CLIENT INFORMATION
ICA is the first international academy of coaching and business education in Russia.
She has been teaching coaching for more than 25 years according to ICF standards for the business environment and solves the problems of companies through business education.
TASKS THE CLIENT CAME WITH
At the time of contact, the client already had a Bitrix24 portal, on which settings, developments and integrations were completed.
The portal employs employees from different departments:
- Training Coordination Department
- The educational center
- Sales department
- Marketing and Advertising Department
The number of employees working at Bitrix24 is 12.
The client came to us with a number of complex technical problems that required solutions and corrections:
- Fix errors when creating a portal backup.
- Arrange work with forms on the site.
- Set up editable letter templates.
- Eliminate clogging of the Disk with attachments from emails.
- Set up CRON for regular synchronization with mail.
IMPLEMENTATION PROCESS, PROJECT FEATURES
First, we deployed a test portal and connected the portals to the git version control system, which allows you to save project milestones and provides a smooth experience for developers.
Fixed the error creating a portal backup:
- updated the portal
- fixed the database structure
- fixed file permissions
- connected cloud backup
Next, we figured out how the Disk becomes clogged with attachments from mail, showed the client how to safely delete files and automate this process.
DEVELOPMENTS
TASK 1. TO BUILD WORK WITH FORMS ON THE SITE MORE PRODUCTIVELY.
Since the company offers many different coaching programs, the website has different forms for each offer.
Each completed form is a new Lead in Bitrix24.
We have done a check that checks the filled in data, namely phone and email, with an existing client base for a match.
If this client is already in the database, then the manager who has previously worked with this client is automatically assigned responsible in the Lead card.
If no matches are found with the customer base, then distribution is made between managers.
WHAT TECHNICAL CHALLENGES DID YOU FACE?
Such an algorithm for checking and assigning a responsible manager is available in Deals, but it is not available in Leads. Therefore, we wrote php code that performs the check and assigns a manager.
TASK 2. SET UP EDITABLE AUTO REPLY TEMPLATES ON EMAIL.
The Academy holds a large number of events, each on the portal has its own unique code and corresponding mailing list.
Previously, email templates were configured through a business process. Finding the required code in a large process branch and editing these templates was difficult. The final letter was also not clearly visible.
We customized letters using email templates, making the interface for employees more user-friendly.
TASK 3. CONFIGURE CRON FOR REGULAR SYNCHRONIZATION WITH MAIL.
Thanks to this development, mail is checked once every 2 minutes and all letters immediately go to the portal without delay.
REPORTS
Employees of the marketing and advertising department were given a demonstration and training on how to use standard CRM analytics tools, a report designer, and how to view statistics in CRM using filters.
WORKING WITH THE SOLUTION. RESULTS ACHIEVED
Since the site has its own form for each course, event, seminar and other activities, the most active is the creation of Leads after filling out these forms on the site. After the lead gets into CRM, the process of verifying the client and distributing it among managers for further work with it starts. The marketing department uses filters and CRM analytics to analyze the number of leads and conversion of successful transactions.
BENEFITS FROM IMPLEMENTATION
Automatic assignment of responsible managers to Leads saves a lot of time for the company, as previously this was done manually. Managers note that their work has become easier, since they immediately receive requests from their clients and can contact them to clarify details.
Management's process of quantifying sales through reports has accelerated significantly. Now the head of the department can view accurate information on the number of leads and conversion in 2 clicks.
By using email templates, we have greatly simplified the process of adjusting auto-reply templates. Now you don’t need to waste time searching for the letter you need. It’s easy to make the necessary changes in the templates and you can immediately see what the letter will look like.
The company’s specialists no longer worry about possible data loss, thanks to the fact that backups are made efficiently and without errors. In case of any failure or before any development, all data will be easily restored.
