The map is a view of the CRM: who you sell to, where they are, who has gone quiet and who else is nearby to sell to. Routes are a rep's day of visits. Territories divide who sells where, as finely as the business needs. All three are under Map in Sales, each with its own tab in the row under Sales' tabs.
The map
Open Sales and choose Map; the map opens first.
- It shows Prospects and accounts by default; choose Cold leads, Customers or Everything to change what shows, and Whose to see one rep's.
- Color by what each one is (the stages run light to dark, customers green, not a fit gray, wholesale accounts teal), or by when it was Last reached: within 30 days green, within 60 amber, longer or never red.
- Tap a pin for its card: what it is, its rep, when it was last reached and what it is worth, with Open it, Directions, and Add to today's route.
- Switch on Territories to draw every territory's area in its color, with its name.
Businesses are placed on the map from their addresses once; a place set by hand is never moved.
Finding new business nearby
- Move the map to where you want to look.
- Choose a kind of business (hair salons, barber shops, nail salons, spas, beauty shops, beauty supply), or type a name.
- Choose Find here. It looks around the middle of the map, as far as the map shows.
- Each business found says whether it is already a lead. Tick the ones you want and choose Add as leads. They come in with where they were found, as your own when you sell.
Planning a route
- Open Sales, Map, choose Routes, then Plan a route.
- Choose Whose route and the day, when it Starts at (or no set time), where it Starts from (the rep's own place, the business, the phone's place with Where I am now, or the first stop), and where it ends (Back where it started, At the last stop, or another place).
- Choose Add stops: the rep's leads and accounts due back first, then the ones not reached the longest, nearest first. Or find one by name. From the map, Add to today's route puts a pin on the rep's route for today.
- Choose Shortest order. With a Google key the drives are measured on the roads; without one, the order is worked out from the map and each drive estimated.
Working the route
- Directions open in the rep's own map app (Google Maps, Apple Maps or Waze, set under Setup, Who Sells), from wherever the phone is.
- At a stop, choose Check in. Where the phone is is kept when it can tell (never made up), with how far that is from the business.
- Leaving, choose Check out with What came of it and when to Go back on. The visit goes on the lead or account and moves it on.
- A stop can be skipped with why (Skip it), and put back (Put back). End the route skips the stops not reached.
- On a phone, the same day is worked on Map My Customers, with the stops tapped onto it, a tag at the door to check in, and the note said instead of typed: see Map my customers.
- Where Clients on the map is switched on (Admin, Modules), a client can be a stop too: their booked visit keeps its time when the day is put in order, their check-in is kept on the stop, and what was said goes on the client's notes. A client's stop is shown only to someone who may open the client; anyone else sees the day without it.
Territories
Territories are a tree: a national team might have Regions, with Territories under them and Cities under those; a business selling abroad might start with Countries. Each business is placed in the deepest territory it falls in, and every figure adds up the tree. Territories are set up with the business settings switch; everyone in Sales sees them.
Name the levels
- Open Sales, Map, Territories, and choose Name the levels (or Change beside the levels, once there are territories).
- Name them from the widest down, as many as you need, up to ten: Region, Territory, City.
- Choose Save the levels.
Add a territory
- Open Sales, Map, Territories, and choose Add a territory (or Add the first territory).
- Give it a Name, such as Southeast, Florida or Miami.
- Choose what it is Under (or nothing, for the top), its Level, Its rep, and its Color on the map.
- Choose Add the territory.
- Say where it is, under Where It Is: choose Draw an area and tap the map at each corner, then Finish the area; or pick countries, states and provinces; or choose Pick counties and tap counties (or draw a loop around several) to add them, with Take away to remove and Move the map to move around.
- Choose Save where it is. The businesses it can hold are placed again.
To add one under another, open the territory and choose Add a territory under it. A territory made only of the ones under it needs no area of its own.
Its people
Under Its People, the territory's rep owns it. Add managers and more reps at any level with Add a manager or a rep…: a national manager on the top territory, regional managers under it, territory account managers below.
Where a business lands
A business is in the deepest territory it falls in: inside an area drawn or a county picked, once it is on the map; else by its state or its country. It is placed when it is added, put on the map, brought in from a list or its address changes. Place everyone places the whole business again. Businesses in no territory are said apart, and the CRM's lists can be narrowed to a territory and everything under it.
Set up from a list
Territories and the reps who cover them can come in from a spreadsheet, such as another CRM's territories or a sales team's sheet, instead of being added one at a time.
- Open Sales, Map, Territories, and choose Set up from a list. An example to start from gives a list with the headings to fill in.
- Pick the file: a CSV, or an Excel workbook (choose Which tab when it has several).
- Check Which Column Is Which. Columns are matched by their headings; only the territory is needed.
- Read What It Will Do: the territories it adds and changes, the people it puts on them, and Row by Row, what each row will do. A row with something wrong says why and is left out; choose the left-out count to see only those.
- Choose Bring in the list. It all comes in at once, and every business is placed again.
What a list can say:
- Territory: its name, or the way down to it when two share a name, such as Southeast › Florida.
- Under: the territory it sits under, named the same way. One that is not here yet is added too.
- Level: one of the business's levels. A business with no territories yet takes its levels from the list, widest first.
- Places: states, provinces and countries, as FL, Florida or US-FL, several split by commas. They replace the territory's places.
- Reps and Managers: people by email or name, several split by commas. A list of people, one to a row, uses Person, Email, Territory and Role (Rep, Manager or Owner) instead.
- Color: its color on the map, such as #2563eb.
The first rep named becomes the territory's own rep when it has none, and a person whose role is Owner always does; the rep it had stays on it as one of its reps. Anyone put on a territory to sell who is not a rep yet becomes one.
A list only adds and changes. It never moves or removes a territory, never takes anyone off one, and never invites or tells anyone. People it names who are not on the team are listed apart: invite them from Settings, Team, then bring the list in again once they have joined. A list holds up to 2,000 rows.
Best practices
- Name the levels before you add territories. Moving a level later moves its territories with it.
- Bring a list in again after changing it. Rows already as the list says change nothing, so only what changed comes in.
- Draw areas for metro territories and pick states or counties for wide ones. Counties are the quickest way to follow a real sales patch.
- Plan tomorrow's route the evening before, with Shortest order, and let the rep check in and out from the phone at each stop.
- Always check out with what came of the visit and when to go back. It is what the map's colors and tomorrow's suggestions read.
- Color the map by Last reached once a week to see who has gone quiet.