Knowledge base

What it is: Users (or members) are individuals in your organization who can access Clozr based on assigned roles and team structure.

What you can do :

• Add and manage users in your workspace
• Assign roles to control access and permissions
• Assign users to teams for better organization
• Edit or deactivate users when needed

How it works :

Each user can be:

• Assigned to one or more roles (defines what they can do)
• Added to teams (defines where they belong in the organization)

What is it for ?

Roles define what users can see and do inside Clozr. Permissions control access across modules and even specific actions within a module.

How it works :

A role is a set of permissions assigned to a user

You can create roles like Admin, Manager, Salesperson, Project Manager, Team Lead, etc.

Each role can have access to:

• Entire modules (CRM, Projects, Helpdesk)
• Specific sections within a module (e.g., Leads, Tasks)
• Specific actions (view, create, edit, delete)

Example :

In the CRM module:

• A Salesperson can view and update leads
• A Manager can view all leads and edit any record
• An Admin has full control, including delete and settings access

Why it matters ?

Ensures sensitive data is only accessible to the right people

Prevents unauthorized actions (like deleting or editing critical data)

Keeps workflows clean by limiting access based on responsibility

What is it for :

Teams are groups of users organized by function (e.g., Sales, Projects, Support) to manage collaboration, assignments, and visibility.

How it works :

• Admins can create custom teams based on business needs
• Users can be added to one or multiple teams
• Teams help organize users without affecting their permissions

What you can do ?

• Create teams (e.g., Sales, Project, Support)
• Add or remove members
• Group users based on roles or departments

Why it matters ?

• Makes it easier to assign work (leads, tasks, tickets)
• Improves collaboration within departments
• Helps manage visibility and ownership across the system

What is it for :

Hierarchy defines the reporting structure of your organization—who reports to whom and how users are structured across roles and teams.

How it works :

• Hierarchy is built using roles, users, and teams
• You can structure roles based on your business setup (e.g., Manager → Team Lead → Sales Executive)
• Users inherit visibility based on their position in the hierarchy

What you can define :

• Reporting levels (e.g., Manager, Lead, Executive)
• Role-based structure aligned with your organization
• Team-level grouping within the hierarchy

What is it for :

Control how and when you receive notifications for activities across Clozr.

What you can configure

• Channels

  • Email notifications
  • In-app notifications
  • Push notifications
• Activity-based alerts

  • Tasks and follow-ups
  • Lead updates and assignments
  • Project and ticket activity
  • Email and WhatsApp interactions
  • System reminders and updates

How it works :

• You can choose:

  • Which events trigger notifications
  • Which channels you want to receive them on
• This helps you stay updated without being overwhelmed

What it is: Leads are potential customers captured in Clozr. You can track, manage, and move them through your sales process until conversion.

How it works :

• Leads can be added manually or captured from sources like forms, ads, or integrations
• Each lead contains key details (name, contact info, source, status)
• Leads move through stages (e.g., New → Contacted → Qualified → Converted)

Automate how leads are assigned, updated, and managed based on predefined rules.

How it works :

• Set rules that trigger actions when a lead is created or updated
• Automations run in the background without manual effort
• Works across lead sources like forms, ads, or manual entries

Why it matters ?

• Reduces manual work for your team
• Ensures faster response to new leads
• Prevents missed follow-ups and delays

What it is: Customers are converted leads or existing clients managed within Clozr.

What you can do :

• View and manage customer details
• Track interactions, activities, and history
• Access related tasks, projects, and tickets
• Maintain long-term relationships

Why it matters ?

• Keeps all customer information in one place
• Helps track ongoing work and communication
• Improves customer experience and retention

What is it for :

Contacts are individual people associated with your leads or customers, along with their communication details.

What you can do ?

• Store and manage contact details (phone, email, WhatsApp)
• Link contacts to leads or customers
• Keep multiple contacts under a single customer or company

Why it matters ?

• Makes it easy to reach the right person at the right time
• Centralizes communication details in one place
• Supports communication via phone, email, and WhatsApp

What are tasks?

Tasks are "to-do" activities used to manage follow-ups, meetings, and internal work within Clozr.

What you can do ?

• Create tasks for leads, customers, or internal work
• Assign tasks to users or teams
• Set due dates and priorities
• Track task status and completion

Why it matters ?

• Helps you stay on top of follow-ups and responsibilities
• Ensures no important action is missed
• Improves team coordination and accountability

What is it?

Notes are quick text entries used to record important information related to a lead or customer.

What you can do ?

• Add notes to leads or customers
• Capture updates, conversations, or observations
• Keep a running history of interactions

Why it matters ?

• Helps track important details over time
• Keeps all context in one place
• Improves follow-ups and communication

What is it ?

Attachments are files stored within Clozr and linked to leads, customers, or related records.

What can you store ?

• Documents (quotes, invoices, agreements)
• Images or screenshots
• Any relevant files related to communication or work

Why it matters ?

• Keeps all supporting documents in one place
• Provides context for future interactions
• Acts as a record for reference and verification

Overview

Create and manage structured quotations for customers using reusable templates.

What you can do ?

• Create professional quotes for customers
• Customize pricing, items, and details based on requirements
• Edit and update quotes anytime
• Maintain consistency using templates

How it works ?

• Quotes are created for leads or customers
• They can be updated based on discussions or requirements
• Once finalized, quotes can be linked to payments for further processing

Why it matters ?

• Standardizes pricing and presentation across your team
• Reduces manual effort and errors
• Speeds up the sales and conversion process

Overview

Track and manage all payments linked to quotations, including full payments, subscriptions, and installment (EMI) plans.

What you can do ?

• Track payments for each quote or customer
• Manage different payment types (full, installment, custom plans)
• Update payment status (e.g., Pending, Paid)
• Edit payment details when required
• Generate invoices for completed or ongoing payments

How it works ?

• Payments are created from approved quotations
• You can split payments into installments or custom schedules
• Each payment is tracked with its status and history

Why it matters ?

• Gives clear visibility into your revenue flow
• Helps track pending and completed payments
• Ensures better follow-up and timely collections

What it is

Projects are created once a deal is won or a customer is confirmed. They help you manage work from start to completion.

What you can do ?

• Create and manage projects for customers
• Assign ownership to users or teams
• Track timelines, progress, and status
• Manage all related tasks, notes, and activities

How it works ?

• Projects are typically created after a lead is converted or a deal is won
• Each project becomes the central place to manage execution
• Teams can collaborate, track progress, and update status in real time

Why it matters ?

• Ensures smooth handover from sales to execution
• Keeps all project-related work organized in one place
• Helps teams stay aligned and deliver on time

Overview

Break down projects into smaller tasks and subtasks to manage execution, ownership, and progress.

What you can do ?

• Create tasks and subtasks based on project needs
• Assign tasks to users or teams
• Set priorities, deadlines, and statuses
• Organize tasks under stages or milestones

How it works ?

• Each project is divided into tasks for better tracking
• Tasks can have subtasks for detailed execution
• Tasks move through stages (e.g., To Do → In Progress → Completed)
• Milestones help group tasks based on project phases

Why it matters ?

• Makes complex projects easier to manage
• Improves accountability with clear ownership
• Helps track progress at both high-level and detailed levels

What it is

Configure how projects, tasks, and workflows behave across your organization.

What you can configure

• Project Types : Define categories like Construction, Service, or Maintenance
• Set custom stages for:

  • Projects (e.g., Open, Completed, Cancelled)
  • Tasks (e.g., To Do, In Progress, Done, Blocked)
• Task Priorities : Define priority levels (Low, Medium, High)
• Project Rules

  • Allow multiple project owners
  • Enable templates and auto-create tasks
  • Auto-assign tasks to project owners
  • Auto-close or archive completed projects
• Time Tracking

  • Enable time tracking for tasks
  • Set time format (hours or hours & minutes)
  • Require time logs before task completion (optional)
• Visibility & Access : Control project visibility (e.g. team-based access)

What it is ?

Tickets are used to track and manage customer issues, requests, or support queries.

What you can do ?

• Create tickets for customer issues
• Assign tickets to users or teams
• Track status and progress
• Add updates, notes, and attachments
• Resolve and close tickets

How it works ?

• Tickets can be created for any customer or issue
• Each ticket is tracked with a status (e.g., Open, In Progress, Resolved)
• Teams can collaborate to resolve issues efficiently

What it is ?

Define ticket stages and set expected response and resolution timelines (SLA).

What you can configure

Ticket Statuses : Customize stages like Open, In Progress, Resolved, Closed

SLA (Service Level Agreement)

Set time limits for:

• First response
• Issue resolution

How it works ?

• Each ticket moves through defined statuses
• SLA timers track how quickly your team responds and resolves issues
• Helps monitor delays and ensure timely handling

Why it matters ?

• Maintains consistent support workflows
• Improves response and resolution time
• Helps teams prioritize urgent issues

What it is ?

View real-time performance metrics and key insights across your operations.

What you can see ?

• Lead and sales performance
• Project progress and task status
• Key business metrics and summaries

How it works ?

• The dashboard displays visual summaries (charts and widgets)
• Provides quick access to important reports
• Helps you navigate directly to detailed data

Why it matters ?

• Gives a quick overview without opening multiple modules
• Helps identify trends and pending work
• Enables faster decision-making

What it is

View and analyze performance across CRM, projects, and other modules using measurable data.

What you can do ?

• Filter reports by module (CRM, Projects, Helpdesk, etc.)
• Search and analyze specific data
• Track performance and key metrics

How it works ?

• Reports are generated from your system data
• Use filters to narrow down results by time, team, or activity
• Helps you focus on specific insights and performance areas

Why it matters ?

• Keeps teams aligned with business objectives
• Makes it easier to track progress and performance
• Helps identify areas that need attention

What it is

Stay informed about system activities, updates, and important actions across Clozr.

What you'll receive ?

• Task and follow-up reminders
• Lead and customer updates
• Project and ticket activity
• System alerts and changes

How it works ?

• Notifications are delivered through multiple channels

  • In-app
  • Email
  • WhatsApp
• Alerts are triggered based on your activity and system events

Overview

Manage customer calls, track interactions, and maintain call history through integrated telephony powered by Exotel.

What you can do ?

• Make and receive calls within Clozr
• Automatically log all call activities
• View call history linked to leads and customers
• Access call recordings and details
• Use transcription and summaries

How it works ?

• Calls are handled through the integrated telephony system
• Every call is automatically recorded and logged
• Call data is linked to the respective lead or customer for easy tracking

What it is ?

Convert call recordings into text for easy review and reference.

What you can do

• View transcriptions of recorded calls
• Quickly scan conversations without listening to full recordings
• Capture key points and important details

Why it matters

• Saves time reviewing calls
• Improves visibility into customer conversations
• Helps capture insights and follow-up actions

Overview

Connect your communication channels and ad platforms to capture leads and interact with customers directly within Clozr.

What you can do ?

• Capture leads from Meta Ads (Facebook & Instagram)
• Send and receive messages via WhatsApp and Email
• Manage conversations linked to leads and customers
• Keep all communication in one place

How it works ?

• Integrate your email, WhatsApp, and ad accounts
• Leads from ads are automatically added to your CRM
• Conversations are tracked and linked to the respective records

What it is ?

Create backups of your data and restore it when needed.

What you can do ?

Backup system data

Restore data from previous backups

What it is ?

Track all system activities and changes made by users.

What it includes :

• User actions
• System events
• Change history

Why it matters

• Provides transparency and accountability
• Helps track changes and troubleshoot issues

What it is ?

Remove outdated or unused data from the system.

What you can do ?

• Delete unnecessary or old records
• Clean up unused data

Why it matters ?

• Keeps the system organized
• Improves performance and efficiency

What it is ?

Automate repetitive actions across leads, tasks, and workflows based on defined rules.

Why it matters ?

• Lead actions : Auto-assign leads, update status, trigger follow-ups
• Task creation : Automatically create tasks based on lead or project activity
• Follow-ups & reminders : Schedule follow-ups and send reminders automatically
• Status changes : Update lead or task stages based on actions or conditions
• Call & activity tracking : Trigger actions based on call logs or interactions

How it works ?

• Set rules based on triggers (e.g., new lead, status change, inactivity)
• Define actions that should happen automatically
• Automations run in the background without manual effort

What it is ?

Set up automatic payments for your subscription.

Why it matters

• Ensures uninterrupted access to the platform
• Avoids manual payment delays
• Keeps your subscription active without interruptions

What it is ?

Create and manage structured learning content for your team.

What you can do ?

• Create courses with modules and lessons
• Add videos and descriptions
• Organize content in a structured format
• Assign courses to users or teams

How it works ?

• Courses are built using modules (sections)
• Each module can include videos and content
• Admins can manage and update courses anytime

What it is ?

Manage users enrolled in courses and track their progress.

What you can do ?

• View enrolled users (learners)
• Track course progress and completion
• Monitor engagement across courses