Most teams are calling from VM CRM on the same day they start. This guide walks an admin through the setup in the order that avoids rework.
1. Create your teams and invite users
There is no public sign-up. Every account is invited by an admin, which keeps customer data closed to anyone who isn’t on your payroll.
- Create a team for each group that shares a manager (for example Sales Team North).
- Invite your managers first and set each one as the manager of their team.
- Invite your agents into their teams.
Each person gets an email with a link to set their own password. Links are single-use.
| Role | Sees | Can |
|---|---|---|
| Agent | Only their own leads, calls and tasks | Call, log outcomes, schedule follow-ups |
| Manager | Their team’s records plus unassigned leads | Import, distribute, reassign, view team reports |
| Admin | Everything | Configure the system, manage users, export |
2. Name your lead statuses
Go to System settings → Lead statuses and rename the defaults to match the words your team already uses. Every status belongs to one of four fixed categories — open, converted, lost or junk — which is what the reports use. You can call a stage anything you like without breaking reporting.
Keep it to 5–8 statuses. If agents have to think about which status to pick, they will pick the wrong one.
3. Add the custom fields you actually use
Look at the columns in your current spreadsheet. Anything you filter or report on (budget, city, course, loan type) should become a custom field with the right type — dropdowns where possible, because free text can’t be counted.
4. Check your call outcomes
The ten default outcomes (Connected, No answer, Busy, Callback requested…) suit most teams. Rename or add outcomes that trigger different next steps in your process.
5. Import your leads
Use Import, upload your Excel or CSV file and map each column. Choose what happens to duplicates (matched on phone number) and, if you like, assign the leads round-robin during the import. See the Excel import checklist before you upload a large file.
6. Distribute and start calling
If you didn’t assign during import, select the new leads and use Distribute. Agents open My Queue and start at the top: overdue follow-ups, then today’s call-backs, then new leads.