CRM administration
Learn to model your sales process, maintain data quality and establish access and maintenance criteria. We apply these principles to the CRM your team uses.
Find your starting point
A good fit when you already use a CRM and need to translate the sales process into a data structure and maintenance agreements, without switching products for the training.
- Hours and sessions
- 12 hours live · 6 sessions of 2 h.
- Group size
- Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.
What you will learn
- 01
Design records, attributes, lists or stages and fields around the sales process in the selected tool.
- 02
Define quality criteria and review incomplete or inconsistent practice data.
- 03
Agree ownership, review access and document conventions and an administration routine.
A proposed programme
Work in the CRM you choose for your edition, using a B2B sales process and fictional data. Configure the available structure, review records and test access through two profiles. The result is a classroom system the team can explain and maintain, with its limits documented and without mistaking a filtered view for a permission.
We adapt the selection and depth of the modules to the group's starting point and goals.
01Model the sales process
Objects, relationships, stages and fields using the agreed CRM tool.
You will work on
- Translate the B2B process into the record types, relationships and stages supported by the selected CRM.
- Define a short field dictionary: each value’s purpose and format, who updates it and what is required to progress.
- Configure the agreed structure and relate company, person and opportunity using the available features.
- Practice
- Prepare a qualification and proposal process with two fictional opportunities, their contacts and observable criteria for changing stage.
- How you will check it
- A structure another person can navigate and a dictionary distinguishing sales information from its representation in the CRM.
02Maintain data quality
Entry criteria, duplicates, required information and record reviews.
You will work on
- Define the information each stage needs and check how it is reviewed; use native validation only if the product and plan support it.
- Compare possible duplicates using identifiers and context, without assuming identical names mean the same person or company.
- Correct incomplete classroom data and check relationships and references before consolidating records where supported.
- Practice
- Compare a contact record with a copy from an earlier classroom list and review an opportunity without a next action; decide what to retain, complete the follow-up and check references.
- How you will check it
- A quality decision log explaining what changed and why; records are not merged on appearance alone and sales context is retained.
03Administer with agreements
Roles, permissions, configuration changes and sales tracking questions.
You will work on
- Agree an access matrix and test what two actual practice profiles can view, edit and configure, distinguishing permissions from filters.
- Prepare an available view or report that separates open and won opportunities, with an explicit period and criteria.
- Document data and configuration owners, a regular review routine and how to propose and check a change.
- Practice
- Check the matrix with two profiles, review an open proposal and a confirmed sale and hand over a short administration guide.
- How you will check it
- Tested access with documented limits, tracking that does not count every record as a sale and clear agreements for maintaining and changing the system.
Filters organise work; permissions control access
Teaching example
Suggested practice: configure a sample process in the CRM you choose for the edition, with records, relationships, stages and fields adapted to its features. We check data and access in a practice environment and finish with a short maintenance guide; product, plan and scope are confirmed beforehand.
Fictional classroom case. A B2B team shares the CRM selected for the edition. The Brisa Demo proposal is open and awaiting a response; another opportunity, for Linde Demo, has confirmed acceptance in the practice data. An Ana Rivas record exists in the CRM and an earlier classroom list, not yet imported, contains a possible copy. We use separate administration and sales-work profiles.
- Starting point
- People use different fields and stage names. A possible duplicate contact and a proposal without a next step hinder tracking; it is unclear who can change the configuration.
- First attempt
- The first configuration creates a «my opportunities» view and treats it as an access restriction. Tracking counts records without distinguishing contacts, open opportunities and won sales, while the Brisa proposal has no owner for its next action.
- What we review
- The trainer asks the group to define entities and criteria, compare the existing record with the earlier copy and complete the proposal’s owner and next step. They test actual access with both profiles, including outside the filtered view, and check progress tracking against each opportunity’s status and evidence.
- Result
- The process uses shared fields and criteria; the Brisa proposal remains open with assigned follow-up. The review identifies one open opportunity and one won. Comparing the contact produces a decision on what to update, retain or consolidate using verified features. The matrix records each profile’s effective access and outstanding limits.
One process, three shared checks
Process
Relate the records
Company, contact and opportunity
Agree stages
Progression criterion and information needed
Quality
Compare the earlier copy
Identity, values and references
Complete the follow-up
Brisa · owner and next step
Administration
Test both profiles
Effective access, outside the filter
Check the outcome
One open and one won
Teaching illustration of a fictional case; this is not a CRM screenshot and does not assume identical features across products.
Before calling it complete
- Company, contact and opportunity retain their relationships; duplicate decisions are justified and their references checked.
- Both profiles are tested against the same records and actions; hiding information with a filter is not presented as restricting access.
- Tracking distinguishes an open opportunity from a won opportunity and documents the period, criteria and update owner.
Sessions to put it into practice.
Reference edition · 12 h live
Reference edition: 12 live hours across 6 sessions of 2 hours. Work focuses on a CRM chosen by you, with scope and feasibility confirmed beforehand. Practice uses fictional data and a prepared environment; tasks are adapted to the available features.
- Session 12 h
Choose how to represent the process
Review the B2B process and map it to the record types, stages and relationships available in your CRM.
By the endAn agreed model for the classroom process, with its limits.
- Session 22 h
Configure shared fields and criteria
Create or adjust practice fields, document their meaning and configure the process’s progression criteria.
By the endA configured structure and a data dictionary the team can follow.
- Session 32 h
Review incomplete and duplicate data
Compare records, check identifiers and relationships and decide what to correct or consolidate in the classroom environment.
By the endA reviewed practice dataset and documented quality decisions.
- Session 42 h
Test access
Prepare the matrix and test viewing, editing and configuration with two profiles, including direct record access.
By the endA checked matrix showing effective permissions and unavailable restrictions.
- Session 52 h
Prepare reliable progress tracking
Define the sales question, period and criteria; check an available view or report against the original opportunities.
By the endTracking that distinguishes activity, open opportunities and won outcomes.
- Session 62 h
Agree how to administer and change
Review the system using feedback, define owners and test a small change with its record and checks.
By the endAn administration guide with a routine, owners and a change procedure.
If your team needs to go further
- Migrating real data, consolidating large volumes or reconfiguring the production CRM requires a separate scope.
- Comparing or teaching multiple CRMs, building integrations and automations or implementing full company-wide governance is agreed as an extension.
Learn with someone who designs sales processes and CRMs.
Juan Pedro Belmonte
GTM consultant
Over four years of experience developing sales strategies, CRM and lead generation. He has worked with companies across sizes and industries.
Juan Pedro is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.
With guidance, practice and support.
Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.
Materials you can keep
Downloadable, versioned guides, exercises and review criteria for internal use.
To prepare and complete the delivery
A short recommendation, an editable communications kit and a group learning report.
TOF’s own certificate
A certificate of achievement after the agreed assessment. It is not a vendor certification.
A month of email support
On the content covered, up to two accumulated hours for the whole group.
Your team carries out the practice. Implementation services are agreed separately. See the scope →
