ZCRM – manual and overview

Setup manual / ZCRM – manual and overview

ZCRM is a multifunctional system for managing relationship with new and existing clients. Free Zadamra CRM is fully integrated with cloud PBX – make and receive calls via a build-in WEB-phone, create client cards and tasks, track your agents’ performance, build the right business format with ZCRM.

1. ZCRM wizard

If you have a created and active PBX, in your personal Zadarma account go to Services – ZCRM, click Activate Integration then Go to ZCRM account. If you have not created PBX yet, use PBX setup wizard and check the appropriate box during the first step. When creating CRM enter your CRM name and select an extension number for the Administrator’s account. You can add other users on this page or later. To finish click on Create ZCRM.


2. Dashboard

On this page you can find widgets that display useful information regarding current tasks, widgets can be hidden/shown and moved around the page.


Widget list:

  • Customers - total number of clients, number of new clients this week and today.
  • My leads - number of agent’s leads and number of raw leads in the pool.
  • Completed tasks - number of tasks completed this week relative to the total number of leads.
  • Overdue tasks - number of tasks of the current user that were not complete by the deadline.
  • Current tasks - number of current tasks.
  • My calls - number of incoming and outgoing calls today and this week.
  • New leads - number of new leads today and this week.

3. Clients

On the left side of the screen there is a section with customer filter, you can hide this section by clicking on the arrow. You can also use the general search bar on the top of the page. To the right there is a “+” button for adding new clients. By clicking on ••• button you can import and export customers.

You can create tasks from client cards by clicking ••• - Create task.

You can see all the clients you are responsible for in a separate tab “My clients”. This tab shows the whole list on clients added to CRM.

You can group similar clients using tags for an easier search

If the number of standard fields does not seem enough, you can add your own fields using “Custom properties”

4. Calendar


Your tasks are displayed in the calendar, and if you are the Administrator then your other employees’ tasks are displayed as well. Calendar can be in Month, Week or Day view. You can create tasks for yourself and other CRM users.

5. Tasks

You can work with tasks from Kanban or list view, you can find a certain task in the filter section. By checking “Completed tasks” box you can find old and completed tasks.

Task reminder will be sent via email to the responsible employee.

By choosing task type Call, you can plan a call to client's number at a convenient time.

6. Calls


Here you can see call details, find a certain call with the help of filters or general search. You can listen to call recording and call back in one click.

7. Leads


As seen in the top right corner there is a common pool of leads - Raw - and My Leads. Raw leads are the ones that are not yet processed, not assigned to a CRM user. There is an option to Pick Up a raw lead, after clicking that button the lead will move to My Leads and other CRM users will not be able to act on them.

You can add Raw Leads manually, import from a file or create leads during calls if automatic lead creation during incoming and outgoing calls is enabled (In Setting – Telephony). Finishing work with leads will move them to Complete with a further creation of the client or marked as a Bad Fit.

Adding a new lead in My Leads tab through “+” button, will automatically make the creator responsible for the task. If a lead is created through Raw leads tabs, lead status will be Not processed.

8. Team

On this page you can find the list of all CRM users, their contact information, position and other information. You can call your colleague by clicking the phone icon. Administrator can add CRM users and edit current users’ records. The adding button is located in the top right corner.

Enter user’s name, their email, assign PBX extension number and click Add User. In the tab Invite Users you can invite several users by entering their email addresses. In the tab Share Invite you can generate an invitation link and share it in messengers and via social media.

9. PBX

Takes you to virtual PBX settings (Zadarma personal account). Available only to CRM Administrator.

10. Help

Information on how to receive help with CRM settings.

11. Call widgets

Widget icon can be located in the bottom left or right corners, you can choose its location in Settings – Telephony.

In the left part of the widget there is a keyboard to enter the number, on the right part – contacts and call history. General search allows you to find a contact and record in history by number or name.

If you receive a call from an unknown number, you can create a client/lead from the web-phone by adding a name. After creation, a client card will pop up, where you will be able to take notes and add comments during the call.

During a call you can transfer it to another agent by clicking a button with two handsets on it.

12. Settings

Here you can change general CRM settings

13. Import

You can import the list of your clients to ZCRM from any other CRM. In section Customers click on ••• and choose Import, upload a .csv or excel file. On the left you will see the field names from your file and on the right the corresponding value in ZCRM. For example, in your file you have a column 'Client name' choose value Name across, and for column Phone number set up Phone - Work etc. If the customer has several phone numbers, then in the imported file they have to be listed in one cell separated by a comma, then all phone numbers will be imported to ZCRM. If after importing you need to delete recently imported customers, you can easily do that by clicking on ••• and choosing Cancel import (the system saves all history imports with a cancelation option).


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