A little guidance. A smoother workday.काम आसान बनाएँ। मदद यहीं पाएँ।

1. Start here

DigiVista Sales CRM manages enquiries, leads, customer accounts, sales opportunities, quotations and shared work. Start with a named staff account and the minimum access required. This local preview is not a production rollout. Live staff access, hosting, security review, backups and provider connections must be completed before company-wide use.

2. Language and navigation

Choose English or हिन्दी in the top bar. The setting is remembered on this browser. Use the sidebar to select a module; on a small screen open its menu first. Labels change language; customer names, descriptions and entered notes remain as written. Standard service descriptions can be edited into the customer’s preferred language. Technical identifiers and provider diagnostic messages may remain English.

3. A first-day checklist

Administrator: review staff roles and reporting managers, configure company communication details, set agreed catalogue rates/taxes, create company accounts and import a small reviewed lead file. Sales staff: add one real enquiry, set owner and next follow-up, log the conversation, qualify it and create an opportunity. Manager: check the Owner brief and approve a sample quotation. Complete a backup and test restoration separately before rollout.

4. Roles and access

ADMIN manages the workspace and company-wide records. MANAGER sees own and directly reporting sales records; may import, allocate and approve quotes within scope. EXECUTIVE works assigned sales records and quotation drafts. CUSTOMER_REP handles assigned contact activity and calls, with restricted sales changes. OPERATIONS works assigned shared tasks and comments. A collaborator/reviewer can access an assigned task without receiving unrestricted customer access. Staff membership does not itself grant hosting sign-in. Never share an administrator account.

5. My Day and the owner review

My Day shows next actions and overdue open leads. Owner brief summarises new leads, overdue follow-ups, logged calls, task exceptions and team workload in the signed-in user’s authorised scope. Open an exception to assign a next step. Totals describe recorded work; unlogged calls or effort are unknown. Open screens refresh periodically. Scheduled background delivery requires a configured job runner and is not active merely because a brief time is saved.

6. Add or edit a lead

Select Add lead / Create lead. Enter contact name and at least email or an international phone number. Choose company, industry, source, owner, stage and notes. New leads suggest a next-day follow-up. Review the date before saving. A permission claim needs evidence; an incoming enquiry does not automatically permit marketing. Open a lead to edit or log activity. Dates entered on the device are shown in IST in the CRM.

7. Duplicate protection and conflicting edits

Email is normalised and phone numbers checked on every write. Exact contact identities prevent duplicate leads within this workspace; this is not fuzzy matching of similar names. A changed record version blocks a stale save: refresh, review the latest record and reapply only the intended change. Merge is a manager-reviewed action retaining activities/contact aliases. Permission is not silently copied. Similar company names never silently merge accounts.

8. Excel and CSV imports

Download the import template. Remove sample rows, keep the first row as column headings, enter international phones such as +919871605170 and review your source/evidence. Upload .xlsx or .csv, maximum 5 MB and 1,000 data rows. Map each column once, review matching contacts and choose the intended import behaviour, then confirm. Download and inspect row outcomes. Failed rows must be corrected and re-imported. Blank update fields preserve saved values; imports do not change existing owners or contact permission. Only admins/managers import. Macros are not accepted.

9. The sales cycle

New → Contacted → Qualified → Proposal → Negotiation → Won / Lost. Log each meaningful conversation and next action. Qualification stores requirements, service, estimated budget and expected closing date. Lost opportunities need a reason. Pipeline values are estimates, not booked revenue. Separate customer opportunities allow repeat business without duplicating the customer lead. The roadmap is guidance; signatures, invoicing and automatic project handover are not connected.

10. Companies, contacts and opportunities

Create an account in Companies & contacts, add contact names/designations and primary contact, then explicitly link the customer lead. Existing lead company text remains until linked; it is not automatically an account. Create opportunities for the linked customer with value, stage, expected close and owner. Edits preserve the contact’s company association. Use reviewed contact updates rather than creating duplicate contacts.

11. IT service catalogue

Catalogue includes website creation, domain registration/renewal, web hosting, firewall supply/configuration, web/mobile application development, laptop supply, AMC, cloud/email migration and networking. Administrators set standard descriptions, prices, tax percentages and units. Initial rates/taxes are unconfigured zero placeholders, not free offers or tax advice. Confirm each commercial scope, licence/subscription period, hardware specification, warranty, exclusions and applicable tax before quoting.

12. Create a quotation with fewer steps

Create the company account first and link its customer lead in Companies & contacts. In Quotations choose company and customer lead, enter a title and validity date. Select services from the catalogue; each selection adds an editable item with preset description/rate/tax. Adjust scope, quantity, price and tax and add agreed terms. Save the draft, review the printable quotation and submit for approval. A zero-total quotation is blocked. Up to 50 items are supported. Catalogue edits affect new selections; saved quotations keep their own agreed snapshot.

13. Quotation approval, PDF and sending

Draft → Submitted → Approved → Sent → Accepted (or an allowed rejection/expiry path). A manager/admin approves. Revision history retains saved quote versions. Approved quotations cannot be silently edited; create an appropriate new draft. Open Printable quotation and use browser Print → Save as PDF. Review email / WhatsApp draft becomes available for approved, unexpired quotations and checks current contact details and Do not contact. Open the device’s email or WhatsApp draft, review and press Send there; attach the saved PDF manually if required. Return to CRM and Record as sent with the sending reference. This handoff does not auto-send or confirm delivery; an email/WhatsApp application is required. Very large drafts may exceed the device app’s link limits: use the PDF.

14. Calls and the activity timeline

Call desk records incoming/outgoing direction, call time, duration, outcome, notes and next callback. Callback requested needs a date. Relevant activity is linked to the lead. Activity timeline also records notes, meetings and sales conversations. Telephone audio recording, automatic call capture, dialler and speech transcription require a future telephony provider connection. Do not assume calls are recorded merely because a call entry exists.

15. Shared responsibilities and calendar

Each task has one accountable owner, optional collaborators and reviewer, checklist, deadline, priority and blocker. Add comments rather than overwriting another person’s work. If a reviewer is assigned, follow its review status. Lead follow-ups create related automatic work; change their lead’s follow-up date to reschedule/clear them. Calendar shows CRM events and deadlines in day/week/month views. External Google/Microsoft calendar synchronisation is not connected.

16. Incoming email and WhatsApp

Enquiry desk shows captured messages. Verified inbound adapters match contacts; unmatched enquiries need review before Convert to lead. Incoming enquiries do not grant marketing permission. Email capture needs the mailbox provider or a signed forwarding bridge; existing mailbox sync is not active. WhatsApp capture requires official Business Platform credentials and webhooks. Saving info@digivistainfotech.com or +919871605170 as company details does not connect those accounts. Administrators can change both later with corresponding provider verification.

17. Bulk communication

Record permission and evidence per channel. Review audience exclusions, personalise with {{name}} / {{company}}, then prepare a campaign. Preparing does not send. Sending requires verified providers, server secrets, enablement and a reachable opt-out endpoint. Only the allowed role can send the next batch; cancelled queued recipients will not send. Provider Accepted does not mean Delivered. Uncertain sending results need investigation rather than blind retries. No live provider has been verified in this preview.

18. Reports, allocation and industry fields

Reports and Sales insights show permitted lead counts/values by stage, source, industry and owner. Win rate is Won ÷ (Won + Lost). Opportunity/quote totals are separate to avoid counting the same sale twice. Bulk allocation supports up to 100 selected leads with row-level version checks and results. Define text, number, date or selection fields by industry without putting all industry details into the basic lead form. Managers are assigned explicitly in Team hierarchy.

19. Recycle bin, backup and recovery

Move a lead to the recycle bin only after review; its identity remains reserved and related work is hidden. Restore supported recoverable leads. Merged source leads are not ordinary restoration entries. Administrator backup exports a workspace snapshot containing personal data. Restrict and protect the file. Restoration is an engineer-operated procedure into a new database and must be tested; this application does not supply automatic offsite encrypted backups.

20. Privacy and compliance readiness

Use recorded provenance, channel permissions, Do not contact, role restrictions, audit trail and privacy request register. The register tracks requests for human review; it does not automatically fulfil access, correction or erasure obligations. These features are not GDPR or Indian data-protection certification. Before production, obtain a current legal review for applicable duties, notices, lawful basis, retention, contracts, subprocessors, security, requests and incident response. Do not store patient records or other sensitive industry datasets without a separately assessed configuration and controls.

21. Mobile installation and QR

Open Mobile & offline in the top bar. After private HTTPS deployment and staff sign-in setup, use its installation QR to open the same CRM origin on a phone. Install / Add to Home Screen availability varies by browser. The installation option is shown only when the browser offers it. The computer’s 127.0.0.1 address points to the phone itself when opened on a phone. No verified live URL or QR is supplied yet. An engineer can generate the QR only after confirming the deployment, then redeploy the public files and test on a real phone.

22. Offline drafts and safe return online

While online, load Mobile & offline → Open offline lead drafts once so public help and draft screen can be cached. Use a unique passphrase of at least 12 characters to create/unlock your encrypted notebook. Enter enquiries and save drafts on this browser; this is not a CRM database copy. AES-GCM encryption protects stored drafts; unlocked content can be read by someone using the device. Lock before sharing. Forgotten passphrases and cleared browser storage cannot be recovered. Offline edits to CRM records and sending are unavailable. When online, export the unencrypted CSV and ask an admin/manager to import and review row outcomes, or enter drafts manually. Delete drafts only after verifying saved records. No automatic synchronisation or silent overwrite occurs.

23. Troubleshooting

Duplicate contact: open the existing lead or request reviewed merge. Record changed: refresh before retrying. Missing data: check role, owner/reporting assignment, search filters and recycle bin. Quote cannot send: check approval, expiry and current customer details. Catalogue price zero: ask admin to configure or enter the agreed draft rate. Incoming messages absent: provider setup is pending. Offline notebook fails: check passphrase, secure origin and device storage. Installation missing: check live HTTPS, browser support and sign-in. Keep error references; never send passwords or provider secrets in a support message.

24. Release and practical boundaries

Guide updated 10 October 2026. The main Sales CRM is deployed on Hostinger. Billing overview supports reviewed external invoice imports; automatic billing synchronization is not connected. Provider integrations, real-device testing, automatic PDF attachments, e-signature, external calendar synchronization and legal sign-off require separate verification or implementation. Review the capability roadmap for planned work.

25. Field help and the CRM help desk

Click the ? beside a field to see why it is needed and what to enter. Help opens over your form; closing it preserves unfinished input. Ask for help in the top bar opens the CRM help desk. Ask in English or Hindi; built-in answers show matching guide topics and references. If a reliable answer is missing, use Ask administrator for help to register an internal request. Staff see their own requests; admins see the team queue and record a resolution. No email or WhatsApp notification is sent. Guide answers work without an AI account. Optional AI stays off until an administrator configures its server credentials and model. AI mode sends the typed question and relevant guide content to OpenAI only after your explicit checkbox permission; CRM records are not attached. Do not enter customer contacts, passwords or secrets. AI suggestions cannot change records or send messages and must be checked against the guide. Question history is not saved by this help chat; support requests and daily usage counters are stored inside the CRM.

26. Qualification

1. Open Qualification and choose the customer lead. The form appears only after you select a lead.
2. Enter Service interested in, Budget in INR, Expected closing date and Requirement. Record Source / provenance evidence; for a lost sale, add Lost reason.
3. Click Save qualification. This saves the requirement profile; it does not change the lead stage. Open the lead in Leads to update its stage and log the conversation.

27. Pipeline

1. Open Pipeline to see leads by stage within your authorised scope.
2. Open a lead to review its contact, owner, value and next follow-up. Update its stage using the lead form; respect your role permissions.
3. Record the conversation and next action. Pipeline values are estimates, not invoiced revenue.

28. Bulk assignment

1. Open Bulk assignment as an administrator or manager.
2. Select the authorised leads and the receiving sales staff member. Review the selection before submitting.
3. Run the assignment and review each row outcome. Records outside your scope or conflicting edits must be reviewed separately.

29. Custom fields

1. Open Custom fields; an administrator defines the field name, type and applicable industry.
2. Select a lead and an existing definition. Enter a value matching the field type.
3. Save and check the recorded value. Avoid storing sensitive health or identity information without an approved purpose and safeguards.

30. Team hierarchy

1. An administrator opens Team hierarchy.
2. Choose the employee and reporting manager, then save the reporting relationship.
3. Review the hierarchy. Manager visibility covers own and directly reporting sales records; a reporting link does not create hosting sign-in.

31. Sales insights

1. Open Sales insights to review the recorded sales figures available to your role.
2. Compare the displayed counts, values and distributions. Lead values and opportunity values have separate meanings.
3. Use the figures to decide the next follow-up or review. Missing activity is unknown; the CRM cannot infer unrecorded work.

32. Team & settings

1. Open Team & settings as an administrator and review the staff list.
2. Add an approved staff name, email and role. Configure reporting relationships in Team hierarchy and role/access changes in Data & privacy.
3. Arrange production sign-in separately. Each staff member needs their own approved login; adding a CRM staff row alone does not grant hosting access.

33. Follow-ups

1. Open Follow-ups to review scheduled and overdue conversations.
2. Open the lead, record the call or note, and set the next follow-up date and time.
3. Save and verify the updated date. Times are entered in the device timezone and displayed in IST. Closing help preserves unfinished form input.

34. Search and filter leads

1. Open Leads and type a contact or company detail into search.
2. Use stage and owner filters to narrow the list. Clear filters if a record seems missing.
3. Open the matching lead. If it remains absent, check role access, assignment and the Recycle bin; do not create a duplicate just to bypass access.

Field: Name

Name of the contact, company, task or campaign shown by this form. Use a clear name so others can recognise it.

Field: Company

The business the lead belongs to. A company name on a lead is not a linked company account; create and link that account separately.

Field: Email

Use a valid email address. On customer records it helps contact matching and duplicate checks. On communication settings it must match the verified sending provider.

Field: Phone

Use country code, for example +919871605170. Normalised phone identities help prevent duplicate contacts. This field does not connect a calling provider.

Field: Phone country

IN permits a ten-digit Indian phone to be normalised with +91. For OTHER use an international number beginning with +.

Field: Lead source

Record how this enquiry arrived, such as referral, website or import. This supports reporting and provenance; it is not marketing permission.

Field: Industry

Use the customer's business area, such as IT, logistics or pharma. It helps group reports and select industry-specific extra fields.

Field: Responsible person

One person accountable for the record or task. Admins/managers allocate sales ownership within allowed scope. Other helpers belong in Collaborators.

Field: Sales stage

Choose the current sales step: New, Contacted, Qualified, Proposal, Negotiation, Won or Lost. Log the reason and next action as the sale changes.

Field: Value

On leads/opportunities this is estimated INR sale value, not booked revenue. On a custom-field form enter the value in its configured type.

Field: Next follow-up

The next planned customer contact. It powers reminders, overdue lists and automatic follow-up work. Won/lost leads do not require an open sales follow-up.

Field: Contact preference

Not recorded means no evidence recorded. Permission recorded needs supporting evidence. Do not contact disables quick outbound contact and blocks eligible messaging.

Field: Notes

Write useful customer context or the outcome of the conversation. Avoid passwords, secrets and unnecessary sensitive data.

Field: Role

The role determines allowed CRM records and actions. Adding staff here does not itself grant live hosting sign-in.

Field: Company account

Select the saved company account. Before quoting, explicitly link the customer lead to that company in Companies & contacts.

Field: Customer lead

Select the customer lead this work, call, opportunity or quotation belongs to. Only permitted records are shown.

Field: Company contact

Choose a saved contact for the selected company, such as purchasing or the decision maker.

Field: Designation

Record this person's role at the customer company, for example purchase manager or IT head.

Field: Primary contact

Mark the main person to contact for this company. Review existing primary contacts before changing it.

Field: Address

The company address. Enter only the business address required for the account.

Field: Website

The customer's business website, if available. Review the address before opening external links.

Field: Title

A short, specific title that explains this work or quotation, for example Company website renewal.

Field: Description

Describe the service scope, deliverables and exclusions. Quotation item descriptions can be edited before submission; confirm hardware specifications and subscription periods.

Field: Quantity

How many units or service periods are quoted. Must be greater than zero. Totals use quantity × rate, with the entered tax percentage.

Field: Rate

Price in INR per unit. Catalogue rates start unconfigured. Admin can set defaults; review the agreed price in each draft.

Field: Tax percentage

Enter the applicable percentage from 0 to 100. It adds tax to the line total. The CRM does not determine legal tax applicability.

Field: Unit

Explain the rate basis, such as device, project, month or year. Also specify the period clearly in the item description.

Field: Quotation valid until

The date the customer can accept this offer. Expired quotations cannot proceed to sending/acceptance without a valid new draft.

Field: Terms

Record agreed payment, delivery, support, warranty and scope conditions. Review before approval; this is not a tax invoice or e-signature.

Field: Budget

Estimated spending the customer has indicated, in INR. Keep it separate from the quotation's agreed price.

Field: Requested service

What the customer is interested in. Record the actual requirement before choosing quotation services.

Field: Requirement

Capture scope, business problem, decision criteria and important constraints to qualify the enquiry.

Field: Expected closing date

Your estimated decision/closing date. It supports planning; it is not a confirmed sale or promised delivery date.

Field: Lost reason

Record a useful reason when a sale is lost, such as budget, timing or competitor, so future reviews can learn from it.

Field: Source evidence

Record where the data/enquiry came from and the supporting reference. It does not substitute for channel-specific permission.

Field: Collaborators

People helping with this task. There remains one accountable owner; collaboration does not grant access to the entire customer database.

Field: Reviewer

Optional person who checks completion. When assigned, follow the task's review steps rather than marking work approved yourself.

Field: Priority

Set urgency so the team can choose what to do first. A priority does not replace a due date.

Field: Due date

Deadline for the task or request. Dates entered in the device timezone are displayed in IST.

Field: Start time

Start time of the meeting/task. Review the device timezone and the displayed IST time.

Field: Checklist

Write one step per line. Prefix completed steps with [x]. This makes completion easy to review.

Field: Blocker

Explain what is preventing progress and who/what can remove the obstacle. This helps the owner review highlight exceptions.

Field: Status

The current state for the selected task, permission or request. Different forms allow different states; record evidence where requested.

Field: Comment / activity

Add the result or a useful team comment. It is saved as activity/comment rather than replacing the whole record.

Field: Call time

The time this call actually took place. Enter the correct device-local time; it appears in IST.

Field: Call duration

Duration in seconds, from 0 to 86,400. This logs a call entry; it does not record audio.

Field: Call direction

Incoming means the customer called; Outgoing means staff called the customer.

Field: Call outcome

Choose whether connected, no answer, busy, wrong number or callback requested. A requested callback needs a next-contact date.

Field: Message channel

Choose the communication channel. Permission is recorded separately for email and WhatsApp.

Field: Evidence / reason

Record supporting permission, sending, acceptance or request evidence relevant to this form. Do not include passwords or unnecessary personal data.

Field: Email subject

A clear subject for the email campaign/message. Review before preparing the campaign.

Field: Message body

The email campaign text. {{name}} and {{company}} can personalise it. Preparing does not send; channel permission and verified provider setup are required.

Field: WhatsApp template

Name of a provider-approved WhatsApp template. It must match the template configured in the official Business Platform.

Field: Template parameters

Template body values, one per line, matching the approved template's placeholders and order.

Field: Template language

Provider template language code, such as en. This is separate from the CRM interface language.

Field: Company WhatsApp number

Company sender number in international format. It must match verified Business API settings. Entering a number does not connect the phone app.

Field: Daily brief time

Preferred IST review time. Saving it does not schedule an external notification; a job runner must be configured.

Field: Automatic lead capture

Allows verified inbound enquiries to become leads when the receiving adapter is configured. It never grants marketing permission.

Field: Enquiry sender

The sender email or international phone number for the enquiry. Review it before conversion or matching.

Field: Merge source

The source lead that will be archived into the kept lead. Review both records and latest versions before confirmation.

Field: Keep this lead

The lead retained after reviewed merge. Activities/aliases are retained; marketing permission is not automatically transferred.

Field: Reason

Explain why this record is being removed or why this action is necessary. It supports review and audit.

Field: Reporting manager

The selected employee's direct manager. Manager access follows configured direct reports. Admin retains company-wide access.

Field: Staff member

Select the saved staff account whose reporting assignment is being changed.

Field: Field code

Stable technical key for an extra field: lowercase letters, numbers and underscores, starting with a letter. Choose it before storing values.

Field: Field label

The easy name staff see for an extra industry field. It is different from the stable technical key.

Field: Field / request type

For extra fields choose text, number, date or select. For privacy requests choose the applicable access/correction/deletion/retention review type.

Field: Selection options

Allowed choices for a selection field, one per line. Entered values must match a defined choice.

Field: Extra field

Choose an existing extra-field definition valid for this customer's industry, then enter its value in the configured type.

35. Master setup

Open Master setup at the top of the sidebar. Items, HSN & GST masters includes Company GST & address, HSN/SAC codes, GST rates, units and items/services. Configure codes, taxes and units before items. Admins can use templates and reviewed imports for these masters. Other master pages manage customer companies, staff, reporting managers, services and industry fields. Role permissions determine available actions. Saved quotations retain their own commercial snapshot.

Mobile updates

Open Daily workspace > Mobile updates. Search a customer and select their card. Call, email and WhatsApp buttons open your device apps; these do not automatically record communication. Choose an activity, write the outcome, select the stage and next follow-up, then Save update and next step. Existing follow-up is prefilled. Lost requires a reason. Won and Lost complete the follow-up. Repeating the same request does not create a second activity. Refresh if someone else changed the lead.

Automation rules and reminders

Admin opens Reports and automation > Automation. Set source, industry, sales owner and follow-up hours. Blank condition matches any lead; the latest matching enabled rule wins. Rules apply to new leads, including incoming leads when auto-capture is enabled. Manual owner and explicit follow-up dates override defaults. Run reminders now creates one in-app reminder per overdue task/person/day; a reporting manager is notified after 24 hours overdue. Reminders run every five minutes while an admin has CRM open. For unattended runs configure an external scheduler with the private job credential. This feature does not send emails or WhatsApp messages automatically.

Sales goals and weighted forecast

Choose Sales goals and expected closing month. Admin sets individual INR targets. Opportunities with an expected closing date in that month are included. Weighted estimates use fixed stage probabilities: New 10%, Contacted 20%, Qualified 40%, Proposal 60%, Negotiation 80%, Won 100%, Lost 0%. These are planning assumptions, not AI predictions, receipts or booked revenue. Leads and opportunities are not added together because they may describe the same sale.

Master imports and report downloads

Open Import and export. Lead import supports reviewed create/update modes. For companies, contacts and opportunities download a template, enter new records, upload Excel or CSV, review row validation and confirm ready rows. Services update requires admin and current expectedVersion. Limit 100 rows and 2 MB per file. Existing identities and repeated rows are flagged. Successful rows are saved separately; invalid rows are skipped. Download row results. Under Reports choose from 31 report types, filter and preview, then download CSV or Excel. Counts and downloads follow role permissions. Dates use record creation in IST, not activity or expected-close dates. Exports exceeding 10,000 source records are rejected instead of silently truncated.

Lead entry benefit

Why: capture a genuine enquiry once with its source, owner and next follow-up. Benefit: enquiries are less likely to be forgotten and team ownership is clear. Next: check for duplicates, record the requirement and schedule a follow-up. Example: a website enquiry becomes one assigned lead, not several separate entries.

Pipeline stage benefits and exit checks

New: enquiry captured; check duplicates and assign an owner. Contacted: a conversation happened; record the outcome and next action. Qualified: need, budget and decision process are understood; record evidence before proposing. Proposal: an actual quotation/proposal was shared; record its reference and review date. Negotiation: commercial terms are being discussed; record objections and the next decision. Won: the customer agreed; record agreed value and handover work. Lost: the sale will not proceed; record the reason to improve future sales. Benefit: everyone understands what needs to happen next, and managers can spot stalled deals. These are working guidelines, not automatic proof of a sale or payment.

Follow-up and activity entry benefits

Why: record the conversation outcome and agreed next action. Benefit: another authorised colleague can continue the conversation without asking the customer to repeat everything. Next: set a realistic follow-up date and complete or reschedule it with a reason. Logged call counts describe recorded activity, not independently verified employee effort.

Company, quotation and billing entry benefits

Company/contact: link people to one customer account to avoid scattered history. Quotation masters: pick agreed items, descriptions, HSN, units and tax rates to reduce repeated typing; verify tax details before sending. Approval: review commercial terms before committing them. Billing reference: keep invoices in BUSY and bring invoice/payment snapshots into CRM for authorised follow-up; reconcile against BUSY because an import can become out of date.