Jetpack CRM automatically creates a Sales Dashboard for you, which gives you a glimpse of key data from your recent activity. You can find it by going to Jetpack CRM > Dashboard.
This is a general overview of the Dashboard to start with.
Settings
By default, the Sales Dashboard shows data from the last 30 days. You’ll see the date range listed at the top right of the dashboard. You can customize the time period by clicking the dates and selecting your desired date range.
You can also control what is shown in the dashboard by clicking the “filter” icon next to the date range. From there, you can enable, or disable, the Sales Funnel, Revenue Chart, Recent Activity, and Latest Contacts sections.
At a Glance
The top row of the Sales Dashboard displays information about your Contacts, Transactions, Quotes, and Invoices.
Note: Transactions, Quotes, and Invoices data will only be shown if those core modules are enabled in Jetpack CRM > Core Modules.
The total number of each is displayed, along with any changes during the selected time period.
CRM Contacts
This section displays a bar graph showing the number of contacts added.
Click Day, Week, Month, or Year to change how the data is displayed in the graph.
You can use this graph to spot trends and growth. For example, the graph below shows an uptick in contacts in June 2023.
Sales Funnel
A Sales Funnel is the term given to your ‘route’ of contacts – the status they start as (generally ‘Lead’) and your ideal endpoint. In our example, contacts will start as Leads, and we want to convert them to Customers.
The funnel graphic is automatically generated based on your Jetpack CRM data and the funnel statuses you have entered in Jetpack CRM > CRM Settings > General > Field Options.
The Funnels extension adds more robust sales funnel reports to your site.
In the example above, we have defined the following Steps in the funnel.
- Lead: you add your Contacts as Leads for your business. You can use our built-in Forms, our Gravity Form or Contact Form 7 integrations to capture leads.
- Once the Lead has been captured in the CRM, we next want to convert them into a Customer.
Now, you can have your funnel with just those two steps, but if you do, it would look like the screenshot below:
Contact Status Matters
The number of people in each part of the funnel is controlled by the status of the Contact.
You can set your Contact statuses in Jetpack CRM > CRM Settings > Field Options:
It’s important that you add these in the order from the top of the funnel. i.e Lead, Contacted, Customer, Upsell (or whatever your preferred Statuses are.)
Detailed Funnel
Using the example above, the funnel now looks like the following.
The additional statuses added to the “Funnel” settings all have Contacts with that status.
Tracking a Funnel step with no contacts
Wait a minute
You need to have contacts with the funnel status; otherwise, you will get a funky funnel!
It’s important to make sure when you define your Contact statuses for your funnel that you have Contacts at the various steps of the funnel.
Having your funnel statuses the same as your actual customer status array is the best way to have a funnel to track and tie in with your data.
However, this is not required. You may have a couple of statuses like ‘Blacklisted‘ or ‘Refused‘, which you can leave out of the Funnel settings.
Explaining the CRM Sales Funnel
The above funnel is from an example company. Each step represents the following:
- Lead: people who have filled in a form and are automatically added to the company’s list
- Contacted: company has reached out to them and opened a dialogue
- Presale: user has asked a presale question about a module or bundle
- Customer: user has made a purchase.
- PostSale: user contacted company following a purchase
- Upsell: either sold them more products, or upgraded them to a higher package
How to manage your Funnel
Contact management is at the heart of any CRM. With the new funnel visualisation, we can track our contacts through the funnel. Here’s an example of a daily process:
- login and check out the CRM Dashboard
- see we have had a number of new leads which we need to contact
- go about reaching out to them, and make a note to the contact’s record and change their status to ‘Contacted’
- If any Pre-Sale questions have arrived at the support desk, check the CRM for the Contact. If they exist, make a note and change the status to ‘Presale’. If they don’t live in the CRM, we add a new contact using their email address.
- Our Stripe Sync module will automatically mark Contacts as ‘Customers’ in the CRM (changing the status to Customer)
- If we have any Customers contact the help desk, we then change the status to PostSale
- you can also tag the Customer at the same time with the name of the package they purchased (for easier filtering).
What does this process do to the Funnel?
It slowly pushes people “down the funnel” towards being Customers.
Funnel “Back Filling”
When you load up your Funnel, you might be a little unsure of the data in it. It shows 87 contacted in the example below.
However, let’s say I know that I only have one contact who’s been Contacted (since setting up the funnel). I’ve also only had three Contacts who have asked Presales questions since implementing the above steps.
Yet the data is showing 87 and 86 at the “Contacted” and “Presale” levels. This is because of Backfilling. Backfilling grabs existing data about a Contact and slots it into its current location in the funnel according to its assigned status. It doesn’t show any intermediate steps/statuses the Contact may have had before they became a Customer.
We have 83 customers, so for them to have reached the “Customer” status, it’s assumed they’ve been through each of the defined steps above.
Managing your Sales Funnel
The Sales Funnel exists to provide you with a visualization of the path a Contact may take on the way to making a purchase (and becoming a Customer). The Funnel should make it easy to see where your various Contacts are along that path and perhaps discern some insights. Perhaps many of your Leads get to the Presales point of the funnel, but few convert to sales. Why? Examining your Presales interactions may help provide an answer.