Every customer comes with a history and a clear next step.
RecUmi CRM is a standalone product of the RecUmi ecosystem: customers, requests, deals and owners in one place. It is the connecting link of the ecosystem — the customer's path from the first contact through measurement and quote to contract and service. The product is in development: there are no dates and no download button yet.
CRM is not being built from scratch: customers, requests, deals, owners and the change history were kept in the internal system of the company Time Rec, and this logic is being carried over into a separate product.
Concept of a future customer card and funnel. Names and figures are illustrative. Planned capability.
01 · Who it is for
Who it is for and why
Customers in a spreadsheet, agreements in a messenger, the next step in the manager's head. When a manager leaves or falls ill, the customer gets “stuck”. CRM gathers the customer, their requests and deals into one card and shows who must do what next. RecUmi CRM is the record of customers, requests and deals for an organisation that sells and carries out work. For managers, the head and the administrator. CRM works on its own; it is linked with other products like this: a document is prepared from a deal in RecUmi Docs, a measurement is assigned for a request in RecUmi Measure, and from a call in RecUmi Calls the system suggests the next step and an employee creates the request.
Manager
Sees their own requests and deals, the history of communication and the next action for each customer.
Head of sales
Sees the status of every deal, the owner and the next action. A funnel screen by stages and reports are planned capabilities.
Companies with site visits
The customer's sites, measurements and installations are linked to one card.
Small business
Starts with a simple customer base and does not pay for complexity it does not need.
Administrator
Grants employees permissions by function and sees the permission change log.
02 · Usage scenario
How it will work
The customer's path in RecUmi CRM.
1. ContactA call, a message or the website — a request with a source
2. CustomerCard: contacts, site, owner
3. DealStages: measurement, quote, contract
4. Next stepAn action with a date and an owner
5. ResultContract, fulfilment, history for repeat sales
The whole path is a planned capability of the RecUmi CRM product.
03 · Today → with RecUmi
Scenarios
Replacing a manager
TodayA manager has gone on holiday, and their customers have been waiting for a reply for two weeks.
With RecUmiA colleague opens the card: the history, agreements and next step for each customer are all there.
Deal control
TodayThe head of sales learns about a failed deal when the customer has already bought from a competitor.
With RecUmiThe head sees the status of every deal, the owner and the next action - deals that have not moved for a long time are noticeable. A funnel screen is a planned capability.
Repeat order
TodayA customer comes back a year later, but the previous order cannot be found anywhere.
With RecUmiThe customer card keeps the site, past documents and work — a repeat order starts from the history.
Deal price · in testing
TodayA discount was agreed by phone; later nobody can say who changed the price and why.
With RecUmiEvery change to a deal's price is recorded with an author and a reason; the final price keeps the reason for the override.
Duplicates · in testing
TodayOne customer was entered twice, and the history is split between two cards.
With RecUmiThe manager merges the duplicates by a separate operation - the history is gathered in one card.
Recycle bin · in testing
TodayA customer was accidentally deleted together with the history.
With RecUmiThe deleted customer is restored from the recycle bin.
04 · Features by task
What RecUmi CRM will be able to do
Implemented, in testing the feature is implemented in a test or internal version and has not yet been made available to users as a finished public product
Planned designed, development ahead
All features and their stage — by task
TASK 01 · Know every customerSection
Customers
Features: 7 · implemented, in testing: 4 · planned: 2 · implemented in a Time Rec technical candidate: 1
FeatureStage
Customer base, card, search and filters; restoring and merging duplicatesImplemented, in testing
Customer sitesImplemented, in testing
Contacts and companies kept separately; several contacts per customerPlanned
Importing customers from a spreadsheet or another systemPlanned
Merging duplicate customersImplemented, in testing
Recycle bin and restoring customersImplemented, in testing
Several phone numbers per customer, with duplicate protection across all numbersImplemented in a Time Rec technical candidate; the matching client code is present in the current version of the portal. Actual operation of the server-side operations has not been separately confirmed
Detailed feature descriptions (4)
Customer base and customer card
Each customer is a card with contacts, sites, deals and the whole history of work.
How it is used
Search and filters by name, phone and owner; a deleted customer can be restored, duplicates can be merged.
What data
Contacts, addresses, sites, notes.
Benefit
All information about the customer in one place, not in five programs.
Customer sites
Addresses and sites where measurements and work were carried out.
Benefit
A repeat order at the same site comes with its history.
Merging duplicate customers
A customer's duplicates are merged by a separate operation, not by editing cards by hand.
Benefit
One customer - one history.
Recycle bin and restoring
A deleted customer can be restored; deletion is not final.
Benefit
An accidental deletion is not a loss.
TASK 02 · Take a request to a contractSection
Sales
Features: 8 · implemented, in testing: 5 · planned: 3
FeatureStage
Requests and sourcesImplemented, in testing
Deals and their statusImplemented, in testing
Funnel screen by stagesPlanned
Owner and next actionImplemented, in testing
Overdue actions and "what to do now"Planned
Order details: products, goods, pricesPlanned
Deal price: calculation mode, adjustments, final price with a reasonImplemented, in testing
History of price changes with author and reasonImplemented, in testing
Detailed feature descriptions (4)
Requests and sources
A contact becomes a request with a source - where the customer came from.
Benefit
You can see where customers come from and which requests are waiting for a reply.
Deals
A deal is tracked with its own status from request to fulfilment.
How it is used
A funnel screen by stages is a planned capability.
Benefit
You can see at which stage each deal is.
Owner and next step
Every request and deal has an owner and a next action with a date.
Benefit
No customer is left without attention.
Deal price and its history
Calculation mode, adjustments, the final price with the reason for an override, and the history of price changes.
How it is used
Every price change is recorded with an author and a reason.
Benefit
You can see who changed the price and why.
TASK 03 · Share out the workSection
Team
Features: 6 · implemented, in testing: 3 · planned: 3
FeatureStage
Employees and roles: permissions by function, each employee's own permissions, head and administrator rolesImplemented, in testing
Tasks and remindersPlanned
Request distribution by rulesPlanned
Working with customer cards on a phonePlanned
Permission change log: who changed authority and whenImplemented, in testing
Tasks and reminders from callsImplemented, in testing
Detailed feature descriptions (4)
Employees and roles
The company's managers, measurers, installers and offices; head and administrator roles.
How it is used
Permissions are granted by function: each employee has their own. The permission change log shows who changed authority and when.
Benefit
An employee can be given only what they need.
Tasks
Tasks for customers and deals with an assignee and a deadline, reminders.
Benefit
Agreements turn into actions.
Request distribution
New requests are distributed among managers by the company's rules.
Benefit
A quick reply and an even workload.
Tasks and reminders from calls
A call produces a task or a reminder tied to that call.
Benefit
An agreement made in a conversation is not lost.
TASK 04 · Keep data and historySection
Records
Features: 8 · implemented, in testing: 5 · planned: 1 · implemented in a Time Rec technical candidate: 2
FeatureStage
Change historyImplemented, in testing
Estimates, catalogue, suppliersImplemented, in testing
Log of employee actionsPlanned
Supplier estimates with calculation and revisionsImplemented, in testing
Data backupsImplemented, in testing
Continuous numbering of documents and estimatesImplemented, in testing
Several supplier estimates per order: number, date, amount, inclusion in or exclusion from the calculation, earlier versions keptImplemented in a Time Rec technical candidate; the matching client code is present in the current version of the portal. Actual operation of the server-side operations has not been separately confirmed
Search and open by supplier estimate number, with a jump to the related recordsImplemented in a Time Rec technical candidate; the matching client code is present in the current version of the portal. Actual operation of the server-side operations has not been separately confirmed
Detailed feature descriptions (4)
Change history
Who changed the customer's or the deal's data, and when.
Benefit
Disputed points are settled on facts.
Estimates, catalogue and suppliers
Items and prices for calculations and quotes.
How it is used
The catalogue is used together with RecUmi Docs.
Supplier estimates
Supplier estimates with calculation and revisions - alongside the catalogue.
Benefit
You can see how an estimate changed.
Data backups
Data is kept in backups.
Benefit
The customer base does not live in a single copy.
TASK 05 · See the whole pictureSection
Analytics
Features: 2 · implemented, in testing: 1 · planned: 1
FeatureStage
Work summaryImplemented, in testing
Reports on requests, stages and managersPlanned
Detailed feature descriptions (1)
Summary and reports
A work summary already exists; reports on requests, stages and managers are planned.
Benefit
Decisions based on figures, not feelings.
TASK 06 · Set it up your waySection
Setup
Features: 1 · implemented, in testing: 0 · planned: 1
FeatureStage
Your own stages and workflow without a complicated startPlanned
TASK 07 · Connect with other productsSection
Ecosystem
Features: 7 · implemented, in testing: 4 · planned: 3
FeatureStage
Calls, conversations, measurements, documents and site visits in the customer cardPlanned
From a call the employee sees the topic of the enquiry and a suggested next step and can link the call to a customer; the enquiry is created by the employeeImplemented, in testing
A document from a deal (link with RecUmi Docs)Implemented, in testing
A measurement for a request (link with RecUmi Measure)Implemented, in testing
The product is switched on and off as a wholeImplemented, in testing
Links between customers, sites and deals as a separate picturePlanned
Each user's own organisation: details, employees, permissionsPlanned
Detailed feature descriptions (3)
Everything about the customer in one feed
Calls from RecUmi Calls, conversations from Conversations, measurements, documents and site visits — in the customer card.
How it is used
Through the shared RecUmi Core foundation, as the products are released.
Links between customers, sites and deals
A separate picture of links: who is connected with whom and with what.
Benefit
You can see the whole history around a customer.
Each user's own organisation
Details, employees, permissions and integrations - each product user has their own organisation. A common plan for all RecUmi products.
Benefit
A condition of the product for any organisation.
"Implemented, in testing" means the feature is implemented in a test or internal version and has not yet been made available to users as a finished public product. Where: in the technical version of RecUmi CRM built on the internal system of the company Time Rec. This is not a live RecUmi service.
05 · How it works now
How it works in practice
Important. These actions are implemented and verified in the internal system of the company Time Rec; in the separate RecUmi CRM product they have not yet been released to users. This is a description of how the function works, not a user guide.
The customer's path
A contact becomes a request with a source indicated, including the advertising campaign tag.
A customer card is created or found; duplicates are merged.
A deal with a status is managed; the price keeps its history.
An owner and a next action are assigned: what and when.
A mistake - a deleted customer can be restored from the recycle bin.
Links with other products
CRM → Docs: a document from a deal (in testing).
CRM → Measure: a measurement for a request (in testing).
Calls → CRM: from the call transcript the system suggests the next step; the request is created by an employee (in testing).
A single picture of the customer in one feed - planned.
06 · Ecosystem
Part of the ecosystem
CRM is the connecting link: if you use several RecUmi products, the customer is shared between them, and the history is gathered in one card.
CallsCustomer's call
ConversationsConversation
CRMCard and deal
MeasureMeasurement
DocsQuote and contract
ServiceService
Planned link
PlannedLinks between CRM and the other products will appear together with their release and the shared RecUmi Core foundation.
In testing: customers and sites, requests and sources, deals and prices with history, owner and next action, change history, estimates and catalogue, employees and roles, summary, recycle bin, backups
Next
Funnel screen
Reports
Tasks as a standalone module
Later
Automatic distribution of requests among managers
A separate picture of links between customers, sites and deals
Calls, conversations, measurements and documents in one card
There are no dates: the order is a concept, not a commitment.
08 · Connecting
How to connect
You set up yourself
Employees and their roles
Deal stages for the way you work
Customer import: a planned capability
Through an external provider or Android
Calls: through RecUmi Calls on Android
Conversations: through RecUmi Conversations
Not available yet
Working in RecUmi CRM: the product is in development
Technical details
CRM is designed as a standalone product on the shared RecUmi Core foundation: shared customers, employees and permissions for all products. Links with other products appear as they are released.
09 · Questions
Frequently asked questions
Can I already use RecUmi CRM?
No. The product is in development; there is no download button. We do not name dates.
Do I need the other RecUmi products?
No. CRM is designed as a standalone product. Other products add calls, conversations, measurements and documents to the customer card if you use them.
How is RecUmi CRM different from a spreadsheet?
Every customer has an owner, a next step and a full history. A spreadsheet stores data; CRM helps bring the customer to a result.
Can I move customers over from a spreadsheet or an old system?
Customer import is a planned capability.
Will it work from a phone?
We plan for the customer card and tasks to be convenient on a phone; details will come with the release.
Will every employee see the whole customer base?
Permissions are set by function, each employee has their own; there is a permission change log. An employee is given only what they need for their work.
Is it suitable for a small company?
Yes. You can start with the customer base and requests and add the rest as you grow.
Is there a sales funnel?
There is no funnel screen yet - it is planned. There is a deal status and a next action.
Can I see who changed a deal's price?
Yes: every price change is recorded with an author and a reason. The function has been verified in the internal system of the company Time Rec.
Can I merge duplicate customers?
Yes, by a separate operation. The function has been verified in the internal system of the company Time Rec.
Can I restore a deleted customer?
Yes, deletion is not final: there is a recycle bin and restoring.
Can I give an employee only the permissions they need?
Permissions are set by function, each employee has their own; there is a permission change log. The function has been verified in the internal system of the company Time Rec.
CRM — in development
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