# Core Modules
Core Modules
# Leads
The Leads module in KiyoCRM allows users to capture, track, and manage potential clients throughout the sales funnel.
## List View Actions
**Lead** **Creation:**
Click **+ Create Lead** to manually add new leads.
- Options for importing leads from external sources (.CSV file). Can download sample file using Download Sample Import File Template
- Lead creation via web forms or integrations is also supported through Campaigns
**2.Lead Views**
- **List View:** Displays all leads with columns such as Name, Status, Company, Phone, Email, and Assigned User.
- **Kanban View:** Visual workflow by lead status (New, Assigned, In Process, etc.).
**Note:** Set the filter by changing kanban settings using Settings icon on the top right side
**3. Lead Status Tags:**
- Easily identify progress with colored labels:
- New, Converted, Assigned, In Process, Recycled, Dead etc
4\. **Filters and Sorting**:
- Use the Filters section to segment data (e.g., by user, status, company). Having Quick filter and Advanced filter options
### Quick Filter
The Quick Filter feature in KiyoCRM provides a fast and user-friendly way to narrow down lead records based on basic criteria without needing complex conditions.
### Available Filter Options:
- Name: Search leads by entering all or part of the name.
- Open Items: Check this to view only active or unresolved leads.
- My Items: Filters to display only leads assigned to the currently logged-in user.
- My Favorites: Shows leads marked as favorites by the user.
Once criteria are selected, click Search to apply the filter and instantly update the leads list.
The Advanced Filter provides a comprehensive set of fields to refine lead searches based on contact details, company information, status, source, and assignment.
Sorting & Saving:
- Save your custom filter with a name for reuse by selecting saved filter from My Filters dropdown
- Sort results by a selected column in Ascending or Descending order.
Saved filters, recently viewed records list and favourite records displayed in the sidebar.
User Assignment:
- Each lead is assigned to a CRM user for follow-up and activity tracking.
### Quick Contact Options
- **Click-to-call, WhatsApp**, and **SMS** icons available for quick contact. Record history will be tracked under the History Submodule of detail view.
**Note**: Call recordings are also tracked and responses updated automatically through API.
**Search and Navigation:**
- Use the global Elastic Search bar to instantly locate any lead by name, phone, email, or keyword.
- To sort records on the Leads List View, click any column title which is sortable. This will sort the column either ascending or descending
- Clicking on the pencil icon on leads list view page to the display of record edit view.
- ‘i’ icon in the leads list view page gives the additional details of the lead.
## Leads Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows:
**1. Mass Update** —-- To update some or all the Leads on the List View, use the Mass Update panel as described in the Mass Update of Records section of this user guide.
**2. Merge** —To merge duplicate Leads, select the records from the Leads List View, click the Merge link in the Actions drop-down list, and progress through the merge process.
**3. Email** – Send a direct email to the selected leads using the system's email template or custom message.
**4. Add To Target List** – Add the selected leads to a predefined marketing or outreach list for future campaigns.
**4. Print as PDF** – Generate and download a PDF document containing details of the selected leads.
**5. Export** – Export the selected lead records into a file format (usually CSV or Excel) for offline use or reporting.
**6. Print as PDF** – Generate and download a PDF document containing details of the selected leads.
**7. Export** – Export the selected lead records into a file format (usually CSV or Excel) for offline use or reporting.
**8. Map** – View the geographic location of the selected leads on a map, if address data is available.
**9. Send Bulk SMS** – Send text messages to all selected leads simultaneously using an integrated SMS service.
**10. Delete** – Permanently remove the selected lead records from the system.
### Column Chooser
The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
## Leads Detail View Actions
To view a lead’s details, click the lead name in the list view. This will open the record in the detail view.
- **Edit** – Open the lead record in edit mode to update its details.
- **Duplicate** – Create a new lead record by copying the details of the current one.
- **Delete** – Permanently remove the current lead record from the system.
- **Find Duplicates** – Search for and display any duplicate lead records in the system.
- **Convert Lead** – Convert the lead into an opportunity, contact, or company and also create notes, schedule meetings, calls, create tasks based on our requirement.
We can Select an existing company or contact or else will create a new one.
After the Lead Conversion records list would be created.
- **Manage Subscriptions** – View or update the lead’s subscription preferences (e.g., for emails or newsletters).
- **Send SMS** – Send a text message directly to the lead's mobile number.
- **Print As PDF** – Generate a printable PDF version of the lead's detail view.
- **View Change Log** – View a history of changes made to the lead’s record, including who made them and when.
##
Lead's Activities Management
Lead Activity Management allows users to track and manage interactions with a lead by creating tasks, scheduling meetings, logging calls, or composing emails. Navigate to a detailed view of a record to view Activities.
All actions (emails sent, updates, etc.) are tracked per lead.
- **Create Task** – Assign a task related to the lead to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the lead to discuss business opportunities or next steps.
- **Log Call**– Record details of a phone conversation with the lead for future reference.
- **Compose Email** – Draft and send an email to the lead directly from the system.
## Lead's History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data. Navigate to a detailed view of a record to view History.
Click to Call statuses, SMS and emails history of a lead would track here.
## Leads Submodules
Click on detailed view of a records to and navigate to submodules:
**Campaigns**
The "Campaigns" tab in the Lead detail view displays any campaign-related activities linked to the lead, including the campaign name, activity type, activity date, and related details.
**Events**
The "Events" tab in the Lead detail view shows any events associated with the lead, with options to create or select events.
**SMS**
The "SMS" tab in the Lead detail view displays details of text messages sent to the lead, including sender, recipient, phone number, message content, template, message ID, status, and send date.
Security Groups**
The "Security Groups" tab in the Lead detail view lists the security groups associated with the lead, showing each group's name and description, along with options to select or remove them.
When a user is created, a security group creates a default with the user name and it is assigned to the records by default to track which user created the records.
Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.
# Contacts
In **KiyoCRM** a Contact is an individual who is typically associated with a Company (organization) or Opportunity (qualified prospect). For example, if Techco is the Company, then John Smith, Sales Manager of Techco is the Contact. This module holds all information relating to these individuals and also provides a vantage point for any history relating to a Contact record, for example if they were involved in a Meeting, raised a Case or sent an Email.
## 
## List View Actions
You can access the Contacts actions from the Contacts module menu drop down or via the Sidebar. The Contacts actions are as follows:
- **Create Contact** – A new form is opened in Edit View to allow you to create a new Contact record.
- **View Contacts** – Redirects you to the List View for the Contacts module. This allows you to search and list Contact records.
- **Import Contacts** – Redirects you to the Import Wizard for the Contacts module.
- **Kanban View** – Visual workflow by Contacts title (Mr., Ms., Mrs. )
Note: Set the filter by changing kanban settings using Settings icon on the top right side
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/kMvimage.png)
- Use Filter for Search of records - Quick filter and Advanced filters
**Note:** Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- Recently viewed records displayed in the side nav bar.
- Saved filters list showing in the side nav bar as **My Filters**
- **Favourite** records of contacts would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favourites list.)
- **Column Choose**r — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
Note: Refer Leads module [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Contacts List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Contact, Use Search engine on top
- Clicking on the pencil icon Contacts list view page to the display of record edit view.
## Bulk Actions of Contacts
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Email:** Send an email to the selected contacts directly.
- **Mass Update**: Apply changes to multiple contact records at once.
- **Merge**: Combine duplicate or similar contact records into one.
- **Add to Target List:** Add selected contacts to a marketing or campaign list.
- **Print as PDF**: Generate a PDF version of the selected contact records.
- **Export:** Download the selected contact data in a preferred format (CSV).
- **Map:** View the geographical location of contacts on a map.
- **Send Bulk SMS:** Send a text message to multiple selected contacts.
- **Delete:** Remove selected contacts from the system.
## Quick Contact Options
In List view – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
Note: Call recordings are also tracked and responses updated automatically through API.
## Customer One view
The Customer One View provides a consolidated, real-time snapshot of a customer's interactions, transactions, and engagement across the system. This interface is designed for quick decision-making and streamlined customer management.
Click on eye icon in list view to open the Customer one view
#### 🧍♂️ Profile Section
- **Customer Name & Initials**: Displayed prominently with initials inside a circle.
- **Rating Stars:** Visual representation of customer priority or satisfaction (e.g., 3 out of 5 stars).
Contact Actions
- 📧 Email
- 📞 Call
- 🎥 Video Call
- 💬 WhatsApp
- **Basic Info**: Includes phone number, email, and location.
- **Links**: Navigate to the Compose email, Call initiation, Video Call initiation, WhatsApp chat pages when user click on Email, Phone, Video, WhatsApp icons respectively.
#### 📂 Activity Summary Cards
Each module shows the number of related records, with format:
\[Closed / Total\]
- Cases
- Tasks
- Opportunities
- Leads
- Projects
- Quotes
- Invoices
- Contracts
- Documents
- Events
#### 💰 Revenue & Purchase Insights
Displays financial and transactional data:
- First Purchase Date
- Last Purchase Date
- Purchased Products
- Pending Revenue
- Received Revenue
- Total Revenue
**Note**: If no data is available, the field displays None or 0.
#### 🎯 Quick Actions
- **Create Case**: Instantly open a support or service ticket.
- **Create Opportunity**: Initiate a new sales process from the customer profile.
#### 🔚 Close Button
- Closes the one-view screen and returns to the previous interface.
## Contact’s Detail view Actions
The Contacts Detail View in KiyoCRM provides a comprehensive snapshot of an individual contact's information. This includes personal details, communication history, activity timeline, associated companies, tasks, and notes. From this centralized interface, users can access essential tools and perform actions related to the contact, ensuring efficient management and seamless engagement.
To view Contacts detail view, click on the Name in list view.
- **Edit** – Modify the contact's existing information.
- **Duplicate** – Create a new contact by copying current contact details.
- **Delete** – Permanently remove the contact from the system.
- **Find Duplicate** – Scan and identify possible duplicate contact entries.
- **Manage Subscriptions** – Control the contact's email preferences and opt-in/opt-out settings.
- **Print as PDF** – Generate a downloadable PDF version of the contact's details.
- **View Changelog** – Review the history of changes made to this contact.
- **Send Welcome Email** – Send a predefined welcome message to the contact having customer portal access.
- **Send Reset Password Email** – Trigger a password reset email for portal access.
## Contact’s Activities Management
Contact Activity Management allows users to track and manage interactions with a Contact by creating tasks, scheduling meetings, logging calls, or composing emails
All actions (emails sent, updates, etc.) are tracked per contact.
- **Create Task** – Assign a task related to the contact to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the contact to discuss business opportunities or next steps.
- **Log Call** – Record details of a phone conversation with the contact for future reference.
- **Compose Email** – Draft and send an email to the contact directly from the system'
## Contacts History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data.
Click to Call statuses, SMS and emails history of a lead would be tracked here.
## Contact’s Submodules
Click on detailed view of a records to and navigate to submodules:
**Opportunities**
The Opportunities submodule displays all sales opportunities linked to the contact, showing deal stages, values, expected close dates, and statuses. It helps track how the contact is contributing to your sales pipeline and enables quick access to each opportunity for updates or follow-up.
Create or select from existing records to linkup with contact. When lead is converted, opportunity records are linked to the contact.
**Documents**
The Documents submodule lists all files associated with the contact, such as contracts, proposals, or identification documents. It provides quick access to upload, preview, or manage relevant files directly from the contact’s profile.
Can create a new or select from an existing list.
**Leads**
The Leads submodule shows all lead records linked to the contact, including their source, status, and qualification progress. It helps track the contact’s journey from initial interest to potential conversion.
Can create a new or select from an existing list.
**Campaigns**
The Campaigns submodule displays all marketing campaigns the contact is part of, showing participation status, engagement metrics, and response history. It helps monitor the contact's interaction with your marketing efforts.
**Cases**
The Cases submodule lists all support or service cases associated with the contact, including issue descriptions, statuses, priorities, and resolutions. It provides a clear view of the contact’s support history and helps ensure timely follow-up and resolution.
Can create a new or select from an existing list.
**Bugs**
The Bugs submodule tracks all software bugs reported by or related to the contact. It includes details like bug status, severity, and resolution progress, helping teams stay informed about product issues affecting the contact.
Can create a new or select from an existing list.
**Direct Reports**
The Direct Reports submodule lists contacts who report directly to the current contact, typically used in organizational hierarchies. It provides quick visibility into reporting structures and team relationships linked to the contact.
Can create a new or select from an existing list.
**Quotes**
The Quotes submodule shows all sales quotes associated with the contact, including quote status, total value, and validity dates. It allows users to manage pricing proposals and track progress toward deal closure.
Can create a new or select from an existing list.
**Invoices**
The Invoices submodule displays all invoices linked to the contact, including invoice numbers, amounts, due dates, and payment statuses. It helps monitor billing history and manage financial interactions with the contact.
Can create a new or select from an existing list.
**Contracts**
The Contracts submodule lists all contractual agreements related to the contact, showing contract terms, start and end dates, and current status. It ensures quick access to legal and binding documents associated with the contact.
Can create a new or select from an existing list.
**Events**
The Events submodule shows all calendar events linked to the contact, such as meetings, webinars, or scheduled calls. It provides a timeline of past and upcoming engagements to support effective planning and follow-up.
Can create a new or select from an existing list.
**Projects**
The Projects submodule displays all projects associated with the contact, including project names, statuses, deadlines, and roles. It helps track the contact’s involvement in ongoing or completed initiatives, ensuring better collaboration and accountability.
Can create a new or select from an existing list.
**Security Groups**
The Security Groups submodule shows which access control groups the contact belongs to, helping manage visibility, permissions, and data security across the CRM. It ensures the right users can access and manage the contact's information.
**SMS**
The SMS submodule lists all text message interactions with the contact, including message content, timestamps, and delivery status. It provides a quick overview of mobile communication for better engagement tracking.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Meetings
The Meetings module in KiyoCRM allows Users to create a record of any Meeting that they have been involved in. The Meeting scheduler allows a User to invite attendees, email invitees, set reminders, reschedule and relate to other modules including a Company, Contact, Project and many other Objects. This module has many more helpful functions that assist the User to plan and organize their Meetings.
## List view Actions
You can access the Meetings actions from the Meetings module menu drop down or via the Sidebar. The Meetings actions are as follow:
- **Schedule Meeting** – A new form is opened in Edit View to allow you to create a new Meeting record. Allows users to schedule meetings by setting the subject, date, time, duration, and related records. Users can add reminders, invite participants, and send notifications via popup or email.
Let's users assign meetings, view availability, add invitees by name or email, and create new contacts or leads directly from the scheduling interface.
- **View Meetings** – Redirects you to the List View for the Meetings module. This allows you to search and list Meeting records.
- **Import Meetings** – Redirects you to the Import Wizard for the Meetings module. For more information, see the leads module [Import.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View**: Visual workflow by Meeting Status (Planned, held, not held)
**Note:** Set the filter by changing kanban settings using Settings icon on the top right side
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon Meetings to the display of Additional Details popup.
- Clicking on the X icon Meetings to the closure of the meeting in the list view page.
## Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update:** Allows users to update multiple meeting records at once with common changes, saving time and effort.
- **Export:** Enables users to download meeting data in various formats for reporting or backup purposes.
- **Map:** Displays meeting locations on a map for better visualization and route planning.
- **Delete:** Lets users remove selected meeting records in bulk from the system.
## Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Find Duplicates** functionalities are similar to other modules. Refer [Leads module Detail view actions.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-leads-detail-view-ac)
- **Close and Create New:** Saves the current meeting record and immediately opens a new blank form to schedule another meeting, streamlining back-to-back entries.
- **Close:** Saves the current meeting record and exits the form without opening a new one.
## Submodules
**Contacts:**
Displays and manages the list of attendees linked to a meeting, allowing users to add, search, or create contact records for scheduling.
**Users**
Allows assignment of CRM users to meetings, enabling collaboration, ownership tracking, and calendar visibility for scheduled events.
**Leads**
Enables users to link potential customers (leads) to meetings for follow-ups, demos, or discussions, helping track engagement throughout the sales process.
**Notes**
Allows users to add and view notes related to a meeting, capturing key discussion points, decisions, and follow-up actions for future reference.
**Security Groups**
Control access to meeting records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Companies
The Companies module is the centralized base from which you can create an association with most records in KiyoCRM. It is possible to create a relationship with Contacts, Converted Leads, Opportunities, any Activity such as Emails or Meetings and Cases. Companies in KiyoCRM will typically hold all information specific to a company that your organization will have a relationship with. In real world terms a Company may be a business entity that is a qualified Sales Prospect, Customer, Supplier or Re-seller and can be used to track all interactions that take place between these entities and your organization.
## List View Actions
You can access the Companies actions from the Companies module menu drop down or via the Sidebar. The Companies actions are as follows: -
- **Create Company** – Once clicked, a new form is opened in Edit View to allow you to create a new Company record.
- **View Companies** – Once clicked, you will be redirected to the List View for the Companies module. This allows you to search and list Companies records.
- **Import Companies** – Redirects you to the Import Wizard for the Companies module.
- **Kanban View** – Visual workflow by Company type (Analyst, Competitor etc.)
**Note**: Set the filter by changing kanban settings using Settings icon on the top right side.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WTmimage.png)
- Use Filter for Search of records - Quick filter and Advanced filters
**Note:** Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- **Recently viewed** records displayed in the side nav bar.
- Saved filters list showing inside nav bar as **My Filters.**
- **Favorite** records of companies would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorites list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
**Note:** Refer Leads module for [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Companies List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Company, Use Search engine on top
## Bulk Actions
In Companies list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Email**: Send an email to the selected companies directly.
- **Mass Update**: Apply changes to multiple company records at once.
- **Merge**: Combine duplicate or similar company records into one.
- **Add to Target List**: Add selected companies to a marketing or campaign list.
- **Print as PDF**: Generate a PDF version of the selected company records.
- **Export:** Download the selected company data in a preferred format (.CSV).
- **Map**: View the geographical location of companies on a map.
- **Add Contacts to Target List**: Add selected companies related Contacts to a marketing or campaign list.
- **Send Bulk SMS**: Send a text message to multiple selected companies.
- **Delete**: Remove selected companies from the system.
### Quick Contact Options
In List view – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
**Note:** Call recordings are also tracked and responses updated automatically through API.
## Company One View
The Company One View provides a centralized, comprehensive snapshot of all key data and interactions related to a company. It consolidates associated contacts, opportunities, quotes, cases, documents, projects, and communication history into a single interface, enabling sales, support, and marketing teams to collaborate effectively and make informed decisions.
Click on the eye icon in the list view to open the Company One View.
### 🧾 Profile Section:
- **Company Name & Logo Detail**s: Displayed prominently with either the uploaded logo or initials inside a circle.
- **Rating Stars**: Visual representation of customer priority or satisfaction (e.g., 3 out of 5 stars).
Company Actions:
- 📧 Email
- 📞 Call
- 🎥 Video Call
- 💬 WhatsApp
**Basic Info**: Displays the company phone, email, website, and location.
**Links**: Navigate to the Compose email, Call initiation, Video Call initiation, WhatsApp chat pages when user click on Email, Phone, Video, WhatsApp icons respectively.
### 📂 Activity Summary Cards:
Each module card shows the number of related records, with format:
\[Closed / Total\]
- Cases
- Tasks
- Opportunities
- Leads
- Projects
- Quotes
- Invoices
- Contracts
- Documents
- Events
### 💰 Revenue & Purchase Insights:--
Displays financial and transactional data:
- First Purchase Date
- Last Purchase Date
- Purchased Products
- Pending Revenue
- Received Revenue
- Total Revenue
Note: If no data is available, the field displays None or 0.
### 🎯 Quick Actions:
- **Create Case** – Instantly open a support or service ticket.
- **Create Opportunity** – Launch a new sales deal from the company profile.
🔚 Close Button:
Closes the One View screen and returns to the previous interface.
## Detail view Actions
The Company Detail View provides a complete overview of a company's profile, including key information, associated contacts, sales data, support history, and related records. It serves as the central hub for managing all interactions and relationships tied to the company.
Click on the company name to view a detailed view of the record.
- **Edit** – Modify the company's existing information.
- **Duplicate** – Create a new company by copying current company details.
- **Delete** – Permanently remove the company from the system.
- **Find Duplicate** – Scan and identify possible duplicate company entries.
- **Print as PDF** – Generate a downloadable PDF version of the company's details.
- **View Changelog** – Review the history of changes made to this company.
**Copy Button**: Copies the address to the linked contact's address field.
## Company’s Activities Management
Company Activity Management tracks all interactions and engagements with a company, including calls, meetings, tasks, emails, and notes. It helps teams stay coordinated, follow up effectively, and maintain a complete timeline of activity history.
In the detailed view, there is an activities tab. All actions (emails sent, updates, etc.) are tracked per company.
- **Create Task** – Assign a task related to the company to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the company to discuss business opportunities or next steps.
- **Log Call** – Record details of a phone conversation with the company for future reference.
- **Compose Email** – Draft and send an email to the company directly from the system.
## Company’s History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data.Navigate to a detailed view of a record to view History.
Click to Call statuses, SMS and emails history of a lead would be tracked here.
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Documents**
The Documents submodule stores and organizes all files related to the company, such as contracts, proposals, and reference materials, enabling easy access and centralized document management.
Can create a new or select from an existing list.
Contacts**
The Contacts submodule lists all individuals linked to the company, showing their roles, contact details, and interaction history, making it easy to manage relationships and communication.
Can create a new or select from an existing list.
**Opportunities**
The Opportunities submodule tracks all potential deals and sales pipelines associated with the company, helping teams monitor progress, forecast revenue, and drive conversions.
Can create a new or select from an existing list.
**Campaigns**
The Campaigns submodule under a company helps manage and track marketing campaigns. It allows for the creation, budgeting, execution, and analysis of campaigns, ensuring effective targeting and measurement of results across various channels.
**Leads**
The Leads submodule under a company focuses on managing potential customer leads. It helps capture, track, and nurture leads through the sales funnel. Key features include lead generation, segmentation, follow-up management, and converting leads into opportunities or sales, ensuring an organized and efficient sales process.
Can create a new or select from an existing list.
**Member Organizations**
The Member Organizations submodule refers to managing relationships with organizations that are part of a larger network, association, or partnership. It helps track details about each member organization, including contact information, membership status, participation in activities, and any agreements or collaborations. This submodule ensures effective communication, collaboration, and management of the organization's relationships with its members.
Can create a new or select from an existing list.
**Cases**
The Cases submodule helps manage customer support requests by tracking, prioritizing, and resolving issues efficiently, ensuring timely responses and customer satisfaction.
Can create a new or select from an existing list.
**Quotes**
The Quotes submodule is used to create, manage, and track sales quotes or price estimates provided to potential customers. It typically includes features for generating customized quotes, applying discounts, tracking approval processes, and converting quotes into sales orders once accepted. This submodule ensures streamlined sales processes and accurate pricing.
Can create a new or select from an existing list.
**Invoices**
The Invoices submodule manages the creation, tracking, and processing of company billing. It allows businesses to generate invoices, record payments, monitor outstanding balances, and ensure accurate financial records, supporting efficient revenue collection and accounting.
Can create a new or select from an existing list.
**Contracts**
The Contracts submodule handles the creation, storage, and management of agreements between the company and its clients, vendors, or partners. It ensures key terms, durations, and obligations are tracked, enabling compliance, renewals, and efficient relationship management.
Can create a new or select from an existing list.
**Products and Services Purchased**
The Products and Services Purchased submodule tracks all goods and services acquired by the company. It records purchase details, such as item descriptions, quantities, prices, and purchase dates, helping manage procurement, budgeting, and inventory efficiently.
**SMS**
The SMS submodule enables the company to track sent messages and communications. It is used for alerts, promotions, reminders, and notifications, supporting direct and timely engagement through mobile messaging.
**Bugs**
The Bugs submodule is used to log, track, and manage software defects or issues reported by users or by company. It helps ensure timely resolution by assigning priorities, statuses, and responsible team members, improving software quality and project transparency.
Can create a new or select from an existing list.
**Projects**
The Projects submodule is designed to plan, execute, and monitor company projects. It allows for task assignment, timeline tracking, resource allocation, and progress monitoring, ensuring projects are delivered on time, within scope, and on budget.
Can create a new or select from an existing list.
**Security Groups**
The Security Groups submodule manages user access and permissions within the system. It allows administrators to group users based on roles and assign specific access rights, ensuring data security, compliance, and controlled access to sensitive information.
When a user is created, a security group creates a default with the user name and it is assigned to the records by default to track which user created the records.
Can select from an existing list.
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Opportunities
An Opportunity is a qualified Sales prospect with a likely chance that they will be able to do business with your company. You have established that they have buying power and have entered into the buying cycle. This module allows you to track your Opportunities throughout the Sales Pipeline until the deal is 'Closed Lost or 'Closed Won'.
Opportunities Actions You can access the Opportunities actions from the Opportunities module menu drop down or via the Sidebar. The Opportunities actions are as follows:
- **Create Opportunity** – A new form is opened in Edit View to allow you to create a new record.
- **View Opportunities** – Redirects you to the List View for the Opportunities module. This allows you to search and list Opportunity records
- **Import Opportunities** – Redirects you to the Import Wizard for the Opportunities module. For more information, see Leads Module [Import.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View** – Visual workflow by opportunities sales stage (Prospecting, Qualification, Need Analysis etc.)
**Note**: Set the filter by changing kanban settings using Settings icon on the top right side
- Use **Filter** for Search of records - Quick filter and Advanced filters
**Note**: Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- **Recently viewed** records displayed in the side nav bar.
- Saved filters list showing inside nav bar as **My Filters**
- **Favorite** records of Opportunities would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorite's list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
**Note:** Refer Leads module for [Colum Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--).
- To sort records on the Opportunities List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for an Opportunity, Use Search engine on top.
**Opportunities Sales Stage**
- Easily identify Sales Stage type with colored labels
**Prospecting, Qualification, Needs Analysis, Prospecting** etc.
- Clicking on the pencil icon on Opportunities list view page to the display of record edit view.
- ‘i’ icon in the Opportunities list view page gives the additional details of the Opportunity.
## Bulk Actions
In Companies list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Mass Update**: Apply changes to multiple opportunity records at once.
- **Merge**: Combine duplicate or similar opportunity records into one.
- **Export**: Download the selected opportunity data in a preferred format (.CSV).
- **Map**: View the geographical location of opportunities on a map.
- **Delete:** Remove selected opportunity from the system.
## Detail View Actions
The Opportunities Detail View shows key info about a sales deal, including company, amount, stage, close date, and assigned user. It links to related modules and offers quick actions like edit or delete. Detailed view of a record highlights the sales stage with colored label of sales pipeline.
- **Edit –** Modify the opportunity's existing information.
- **Duplicate –** Create a new opportunity by copying current opportunity details.
- **Delete –** Permanently remove the opportunity from the system.
- **Find Duplicate –** Scan and identify possible duplicate opportunity entries.
- **View Changelog –** Review the history of changes made to this opportunity.
## Opportunity’s Activity Management
The Activities tab in the Opportunities module lets users create and manage tasks like meetings, calls, and emails related to a sales opportunity, helping track all interactions in one place. Navigate to a detailed view page to view Activities.
## Opportunity’s History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data. Navigate to a detailed view of a record to view History.
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Documents**
The Documents submodule under Opportunities stores and manages all related files, such as proposals, contracts, presentations, and supporting materials. It ensures easy access, version control, and centralized documentation for each sales opportunity.
Can create a new one or select from existing records.
**Contacts**
The Contacts submodule under Opportunities links key individuals involved in the sales process. It helps track communication, roles, and relationships, ensuring effective engagement and follow-up with decision-makers or influencers.
Can create a new one or select from existing records.
**Leads**
The Leads submodule under Opportunities connects potential customers to a specific sales opportunity. It helps track lead sources, engagement history, and progress, supporting effective conversion from interest to deal.
Can create a new one or select from existing records.
**Projects**
The Projects submodule under Opportunities links related projects to a sales deal. It helps track project timelines, tasks, and deliverables, ensuring smooth execution if the opportunity is won and converted into a project.
Can create a new one or select from existing records.
**Quotes**
The Quotes submodule under Opportunities stores price estimates or proposals related to the sales deal. It allows users to create, manage, and track quotes, helping streamline the transition from opportunity to confirmed sale.
Can create a new one or select from existing records.
**Contracts**
The Contracts submodule under Opportunities manages agreements linked to the sales deal. It helps track contract terms, statuses, and renewal dates, ensuring smooth handoff and compliance once the opportunity is closed.
Can create a new one or select from existing records.
**Security Groups**
The Security Groups submodule under Opportunities controls access permissions for users based on their roles. It ensures that only authorized users can view or modify opportunity details, enhancing data security and confidentiality.
Can select from existing records.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Calls
The Calls module in KiyoCRM allows Users to schedule and log a record of inbound and outbound calls that they may be a participant of:
### List View Actions
You can access the Calls actions from the Calls module menu drop down or via the Sidebar. The Calls actions are as follows:
- **Log Call** – A new form is opened in Edit View to allow you to create a new Call record.
Allows users to record details of phone conversations with leads, contacts, or companies, including call purpose, outcome, duration, and follow-up actions for accurate communication tracking.
Using Click to Call Configuration, triggering calls and saving response through API and tracking through status. Call recordings are also saved, and we can view in detail.
- **View Calls** – Redirects you to the List View for the Calls module. This allows you to search and list Call records.
- **Import Calls** – Redirects you to the Import Wizard for the Calls module. For more information, see [Import of leads module.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View, Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--) , [Filters](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) , [Kanban view](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon calls to the display of Additional Details popup.
- Clicking on the X icon calls to the closure of the meeting in the list view page.
### Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) for reference.
### Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Close and Create New, Close** are similar to Meetings module Actions.
- **Reschedule:** Enables users to update the date and time of a logged call, ensuring accurate scheduling and follow-up.
### Submodules
**Contacts**
Displays and manages the list of attendees linked to a meeting, allowing users to add, search, or create contact records for scheduling.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Tttimage.png)
**Users**
Allows assignment of CRM users to meetings, enabling collaboration, ownership tracking, and calendar visibility for scheduled events.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/w0aimage.png)
**Leads**
Enables users to link potential customers (leads) to meetings for follow-ups, demos, or discussions, helping track engagement throughout the sales process.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/SkJimage.png)
**Notes**
Allows users to add and view notes related to a meeting, capturing key discussion points, decisions, and follow-up actions for future reference.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/FPhimage.png)
**Security Groups**
Control access to meeting records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8dpimage.png)
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Tasks
KiyoCRM can assist users with productivity, offering a way to record, relate and assign Tasks and to-do items that require action.
You can access the Tasks actions from the Tasks module menu drop down or via the Sidebar. The Tasks actions are as follows:
### List View Actions
- **Create Task** – A new form is opened in Edit View to allow you to create a new Task record
Used to define and assign work items with details like subject, due dates, status, priority, and related contacts or companies. The assigned user will receive email notifications.
- **View Tasks** – Redirects you to the List View for the Tasks module. This allows you to search and list Task records
- **Import Tasks** – Redirects you to the Import Wizard for the Tasks module. For more information, see the Leads Module [Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- **Kanban View, Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) ,[ Filters](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) , [Kanban View](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon tasks to the display of Additional Details popup.
- Clicking on the X icon tasks to the closure of the meeting in the list view page.
### Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15)for reference.
### Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Close and Create New, Close** functionalities similar to Meetings module detail view actions. Refer Meetings module [Detail Actions. ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk-detail-view-actions%3A)
### Submodules
**Notes**
Used to add internal comments or updates related to a task for reference or collaboration.
**Security Groups**
Control user access and permissions for task creation, editing, viewing, and assignment based on roles.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Documents
The Documents module can be used as a repository for Customer issued or internal files. This content can be uploaded, revised and viewed in addition to relating to individual records within KiyoCRM.
## List View Actions
You can access the Documents actions from the Documents module menu drop down or via the Sidebar. The Documents actions are as follows:
- **Create Document** – A new form is opened in Edit View to allow you to create a new Document record.
- **View Documents** – Redirects you to the List View for the Documents module. This allows you to search and list Document records.
- **Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--) , [Filters ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--), [Kanban View](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Documents, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Document, Use Search engine on top
- Clicking on the pencil icon Documents list view page to the display of record edit view.
## Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) for reference.
## Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete functionalities** similar to Meetings module detail view actions. Refer Meetings module [Detail Actions. ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk-detail-view-actions%3A)
## Submodules
**Documents Revisions**
This submodule allows users to manage document versioning by recording each update with details like revision number, creation date, creator, and change log, ensuring full traceability and accountability.
**Companies**
This section links documents to specific companies, helping users organize and track files based on associated businesses for easy access and reference.
**Contacts**
This submodule links documents to individual contacts, allowing users to manage and retrieve documents related to specific people efficiently.
**Opportunities**
This submodule associates documents with sales opportunities, helping teams track proposals, quotes, and other relevant files throughout the sales pipeline.
**Cases**
This submodule links documents to customer support cases, allowing users to store and reference related files such as issue logs, screenshots, or resolution documents.
**Bugs**
Links documents to reported bugs, allowing users to attach supporting files like error logs, screenshots, or test results for better issue tracking and resolution.
**Contracts**
Associates documents with contract records, enabling users to store, access, and manage related files such as signed agreements, terms, and amendments in one place.
**Security Groups**
The "Security Groups" submodule controls user access to documents, defining who can view, edit, or delete based on assigned roles or groups, ensuring data security and integrity.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Emails
The Emails module in KiyoCRM allows Users to view, store, compose, send and receive email from their own personal email account or a shared inbox, for example a Support or Sales inbox. Emails can be imported and associated with a related KiyoCRM record, for example a Contact or a Company. These related emails can then be viewed on the history subpanel of the related record.
You will need to set up and have access to at least one personal or group email account in order to use the Emails module. Please contact the Support Team for SMTP settings.
Emails module can access from side navbar
### List View Actions
You can access the Emails actions from the Emails module menu drop down or via the Sidebar. The Emails actions are as follows:
- **Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module for reference.
- **View Email**: Opens and displays the full content of the selected email message.
- To sort records on the Emails, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for Emails, Use Search engine on top
- Clicking on the pencil icon Emails list view page to the display of record edit view.
### Compose Mail
Click the Compose Mail button or select Compose from the Sidebar to open a new compose window.
This will open the compose view in the Emails module. For new emails opened in this way, the To: field will be automatically populated and the email will be related to the relevant record.
- **Email Template:** Select a template if required. (Refer Email Templates for stored templates). Once you have selected a template, a popup will warn you that the subject line and body of the email will be replaced by the contents of the email template. If you are using a template with variables, these will be populated with the relevant data from the related record when the email is sent. The To: field will also be automatically populated with the email address associated with the related record.
- **Related To**: To associate the email with a particular record, select the module (e.g. Companies, Contacts, Leads) and then click the Search arrow to search for the record. Alternatively, you can begin typing the name into the field and select the relevant record from the auto-complete list which appears.
- **From:** If you have more than one email account configured, select the account from which to send the email. The Reply To and From settings for the selected Account are displayed alongside for information.
- **To**: Selecting a related record in the with a valid email address will automatically populate the To: field. Alternatively, the To:, Cc: and Bcc: fields can be populated manually or via the select buttons which appear when you click inside the fields.
- Body: Selected Email Template body load into the body or else without template body field remains empty.
**Buttons in Compose Mail Page**
- **Send Mail:** A confirmation message will appear when the message has been sent.
- **Attach Files:** Use this button to browse for and attach an external file to the email.
- **Attach Documents**: Use this button to attach a KiyoCRM Document to the email. Search for the required Document in the popup and click Select to attach it.
- **Save Draft**: Drafts can be viewed by changing the folder in List view.
- **Discard** : Discards the draft email without sending.
### Import Mail
Email can be imported into KiyoCRM and associated with a relevant KiyoCRM record (e.g. a contact or account record). This can be very useful in keeping a history of communication with a client, for example. Emails which have been imported and related to a record in KiyoCRM can be viewed from the record’s history subpanel.
**Import Single Mail**
An individual email can be imported from a Detail view. Open the email, and then select Import from the Actions dropdown menu.
**Detail View Actions**
- **Reply:** Sends a response directly to the original sender of the selected message.
- **Reply All:** Sends a response to the original sender and all other recipients included in the message.
- **Forward:** Sends a copy of the selected message to a different recipient not originally included.
- **Delete From IMAP:** Permanently removes the selected message from the email server via the IMAP protocol.
### Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows
- **Import:** Allows users to bring selected emails into the system for further processing or recordkeeping.
- **Delete from IMAP**: Permanently removes selected emails from the IMAP email server.
- **Mark As Unread:** Changes the status of selected emails to unread, indicating they haven’t been reviewed.
- **Mark As Read**: Marks selected emails as read, indicating they have been viewed or processed.
- **Mark As Flagged:** Flags selected emails for follow-up or attention.
- **Mark As Unflagged:** Removes the follow-up flag from selected emails.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Email Templates
Email templates are used to send standardized responses and notifications via email. Adding variables allows you to personalize these communications and include additional relevant information such as order details.
Email templates can be viewed, edited and created from the **Email Templates** module which can be found on the **ALL** menu. Alternatively, templates can be created by the user directly from the workflow and campaigns modules.
- **View My Email** – Redirects you to your mailbox so that you can view and manage emails displayed/imported to the CRM.
- **View Email Templates** - Takes you to the List View page of your existing Email Templates. This allows you to search and list Email Template records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3vgimage.png)
There are a number of default **System** templates which are created on install. These are used to send out system notifications such as new passwords or case updates. These can be viewed and edited here alongside user-generated templates. Templates created here can also be used in workflows and Campaigns for example, as well as for system notifications.
Click on a template name to view the template.
To edit an existing template, either open the template and select **Edit** from the **Actions** menu, or click the pencil icon to the left of the template name. Once in **Edit** mode, the template can be edited in the same way as creating a template.
## Creating an Email Template
Select **Create Email Template** from the sidebar. This **Create** view will also appear if you choose to create a template from within another module such as Workflows, for example.
Select **Email**, **Campaign** or **System** depending on the use for the template. **System** templates are used to send system generated notifications such as case updates.
.[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/bhSimage.png)
### Body
To add text to the body of the template, click, drag and drop one of the layouts from the selection in the left-hand pane into the onto the body. You can add as many layout sections as required. Overwrite the demo text by first highlighting it.
### Adding Variables
To add a variable, select the appropriate module and field name from the drop-down lists. The corresponding variable name will be displayed in the last field.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3bUimage.png)
You can either enter this variable manually or click on insert to insert the variable at the cursor point. Variables can be added to the subject line as well as the body of the email template.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vsZimage.png)
Click Browse to attach an external file or Document to attach a **KiyoCRM** document to the template. Further items can be attached in the same way. The attached file(s) will be sent to all recipients of the template.
### Security Groups
Restrict access to a template by selecting a Security Group.
# Notes
The Notes module in KiyoCRM can be used to keep a record of any comments, observations or explanations that a User may have relating internally to their organization or relating to another KiyoCRM record such as a Company, Contact, Lead or many more. Notes are also used to keep record of interactions with Customers regarding Cases and Bugs.
## List View Actions
You can access the Notes actions from the Notes module menu drop down or via the Sidebar. The Notes actions are as follows:
- **Create Note or Attachment** – A new form is opened in Edit View to allow you to create a new Note record (with attachment).
- **View Notes** – Redirects you to the List View for the Notes module. This allows you to search and list Note records.
- **Import Notes** – Redirects you will be taken to the Import Wizard for the Notes module. Refer Leads module [Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- **Column Chooser** -- Allows users to show or hide specific columns in a data table for customized viewing. Refer Leads [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--).
- **Filters** -- For [Quick and Advanced filter](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) search, refer leads module.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Notes, Use Search engine on top
- Clicking on the pencil icon Notes list view page to the display of record edit view.
- Clicking on the ‘i’ icon Notes to the display of Additional Details popup.
- Clicking on the X icon Notes to the closure of the Notes in the list view page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/YDoimage.png)
## Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update**: Allows users to update multiple Note records at once with common changes related to, assigned to, contact fields.
- **Export**: Enables users to download notes data in various formats for reporting or backup purposes.
- **Map**: Displays notes locations on a map for better visualization and route planning.
- **Delete**: Lets users remove selected notes records in bulk from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Snwimage.png)
## Detail View Actions
Click on the Subject to view detail view:
- **Edit** – Open the note record in edit mode to update its details.
- **Duplicate** – Create a new note record by copying the details of the current one.
- **Delete** – Permanently remove the current note record from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/KUUimage.png)
## Submodules
**Security Groups**
Control access to notes records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
Can select from existing records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/BoLimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Targets
Typically Targets are used as the recipients of a Marketing Campaign, your organization knows very little about these individuals and they may be re-used for new Campaigns or deleted without any impact to the business. Your organization will spend little resources on Targets and will usually be contacted en masse. Targets can be acquired from purchased email lists or gathered from trade shows your organization has been present. The Targets module in KiyoCRM is used to store and manage information about these individuals.
## List View Actions
You can access the Targets actions from the Targets module menu drop down or via the Sidebar. The Targets actions are as follows:
- **Create Target** – A new form is opened in Edit View to allow you to create a new Target record.
- **View Targets** – Redirects you to the List View for the Targets module. This allows you to search and list Target records.
- **Import Targets** – Redirects you will be taken to the Import Wizard for the Targets module. Refer Leads[ Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- Recently viewed records displayed in the side nav bar.
- Saved filters list showing inside nav bar as My Filters
- Favorite records of targets would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorites list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields. Refer Leads [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the targets List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a target, Use Search engine on top.
- Clicking on the pencil icon targets list view page to the display of record edit view.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/b4Qimage.png)
## Bulk Actions
In Targets list view, there are some groups of actions which can be done by selecting group of records wishes are as follows:
- **Email:** Send an email to the selected targets directly.
- **Mass Update:** Apply changes to multiple target records at once.
- **Add to Target List:** Add selected target to a marketing or campaign list.
- **Export**: Download the selected target data in a preferred format (.CSV).
- **Map:** View the geographical location of targets on a map.
- **Delete:** Remove selected targets from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rGNimage.png)
### Quick Contact Options
In **List view** – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
**Note:** Call recordings are also tracked and responses updated automatically through API.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2pRimage.png)
## Detail View Actions
**"Targets Detail View" action** displays complete information about a selected target, including name, contact details, status, source, and any associated activities or notes.
- **Edit** – Modify the target's existing information.
- **Duplicate** – Create a new target by copying current target details.
- **Delete –** Permanently remove the target from the system.
- **Convert Target**: Changes a target into a lead or customer for further engagement.
- **Manage Subscriptions**: Allows updating or modifying the communication preferences for the target.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Xeiimage.png)
## Target's Activities Management
This **Activities** tab in the target detail view allows users to manage interactions by creating tasks, scheduling meetings, logging calls, and composing emails related to the target.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/xcoimage.png)
## Target's History Management
The **History** section in Targets displays a chronological record of all past interactions and communications with the target, including completed tasks, calls, meetings, and emails, helping users track engagement over time.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/zO5image.png)
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Campaign Log**
The Campaign Log in the Targets submodule records all marketing campaigns the target has been involved in, including email blasts, newsletters, or promotional activities, helping track campaign reach and effectiveness.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Tmrimage.png)
**Events**
The **Events** section in the Targets submodule logs all calendar-based activities related to the target, such as scheduled meetings, webinars, or conferences, allowing for effective tracking and follow-up.
Can create a new or select from existing one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/0pHimage.png)
**Security Groups**
The Security Groups section in the Targets submodule defines which users or user roles have permission to view, edit, or manage the target's information, ensuring controlled access and data security.
Can select from existing one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/5bKimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Target - Lists
The Target Lists module in KiyoCRM is used to separate Targets into groups, these can be groups of individuals that should be excluded from a particular Campaign, test groups or a list of Targets grouped by certain criteria, for example area or market an organization works in.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/W1Timage.png)
## Target-List List View Actions
You can access the Target Lists actions from the Target Lists module menu drop down or via the Sidebar. The Target Lists actions are as follows:
- **Create Target List** – A new form is opened in Edit View to allow you to create a new Target List record.
- **View Target Lists** – Redirects you to the List View for the Target Lists module. This allows you to search and list Target List records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Z97image.png)
- **Filters** - Use Filter for Search of records - **Quick filter and Advanced filters**
**Note:** Refer [Quick filter](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) of Leads.
- **Column Chooser —** The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields. Refer Leads [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Contacts List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Contact, Use Search engine on top
- Clicking on the pencil icon Contacts list view page to the display of record edit view.
## Bulk Actions
In Target-list list view, there are some groups of actions which can be done by selecting group of records wishes are as follows:
- **Mass Update:** Apply changes to multiple target-list records at once.
- **Export:** Download the selected target-list data in a preferred format (.CSV).
- **Delete:** Remove selected target-lists from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tUqimage.png)
## Detail Actions
**Target List & Detail View Actions** allow users to perform key functions such as view details, edit target information, delete, convert to lead/customer, manage subscriptions, log activities, and track history—all from the list or individual detail view.
- **Edit, Duplicate, Delete, Export** functionalities are similar to targets module. Refer targets module.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/TBIimage.png)
## Submodules
**Targets**
The **Targets** submodule under the Target List displays all individual target records, allowing users to view, manage, and take action on each potential lead or contact within a campaign or outreach list.
Can create a new one or select from existing from one
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3O4image.png)
**Contacts**
The **Contacts** submodule stores and manages individual contact records, including personal and communication details. It allows users to track interactions, associate contacts with companies or deals, and maintain up-to-date relationship history.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/RVZimage.png)
**Leads**
The Leads submodule captures potential customers who have shown interest in your product or service. It allows users to manage lead details, track communication, qualify opportunities, and convert leads into contacts, accounts, or deals.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/V1Kimage.png)
**Users**
The Users submodule manages all CRM user accounts. It allows administrators to create, edit, assign roles, set permissions, and monitor activity for individuals who have access to the system.
Can select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/SBiimage.png)
**Companies**
The **Companies** submodule stores and manages organizational records, allowing users to track company details, associate contacts and deals, and monitor all related activities and communication history.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7V0image.png)
**Security Groups**
The **Security Groups** submodule is used to define and manage access control within the CRM. It allows administrators to group users and assign specific permissions to control who can view, edit, or manage modules and records.
Can select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/a6Fimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Campaigns
The Campaigns module in **KiyoCRM** can be a very powerful marketing and advertising tool for your organization allowing you to create and track both email and non-email based (e.g. tele sales or radio) marketing campaigns to prospective or existing customers.
With the tracking tools built into the Campaign module you can monitor the response you receive from your campaign in real time, allowing you to view the Return On Investment (ROI) and many other useful metrics. This in turn helps you to plan your strategic marketing and advertising activities effectively by visualizing which campaigns work and which do not.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tlgimage.png)
## Create a Campaign
From the **Campaigns** module, select **Create Campaign** from the sidebar or the module dropdown menu to start the **Campaign Wizard.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Z3limage.png)
Select the campaign you wish to create: **Newsletter**, **Email**, Survey or **Non-email-based Campaign**. Non-email-based campaigns allow you to keep a re
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Zx6image.png)
**Note:** Note that for a Survey campaign you will first need to create the survey to attach to the campaign.
### Campaign Header
The first page of the **Campaign Wizard** is the **Campaign Header** page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rHeimage.png)
Enter a name for the campaign here and set the status (**Planning**, **Active**, **Inactive**, **Complete**).
Add an optional description.
The campaign will be assigned to the currently logged on user by default. Change this here if required.
## Survey Campaign
For a **Survey** campaign, you will also need to relate the campaign to an existing survey. See **Surveys** module for information on creating a survey.
## Non-Email Based Campaign
For a **Non-Email Based** campaign, you can optionally select the type of campaign.
## Campaign Budget
Scroll down to complete optional budget details for the campaign. These figures are used in ROI calculations.
For non-email-based campaigns, this section is on the next page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/T4oimage.png)
Click **Next** at the top of the screen to continue.
## Target Lists
The next step is to specify your **Target List(s)**. Any existing target lists will be listed for you to select under **Add Existing Target List**.
Click on the target list name to add it to the campaign. Target lists added to the campaign will appear in the right-hand panel.
To remove a target list, click run
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/44Uimage.png)
### Create Target List
If you have not yet created a target list or wish to use a new list, you can create an empty one here and populate it after you have completed the rest of your campaign setup. See Target Lists for more information on the types of lists and how to use them.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7IVimage.png)
Enter a name for the new list and select the type from the list. Note that you will need to have at least one 'default' type target list attached to the campaign.
Click **Create**
## Templates
The template is the message that will be sent out to your target list. You can select or edit an existing email template or create a new one here. See the Email Templates section of the user guide for more information.
**Note:** The template editor used for creating and editing email templates can be selected in the User Profile Settings. The default setting (Mozaik) is shown in the following screen shots.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3mGimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/GOWimage.png)
- **Select an existing template** – You can select from a drop-down list of existing Email Templates
- **Create a brand-new template** – Create a new email template from scratch.
- **Copy an existing template** – Allows you select an existing template and use this as a base to make amendments.
The email template editor at the foot of the page shows how your template will look. Drag and drop different layout components from the left-hand pane into the right-hand display panel where they can be edited.
Clicking on a component will show the edit menu. This provides you with a multitude of additional options which allows you to customize the layout and appearance of your template. Font type can be selected, formatted, colours changed, text alignment chosen, images and even videos can be inserted.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/gedimage.png)
### Email Variables
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/S9cimage.png)
### Track URLs
Tracker URLs can be used to insert a link to your organization’s website or direct link to a new product that you have launched, for example. A unique id is added to the link for each recipient which allows **KiyoCRM** to track click-thrus. The information gathered can be viewed on the campaign status page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2YZimage.png)
To add your own tracker URL link, click **Create Tracker.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/cYdimage.png)
Specify the text to display as the link, and the URL.
Click **Create Tracker.**
Add your tracker(s) to the template in the same way as for a variable. Click inside the template in the desired location, then select the tracker in the drop down and click **Insert Tracker.**
### opt Out Tracker URLs
An opt Out link allows the recipient to opt out of future marketing emails, and a default opt out link will be added to the template automatically. You can replace this default with your own opt Out link text by adding a custom opt Out Tracker.
Click **Create Tracker.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8qdimage.png)
specify the text you require once your email template is complete, click or you opt out link.
Check the Opt-Out Link box. Note that you cannot edit the Tracker URL itself, only the link text.
Add your tracker to the template in the same way as for a variable. Click inside the template in the desired location, then select the tracker in the drop down and click **Insert Tracker.**
Once your email template is complete, click **Save.**
Click **Next** at the top of the page to continue.
## Marketing
The Marketing section of the Campaign Wizard is where you need to specify the email settings for the campaign, and set a schedule for emails to be sent out.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/T8uimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vFCimage.png)
| **Marketing Email Name**
| Enter a name for the this run of the campaign. This allows you to resend the campaign at a later date to a different target list, or with a modified template. The campaign will store separate status details for each marketing record, and these can be selected on the campaign status page.
|
| **Bounce Handling Account**
| Select the account set up to handle bounced campaign mail.
|
| **Outgoing Email Account**
| This will default to the system outbound mail account. If you have other outbound mail a
|
| **Schedule Date & Time**
| The campaign emails will be queued for sending at the specified time and will be sent when the **Run Nightly Mass Email Campaigns** scheduled job is next run.
|
Once details have been completed, click **Next** at the top of the screen to continue.
### Send Email and Summary
The Summary page includes a checklist which indicates whether or not each section of the Campaign Wizard has been completed satisfactorily.
| [](https://docs.suitecrm.com/images/en/user/CampaignsGreenTick.png)
| If a section is complete then this is shown with green tick icon.
|
| [](https://docs.suitecrm.com/images/en/user/CampaignsRedCross.png)
| Incomplete sections are shown with a red cross. These will need to be resolved before the campaign can be sent.
|
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/VZFimage.png)
In the example above the **Choose Targets** section has not been completed correctly as indicated by the red cross icon. This would be resolved by specifying a 'default' type target list with at least one entry.
Click on any incomplete entry in the list to navigate to the relevant section.
Once you have ensured all sections are complete you have three options:
- **Send Mail at Scheduled Time** – Once you are sure all sections of the campaign are set correctly and your campaign status is set to **Active**, click to send the campaign emails. Email will be queued at the scheduled time and will send to recipients when the **Run Nightly Mass Email Campaigns** scheduled job is next run.
- **Send Marketing Email as Test** – If you have specified a 'test' type target list, this will send the campaign to the addresses on the test list only. By doing this you can view the campaign as a recipient and double check that it appears as it should do before sending out to real recipients. Test entries (views, click-thrus etc) generated can be removed later from the Campaign Status page.
- **View Details** – Shows the Detail View of the campaign you have just created.
## Campaign Status and Response Tracking
From the campaign’s Detail view click **View Status.**
OR, from List view, click the status icon
The campaign status page gives an overview of the campaign details as well as a graphical representation of your campaign response. This includes the number of messages sent, bounced messages, number of views, opt-outs and click-thrus.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/9P1image.png)
Detailed information can be viewed in the subpanels below the graph, where responses are detailed on an individual record level. Here you can see who has viewed your email or clicked on a link, or how they have responded to a survey, for example.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2QRimage.png)
If the campaign includes a Web to Person form you will be able to see the details of any leads which have been created via the webform in the **Leads Created** subpanel.
These records can be added to a new target list by clicking **Add to Target List.** This allows you to create new, more focused campaigns based on who has responded.
## Campaign ROI Tracking
The built-in campaign ROI tracking can be viewed from the campaign’s detail or status view by clicking **View ROI.**
This page gives a graphical representation of your campaign’s Return on Investment, allowing you to easily visualize how money spent on the campaign has translated into potential business.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/W6Timage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WUFimage.png)
**Note:** Add or edit budget details for the campaign by clicking Launch Wizard and then navigating to the Campaign Header tab.
## Web To Person Form
The **Create Person Form** feature allows you to create a web-based form which will create a Lead, Contact or Target record in **KiyoCRM** from the information submitted on the web form. These records can be assigned to a particular user and are linked to a campaign so responses can be tracked.
You will need to relate your Web-to-Person Form to an existing campaign. See the Create a Campaign section for instructions on how to do this. A non-email-based type campaign is suitable for this
Click **Create Person Form** on the sidebar, or select **Create Person Form** from the **Campaigns** dropdown menu to open the wizard.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Twrimage.png)
## Create Person form Wizard
Select the type of record you wish to create from the web form information: **Lead**, **Contact** or **Target**, from the dropdown at the top. The list of available fields will update automatically following your selection. Use the scroll bar to see the complete list of available fields.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Rfzimage.png)
Drag and drop the fields you wish to include on the form into the empty form columns. You have the option of a one or two column layout. You must include any required fields (these are indicated with an asterisk\* and are highlighted in the list).
Click **Add Fields** to add all available fields to the form. Clicking **Reset All Fields** will remove all fields from the layout columns.
Once the required fields have been added, click **Next** to Continue.
#### Create Person Form – Additional Information
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8Hyimage.png)
Configure the web form’s appearance by adding a header or footer and changing the label for the form’s submit button if desired.
**Redirect URL**: Specify a custom link to display once the form has been submitted.
**Related Campaign**: You must relate the form to an existing campaign. Click **Select** to select the campaign from the popup.
Once complete, click **Generate Form.**
#### Create Person Form – Editor
The final step of the Create Person Form Wizard allows you to format the web form you have setup using the editor. Font type can be selected, colours changed, text alignment chosen and images can be inserted. View and edit the HTML directly by clicking the HTML link on the toolbar.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/M5aimage.png)
Once you are happy with the appearance of your web form click **Save Webform.**
#### Save Form
To save the web form you have just generated either:
- Click on the **Web to Person Form** link to download the web form into your download folder **OR**
- Copy and paste the HTML into an existing web page. Note the line to include in the <head> section of the web page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/mKAimage.png)
**Note:** Please note that the web form will not be stored anywhere else in **KiyoCRM**. To ensure the form is saved please carry out one of the two steps above.
# Surveys
The **Surveys** module allows you to create a web-based survey with a variety of question-type options. The responses received are stored in **KiyoCRM** and can be viewed on a per-respondent basis or as a detailed summary report using charts where appropriate.
Surveys can be sent as part of a Campaign.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/fJ3image.png)
## Create Survey
To create a new survey, select **Create Survey** from the sidebar or the dropdown menu in the **Surveys** module.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/4mjimage.png)[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Dh6image.png)
**Name:** Enter the title of the survey to be displayed to users.
**Status:**
- **Draft**: Survey in preparation, not yet ready to publish and seek responses.
- **Public**: Once ready, setting the survey status to **Public** will generate a URL link for the survey. The survey can be viewed and completed and any responses submitted will be recorded. Note that once responses have been received, the survey questions cannot be edited.
- **Closed**: A **Closed** survey will not accept any further responses. Users navigating to the survey link will see a message informing them that the survey is now closed.
**Description:** Note that this description is internal only - it will not be displayed to users as part of the survey.
#### Add Questions
Click **New Question** to add a question to the survey.
Enter the question text and select the question type from the dropdown list.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/CQHimage.png)
The available question types are as follows:
| **Text**
| A standard text input
|
| **Textbox**
| A larger text input area
|
| **Checkbox**
| Displays a single checkbox alongside the question.
|
| **Radio**
| Specify a number of answer options to choose from, with radio buttons. Only one answer can be selected.
|
| **Dropdown**
| Specify a number of answer options to choose from, in a dropdown list. Only one answer can be selected.
|
| **Multiselect**
| Similar to a dropdown list, but one or more answers can be selected.
|
| **Matrix**
| For each option specified, the user will be able to answer **"Satisfied"**, **"Neither Satisfied nor Dissatisfied"** or **"Dissatisfied"**. These responses can also be customized -see below.
|
| **Date Time**
| A Date/Time picker will be displayed for the user to select a date.
|
| **Date**
| A Date/Time picker will be displayed for the user to select a date and time.
|
| **Scale**
| A 1-10 scale will be displayed. Users can select one number on the scale in response to the question.
|
| **Rating**
| A five-star rating widget will be displayed. Users can select 0 to 5 stars in response to the question.
|
### Radio Button Example
Click on **Add Option** to add answer options to the question.
Remove Unwanted Option by clicking **X** icon.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/71cimage.png)
Click **New Question** to add more questions.
### Further Options
**Submit:** Edit the text for the survey’s Submit button here, if desired.
Customize the responses for **Matrix** type questions by editing the default matrix response text here:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/nXGimage.png)
Click **Save** to Save the Survey.
## Detail View
The Detail View for the draft survey will be displayed. This overview shows all the survey questions and question types included in the survey.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WRtimage.png)
## View Survey
Once completed, you can view the survey as it will be shown to participants. Select **Edit** from the **Actions** menu and then set the survey status to **Public**.
Click **Save.**
The Detail View for the survey will be displayed, now showing the URL for the survey.
Click on the URL to view the survey in your browser.
Responses can be submitted by clicking **Submit.**
Users will be redirected to a thank you page and the responses will be recorded. Responses can be viewed in the **Survey Responses** subpanel or the **Survey Report.**
## Edit Survey
From **List** view, click the pencil icon beside the survey name to open the survey in **Edit** mode.
From **Detail** view, select **Edit** from the **Actions** menu.
## Survey Responses
The Survey Responses subpanel shows the individual responses received from each respondent. The subpanel can be found in Detail View for the survey. The Survey Responses subpanel can also be accessed from the Campaign Status page for a **Campaign.**
Click on a respondent’s name to view their responses.
## Survey Reports
The survey responses can also be viewed as a Survey Report, showing a summary of all the responses by question. Charts are used where appropriate to display the data.
Individual responses cannot be viewed from the Survey Report. If you wish to view a particular respondent’s answers, these can be viewed from the survey’s Survey Responses subpanel, as shown above.
| Select **View Survey Reports** from the **Actions** menu
|
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/dH4image.png)
The Survey Report will open showing a summary of all the responses for each question.
As an example, the Survey Report for the Demo Survey above might contain the following summary for question 2:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/mMyimage.png)
## Survey Campaign
Surveys can be sent out as part of a campaign which will track and record the survey responses received from each recipient.
From the **Campaigns** module, select **Create Campaign** from the sidebar. Select **Survey** to launch the Survey Campaign Wizard.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/IZ8image.png)
## Campaign Header
The survey is attached to the campaign on the Campaign Header tab.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/MTRimage.png)
Click **Select** to select the survey from the popup.
## Survey Email Template
Create or edit an existing template for the survey. Survey variables are available from the dropdown list.
You will need to include the **Surveys URL** variable `$surveys_survey_url_display` in your template. This will include a unique link to the survey so that individual responses can be tracked.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Q4vimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/4uCimage.png)
Click **Save** to retain your template settings.
## Campaign Status
On the **Campaign Status** page, the **Survey Responses** subpanel can be expanded to view survey responses from individual respondents. Click on a respondent’s name to view the responses.
# Bugs
Use this module to describe and track Bugs. When creating a Bug record, you can describe in more detail the problem that caused cases and describe possible ways to fix it in Knowledge Base.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Iu4image.png)
The described Bugs can be absolutely anything: they can be tied to both the version (model) of a tangible product, and the release of the next version of the software. A user with administrative access has the ability to change the list of available versions. After describing the Bug, you can associate it with the request (in the form of viewing using the subpanel **of the Application**), and with the available version of the product (directly in the Bug editing form).
**Note:** By default, this module is hidden; to display it you need to contact you're a user with administrative access.
You can create a description of the Bug either directly in the system or import the description from a text file.
## Bug Description
1. In the module menu, select **Report Bug.**
2. On the Bug description page, complete the following fields.:
- **Subject:** Enter the name (short description) of the Bug.
- **Priority:** From the drop-down list, select a priority that reflects the urgency of solving the problem.
- **Status:** From the drop-down list, select the status option.
- **Type:** From the drop-down list, select the type: Bug or feature.
- **Source:** From the drop-down list, select the source of Bug detection.
- **Category:** From the drop-down list, select the category to which this Bug may be related.
- [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Wo6image.png)
1. In the Actions bar, click **Create Project**.
2. On the Projects page, enter information for the following fields:
1. **Name.** Enter a name for the Project.
2. **Status.** From the drop-down list, select the Project status such as Draft, In Review, or Published.
3. **Start Date.** Click the Calendar icon and select the Project start date.
4. **End Date.** Click the Calendar icon and select the Project end date.
5. **Assigned to.** Enter the name of you who has ownership of the Project. By default, it is assigned to you.
6. **Priority.** From the drop-down list, select the importance of the Project such as Low, Medium, or High.
7. **Description.** Enter a brief description of the Project.
3. Click **Save** to create the Project; click Cancel to exit the page without creating the Project.
1. **Name**. Enter a name for the task.
2. **Task ID**. Enter a numerical value as the task identification number.
3. **Start Date**. Click the Calendar icon and select the date when the task is due to begin.
4. **Finish Date**. Click the Calendar icon and select a date when the task is due to be completed; enter the start time in the adjoining field.
5. **Percentage Complete**. Enter a numerical value to indicate what percentage of the task has been completed.
6. **Priority**. From the drop-down list, select a priority level that reflects the importance of completing this task.
7. **Milestone**. Check this box if the completion on this task is considered a milestone for project completion.
8. **Project Name**. Click Select and choose the project associated with the task.
9. **Description**. Enter a brief description of the task.
3. Add timelines and Click **Save** to create the task; click Cancel to return to the project detail page without creating the task.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/loZimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/F0Pimage.png)
## Bulk Actions
In list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Mass Update:** Apply changes to multiple project records at once.
- **Export:** Download the selected Projects data in a preferred format (.CSV).
- **Delete:** Remove selected Project from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/QMwimage.png)
## Detail View Actions
Clicking on the Name leads to the display of detail view of a record.
- **Edit:** Modify the selected record's details.
- **Delete:** Permanently remove the selected record.
- **Duplicate:** Create a copy of the selected record with the same information.
- **View Gantt:** Display the record in a Gantt chart view to visualize timelines and dependencies.
- **View Detail:** Open the full details of the selected record for review or analysis.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vVgimage.png)
## Project's Activities Management
- **Create Task:** Assign and track project-related work items with due dates and responsible team members.
- **Schedule Meeting:** Plan meetings linked to the project, including participants, time, and agenda.
- **Log Call:** Record details of project-related phone conversations for tracking and follow-up.
- **Compose Email:** Send and log emails related to the project to maintain clear communication records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Ux9image.png)
## Project's History Management
- **Create Note or Attachment:** Add notes or upload files to document important project information and updates.
- **Archive Email:** Save relevant project emails to maintain a complete communication history.
- **View Summary:** Get a quick overview of key project details, recent activities, and status.
- **Filter:** Sort and narrow down project history by date, type, or keywords for easy review.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/ARQimage.png)
## Submodules
**Contacts**
Manage and view all individuals associated with the project, including clients, team members, and stakeholders, along with their contact details.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/R8eimage.png)
**Companies**
Link and manage organizations involved in the project, such as clients, vendors, or partners, with access to their profiles and contact information.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/l62image.png)
**Opportunities**
Track potential business opportunities related to the project, including status, value, and progress through the sales pipeline.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/bfJimage.png)
**Quotes**
Manage and track sales quotations related to the project, including pricing, terms, and approval status.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Hoeimage.png)
**Resources**
Allocate and manage personnel, equipment, and materials assigned to the project, ensuring optimal utilization and availability.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tsWimage.png)
**Cases**
Cases in the Projects submodule are records of specific issues or tasks related to a project, used to track and manage their resolution efficiently.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/91Vimage.png)
**Bugs**
Bugs are defects or errors identified within a project that require tracking and resolution to ensure project quality and stability.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/h9Pimage.png)
**Security groups**
Security Groups define sets of users with specific permissions and access rights, controlling their ability to view or modify project-related data and functions.
`[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/RTJimage.png)
# Spots
This module allows you to quickly present these systems in the form of summary tables or graphs.
## Create a Spot
**Example:**
Suppose you need to view a summary of all contractors entered into the system, taking into account their types and countries of location. For this:
- In the analysis area, select **Companies**.
- In the configuration, select the field **Company type** and move it to the header of the future table.
- In the configuration, select the **Country** field and move it to the left of the first column of the future table.
- In the first combo box, specify the method of data presentation, for example, the heat map.
- In the second combo box, select the function **Quantity**.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/igdimage.png)
The same data can be presented in the form of a graph; the same summary is shown in the form of a histogram with accumulation:
## Displaying Dashboard Spots
As well as Spots, Spots can be displayed on the main page in the corresponding dashlet.
The following options are available when configuring the Summary dashlet:
- **Title:** You can enter your dashlet title or leave the default one. Summary: Select the Summary that will be displayed in the dashlet.
- **Custom Summary:** Specify this option if you want to modify the Summary parameters directly from the dashlet.
## List View Actions
You can access Spots module from 2nd side navbar.
- **Create Spot:** Enables users to add new spots with relevant details to the system.
- **View Spots:** Allows users to browse and review existing spots and their information.
- **Filters, Column Chooser, Favorites** functionalities similar to other modules. Refer Leads module.
- To sort records on the Payments List View, click any column title which is sortable. This will sort the column either ascending or descending. Refer Leads module.
- To search for a Payment, Use Search engine on top.
- Clicking on the pencil icon Payments list view page to the display of record edit view.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7nNimage.png)
## Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Merge, Export, Delete** are similar to the Leads module. Refer Leads module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-leads-bulk-actions%3A-) for reference.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/fqtimage.png)
##
# Employees
This module is used to manage information about employees in your organization. Access to the module is through the user menu, which is displayed at the top right of each page:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rQXimage.png)
All users added to the system through the Administrator panel are automatically registered in it and as employees.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/ZeQimage.png)
Employees originally added to the system through the module **Employees**: they will be displayed in the list of employees, but they cannot register in the system until the necessary login and password are assigned to them. Thus, in this module the entire list of employees of your organization can be presented, including employees who are not employed in KiyoCRM.
## Enter Employee Information
You can do the following with employee records:
- **Employee Search:**
- Use **Filters and Advanced Filters** in the module list form. Viewing employee details: To do this, click on the employee’s name in the general list.
- **Export records:**
- To do this, select the necessary entries in the list form and select the item **Export** in the menu above the selected entries.
- **Delete employee records:**
- To do this, click on the button **Delete** in the form view. Updating information about several employees at once: To do this, use **Mass Update Panel.**