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Add Team Members to the Quick CRM

About this Tutorial

We have a question from Rupesh about the quick CRM. He wants to add some team members.

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Video Transcript

 Hello, welcome. We have a question from Rupesh about the quick crm. He wants to add some team members. Here's his actual question. I have 10 team members and I want to assign or delegate. The leads to these 10 members and want to make sure that each team member can see leads assigned to him or her only.

Please guide me to achieve this. Okay, so what I'm about to show you is actually available. Actually we are gonna, sorry, we are gonna close this. I've already made a copy. So what we're gonna do and, and that copy will be available for all members down below in the description of this new video, and I'll try to link it in these.

Last video of how to make a quick crm. So this is a little interesting because there is the added challenge that a team member can see leads assigned to him or her only. So the first thing I'm actually going to show you is something that I did before where. , this happens a lot. Team members are added and you wanna assign leads.

These are leads, these are emails. This is status we have already. Here, I'll show you actually the last roadmap we did. We had name, we have a bunch of stuff, you know, we data we want to keep track of. And then we added a dropdown menu. We added a pipeline and dashboard, right? So this dashboard and this CRM might be used by every.

or it might be used by a manager. But individual pe, individual stake stakeholders, users might want to have some information and be able to update this as well. So the first thing I'm gonna show you is, well, actually we have a roadmap. Sorry. So first I'm gonna add assigned P people. So that is literally adding a new dropdown menu and I'll show you that.

We're gonna create a new filter so that our pipeline. Can show each individual person. That'll be very interesting. And then the first thing I'm gonna show you, so there's two ways to do this depending on your, your particular challenge, and I wanna stress right away and or emphasize right away that both of these situations and what I'm gonna show you only let you view the information.

So everybody still needs access to this cr. , if you are trying to have everyone access a crm edit that CRM and then add back to that CRM without seeing the entire thing, it is a couple of more  challenges you have to deal with, and I'm not gonna be dealing with those right away. I, I do recommend actually investing in a CRM system that actually ties together sort of backend systems.

What I'm about to show you actually is super helpful. If you are in a highly fast transitionary period, you've added a few salespeople and you just do. Time nor the resources, like maybe you have, like your cash flow is coming later after you hire these people which is like a good thing, right? Like you are getting busier and busier and you need more people that do the same thing.

So you're scaling, but it's still going so fast that you can't really ha you don't have time to invest and discover or figure out a CRM system where this was working for you. You got. This can scale a little bit. But I do, I do emphasize that this is only a stepping stone to an actual CR CRM system that takes care of all of these situations.

So, with the caveats in in mind, I will proceed to show you two ways you can do this. One, if everybody is kind and good to each other, you can do this all in one sheet, a worksheet with different tabs. Where each individual stakeholder or, or like account executive or salesperson can view only theirs, but they do have access and they have to edit sort of on the main crm.

The other way I'm gonna show you is only again to view, not to edit. Not to allow everybody to edit everything without seeing everyone's, I'm not gonna show you that. I will show you however, however, if the edit is happening somewhere else, my by a manager or some other system, and each individual salesperson wants to view O and can only view their particular information, I'm gonna show you how to do that.

We're gonna use import range for that. And, and, And this might end up being a little bit long, cuz I'm gonna do this in real time. I might pause for a couple of repetitive issues. But let's get started. So our roadmap, let's go back to it. We wanna assign people, so these are people that work for us.

Let's start a dropdown of you know, team members. Just add a few. I'm not gonna add all I'm not gonna add all 10, but I'll add, you know, a few here. Let's do this. Yeah, so that's what is that? Six people. And you can see if you wanna add more, we are gonna go back to our crm. We are going to, let's just put it right here to the right. We already have a dropdown menu. We just need to change it. If that dropdown menu didn't exist, here's what we do.

Data validation list from a range. . Then we click in our data range and we go back to our dropdowns. And if we wanna make sure that, you know, if we, we might wanna add a few more team members. We're just gonna select, say down to here. Okay. And now you see here C2 C, let's just not do 13. Then we're gonna go back to our cr.

and we have working a team member. This could be your assignee or someone who takes over that account, whatever it is. I actually had a really weird situation where we had to manage we had to manage team members who were doing, dealing with sales or acquisitions, and then,  as those people went and left, we had to add another column here.

So this is what I'm showing you is sort of scalable, even more type types of team members. Like maybe you wanna track who takes over if there's different layers of sales or something. But we can see all the people here. Let's assign a few people. Oh, let's just actually copy and paste this down. We can also copy and then paste special.

Data validation only. That's a good little trick. But let's give Susan a few. Let's do Ashley here. Maryanne Mario, then Maryanne. And, you know, we can assign a couple people a couple different things and we might add more just to see if it works. Actually let's do that. I want to just see these statuses in a bunch of different ways, so I'm just, As if there were a bunch here.

I'm going to copy and paste this so we can see who's got what. Let's just do three for now people. So this is Mario as well. And then do Maryanne here for all these so you can. . You can also color these if you have conditional formatting. Just a couple of optimizations you can do to make this look better and, and run better.

Depends a hundred percent on who's gonna edit this. If one person is editing this, then that person should build this, especially for themselves. If it's a number of people, then you might want to add a little bit of color to it, or I'll make this a little bit easier to change. Okay, so we've added another.

Great. Let's highlight that as if it's done. It is done. We want to create a new filter. So we go to our pipeline and here's what I'm gonna do. I'm gonna do it slightly differently. We have our count, but we're, I'm gonna actually add. Now I'm gonna say who or no, a team member,  team member. And we're gonna add the same exact dropdown and you'll see why this is important later.

But I will try to explain now. So we're gonna do the exact same thing. We could also copy paste the other thing over here, the other dropdown menu. But now on our pipeline, we have a dropdown menu up here, and we have, let's say this is assigned to Susan.  what why I do this is so that I can create one filter and then copy this pipeline tab.

And now I just have to change this and it changes for every, for the entire thing. So our filter goes crm A to a we want to make sure that it matches B four, which is this emailed. And all that's doing is going to this column status and saying, you know, which ones are. . But we want to add to that, and this is actually super simple.

We literally go to this filter. We don't have to change the filter, we don't have to add ifs, we don't have to do anything else. We literally just add one more condition. So we add a comma, and then we say crm and we use the column that we just made, which was D two D, and I use the dollar signs so that as we move it over to the right, we're gonna copy.

It doesn't change and this is going to be equal to B one, which is Susan, right? We want the column and I will press enter and I will go back to this CRM and show you. So team member D, we want only the ones that are Susan. And we want, basically we want emailed in one place. We want closed in one place.

Let's add up in progress. Susan as well.

And that's

there so we can see it. And so now this filter is saying, okay, only give me the team member, Susan, and those that are emailed, right? Because this is our, our quick pipeline we created. . And then as we copy paste, oh, I need to lock B one because as we copy paste to the right, we want to add that dollar sign in front so that it does not change.

Okay? So as we copy and paste, we see this change, right? We saw that that in progress wasn't just everything that was in progress. We only want what's in progress and. . So go here, Susan in progress is one. Andrew K. There we go. And so this works. Now I can change this to Ashley and now it, it's all given me an error.

Why is that? Because Ashley is unassigned anywhere here. So let's say this was all Ashley instead of Mario, and let's just, these are fake names. Anyways, actually we want the email as. , let's just do this. Go back to our pipeline. And now Ashley is assigned, right? So we go to Maryanne and now it's a different people, it's a different thing.

So we now have that filter that's now two arguments, or rather two things that it needs to accomplish, right? It needs to be the right person that's assigned the team member, and it has to be the right place in that pipeline. Okay? . Now, as we do this, we've created a new filter. The first thing I'm gonna show you is how to add tabs and, and, and create tabs for each person.

Again, this is a less than ideal situation, but it absolutely works to get you something quick, right? This is a quick crm. This is not supposed to be great. This is not supposed to be efficient. It's supposed to be quick, so we're gonna duplicate that pipe. We are going to rename this pipeline, pipeline, let's say Susan, and we're gonna go back up here, say, this is Susan and now we copied this and let's assign it Ashley.

And so that's Ashley's pipeline. And you can do this any number of ways. I like, I'm just gonna do it this way, on labeling pipeline then Ashley totally understand if you want to put the first, the, the name. Or even just the name sometimes that works is everybody in the company will know these are your pipelines.

It's the only thing that it could be. So this will be pipeline Maryanne,

and we just change this team member and again, , this is just quick and dirty. This is meant to get you running fast, get people understanding their pipelines, be able to view, view them amongst all this misas, this buffet of of stuff, buffet, smorgasboard of stuff. And then obviously there are many complications with this, right?

Everybody can see everybody's Maryanne if she's looking at hers and goes up here and, and clicks Rudd. She'll see Rudolphs, right? Or she'll can just click on the other tab, right? But what if you are, say you, you have some data source and you want to let each person view their information in a dashboard and it's only view.

Again, again, I'm, I'm, I'm saying a lot of caveat caveats. I'm saying this a lot. I'm emphasizing this a lot, that this is not a total, so, But it absolutely works very quickly. It gets you running and and you have a little bit of optionality here. So what are we gonna do? Well, let's create we're gonna use import range and I'm gonna do this super quick, right?

This, the idea is this super quick. So I'm gonna do new spreadsheet. I'm not gonna do any changes to it whatsoever. I'm just getting the data for Susan. And this is to accomplish, allowing Susan to see the information. , but she can't edit it in the sheet that I'm going to make. And she can't and, and, but maybe she does have access to this CRM and edits here.

A little bit of workflow issues. Completely. I understand. But again, this is supposed to be quick, so we're gonna call this Susan's pipeline and one, we're gonna put data, actually we're gonna name the crm and then we're gonna do.  and Pipeline. Pipeline. Okay, so first thing, we want the crm. So we want everything.

We want a to h. We're not looking at doing any styling in this video. We're, we're just getting this stuff. So actually we wanna go to crm and all we're doing is importing range everything, import range what is the url? We can put this entire URL in.  in between the quotes. Actually I'm gonna take this edit off and in quotes, I'm gonna do crm what was it?

A to h I think. And I'm just gonna grab one through 1000 just to make sure we don't get any more. It will get a reference error and it says you need to connect these sheets, so you definitely need access to both sheets. I'm gonna click and there is our data. So now Susan has this stuff, right? Now we want to go to the pipeline and we're going to do something very quick and dirty.

We're just gonna copy this again. We just want it to be quick and dirty. . Oh, quick. At least we don't want to, this doesn't, it just is not as beautiful as it could be. And so now you think, okay, that's great. Susan can view her information without going to this sheet. Right. But there's, I, I hope you saw one big flaw.

So you have Team 10 team members. Rupe has 10 team members and he wants to assign and delegate the leads to these 10 members and.  to make sure that each team member can see leads assigned to him or her only. Please guide me to achi this, right? So one big, huge, glaring problem is that she can just go to this CRM and you probably have the answer already.

You probably understand why. Now you might not, might understand why I set this all up the way I did it, and I showed you these two ways, right? To create this pipeline here and then also to do import.  the answer and the solution is that we don't need the CRM because our pipeline, if we just copy and paste this, this is coming filter is coming from this crm.

We can just import range Susan's pipeline. So I'm actually gonna rename this just so that there's no problems. I'm gonna rename that Susan. I'm going to go back to our pipeline and instead of having all this information, I'm. And I'm gonna go equals import range. And I have, I'm gonna come back with the url, but here we're gonna go Susan a, let's say a one, two H, 1000 again 100 just to no one.

Thousand's fine. We definitely have an error because we need the url. I'm gonna show you what it happens. I don't think anything happens if you add that edit, so you can do this even quicker. You don't have to.  that we already gave access to this. So we grab it right away. And so now this CRM we can delete.

Yeah, we definitely want to delete that sheet. And now this pipeline stays. So now this is Susan's pipeline. She gets to view this information. She gets to see everything that you sent her. If you have added multiple columns to these column. To show not just the name, but the email address. You know, what you could do is set up one of these is like assign to you.

And what you can do is then go back to this quick crm, go back to our dropdowns, say, assigned to you, right? And they'll see that status. You can always add. You'll have to go back to the last video to see how this. , but you'll have to add assigned to up here and then that get that filter. But Susan's pipeline is only available to her, right?

So she can see one of the ones assigned to her. She can see everyone. She's emailed in progress closed. She has to send that information somewhere, has to update that information somewhere. There is a whole host of challenges and problems with editing information on two.  sheets a lot of that just to sort of put a pin in this and end this video a lot of those challenges that you get into in the next steps of having two sources of truth solution ends up being something like Zapier.

There are absolutely a couple of scripts, but I am so fearful of using them and creating them myself because if I make that like Zier is meant to,  be an API between a lot of data sources. So it's, it's, it's very battle tested, but if you're writing the script, you're essentially trying to rewrite Zapier for, that's been in service for years.

So a lot of issues and a lot of challenges you're gonna run into next. If Rupesh, if you're watching this, let me know if this. Solves your problem In particular, if, if you find some additional challenges, let me know and I can absolutely try to help you. But this definitely like this quick crm and this pipeline is meant to be very quick.

Get you going and get your team sort of working and up to speed faster. And it's not necessarily meant to be battle tested or used beyond, you know, a few months perhaps. Unless you make some pretty major upgrades to this. Hopefully this was helpful and interesting. You've learned import range.

Let's go back and make sure we, we did everything. Before we end the videos, we added tabs for each person. Then we created a new worksheet for each.  this, Susan, you can absolutely file, make a copy. Actually let's go through that. Let's, let's see. This will be Ashley's pipeline. And now just a couple more steps than adding a tab for each person, right?

You have to get the reference error. You have to get the import range referencing the, the right tab, but you should be able to, let's go back to quick crm. Do this pretty quickly. We'll just rename this, Ashley, just so we don't have to type so much. Ashley and Ashley's pipeline should be ready to go.

We'll allow access, but one we do have to change. Go back to a one and just change this to Ashley. Let's go. Yeah.

Let's see what happens. Allow access, because it's a brand new sheet and it doesn't ha, this one doesn't have access. And now we have Ashley's pipeline. Again, she can only view this. She can't edit this information. If she tries to edit the information delete, delete or put in something, you're gonna get this reference.

Her array result has not expanded because it would override data in B seven. You can, the error will tell you exactly.  the information is because sometimes people add a space and it nos on me and makes me stay up very late at night figuring out where there are empty spaces. But here it'll say c5. So you just go to c5, make that, hit that delete button and you're saved.

That's one common pitfall people have is they'll try to change these. Thanks so much for watching. Hopefully this was a really. Insightful in informational video for you. Bye.