Using Boards as a CRM in Ontraccr (Use Case)

🤝 Using Boards as a CRM in Ontraccr
 

Overview

You can use Ontraccr Boards as a lightweight CRM to manage incoming leads, client interactions, and deal progress — all within the same flexible board system you use for other workflows. It’s perfect for service-based businesses who want to track customer communication without a separate CRM tool.

🎯 Who Uses This

• Service companies managing client requests from forms, emails, or texts
• Sales teams tracking leads and customer engagement
• Dispatch or operations who want visibility into upcoming service needs

🔧 Key Features for CRM Boards

• Create cards from external form submissions (e.g., website contact forms)
• Add leads manually via the ➕ icon in any status column
• Track contact info, request type, status, and outcome in each card
• Assign users to leads for ownership and follow-up
• Customize stages for your sales or service flow

🧭 Typical CRM Workflow

1. Client submits a form (website, Ontraccr embedded form, etc.)
   • Automatically creates a card in the “New Lead” status
2. Team reviews the card
   • Assign a rep
   • Move to “Follow-Up”, “Quote Sent”, or “Won/Lost”
3. All communication and data is stored in the card for future reference

🧩 Example Statuses to Use

• New Lead
• Follow-Up
• Quote Sent
• Won
• Lost
• Archived

📝 Example Card Fields to Include

• Lead Name (Title)
• Contact Info (Phone, Email)
• Requested Service
• Linked Project (if applicable)
• Status
• Assigned Sales Rep
• Tags (e.g., “urgent”, “repeat customer”)

🧠 Tips & Edge Cases

• Leads can come in via:
  • Embedded forms on your site
  • Manual card creation
  • Automations from emails or text triggers (if configured)
• You can use filters to isolate cards assigned to a particular rep
• Combine with the Timeline View to see when follow-ups are due
• Use card colors or tags to flag hot leads or inactive ones