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Getting started

Here's how to get started with Close.io and start selling!

Step 1: Sign up + get synced:

Signing up

If a coworker has already has an organization set up in Close.io, ask them to send over an invitation. They can generate one under Settings > Team & Plans. If you're the first one on the team signing up for Close.io, create an account. Over here you can sign up and also download the Close.io native application for Mac and Windows. (You must have the native desktop application to make calls.)

Sync your email + get a phone number:

Sync your email

Follow the steps in the on-boarding screens to set up your emails or check out the instructions here: 2-Way Email Integration

Getting a phone number

When you signed up for Close.io, a phone number was auto-generated for you. If you want to change the country/area code for your number, click on your profile (your name, top right) > select "Settings" > "Phone Settings" and Request A New Number using your country/area code. Your new number will populate automatically, and show up on the Phone Settings page.

Your avatar

Don't be boring, add an avatar picture! Go to your account (top right), and then you will be able to add a profile image via Gravatar.com

Getting in touch

If you have questions about anything, or spot a weird bug, let us know. Feel free to hit up the Close.io support team.

Step 2: Import your leads

There's more than one way to import your leads into Close.io:

  • Migrate from an old CRM 
  • Create a lead manually
  • Import a CSV or Excel file
  • Via our email forwarder address
  • Using our API
  • From your website using Zapier

Check out our import article to figure out which method(s) will be best for you: Getting data into Close.io.

Terminology and hierarchy

Unlike many CRMs, Close.io has a very simple hierarchy. Everything is based off of the Lead level. Contacts and Opportunities are secondary to leads and are nested inside a lead. The stages of the sales process that Leads move through are known as Lead Statuses.

  • Leads: Leads are companies or organizations that you are selling to. Leads are at the top of the hierarchy in Close.io
  • Contacts: Contacts are individuals within Leads (companies). There can be multiple contacts per lead. Each contact can have multiple phone number and email addresses associated with it.
  • Opportunities: Opportunities are essentially the deals you are working on with any given lead. Opportunities also exist within the lead only and you can have multiple opportunities per lead.
  • Lead Status: The lead status is the current disposition or stage of the lead as it moves through the sales process. This is customizable to your process.

Step 3: Start Selling

Inbox

Inbox is a new unified view of all your inbound communication (emails, missed calls, voicemails) and open tasks/reminders for the day.

Smart Views exist for proactive outreach to leads matching specific criteria. Inbox exists as a hub for everything you should react to and be reminded of.

Learn how to use Inbox here.

Your pipeline

One of the most important parts of the sales day is reviewing your pipeline. In Close.io, your pipeline is readily available by clicking "Opportunities" on the left menu. There you can see all of your open, won, or lost opportunities by week. It's up to you to keep your expected close dates updated, as you will start looking at pipeline in the past tense.

To create an opportunity, simply open up the corresponding lead and click the add button in the Opportunity section. Add the details of the deal and click Save.

Opportunities view

Pipeline tips

  • Refer to the opportunities view religiously, so you can effectively monitor and follow up with the opportunities you expect to close within the next few weeks.
  • Keep it clean. Don't fill your pipeline up with longshot deals. Be realistic about where they could close, and schedule the deal to close a week earlier than you expect.
  • This is the view that management should be reviewing each day. It's recommended to have this page be always accurate and updated.

Search and Smart Views

Close.io's most powerful and flexible feature is search. We swear by it. You can use the search bar to find anything, including your call and email activity. As you get comfortable with the platform, you will start to spend the better part of your day navigating your leads and pipeline through search.

Click on the Leads tab on the left, and on the right use the Narrow your Search Results to begin creating your search query.

You can save the search queries as Smart Views and create a custom workflow.

You can search for objects (people, businesses, organizations), but that's boring. Search is mostly used to identify leads based on a set of criteria, including your call and email activity. To do these type of searches, Close.io has it's own "search queries". These search queries are used to generate lead lists, calculate reports, identify trends, and more.

To learn more about how to use search see our Search Overview FAQ

Calling leads

Calling is directly integrated into Close.io. That means you will be expected to make the majority of your calls out of the application. Enjoy all of the extra minutes on your cell phone plan! Any calls you make are tracked, including call recording.

Making calls

  1. To make calls from Close.io you need the native app. If you're not already using the Windos or Mac app, download it here
  2. A good headset. Here are recommended headsets to use with Close.io
  3. Call quality should be perfect. If it is not, please report it with the built-in call feedback and diagnostic system and we can help you get to crystal clear call quality.
  4. To place a call, go to a lead, and click on the desired contact's name to expose their phone number(s):

Click on the desired phone number you'd like to call and then a green bar will appear above the lead:

While on a call, you can type notes. You should always write notes. Add your notes to the box that pops up during the call entitled "Add a note about this call".

Receiving calls

Your phone number can be found under your account (top right, click on your name + picture):

Anyone can call that number, and when they do, the green bar will appear saying you're receiving a call. Click "Answer" to answer the call. If the phone number on the incoming call is attached to a pre-existing lead, that lead will automatically appear and you can begin taking notes. If this number is not attached to a lead in Close.io, you will have the option to create a new lead on the green bar during the call.

Other Calling Features

Close.io calling isn't just limited to incoming and outgoing calls. You can also have:

Emailing leads

Email is directly integrated into Close.io. That means you will be able to email any contacts directly in Close.io and have it be fully synced with your email account. You can also receive and send emails via your phone, web email, Mail.app, or Outlook and have them automatically tracked.

Any emails that include an email address listed within a contact in Close.io WILL be tracked. Email addresses and their respective email threads NOT listed in Close.io WILL NOT be tracked.

Sending emails

To send an email, go to a lead, locate the desired contact you want to email, and click on the email address:

Simply enter your Subject and Body and click Send. That email will be sent from Close.io, but actually through your email server. Meaning that the email will be in your actual sent email folder.

Email templates

We use Email Templates to send quick scripted emails to contacts. Things like introduction, instructional, and transcational emails can be quickly inserted and sent in one step. To use pre-loaded Email Templates, select the "Choose a Template..." dropdown and look at which template you'd like to send. Read more about email templates here.

Bulk email

You can send template emails one at a time or in Bulk. Learn more about Bulk email here.

Next Steps

Customization

You can set up your sales processes by customizing your Lead and Opportunity statuses: Organization Settings, Statuses

You can also create custom fields to track additional data about your prospects: Custom Fields

Reporting

Close.io offers powerful reporting that gives you clear insights into the performance of your sales team.

There are 5 ways to get the reports you need:

  1. The Opportunities page shows the deal pipeline of an individual or the team.
  2. The Activity Reporting gives you high level activity KPIs for your team.
  3. The Status Changes reporting tells you where your leads are and how they have moved through your sales process at any point in time.
  4. The Explorer lets you visualize insights and lets you graph any combination of metrics over time.
  5. The Sent Email Reporting shows you the performance of your email templates by Open Rate and Response Rate so you can improve your email conversions.