CRM — User guide

With the CRM module you manage all the contacts, companies, sales deals and activities of your commercial team from a single place. Each piece of data belongs exclusively to your organization and only you and your authorized colleagues can see it.

What this module is for

The CRM helps you keep track of who your team talks to, which companies are in your portfolio, how far along each sale is, and which tasks are pending. You can create contacts, link them to their companies, open sales deals and log calls, meetings and tasks so nothing gets lost.

Prerequisites

  • An active uKore account.
  • Logged in with your email and password.
  • The user role or higher in your organization (your administrator assigns it).

How to access the CRM

  1. Log in to your uKore account.
  2. In the left sidebar, click CRM.
  3. The dropdown menu shows: Contacts, Companies, Deals and Activities.
  4. Click the section you want to open.

Section 1 — Managing contacts

Contacts are the people your company interacts with: customers, prospects or suppliers. Each contact can have a name, email address, phone number, job title and tags to classify them.

View the contacts list

  1. Click Contacts in the CRM sidebar menu.
  2. You will see the contacts list with columns: name, email, phone and tags.
  3. Use the Search field at the top to filter by name or email.
  4. The list paginates automatically; use the pagination controls to navigate between pages.
  5. Each row shows Edit and Delete buttons in the actions column (direct shortcuts).

View a contact's detail page

  • Click anywhere on the row (outside the action buttons) to open the contact's detail page — the record's central view, read-only.
  • From the detail page you can click Edit (opens the form), Delete (removes the record and returns to the list) or Back (returns to the list unchanged).

Create a contact

  1. On the Contacts screen, click the New contact button.
  2. Fill in the form fields:
    • Name (required) — the person's first and last name.
    • Email — email address.
    • Phone — number in international format (for example: +1 555 000 0000).
    • Tags — comma-separated keywords to classify the contact (for example: lead, priority).
  3. Click Save.
  4. The contact appears instantly in your list.

Edit a contact

  • From the detail page: open the contact (click the row) and click Edit.
  • Direct shortcut from the list: click the Edit button on the row to go straight to the form without passing through the detail page.
  • Update the fields you need and click Save.

Delete a contact

  • From the detail page: open the contact and click Delete. Confirm in the dialog. This action cannot be undone.
  • Single contact (from the list): click the Delete button on the row and confirm in the dialog.
  • Multiple contacts at once: check the boxes on the rows you want to remove, then click Delete selected in the toolbar that appears. Confirm — all selected contacts are deleted in a single atomic operation.

Note: deleting contacts requires the manager role or higher.

Section 2 — Managing companies

Companies are the organizations you work with. You can associate one or more contacts with each company to get a complete view of your relationship with them.

View the companies list

  1. Click Companies in the CRM sidebar menu.
  2. You will see the companies list with columns: name, industry, employees and website.
  3. Use the Search field to filter by name.
  4. The list paginates automatically.

Create a company

  1. Click the New company button.
  2. Fill in the form:
    • Name (required) — company name.
    • Industry — main business activity (for example: technology, retail).
    • Employees — approximate number of employees.
    • Website — URL of the corporate website.
  3. Click Save.

View a company's detail page

Click anywhere on the row to open the detail page (read-only), with Edit, Delete and Back buttons.

Edit and delete a company

  • Edit: open the detail page (click the row) and click Edit — or use the row's Edit button as a direct shortcut. Update the fields and click Save.
  • Delete one: from the detail page, or the row's Delete button in the list; confirm.
  • Delete several at once: select with checkboxes and click Delete selected in the toolbar.

Deleting requires the manager role or higher.

Section 3 — Kanban Pipeline (Deals)

The Kanban board shows all your deals organized in columns, one per stage. You can group deals by owner or stage, drag cards between columns to change stages, and access the details of each deal from the card.

The available stages are:

Stage What it means
Lead Potential customer identified, not yet qualified.
Qualify You have spoken with them and there is real interest.
Propose You have presented an offer or quote.
Negotiate You are fine-tuning the closing terms.
Close The sale was successfully closed.

View the Kanban board

  1. Click Deals in the CRM sidebar menu.
  2. You will see the board with deals organized in columns.
  3. Each card shows the name, value, and owner of the deal.
  4. The column header shows the total number of deals and their combined value.

Group deals by owner or stage

You can view the board grouped by salesperson or by stage:

  1. In the board's top bar, find the selector Owner | Stage.
  2. Select Owner to group by salesperson.
  3. Select Stage to group by stage.
  4. The board reorganizes automatically — no page reload needed.

Move a deal to a different stage or owner (drag-and-drop)

  1. Click and hold the deal card.
  2. Drag it to the target column or row.
  3. Release: the change is saved automatically with optimistic update. If the server rejects the change, the card returns to its original position.

On touch devices, press and hold the card for half a second before dragging to activate drag mode.

Create a deal

  1. Click + New deal in the top-right corner.
  2. Fill in the form:
    • Name (required) — brief description of the deal.
    • Value — estimated sale amount.
    • Currency — currency for the transaction.
    • Stage — current phase of the deal.
    • Probability (%) — estimated probability of closing.
    • Expected close date — when you expect to close the sale.
    • Owner — sales representative responsible for the deal.
  3. Click Save.

Edit or delete a deal

Each Kanban card shows action buttons at the bottom:

  • Edit: opens the deal edit form. Update the fields and click Save.
  • Delete: shows a confirmation dialog. Once confirmed, the deal is permanently removed and the board reloads automatically.

You can also click anywhere on the card (outside the buttons) to navigate to the edit form.

Deleting deals requires the manager role or higher.

Section 4 — Activities

Activities are the actions you log to follow up with your contacts and deals: calls made, emails sent, meetings held, or pending tasks.

View the activities list

  1. Click Activities in the CRM sidebar menu.
  2. You will see all activities with columns: type, subject, due date and status.
  3. Use the status selector (Pending and completed / Pending only / Completed only) to filter.
  4. The list paginates automatically.

Create an activity

  1. Click New activity.
  2. Fill in the form:
    • Type — choose from: Call, Email, Meeting or Task.
    • Subject (required) — brief title of the activity.
    • Description — additional notes about the activity.
    • Contact — person associated with this activity.
    • Deal — related deal (if applicable).
    • Due date — when it should be performed or completed.
  3. Click Save.

Mark an activity as completed

  1. In the Activities list, click the activity's row to open its detail page, then click Edit (or use the row's Edit button directly).
  2. Check the Completed field and click Save.
  3. The status updates to Completed and is reflected in the list.

View an activity's detail page

Click anywhere on the row to open the detail page (read-only), with Edit, Delete and Back buttons.

Edit and delete an activity

  • Edit: open the detail page and click Edit, or use the row's Edit button as a direct shortcut.
  • Delete one: from the detail page, or the row's Delete button; confirm in the dialog.
  • Delete several: select with checkboxes and click Delete selected in the toolbar.

Deleting requires the manager role.

Section 5 — Leads

Leads are potential customers you have identified but not yet qualified. Each lead has a status (new, contacted, qualified, unqualified, converted) and a source (website, referral, cold call, social media, event, or other).

When a lead is ready, you convert it into a deal to begin the formal sales process.

View the leads list

  1. Click Leads in the CRM sidebar menu.
  2. You will see all leads with columns: name, email, status, source, score and creation date.
  3. The list paginates automatically.

Filter leads by status or source

In the list's top bar:

  1. Open the Status dropdown and choose: New, Contacted, Qualified, Unqualified, Converted.
  2. Open the Source dropdown and choose: Website, Referral, Cold call, Social media, Event, Other.
  3. The list updates automatically when you select a filter.

Create a lead

  1. Click New lead.
  2. Fill in the form:
    • Name (required) — full name of the person.
    • Email (required) — email address.
    • Phone — phone number in international format (optional).
    • Source (required) — how you found this lead: website, referral, cold call, etc.
    • Owner — user responsible for follow-up (defaults to you).
    • Notes — additional observations about the lead.
  3. Click Save.
  4. The initial status is always New.

Open a lead's detail page

Click anywhere on the row to open the lead's detail page (read-only) — from there you can click Edit, Delete, Back, and you will also see the Convert to deal button when it applies (see below).

Edit a lead

  • From the detail page: open the lead (click the row) and click Edit.
  • Direct shortcut from the list: click the Edit button on the row.
  • Change the fields you need and click Save.

Restriction: you cannot edit a lead that has already been converted.

Change a lead's status

  1. Open the lead (click its row) and click Edit.
  2. Change the Status field following the qualification funnel (only forward moves or marking as unqualified are allowed).
  3. Click Save.

Allowed status changes:

Current status You can change to
New Contacted · Unqualified
Contacted Qualified · Unqualified
Qualified Unqualified (or convert to a deal)
Unqualified — (terminal status)

Note: the system does not allow skipping stages (for example, going directly from New to Qualified). If you attempt a disallowed change, you will see an error message. The Converted status is only set when converting the lead into a deal.

Convert a lead into a deal

The Convert to deal button only appears when the lead's status is Qualified — it is the only transition allowed into Converted. If the lead is in a different status, you will see a hint telling you to qualify it first; conversion cannot be forced from any other status.

  1. Open the lead by clicking its row in the list (it must be Qualified).
  2. Click Convert to deal.
  3. Confirm in the dialog. The new deal is created automatically with the lead's name and the default values (value 0, currency EUR, stage "Prospect"); these values are no longer editable from this dialog.
  4. The lead's status changes to Converted and links to the new deal — you will see a direct link to open it in the Kanban Pipeline.

Note: conversion is best-effort — if deal creation fails for an exceptional reason (e.g. a transient data issue), the lead is still marked Converted but without a linked deal. In that case you will see a message asking you to contact support.

Delete a lead

  • Single lead: click the Delete button on the row and confirm in the dialog.
  • Multiple leads at once: select with checkboxes and click Delete selected in the toolbar.

Note: deleting leads requires the manager role or higher. Restriction: you cannot delete leads that are already converted (their data is linked to the deal).

Common cases

  • I want to see all contacts from a company — Open the company and click the Contacts tab inside its record. You will see the list of associated contacts.

  • I want to search for a deal by name — On the Deals screen, use the search field at the top of the table. Type part of the name and the list filters automatically.

  • I want to see my pending activities — In the Activities section, filter by status Pending to see only the ones you have not yet completed.

  • I want to assign a deal to another salesperson — Edit the deal and change the Owner field to the corresponding salesperson's name.

Common errors

  • "Failed to load data" — The connection to the server failed momentarily. Reload the page. If the problem persists, contact support.

  • "Failed to save" — A required field is empty or has an incorrect format (for example, an email address without the @ sign). Review the fields marked in red and try again.

  • I cannot see my contacts even though I know they exist — Check that you are logged in with the correct account and that you belong to the organization where those contacts were created. Each organization has its own separate data.

  • I cannot edit or delete a record — Your current role does not have permission for this action. Talk to your organization's administrator to have the necessary permissions assigned.

  • I cannot see the CRM module in the sidebar — Your organization does not have an active CRM license, or your role does not have access. Contact the administrator of your organization.

Required permissions

Action Minimum role
View any section viewer
Create and edit records user
Delete records manager
Configure custom fields admin

Frequently asked questions

Can I export my contacts to Excel or CSV? Data export will be available in an upcoming version of the CRM.

Are there sales reports? Advanced reports with charts and automation are part of the uKReports module, which works independently and integrates with the CRM. Ask your administrator if your organization has that module active.

Can I customize the pipeline stages? Customizing stages will be available in an upcoming release. For now, the five standard stages are used: Prospect, Qualified, Proposal, Won and Lost.

Is my data isolated from other organizations? Yes. Each organization has its own completely separate space. No user from another organization can see or modify your data.

Section 6 — Dashboards

Dashboards give you a real-time view of your pipeline and team performance without needing to export data or manually create reports.

6.1 My pipeline (vendor dashboard)

Go to CRM → Dashboard → My pipeline (/crm/dashboard/vendor).

You will see:

  • 4 KPI cards:

    • Total pipeline: sum of the value of all your open deals.
    • Win rate: percentage of deals you have closed.
    • Avg deal value: average value of your deals.
    • Won this month: value of deals closed in the last 30 days.

  • Stage distribution chart (pie): how your deals are spread across stages.

  • Velocity chart (line): how many deals you closed each week over the last 4 weeks.

  • Stage count grid: number of deals in each of the 5 pipeline stages.

The dashboard refreshes automatically every 30 seconds — no page reload needed.

6.2 Team pipeline (manager dashboard)

Only available to users with role manager, admin, or owner.

Go to CRM → Dashboard → Team pipeline (/crm/dashboard/manager).

You will see:

  • 6 KPI cards:

    • Total pipeline, Win rate, Avg deal value, Won this month (same as vendor, but aggregated across the whole team).
    • Team members: number of salespeople with active deals.
    • Total deals: total deal count across the team.

  • Team comparison chart (bars): pipeline and won value side by side per member.

  • Conversion funnel (bars): how many deals are at each stage, highlighting where deals accumulate or drop off.

  • Team velocity chart (line): deals closed per week over the last 4 weeks.

  • Team members table: one row per salesperson showing individual metrics (pipeline, won, win rate).

6.3 Auto-refresh

Both dashboards refresh automatically every 30 seconds. The Last updated timestamp in the top-right corner confirms when data was last loaded.

To force an immediate refresh, reload the page (F5 or Cmd+R).

6.4 Common errors

Message Meaning What to do
Error loading dashboard Network issue or expired session Reload the page; if it persists, log out and log back in
(blank screen, no data) You have no deals yet Create your first deal at CRM → Deals → New
Access denied to team dashboard Your role is below manager Ask your administrator to upgrade your permissions

Section 7 Custom Dashboards (S7-T3)

Custom dashboards let you build visual views with KPIs, charts, and data lists without writing any code. uKore includes 3 ready-to-use dashboards, and you can create your own.

7.1 Preset dashboards

When you open CRM → Dashboards for the first time, you'll find 3 preset dashboards:

Dashboard What it shows
Weekly Summary Your personal pipeline KPIs: total pipeline, win rate, average deal value, and won this month. Stage distribution chart and close velocity chart.
Pipeline by Team Team-level metrics: total pipeline, win rate, and a table of team members with individual results.
Activity Log Recent activities (calls, emails, meetings, tasks).

7.2 View a dashboard

  1. Open CRM → Dashboards in the menu.
  2. Choose the dashboard you want to view.
  3. Click View.

Each widget (KPI cards, charts, tables) loads its data automatically from the server.

7.3 Create a custom dashboard

Only users with role manager, admin, or owner can create dashboards.

  1. Open CRM → Dashboards.
  2. Click + New dashboard.
  3. Fill in:
    • Name (required, at least 2 characters).
    • Description (optional, helps other users understand the dashboard's purpose).
    • Visibility: choose who can see the dashboard:
      • Personal — only you.
      • Team — you and your team.
      • Organization — all org members.
  4. Go to the JSON tab and define:
    • schema — data structure (leave {} for pure-visualization dashboards).
    • uiSchema — widget layout and config (charts, cards, lists).
  5. Check the Preview tab to see how the dashboard will look.
  6. Click Save.

Tip: if the JSON is invalid, the Preview will not update and an error message appears below the editor. Fix the JSON and the error will disappear.

7.4 Edit a dashboard

Only the dashboard creator or an admin/owner can edit it.

  1. In the dashboard list, click Edit next to the dashboard you want to modify.
  2. Change the name, description, visibility, or JSON.
  3. Save your changes.

If the Edit button is not visible, you are neither the creator nor an admin.

7.5 Delete a dashboard

  1. In the dashboard list, click Delete next to the dashboard.
  2. Confirm the deletion in the dialog that appears.

Preset dashboards (Weekly Summary, Pipeline by Team, Activity Log) can be deleted, but they will not be recreated automatically once removed.

7.6 Common errors

Message Meaning What to do
Invalid JSON The JSON editor has a syntax error Check for trailing commas or unclosed brackets
Failed to save Network issue or expired session Reload the page and try again
Access denied Your role does not allow creating or editing dashboards Ask your administrator

Customizing list columns (admin / owner only)

This feature is only available for users with the Admin or Owner role.

From any of the four CRM lists (Contacts, Companies, Activities, Leads) you can choose which columns are displayed and in what order, without needing to contact your technical team.

How to open the editor

  1. Open the list you want to customize (e.g. Contacts).
  2. Click the "Edit columns" button next to the "New" button.
  3. A floating panel opens with the column editor.

What you can do

The editor shows two panels:

  • Visible columns (top): the columns currently shown in the list, in the current order.
  • Available fields (bottom): all schema fields not yet visible. Use the search box to filter by name.
Action How
Add a column Drag a field from the "Available fields" panel up into the "Visible columns" panel.
Remove a column Click the ✕ button on the visible column, or drag it down to the "Available fields" panel.
Reorder columns Drag rows in the "Visible columns" panel using the ⠿ handle on the left.
Toggle sortable Click the ⇅ On / ⇅ Off button on the same row as the visible column.

Saving or discarding changes

  • Save: click "Save". Changes are applied immediately — the list refreshes without a page reload.
  • Discard in-progress changes: click "Cancel". Columns revert to the state they were in when you opened the editor.
  • Restore defaults: click "Revert to template" and confirm. This removes all your customizations and restores the module's default columns.

Common errors

Message Cause Solution
Access denied Your user does not have admin/owner role Ask your administrator
Configuration not found The uKCRM module is not installed for your organization Install uKCRM from the Marketplace in Studio
Failed to save Network issue or expired session Reload the page and try again

Customize the form layout (admin / owner) — P1-49 F1

This feature is only available to users with the Administrator or Owner role.

From any of the five CRM forms (Contacts, Companies, Deals, Activities, Leads) you can redesign the field layout visually: add, remove, reorder and arrange fields in rows and columns, without needing to contact your technical team.

How to open the editor

  1. Open the form you want to customize (e.g. open a contact to edit it).
  2. Click the "⚙ Edit fields" button in the form header.
  3. The screen navigates to the full-screen editor.

Editor layout

The editor occupies the entire window and has two zones:

  • Left panel — Builder: the field palette (left side) and the design canvas (right side). Drag fields from the palette onto the canvas to add them. You can arrange fields in rows; within each row you can create multiple columns and adjust each column's width (12-unit grid).
  • Right panel — Live preview: shows in real time how the form will look with the layout you are building.

Available actions

Action How
Add a field Drag the field from the palette onto the canvas.
Remove a field Drag the field off the canvas, or use the remove button on the field.
Reorder rows Drag the row by its drag handle.
Add a column in a row Use the «+» button on the row to split it into columns.
Adjust column width Drag the column edge.

Saving or discarding changes

  • Save: click "Save" in the top bar. The editor closes and you return to the form, which immediately reflects the new layout.
  • Discard in-progress changes: click "Cancel". You return to the form without saving anything.
  • Restore defaults: click "Revert to template" and confirm. This removes all your customizations and restores the module's default layout.

Common errors

Message Cause Solution
Access denied Your user does not have admin/owner role Ask your administrator
uKCRM is not installed The uKCRM module is not installed for your organization Install uKCRM from the Marketplace in Studio
Failed to save Network issue or expired session Reload the page and try again

See also

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