A Visual Walkthrough of the Ivorey™ CRM

Looking to streamline your client relationships and keep everything organised in one place? This guide will walk you through the CRM inside your Ivorey™ platform - from contact management and tasks to appointments, notes, documents, and messaging. It's everything you need to stay on top of your client relationships without anything slipping through the cracks.

Getting Started with the CRM

The CRM inside Ivorey™ gives you a complete view of every interaction your clients have with your brand. You can track conversations, assign tasks, book appointments, share documents, and review their payment history - without leaving their client file!

Whether you're managing leads, onboarding new clients, or keeping track of long-term relationships, the CRM makes it easy to stay connected and in control.

What You Can See in a Contact File:

Each contact profile includes a holistic view of the client journey, including:

Messages and DMs from Instagram, Facebook, and email
Tags (e.g. lead, client, VIP)
Opt-in history (e.g. freebie downloads, email sequences)
Courses and communities they have access to
Booked or cancelled appointments
Document history and client portal access
Payments, invoices, and subscriptions
Internal activity logs

You can also:

Send emails, SMS, or Instagram DMs
Use pre-written templates with snippets
Leave internal notes for your team
Create, assign, and track tasks

Activity Log

The activity log gives a full history of every interaction with that contact: from form submissions and course enrollments to appointments and email deliveries. You can even see whether a confirmation email has been read or not.

Notes & Internal Communication

Leave time-stamped notes on a client profile to keep your team aligned. Whether you're flagging a sensitive issue or sharing a status update on a proposal, these notes help ensure continuity and clarity.

Tasks

Use the Tasks feature to:

Create reminders and follow-ups
Assign tasks to yourself or your team
Track task status (pending, complete, overdue)
Link tasks directly to contacts
Edit task details and deadlines on the fly

No more sticky notes or forgotten follow-ups - everything is housed in one simple dashboard.

Appointments

See upcoming, confirmed, and cancelled appointments at a glance. You can also:

Create appointments on behalf of your client after a call
Track the appointment status
Log follow-up notes

Documents

Easily manage any shared files:

View documents sent and received
Track document status (e.g. signed, pending)
Connect with your client portal for seamless sharing

Payments & Subscriptions

From inside the CRM, you can:

View all transactions, invoices, and payment history
Track active subscriptions
Spot upcoming or overdue invoices quickly

Pipelines & Opportunities

Use pipelines to map and manage your client journey. You can:

Add a contact to a sales or onboarding pipeline
Track each stage of the journey (e.g. Inquiry, Discovery Call, Proposal Sent)
Assign pipeline steps to team members
Stay on top of conversion milestones

Unified Inbox & Messaging

While the CRM gives you deep visibility into one contact, the Unified Inbox gives you a bird's-eye view of all conversations. From here you can:

Manage DMs, emails, and Facebook messages in one place
Send quick responses using saved snippets
Set tasks or create opportunities based on incoming inquiries
Ensure no message is left unanswered

Why It Matters

With the CRM, you no longer need to chase details across multiple platforms or worry about missing something important. Every step of your client experience is documented, visible, and actionable — helping you and your team stay efficient, responsive, and high-touch at scale.

Your Next Step

Jump into your CRM dashboard now and explore a contact profile. You’ll see just how much clarity and control it brings to your day-to-day operations.

FAQs

How can I add a new contact manually?

Click “Add Contact” in your CRM dashboard and enter their details, including name, email, phone number, and any relevant tags or notes.

How do I merge duplicate contacts?

Go to the contact list, select the duplicate entries, and choose “Merge Contacts” from the actions menu. You’ll be able to review and confirm which data to keep before finalising the merge. Note this is irreversible so use caution

How can I see what tags a contact has?

Open the contact’s profile and scroll to the “Tags” section on the left. You’ll see a full list of applied tags, which you can edit or remove at any time.

Can I bulk tag multiple contacts at once?

Yes! From your contact list, select the contacts you want to tag, click “Bulk Actions,” and choose “Apply Tag.”

Can I link a task to a specific contact?

Absolutely - when creating or editing a task, link it to a contact so it appears in both the task dashboard and their contact file.

How do I add a contact to a workflow?

From the contact profile, click “Actions” and select “Add to Workflow.” Choose the automation you want to enrol them in.

How do I remove a contact from a workflow?

Open the contact’s profile, navigate to the “Automation” tab, and select “Remove from Workflow” next to the relevant automation.

Can I see which workflows a contact is currently in?

Yes - check the “Automation” tab in the contact profile to view all active and completed workflows tied to that contact.

Can I book an appointment on behalf of a client?

Yes! From the CRM or calendar dashboard, select “Create Appointment,” choose the client, time, and service, then save it.

How do I view cancelled appointments?

Go to the Appointments tab and filter by “Cancelled” to see all past and upcoming cancelled bookings.

Where do I upload a document to share with a client?

Open the contact profile and head to the “Documents” section to upload a file directly. This will also sync with their client portal.

Can I track whether a document has been viewed or signed?

Yes - the document status will show whether it's been opened, signed, or is still pending.

How can I view a client’s payment history?

Head to their contact profile and open the “Payments” tab for a full transaction history, including invoices and subscriptions.

How can I cancel or update a client’s subscription?

From the “Payments” section, select the subscription and choose “Cancel” or “Edit Subscription Details.”

Can I send a message to a client directly from the CRM?

Yes - use the messaging options inside their contact profile to send email, SMS, WhatsApp, Instagram or FB DMs depending on what you and they have connected.