Basics 🧱

The main structural elements of the system include:

0. Management and Navigation System
1. Groups and Journal
2. Billing
3. Comments
4. Lists
5. Wiki
6. Client Profile
7. User Profile

Management and Navigation

Like most modern navigation systems, Gulliver CRM has similar interface elements: buttons, menus, etc. One of our distinctions is the active use of context menus, which are invoked by right-clicking with the mouse or a long press on a phone screen.

Most actions in the system can be undone, so feel free to experiment...

Search from the Navigation Bar

The search from the navigation bar allows you to find clients in the system by two characters from their first or last name, as well as by phone number. Clicking on a found client will take you to the client's window. The system will first search for exact matches and active clients, then for inexact matches and among archived clients.

The Add Button on the Navigation Bar

The add button on the navigation bar allows you to add entities to the system from any window. Adding information to the system is the most frequent operation, so this button is always visible and brings up the corresponding forms. You can add a client, group, program, branch, list, wiki project, and more.

💡 Important

• The 10 most relevant results are displayed;
• If you enter 'ё', results containing 'ё' will be displayed first;
• Adding new characters narrows down the range of results;
• The list is divided into active and inactive clients, with active clients always displayed first.

👨👩👦👦 Groups

Groups are the main initial screen of the system, containing information about active groups, with a filtering system by group name, branch, and program, as shown in the image above. Each group has a name and is linked to a specific branch and program, as well as information about users who have access to each group.

Clicking the left mouse button opens the group in the Journal. Right-clicking opens the group's context menu.

Through the context menu, you can:

1. Pin groups to the top of the list.
2. Unsubscribe from comments in this group.
3. Copy the group link for sending via message or other purposes.
4. Open the group in a new tab.
5. Add a comment.
6. You can edit the group.
7. After closing the group, it can be sent to the archive.
8. The Share button in the context menu is for sharing access rights, in other words, granting editing rights for this group to a teacher or administrator.

👨👩👦👦 Journal

The Journal is the second cornerstone of the system after groups. It contains detailed information about attendance, absences, make-ups, transfers, and allows commenting, accepting payments, issuing invoices, and much more. In essence, with rare exceptions, almost all system functionality can be accessed directly from the journal.

Read more about the journal in the section - Journal

💰 Billing

Billing is a system for accounting for financial relationships with clients, including various types of financial documents. This seemingly whimsical set of terms and their relationships is absolutely necessary for your business's financial system to be stable and for balances to always be reconcilable. The time spent understanding it is the best investment 😎. The approximate billing scheme includes:

• Payments
• Invoices - a accounting document confirming the provision of services and their cost.
• Refunds - sometimes money will need to be returned.
• Transfers - sometimes they ask to transfer the balance to another client.
• Prices - allow changing the price of lessons over time.
• Cash Registers

The billing project covers all possible variants of financial interaction with a client, while remaining quite transparent and structured. No matter what happens, it's always possible to figure it out.

Learn more about the structure and capabilities of billing in Gulliver CRM in the article about billing.

💬 Comments

Comments are intended to enrich system entities with information. You can attach a comment to almost any entity in the system.

Currently, you can comment on:

1. Group
2. Client
3. Lesson
4. Attendance Cell
5. Invoices
6. Payments
7. Prices
8. Transfers
9. Refunds
10. etc.

Adding a Comment

Most often, commenting is available by right-clicking.

Any comment after being added is displayed with a special 💬 icon. Hovering over or clicking the left mouse button on the comment icon will show the comment text. You can mention another employee in a comment by entering the @ symbol. The mentioned user will receive a corresponding notification.

With a comment, you can:

1. View
2. Edit
3. Reply to a comment
4. Delete

💡 Important:

• The optimal solution is to use comments to save additional information about an entity for yourself, and first and foremost for another employee. Therefore, the comment should be understandable, linked to the correct entity, and as short as possible. Once the information is no longer needed, the comment can be deleted.
• In an ideal world, any non-standard situation should be accompanied by a comment so that other system users understand what happened.
• That is, you write comments primarily for other system users, and secondarily for yourself.
• Mention other employees if you want them to read your comment.

Lists

The main problem that lists solve is client segmentation 👨👩👦, i.e., separating some groups from all clients (new ones, those older than 10, those who attended such and such a branch, etc.). The criteria by which you can segment depend on your imagination and goals.

If you have created a brilliant list, you can save it as a template🔭 to use it next year later or in another branch. The main properties of lists are segmentation, automation, filtering, import, export, and immutability.

Read more about lists in our blog article Lists or Why Segment Clients

Wiki

Wikis are designed to save, share, and publish information 📚. They solve the problem of obvious things. They solve the problem of saving and reproducing internal information.

Wiki is a tool that can significantly improve collaboration within a company. It allows employees to quickly and easily exchange information, ideas, and knowledge, which can significantly increase work efficiency and reduce the time spent on tasks ⏳.

The wiki is divided into projects 🗂 that you can create yourself. Each project contains pages filled with information 🎥🎨📃. You can share projects with your employees for collaboration. Different access rights options allow granting editing rights or just read access.

👶 Client Profile

The client profile is the central point for information about a client and their relationship with the company. This section differs little from standard CRM systems. If you need a function related to a client, everything can be done from their profile. Cancel an incorrect make-up lesson, view all client payments, etc.

The profile includes:

• Full name, phone, date of birth, parent's contact information
• Programs the client attends or has attended
• Client billing - all their financial documents
• Medical certificates
• Make-up lessons
• Transfers between groups
• SMS messages (if integration is enabled)
• Calls (if integration is enabled)

Client billing is the most extensive part of the profile, including the client's primary financial documents. Client billing includes:

• Client invoices
• Payments
• Balance
• Transfers
• Refunds
• Filtering system by period

Switching between tabs allows you to form the most complete picture of the client's financial relationship with the company. In addition to information for review, there is the possibility of adding new relevant financial documents and editing client information.

👩🏫 User Profile

The profile is designed to concentrate information about the system user and includes:

1. My Profile (First Name, Last Name, Phone, Photo, Personalization)
2. Access Rights Section
3. Workload Reports Section
4. Clients associated with the user.

Depending on your access rights, you can edit or only view information in various sections. The reports section is not editable and is only available for viewing. Individual reports are grouped by month, for example, 20215 is May 2021, and include the number of lessons and attendances in each group the user leads.

💡 Important

1. Good practice dictates that you enter a first name, last name, and phone number that correspond to reality. If you do not fill in your profile, your email address added during registration will be displayed everywhere in the system instead of your full name.
2. Teaching workload will only include lessons signed by the teacher (see the journal section).