Preparing for Tesoro CRM

Welcome to Tesoro CRM! Good preparation is the key to a successful start. This guide will take you step by step through the preparation process, so you can make the most of all functionalities.

Step 1: Define Your Goals and Expectations

Before you start the transition, it’s important to have a clear understanding of what you want to achieve with Tesoro CRM:

• What challenges do you want to solve?
• Which processes do you want to streamline?
• What reports are essential for your business operations?
• What are your expectations for the user experience?

Step 2: Map Out Your Team and Processes

Team and Roles

Caution

Ensure there is always at least one Admin to manage the system.

Tesoro CRM has two roles:

Admin: Has the highest permissions and can configure company settings, create and invite users.

Employee: Has the same rights as an admin except for settings, but cannot modify company settings or manage users.

Current Workflow

Current Systems:

• What CRM software are you currently using?
• Do you use separate systems for email, calendar, or document management?
• Do you work with specific real estate software or portals?

Work Processes:

• Map out your current workflows:
  • Lead management (how are leads followed up?)
  • Deal flow (steps from lead to closing)
  • Reporting (what data do you need?)
  • Document management (where are documents stored?)

Real Estate Portals

Create an overview of all portals you’re active on, such as:

• Idealista (via API)
• Fotocasa (future integration)
• Other relevant platforms

For each portal, we need:

• Portal name
• ILC code (only for Idealista)
• Portal contact person (name, email, phone)
• Current API keys or login credentials
• Specific wishes or requirements for the integration

Note: For some portals (like Idealista), we need to officially notify them about the switch to Tesoro CRM. Keep this in mind for your planning.

Step 3: Prepare Your Data

Data to Migrate

Tip

Always make a backup of your existing data before starting the migration.

• Customer and contact information
• Active and completed transactions
• Documents and attachments
• Appointments and tasks
• Notes and communication history

Current CRM Information

For a smooth migration, we need:

• Name and version of your current CRM system
• Available export options (CSV, Excel, API)
• How your data is currently organized
• Important relationships between different types of data

Data Structure in Tesoro CRM

In Tesoro, contacts are managed in a single database and can be classified as either Lead or Contact:

• Leads: Enter through the lead interface and are treated as leads.
• Contacts: Once a lead is converted to a deal and a contact, the classification changes to Contact.

Import Instructions

Caution

Important Notice About Data Import

Importing data is often more complex than it seems. Due to differences in data structures between systems, issues may arise such as:

• Incorrect field mapping
• Data loss
• Duplicate or incomplete records
• Problems with special characters or formatting

We strongly recommend contacting your Tesoro CRM Success Manager before starting the import. They can guide you through the process and ensure your data is transferred correctly.

You can import data into Tesoro CRM in several ways, depending on the type of data:

1. Importing Leads

   • Go to: Import Leads
   • Or click the button in the top right of the Leads overview and choose “Import”

2. Importing Relations

   • Go to: Import Relations
   • Or click the button in the top right of the Relations overview and choose “Import”

3. Importing Contacts

   • Go to: Import Contacts
   • Or click the button in the top right of the Contacts overview and choose “Import”

4. Importing Deals (coming soon)

   • Will be added soon

Available Templates

For efficient data import, we have prepared handy templates for you. You can easily download these and fill them with your own data:

• 📥 Import Leads Template
• 📥 Import Relations Template
• 📥 Import Contacts Template

Tip

Follow the template structure exactly to prevent import errors. Make sure you always download the most recent version of the templates using the links above.

Step 1: Open the Import Screen

In this screen, you’ll see the Tesoro CRM import module. Here you can:

• Click “Select File” to upload your CSV file
• Choose the correct import type (e.g., Contacts or Properties)
• Select a mapping profile if you’ve created one before
• Start the import by clicking the “Next” button

Step 2: Map Fields

In this screen, you’ll map the columns from your CSV file to the corresponding fields in Tesoro CRM:

• Left column: Shows the fields in your CSV file
• Right column: Shows the corresponding fields in Tesoro CRM
• Map: Drag fields from left to right or use the arrows to connect them
• Advanced options: Click the gear icon for additional settings
• Complete: Click “Next” to start the import

Tip: Save your field mappings as a profile to reuse them later!

Below you’ll find an example of how your data should be structured:

"first_name","last_name","email","phone","owner_email","address.street","address.city","address.state","address.zip_code","address.country","lead.status","lead.source","lead.stage","property_details.type","property_details.location","property_details.number_of_bedrooms","property_details.size_min","property_details.size_max","property_details.price_min","property_details.price_max","timing.looking_to","timing.timeline_min","timing.timeline_max","salutation","language","additional_information"
"Preston","Sappson","[email protected]","+46 354 453 0889","[email protected]","Fulton","Göteborg","Västra Götaland","415 17","SE","lost","idealista","hot","townhouse","id",1,3,2,6,6,"sell","2023-03-24 23:51:45","2023-02-03 05:49:34","mr","en-US","donec odio justo sollicitudin ut suscipit"
"Marian","Dockwray","[email protected]","+62 213 468 1483","[email protected]","Dexter","Nilanapo",,,"ID","lost","social_media","hot","apartment","pulvinar",0,5,4,7,1,"sell","2023-07-01 17:06:02","2023-05-11 09:35:03","dr","co","velit donec diam neque vestibulum eget vulputate"

Carefully check the imported data for completeness and accuracy.

Step 4: Engage and Train Your Team

Team Training

Schedule a training session for your team to familiarize them with Tesoro CRM. Focus on:

• Basic navigation and user interface
• Key features and workflows
• How to perform common tasks
• Where to find help if you get stuck

Key Users

Ensure the following key users are involved in the implementation process:

• System administrators (responsible for user management)
• Team leaders (can help train their team)
• Super users (enthusiastic team members who can assist others)

Communication Plan

• Organiseer regelmatige updates over het implementatieproces

Stap 5: Regel e-mailintegratie en -migratie

E-mailintegratie

Tesoro CRM werkt naadloos samen met:

• Microsoft 365 (aanbevolen)
• Google Workspace

Email Migration (Optional)

If you’re switching from another email system, we recommend seeking professional help. A reliable partner for this is:

Apps Implantadores
Website: appsimplantadores.com
Specialized in email migrations for real estate offices in Spain

Important Considerations:

• Each user needs a unique email address
• Check if your current email provider is supported
• Consider potential migration costs when switching providers
• Plan sufficient time for the migration, especially with large amounts of email data

Step 6: Set Up Payment Information

Billing Details

• Enter your company information for billing
• Verify that all details are correct
• Save the information

Payment Method

• Choose your preferred payment method
• Enter the required details
• Confirm your payment information

Billing History

• View your invoices and payments
• Download invoices if needed
• Check your billing history

Step 7: Plan the Onboarding

Step 1: Introduction Call (30 min)

• Meet your dedicated contact person
• Discuss goals and expectations
• Establish the timeline

Step 2: Technical Implementation (1-2 weeks)

• Set up your Tesoro environment
• Connect email and other integrations
• Import existing data

Step 3: Training (1-2 sessions)

• Overview of key features
• Practice with real-world examples
• Q&A session

Step 4: Go-Live and Follow-up

• Official launch
• Additional support during the first weeks
• 30-day evaluation

Additional Support

Implementation Assistance

Need extra help with implementation? Our certified partners can assist with:

• Data migration
• Process customization
• Team training
• Technical integrations

Contact Information

For questions or support, please contact:

• Email: [email protected]
• Phone: +31 20 123 4567
• Live chat: available in your Tesoro CRM account

Frequently Asked Questions

How long until I can get started?

You can start immediately after signing up. Full implementation typically takes 1-2 weeks.

Can I import my existing data?

Yes, we support importing contacts, properties, and other relevant data. Contact us for a customized recommendation.

Is training included?

Yes, we provide standard training for your team. Additional training is available at an extra cost.

Next Steps

1. Confirm your email address by clicking the link in the confirmation email
2. Complete your profile with company details
3. Schedule an introduction call with your personal onboarding manager
4. Prepare your team for the upcoming changes

Do you have any questions? Our team is here to help you with every step of the process. Good luck with Tesoro CRM!

By following these steps, you’ll ensure a smooth transition to Tesoro CRM. Our team is ready to guide and support you throughout the process.

Do you have any questions or would you like to get started right away? Please contact your account manager or send an email to [email protected].

We look forward to working with you and your team on Tesoro CRM!