Companies

Welcome to the Companies management module in CustomerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage companies efficiently.

Table of Contents

1. Introduction

2. Accessing the Companies module

3. Switching Views & Filters

4. Creating a New Company

   1. Filling Out the Company Form

   2. Submitting the Company

   3. Tips

5. Managing Companies

Introduction

A company represents an organization you engage with or maintain a business relationship with. This section enables you to manage company details such as name, industry, address, contact information, and other relevant data, ensuring all organizational records are well-organized and easily accessible.

Accessing the Companies Module

1. On the left-hand menu, hover over and click 'CustomerAssist'.

2. From the submenu, select 'Companies'.

3. The Companies List view will open, displaying all available companies.

4. Companies are displayed with a drop down menu above them:

   1. Active: This tab shows companies that are currently active.

   2. Inactive: Use the Inactive from the drop down to display companies that are no longer active.

5. Clicking on a Company will display the details of that particular Company on the right hand side, such as: addresses, their contact details, orders, invoices, credit and so on. This information may easily be edited at any time, by clicking on the Edit button on the right side of the company name (when the company information is displayed). While editing, the Company form will open, where all the desired fields may be completed or changed. Ensure that the mandatory fields (marked by an asterisk *) are filled in, before clicking the Update button.

Switching Views & Filters

On the top of this screen, a summary view is available, showing:

• Total Companies

• Total Active Companies

• Total Inactive Companies

This is just a snapshot of how many companies are already added and how many of those are currently active.

To the right of this section there is also a pie chart showing the breakup of Business customers (B2B) and Retail customers (B2C).

1. At the top of the page on the right hand side, there is a Toggle Button - use this to switch between:

   • Table View: Displays companies in a tabular format.

   • List View: Displays companies in a more detailed list format.

2. You will also find the dropdown menu on top that lets you switch between:

   • Active companies: companies that are currently active.

   • Inactive companies: companies that are currently inactive.

3. Use the filters on the left hand side, to display specific companies:

   1. Basic filters: Here you may choose to display Active/Inactive or Verified/Unverified company.

   2. Loyalty filter: The loyalty filter may be used to display companies that belong to a particular loyalty level (Blue, Blond, Gold, Platinum or Silver).

   3. Relationship Filters: Use this filter to display companies with a specific type of relationship, such as Business Customers (B2B), Retail Customers (B2C), Educational Institutions, Government Customers or Non-Profit Organisations.

   4. Address Filters: Use the location filters (Country, State, City, Post code) to see companies by location.

   5. Account Filters: Next are the Account filters where Account type could be Enterprise, Individual, Midsized, SMB or Startup.

   6. Industry Filters: You can use this filter to display companies belonging to a particular industry such as, Agriculture, Construction and so on.

   7. Classification Filters: Lastly there is a Classification filter which may be used to filter companies of a certain type, like Private Limited or Propreitorship.

Use the Apply button at the bottom to apply the desired filter, and the Reset button on the top of the filters to remove the applied filters.

Creating a New Company

If interest from a company is received offline, from a cold call for instance, it may be added manually by using the New Company button in the following manner:

1. First, click on CustomerAssist in the left hand side menu. Then, navigate to Companies and click on it.

2. Next, click on the blue New Company button to add a new lead manually.

3. In the form that pops open, start to fill in the lead related details.

   1. You can add the logo of the company by clicking on the Upload button and selecting an image file.

   2. Company Code:

      • Click the Generate Code button for an automatically generated code.

      • Or, enter a custom code manually using your preferred format.

   3. Relationship information: Two essential fields that must be completed are Relationship Type (e.g., Business Customers (B2B), Retail Customers (B2C), and so on) and Relationship Sub Type (this menu will appear once you select a Relationship Type). These fields play a critical role and will provide valuable insights when assessing your customers from a high-level perspective.

   4. Company details: Fill in the company's type, description, industry and relationship officers assigned to the company.

   5. Company contact and Location: Enter the contact person for the company and their contact information, along with the address and location of the company.

   6. Social Media details: The fields at the end are for entering any socail media links for this customer, such as their LinkedIn page. Although many of these fields are optional, it always helps and creates a more professional outlook for a customer.

4. Once you have filled in all the relevant information, click the Add button. Ensure that you complete all the mandatory fields marked by an asterisk (*) before proceeding.

The company you just added would appear on the top of the screen, as a part of the displayed companies.

Tips:

• Double-check all details before submitting the form, especially mandatory fields. Accurate data helps in not only generating highly accurate reports, but also helps the filters in this section work properly. Finding the right information in a timely manner greatly improves efficiency and productivity.

• If your company follows a structured format, manually enter a custom code for easy identification. Otherwise, use the "Generate Code" button for a quick and automated entry.

• While some fields are optional, adding them can provide a more comprehensive view of the company. This helps in building stronger relationships and understanding customers better.

The following video shows adding a new Company:

Managing Companies

Perform various actions on Companies using the following features:

View Details

Click on a company to view detailed information about the customer, which will appear on the right hand side. The details will be visible, such as company name, relationship type, account type and so on. There are different tabs where you can access the relevant information about the company, such as:

• About

• Addresses

• Contacts

• Orders

• Invoices

• Credit

• Inventory

• Loyalty

• Relationship Officers - team members assigned as the relationship officers for this contact; scrolling downwards gives the option to Add more relationship officers

• Boundary

• Notes

• Tasks

• Meetings

• Notifications

• Reactions

• Activites

• Devices

• Logs

These tabs may be accessed by scrolling towards the right, or by bringing the cursor over the 3-button More menu and then scrolling the list vertically.

Edit Company

Use the Edit option to modify the company details. This option may be accessed in multiple ways:

• Click the More button next to the lead on the left-hand side, then select Edit Enquiry from the dropdown menu.

• When the company is displayed in detail on the right hand side, click the Edit button on the top right corner.

Manage Status

Change the Company status to:

• New: For active jobs accepting applications

• Contacted: For jobs where the position is filled

• Attempted Contact: For temporarily paused jobs

• Unresponsive: For jobs that are no longer active

This option may be accessed in multiple ways:

• Click the More button next to the lead on the left-hand side, then select Update Status from the dropdown menu.

• When the lead is displayed in detail on the right hand side, click the Edit button on the top right corner. Scroll down to the Lead Lifecycle Status, make the desired change and click the Update button to save the changes.