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Test/EventKit/03 - CRM Module.md
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Test/EventKit/03 - CRM Module.md
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tags:
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- eventkit
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---
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# CRM Module
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## Purpose
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Manage client relationships, sales pipeline, quoting, and communication for event companies. Tightly integrated with the [[02 - Planning Module]] (won deals become events) and [[01 - Inventory Management]] (quotes reference real equipment and pricing).
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---
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## Core Concepts
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```mermaid
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graph TD
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Company["Company / Organisation"]
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Contact["Contact / Person"]
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Lead["Lead"]
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Deal["Deal / Opportunity"]
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Quote["Quote"]
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Invoice["Invoice"]
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Activity["Activity\n(call, email, meeting)"]
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Company -->|"has many"| Contact
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Lead -->|"converts to"| Deal
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Deal -->|"belongs to"| Company
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Deal -->|"has"| Quote
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Deal -->|"generates"| Invoice
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Contact -->|"has many"| Activity
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Deal -->|"has many"| Activity
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```
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---
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## Sales Pipeline
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### Default Stages
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```mermaid
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graph LR
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Lead["Lead"] --> Qualified["Qualified"]
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Qualified --> Proposal["Proposal Sent"]
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Proposal --> Negotiation["Negotiation"]
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Negotiation --> Won["Won ✅"]
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Negotiation --> Lost["Lost ❌"]
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```
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Stages are **fully customisable** per instance. Multiple pipelines can exist (e.g. one for equipment hire, another for production services).
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---
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## Feature Breakdown
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### Contact Management
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| Feature | Description |
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| -------------------- | --------------------------------------------------------------- |
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| Companies & contacts | Separate entities linked together — one company, many contacts |
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| Contact segmentation | Tags, categories, and custom fields for filtering |
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| Interaction history | Full timeline of calls, emails, meetings, and notes per contact |
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| Duplicate detection | Warn when creating contacts with similar names/emails |
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| Import / export | CSV import for initial migration, bulk export |
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| Custom fields | User-defined fields per company and contact |
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### Sales Pipeline
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| Feature | Description |
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| ------------------------ | --------------------------------------------------------- |
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| Visual pipeline | Drag-and-drop deal cards across stages |
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| Deal value & probability | Expected revenue with weighted probability |
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| Weighted forecast | Pipeline value weighted by probability per stage |
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| Multiple pipelines | Separate pipelines for different service lines |
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| Win/loss analysis | Track reasons for winning or losing deals |
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| Pipeline reporting | Conversion rates, average deal size, sales cycle duration |
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### Lead Management
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| Feature | Description |
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| ---------------------- | -------------------------------------------------------------- |
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| Lead capture | Web forms, API, manual entry |
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| Lead source tracking | Where the lead came from (website, referral, trade show, etc.) |
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| Lead scoring | Automatic or manual scoring to prioritise follow-up |
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| Lead assignment | Rules-based or manual assignment to sales reps |
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| Lead → Deal conversion | Convert a qualified lead into a deal with one click |
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### Quoting
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| Feature | Description |
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| ------------------- | ---------------------------------------------------------------- |
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| Quote builder | Build quotes from the equipment catalogue with real-time pricing |
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| Line items | Equipment hire, crew costs, transport, consumables, sub-hire |
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| Discount management | Per-line or overall discounts with approval workflows |
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| Quote versioning | Track revisions sent to the client |
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| Quote templates | Reusable templates for common job types |
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| PDF generation | Professional, branded quote PDFs |
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| Quote → Event | Accepted quote auto-creates an event in the Planning module |
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| Availability check | Verify equipment availability while building the quote |
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### Communication
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| Feature | Description |
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| ------------------ | ---------------------------------------------------------- |
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| Email integration | Send/receive emails from within the CRM (IMAP/SMTP or API) |
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| Email templates | Reusable templates for common communications |
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| Call logging | Log phone calls with notes and outcomes |
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| Meeting scheduling | Schedule and track meetings |
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| Activity timeline | Unified feed of all interactions per contact/company/deal |
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### Invoicing (Basic)
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| Feature | Description |
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| ----------------------- | ------------------------------------------------------- |
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| Invoice generation | Generate invoices from confirmed quotes or events |
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| Line item detail | Equipment, crew, transport, consumables, sub-hire costs |
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| Invoice status tracking | Draft → Sent → Paid → Overdue |
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| Payment tracking | Record payments received |
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| Accounting integration | Export to or sync with Xero, QuickBooks, etc. |
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| Credit notes | Issue credit for cancellations or adjustments |
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### Reporting
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| Report | Description |
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| --------------------- | ------------------------------------------------------- |
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| Sales dashboard | Pipeline value, deals won/lost, revenue by period |
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| Rep performance | Deals per rep, conversion rate, average deal value |
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| Client ranking | Top clients by revenue, frequency, or lifetime value |
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| Revenue forecast | Projected revenue from pipeline weighted by probability |
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| Lead source ROI | Which lead sources generate the most revenue |
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| Quote conversion rate | What percentage of quotes become confirmed events |
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---
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## Event Industry CRM Specifics
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Unlike generic CRMs, the EventKit CRM understands:
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| Concept | How It Applies |
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| ------------------------- | ---------------------------------------------------------------------- |
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| **Seasonal demand** | Dashboard shows booking density, warns about capacity in peak season |
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| **Repeat clients** | Track client event history, preferences, and standard setups |
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| **Technical riders** | Store client technical requirements for quick quoting |
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| **Venue preferences** | Link clients to preferred venues |
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| **Equipment preferences** | Record client brand/model preferences for future quotes |
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| **Event types** | Categorise deals by event type (corporate, concert, wedding, festival) |
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---
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## Related Documentation
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- [[00 - System Overview]] — High-level system overview
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- [[02 - Planning Module]] — Won deals become events
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- [[01 - Inventory Management]] — Quotes reference equipment catalogue
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- [[06 - Module Integration]] — CRM ↔ Planning ↔ Inventory flows
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