Using your website CRM

A guide to using your CRM to manage GDPR and customer data settings
 

Your website CRM allows you to view and manage the personal data from your user/custom accounts. The primary role of your CRM is to view the data you currently hold on your users, including their contact information and privacy/marketing preferences.

If you have not yet read the article on GDPR and your website requirements, we suggest you do that first by clicking here.


Important:

Before using your CRM to contact your existing customers, please ensure that you have updated your Privacy Policy and that all of the forms on your website have the necessary updates completed with relevant consent tick boxes to ensure that all existing and future users will be directed to the correct and compliant resources.

If you have not yet done this, please click here to find out how. 


Getting started with your CRM

On the first use of your CRM to ensure that all of your existing customers have the opportunity to give consent for you holding their data (or are able to opt to be forgotten and removed from your database) we recommend that you take a full download of your database to CSV.


1) To get started, first log in to your website and go to your Users tab on the main menu.

Once here select CRM from your list and you will be taken to your table of existing customers.


CRM-Tab.jpg


2) On this screen you will see a full list of all of the existing users for which you hold data on your website. If you are a brochure site that does not have user accounts, you will not have any accounts in here other than admin users and Watman Worth admin accounts. If this is the case, you will only need to contact customers for whom you hold data off site or by other means. 

If you are an ecommerce or directory based/specialist site you will have a number of user accounts in here. You will see an overview of basic contact information. 

- Trading name which is created from their username on your website.

- Email

- PPA (whether they have accepted your Privacy Policy or not

- Name

- Address

- Controls (allows you to manually edit the details or delete the data completely from your records)


CRM-data.PNG 

3) Once you have contacted your users and directed them to confirm/update/remove their details, this will all be automatically updated in your CRM as they action the relevant options. Any future users on your website will complete these details upon registration to your website. They can then modify these and update them via their user account area at any time.


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4) The first step you will need to take is to email all of your database, providing them with their unique links to confirm, update or remove their data. To enable you to do this we have provided a download facility in the CRM. On the right hand side you will see the option to EXPORT your database to a CSV file.


5) In your download of the CSV, you will see a range of columns containing the existing information for each user. Each user also has a link for;


"PPA-link" - this will take them to your website to a screen where they can view and accept your up to date Privacy Policy. From there they can edit their marketing preferences.


"Edit Link" - this will take users direct to edit their marketing preferences as well as Privacy Policy.


"Forget Me Link" - This will give users the option to delete all of their stored information on your website.


Each user has their own unique link which you can email to them. You will have received an email from Watman Worth that demonstrates this feature. You can do individual emails or use a platform such as Mailchimp to produce an email template and bulk email your database - this is what we opted for.


6) If you are emailing users individually, you simply write your email and copy and paste their individual links into your email, explaining the purpose of each link.


7) If you are opting to do a bulk email campaign using Mailchimp or similar, you can upload the csv, including the link columns and merge the links and user data into the email as required, creating a custom list from the CSV contacts.



 

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Related Guides & Resources

Training Department

Here you will find a selection of guides and resources to help you manage and update your website. 

GDPR Website Updates (A step by step guide)

A quick guide to getting your website ready for GDPR
25/04/2018