Basic Terminologies 

Zhylar Overview: Essential Features of a Modern CRM System

Introduction

Zhylar is a user-friendly, web-based CRM and CPQ platform built to make selling easier. It helps businesses work faster, with fewer mistakes, while keeping customers happy. From finding new leads to sending invoices and getting paid — Zhylar streamlines every step.

Our solution manages your entire sales lifecycle. It covers everything from the first conversation with a customer to closing the deal. We also handle sending the invoice and tracking payment.
  • For CEOs: Get real-time sales insights to make strategic decisions and grow revenue.
  • For Managers: Monitor team performance, track deals, and keep sales operations running smoothly in one place.
  • For Sales Teams: Send accurate quotes instantly, personalise offers for customers, and see a complete history of every interaction.

Zhylar also reduces errors in pricing and documentation. It ensures compliance with policies. It integrates with your existing tools for a smooth transition.

What is CRM (Customer Relationship Management)? 

CRM stands for Customer Relationship Management. It includes practices, strategies, and technologies. Companies use these to manage and analyze customer interactions and data throughout the customer life cycle. The goal of CRM is to improve business relationships with customers, aid in customer retention, and drive sales growth.

Understanding Basic Terminologies  

Basic terminologies are the foundation for understanding and using any system effectively. For first-time users, they provide a starting point to grasp core concepts. While using Zhylar, understanding these terms is vital for customization, such as adding fields or integrating with other systems. This knowledge ensures the system aligns with business needs.

Let us understand them in more detail below.

Activities  Things you or your team do, like calls, meetings, or follow-ups. Analytics Dashboards and reports that show what’s working in sales and where improvements are needed.

Automation

Actions your CRM does for you automatically, like sending an email when a deal reaches a certain stage.

Workflows

Pre-set sequences that happen automatically when conditions are met, like sending a welcome email to a new lead. They also enable processes to be more efficient since they minimize work that involves non-complex manual actions.

Fields

Bits of information in a record, like Name, Email, or Company.

Custom Fields

Extra fields you add to store information unique to your business.

Dashboards

Visual snapshots of key sales numbers and performance.

Hierarchy

The way access and visibility are set based on user roles. These are often organized in levels of record visibility. Users in lower levels of the hierarchy cannot access data. This data belongs to users in the higher levels of the hierarchy.

Roles & Permissions

Who can see or edit what inside the CRM. Roles define the functions a user can perform. Permissions determine who can act and what actions can be taken on specific data or modules.  

Stages

Steps a deal / Lead goes through in your sales pipeline.

Tasks

To-dos assigned to team members related to leads or companies.

Team Pipelines

Customisable pipelines that manage deals for the whole team.

Integrations

Links between your CRM and tools like email, social media, or accounting software.

Due Date

Date on which the payment for invoice issued to customer is due.

Companies

Businesses your contacts belong to.

Contacts

People you interact with in those companies.

Leads

People or businesses interested in your product.

Deals

Sales opportunities tracked from the first negotiation until closing.

Quotes

Estimates provided to clients highlighting the pricing for products & services

Sales Orders

Document generated to highlight product & services to be delivered to the customers

Invoice

Document generated to invoice product & services delivered to the customers

Receivables

Payment pending to be received from customer against the product & services delivered to them.

Reports

Synthesis and evaluations of data and information compilations with emphasis on determining effectiveness or physical achievement levels. These also help resolve critical issues within an organization.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Currencies

 

Getting Started with Zhylar

Introduction to Zhylar

Zhylar CRM is a sales enablement platform that helps businesses capture leads, manage deals, and automate their sales cycle. It offers tools like pipelines, Kanban views, document templates, and real-time dashboards to streamline operations. With role-based access and strong data security, it keeps teams focused and information organised.

Different users will be able to see different data based on the access given to them. The CEO will have access to all the data.

Getting Started

  • Begin by logging into your Zhylar account.
  • This is the dashboard.
  • Each user will be able to view data on the dashboard based on how much data access they have.
  • In this example, Mr. Harsh is the CEO of the organization who has complete access to all data.

Left-Hand Navigation Panel

  • The left-hand navigation pane helps user to move from module to module easily.
  • Click on the name of the module to navigate to that module.

Left-Hand Pane Modules

  1. Leads- Never lose a lead once you have stored it on Zhylar
  2. Deals- View deals in List View or Kanban View to close deals quickly and successfully
  3. Quotes- Create, send and revise Quotes to customers with ease
  4. Sales Orders- Draw up Sales Orders to move ahead with your deals
  5. Invoices- Customize documents and send out invoices for quick, efficient payments
  6. Companies- Store data for companies you work with and contacts. Get a 360-degree overview of your interaction with each company.
  7. Items- Maintain a catalogue of the products and services you offer
  8. Activities- Log activities for smooth inter and intra organization communication
  9. Reporting– Get insights and information about data processed in your system
  10. Configuration– Customize your Zhylar as per your needs

Profile + Navigation Bar

On the top-right hand corner, user can click on the initials to view profile.
  • Here, user can check their:
    • Email ID
    • Profile
    • User ID
    • Organization ID
  • You can also switch accounts by clicking on this button.

+ Shortcut Sign

  • On the header, there is a + sign serving as a shortcut for quick access to some major modules.
  • By clicking on this button, you can add new data to your system without navigating to the module.
  • This shortcut is available on the header for all pages, not just the dashboard.

Notification Bell

Check the bell icon for important activity notifications.

Feedback Button

  • Provide feedback to Zhylar. We are committed to bringing the best CRM + CPQ solutions to you, customized just for you.

More Resources

To read about each module in-depth, visit our knowledge base. To better understand how you can ace digitally with Zhylar, watch the tutorial videos.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Customer Portal

The Zhylar Customer Portal gives your clients a secure space to track their interactions with your business. Customers can view quotes, invoices, orders, and other shared records anytime without needing back-and-forth emails. This reduces manual follow-ups. It builds transparency and improves trust. This lets your team focus on closing deals instead of handling routine queries. The Customer Portal helps Zhylar users save time by letting customers access quotes, invoices, and updates directly. It improves transparency, builds trust, and makes collaboration smoother, leading to faster deal closures.

Getting Started

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Companies
  • A list of companies will open.
  • Click open the company whose user(s) you want to invite to Zhylar’s customer portal.

Inviting Customers

  • Click open the company whose users you want to invite to the customer portal.
  • Click on Invite Customers
  • Select the users you want to invite by ticking the check box.
  • Click Send Invite
  • If the user you want to invite is not yet added, go to the contacts tab and add user first.
The user will receive an invite email.
  • Once the user accepts invite, they will be asked to reset their password.
  • With their new password and email ID, user can log into the customer portal.
  • Once password is reset, log in to the portal.
  • Here, customers can check:
    • Quotes
    • Sales Orders
    • Invoices
    • Statement of accounts
Once, a customer has been invited, you can simply share the customer portal link with them for future use.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Why You Need Zhylar — Your Sales Assistant from Prospect to Payment 

In every growing business, sales teams often face the same challenges. They deal with scattered leads and disconnected systems. Missed follow-ups and endless manual work are also common issues. As business expands, so does the chaos – this is where Zhylar steps in– a powerful sales enablement CRM that unifies your entire sales process making it easier, faster, and smarter to move from prospect to payment. Zhylar isn’t just another CRM, it’s your team’s sales assistant:
  • It helps you streamline operations.
  • It enhances collaboration.
  • It allows you to close deals efficiently.
All of this is done from one centralized workspace. Whether you’re a business owner tracking business growth, a manager who is monitoring team performance, or you’re a Sales Rep chasing targets; Zhylar caters to all your needs. It is built to make every part of your sales journey smoother.

Lead management  

Capture, organize, and convert

Leads often come from multiple sources — websites, webforms, campaigns, cold calls and emails. Zhylar automatically captures and organizes these leads in one place. No more juggling spreadsheets or digging through emails. Assign leads to your team, track progress, and nurture relationships until they convert into paying customers.

Also see: Learn more about how to capture Leads with webforms on Zhylar

Deal management 

Stay in control of every opportunity

Once a lead becomes qualified, Zhylar helps you convert it into a Deal with complete visibility of its journey. Using the Deal Pipeline, you can track where each opportunity stands — from New to Closed Won. Add deal values, expected close dates, and related contacts, and Zhylar ensures nothing falls through the cracks. This structured view keeps your team focused and helps you close deals faster.

Activity and communication tracking  

All updates on your fingertips

Zhylar takes the stress out of task management. Create, assign, and monitor follow-ups, calls, and meetings directly linked to your deals. With Email Integration, every conversation is stored within the CRM, giving you a 360° view of client communication. That means no missed follow-ups, no scattered messages — just smooth, organized workflows.
https://www.youtube.com/watch?v=CaHQr5NbEsE

Quote and Invoice management  

Handle documentation with ease

Customer needs evolve, and Zhylar evolves with them. Create and revise quotes quickly, maintaining clear version control. When deals close, generate invoices instantly in your preferred currency. Keep track of payments all in one place. From quote generation to payment collection, Zhylar ensures a hassle-free experience.

Analytics and dashboards  

Turn data into decisions

With Zhylar’s interactive dashboard, you can monitor KPIs, team performance, and deal with conversions in real time. Deep reports help you identify what’s working. They show where improvements are needed enabling faster, data-driven decisions that fuel revenue growth.
Zhylar offers everything your business needs. It manages the complete sales lifecycle from the first lead to the final payment. It removes inefficiencies, improves visibility, and helps teams work smarter. If you’re ready to transform your sales operations, take action now. Accelerate revenue growth by signing up for free on Zhylar today. Let your sales take flight. Also Read

Zhylar CRM: Enhance Customer Relationships and Sales

 

Activities

What are activities in a CRM system?

In a CRM system, activities refer to all scheduled or logged interactions with customers, including tasks, events, and calls. Managing these activities helps teams stay organized. It enables them to follow up efficiently. It also ensures strong, timely communication with prospects and customers throughout the sales cycle.

Key Features

  • Centralized Tracking: All interactions in one place
  • Reminder System: Never miss follow-ups
  • Progress Monitoring: Track deal-related activities, e.g., demo meetings, follow-up calls.

Getting Started

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • From the left-hand navigation panel, click on Activities

Calendar View

  • By default, the page will take you to the Monthly overview of all activities. Some events and calls have been added for the 9th and 10th of June 2025.
  • Switch to Week or Day view to check/add weekly or daily activities from the left hand corner.

Weekly

Daily

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Web Forms General Settings Basic Terminologies  

Web Forms

Webforms in CRM are online forms that capture customer information directly into the CRM system. They accelerate lead generation by automating data entry. This reduces manual errors and ensures leads or inquiries are instantly recorded. Follow-up occurs immediately.

To create a Web Form

  • Go to Configuration from the left-hand panel
  • Click on Leads
  • Select Web forms
  • Click on + New Web Form
  • Add fields (name, email, custom questions)
  • Click Save.
  • To publish, open the form again. Click Publish.
  • Add expiry day for the form to become inactive. Or, keep the form published forever.
  • A published form cannot be deleted. It should be marked as “Archive” first.

Webform Status

Each webform will reflect a status:
  • Draft– Form not published yet.
  • Publish– Form published and active.
  • Expired– Form has reached expiry date selected by user.
  • Archive– Form moved to archive status. (irreversible action).

Track Leads Generated from Web Forms

  • To track leads generated from a certain web form, click open the form.
  • Click on View Leads
  • You will be taken to a new page.
  • The leads generated from this form will be visible to you.

Managing Web Forms

The actions related to web form and how to conduct them are as following:
  1. Edit– Click ⋮ 3 dots > Update (only if draft)
  2. Form Leads- Click ⋮ 3 dots > Check leads received from particular web form
  3. Clone– Click ⋮ 3 dots > Clone > Rename form title & Save
  4. Copy Link– Click ⋮ 3 dots > Copy Link (Embed on website or share)
  5. Archive– Click ⋮ 3 dots > Archive > Confirm (Form can be deleted)

Delete Webform

  • To delete a webform, you must first ensure that a form is either in Draft/Archived/Expired status.
  • A form presently in Publish status cannot be deleted.
  • Click ⋮ 3 dots > Mark as Archived first.
  • Once done, click ⋮ 3 dots
  • Select Delete (Irreversible action/ published forms cannot be deleted)
  • Provide confirmation
  • Your web form will be deleted.

Expired

  • Once a form has reached its expiry date, the status will reflect Expired.
  • This form can now be deleted, if required.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Managing Pipeline – Leads

What are Lead Pipelines?

In Zhylar, lead pipelines are structured workflows that track your leads from initial contact to successful conversion. You can customize stages to match your sales process, identify bottlenecks, and prioritize high-value opportunities. With our visual Kanban view, your team can easily drag and drop leads between stages. This process ensures a smooth, organized, and transparent sales journey.

Pipeline Management

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Configuration
  • Under Pipelines, select Lead Pipelines.
  • Alternately, you can also go to the Leads Module Click ⚙️.
  • You will be taken to the Leads Pipeline page.
  • This pipeline has 4 default stages added to it.
  • Users can:
    • Rename default stages
    • Add more stages to the pipelines
    • Edit name of the stages
    • Shuffle positions of the stages added.
    • Delete stages added by the user.
  • Users cannot:
    • Users cannot delete default stages.
    • Shuffle positions of default stages

Add New Stage

  • To add new stage, click on + Add Stage
  • A box will open.
  • Name the stage.
  • Click Add Stage.

Update Stage

To update a stage,
  • Click on the yellow pencil.
  • Make changes.
  • Click Update Stage/Update and Close.

Shuffle Stages

  • Users can shuffle stages via drag-and-drop method. This is applicable only for added stages. Default stages cannot be shuffled.
  • Stages that can be shuffled will be indicated by 2-way facing arrows.
  • Default stages cannot be moved.

Delete Stage

  • User can delete only added stages. Default stages cannot be deleted.
  • To delete, click on the red bin icon.
  • You will be asked to move leads in that stage to another stage before deletion.
  • Transfer leads in that stage to another stage.
  • Click Delete Stage.
  • The stage will be deleted.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

Also Read

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Deals

What is a Deal?

In CRM, a deal is a sales opportunity — a chance to sell your product or service and earn revenue. A deal record stores key details like:
  • Deal value (how much it’s worth)
  • Expected close date (when you aim to win it)
  • Linked contacts (people you’re selling to)
  • Products or services offered
Tracking deals in the CRM helps sales teams stay organized. It ensures they follow up on time. It also moves opportunities forward until they’re won or lost.

What is a Deal Pipeline?

In Zhylar, a deal pipeline is a visual framework. It maps each stage of your sales process, from opportunity creation to closure. Pipeline management empowers you to track progress, identify stalled deals, and forecast revenue accurately.

Deals View

When viewing the deals added to the system, the list will show deals in one particular pipeline at a time.
  • Switch between pipelines to check deals.
  • Click on Filters
  • Select Pipeline
  • Select the required pipeline

Kanban View

  1. Visual Pipeline Tracking – See deal stages at a glance with color-coded cards
  2. Drag-and-Drop Simplicity – Move deals between stages instantly
  3. Quick Status Checks – Identify bottlenecks or stalled deals visually

List View

Switch to list view if required.
  1. Detailed Data Overview – View all deal info (value, dates, contacts) in one table
  2. Sorting & Filtering – Organize by amount, close date, or custom fields

Add New Deal

There are three ways to add a new deal to Zhylar.

Shortcut

  • Click + New Deal (top-right)
  • Fill details
  • Click Add Deal

Deals Module

  • Go to Dashboard
  • From the left-hand panel, go to Deals
  • Click + New Deal
  • Fill details.
  • Save.

From Companies

  • From the left-hand panel, go to Companies
  • Go to Company Details
  • Click on the Deals tab
  • Select + New Deal

Deal Details

Deal Actions

When you click open a deal, you can;
  • View deal details
  • Edit deal– Make required changes
  • Email deal– The deal can be mailed to client
  • View Company– Get a wholistic view of the company linked to this deal with one click.
  • Create Quote– Generate a quote for this deal
  • Create SO– Create a sales order from this deal
  • Create Invoice- Generate an invoice for this deal

Deal PDF View

For any deal, you can track the following:
  • Details- Details of the deal
  • Activities– Tasks, calls, events- Add/Edit activities
  • Notes– Add and/ or check notes
  • Emails– Send and check emails related to the deal
  • Items– Details of the items added to the deal
  • Documents- See all documents associated with this deal
  • Files– Any attachments added to the deal
  • History- A record audit of the deal
Stages- Check if and how the deal has moved stages within the pipeline.

Deal Management

View Deal

  • Click ⋮ 3 dots
  • Select View
  • The deal details will be visible.

Update Deal

  • Click ⋮ 3 dots
  • Select Update.
  • Make required changes.
  • Save.

Clone Deal

  • Click ⋮ 3 dots
  • Select Clone

Delete Deal

  • Click ⋮ 3 dots
  • Selecy Delete
  • Provide confirmation.
  • Deal deleted successfully.

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Tasks

In a CRM system like Zhylar, tasks are activities or to-dos. They are linked to leads, deals, or contacts. These tasks help teams stay on top of their sales process. Tasks can include follow-up calls, meetings, sending proposals, or reminders for payment collection. They ensure accountability. They prevent missed opportunities. They keep every team member aligned by clearly defining what needs to be done, by whom, and by when.

Getting Started

  • Move to Task
  • Here, you can find a list of all Tasks added to the system.

Add New Task

  • A task can be added by moving to the Tasks panel.
  • Click on +New Task
  • Fill details.
  • You must give the task a name, assign an owner and set a due date. These fields are mandatory.
  • Set to repeat if required.
  • Set reminder if required.
  • Click Save.

Filter Tasks

You can filter tasks for easy search by clicking on the Filters button.
  • For example, owner filter is selected. Under which, user Jaccob Blue is selected.
  • Now, you will only see tasks whose owner Jaccob Blue is.

Managing Tasks

View Task

  • To check the details of any activity, click ⋮ 3 dots
  • Select View.
  • The details will be visible to you.

Update Task

  • Click ⋮ 3 dots
  • Select Update
  • Make changes.
  • Click Save.

Delete Task

  • Click ⋮ 3 dots
  • Select Delete
  • Provide confirmation.
  • Your task will be deleted successfully.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

Also Read

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Leads

What is a Lead in a CRM system?

A lead is a potential customer who has expressed interest but isn’t yet qualified as a sales opportunity. Leads are the starting point of the sales cycle. They must be carefully evaluated. This evaluation determines their likelihood of converting into deals. Through leads, teams can prioritize high-value prospects.

Viewing Leads in Zhylar

Kanban View (Default)

  • Visual drag-and-drop interface
  • Leads grouped by status (e.g., New, Contacted, Qualified)
  • Quick actions (hover over a lead card).
  • Move leads from one status to another.

List View

Here, you can find a list of all the leads entered in the system.
  • Table format with all lead details
  • Sort & filter (e.g., by date, name, status)

Viewing Leads from Company Module

The leads of a specific company can be viewed from their own profile.
  • From the left-hand panel, select Company
  • Click on Leads tab
  • The leads against this company will be listed for you.

Customizing the Lead Pipeline

You can customize Lead Pipelines in 2 ways:
  • From the Leads Module Click ⚙️. Or,
  • Go to Configuration and click on Lead Pipeline
  • User can Add or Rename the stages here.
  • Users can also change the order of the stages by clicking on the stage name.
  • Update the stage name or click on the two-way faced arrows to shuffle stage positioning.

New Leads

There are two ways to manually add new leads in the system

Option 1: From Leads Module

  • Click “+ New Lead”
  • Fill in required data
  • Save

Option 2 : Shortcut (+) Icon from header

  • A new lead can also be added by clicking the + sign next to the profile.
  • All following steps remain the same.

Managing Existing Leads

Updating Lead Details

  • Find lead (search or filter)
  • Only open leads can be updated. Leads marked “converted” cannot be edited.
  • Click ⋮ 3 dots
  • Select Update
  • Make changes
  • Click Save

Convert Lead

To change a lead’s status to “convert“

  • Click ⋮ 3 dots > View
  • Select Convert
  • One or more of the following actions must be done:
    • The Lead must be linked to a company (existing company or create new) with the data provided.
  • Add Deal Revenue and Deal Closing Date.
  • The Lead will then be converted to a Deal.
  • Once done, the lead will not be visible in all open leads view.
  • This will also help in sorting/searching leads.
Cloning a Lead
  • Click ⋮ 3 dots
  • Select Clone
  • A side sheet will open.
  • Add/Update details or Save Lead
  • A lead can be cloned at any stage.

Deleting a Lead

  • Click ⋮ 3 dots
  • Select Delete
  • Lead can be deleted at any stage
  • Confirm (action cannot be undone)

Leads Activities

  • To view Activities to a Lead, click on View.
  • A new page will open.
  • Here, there are several activity tabs.

Details

Here, you can find the details of the lead.

Activities

  • You will find a list of Activities related to the lead.
  • You can also add Activities and Calls from here directly.

Notes

  • You will find a list of Notes related to the lead.
  • You can also add Notes from here directly.

Emails

  • All E-mails sent vis-a-vis this Lead will be visible here.
  • You can also send new E-mails from here directly.
Files
  • All Files attached to this Lead will be visible here.
  • You can also attach new Files from here directly.

History

  • Check the timeline of the Lead under the History tab.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

Also Read

Units of Measurement General Settings Currencies