CRM settings: lifecycle stages, tags, custom fields and CRM access
Settings > CRM is where an admin shapes the CRM for the team: who can use it, which lifecycle stages people and companies move through, which tags exist and which extra fields your records carry. Deal pipelines, lost reasons and sales targets are in the same place and are explained in the article about deals and pipelines. Open it at https://portal.qr-x.app/settings/crm or go to Settings > CRM.
Who can open it
The tabs Lifecycle stages, Tags, Custom fields, Pipelines, Automations and Lead scoring need the role setting Manage CRM settings together with View CRM.
Changing pipelines also needs Manage pipelines. Without it you can view them.
A user with only Manage Roles sees only the Activate CRM panel.
Give your team CRM access
CRM is billed per user. A user takes a CRM seat when they hold a role with CRM permissions. Users with the Manage Roles setting see the Activate CRM panel at the top. It shows how many seats are in use. Select Create CRM roles once to create the roles CRM sales and CRM manager, then add a role to your colleagues in Settings > Users (open the user and use the Roles section). CRM sales is for sales people: they work with people, companies, deals, quotes, the calendar and calls, but cannot change settings, delete, import or export records, or see restricted records. CRM manager can do everything, including settings. Roles that already exist stay unchanged. If both roles exist, the panel shows Open roles. If your plan seat limit is reached, an upgrade prompt opens.
Lifecycle stages
Lifecycle stages describe where a person or company is in your relationship. Five standard stages exist: Lead, Prospect, Customer, Partner and Churned. You can rename them, you cannot delete them, and their key stays the same.
Open the Lifecycle stages tab and select New stage.
Enter a Stage name of up to 80 characters and select Save. QrX creates the key from the name.
Use Move up and Move down to set the order. Use Edit to rename and Delete to remove a custom stage.
A stage that people or companies still use cannot be deleted. Move those records to another stage first.
Tags
Tags are labels for people, companies and deals. You can filter lists by them and use them in automation rules.
Open the Tags tab and select New tag.
Enter a Tag name (up to 60 characters). A name can exist only once, capitals do not count.
Pick a Colour or Default and save.
The column Used on shows how many records have the tag. Renaming a tag renames it everywhere. Deleting a tag removes it from all records that use it; the confirmation shows the number. You can also create a tag while editing a person or a deal.
Custom fields
Custom fields store extra details on people, companies or deals. They are included from the Starter plan; on the Free plan the tab shows an upgrade card.
Open the Custom fields tab and choose People, Companies or Deals.
Select New field.
Enter the Label (English). Under Labels in other languages you can add translations. A label has at most 80 characters.
Choose the Field type: Text, Whole number, Decimal number, Date, Single choice, Multiple choice, Yes or no, or Web address. Choose carefully, the type, key and record type cannot be changed later.
Check the Key: lowercase letters, digits and underscores, starting with a letter, up to 40 characters. It is created from the label and is used by imports and the API.
For Single choice and Multiple choice, enter Options, one per line, at most 100. At least one is required.
Turn on Required if a record must not be saved while the field is empty. Save.
The values are entered when you edit a person, company or deal. Use a Web address field for something like a LinkedIn profile. Move up and Move down change the order. Deleting a field removes it from forms and record pages.
Common problems
"A tag with this name already exists." Choose another name; tag names ignore capitals.
"The field key is not valid." Use lowercase letters, digits and underscores, starting with a letter.
"A custom field with this key already exists." Change the key.
"Add at least one option for a selection field." Enter options, one per line.
A stage will not delete. People or companies still use it, or it is a standard stage.
The Custom fields tab shows an upgrade card. Your plan does not include custom fields.
A loading error with Try again. This does not mean your fields were deleted. Select Try again.
I do not see the tabs. Ask an admin for Manage CRM settings and View CRM.
If something still does not work, contact QrX support and tell us the tab and what you tried.