Client Management Software: How to Add Walk-Ins to Your CRM

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The Contact Boss client management software system can drastically improve business productivity. In addition to client management, insights and contact preferences, the system can allow staff to quickly capture custom data for clients who are either scheduled or walk-ins.

This captured information, in turn, gives an overview to all staff who can then track new contacts, anticipate their visits, send follow-up correspondence, and cater to their needs. Below, we will give you all the steps and best practices to keep in mind when adding walk-in clients to your contact database.

1. Keep A Master Database

Each business and client wants a seamless experience. A master contact database can help you achieve this by keeping client information such as buying behaviour, client preferences, feedback, search styles and geographic location all in one place. This information can help you establish an integrated view of your client’s wants and needs.

All departments within a company should be equipped with a client overview across different channels so they can then use that data to interact with the client, market to them or pitch sales.

Ensure that walk-in client interactions are added into your database promptly. In person interactions can give you valuable insight into your clients preferences and is not information you want to lose.

2. Set Guidelines For Data Input

Recording and manipulating data should adhere to the same standards each time it is entered. Develop a standard that all staff can follow when entering history, notes, and any other customer information.

To avoid anomalies or duplicate data, it’s important to define protocols regarding how each customer record will be created, and who has the authority to delete the contact. When handling walk-in client information it can be easy to quickly add in information, but it’s important to ensure you’re not creating a duplicate. Contact Boss has a built-in duplicate contact search tool, so that when you create a new contact, you have the ability to confirm it.

3. Don’t Forget To Clean Up Old Data

Validate – The last thing you want is to send emails to obsolete addresses or send sales offers to the wrong demographic. This is why you need to be sure that the data you entered is valid. This will reduce wasted time and resources.

Verify – Integrating validation tools into your crm can help you ensure that email addresses, phone numbers and mailing addresses in the system are correct. This can be done using double sign-in, and confirmation links as well.  

Cleanse – Cleaning up your data is essential. Make a priority of removing duplicate data, old customer contact details, unsubscribed customers and customers who aren’t interested anymore.

Monitor – Customer data is always changing. This is why it’s crucial to regularly monitor and update active customer records, and archive outdated ones. This will also help you weed out data errors and maintain quality within your dashboards.

When speaking with a walk-in client, it can be an opportunity to check that your information on file is correct. Making sure their contact details are up to date is important on your side, but also shows your client that staying in communication with them is a priority.

4. Make Privacy Guidelines Your Top Priority

Although building a solid customer relationship and keeping your data secure is important, protecting a customer’s sensitive information is the highest priority. Here’s how you can ensure that all privacy guidelines are being followed.

  • Be conscious of each country’s privacy guidelines where you are doing business.
  • Always make customers aware of how their data will be used.
  • Share your privacy policy with your customers once it has been implemented.
  • Choose a contact database platform that has strict security standards.

The way you manage client data can significantly impact your marketing, sales and search strategies. Following best practices will allow you to make informed decisions, leading to positive outcomes. In person interactions should also be handled with these privacy guidelines in mind.

5. Don’t Hang On To Irrelevant Data

Many companies store data that is irrelevant to their needs, which can cause their team to lose sight of important business goals.

When entering walk-in client information, it’s easy to try and enter every detail about your interaction. Trying to manage a client management system with excess information can sometimes send you down a rabbit hole. Often it’s best to simplify by practicing a top-down look at the available consumer data so you can make clear and concise decisions for your business.

How to Use Contact Boss to Enter Your Walk-ins to Your CRM Database

When a new contact visits your business, first impressions count, and it starts at your reception desk. Think critically about what experience you want your customers to have. To capture these contacts, have a process in place. You should train your front desk staff to start by asking, “Is this your first visit with us?” If the answer is “yes”, then all you need to do is record the visitor name, their email, who they wish to meet with, the purpose of the visit, and any other pertinent information. You can then select ‘submit’ to save the visit.

If the visitor chooses to wait, leave the end visit/call box unchecked, so that your team members know there is a person waiting for them.

Similarly, you can check the end visit / call box if the person has left. This will inform your team member that the person is not waiting.

For new contacts, you can select the ‘quick create’ button on the bottom right to enter the contact information, search for duplicates, and to save for later follow up.

Contact Boss Client Management Software

Are you following the above best practices when adding walk-in clients to your client management software? Contact us to see how we can help. You can also get started right away with our free trial!


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