WHMCS is a web collaboration tool that allows multiple team members to post information about their projects online. This includes notes, status updates, file attachments, files, attachments, wikis… You can basically anything you want to share with the entire team while keeping the feature you want to use privately. Let’s explore how to set up your first WHMCS instance.
Log into your WHMCS and then navigate to Setup/Variable Codes/Customer Fields and select the “Add Items” link from the top menu. Next, you will have to click +create a new group and give the new group a unique name, then select a template and create a headline, body and attach a tagline if you so desire. Choose an ordered workflow option, then create an order form and ensure all the appropriate payment gateways are selected, then select Save Changes.
In the “admins” page of your whmcs admin area, next add the following items: Custom Fields/IDs, Product Information/Tags, Department Identification, department description, department priority, department name, about a product, and about a company. These fields will be used in the following dialogues when creating and editing documents, as well as in the customer relations section of your WHMCS.
The important things to remember about these custom fields are that you should provide a meaningful description for each field and that you should avoid using spaces or commas. Be careful about the order of the tags, as there are a few different types and formatting options available.
Next, navigate to the section where you can select the “Upgrades” tab. Once you have chosen an upgrade, the next section lets you perform the necessary configuration. You will find several different product upgrade selections, with the most common being Sales Order Management and Inventory Optimization. The product options available in this section let you perform upgrades for multiple products within a single hierarchy.
In addition to the product upgrade selections, the next tab in the order form allows you to configure Sales Order Management. If you have enabled Sales Order Management, you will see a drop-down menu below the custom fields. Each of the drop-down menus corresponds to a product type, with the most common choices being Sales Order, General ledger, Payroll, and Inventory. There are also sub-categories, which include multiple destination states, shipping methods, inventory tracking, and recurring orders. You can use either the drop-down menu or the custom fields to switch from one product type to another or to specify which source entities are allowed to connect with which destination.
The last section of the order form, called the welcome email, contains several options for addressing your customers after they submit their information. The first option is the “Thank You” page, which may be used for any number of things, from providing a personal welcome message to sending a follow-up notice. If you use a generic welcome email address for all of your clients, it can help your business connect with hundreds of other potential clients, creating a valuable customer database.
To use the WhmCS system in conjunction with the welcome email generated by the WhmCS software, you will need to set up automated setup tasks. These tasks can be scheduled to run on a daily, weekly, or monthly basis. The easiest way to schedule these tasks is to create a template in WhmCS and save that template as an attachment to an email that your employees can download and fill out at the end of each workday. They can then log into the template’s setting panel, scroll through a checklist of pre-determined tasks, and then click “start.”
After your employees complete their usual workdays, they can log back into their WhmCS email template to see when the next task is available. If the task doesn’t appear, it doesn’t mean that it won’t be available that day; it just means that it hasn’t been programmed into the automatic terminator.
If the task does appear, however, your customer may be better off not logging in to receive the offer free, because otherwise they may decide that it isn’t worth the minimal investment that is required to use WhmCS. If you are set up to automatically terminate new incoming email cycles after set intervals, you can set the setting to automatically terminate all outgoing email chains. This frees up your staff to deal with real customers.