Pomio Insights
Articles on how a CRM is set up: the multi-tenant model, permissions, MFA and data export. Answer-first, from Pomio CRM.
Yes, if your team already signs in with Microsoft 365 or Google Workspace and your CRM supports it. One work account per person, MFA enforced in one place and access that ends when the account is disabled. Keep one emergency admin login outside it.
Per role. Define a small set of roles that match how people work, give every user exactly one, and keep personal exceptions rare, written down and dated. Then access stays explainable when people join, move or leave.
Yes, if you work with customers in more than one language. Record the language each contact wants to be addressed in as a fixed choice on the contact, not on the company, and use it for emails, quotes, calls and handovers.
Yes. When the quote lives only in someone's mailbox or a shared folder, nobody else knows what was offered, at what price or until when. Record the sent quote on the deal: the date, the version, the amount excluding VAT and the valid-until date, and keep the deal amount in line with the latest version.
Yes. Every extra field asks something of the people who fill it in, and fields nobody uses make the CRM slower and less trusted. Before adding one, name the report or decision it serves, who fills it in and when, and who owns it; review unused fields once a quarter.
Fewer people than can view it. Viewing a record keeps it inside the CRM; an export creates a file that can be forwarded, copied and forgotten. Let users export within their own scope, reserve full exports for one or two named people and agree what happens to the file.
Mostly, yes. A stage named after a customer step, such as “quote accepted”, can be checked; a stage named after sales activity, such as “quote sent”, mainly shows effort. Use customer-verified steps where you can and keep the list short.
A few people, and only within their own scope. Bulk changes save time but can rewrite hundreds of records in one go. Tie them to roles, agree which fields may change in bulk, and check the result afterwards.
Yes. Give every company one customer status with a short fixed list, such as prospect, customer and former customer, define when it changes, and let won and lost deals drive it so lists, reports and follow-up stay reliable.
Usually not as a person. Store info@, sales@ and invoices@ on the company record, mark any that must be a contact as a generic mailbox, never make one the primary contact of a deal, and keep looking for the real person behind it.
Yes. Give every CRM contact one clear marketing email status — consent, existing customer, opted out or unknown — with the date and source, let an opt-out always win, and check the status before every mailing. That keeps newsletters lawful and the CRM trustworthy.
Yes. Store every CRM phone number in one international format, starting with + and the country code and without spaces or a leading 0, keep mobile and landline in separate fields, and check the format on import and in your monthly data quality check. That makes numbers searchable, deduplicable and callable from anywhere.
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