Audience: CEO, Owner, Manager, IT Administrator
Read Time: 5 Minutes

This article describes the FASTTRAK Zoho CRM Lead/Quote/Book integration available between FASTTRAK and Zoho CRM.

This document is part of a documentation set. Clickable links will be available at the top of each document.

• Zoho CRM Integration Overview
• Setup FASTTRAK access to Zoho CRM
• Synchronize FASTTRAK profiles into Zoho CRM
• CRM Lead/Quote/Book Process  (this document)

TABLE OF CONTENTS

• Overview
• Setup and Configuration
• Booking Profiles

Overview

FASTTRAK now allows you to automatically add new Leads and Deals into Zoho CRM based on actions from InVision, Ultimate, Customer Portal and the Partner API.

The following actions are available:

• New Information Request from the Customer Portal adds new Lead to Zoho CRM (Customer Portal & Portal API)
  
• New Quote adds new Deal to Zoho CRM (InVision/Ultimate/Customer Portal/Partner API & Portal API)

In addition, FASTTRAK provides new Booking Page customization options to allow for users to book/confirm a trip via a simple customizable web link. These web links can be created and configured using Booking Profiles, available within System Settings. 

Customize options for Booking Pages includes:

• Ability to customize Operator Information and Marketing Messages
• Ability to show/hide trip information on booking page 
• Ability to set a specific status upon booking (flip to booked)
• Ability to auto-close Deal (won) in Zoho CRM
• Ability to collect a user signature and store within the reservation (tbd)

Setup and Configuration

Setup is completed within the System Settings area of Ultimate or InVision.

Note: You must have completed the Authentication setup prior to this step. See the setup guide link at the top of this article.

All settings in support of the Zoho CRM Leads process are contained in the red box above. These settings will be described below.

Enable Contact Us Workflow to CRM Lead

If enabled, all Contact Us form submissions from the FASTTRAK Customer Portal will be pushed to Zoho CRM with the Contact Us Lead Target Status as specified.

The Contact Us form is available to users on your Customer Portal. When submitted, no quote or trip information is available. The Lead will contain basic information as entered in the Contact Us form (example below). 

Enable Request Information Workflow to CRM Deal

If enabled, all Request Information submissions from the FASTTRAK Customer Portal will be pushed to Zoho CRM with the Request Info Deal Target Stage as specified.

The Request Information option is turned on in general Customer Portal settings. Once enabled, invalid search results (no pricing available for requested trip) will provide an option to complete the booking as a Quote. This Quote is saved into your FASTTRAK database with no pricing. It is this quote information that is pushed into Zoho CRM as a deal.

Enable New Quote Workflow to CRM Deal

If enabled, all Quotes submitted from the Customer Portal, InVision and Ultimate will be pushed to Zoho CRM with the New Quote Deal Target Stage as specified.

The Save as Quote option is turned on in general Customer Portal settings. Once enabled, users will have this option on the Trip Summary page. When saving the trip as a quote, the trip is saved into your FASTTRAK database with full pricing information as described in the portal. 

The trip information is pushed to Zoho CRM as a deal.

Set Deal Closing Date to XX days after deal creation (or scheduled Pick-up, if sooner)

Deals within Zoho CRM have a closing date. This closing date is helpful to automate activities and notifications within Zoho CRM. This settings drives how the Closing date is set.

See the examples below with a closing date setting of 14 days.

Example 1: If the deal is created October 1 and the Scheduled Pick-up is October 10th, the closing date would be set to October 10th since it is sooner than October 14th.

Example 2: If the deal is created October 1 and the Scheduled Pick-up is October 30th, the closing date would be set to October 14th since 14 days of Deal creation is sooner than the pick-up date of October 30th.

Deal Won Target Stage

When a quote is booked via the FASTTRAK Booking Page, the corresponding deal in Zoho CRM will be moved to the target stage.

Deal Lost Target Stage

This setting is currently not used as FASTTRAK is not managing lost Deals. Instead, it is expected that the operator 's Zoho CRM workflow would accommodate this stage change via the closing date config.

Booking Profiles

Booking pages allow operators the ability to use a simplified booking link in activates and notifications within Zoho CRM. It is up to the operator to choose how to use these links. However, a simple process is to include this link in automated Zoho CRM activities/notifications allowing for end-customers to book an existing trip directly 

Please see this guide for details on Booking Profile Configuration.