What This Does
This article walks through the core parts of VipeCloud's CRM: contact records, tasks, and how you track deals through your sales process. VipeCloud supports two ways to track sales, contacts-only and contacts + opportunities, and your account uses one or the other. If you're not sure which one your team uses, ask your admin.
If you're in franchise sales, your account is most likely set up for the Contacts-Only Workflow.
How to Find a Contact
The fastest way to find a contact is the Command Palette. Press Cmd+K, start typing the contact's name, and select them from the results.
To navigate there directly instead:
Click Contacts in the left sidebar.
Search for the contact using the search bar in the Contacts table.
Click the contact's name to open their record.
If a contact doesn't exist yet, click Create in the upper right of the Contacts page to add them manually.
The Contact Record
The contact record is the single source of truth for everything related to a contact. It's split into two sides.
The left side contains structured information about the contact:
Open Tasks - follow-ups that are due or upcoming for this contact
Opportunities - any deals associated with this contact and their current pipeline stage (contacts + opportunities accounts only)
Details - standard contact fields such as email, phone, and company
Custom Fields - any additional fields your account uses to track contact-specific information
The right side is the activity timeline, a chronological log of every interaction with this contact, including emails sent and received, tasks completed, and calls logged. If Inbox Sync is configured, emails sent from your connected inbox also appear here.
This is the default layout. Your admin may have customized which cards appear on each side.
Many fields on the contact record can be edited by double-clicking on them. Hover over a field and you'll see it underlined with dashes, that means it's editable inline. Double-click it, make your change, and press Enter to save. You'll see this same pattern elsewhere in the CRM, including on the pipeline board.
How to Log a Completed Activity
Use tasks to log sales activity that has already happened, a call you made, a meeting you attended, or a visit you completed. This keeps a full record of your interactions in the timeline.
Open the contact record.
Click the + button in the Open Tasks card.
Select the activity type (call, meeting, in-person visit, etc.).
Add any notes about what happened.
Click Create.
The completed task appears in the activity timeline on the right side of the contact record, timestamped alongside your other communications.
How to Create a Follow-Up Task
Use open tasks to set reminders for future follow-ups, calls you need to make, things you need to send, or anything you don't want to forget.
Open the contact record.
Click the + button in the Open Tasks card.
Select the task type.
Set a due date for when the follow-up should happen.
Add notes so you remember what to discuss when you follow up.
Click Create.
The task appears in the Open Tasks card on the contact record and will also surface in your Task List on the due date.
How to Use the Task List
The Task List surfaces all of your open follow-ups across every contact in one place. This is your daily working list.
Click Tasks in the left sidebar.
Use the filter view at the top to control what you see.
Today's Tasks - tasks due today or overdue. This is the view most people work from daily.
All Open - every open task, including future-dated ones.
Completed - tasks you've already closed.
From the Task List you can:
Click the task name to view its full details and notes.
Click the contact name to open their full record.
Use Quick View to preview the contact record without leaving the page.
Click Mark Complete to close the task once it's done.
If you manage a team, you can view your team members' tasks here as well, depending on your permissions.
Contacts-Only Workflow
The Contact Board Is Your Pipeline
If your business doesn't track deals separately from the people behind them, the contact board is your pipeline. It groups your contacts into columns based on their status, Lead In, Contacted, Qualified, Closed Won, and so on, so you can see your whole pipeline at a glance and move people through it.
That status also shows up directly on the contact record as a ribbon, a strip below the contact's name showing their current stage. You can update it without opening the board: click the ribbon and select the new stage.
Go to Contacts.
Click the board view icon next to the list view icon, above the contacts table.
Behind the scenes, the board is powered by a single-select dropdown custom field. Most people won't ever need to touch that field directly, the board and the ribbon are how you'll interact with it day to day. You'll see the ribbon on the contact record unless your admin has chosen to hide it.
How to Advance a Contact Between Stages
On the board, drag the contact's card into the new column.
On the contact record, click the stage shown in the ribbon to select the new stage.
Multiple Boards
If your account tracks more than one pipeline, for example, separate boards for different product lines, click the dropdown showing your current board's name and click Manage Boards to switch between them.
If you need to move a contact from one board's pipeline to another, this is managed through the custom fields that power each board. Open the contact's Custom Fields, select the field for the board you're adding them to, and choose the stage they should start at. If you also want to remove them from their current pipeline, change that pipeline's field back to Not Selected.
Contacts + Opportunities Workflow
Some businesses need to track deals separately from the contact itself, for example, when one contact can have multiple deals open at the same time, or when a deal needs its own value, close date, and stage history apart from the person attached to it. That's what opportunities are for. If you're not sure whether your business needs this or whether contacts-only covers you, see Contacts-Only vs. Opportunity-Based Sales Tracking.
How to Create an Opportunity
Opportunities represent individual deals and live in your pipeline. Create one any time a contact becomes a real sales prospect you want to track through your pipeline.
Open the contact record.
Click the + button in the Opportunities card.
Give the opportunity a name.
Select the pipeline and the stage that reflects where this deal currently sits.
Enter a deal value if applicable.
Click Create.
The opportunity appears on the contact record and is also visible in your pipeline view.
How to Use the Pipeline
The pipeline gives you a visual, board-style view of all your open deals organized by stage.
Click Opportunities in the left sidebar.
Your pipeline stages are displayed as columns. Each deal card appears in its current stage.
To move a deal to a new stage, drag and drop its card into the appropriate column.
Pipeline stages can be customized to match your sales process. Click Edit Pipeline to add, rename, or reorder stages.
Deals can be dragged horizontally between stages and vertically within a stage to set priority order.
You can have multiple pipelines if your business tracks different types of deals separately.
Fields with a dashed underline, like summary and amount, can be double-clicked to edit right from the card, the same inline-edit pattern from the contact record.
For the full page walkthrough, including filtering, card layout, and rotting indicators, see Opportunities & Pipelines Page Walkthrough.
Key Notes
The CRM section of the sidebar is designed so you can handle contacts, tasks, and pipeline without leaving that area of the product.
Emails sent directly from a contact record are trackable, opens and link clicks are logged automatically.
Inbox Sync is required for emails sent from Gmail or Outlook to appear in the contact's activity timeline. See Setting Up Inbox Sync.
For a detailed walkthrough of the contact record layout, see Understanding Contact Records.