ZippCRM
Training Manual

Open the ZippCRM URL shared by your Admin

Open the exact address your team uses for ZippCRM. Many teams use an internal URL or a local server address. Use Chrome or Edge if possible.

Enter your full email address

Type the same email address that Admin used when your user was created. Do not use a short username or nickname.

Enter your password and click Sign In

If this is your first login, use the temporary password given by Admin. If the password is wrong, check case, spacing, and Caps Lock before assuming the account is broken.

Enter the 6-digit code if two-factor authentication is enabled

Open your authenticator app and type the current code. If the code is rejected, wait for the next code to appear and try again.

Click "Leads" in the left sidebar

This opens the Leads list view.

Click "+ New Lead"

A slide-in form opens on the right side of the screen.

Fill in the lead details

Enter: Company Name, Contact Name, Email, Phone, Enquiry Type (RBI / SEBI / IRDAI / Other), Estimated Value, and a brief description of the requirement.

Set the Lead Stage

Choose from New → Contacted → Qualified → Proposal Sent → Won / Lost. Start with New.

Click "Create Lead"

The lead is saved and appears in the Leads list. You will receive a confirmation.

Open the lead record

Click on the lead name in the list to open its detail panel.

Change stage to "Won"

Use the Stage dropdown and select Won. Add a note about what was agreed.

Click "Convert to Client"

This creates a new Client record and pre-fills it with the lead information. You will be taken directly to the new client record.

Open the Client record → Portal Access tab

Click the "Portal Access" tab in the client detail view.

Click "+ Create Portal User"

Select a contact from the dropdown (contacts must be added first) and set a temporary password.

Share credentials with the client

Use the "Send Welcome Email" button to automatically email the portal URL and login details. Or share them manually.

Open Mission Control and find "Launch a regulatory project"

Project creation starts from the launch panel on Mission Control. This is where the system asks for client, workflow, owner, billing, and due date.

Select Client and Workflow Template

Choose the legal entity first, then the workflow template. The workflow template controls the project type, stage structure, and task logic.

Check the auto-generated Project Name and link the lead if applicable

The project name is built from the client and workflow. If the project came from a lead, select it in Linked lead. Otherwise leave it blank.

Select the Project Manager and fill billing details

Choose the accountable owner. Then select the billing model tiles and complete the billing breakdown so the total contract value calculates correctly.

Set Due Date, add Internal Summary, and click Create Project

Use the summary to record scope notes, risk notes, or important context for the team.

Open the project and review the current stage

Check the stage pills, current task lines, and the mandatory evidence checklist before trying to move the project.

Complete or verify the required checklist items

If the current stage is not ready, the advance button may stay blocked. Reviewers can verify checklist items from the project detail screen.

Click Advance to next stage or Request stage advance

The exact button depends on whether maker-checker is enabled. Some teams move stages directly; others require checker approval first.

Wait for the result message and refresh if needed

If the move is immediate, the project advances. If maker-checker is enabled, the request waits for a checker to approve or reject it.

Open a project task

Navigate to the project, find the task you want to assign, and click it to open the detail panel.

Click "Assign To"

Select the team member or team from the dropdown. You can also assign to a team slug (e.g., compliance-team) for shared ownership.

Set due date and priority

Choose the due date and priority (Low / Medium / High / Critical). Critical tasks trigger immediate notifications.

Add instructions

Write clear instructions in the Notes field. The assignee can see this in their Service Desk queue.

Click "Save Assignment"

The assignee receives an in-app notification and (if configured) an email alert.

Go to Service Desk → "My Tasks"

Your assigned tasks appear here sorted by due date. Overdue tasks show in red.

Click the task and update status to "In Progress"

This logs your start time and notifies the project manager.

Upload evidence or add notes

Attach supporting documents (PDFs, Excel, scanned certificates) directly to the task. Add a completion note summarising what was done.

Mark as "Completed"

The project manager is notified. If maker-checker is enabled, they must approve before the task is officially closed.

Go to Deal Pipeline → "+ New Deal"

Click the Deal Pipeline item in the left sidebar, then "+ New Deal".

Fill in deal details

Enter: Deal Name, Deal Type (NBFC Takeover / M&A Advisory / etc.), linked Client, Assigned Manager, and Deal Value (₹ Cr). The system auto-seeds activity templates for your deal type.

Click "Create Deal"

The deal appears in the Kanban swimlane view at the "SLA Signed" stage with all activities pre-populated.

Open the deal → Documents tab

Click the deal card in the pipeline, then click the Documents tab (📁) in the detail panel.

Fill in document details

Select the Stage (e.g., due_diligence), Document Type (e.g., DD Report), enter the File Name, and paste the file URL or storage path.

Click "+ Attach"

The document appears in the vault grouped by stage. If you mark a document as type SLA or NDA, the deal's SLA/NDA shortcut URL is automatically updated.

Open the deal → RBI Comms tab (🏛)

Switch to the RBI Comms tab in the deal detail panel.

Select the Communication Type

Choose from: RBI Query, Our Response, RBI Letter/Notice, Hearing/Meeting, Approval Document, Rejection/Objection, or Internal Note.

Enter date, subject, and details

Set the communication date, subject line, and a summary of the content. Paste the document URL if you have a scanned letter.

Set a follow-up date (if required)

If RBI has given a deadline for response, set the follow-up date. A reminder will appear in Risk Alerts when the date approaches.

Click "+ Log" and mark done when resolved

Once the follow-up is actioned, click "Mark Done" on the comm entry. Green = resolved, amber = pending follow-up.

Open the deal → Fit & Proper tab (✅)

Click "+ Add Person" for each director/shareholder

Select the person type (Proposed Director / Existing Director / Buyer Shareholder / Seller Shareholder / KMP). Enter Name, DIN, PAN, and Net Worth (₹ Cr).

Update Fit & Proper status as it progresses

Use the status dropdown: Pending → Under Review → Cleared / Flagged. Tick CKYC Submitted and Board Resolution checkboxes as they are completed.

All persons cleared = green confirmation banner

Once every person shows "Cleared", a green banner confirms you can proceed with the RBI application.

Go to Regulatory Library → "+ New Document"

Select the category: RBI Circular / SEBI SCORES / IRDAI Guideline / Internal Policy / Compliance Checklist.

Fill in document metadata

Enter: Title, Regulator, Effective Date, Summary, and either paste the content or attach a PDF link.

Submit for Review

Save as Draft, then click "Submit for Review". A Compliance Manager receives a notification to review.

Compliance Manager approves and publishes

After review, the document is Approved then Published. Published documents are visible to all users and client portal users (if marked as client-visible).

Go to Ops Center → Scheduled Reports → "+ New Report"

Choose report type and frequency

Options: Compliance Health Summary, SLA Breach Report, Upcoming Deadlines, Project Status Dashboard. Frequency: Weekly (Mondays 9 AM) or Monthly (1st of month).

Set recipients

Enter comma-separated email addresses. You can include internal staff and client contacts.

Click Save and use "Send Now" to test

The "Send Now" button delivers the report immediately so you can verify the format before the first scheduled run.

Open the portal URL in your browser

Your consulting firm will provide the URL (e.g., https://portal.yourfirm.com). Use Chrome or Edge.

Enter your email and password

Use the credentials sent to you by your consulting firm. If you haven't received them, contact your relationship manager.

Open Documents or the relevant project

If the request is tied to a project, the easiest path is often My Projects → open project → review pending document requests.

Read the request title and notes carefully

Clients should confirm the exact document name, period, and format before uploading anything. If the request is unclear, they should raise a query instead of guessing.

Select the file and add notes only if needed

Use the notes field to explain gaps, versions, or special context. Do not use notes to replace the actual file.

Submit the upload and check status

Once submitted, the internal team sees the document for review. Clients should wait for review instead of sending the same file by email as well.

Open Admin and stay on the Users tab

Click + Create User to open the backend user form.

Fill Full name, Email, Role, and Team

The email must be unique. Choose the real working role, not the easiest role. Add a team if the user belongs to an operating team.

Set password, status, and team-manager flag if needed

You can provide a temporary password or leave it blank if the system should generate one. Set the user to active only when they should be allowed to log in.

Click Create Backend User and record the result

If ZippCRM generates a temporary password, copy it and share it securely with the user.

Open My MFA Settings

From Admin, users can use the My MFA Settings panel and click Enrol / Re-enrol.

Scan the QR code using an authenticator app

Use Google Authenticator, Microsoft Authenticator, Authy, or another TOTP app.

Enter the current code to confirm enrolment

Type the 6-digit code shown in the app to complete setup.

Test the next login if your firm enforces MFA

If MFA enforcement is enabled in company settings, the user will need a code on every login.