The GC Practice CRM is a self-hosted field sales and event funnel system built around geographic prospecting — finding businesses in a specific area, visiting them face to face, and moving the best through to event attendance and client conversion.
| Domain | Purpose | Location |
|---|---|---|
| tools.gracor.org | CRM tools — login required | /home/gracoror/crmtools |
| events.gracor.org | Public event watch & RSVP pages | /home/gracoror/eventsite |
| Database | SQLite — all CRM data | /home/gracoror/ncdata/crm/crm.db |
Login at tools.gracor.org/login.php — shared team account. Tick "Keep me signed in for 30 days" to stay logged in.
| Tool | URL | Nav |
|---|---|---|
| Dashboard | tools.gracor.org/dashboard.php | Primary |
| Maps Scraper | tools.gracor.org/hybrid_scraper.php | Primary |
| Route Planner | tools.gracor.org/route_planner.php | Primary |
| AI Enrichment | tools.gracor.org/ai_enrich.php | Primary |
| Events | tools.gracor.org/events.php | Primary |
| CH Scraper | tools.gracor.org/ch_scraper.php | Advanced ▾ |
| QR Codes | tools.gracor.org/qr_generator.php | Advanced ▾ |
| Outreach | tools.gracor.org/outreach.php | Advanced ▾ |
| Videos | tools.gracor.org/video_manager.php | Advanced ▾ |
| # | Step | What to do | Tool |
|---|---|---|---|
| 1 | Find | Maps Scraper → search by location (postcode or estate name) or trade category. Tick good prospects and add to route basket. Repeat for 2–3 areas. | Maps Scraper |
| 2 | Enhance | AI Enrichment → tick leads to process → Enrich Selected. Review scores — 7+ are priority. Open lead cards and check websites. | AI Enrichment |
| 3 | Select | Dashboard → table view → filter by Prospect stage. Open lead cards. Disqualify anything unsuitable. Score override if AI is wrong. | Dashboard |
| 4 | Route | Route Planner → review basket → enter start postcode → Plan route → Print PDF. | Route Planner |
| 5 | Visit | Follow the route. Make handwritten notes on the PDF — who you met, reaction, next step. | Printed PDF |
| 6 | Log | Dashboard → find each visited company → open lead card → set Rep Rating (0–5) → add visit notes → set visit stage. Hot leads (4–5) → assign to next event. | Dashboard |
| 7 | Event work | Events → open current event → Board 1 → move leads through pre-event stages → Karen calls Registered leads for Mini Q. | Events |
All leads move through a single unified funnel across 18 stages. The funnel is split across two boards inside Events. The Dashboard shows overall counts via the funnel pills at the top.
| Stage | Meaning | Next action |
|---|---|---|
| Prospect | In the database — not yet contacted for event | Enrich and review. Move to To Register when ready to contact. |
| To Register | Being contacted / persuaded to register for event | Karen or rep calling/visiting. Move on when outcome is clear. |
| Registered | Confirmed attending — verbal or email commitment | Book Mini Q call. Move to Min Q Completed after call. |
| Min Q Completed | Post-registration Mini Telephone Q done by Karen | Move to Declined if no, or Postcard Sent to begin physical mail sequence. |
| Declined | Said no to this event | Rep rating 3 = try again next cycle. Set follow-up 6mth. |
| Postcard Sent | Physical postcard sent to confirmed lead | Follow with formal letter and ticket → Letter & Ticket. |
| Letter & Ticket | Formal letter and physical ticket sent — final confirmation | Send digital QR confirmation → E Ticket Sent. |
| E Ticket Sent | Digital confirmation and QR ticket sent | Await event day. Move to Attended or No Show after the event. |
| Stage | Meaning | Diary date |
|---|---|---|
| Attended | Came on the day — promoted from Board 1 | — |
| No Show | Registered but didn't come | — |
| Step 6 Booked | Post-event follow-up call scheduled | Date + time (diary) |
| Step 6 Done | Follow-up call completed | — |
| Main Q Due | Full questionnaire sent — awaiting return | Date + time (diary) |
| Diag Booked | Discovery / diagnosis meeting scheduled | Date + time (diary) |
| Client | Converted — paying client | — |
| Ex-Client | Was a client — engagement ended | Date recorded MM/YYYY |
| NFA | No Further Action — not disqualified, just done for now | — |
| Follow-up 6mth | Re-approach in approximately 6 months | — |
The Kanban has moved out of the dashboard and into Events. The dashboard is now a prospecting and lead review tool — finding, enriching and selecting leads for your route and event pipeline.
Click Manage event → from the event card to open the event view. Four tabs:
| Tab | Purpose |
|---|---|
| Board 1 — Pre-event | Kanban with 8 pre-event columns. Drag or open cards to move leads through. Shows Mini Q completion indicator (✓Q) on cards. |
| Board 2 — Post-event | Kanban with 10 post-event columns. Date/time shown on Step 6 Booked, Main Q Due and Diag Booked cards. |
| + Add leads | All CRM leads not yet in this event, latest added first. Tick and Add Selected. Adds to Prospect column on Board 1. |
| Event details | Event name, venue, date, time, max guests, notes. |
Above both Kanbans, clickable pills show the count at each stage with a conversion percentage. Click any pill to open a full list of all leads at that stage — each row is clickable to open the lead card.
Karen calls each Registered lead after they confirm attendance. The Mini Q is recorded in the lead card inside Events. Saving it advances the stage to Min Q Completed automatically.
| Question | What to record | Notes |
|---|---|---|
| Q1 — How many people in your team? | Number | Total headcount including part-time |
| Q2 — Biggest challenge in the business? | TIME / TEAM / MONEY checkboxes + notes | Can be a combination — tick all that apply, add free text for specifics |
| Q3 — One thing to change in the next 90 days? | Free text note | Record their exact words where possible |
| Q4 — Estimated turnover last year? | £ amount | Tick "They knew exactly" if they gave a confident figure rather than an estimate |
Generated by Claude Haiku during AI Enrichment from Companies House data. Override via the slider in the lead card. Shown on every Kanban card as a coloured circle.
| Score | Meaning | Action |
|---|---|---|
| 8–10 | Strong match — priority for route and event | Include in route, assign to event |
| 5–7 | Possible — worth visiting if in the area | Include in route if convenient |
| 1–4 | Weak match — likely wrong size or type | Review and disqualify if not suitable |
Set in the lead card after a field visit. One tap on the coloured button saves immediately.
| Rating | Label | What to do next |
|---|---|---|
| 0 | Rejected | Do not revisit. Note reason. |
| 1 | Cold | Low priority. Disengaged on visit. |
| 2 | Not yet — follow up | Revisit in 4–6 weeks. |
| 3 | Can't attend — try again | Good prospect, wrong timing. Re-invite next event cycle (~4 months). |
| 4 | Invited — good | Assign to current event via lead card dropdown. |
| 5 | Hot lead ★ | Assign immediately. Priority follow-up. High conversion likelihood. |
| Feature | Status |
|---|---|
| Maps Scraper — location + trade + postcode filter | ✅ Complete |
| CH Scraper — SIC code targeting | ✅ Complete |
| AI Enrichment — selectable leads, fixed years trading | ✅ Complete |
| Route Planner — basket, PDF, Google Maps | ✅ Complete |
| Dashboard — funnel pills, table, lead card | ✅ Complete |
| Full stage funnel — 18 stages replacing old system | ✅ Complete |
| Events — dual Kanban, event dashboard | ✅ Complete |
| Mini Telephone Questionnaire — 4 questions, stored per event/lead | ✅ Complete |
| Diary dates — Step 6, Main Q, Diag (date + time) | ✅ Complete |
| Rep Rating 0–5 — post-visit human rating | ✅ Complete |
| Visit notes — free text per lead | ✅ Complete |
| Find nearby businesses — from lead card to Maps Scraper | ✅ Complete |
| 30-day persistent login | ✅ Complete |
| Video content | ⏳ Awaiting footage |
| Calling schedule PDF (server-generated from route) | ⏳ Planned |
| Phone questionnaire response record (extended) | ⏳ Planned |
Build 3 replaced all old stages with the new unified funnel. The DB migration script (db_migrate.php) was run once to convert all existing leads. Old stage values no longer exist in the system.
The Kanban moved to Events in Build 3. Click "Event Boards →" on the dashboard, or go to Events → open your event → Board 1 or Board 2. The dashboard now shows a table view and funnel pills only. This is intentional — the full-stage Kanban belongs in context with its event.
Disqualified is a permanent system-level decision — the company is wrong type, too large, national chain etc. Made before visiting. NFA (No Further Action) is a post-event decision — the company profile may be right but they are not converting at this time and there is no planned follow-up. Neither is a harsh rejection. Disqualified prevents re-import. NFA keeps the lead in the system.
Open the lead card and scroll to "Assign to event" — select the event from the dropdown and click Invite. This moves the lead to the event's Board 1 at Prospect stage. Alternatively, when adding a lead manually, the modal includes an event dropdown that defaults to the next upcoming event.
When Karen opens a Registered lead's card in Events and completes all four Mini Q fields, clicking "Save Mini Q + Advance stage" saves the answers to the database and immediately moves the lead to Min Q Completed on Board 1. No manual stage change needed.
Yes. Open any lead card in Events, move the stage to Step 6 Booked, and the date/time fields will appear. Set the appointment, click Save dates. The date appears on the Kanban card immediately so you can see your Step 6 diary at a glance on Board 2.
Use a full UK postcode (e.g. BD11 2AA) rather than an estate name. The system adds UK context to geocoding but a postcode is always unambiguous. Estate names alone (e.g. "Southgate Industrial Park") exist in multiple countries.
— GC Practice CRM User Guide v4.0 · Build 3 · July 2026 —