Knowledge base

What it is: Clozr is an all-in-one platform to manage your business operations across sales, projects, support, and learning. Clozr brings together multiple business functions like CRM, project management, helpdesk, and LMS into a single system. It helps teams manage workflows, track data, and collaborate without switching between tools.

How it works

Each module in Clozr handles a specific part of your operations:

• CRM manages leads, customers, and sales activities
• Project Management handles projects and tasks
• Helpdesk manages support tickets
• LMS delivers training and learning content

All modules are connected, so data flows seamlessly across teams.

Why it matters

Using Clozr reduces tool fragmentation and improves visibility across your business. It helps teams stay aligned, automate workflows, and make better decisions with centralized data.

What it is: The Dashboard is your central workspace in Clozr, giving you a real-time overview of your business across sales, projects, and support. It displays key metrics through visual elements like bar charts, line graphs, and summary cards, helping you quickly understand performance and pending work.

What you'll see on the Dashboard

• Sales overview: Track lead flow, conversions, and revenue trends using visual graphs
• Project overview: Monitor active projects, progress status, and task completion
• Pending activities: View tasks, follow-ups, and actions that require attention
• Conversion insights: Identify leads that are pending, converted, or inactive
• Performance widgets: Quick stats on team activity, tickets, or operations (based on your role)

What it is

Understand your Clozr plan, feature access, usage limits, and how your subscription lifecycle works—from free trial to renewal.

Free trial

• When you create a Clozr account, you automatically get a 14-day free trial.

  • Full access to core features
  • Explore CRM, Projects, Helpdesk, and Automation

What happens after the trial ends

• You'll be prompted to choose a plan
• Your data stays safe, but access may be limited until you subscribe

Plan types

Clozr offers multiple plans designed for different stages of business growth:

• Starter: Ideal for basic client tracking and daily operations
• Growth (most popular): Designed for growing teams with automation and integrations
• Pro: Built for larger operations with custom roles, advanced call routing and a dedicated account manager

Usage limits

• Number of users
• Storage capacity
• Automation usage
• Communication credits (calls, messages, etc.)
• Track your usage anytime in Settings → Billing / Subscription

Subscription lifecycle:

• 7-day reminder before your plan expires
• A grace period after expiry to renew
• No data loss during the grace period

Manage your subscription

• Go to Settings → Billing / Subscription
• View current plan and usage
• Upgrade, downgrade, or renew your plan
• Access invoices and payment history

What your plan includes

• Complete CRM (leads, customers, contacts)
• Project Management
• Helpdesk (customer issue tracking)
• WhatsApp messaging
• Google Calendar & Gmail sync
• Mobile app access

What it is

Manage your company details, communication identity, and branding used across Clozr.

Steps:

• Open organization settings: Go to Settings → Organization Setup → Organization Profile
• Enter company details: Add your organization name, contact info, website, and business address
• Set communication & contacts: Configure sales/support emails, WhatsApp number, and key business contacts
• Apply branding & preferences: Upload your logo, choose brand colors, and set working hours
• Save changes: Review your details and click Save to apply updates

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 it is

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 it is

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 it is

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 it is

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 it is

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 it is

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 it is

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 it is

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

What you can 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

What it is

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

What it is

Track every payment linked to a quote: one-time payments, subscriptions and instalment plans.

What you can do

• Track payments for each quote or customer
• Manage payment types (one-time, equal instalments, custom instalments, subscription)
• 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 accepted quotes
• You can split payments into instalments 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

What it is

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
  • Push
  • WhatsApp
• Alerts are triggered based on your activity and system events

What it is

Make and receive calls directly from Clozr using the Exotel integration, with every call automatically logged against the right record.

What you can do

• Click-to-call any lead or customer with IVR support
• Automatically log incoming and outgoing calls
• Review call history under each lead or customer

Why it matters

• No manual dialing or call logging
• Complete conversation history in one place
• Better visibility into team communication

What it is

AI call transcription converts recorded calls into searchable text with automatic summaries.

What you can do

• Get automatic transcripts for recorded calls
• Review AI-generated summaries and key points
• Search past conversations instantly

Why it matters

• Saves time on manual note-taking
• Keeps call records accurate and complete
• Helps managers review conversations quickly

What it is

Connect your communication channels and ad accounts to capture and engage leads from one place.

What you can do

• Send and receive WhatsApp messages within Clozr
• Sync email conversations to leads and customers
• Capture leads directly from Facebook & Instagram ads

Why it matters

• Unifies all customer conversations
• No lead from ads is ever missed
• Faster engagement across every channel

What it is

Sync tasks, follow-ups, and meetings between Clozr and Google Calendar, with Gmail sync for conversations.

What you can do

• See Clozr tasks and meetings in Google Calendar
• Schedule follow-ups that sync both ways
• Connect Gmail to log email activity

Why it matters

• One calendar for all your commitments
• Avoids double-booking and missed meetings
• Keeps communication in sync automatically

What it is

Export your data — leads, customers, tasks, or reports — whenever you need it.

What you can do

• Export module data as CSV or Excel
• Choose fields and filters before exporting
• Download reports for offline analysis

Why it matters

• Your data stays portable and accessible
• Supports external analysis and audits
• No vendor lock-in

What it is

Keep your organization's data safe with scheduled backups and simple restore options.

What you can do

• Schedule automatic backups
• Trigger manual backups before major changes
• Restore your workspace from its latest backup

Why it matters

• Protects against accidental data loss
• Quick recovery when something goes wrong
• Peace of mind for administrators

What it is

A transparent trail of every action taken in your workspace.

What you can do

• Track who changed what, and when
• Filter activity by user, module, or action
• Review full historical logs for every lead and customer

Why it matters

• Maintains accountability across the team
• Simplifies compliance and reviews
• Helps investigate unexpected changes

What it is

Remove duplicate, outdated, or unwanted records safely to keep your workspace organized.

What you can do

• Remove inactive leads and contacts
• Archive old tasks
• Clear old audit logs
• Remove test data after a trial or demo

Why it matters

• Keeps your database clean and reliable
• Improves search and report accuracy
• Reduces clutter for your team

What it is

Set rules that assign leads, create tasks, and trigger actions automatically — no manual effort required.

What you can do

• Auto-assign new leads to users or teams
• Create tasks automatically when a lead changes stage
• Trigger notifications and updates based on rules

Why it matters

• Faster response to every new lead
• Consistent process across the team
• Less manual work, fewer missed steps

What it is

A dedicated hub for every scheduled follow-up across leads and customers, prioritized by urgency.

What you can do

• See all upcoming and overdue follow-ups in one place
• Prioritize follow-ups by urgency tiers
• Mark follow-ups complete and schedule the next one

Why it matters

• No lead is ever forgotten
• Keeps momentum in every conversation
• Turns follow-up discipline into closed deals

What it is

View your current plan, usage limits, invoices, and renewal dates in one place.

What you can do

• See your active plan and included features
• Track usage of users, storage, and credits
• Upgrade, downgrade, or renew anytime
• Access invoices and payment history

Why it matters

• Full transparency on what you pay for
• Avoid surprises when limits approach
• Manage billing without contacting support

What it is

Manage autopay mandates for subscription payments through secure payment partners.

What you can do

• Set up an autopay mandate for renewals
• View, pause, or cancel active mandates
• Track mandate status and payment schedule

Why it matters

• Uninterrupted access with automatic renewals
• Secure, bank-authorized payments
• Cancel anytime — you stay in control

What it is

Create and manage training courses for your team — onboarding, product knowledge, or skills development.

What you can do

• Build courses with lessons and materials
• Assign courses to users or teams
• Track completion and progress

What it is

Manage who is enrolled in training and monitor their learning progress.

What you can do

• Enroll users into courses
• Track individual learner progress
• Review completion reports

What it is

Your personal learning space — see assigned courses and continue where you left off.

What you can do

• View courses assigned to you
• Continue lessons from where you stopped
• Track your own completion status