8 basic terms you need to know when using Zoho CRM for the first time

 1. Modules

Modules are the first concept you need to grasp to customize and navigate Zoho CRM effectively. They are groups of similar data with identical functionalities that help organize information logically and make it easier to manage.

When you open Zoho CRM for the first time, you'll notice menu items like Leads, Contacts, Accounts, and Deals at the top. These are modules, and their specific content will be explained below.

2. Fields

Fields are data entry points for storing specific details in Zoho CRM. For example, a customer's fields might include their name, age, phone number, and email address.

Identifying and setting up fields is crucial because they enable you to sort and filter data for quick and accurate searches in the future. Zoho CRM also allows adding custom fields to better suit your business's needs.

3. Records

Records in Zoho CRM refer to any piece of information entered into a module. Each record contains detailed information about a business entity (e.g., name, age, phone number) and can be easily retrieved or updated.

For instance, in the Lead module, each potential customer is a record. Similarly, in the Contact module, every individual contact represents a record.

4. Leads

Leads are the first module you’ll see in Zoho CRM. This term refers to potential customers—individuals or organizations interested in your product or service.

The Lead module helps you manage all related information, such as names, phone numbers, and email addresses. These details can come from sources like registration forms, marketing campaigns, trade shows, seminars, and advertisements.

5. Contacts

In Zoho CRM, Contacts refer to individuals within a company or organization that your business interacts with for transactions or partnerships—not just their contact information as the name might imply.

These Contacts could be various individuals from the same organization or different departments of the same company.

Typically, Leads are monitored and evaluated by the sales team. Once qualified, a Lead is converted into a Contact in Zoho CRM. Zoho CRM helps manage Contact information, such as names, phone numbers, and emails, in a way similar to Leads.

6. Accounts

Accounts are companies or departments within a company that your business engages with for transactions. For B2B (Business-to-Business) enterprises, Accounts play a vital role in tracking crucial client details.

In Zoho CRM, one Account can link to multiple Contacts, making it easier to manage information about the partners you’re working with. For example, you may have an Account for the sales department of Company X and save details for two employees in that department.

7. Deals

In Zoho CRM, the Deals module helps track your company’s sales pipeline. Deals represent business transactions with organizations (B2B) or individuals (B2C), contributing to your company’s revenue.

Each deal progresses through various sales stages. A simple example includes five stages:
(1) Potential → (2) Needs Assessment → (3) Proposal → (4) Closed Won → (5) Closed Lost.

Zoho CRM allows customization of these stages to suit your business needs. You can monitor and adjust stages easily, optimizing the sales process to increase conversion rates.

8. Campaigns

Campaigns in Zoho CRM refer to marketing initiatives aimed at engaging customers more effectively. This feature helps optimize marketing activities and measure results to generate leads, nurture existing relationships, and boost future sales.

Zoho CRM enables you to organize and record campaign details, track costs, and analyze activities and outcomes. This helps refine strategies for future campaigns.