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Building Your Personal CRM System

User Tutorials Published on 17.01.2026

Tutorial: Building Your Personal CRM System

Goal of this tutorial: We will show you how to create a customized Customer Relationship Management (CRM) system using the integrated template tables and our powerful tools.

1. The Foundation: Using Template Tables

Don't start from scratch. Use our pre-built tables as a foundation and adapt them to your needs.

Addresses

The core of your CRM. Store customers, partners, and suppliers here.

  • Company, Last Name, First Name
  • Email, Phone, Website
  • Status (Lead, Customer, Partner)
Tasks & Projects

Organize your work. Link tasks directly to customers.

  • Title, Description, Due Date
  • Priority, Status
  • Link to "Addresses"
Correspondence

Keep track of every interaction.

  • Date, Type (Mail, Phone Call)
  • Content, Result
  • Link to "Addresses"

Tip: Supplement this base with Appointments (for meetings), Notes (for quick thoughts), and Documents (for contracts and offers).

2. Customization & Extension (Custom Tables & Fields)

A standard CRM rarely fits perfectly. With our tools, you make it your system.

Practical Example: Lead Management

Want to map your sales process? Extend the Addresses table:

  1. Go to Settings > Table Definition > Addresses.
  2. Add a field "Lead Status" (Type: SELECT): New, Contacted, Offer, Won, Lost.
  3. Add a field "Potential" (Type: CURRENCY) to estimate expected revenue.
  4. Add a field "Next Step" (Type: DATE) to ensure follow-ups aren't forgotten.

3. Keeping Track (Custom Views)

Data is useless if you can't find it. Create specialized views for different tasks.

Kanban Board for Sales

Visualize your sales pipeline.

  • Create a view for Addresses.
  • Select Lead Status as the grouping field.
  • Enable the "Kanban Field" in the table definition.
  • Result: Move customers via drag & drop from "New" to "Won".
"My Open Tasks"

Start the day focused.

  • Create a view for Tasks.
  • Filter: Status != Done AND Responsible = [USER].
  • Sort: Due Date ascending.
  • Result: A list showing you exactly what needs to be done today.

4. Automation (Custom Buttons & Snippets)

Save time with intelligent workflows. Let the system work for you.

Create a button in the Projects table that:

  1. Generates a PDF offer from project data (via Custom Print Layout).
  2. Opens an email to the customer with the PDF as an attachment and personalized text.
  3. Automatically sets the project status to "Offer Sent".

Use the Button Script Generator for this.

Avoid typing effort and errors.

A small PHP snippet (validate_addresses_snippet.php) can check upon saving:

  • Is the "Salutation" field empty?
  • If "Gender" = male -> Set "Dear Mr.".
  • If "Gender" = female -> Set "Dear Ms.".

5. Analysis & Reporting (Charts & Print)

Make decisions based on data, not gut feeling.

Revenue Forecast

Create a Bar Chart on the Addresses (or Opportunities) table.

  • X-Axis: Lead Status
  • Y-Axis: Sum of "Potential"

See instantly how much revenue is in the pipeline.

Visit Report

Create a Print Layout for Appointments.

Use placeholders like {date}, {customer.company}, and {notes} to generate a clean PDF for your files or the customer with one click.

Your System Grows With You

The best part of this approach: You never reach any border. If you need a ticket system for support tomorrow, simply add a "Tickets" table and link it to Addresses. Your CRM adapts to your processes – today and in the future.