Report.
You can monitor conversion rates per employee—based on customer or opportunity ownership within a campaign—including:
Total customers or opportunities managed
Number of untouched or successfully contacted customers
Conversion rate to appointment
Conversion rate from appointment to order
Click on any data point to view detailed breakdowns.
# Warehouse Module
## 1. Benefits of Using the Warehouse Module
The Warehouse module helps business owners manage stock imports, exports, and inventory directly within the CRM system.
* Business owners can quickly view reports on warehouse activities through the warehouse management section, with real-time updates on stock movements.
* It allows for the establishment of strict warehouse approval processes to minimize the risk of stock loss.
* It also makes it easier for sales teams to check stock levels without needing to ask the accounting department.
## 2. User Permissions
To assign permissions for using the warehouse functionality in Getfly CRM, follow these steps:
Go to Settings → select Permissions.
Choose the user group to modify.
Enable the relevant permissions related to the Warehouse module.
# Creating and Managing Warehouses
## 1. Create, Edit, and Delete a Warehouse
### 1.1. Create a New Warehouse
To create a new warehouse, go to Inventory module → select Warehouse → click Add new.
The "Add New Warehouse" screen includes the following fields:
(1) Warehouse Name: The name of the warehouse you want to create.
(2) Warehouse Code: A code used when uploading purchase or sales orders to identify the source/destination warehouse.
(3) Warehouse Address: Used to identify the physical location of the warehouse.
(4) Warehouse Phone Number (optional).
(5) Warehouse Manager: Assign the person responsible for this warehouse. This user will be authorized to finalize import, export, and inventory check processes.
(6) Related Users: Assign users who can access this warehouse and check inventory levels.
After filling in the required information, click Add new to create the warehouse.
### 1.2. Edit a Warehouse
To edit an existing warehouse:\
Go to Inventory → Warehouse, select the warehouse you want to update from the list, and click Edit.
### 1.3. Delete a Warehouse
To delete a warehouse:\
Go to Inventory → Warehouse, select the warehouse you wish to delete.
Note:
Before deleting, ensure all stock in the warehouse is transferred to another warehouse.
Deleted warehouses will be moved to the Deleted section and can be restored if needed.
## 2. Configure Warehouse Workflows
### 2.1. Enable/Disable Warehouse Approval Workflow
To use warehouse approval workflows in Getfly CRM, you must first enable the global approval setting.
Go to Settings → System Configuration → CRM Settings → Approval Workflow → enable Use warehouse approval workflow.
Enable: Allows creation of export slips even if stock is insufficient (pending approval).
Disable: Disallows creation of export slips when stock is unavailable.
### 2.2. Configure Import, Export, and Inventory Check Workflows
Once the warehouse workflow is enabled, you can set up detailed workflows for each warehouse.
Go to Inventory → Warehouse → Edit Warehouse → Workflow Setup.
Define the following:
(1) Who can request stock import: Choose users allowed to create import slips.
(2) Who finalizes the import process: The assigned warehouse manager is the default approver, but you can specify additional users to finalize the process in their absence.
(3) Additional approvers: If selected, the additional approver must approve first, followed by the final approver to complete the workflow.
You can set up similar workflows for stock exports and inventory audits.
Click Add new to save the workflow.
## 3. Warehouse Management
Access the warehouse list by navigating to Inventory → Warehouse. The list displays all warehouses in the system.
Available options include:
(1) Search: By warehouse code or warehouse name.
(2) Warehouse Status: Active / Deleted.
(3) Warehouse List: Displays warehouse names, assigned managers, and addresses.
# Warehouse Operations: Import, Export, and Transfer
## 1. Importing Inventory
### 1.1. Import Beginning Inventory via Stock Check
To import the initial inventory, you can perform a stock check.
Go to the Warehouse module → select Stock Check → click Add New.
(1) Warehouse Name: Select the warehouse to perform the stock check.
(2) Stock Check Date: Select the date of the stock check.
(3) Upload Stock Check Report: Upload the stock check report from an Excel file.
(4) Product List: The list of products in the warehouse and the stock quantity.\
Note:
If the actual stock quantity is more or less than the system data, adjust the data in the "Good" column to reflect the actual stock.
If the stock data is equal to the system's record, simply enter the data in the "Good" column as the quantity in the warehouse.
Once completed, click to create the stock check report.
After approval by the designated person, click to finish the stock check process.
If the stock in the stock check report exceeds the system data, select to enter the additional stock quantity.
If the stock in the stock check report is less than the system data, select to deduct the difference.
### 1.2. Import Inventory via Purchase Orders
To import products based on purchase orders:
Go to the Warehouse module → select Import Inventory → click Add New → choose Import via Purchase Order.
(1) Order: Select the purchase order number to create the import report. (Only purchase orders that are not fully imported or without import reports will appear).
(2) Warehouse: Select the warehouse to import the goods.
(3) Import Date: Select the date of the inventory import.
(4) Supplier Information: Provide contact name, phone number, etc.
(5) Product Information: After selecting the order, the products and their quantities for import will appear.
Click to complete the import report.
### 1.3. Import Inventory by Product
To import products individually:
Go to the Warehouse module → select Import Inventory → click Add New → choose Import via Product.
(1) Import Date: Select the date of the inventory import.
(2) Warehouse: Choose the warehouse to import the goods.
(3) Reason for Import: Choose the reason for the import, either "Standard" or "Increase Inventory".
(4) Product Information: Select the product for import (product name, quantity, purchase price).
Click to complete the import report.
### 1.4. Warehouse Import Process
The detailed import report screen will display the approval process for the warehouse. The person responsible for approving the import will approve it, adding the inventory to the warehouse.
# Inventory Report and Stock Movement Report
## 1. **Inventory Report**
The Inventory Report provides statistical data on the quantity of products available in each warehouse. It helps track both Actual Stock and Available Stock:
* **Actual Stock**: The physical quantity of products currently stored in the warehouse.
* **Available Stock** = Actual Stock + Pending Stock Receipts − Pending Stock Exports ± Pending Stock Transfers.
How to access:
Go to the **Warehouse** module → select **Inventory Report**. The system screen will display as follows:
* **Select Warehouse for Reporting**: You can select multiple warehouses (limited to the warehouses where you are assigned).
* **Search Filter**: Filter by product name, product code, product category, or group.
* **Product List**: Displays stock levels per product in each selected warehouse.
**Note**: If there's a difference between the actual stock and available stock of a product, it may indicate that some stock receipts, exports, or transfers are still pending approval. Click the **“i”** icon next to the quantity to view detailed pending transactions.
## 2. Warehouse Card
The Warehouse Card gives a detailed report of the opening stock, stock received, stock exported, and closing stock of each product per warehouse.
How to access:\
Go to the Warehouse module → select Warehouse Card. The system screen will display as follows:
* **Filter Options**: Filter by product code, name, category, warehouse, and time period (default is the current month, but can be adjusted).
* **Download**: Export the Warehouse Card as an Excel file.
Note: Click the “i” icon next to each product to view detailed history of stock transactions, including receipts, exports, and transfers.
## 3. Stock Movement Report
The Stock Movement Report helps track both quantities and values of inventory per product and warehouse over a selected period. It includes:
* **Beginning Inventory**: Quantity carried over from the previous period.
* **Quantity Received**: Total incoming stock during the selected period.
* **Quantity Exported**: Total outgoing stock during the selected period.
* **Ending Inventory**: Quantity remaining at the end of the period.
* **Inventory Value**: Calculated by multiplying inventory quantity by the **average purchase price**.
How to access:
Go to the Warehouse module → select Stock Movement Report. The system screen will display as follows:
**(1) Select Warehouse for Valuation**: Choose the relevant warehouse(s).
**(2) Select Time Period**: Define the period for evaluation.
**(3) Calculate Export Price**: The system will calculate and display stock movement and value per product, including beginning stock, incoming, outgoing, and ending stock.
**(4) Download**: Export the Stock Movement Report as an Excel file.
**(5) Filter Options**: Filter by product code and product name.
**Note**:\
For new users of the warehouse feature in Getfly, the Stock Movement Report will only show data after a warehouse is selected and export price calculation is performed.\
The export price is calculated using the **Weighted Average Cost** method applied to the entire period.
Cost of Goods Sold (COGS) Formula:
COGS = ((Beginning Inventory Quantity×Beginning Purchase Price)+(Incoming Stock Quantity×Purchase Price))/(Beginning Inventory Quantity + Incoming Stock Quantity)\
\
Profit Calculation per Order:\
Profit=(Quantity×Selling Price)−Product Discount−Order Discount+Installation Fees (if any)−(Quantity×COGS)
# Finance
# Overview of Financial Accounting
## 1. Benefits of Using the Financial Accounting Module Tight control over cash funds and bank deposits.
Reduce cost loss.
Manage and reconcile accounts receivable and payable.
Easily approve online expenses.
Ensure the company’s spending plans are followed.
## 2. Permissions
To grant permissions for users to access the Financial Accounting feature in Getfly CRM, follow these steps:
Go to Settings → select Permissions → select the permission group to modify → check the permissions related to Financial Accounting.
Permissions:
* Access: Access the corresponding features in the Financial Accounting module.
* Add New: Add new records in the corresponding features of the Financial Accounting module.
* Edit: Edit records in the corresponding features of the Financial Accounting module.
* Delete: Delete records in the corresponding features of the Financial Accounting module.
* Approve: Approve entries in the Accounting section of the Financial Accounting module.
* View All: View all expense requests in the Financial Accounting module.
## 3. Dashboard Overview
The Getfly CRM Dashboard allows businesses to monitor the inflow and outflow of cash, the balance of income and expenses, the structure of income and expenses by product, and outstanding debts (both receivable and payable).
### 3.1. Cash Flow Chart
The Cash Flow Chart helps business owners compare the inflows and outflows of cash over specific periods (months, quarters, years).
The line graph represents the business's cash flow by month, and clicking on it will display the amount of money.
**Cash Flow Calculation Formula:** Beginning balance + Total collected during the period - Total spent during the period.
In the cash flow chart, you can quickly create Receipts and Payments entries.
### 3.2. Income/Expense Balance Chart
The Income/Expense Balance Chart provides a statistical view of the ratio of income to expenses within a selected period.
The chart displays the percentage of income and expenses for the selected period. Hovering over the chart shows the corresponding income and expense amounts.
### 3.3. Revenue Structure by Product
This chart shows the revenue share of the top 5 best-selling products. The report can also be filtered by month, quarter, year, or other custom time periods.
By analyzing this chart, you can identify which products are selling the best and plan business strategies for the next month. Hovering over the chart shows the product name, revenue, and percentage share of total revenue.
### 3.4. Recent Activities
This section records recent activities, such as the creation of receipts and payment vouchers by users in the system.
The dashboard also helps business owners quickly check the company’s financial status based on the cash balance available.
You can click to view details of each fund or click on individual funds for more information.
### 3.5. Accounts Receivable and Payable
The dashboard also provides an overview of all outstanding receivables and payables of customers.
# Setting up the Accounting Allocation System
## 1. How to Set Up the Chart of Accounts
Getfly allows you to fully customize the accounting chart of accounts to meet your business's specific needs. This includes adding, deleting, and modifying accounts to accurately reflect how your business operates.
To set up the chart of accounts, follow these steps:\
Go to **Settings** → select **System Configuration** → choose **Accounting Finance** → select **Set up Accounts**.
Here, you can select Create Template to display the sample chart of accounts:
To edit an account's details, click **Edit**, enter the required adjustments, and click **Update**.
When creating accounting accounts in Getfly, you need to select the appropriate **Account Type**, which includes:
* **Debit**: Accounts with a debit balance at the end of the period. These accounts reflect the company's assets, such as cash, inventory, fixed assets, etc. Accounts related to assets are: 1, 2, 6, 8.
* **Credit**: Accounts with a credit balance at the end of the period. These accounts reflect the company's sources of capital, such as equity, liabilities, revenues, etc. Accounts related to capital sources are: 3, 4, 5, 7.
* **Dual**: Accounts that can have either a debit or a credit balance at the end of the period, depending on the business transaction. Examples include accounts like accounts receivable, advances, etc. Dual accounts include: 131, 138, 331, 333, 338.
## 2. Setting Up Financial Reports
To set up custom financial reports and assign their names, follow these steps:
Go to **Settings** → select **System Configuration** → choose **Accounting Finance** → select **Financial Reports**.
Enter the name of the financial report and click **Add New** to complete the setup.
# Budget and Fund Management
## 1. Budget Management
**A budget** serves as a detailed financial plan outlining the estimated income and expenditure of a business for a specified period in the future (week, month, quarter, or year). This allows businesses to proactively plan their strategies, track and control spending effectively.
Getfly provides a **Budget Management** feature that helps businesses optimize tracking and planning expenditures efficiently. With this feature, businesses can: create reasonable expenditure plans, monitor and control spending tightly, detect and prevent overspending, and plan for large expenditures.
### 1.1. Creating a Budget
To create a new budget, access the **Finance module** → select **Budget** → click **Add New.**
The Add New Budget screen will display the following information:
**(1) Budget Name**: You can name the budget according to its purpose, such as business management expenses, sales expenses, or marketing department expenses.
**(2) Amount**: Enter the amount allocated to the budget.
**(3) Start and End Dates**: Select the time period for the budget.
**(4) Budget Manager**: The person who has the authority to approve the proposed spending items for the budget.
**(5) Participants**: The person who will track the changes in expenditure within the budget.
**(6) Create Budget Categories from Template**: You can choose to create the budget based on the pre-set account templates or opt not to select this.
**(7) Description**: A detailed description of the budget (e.g., which department or business purpose the budget is for).
**(8) Attachments**: Attach relevant documents such as regulations or related processes.
Once all information is filled out, click **Add New** to complete the creation.
### 1.2. Adding Categories to the Budget
After successfully creating the budget, you can easily detail the budget by clicking on the budget name. You can add specific expenditure categories within the budget by clicking on **Proposal to Change** and then selecting **Add Category** to update or adjust the budget categories.
The category details include:
**(1) Code:** The accounting account number.
**(2) Category**: A description of the accounting account.
**(3) Change**: The estimated expenditure for that category.
**(4) + Button**: Add sub-categories.
**(5) Delete Button**: Remove a category from the budget.
After updating the categories, click **Complete**. The budget manager must approve the changes to confirm the accuracy of the information and the updated amounts.
**Note**:
When creating expenditure requests on Getfly CRM, you will select the corresponding budget for that expenditure. Once the expenditure is approved, the total amount spent will be aggregated under the Actual Spend section of the budget by each category created.
If you exceed the budgeted amount, the system will alert you to decide whether to adjust the budget amount.
For future cycles, if you need to create similar budgets, you can use the Copy Budget feature to duplicate the entire set of categories.
If the total of the categories exceeds the budgeted amount, the system will issue a warning and prevent approval.
### 1.3. Editing a Budget
To edit a budget, access the Finance module → select Budget, then choose the budget to edit.
### 1.4. Deleting a Budget
To delete a budget, access the Finance module → select Budget, then choose the budget to delete.
### 1.5. Budget Statistics
To view budget statistics, access the **Finance module** → **Budget** → select **Statistics**.
Select the budget to view → click Statistics.
The Budget Management screen displays detailed information about the expenditure categories within the budget, including:
* **Category List**: Displays all the expenditure categories set in the budget, making it easier to track and classify spending.
* **Expected implementation cost**: Shows the planned expenditure for each category.
* **Real cost**: Records the actual expenditure for each category during the budget period.
* **Download Report**: Allows you to download an Excel report of the expenditures.
### 1.6. Instructional Video
## 2. Fund Management
A fund in a business refers to the total amount of money that the business owns and can use for its operations. There are usually two types of funds: cash funds and bank deposit funds.
### 2.1. Creating a Fund
To create a new fund, access the **Finance module** → select **Fund** → click **Add New.**
The Add New Fund screen will display the following information:
**(1) Fund Name**: Name the fund to distinguish it from others.
**(2) Fund Code**: Used when you upload receipts or payment slips, indicating which fund the transaction is from.
**(3) Budget**: Whether this fund is associated with a specific budget (optional).
**(4) Fund**: If this fund is a sub-fund under another fund, select the parent fund. The system will automatically update the balance of the parent fund based on the balances of its sub-funds. For example, you may have a main fund called "Bank Deposit Fund," with sub-funds like "BIDV Bank Deposit" and "Vietcombank Deposit."
**(5) Account**: Select the corresponding account for the fund as set up in the previous lesson. This is to record entries in the fund ledger.
**(6) Fund transfer approval process:**
If you use the approval workflow, when a receipt/payment slip is created, the fund manager must approve it and the cashier must confirm the transaction before funds are added/withdrawn.
If you don’t use the approval workflow, the cashier can confirm the transaction directly without requiring fund manager approval, unless the creator is not the cashier.
You can also set up Expense Request Processing workflows here.
**(7)** **Set Up Process of processing request for costs**: Choose who can create expense requests for this fund, add approvers (such as department heads), and define the final approver.
**(8) Opening Balance**: Enter the starting balance for the fund.
**(9) Closing date of opening balance**: Specify the date on which the opening balance is recorded.
**(10) Manager**: The person who can modify fund details and approve income/expense requests.
**(11) Treasurer**: The person who confirms deposits/withdrawals from the fund. Funds are only adjusted when the cashier confirms the transaction.
**(12) Approver**: You can select additional approvers who can confirm transactions when the cashier is unavailable.
**(13) Participants**: The person who tracks the fund’s income/expense activities.
**(14) Description**: You can add descriptions or notes related to the fund.
**(15) Attachments**: Attach any relevant documents for the fund.
After completing the details, click **Add New** to create the fund.
### 2.2. Fund Details
To view fund details, click on the fund name. In the fund, you can view all activities related to the fund.
The Fund Details screen displays the following information:
**(1) Fund Information**: Includes the fund name, parent fund (if applicable), fund code, fund manager, and cashier.
**(2) Fund Statistics**: Displays statistics such as the opening balance, parent fund, current balance, and transactions during the period (income, expenses, transfers).
**(3) Transaction History**: Records all income/expense transactions within the fund.
**(4) Transaction Calendar**: Displays a calendar view of transactions.
### 2.3. Editing a Fund
To edit a fund, access the **Finance module** → select **Fund**, then choose the fund to **edit**.
**Note**: Only the creator or fund manager with editing rights can delete or edit the fund.
### 2.4. Deleting a Fund
To delete a fund, access the **Finance module** → select **Fund**, then choose the fund to **delete**.
**Note**: Funds with transaction history cannot be deleted. Only the creator or fund manager can edit the fund but not delete it.
### 2.5. Instructional Video
# Financial Reports
Financial reports play a crucial role in evaluating a business's financial health, operational efficiency, and solvency. Getfly CRM provides a comprehensive financial reporting system that complies with the formats issued by the General Department of Taxation and current regulations such as Circulars T133 and T200.
Report Templates Based on Circular T133 in Getfly:
Account Balance Sheet
Financial Statement (Form B01A)
Financial Statement (Form B01B)
Balance Sheet (Form B01-DN)
Income Statement
Income Statement (Form B02-DN)
Report Templates Based on Circular T200 in Getfly:
Balance Sheet (Form B01-DN)
Income Statement (Form B02-DN)
Cash Flow Statement (Form B03-DN)
To access financial reports, go to the Finance module and select Financial Reports.
## 1. Report Templates Based on Circular T133
### 1.1 Account Balance Sheet
Also known as the Trial Balance Sheet, this report is used to verify and reconcile recorded data from accounting books and documents. It ensures accuracy before compiling the Balance Sheet and conducting other financial activities. As a supplementary statement submitted to tax authorities, the account balance sheet provides an overview of the changes in accounts during the year, including capital sources, liabilities, revenue, other income, and overall business performance.
### 1.2 Financial Statement - Form B01A
Form B01A is structured in decreasing order of asset liquidity, from the most to the least liquid:
I. Cash and Cash Equivalents\
II. Financial Investments\
III. Receivables\
IV. Inventory\
V. Fixed Assets\
VI. Investment Properties\
VII. Construction in Progress\
VIII. Other Assets
### 1.3 Financial Statement - Form B01B
Form B01B is organized by asset type, starting with current and then non-current assets. Within each group, assets are arranged by their liquidity:
Total Assets = Current Assets + Non-current Assets
A. Current Assets include:\
I. Cash and Cash Equivalents\
II. Short-term Financial Investments\
III. Short-term Receivables\
IV. Construction in Progress\
V. Long-term Financial Investments
B. Non-current Assets include:\
I. Long-term Receivables\
II. Fixed Assets\
III. Investment Properties\
IV. Construction in Progress\
V. Long-term Financial Investments
### 1.4 Balance Sheet (Form B01-DN)
The balance sheet is a key component of the financial report, prepared at the end of a month, quarter, or fiscal year. It reflects an overall picture of the company’s assets and capital structure at a specific point in time.
### 1.5 Income Statement
The income statement summarizes revenue and expenses over a specific period. Also known as the Profit and Loss Statement, it provides a clear view of the business's profitability and its tax obligations.
Functions of the Income Statement:
Helps users understand the company’s financial performance and sales trends in each reporting period.
Enables easy comparison between current and previous reporting periods.
Identifies operating costs and profitability, allowing decision-makers to develop improvement strategies and future business plans.
### 1.6 Income Statement (Form B02-DN)
This form is a standard component of the financial report as defined in the appendix of Circular No. 133/2016/TT-BTC dated August 26, 2016, issued by the Ministry of Finance, applicable to small and medium-sized enterprises.
### 1.7 Cash Flow Statement (Form B03-DN)
Also known as the Statement of Cash Flows, this report presents all cash inflows and outflows over a specific period. It helps business managers monitor and assess how effectively cash flows are utilized within the organization.
### 1.8 Custom Reports
Getfly CRM allows users to create custom financial reports. You can freely define criteria, codes, notes, calculation types, and formulas.
Click here for a guide on how to create financial reports.
## 2. Customizing Report Indicators
Getfly allows full customization of report indicators and calculation formulas. To configure:
Go to the desired report → Select "Update Indicator" → Click "Add Indicator"
(1) Formula Types\
Type 1: Based on account balances
Type 2: Based on Type 1 indicators
Type 3: Based on Type 1 and/or Type 2 indicators
Type 4: Based on Type 1, 2, or 3 indicators
Type 5: Based on Type 1–4 indicators
Type 6: Based on Type 1–5 indicators
(2) Formula Syntax\
Elements in formulas must be enclosed in {}.
For accounts or fixed values, each element must include:
Operator (+, -, \*, /)
Type (N – fixed number, D – Debit, C – Credit, R – Corresponding entry)
Account code
For other indicators, each element includes:
Operator
Indicator code
Note: Formulas must be written continuously, without spaces.
(3) Editing Criteria\
You can modify the indicator code, explanation, formula type, and calculation formula as needed.
# Human Resource Management (HRM)
Human Resource Management (HRM)
## 1. Benefits of Using the HRM Module
Manage online personnel records, including current and former employees.
Track employee contracts digitally.
Enable attendance tracking directly within Getfly CRM, allowing employees to proactively monitor their workdays transparently and accurately.
Set up salary scales as a basis for calculating social insurance contributions.
Define salary levels by job position.
Employees can view their personal salary records directly within Getfly.
Manage the list of employees with salary advances.
Establish internal policies regarding labor incident compensation.
Configure taxes and insurance by employee, to be applied later in payroll calculations.
## 2. Access Permissions
To grant access for users to utilize the HRM features in Getfly CRM, go to:
Settings → Permissions → Select the User Group → Enable HRM-related permissions
Permission Levels:
(1) Access – Allows users to access relevant features within the HRM module
(2) Create – Allows adding new entries in the HRM module
(3) Edit – Allows modifying existing HRM data
(4) Delete – Allows removing entries within the HRM module
Note:\
To configure basic data for the HRM module, users must have both HRM Access and Contract & Tax Access permissions. If a user only has HRM Access, they will be able to view the HR dashboard and manage general HR data, but will not have access to contracts or tax configurations.
# HRM Configuration Setup
To configure the HRM module, navigate to Settings → select System Configuration → then go to Details.
## 1. Employment Contracts
This section allows you to configure various aspects of employment contracts including contract types, duration, working arrangements, and salary grade timelines.
### 1.1 Contract Types
Specify the types of contracts your company uses, such as probationary contracts, official employment contracts, etc.
To add a new contract type:\
Click Add New → Enter the Contract Type Name → Click Add New to save.
### 1.2 Contract Duration
Set up contract durations such as 3 months, 6 months, 3 years, or indefinite contracts.
To add a new contract duration:\
Click Add New → Enter the Duration Name → Click Add New to save.
### 1.3 Working Arrangements
Define employment types such as full-time, part-time, etc.
To add a new working arrangement:\
Click Add New → Enter the Arrangement Name → Click Add New to save.
### 1.4 Salary Grade Timelines
Configure the automatic salary grade increment period (in months). Options include 12, 6, 3 months or leave it as Unspecified if not applicable.
## 2. Policies
Set up company policies and employee entitlements, such as maternity benefits or education incentives.
To add a new policy:\
Click Add New. The form includes the following fields:
(1) Policy Name
(2) Policy Code
(3) Policy Nature
Income: Added to employee income
Deduction: Deducted from salary
(4) Tax Attribute: Indicates whether the policy is taxable or non-taxable
(5) Group Category: Options include Family Deduction / Charity, Humanitarian, Education / No Group
## 3. Personal Income Tax (PIT)
Configure PIT brackets according to government regulations.
To add a new PIT bracket:\
Click Add Row → Enter Bracket Name, Income Range, and Tax Rate (%).
## 4. Social Insurance
Set up social insurance contributions based on state-mandated percentages for both the employer and the employee.
Components include:
HT: Retirement fund
OD-TS: Sickness & Maternity fund
TNLĐ-BNN: Work Accident & Occupational Disease
BHTN: Unemployment insurance
BHYT: Health insurance
## 5. Commission Rates
Configure commission percentages based on the company’s policy. These rates are typically applied to the payment amount received from customers.
## 6. P3 Salary Bonus
Set department-level performance bonuses based on P3 metrics: monthly, quarterly, or semi-annually.
## 7. Family Information
Relationships: Set family relationship types such as child, father, mother, spouse, sister, etc.
Family Background: Set categories like farmer, worker, government employee, etc.
Marital Status: Configure statuses such as single, married, etc.
## 8. Ethnicity
Set up employee ethnicity information (e.g., Kinh, Tay, etc.).
## 9. Religion
Set up religious information (e.g., Buddhism, Christianity, None, etc.).
## 10. Employee Information
Educational Level: Associate degrees, university, vocational, high school, etc.
Skills: Soft skills, languages, computer skills, etc.
Proficiency Level: Excellent, average, good, etc.
Branches: e.g., Hanoi, Ho Chi Minh City
Language Certifications: Level A, B, TOEIC, etc.
Bank Information: Set up employee bank details (e.g., Vietcombank – East Saigon Branch)
## 11. Attendance & Payroll
### 11.1 Attendance Setup
Configure attendance tracking based on GPS or IP address as per Getfly's solution. This information is used to calculate payroll.
* **GPS Tracking:** Based on device GPS with a defined radius around the office location.
* **IP Tracking:** Only allows clock-in when connected to the company's Wi-Fi.
Note:
IP address must be static.
Dynamic IP addresses are not supported for this feature.
### 11.2 Work Shifts
To set up a shift:\
Click Add New, then fill in:
(1) Shift Name (e.g., Full-time or Part-time)
(2) Work Days and Hours (Monday to Sunday, start and end time)\
Example: 08:30–18:00
(3) Work Units per Shift
(4) Wage per Shift
(5) Late Arrival Allowance (minutes)
(6) Early Leave Allowance (minutes)
(7) Description
(8) Attendance Mode:
Strict: Only counts work time if checked in/out exactly at start and end times
Flexible: Counts work time with some flexibility before/after start/end
(9) Applicable Employees: Select employees assigned to the shift
After configuring, click Add New, and activate the shift to enable it for attendance.
### 11.3 Leave Days Configuration
To set up company holidays:\
Go to HRM Configuration → select Attendance & Payroll → choose Leave Setup
Fill in the form:
(1) Leave Name (e.g., National Day Sep 2)
(2) Apply Annually (if recurring every year)
(3) Start and End Date
(4) Overtime Pay Rate (e.g., 200%, 300%) if employees work on that day
(5) Applicable Departments or apply to the entire company
Click Add New to complete.
## 12. Dependent Deduction
Set deduction limits for dependents when calculating personal income tax, in accordance with Resolution 954/2020/UBTVQH14.
## 13. Family Circumstance Deduction
Configure the deduction limit for family circumstances as part of PIT calculations.
## 14. Internal Fund
Set up internal company fund contributions, typically calculated as a percentage of an employee’s base salary.
## 15. Allowances
Childcare Allowance
Attendance Bonus: Reward for employees with no or limited late arrivals
Other Allowances: e.g., distance/travel allowance
## 16. Leave Management
General Settings:
* Monthly Leave Entitlement: Paid leave days per month
* Leave Usage Deadline: Months within which unused leave from the previous year can still be used
Configure:
Employee Leave Days
Leave Types
Maximum Late/Early Leave Sessions (weekly, monthly, quarterly)
## 17. Dependent Relationships
Configure types of relationships for dependents (e.g., spouse, child, parent).
# Creating and Managing Employee Profiles
## 1. Creating an Employee Profile
The HR department is responsible for updating and completing the personnel profiles of all employees.
Basic information such as full name, phone number, department, and position is automatically synced from the User Management section initially configured by the system admin. (See detailed instructions \[here]).
Only active employees will be displayed in the Employee Profiles section.
To add or update employee profile details, go to the HRM module → select Employees → click Edit Information.
The employee profile screen includes the following sections:
### 1.1 Personal Information
In this section, you can complete personal details for the employee, including:
Personal Details: Full name, date of birth, gender, address, marital status
Job Information: Department, position, title, job description
Contact Information: Emergency or secondary contact details
### 1.2 Employment Contract
To create a contract for an employee, click Add New Contract and fill in the following fields:
(1) Contract Details
Contract Name: Enter the appropriate contract name
Contract Type: Probationary or official
Contract Code
Contract Duration
Creation Date: Auto-filled with the actual date of entry
Effective Date and Expiration Date of the contract
(2) Employee and Representative Information
Employee Information: Assigned department and employee name
Representative Information: Typically from the Board of Directors with representative's name
(3) Salary & Allowances
Employment Type: Full-time or Part-time
Family Deduction Amount
Salary Rate: E.g., 100% for official, 85% for probationary
Salary Grade: Select the grade level applicable to the position
Salary Scale: Choose the corresponding salary scale
Base Salary: Automatically retrieved from the selected salary scale
(4) Allowances\
Select applicable allowance types previously configured in system settings.
(5) File Upload\
Upload relevant attachments, such as a scanned copy of the signed contract.
Click Add New to complete the contract creation.
# Request Form
## 1. Definition of Request Form
A request form is a document used by employees to submit formal requests such as leave of absence, late arrival, early departure, etc., within the permitted limits set by company policies and in compliance with the Labor Code.
Form creator: The employee
Form approvers: Line manager, department manager, HR department
## 2. Request Workflow
### 2.1 General Settings
Configure annual leave entitlements and carry-over policies.\
Navigation: Settings → System Configuration → HRM Settings → Leave → General Settings
### 2.2 Employee Leave Records
Navigation: Settings → System Configuration → HRM Settings → Leave → Employee Leave Records
* View current leave balances across the system
* Update leave start dates for employees (manually or via Excel file)
* Recalculate leave balances for all employees
### 2.3 Leave Types
The system supports 8 types of leave, each with its own description.
### 2.4 Setting Annual Leave, Late Arrivals, and Early Departures
To configure the number of leave days per year, or set limits on late arrivals/early departures, the user must have HRM configuration permission.
Navigation: Settings → System Configuration → HRM Settings → Leave → Leave Days and Late/Early Limits
## 3. Request Workflow Configuration
### 3.1 Permissions
To configure request workflows, the user must have the "Workflow" permission.
Access: View list of existing workflows
Edit: Modify workflows
Delete: Remove workflows
View All: See all workflows in the system
### 3.2 Creating a New Request Workflow
Navigation: Request Forms → Workflow List → Add New
* Workflow Name (required)
* Description: Shown to users when submitting a request
* Applicable Departments: Departments allowed to use this workflow
* Workflow Type: 8 types available:
(1) Annual Leave – Deducts from total leave balance and logs working days
(2) Special Leave – Does not deduct leave but still logs working days
(3) Business Trip – Does not deduct leave and logs working days
(4) Work Outside Office – Does not deduct leave and logs working days
(5) Unpaid Leave – No leave deducted and no working days logged
(6) Late Arrival – Logs time-in based on standard shift schedule
(7) Early Departure – Logs time-out based on standard shift schedule
(8) Forgotten Check-in/out – Logs both time-in and time-out as on time
* Approval Method:
(1) Sequential Approval – Steps must be approved in order
(2) Parallel Approval – Steps can be approved in any order but all must be approved
(3) Single Approver – Only one approval is required at any step
* Approval Steps:
(1) Step Name
(2) Approver: by department or individual
(3) Department: Any member in the department can approve
(4) Individual(s): Assign specific people, direct managers, or top-level managers
Manager: Highest-ranking person in the department, parent department, or grandparent department
Direct Manager: Direct manager in the current department; if none, the highest-ranking person in the parent department
Permissions:
* View: Creator and users with “view all” permission
* Edit: Users with "edit" permission can edit workflows they have view access to
* Delete: Users with "delete" permission can delete workflows they have view access to
* Restore: Requires "edit" permission to restore deleted requests
## 4. Creating a Request Form
### 4.1 Permissions
Users need the "Request" permission to access and use the request form feature.
Access: View the “Request List” screen
Add New: Create new request forms
Edit: Modify request forms
Delete: Remove request forms
### 4.2 Submitting a Request
Navigation: Request Forms → Requests → Add New
Fill in the following fields:
Request Title
Workflow Type
Content / Reason
Leave Time Range
Permissions by Role:
View: Creator, users with “view all,” top manager of parent department, manager in the same department, and approvers
Edit: If the user has view and edit permission, they can edit the request
Only requests in Pending status can be edited
Editing a request that was already approved will revert it to Pending, and the attendance log will be updated
Delete: Allowed if the user has both view and delete permissions
Can delete requests in Pending or Approved status
Creators can always delete their own Pending requests
Deleted requests will be marked as Canceled, and the attendance log will be updated
### 4.3 Approving a Request
To approve a request:
Open the request detail (by clicking on the request title) → Click Approve → Choose Accept → Fill in required info: working days, leave type, work shift → Click Update
Notes:
Once approved, the system will update the attendance and timekeeping records
Click the Attendance section to view monthly attendance records
Employees can still submit requests even if they have exhausted their leave balance
Multiple requests can be submitted for the same time range; the latest request will override previous ones
# Social
# Facebook
## 1. Benefits of Integrating Facebook Fanpages
Integrating your Facebook Fanpages into the system allows businesses to manage multiple fanpages simultaneously, optimize sales performance, and enhance customer service quality.
Monitor all inbox and comment activities across multiple fanpages from a single interface.
Automatically sync customer data into the CRM system—this facilitates advanced automation workflows.
The “Quick Reply Template” feature helps your team respond efficiently, saving time and ensuring consistency.
Optimize remarketing activities by setting up automatic inbox messages.
## 2. How to Connect Your Facebook Fanpage
From the homepage, click the left navigation panel, select Social CRM, then choose Facebook. Click Log in with Facebook to connect your Facebook account.
Note: You must log in with a personal Facebook account that has Admin or Editor rights on the desired fanpage.
Log in to your Facebook account with Admin/Editor rights on the Fanpage.
Select the Fanpages you wish to connect with Getfly, then click Continue.
Click Save to complete the connection process.
(\*) To add more fanpages later, log out of your Facebook account in Getfly, log in again, and adjust the settings. The system will show a list of fanpages you can add.
Finally, enable or disable Facebook notification settings within Getfly and click Update to finalize the integration.
Requirements for Using Fanpage Management:
* Must be using the Social Module of Getfly CRM.
* The connected account must have the Facebook Page Management permission.
* The integrated Facebook account must have Admin/Editor access on the page.
* Must log in using a personal Facebook account during integration.
## 3. Fanpage Settings
### 3.1 Activate Fanpage
(a) Fan: The number of likes on the fanpage.
(b) CRM Customers: The number of customers created in Getfly from this fanpage.
(c) Customers: Number of customers who have generated sales orders in the CRM system.
(d) Order quantiny: Total number of sales orders created by CRM customers.
(e) Total Value: Total amount paid for all related orders.
(f) Action: Toggle to enable or disable management of the fanpage on Getfly.
### 3.2 Automation Settings
(a) Fanpages apply: Select the fanpage(s) to manage (you can choose one or multiple).
(b) Auto inbox comments have phone number: The system automatically sends a predefined message to any comment that contains a phone number.
(c) Auto inbox all comments: The system automatically sends a predefined message to all comments regardless of content.
(d) Allow display CRM username: Show the name of the staff member chatting with the customer, so customers know who they're interacting with.
(e) Auto hide all comments: Automatically hide comments on posts to prevent information leakage.
(f) Auto hide comments with phone number: Automatically hide comments that contain customer phone numbers.
(g) Auto inbox all comments: Automatically send a message to every comment using the content set in section (c).
(h) Auto inbox comments contains phone number: Automatically send a message using the content set in section (b).
(i) Auto create opportunity from inbox/comment: When enabled, the system will automatically create a sales opportunity and assign it to the selected campaign.
### 3.3 Notification Settings
Select the fanpage and choose which Getfly staff accounts should receive notifications from that fanpage. (You can select one or multiple employees.)\
If you want to assign different employees to receive notifications from different fanpages, click Add Settings and repeat the configuration.
### 3.4 Auto Remarketing
Configure automated message campaigns triggered when a customer comments on your posts.\
You can set the conditions based on time and specific fanpages, and apply them to:
All comments
Only comments that contain phone numbers
You may click Add Message to create multiple message templates.
### 3.5 Quick Reply Templates
For frequently used responses, this feature allows you to pre-set message templates for quick selection when replying to customers.
You can:
Click the image icon to delete a template.
Add new templates to expand your library.
Edit existing templates at any time.
Once finished, click Update to save all general settings.
To save time, you can store commonly used responses and select the most appropriate one to quickly reply to customers. You may add, delete, or modify these templates at any time.
## 4. Managing Messages and Comments on Fanpage
Below is the interface for managing your connected fanpages within the system:
(1) Search Toolbar\
Allows you to search for a specific fanpage connected to Getfly by name.
(2) Messages / Comments / Phone Numbers\
Filter interactions by:
Customers who sent messages
Customers who left comments
Interactions containing phone numbers
### 4.1 Responding to Fanpage Messages
To reply to a message, click on the customer’s Facebook name to open the conversation panel. From here, you have the following options:
(1) Attachment Icon: Send files (images, PDFs, Word, Excel files, etc.)
(2) “Quick Reply Template” Button: Choose from pre-configured quick replies set up in section 3.5.
(3) Message Input Field: Type your reply in the message box and click Send or press Enter to deliver the message.
### 4.2 Creating a New Customer from Fanpage
When a customer provides their phone number or additional information, click the “Add Customer” button (plus icon). A new window will appear allowing you to enter full customer details.
In the first search box, enter the customer's name, phone number, or email to check for existing records.
* If the customer already exists in the system, you can add a new contact to their record and save.
* If the customer does not exist, proceed to create a new customer record and save.
### 4.3 Adding Quick Notes to Interaction History
Right within the fanpage management interface, you can add notes directly to the customer’s detailed information panel.
After saving, the screen will display:
(1) Customer Information: Includes phone number, assigned staff, last contact date, total interactions, and revenue generated.
(2) “Reply” Field: Allows you to log conversation history. These notes are automatically synced with the customer profile in the Getfly CRM “Interaction” tab.
(3) Full History: All messages and consultation history with the customer are recorded for reference.
### 4.4 Disconnecting a Fanpage Contact
If a Facebook profile has been incorrectly linked to a customer, you can select “Disconnect” and then reconnect the correct account to the appropriate contact.
# Zalo
## 1. Benefits of Using Zalo OA on Getfly CRM
Manage multiple Zalo Official Accounts (OA) on a single platform—saving time and effort.
Interact directly with customers for quick consultation and order closing.
Systematically store customer data, transaction history, and order information.
Send automated messages to build long-term customer relationships.
## 2. Connection Requirements and Instructions
### 2.1 Connection Requirements
A verified Zalo Official Account (Advanced level). \[Register here].
The Getfly system must be using the Social CRM module.
Your Getfly account must have permission to access Zalo OA features.
### 2.2 Connection Steps
Step 1: Log in to Getfly CRM, go to Social CRM > Zalo > Log in to Zalo OA.
Step 2: The Zalo login screen will appear. Choose to log in via QR Code or Phone Number. Grant permission for the application to manage your Zalo Official Account.
Step 3: Once connected, the Zalo OA management interface will appear, confirming successful integration.
Note:
You can connect multiple Zalo OA accounts within one Getfly system.
Messages will be clearly marked by OA account in each customer's conversation view.
### 2.3 Disconnecting a Zalo OA Account
Step 1: Access the Zalo OA management screen and click the Settings icon in the top right corner.
Step 2: Select the Zalo OA account to disconnect and click the Disconnect icon.
## 3. Managing Messages on Zalo OA
### 3.1 Receiving and Sending Messages in Getfly CRM
Customer messages sent to Zalo OA are synced to Getfly. You can respond directly by entering your message in the input field.
Notes:
Only data generated after the connection will be synced. Previous messages will not be retrieved.
You can send text, images (JPG, PNG), and documents (PDF, DOC, DOCX).
You cannot send contact cards, voice messages, locations, or download images from Zalo.
If the customer deletes or recalls a message, Getfly Zalo will still retain it.
Animated stickers are received as static images. GIFs and links are handled as animated and plain text respectively.
### 3.2 Zalo OA Labeling Feature
Getfly allows you to create, edit, delete, assign, and search for labels in Zalo OA.
* Create a Label:\
Navigate to the Zalo OA management screen → in the Search by Label box, click Edit to open the label creation window.
* Edit a Label:\
Select a label from the list and modify its name.
* Delete a Label:\
Click the delete icon next to the label.
* Assign a Label:\
Apply labels to customer profiles for better classification.
* Search for Labels:\
Filter customers by assigned labels.
## 4. Customer Management
### 4.1 Add New Customers
You can link a Zalo OA user to a customer profile in the CRM.
To check if the customer already exists, enter their name, phone number, or email in the top search bar.
If the customer exists, you can add a new contact under their profile and save.
If not, create a new customer record and save.
If a customer has multiple points of contact, you can manage them under the Contacts tab.
While chatting with a customer on Zalo OA, you can also:
Quickly add interaction notes.
Attach relevant files (documents, images) for context.
Use @tags to mark individuals or highlight key details.
Notes:
The system does not limit the number of contacts per customer.
To mark Zalo as the main contact channel, check “Zalo is main contact for this person”.
### 4.2 Link Zalo OA from Customer Detail View
Click the Zalo icon next to a contact's information to open the Zalo chat interface directly from the customer profile.
### 4.3 Create Orders, Quotations, Tasks, or Tickets
To create a customer order:
Click Add New > Add Sales Order.
A new order entry screen will open, allowing you to fill out product and transaction details (similar to the Sales module).
# Route Scheduling
## 1. What is a Route Schedule?
When planning customer care activities, a route schedule allows you to track visits over time.\
This feature helps users design structured plans for customer visits and field operations.
## 2. Benefits of Using Route Schedules
Enables field sales teams to easily create recurring visit schedules tailored to different customer groups based on days of the week or weeks in a month.
Tracks check-in and check-out times for field employees.
Allows employees to proactively manage their visit itinerary.
Helps monitor customer stock levels, enabling better planning of future visits.
Managers can evaluate employee performance without waiting for weekly reports.
## 3. Permission Setup
To enable the Route Schedule feature:
Go to Getfly CRM → Settings → Permissions → Select Role Group → Enable Route Schedule permission.
Before users can create route schedules, ensure they are granted proper permissions.
In addition to enabling route schedule access, you must also grant Stock at Point of Sale permission.\
This allows employees to record unsold inventory at each store or agent location during customer visits.
Note:
* For field staff accounts that should only view their own schedules, do not enable "View all schedules."
* Users can edit/delete their own schedules if granted Edit/Delete permissions, even without "View all."
* If granted both "View all" and Edit/Delete permissions, users can manage other users' schedules as well.
## 4. Creating a Route Schedule
Go to Route Schedule module → Click “Add New”.
The Add Route Schedule screen will appear. Fill in the required information and click Add New to create the schedule.
Field Descriptions:
(1) Schedule Name – Name your schedule for easy filtering and management.
(2) Owner – Assign a staff member responsible for the schedule.
(3) Schedule Code – Use this for internal tracking. If left blank, the system will auto-generate a code.
(4) Number of Visits – Define how many times customers should be visited. Leave as 0 for unlimited visits.
(5) Add Customers – Choose customers to include in this schedule. Filter by staff in charge or by district and select customers using the checkbox.
(6) Weekly Cycle – Select days of the week (Mon–Sun) to assign visit frequency.
(7) Monthly Cycle – Choose visit frequency based on the week of the month:
Week 1: Days 1–7
Week 2: Days 8–14
Week 3: Days 15–21
Week 4: Days 22–28
Week 5: Day 29–31
(8) Visit Count Per Customer – Set custom visit frequency per individual customer if needed.
## 5. Managing Route Schedules
In the main Route Schedule interface, you’ll see a list of schedules where you are the assigned owner. If you have “View all” permissions, you will see others’ schedules as well.
Key Information Displayed:
Today – Shows the number of customers scheduled for today in each route.
Completion – Tracks how many customer visits have been completed versus scheduled for today.
Total Customers – Number of customers included in the schedule.
Revenue – Displays any sales generated during the visit.
Status – Indicates whether the schedule is Active or Paused.
Actions – If you have permission, you can Edit or Delete schedules using the corresponding buttons.
## 6. Route Schedule Reports
### 6.1 Detailed Report
This report shows scheduled routes for:
Today
Yesterday
Tomorrow
Next week, etc.
You can click on each customer to mark the visit as completed or skip it.
How to access:\
Click the schedule name to open the Detailed View.
### 6.2 Summary Report
This section summarizes all care schedules from:
This month
Last month, etc.
You can view:
Assigned staff
Total customers
Number of orders
Products sold
Revenue generated
You can also filter by:
Schedule name
Responsible staff
Time period
Specific customers
Additionally, for each route schedule, the system shows how many customers have been visited and how many are still pending.
# Integration Partners
GitBook integrations allow you to connect your GitBook spaces to some of your favorite platforms and services. You can install integrations into your GitBook page from the *Integrations* menu in the top left.
### Types of integrations
# Email
# Sendgird Email
How to Integrate SendGrid Email with Getfly CRM
Hello,
To integrate your SendGrid email account with the Getfly CRM system for sending emails, please follow the steps below:
## 1. Retrieve Integration Information from Your SendGrid Account
### 1.1 Verify Sending Account
After registering a SendGrid account, you need to verify both the account and the sender email addresses (you can verify either by domain or individual email address):
Log in to your SendGrid account at
After logging in, go to Marketing ⇒ Senders ⇒ Create New Sender
(If you have already verified an email previously, you may skip this step.)
Fill in all required sender information and click Save
SendGrid will send a verification email to your inbox. Click the verification link in the email to complete the process
Once successfully verified, the email address will display a green check mark
Alternatively, you can also verify by domain. Follow the SendGrid guide here:\
[How to Set Up Domain Authentication]()
### 1.2 Create API Key and Retrieve Integration Information
Go to Settings ⇒ API Keys ⇒ Create API Key
Enter a name for your API Key (any name is fine) → click Create & View → copy the generated API Key
## 2. Configure Email Settings in Getfly CRM 6.0
Navigate to:\
Settings ⇒ Integration ⇒ Email Marketing Integration ⇒ SendGrid ⇒ Connect
Fill in the following configuration fields:
Sender Email Address: Use an email address that has been verified in step 1.1
SendGrid Account Name: The name assigned to the API Key created in step 1.2
SMTP Address: smtp.sendgrid.net
Sender Display Name: Enter your company or brand name (e.g., GETFLY)
Password: Paste the API Key copied in step 1.2
Encryption Method: Choose either SSL or TLS
Port Number:
For SSL: Port 465
For TLS: Port 25 or 587
Click Save Configuration, then enter any email address in the provided field to test the email settings.
Scroll down to the “Test Email Configuration” section, enter the email address used above, and click Test Configuration. If the setup is successful, the system will confirm:\
“Email sent successfully. Please check your inbox.”
## 3. Notes
If the configuration fails, double-check all settings for accuracy. Also, ensure that your SendGrid plan is the Email API plan (the Email Campaign plan is not supported for API integration).
To send emails from individual employee addresses within Getfly, you must verify each employee's email under your SendGrid account (see step 1.1).
If you do not add a credit card (Visa) to your SendGrid account or subscribe to a paid plan, you can still configure SendGrid in Getfly; however, your email sending volume will be limited (e.g., 100 emails/day).
To Add a Visa Card:\
Click your account avatar in the top-left corner → Account Details → Billing Tab → click Edit Payment
To Subscribe to a Paid Plan:\
Click your account avatar → Account Details → Your Products → Change Plan → select the desired plan
# Gmail Email
**How to Integrate Gmail with Getfly CRM**
To configure Gmail for use in the system's Email Marketing feature, please follow the steps below:
**Step 1: Navigate to Email Integration Settings**\
Go to Settings (bottom-left corner of the screen) ⇒ Integration ⇒ Email Marketing Integration.\
The email configuration screen will appear, showing available providers. Select any provider to begin the setup and fill in the required information:
**Step 2: Fill in Email Configuration Information**\
Connection Method: Select SMTP
Sender email display: Enter the Gmail address you want to display when sending emails
Sender email address: This should be the Gmail account you are integrating with Getfly
SMTP Server Address: smtp.gmail.com
Sender name display: Enter your company or brand name (e.g., GETFLY)
Password: Enter your Gmail App Password\
(Instructions below on how to generate it)
Encryption Method: Select SSL
Port: 465
Signature: Add a signature to be included in your outgoing emails from this system email
Once completed, click Save Configuration
**Step 3: Generate a Gmail App Password**\
To integrate Gmail with Getfly, you must use an app password generated via two-step verification. Follow these steps:
Log in to your Gmail account and enable two-step verification
Go to Manage your Google Account ⇒ Security tab ⇒ Scroll down to find 2-Step Verification
After enabling 2-Step Verification, scroll down and click App Passwords\
(You may be asked to log in again)
Under Select app, choose Other (Custom Name), give it a name (e.g., Getfly), then click Generate
Copy the generated app password and use it in the “Password” field during configuration in Getfly
**Step 4: Test the Configuration**\
Scroll down to the "Test Email Configuration" section.\
Enter your Gmail address and click "Test Configuration".
If the integration is successful, the system will confirm with:\
"Email sent successfully. Please check your inbox."
If unsuccessful, you’ll see: "Unable to establish connection with email server." Please double-check all connection details entered.
Important Notes When Using Gmail with Getfly:\
Gmail is a free email service and has a sending limit of fewer than 100 emails per day
Only the configured Gmail account (system email) can be used to send emails
For more details on Gmail limitations, refer to:
Do not disable two-step verification after integration. If disabled, the app password will be revoked, and the Gmail–Getfly connection will fail
# Mailgun Email
**How to Integrate Mailgun Email with Getfly CRM**\
Hello,
To integrate your Mailgun account with the Getfly CRM system for sending emails, please follow the steps below:
## 1. **Retrieve Required Information from Your Mailgun Account**
After registering a Mailgun account:
Go to the Domains section.
Enter your domain name into the input field and click on the newly added domain to view its details.
The system will display the necessary CNAME and TXT records.
Next step:\
Access your domain provider’s management panel to add these DNS records.\
(If needed, contact your domain service provider for assistance.)
Once your domain is successfully verified and marked as Active:
Click the domain name to access the integration details needed for Getfly CRM.
## 2. **Configure Email Settings in Getfly CRM 6.0**
Use the information retrieved above to complete the configuration:
Navigate to:\
Settings ⇒ Integration ⇒ Email Marketing Integration ⇒ Mailgun ⇒ Connect
Fill in the required fields:
Email Method: SMTP
Sender email display: Any verified sender email
Sender email address: Provided by Mailgun
SMTP Server Address: smtp.mailgun.org
Password: The default SMTP password from your Mailgun account
Encryption Method: Choose SSL or TLS
Port Number:
SSL: 465
TLS: 587
## 3. Test the Integration
After entering all details:
Scroll down to the Test Email Configuration section.
Enter a recipient email address and click Test Configuration.
If everything is set up correctly, a confirmation message will appear:\
“Email sent successfully. Please check your inbox.”
# Amazon SES Email
**How to Integrate Amazon SES Email with Getfly CRM**
To integrate your Amazon SES email account with the Getfly system, please follow the steps below:
## 1. **Obtain Amazon SES Integration Information**
### 1.1 Verify an Email Address
Visit and log in to your Amazon account
In the search bar, enter SES and select Amazon Simple Email Service
Click on Identities. You will see a list of verified domains and email addresses
If no verified email is listed, click Create identity to verify an email address\
(Note: At least one verified email is required; domain verification is optional)
Select Email address, enter the email you want to verify, and click Create identity
Amazon will send a verification email to that address. Click the link inside to complete verification
Once verified, your email will appear with a green checkmark in the Identities list
### 1.2 **Retrieve SMTP Server Address and Port**
In SMTP Settings, note the SMTP endpoint and Port number
If using SSL, prepend ssl:// to the SMTP server address
For example: ssl://email-smtp.us-east-1.amazonaws.com
Port: 465 for SSL
**1.3. Create SMTP Credentials**\
In the SMTP Settings section, click Create SMTP credentials
Click Create user
You will receive the following configuration details:
SMTP Username: Email account username
SMTP Password: Email account password
## 2. Configure Email in Getfly CRM
\
After retrieving the necessary details from Amazon SES:
Log in to your Getfly CRM system
Navigate to Settings → Integration → Email Marketing Integration → Connect to Amazon
Fill in the configuration form with the following information:
Sender email display: Enter the email address that was verified in Step 1.1
Sender email address: Enter the SMTP Username from Step 1.3
SMTP Address: Enter the SMTP server address from Step 1.2
Sender name display: Your company or brand name (e.g., GETFLY)
Password: Enter the SMTP Password from Step 1.3
Encryption Method:
Select TLS if using email-smtp.us-east-1.amazonaws.com
Select SSL if using ssl://email-smtp.us-east-1.amazonaws.com
Port Number: Use the port from Step 1.2 (e.g., 465 for SSL)
Click Save Configuration, then use the Sender Email Address to test the email connection.\
Note: Amazon SES only allows test emails to be sent to the same email address used for sending.
If successful, the system will display: "Email sent successfully. Please check your inbox."
Important Notes:\
If integration fails, carefully review and recheck all configuration details
By default, new Amazon SES accounts operate in sandbox mode. You must request production access before sending real emails. Follow the official guide here:\
To allow employees to send emails using their personal addresses, those email addresses must also be verified on Amazon SES
Adding a Visa card to your Amazon account is not required for configuration, but not doing so will limit the number of emails you can send
Domain verification is optional and not required for email integration
# GSuite Email
**How to Integrate GSuite Email with Getfly CRM**\
To configure your Gmail domain email (GSuite) with the Getfly CRM system, please follow the instructions below.
Note: You must disable two-step verification on your GSuite admin account before proceeding.
## 1. **Disable Two-Step Verification for the Domain Email**
Log in to your Gmail domain admin account.Click Manage your Google Account.
Go to the Security tab.
Find the Less secure app access section.
Click Turn on access, then toggle the switch to On.
This step is required to allow Getfly CRM to connect via SMTP.
## 2. **Configure GSuite Email in Getfly CRM**
Once two-step verification is disabled:\
Log in to your Getfly CRM system.
Click your profile name (top-right corner) → Settings.
Navigate to:\
Integration → Email Marketing
The email configuration form will appear. Fill in the following details:
Sender email display: The email address to be displayed as sender\
Sender name display: our company or brand name (e.g., GETFLY)\
Sender email address: Same as the Sender Email\
Password: The email account password\
SMTP Address: ssl://smtp.gmail.com\
Port Number: 465
Click Save Configuration to apply the settings.
## 3. **Test Email Configuration**
Scroll down to the Test Email Configuration section.Enter your Gmail address again and click Test Configuration.
If successful, the system will display:\
“Email sent successfully. Please check your inbox.”
Notes:\
If the configuration fails, ensure all fields are filled in correctly.
Make sure:
Two-step verification is disabled
Less secure app access is enabled for the Gmail account
# Mail Server
**How to Integrate Custom Domain Email (Mail Server) into Getfly CRM**
Getfly CRM currently supports the integration of custom domain email accounts (Mail Server).
Successful integration depends on the following conditions:
* The mail server must be compatible with the Getfly server.
* The mail server package must support SMTP connection.
Steps to Configure Mail Server in Getfly CRM\
Log in to your Getfly CRM account.
Click your display name at the top right corner → go to Settings → Integration → select Email Marketing.
The email configuration screen will appear.
Please fill in all the required fields:
1. Sender email display: Enter the email address you want to use as the sender.
2. Sender name display: Enter your company or brand name (e.g., GETFLY).
3. Sender email address: Enter the email address you wish to configure.
4. Password: Enter the password of the email account entered above.
5. SMTP Server Address: This information must be obtained from your mail service provider.
6. Port Number: Also provided by your mail service provider.
Click Save Configuration to store the settings.
Test the Configuration\
Scroll down to the Test Email Configuration section.\
Enter the email address again and click Test Configuration.
If the configuration is successful, the system will display:
"Email sent successfully. Please check your inbox."
**Notes:**\
If the configuration fails, please double-check all the entered information for accuracy.
Make sure to contact your email service provider to get the correct SMTP address and port number.
---
[Next Page](/llms-full.txt/1)
.png)
.png)
.png)
.png)
.png)
.png)
