Move Opportunities through the Sales Pipeline 

!! STOP.  Before reading this article, we recommend that you Read CRM  1 - The Leads. 

Introduction: 

The Customer Relationship Management App is a robust tool designed to support Brokers and Sales Agents from the first contact of a prospective buyer all the way through to the closing of a home. With the Customer Relationship Management App, you can:

• Collect, manage, forecast, qualify, communicate with, and add opportunities to your Leads. Go to CRM 1- Leads 

• Move Opportunities through the Sales Pipeline to win deals and process a transaction. Described in this Article

• Make your sales efforts more efficient by allowing you to create tasks, schedule appointments, organize reminders, and communicate 1 to 1 with your clients while keeping all of your client’s information and documents organized, handy and secure. Go to CRM 3 - Organize your Calendar

!! Heads-Up 

Our Table of Contents links might occasionally land you Just Below The Target Section. If this happens, a Simple Scroll Up to the Previous Section will get you right where you need to be.

TABLE OF CONTENTS

• Get Started
  • 1. Launch the Customer Relationship Management App (CRM)
  • 2. My Work Day Dashboard
  • 3. CRM’s Main Navigation Options
  • 4. Connect to your Email Account using the Integrations Tab 
  • 5. Connect to your Video Conferencing Account
• The Sales Pipeline
  • 6. Navigate to the Sales Pipeline
  • 7. Add Custom Deal Stages to the Sales Pipeline
  • 8. Adjust the Win Probability Percentage
  • 9. Add a New Deal Source Option
  • 10. Add a New Loss Reason
  • 11. Edit or Delete Sales Pipeline Custom Fields
• Convert Leads to Opportunities and Add Opportunities to Leads 
  • 12. Add a New Opportunity, from the Left Navigation Bar, the Lead List, or the Quick View Card
  • 13. Add a Secondary Contact/Purchaser to the Opportunity
  • 14. Convert a Lead to an Opportunity from the General Detail Screen 
  • 15. Convert a Lead to an Opportunity from the Quick View Card
  • 16. View your Opportunities in the Sales Pipeline
  • 17. Drag your Opportunities to a Different Stage in the Pipeline
  • 18. Sort your Opportunities
• Edit an Opportunity’s General Information and Interact with them
  • 19. Access the Opportunity’s Editing and Interaction Tools Directly from the Sales Pipeline:
  • 20. Access the Opportunity’s Editing and Interaction Tools Directly from the Quick View Card
• The Opportunity’s General Information Screen
  • 21. To open the Opportunity’s General Information Screen do one of the following:
  • 22. View and Edit the Information of an Opportunity
  • 23. Process a Transaction for a Specific Opportunity from its General Information Screen:
  • 24. Archive a Won or Lost Opportunity
  • 25. Move or Delete an Archived Opportunity
• Edit or Interact with an Opportunity from their General Information Screen
  • 26. View or Connect Secondary Contacts/ Purchasers Associated With an Opportunity
  • 27. Opportunity Notes: Add, View, Edit, and Delete
  • 28. Opportunity Tasks: Add, View, Edit, and Delete
  • 29. Schedule an Appointment from an Opportunity’s Detail Screen
  • 30. Send an Email to this Opportunity from the Quick Info Square 
  • 31. Email the Opportunity’s Contact from their General Information Screen 
  • 32. Access the Forms Submitted in Relation to this Opportunity
  • 33. Access all the Attachments Submitted in Relation to this Opportunity
  • 34. View a Timeline of the Activity Related to this Opportunity 
• Define Your Email Settings 
  • 35. Connect to your Email Account Through Integrations
  • 36. Add your Signature to your Emails
  • 37. Hide your Signature on an Email
  • 38. Create an Email Template
• Custom Opportunity and Custom Task Fields 
  • 39. Custom Opportunity Fields: Add, Edit, or Delete
  • 40. Custom Task Types: Add, Edit, or Delete
• Configure your Meeting or Appointment Settings
  • 41. Open the Meetings Settings
  • 42. Configure the Meeting Dates, Types, Times, Duration, Minimum Notice Time, and Buffer Time
• Configure your Meeting or Appointment Reminders and your Appointment Booking Widget
  • 43. Schedule a Pre-Meeting Reminder for Yourself 
  • 44. The Appointment Booking Widget
  • 45. Allow the Clients to Reschedule their Appointments from their Confirmation Email
  • 46. What Users See in the Appointment Booking Widget on the Website
  • 47. Turn On the Confirmation Email Option and Configure the Email
  • 48. Turn On the Pre-meeting Reminder Email
• Contacts Data Management
  • 49. Rules and Recommendations for Importing Data
  • 50. Import Lead Lists
  • 51. Verify and Validate Lead Lists with Bildhive’s Validation Process
  • 52. Skip the Verification Process
  • 53. Export Contact Lists
  • 54. Export Filtered Leads
  • 55. Bulk-Delete Unsubscribed Leads
  • 56. Bulk-Delete Bounced Leads
  • 56. View a History of the Lead Data Management Actions

Get Started

1. Launch the Customer Relationship Management App (CRM)

1. Go to the project’s Workplace

2. Under the Customer & Transaction Management section, find the Customer Relationship Management App (CRM) 

3. Click on it 

2. My Work Day Dashboard

Intro: My Work Day Dashboard is the CRM’s Homepage. This dashboard provides a bird's eye view of your sales activity and workload. 

!! The dashboard will be Empty until…

you begin acquiring Leads and engaging with them. Use any of These Options. 

    As soon as you acquire leads, your dashboard will show the following information:

Leads at a Glance

• Total Leads (The total number of Leads Independent of their Lead Score)

• Total Active Leads (The total number of Leads with a Lead Score of 4 or More)

• Total Active Opportunities (Total number of Opportunities in the Sales Pipeline)

• Total Unsubscribed ((Total number of Potential Leads that have unsubscribed from the project)

Tasks and Appointments at a Glance:

• Task Details ( A summary of your Completed Tasks)

• Appointments by Month, Week, or Day ( A summary of the Appointments for the Month, Week, or Day)

• Task Status (by Month, Week or Day)

• Closed Deals ( by This month, Last Month, Last Quarter, This Week, or Today)

!!  Do you want to learn more about Collecting and Managing Leads?  Read CRM 1

!!  Do you want to learn how to organize your day with Bildhive?  Read CRM 3

3. CRM’s Main Navigation Options

On the Left Side of the screen, you can find the Main or Left Navigation Bar. Use it to switch between the following sections:

• My Work Day. This is the Homepage and it provides you with a bird’s eye view of your Sales Activity and Workload.

• Leads. Select this option to see a list of all your Leads with details about each one.

• Opportunities. Select this option to go to your Sales Pipeline. Click Archived from the submenu, to open your Archived Opportunities.

• Email. Select this option to go to your Inbox where you can read your emails or compose new ones. Click Sent from the submenu, to navigate to your Sent Emails.

• Calendar 

Select this option to view a calendar with your Tasks, Appointments, and Closing Dates for your Opportunities.

• Tasks 

Select this option to see a list of all your Active tasks. Select Completed from the submenu, to view your Completed Tasks.

• Appointments Select this option to Schedule Virtual Meetings, Phone Meetings, or Sales Center Visits with your contacts.

• Settings. Select this option to: 

  • Integrate to your Email Account, Create Email Signatures and Templates, and Add Custom Fields to your Lead List, Sales Pipeline, and Task List. 

  • Configure your Meeting Settings as well as allow prospective users to schedule meetings DIRECTLY from your Website or Landing page.

  • Import  or  Export Data, Bulk Delete Data, and view Data History.

!! STOP. Make Sure to Connect to Your Email Account. 

To see your Emails or schedule Appointments, you need to Integrate with your Email Account. Follow These Steps. 

4. Connect to your Email Account using the Integrations Tab 

!! Connecting to your Email Account is NOT mandatory, BUT,

Connecting enables you to send Emails to your contacts and Schedule Appointments Directly from your CRM app. It also allows prospective users to Set-up Meetings DIRECTLY from your Website or Landing pages.

1. To connect to your Email Account, go to the Left Navigation Bar and select Settings 

2. On the Settings Submenu, under Email & Calendar Settings, select Integrations

3. In the Email Accounts section, select the Email Account of your preference and click Sign in

4. You MUST Allow Bildhive to Connect to your account 

5. This will bring you back to the Email Accounts Window and the Status will appear as Connected

6. To disconnect from your email account, click Disconnect 

!! The Connection will remain Active until you choose to Disconnect. It doesn’t matter if you Exit the Project and return at a Later Time.

!! TIP: Do you have a team of Independent Sales Agents working together on a project?

It is Recommended that ALL members integrate with the Sales Center’s Email Address as opposed to each one using their own. This integration ensures Visibility for the Entire team, allowing Management to Oversee all interactions and keeping the History of Correspondence in one place.

5. Connect to your Video Conferencing Account

1. Once you Connect to your Email Account, the Zoom Video Conferencing Section displays below the Email Accounts section 

2. As long as you have a Zoom Account, use this section to connect to it

!! There are other options for Virtual Appointments besides Zoom.

• If you use Gmail, you are Automatically connected to Google Meet

• If you use Office 365, you are Automatically connected to Teams 

• If you use Outlook, you can ONLY use Zoom

The Sales Pipeline

Intro: The Sales Pipeline is at the center of the Opportunity section of the CRM. It allows you to overview and manage your sales opportunities at each stage of the sales process. It is a great way to keep you efficient, and organized and bring clarity to both you and the sales team.

Info: You can navigate to the Sales Pipeline in several ways, below, are just a couple:

6. Navigate to the Sales Pipeline

1. To navigate to the Sales Pipeline from the My Work Day screen, locate the Total Active Opportunities field at the top of the screen and Click it

2. To get to the Sales Pipeline directly from the Left Navigation Bar, find the Bar at the Left of the screen and select Opportunities

3. From the Opportunities Submenu, select Sales Pipeline

!!Heads-Up: The Deal Stages will be Empty until you add an Opportunity or Convert a Lead to an Opportunity.

7. Add Custom Deal Stages to the Sales Pipeline

1. To add Custom Deal Stages to your Pipeline from the Left Navigation Bar, go to the bottom and select Settings

2. The Settings Submenu opens

3. Under Customization, select Opportunities

4. The Sales Pipeline tab opens by default

5. At the Bottom, click Add Stage 

6. In the Add New Stage Dialogue Box enter a Name* for the Custom Deal Stage and, assign a Color to it 

7. Click Create 

8. You can also add Custom Deal Stages when Converting a Lead to an Opportunity

*Mandatory Fields.

!! Why are some stages Locked? 

In Transaction, Won, and Lost are default stages and can’t be Adjusted or Deleted

!! Only the TRANSACTION MANAGEMENT (TM) APP can activate the ‘In Transaction’ stage. 

Whenever a transaction is processed with Bildhive's Transaction Management (TM) App, the Opportunity Card is automatically Moved to the Transaction Stage. Once a Transaction is Executed (signed and finalized), the Card will be automatically Moved to the Won column. 

8. Adjust the Win Probability Percentage

1. By Default, a 20% Win Probability Percentage is assigned to a New Stage 

2. To enter a different Win Probability Percentage, go to the Left Navigation Bar, and select Settings

3. In the Settings Submenu, Under Customization, select Opportunities

4. The Sales Pipeline tab opens by default 

5. Locate your New Stage under the Name column 

6. On the Win Probability Column, Click the Black Arrow next to the percentage and adjust the win probability Percentage 

9. Add a New Deal Source Option

1. To Add a New Deal Source Option, go to the Left Navigation Bar, and select Settings

2. In the Settings Submenu, under Customization, select Opportunities

3. The Sales Pipeline tab opens by default 

4. Select the Deal Sources Tab, then, at the bottom, click Add Source

5. Enter the Information and click Create

10. Add a New Loss Reason

1. To Add another Reason for why a Deal was Lost, go to the Left Navigation Bar, and select Settings

2. In the Settings Submenu, under Customization, select Opportunities

3. The Sales Pipeline tab opens by default  

4. Select the Loss Reasons tab, then, at the bottom, click Add Reason 

5. Enter the Information and click Create

11. Edit or Delete Sales Pipeline Custom Fields

1. To Edit or Delete any of the Sales Pipeline Custom Fields, go to the Main Navigation Menu and select Settings

2. On the Settings Menu, select Opportunities, 

3. At the Top of the Main Stage, select either the Sales Pipeline, Deal Sources, or Loss Reasons Tabs 

4. Once the tab opens, under the name column, locate the Field you want to Edit/Delete, 

5. Locate the Actions column to the right and select the Edit or Delete icons

6. Make the Edits and Save or Delete and Confirm

!! Why are some Options Locked? 

• Under the Stages Tab, In Transaction, Won, and Lost are default stages and can’t be Adjusted or Deleted

• Under the Deal Sources Tab, the No Source is also a Default Option that will be applied if the Sales Rep does not Define a Source

Convert Leads to Opportunities and Add Opportunities to Leads 

12. Add a New Opportunity, from the Left Navigation Bar, the Lead List, or the Quick View Card

1. From the Left Navigation Bar, select Opportunities, click Sales Pipeline, and then, at the top, click Add New Opportunity

2. From the Lead List, click on the Three-Dot Action Menu to the Right of each lead and select Add Opportunity 

3. From the Quick View Card of a Lead, find the Opportunities section and click Add 

4. In the Add Opportunity dialogue box, select a Lot* and an Elevation*

5. Enter the Primary Contact* or skip this step if the contact is predefined

6. Select an Estimated Opportunity Close Date*

7. From the Dropdown Menu, select a Deal Stage* or Add a New Stage

8. Add a Value*

9. From the Dropdown Menu, select a Deal Source* or Add a New One

10. Select Visibility

11. The Sales Owner(s)* field is pre-populated with whoever created the Opportunity you can select more than one owner from the dropdown

12. In the field titled Interested In, describe the Opportunity

13. Click Create

*Mandatory Fields.

Info: About Visibility 

The Visibility field is located at the bottom of the Add New dialogue box. Here you can specify whether the Lead's Information is Visible to Everyone in the team or only to the Sales Owner(s). The person who Creates the Lead is considered the Sales Owner. Others on the team may only be able to View an Opportunity, but not Edit or Delete it, depending on the Privileges they were granted on the Team Configurator (TC) App.

13. Add a Secondary Contact/Purchaser to the Opportunity

1. Click on the three dot of the opportunity

2. From the dropdown, select Edit

3. On the secondary Navigation Menu select Secondary Contacts/Purchasers

4. Click Add

5. Fill in Pop up

6. Add Connection

14. Convert a Lead to an Opportunity from the General Detail Screen 

1. Open a Lead’s General Details Screen, and at the Top Left, on the Quick Info Square, click Convert Lead

2. In the Convert [Lead] to an  Opportunity dialogue box, select a Lot* and an Elevation*

3. The Primary Contact* is predefined

4. Enter an Estimated Opportunity Close Date*

5.  from the Dropdown Menu, select a Deal Stage* or Add a New Stage

6. Add a Value*

7. From the Deal Source Dropdown, select a Deal Source* or Add a New One

8. Select Visibility

9. The Sales Owner(s)* field is pre-populated with whoever created the Opportunity you can select more than one owner or delete them

10. In the field titled Interested In, describe the Opportunity

11. Click Create

12. The new opportunity appears in the Sales Pipeline

*Mandatory Fields.

!! A lead/contact can have MORE THAN ONE OPPORTUNITY.

Info: About Visibility 

The Visibility field is located at the bottom of the Add New dialogue box. Here you can specify whether the Lead's Information is Visible to Everyone in the team or only to the Sales Owner(s). The person who Creates the Lead is considered the Sales Owner. Others on the team may only be able to View an Opportunity, but not Edit or Delete it, depending on the Privileges they were granted on the Team Configurator (TC) App.

15. Convert a Lead to an Opportunity from the Quick View Card

1. Open the Quick View Card and click Convert Lead

2. In the Convert [Lead] to an  Opportunity dialogue box, select a Lot* and an Elevation*

3. The Primary Contact* is predefined

4. Enter an Estimated Opportunity Close Date*

5.  from the Dropdown Menu, select a Deal Stage* or Add a New Stage

6. Add a Value*

7. From the Deal Source Dropdown, select a Deal Source* or Add a New One

8. Select Visibility

9. The Sales Owner(s)* field is pre-populated with whoever created the Opportunity you can select more than one owner or delete them

10. In the field titled Interested In, describe the Opportunity

11. Click Create

12. The new opportunity appears in the Sales Pipeline

*Mandatory Fields.

Info: About Visibility 

The Visibility field is located at the bottom of the Add New dialogue box. Here you can specify whether the Lead's Information is Visible to Everyone in the team or only to the Sales Owner(s). The person who Creates the Lead is considered the Sales Owner. Others on the team may only be able to View an Opportunity, but not Edit or Delete it, depending on the Privileges they were granted on the Team Configurator (TC) App.

!! A lead/contact can have MORE THAN ONE OPPORTUNITY.

16. View your Opportunities in the Sales Pipeline

Intro: Once you have set up your Sales Pipeline and have added opportunities to it, you can switch from the Card View mode to the List View mode by clicking on the card view or list view icons just below the Add New Opportunity button at the top of the screen. 

The card (in the card view) or row (in the list view) displays a summary of information about the Opportunity, that includes:

• Opportunity Details, like Lot Number, Model Name, and Elevation

• Primary Contact

• Value (the value will automatically reflect any premiums associated with the selected lot or home model)

• Win Probability (%)

• Estimated Close Date (or Executed date if it is in the Won column)

• Sales Owner(s) Avatar (s)

• Number of Notes, Tasks

17. Drag your Opportunities to a Different Stage in the Pipeline

1. To Manually Move the Opportunity Cards to a Different Stage of the Pipeline, Open the pipeline in Card View

2. Locate the Card you want to Move and Drag it to the Stage you want to move it to

3. Make sure the Top of the Card Touches the Colored Section of the Stage Column, otherwise, it will not move

!! You can’t move your card to the In Transaction Column?

The In Transaction Column is Locked. The only way to move a card to the In Transaction column is through the Transaction Management App for High-Rise Projects or for Low-Rise Projects.

18. Sort your Opportunities

1. To Sort your opportunities by Name, Deal Stage, Value, or Sales Owner, Open the Sales Pipeline in List View 

2. Under the Add New Opportunity Button, click the Sort Menu and select an Option

Edit an Opportunity’s General Information and Interact with them

Introduction: The Bildhive CRM offers several Editing and Action tools that make it easy to interact with Opportunities. No matter where you are in the CRM, you can access these tools with a minimum number of clicks. 

19. Access the Opportunity’s Editing and Interaction Tools Directly from the Sales Pipeline:

1. In the Sales Pipeline, click on the Three-Dot Action Menu to the Right of each Card (in the card view) or Row (in the List View) and select an Action:

 •Quick View  •Edit Opportunity  •Add a Note related to this Opportunity  •

Add a Task Related to this Opportunity  •Schedule an Appointment for this Opportunity  •Write an Email to this Opportunity  •Mark as Lost  •Mark as Won •Process Transaction  •Delete Opportunity

20. Access the Opportunity’s Editing and Interaction Tools Directly from the Quick View Card

1. In the Sales Pipeline, open the List View, 

2. locate the Opportunity you want to interact with and, select it

3. Once the Quick View Card opens, select an Action: 

•Edit Opportunity •Email Opportunity •Delete Opportunity  •Add Notes and Tasks related to this Opportunity •Schedule an Appointment for the Opportunity  •Check the Forms they’ve Submitted •View the Attachments that have been submitted •View this Contact’s Timeline

4. Click on the Details Tab to view this Opportunity’s Details

The Opportunity’s General Information Screen

Introduction: The Opportunity’s General Information screen contains all the information about a specific Opportunity. Any Actions taken from this section of the app will impact the Opportunity Directly. 

The Opportunity Details, like, Lot Number, Model, and Elevation appear at the Top Left of the main stage and on the Quick Info Square below it. Clicking the Back Arrow next to the Opportunity's Name will take you into the Sales Pipeline. 

21. To open the Opportunity’s General Information Screen do one of the following:

1. From the Card or List View of the Sales Pipeline, find the Three-Dot Action Menu 

2. Click It and select Edit Opportunity 

3. From the Opportunity’s Quick View Card, click the Pencil Icon

4. Or go to the Top Right, locate the Small Arrows, and click 

5. From the Lead’s General Information Screen, click Opportunities this will take you to the Sales Pipeline

!! Can’t see the Three-Dot Action Menu?

You might need to Scroll Right to see it.

22. View and Edit the Information of an Opportunity

Info:  On the Opportunity’s General Information Page, you will see all the information you added when you created the opportunity. You can edit this information if necessary. At the top of the screen, you will see a Quick Info Square and a dashboard indicating Transaction Details. Should you need to add custom fields to the General Information Page, Follow These Steps.

1. View, Add, or Change the Deal Stage by clicking on the arrow and selecting a stage from the Dropdown Menu

2. Edit or make Additions to the Opportunity’s General Information by entering the information in the appropriate field(s)

3. View, Edit, or Add Owners to this Opportunity by selecting them from the Dropdown Menu

4. Allow Everyone to see this information or Change the Visibility to Sales Owner(s) Only, by selecting it from the Visibility Dropdown Menu

!! When you change the Deal Stage in the General Information Screen, 

the Opportunity Card in the Sales Pipeline Moves Accordingly.

Similarly, when you Move a Card in the Sales Pipeline, the Deal Stage updates on the General Information screen.

23. Process a Transaction for a Specific Opportunity from its General Information Screen:

1. Go to the top of the General Information Screen, and click Process Transaction 

2. The Transaction Management (TM) App opens

!!  The Transaction Management Failed to Open.

If the app won't open, it's likely that you don't have the right permissions. Contact your admin team.

!! Do you want to Learn About the Transaction Management App?

Click Here for High-Rise projects or Here for Low-Rise projects

24. Archive a Won or Lost Opportunity

1. To Archive a Won or Lost opportunity, open the Pipeline and locate the Opportunity

2. If you are in the Card View, find the Three-Dot Action Menu at the Top of the Opportunity Card and Click on it

3. In the List View, locate the Three-Dot Action Menu to the Far Right of the Row and Click on it

4. From the Menu, select Archive

5. Optionally, you can add Final Notes in the Archive Opportunity dialogue box and change the Close Date

6. Save

7. The opportunity will be Listed in your Archived Opportunities under the Won Tab or the Lost Tab

25. Move or Delete an Archived Opportunity

1. To Move the Archived Opportunity to a Different Stage or Delete it from the List, locate the Opportunity, and to the Far Right of the Row, click the Three-Dot Action Menu 

2. Click Move To, and then select the Pipeline Stage to which you wish to move this opportunity

3. Or select Delete and Confirm

4. To Bulk Delete or Bulk Move opportunities to a different Stage, select Two or More archived Opportunities and click on the Bulk Action button at the top of the screen 

Edit or Interact with an Opportunity from their General Information Screen

Introduction: The Opportunities Navigation Bar is located on the General Information Screen, directly below the Quick Information Square. This bar allows you to switch between Editing your Opportunity’s Information, Interacting directly with them, and keeping yourself Organized. The options are as follows: 

• General Information*** View and edit the information of an Opportunity

• Secondary Contacts/Purchasers *Add a Secondary Contact / Purchaser to the Opportunity 

• Notes*** Add a note regarding the Opportunity

• Tasks *** Create a task regarding an Opportunity 

• Appointments *** Schedule an appointment with the Opportunity

• Email *** Send & Receive emails to and from the Opportunity 

• Form Submissions** Access all the forms this Opportunity has submitted

• Attachments**Access the documents that the Opportunity has submitted. These include deposits, credit information, etc. 

• Timeline**  View a thread of events with regards to the Opportunity

 Info:

*** Can also be accessed from the Three-Dot Action Menu & the Quick View Card            

 ** Can also be accessed from the Quick View Card

  * Can only be accessed from the Opportunity’s Navigation Bar

26. View or Connect Secondary Contacts/ Purchasers Associated With an Opportunity

1. To connect Secondary Contacts/Purchasers, go to the Opportunity's  General Information Screen and, from the Opportunity’s Navigation Bar, select Secondary Contacts/Purchasers 

2. Click + to add a new Secondary Contact

3. In the Search a Contact field of the Add Secondary Contact/Purchaser dialogue box

4. Start Typing the name of the Secondary Contact and, if it is already a Contact, select it from the Dropdown menu

5. If the Contact is not yet entered into the CRM, enter their Email* and First* and Last Name*

6. Click Add Connection 

7. The Secondary Contacts and their information will be Included in the Secondary Contact/Purchasers list

8. To Disconnect a Contact from this Opportunity, click the X to the Far Right of the Contact 

*Mandatory Fields.

27. Opportunity Notes: Add, View, Edit, and Delete

1. In the Opportunity's Navigation Bar, select Notes to see a List of notes related to the Opportunity

2. To Add a new Note, click the Plus icon, fill in the information, and click Create

3. Click the Eye icon to Preview the Note

4. Click the Edit icon to Edit the Note

5. Click Delete to Get Rid of this Note, 

!! The ‘Related To’ field contains the Details of the Opportunity and is Locked.

28. Opportunity Tasks: Add, View, Edit, and Delete

1. In the Opportunity's Navigation Bar, select Tasks to see a list of tasks related to this opportunity

2. To Add a new Task, click the Plus icon, fill in the information, and click Create

3. Click the Eye icon to Preview the Task

4. Click the Edit icon to Edit the Task

5. Click Delete to Get Rid of this Task

!! TIP. There are other ways to view your Tasks:

• In the My Work Day Dashboard (select My Work Day from the left navigation bar)  

• In your Calendar (select Calendar from the left navigation bar) 

• In your general Tasks List (select Tasks from the left navigation bar)

• In the Opportunity’s Quick View Card (select the Opportunity from the Pipeline or select Quick View from the Three-Dot Action Menu and scroll down to Tasks)

29. Schedule an Appointment from an Opportunity’s Detail Screen

1. To Add a new Appointment for this Opportunity, from the General Information Screen, go to the Navigation Bar, and select Appointments

2. At the Top of the appointment list, click the Plus icon

3. Fill In the information* and click Create

4. Your Appointment is added to the Appointment List organized by Today, Tomorrow, or Later

5. Click the Eye icon to open a Preview of the Appointment

6. Click the Edit icon to Edit or Delete the Appointment

7. To Get Rid of this Appointment, click Delete

* Title, Date, Start Time, End Time, Assign To, and Appointment Type are Mandatory Fields

!! Make Sure to Connect to Your Email Account. 

To Schedule Appointments, you need to Integrate with your Email Account. Follow These Steps 

!! TIP. There are other ways to view your Appointments:

• In the My Work Day Dashboard (select My Work Day from the left navigation bar)  

• In your Calendar (select Calendar from the left navigation bar) 

• In your general Appointments List (select Appointments from the left navigation bar)

• In the Opportunity’s Quick View Card ( select Quick View from the Three-Dot Action Menu and scroll down to Appointments and Click to expand)

30. Send an Email to this Opportunity from the Quick Info Square 

1. From the Sales Pipeline, locate the Opportunity

2. Click the Three-Dot Action Menu and select Edit to Open the Opportunity’s General Information Screen

3. At the Top Left, locate the Quick Info Square and click the Email icon

4. The Add New Message dialogue box opens

5. Enter an Email Address in the To field* 

6. Enter a Subject*

7. Enter the Message*

8. If you have created email Text Templates you can select them from the Dropdown menu

9. You can Upload an Attachment if you need to 

10. Go to the Bottom of the dialogue box and click Preview 

11. On the message preview, click Send or Cancel

!! Make Sure to Connect to Your Email Account. 

To compose and view Emails, you need to Integrate with your Email Account. Follow These Steps.

31. Email the Opportunity’s Contact from their General Information Screen 

1. From the Sales Pipeline, locate the Opportunity 

2. Click the Three-Dot Action Menu and select Edit to Open the Opportunity’s General Information Screen

3. From the Opportunity’s Navigation Bar, select Email

4. The List of Emails related to this Opportunity displays

5. To Compose a new Email, go to the Top of the list and click the Plus Sign

6. The Add New Message dialogue box opens

7. Enter an Email Address* in the To field 

8. Enter a Subject*

9. Enter the Message*

10. If you have created email Plain Text Templates you can select them from the Dropdown menu

11. You can Upload an Attachment if you need to

12. Go to the Bottom of the dialogue box and click Preview

13. On the message preview, click Send or Cancel

*Mandatory Fields.

!! Make Sure to Connect to Your Email Account. 

To compose and view Emails, you need to Integrate with your Email Account. Follow These Steps. 

32. Access the Forms Submitted in Relation to this Opportunity

1. From the Sales Pipeline, locate the Opportunity 

2. Click the Three-Dot Action Menu and select Edit to Open the Opportunity’s General Information Screen

3. From the Opportunity’s Navigation Bar, select Form Submissions to open a List of the Forms submitted in relation to this Opportunity

4. Click the eye icon to Preview a Form

!! Where are these Forms Coming from?

These are Registration and other types of forms and surveys Collected at the Different Touchpoints, like websites and landing pages.

33. Access all the Attachments Submitted in Relation to this Opportunity

1. From the Sales Pipeline, locate the Opportunity 

2. Click the Three-Dot Action Menu and select Edit to Open the Opportunity’s General Information Screen

3. From the Opportunity’s Navigation Bar, select Attachments

4. The Files that have been submitted by this Lead are Listed

5. To Preview a file, click the Eye Icon

6. To Download it, click the Download Icon

34. View a Timeline of the Activity Related to this Opportunity 

1. From the Sales Pipeline, locate the Opportunity 

2. Click the Three-Dot Action Menu and select Edit to Open the Opportunity’s General Information Screen

3. From the Opportunity's Navigation Bar, select Timeline

4. A Timeline of the Activities Related to this Opportunity, displays

Define Your Email Settings 

35. Connect to your Email Account Through Integrations

!! Connecting to your Email Account is NOT mandatory, BUT,

Connecting enables you to send Emails to your contacts and Schedule Appointments Directly from your CRM app. It also allows prospective users to Set-up Meetings DIRECTLY from your Website or Landing pages.

1. To connect to your Email Account, go to the Left Navigation Bar and select Settings 

2. On the Settings Submenu, under Email & Calendar Settings, select Integrations

3. In the Email Accounts section, select the Email Account of your preference and click Sign in

4. Allow Bildhive to Connect to your account 

5. This will bring you back to the Email Accounts Window and the Status will appear as Connected

6. Below the Email Accounts section, the Video Conferencing section will display 

7. Use this section to connect to Zoom

8. To disconnect from your email account, click Disconnect 

!! There are other options for Virtual Appointments besides Zoom.

•  If you use Gmail, you can also use Google Meet

• If you use Office 365, you can also use Teams 

• If you use Outlook, you can ONLY use Zoom

36. Add your Signature to your Emails

1. Go to the Left Navigation Bar and select Settings

2. Under Email & Calendar Settings, select Email Signature

3. The General tab is open by default 

4. Enter the Information that you want to appear in your signature

5. To add a Logo to your signature, click the Logo tab next to the General tab and select a, previously uploaded, logo from your Media Library and click select 

6. Or Drag and Drop it in the field

7. To add a Social Profile, first, click on the Social tab, then, at the bottom, click Add More 

8. On the Add Social Profile pop-up, first, click the Arrow to open the Dropdown Menu and select a Platform 

9. Then, click on the Add Social field and enter your Link

10. Click Create

11. To select a different Signature Layout, click the Design tab and select a different Layout

12. Click Save

13. All your Emails will Automatically include your Signature

!! Do you want to Delete your Signature from an Email?

If you do not want your Signature to appear on your email, simply Deactivate it. Follow These Steps.

!! About Uploading to the Media Library: 

If you have not uploaded the Logo to your Media Library yet, you can upload it now using the Content Asset Management System (CAMS). Please Follow These Steps if you don’t know how to upload to the Content Asset Management (CAM). Make sure to follow the Bildhive Asset Preparation Guidelines when preparing your assets.

!! About File Formats and Folders: 

Different Sections in the Bildhive Platform require you to upload files in Specific Formats. When a section requires a jpeg or png Format, only the existing files with those formats will be Listed in the Media Library.

37. Hide your Signature on an Email

1. When Composing the email, locate the Show Email Signature button below the Subject field and Slide the radio button to the LEFT

38. Create an Email Template

1. To add an email Template, go to the Left Navigation Bar and select Settings 

2. On the Settings Submenu, under Email & Calendar Settings, select Email Templates 

3. At the bottom of the Templates Screen, click Add New Template

4. Type the Subject* and Message*, and Stylize the font and paragraph

5. Upload an Attachment, if needed

6. Save your Template

7. On the Templates List, to the Right of your template, you can Preview, Edit or Delete a Template

*Mandatory Fields.

Custom Opportunity and Custom Task Fields 

39. Custom Opportunity Fields: Add, Edit, or Delete

1. Select Settings on the Left Navigation Bar

2. On the Settings Navigation Bar, under Customization, select Opportunities

3. The Sales Pipeline tab is open by default, use this tab to Add a Stage, assign a Color, and Win Probability Percentage

4. Select the Deal Sources tab to Add a New Source

5. Select the Loss Reasons tab to Add a Reason

6. To Edit or Delete a Custom Field for Opportunities, select Settings on the Left Navigation Bar

7. On the Settings Navigation Bar, under Customization, select Opportunities 

8. Click on the Sales Pipeline, Sources, or Reasons tab 

9. In the List, locate the Option you want to edit or delete, go to the Right of the field, and click Edit or Delete

10. Once you make the necessary adjustments, click Update

!! How come some Options are Locked?

Options that are Locked are the Default Options and cannot be changed or Deleted.

40. Custom Task Types: Add, Edit, or Delete

1. Select Settings on the Left Navigation Bar

2. On the Settings Navigation Bar, under Customization, select Tasks

3. To add a new Task type, at the bottom of the field, click Add Type

4. Enter a Name*

5. Click Create

6. To Edit or Delete a Task Type, select Settings on the Left Navigation Bar

7. On the Settings Navigation Bar, under Customization, select Tasks 

8. In the Task Type List  locate the Task Type you want to edit or delete, go to the Right of the field, and click Edit or Delete,

9. Once you make the necessary adjustments, click Update

*Mandatory Fields.

!! How come some Task Options are locked?

There are three Default Task Options: To Do, Call, and Follow Up. They cannot be edited or deleted.

Configure your Meeting or Appointment Settings

41. Open the Meetings Settings

1. On the Left Navigation Bar, Select Settings

2. On the Settings Submenu, under Customization, select Meetings

42. Configure the Meeting Dates, Types, Times, Duration, Minimum Notice Time, and Buffer Time

1. Select Rolling Weeks or Custom Date Range and select a Range

2. From the Select your Preferred Meeting Type dropdown, select all the options that apply

3. Enter the Days of the Week and Available Time Ranges when people can Book a meeting in your calendar

4. From the Duration dropdown, select the Length of the meetings

5. From the Minimum Notice Time dropdown, select the minimum time between when a meeting is Booked and when it can Take Place

6. From the Buffer Time dropdown, select how much Time should pass Between the End of a Meeting and the Beginning of the Next One

!! TIP. Provide More Than One Duration Option.

This way, the client can Decide whether they need a Short or a Long meeting.

Configure your Meeting or Appointment Reminders and your Appointment Booking Widget

43. Schedule a Pre-Meeting Reminder for Yourself 

1. In the Pre-meeting Reminder Section, select how long before a meeting you would like to receive a Reminder Email

2. If you are Logged into Bildhive at the time, you will see a Pre-meeting Notification pop up

44. The Appointment Booking Widget

!! What is the Appointment Widget?

It is a Component that you can add to a Website or Landing Page to enable prospects and customers to Book Appointments. It also allows Clients to Reschedule Appointments directly from their Confirmation Emails. 

Click Here to Learn How to add it to your Website or Landing Page.

!! What happens If Multiple team Members are logged into the Appointment Booking Widget?

The prospects and customers will be able to select from the Combined Appointment Options entered by the members of the Sales Team. Meetings will be assigned in a Round Robin fashion based on when team members Configure their Meeting Parameters.

45. Allow the Clients to Reschedule their Appointments from their Confirmation Email

1. To allow your Prospective clients to Reschedule their Appointments, you need to Copy and Paste the Appointment Widget URL from the Website/ Landing page that Contains it 

2. If the Website or Landing Page Have Not Been Published, you Must use the URL of the Preview

3. To find it, Open the Website & Landing Page Builder (WLPB)

4. Select the Project that contains the Appointment Widget

5. Preview the Page that Contains the Widget and copy the URL that appears in the Top Bar 

6. Then, go back to the CRM, and from the Left Navigation Bar, click Settings

7. On the Settings Submenu, under Customization, select Meetings

8. On the Meeting Settings Screen, Scroll to the Appointment Widget URL section and Paste the Widget URL

!! STOP.  Once the Website or Landing is Published, you MUST replace the URL with the URL of the Live Site. 

Just Open the published website, go to the page that contains the Appointment Widget, copy the URL, and paste it into the Appointment Widget URL section of the CRM’s Meeting Settings.

46. What Users See in the Appointment Booking Widget on the Website

47. Turn On the Confirmation Email Option and Configure the Email

1. To send a Confirmation Email to the Client and allow them to Reschedule or Cancel an Appointment, go to the Left Navigation Bar and select Settings then Meetings 

2. Scroll down to the Email Notifications section, and make sure the Confirmation Email option is Turned On 

3. To Turn it Off, Slide the button to the Left 

4. You can upload a Logo

5. Then Enter a Subject* and a Preheader*

6. You can Preview the Email and send a Test Email

*Mandatory Fields.

48. Turn On the Pre-meeting Reminder Email

1. If you want your prospects/ customers to Receive a Pre-meeting Reminder Email, go to the Bottom of the Email Notifications Section and Slide the Pre-Meeting Reminder Email slider to the Right

Contacts Data Management

49. Rules and Recommendations for Importing Data

1. Maximum Number of Leads 

• Import a Maximum of 15,000 leads at Once

• If your list Exceeds the limit, Separate it into CSV files each with a Maximum of 15,000

2. Validation Process

• Before importing, Verify and Validate your email list

• Use a Lead Validation Service or Bildhive's Validation Process

3.  Bounced Emails Impact 

• Bounced Emails negatively affect your Reputation

4. Bildhive’s Threshold 

• Bildhive allows a bounced email Threshold of 0.4%

5. Bounce Rate Handling

• If your broadcast Exceeds 0.4% Bounce Rate, Bildhive will Suppress Invalid Addresses and FLAG you

• Future imports will Require Validation or Bounce Cleaning to avoid SUSPENSION

• If Bounce Rate Is Below 0.4%, Bildhive Automatically Flags and Suppresses bounced addresses

• No Further Broadcasts are Sent to these Flagged Addresses

6. For any Questions or Concerns, contact [email protected]

7. To check email Reports, open the Report and Analytics App

!!  Do you need to Validate your List?

Run it through Bildhive's Validation Process or use a Lead Validation Service to do so.

50. Import Lead Lists

1. To import a List of Leads, go to the Left Navigation Bar and select Settings 

2. On the Settings Submenu, under Data Management, select Manage Data

3. The Import from CSV tab opens by Default

4. Click Browse to open your Media Library 

5. Drag & Drop the CSV file that contains the list of leads or browse for it on your Media Library

6. To Map the Fields, go to the Fields section on the Left, and from the Fields dropdown select the Fields that Correspond to each of the CSV file Headings*

7. To Add a Tag to the List, enter the Tag in the Add Tags field

8. Click Preview to check the list before Importing it

9. Click Import

10. The New Leads are added to the Leads List

* First Name, Last Name, Email, and Phone are Mandatory Fields

!! You don’t know how to save a file in CSV Format?

To save your Excel file as CSV, go to the top Menu Bar, and select File, click Save As, and select CSV. 

To save your Google Sheets file as CSV, go to the top Menu Bar and select File, then select Download and from the Submenu select Comma Separated Values (CSV).

!! About Uploading to the Media Library: 

If you have not uploaded the CSV Files to your Media Library yet, you can upload them now using the Content Asset Management System (CAMS). Please Follow These Steps if you don’t know how to upload to the Content Asset Management (CAM). Make sure to follow the Bildhive Asset Preparation Guidelines when preparing your assets.

!! About File Formats and Folders: 

Different Sections in the Bildhive Platform require you to upload files in Specific Formats. When a section requires a CSV Format, only the existing CSV files will be Listed in the Media Library.

51. Verify and Validate Lead Lists with Bildhive’s Validation Process

1. On the Verify Screen, select Verify your list before importing if you WANT to verify your list through Bildhive

2. The Verification Charges display either in USD or Canadian Dollars, based on the number of emails on the list

3. Click Import

52. Skip the Verification Process

1. If you have already Verified your list with Another Service or if you prefer to Skip the Verification Process, make sure NOT TO SELECT the Verify your lists before importing option when you reach the Verification Screen

2. Then click Import

53. Export Contact Lists

1. To Download a CSV file of your Contacts, go to the Left Navigation Bar, and select Settings 

2. On the Settings Submenu, under Data Management, choose Manage Data

3. At the Top of the main stage, click the Export Data tab

4. Click Download CSV

5. A CSV File of the Contact List will be Saved in your Downloads Folder

!! The List Includes BOTH Leads and Leads who have been Converted to Opportunities.

54. Export Filtered Leads

Let’s say you tagged the leads that were interested buying a Semi and you want to download a list of those leads.

1. On the Left Navigation Menu, select Leads

2. At the Top of the Leads List, locate and click Filters 

3. When the Filter Drawer opens, select Tags to open the Dropdown with a list of the Tags you configured

4. Select Semis

5.  At the bottom of the Filters drawer, click Apply

6. The Lead List will filter to show Only those leads Tagged with a Semis Tag

7. To download a file with this list, go to the Top of the Lead List, and locate and click Export Filtered Leads

8. A list of the Leads interested in semis will be Downloaded to your Downloads Folder

!! You don’t remember how to create Custom Tags?

Follow these steps: Custom Lead Tags, Add, Edit, Delete

!! You don’t remember how to Tag a Lead?

There are many ways to Tag a Lead:

55. Bulk-Delete Unsubscribed Leads

1. Go to the Left Navigation Bar, and select Settings 

2. On the Settings Submenu, under Data Management, choose Manage Data

3. At the Top of the main stage, Open the Bulk-Delete Tab

4. Select Unsubscribed

5. From the List, select all those Leads that you want to Delete

6. Click Bulk-Delete

56. Bulk-Delete Bounced Leads

1. Go to the Left Navigation Bar, and select Settings 

2. On the Settings Submenu, under Data Management, choose Manage Data

3. At the Top of the main stage, Open the Bulk-Delete Tab

4. Select Bounced

5. In the Bulk Delete Dialogue Box, click on the Bounced Reasons field, and from the Dropdown select all the Options that apply

6. Click Delete 

        !!  Did you get a ‘No MX Found for the Email Provider’ notification?

This means that the Server you Specified in the email address was Not Found. Please Check the Address and Enter it Again.

56. View a History of the Lead Data Management Actions

1. To view a Detailed List of the Data Management Actions, go to the Left Navigation Bar, and select Settings 

2. On the Settings Submenu, under Data Management, choose Manage Data

3. At the Top of the main stage, Open the History Tab