Following an in-depth discussion and analysis with Vows for Eternity, it was determined that the key challenges they were facing—such as scheduling quarterly call tasks for account managers (rather than member owners), ensuring these calls are scheduled before the membership end date, and generating accurate reports—could be effectively addressed through an API integration and custom report and analytics creation.

Members (deals) are created when a lead is converted into a contact on their website. In the member module, there is a user lookup field for the account manager. The challenge was that the quarterly call tasks were previously being scheduled for the member owner instead of the account manager (the actual person responsible for managing the member). Additionally, the quarterly calls needed to be scheduled in advance of the membership end date and continue until the membership expires.

The default Zoho CRM lead conversion report calculates the time taken to convert a lead based on the difference between the lead created date and the deal created date. However, in this case, the organization required the report to track the time between the lead created date and the membership start date (a custom field). This is because in some cases, members are added to Zoho CRM later in the process, and the default report did not reflect the actual time to conversion.

Vows for Eternity wanted a more streamlined, automated system to foster better collaboration among teams and improve overall productivity. The goal was to create a unified platform for accessing client information, managing tasks, and tracking membership details in real-time.

The solution was designed with the organization’s goals in mind—specifically to deliver customized learning experiences and better manage talent challenges. The automation, reporting, and centralized data management ensure that the organization can focus on strategic growth, optimize its internal processes, and offer tailored experiences to its clients.

Vows for eternity has successfully streamlined their process and customer relationship .

Whenever a new member is added, the system automatically calculates the quarterly call dates, and the task for the account manager (based on the user lookup field) is scheduled on the corresponding quarter date. These quarterly calls will continue to be scheduled until the membership end date is reached. Additionally, the system automatically updates the next quarter’s call date without manual intervention.

If the default setup had been used, tasks would have been assigned to the member owner, but the requirement was to assign the tasks to the account manager (custom field – user lookup) instead. With this implementation, task management has become much smoother, as tasks are automatically scheduled, eliminating the need for manual scheduling.

Furthermore, the default lead conversion report in Zoho CRM, which calculates the difference between the lead creation date and the deal creation date, did not meet the client’s requirements. The client needed the report to calculate the difference between the lead creation date and the membership start date (custom field) instead. Based on this requirement, the report was customized in Zoho Analytics to reflect the accurate number of days between the lead creation and the membership start date.

As a result of these changes, Vows for Eternity now benefits from streamlined workflows, accurate and up-to-date data, and the ability to generate detailed reports and analytics. This approach not only optimizes their processes but also ensures flexibility to accommodate future needs and strengthens customer relationships.

With automated quarterly call scheduling, account managers no longer had to manually create tasks. The system now automatically generates tasks based on the membership dates, reducing the chances of missed calls and ensuring that follow-ups are timely.

Customized lead conversion reports now accurately reflect the time taken between lead creation and the membership start date, aligning with the client’s requirements. This new reporting structure provided more reliable data for performance tracking and decision-making.

The integration between Zoho CRM and the website allowed all lead and member data to be stored in one place. This centralized data streamlines the workflow, ensures better communication among teams, and provides a single source of truth for tracking customer interactions and history.

With improved data access and task automation, teams were able to collaborate more effectively. Account managers now had all the information they needed to engage with clients, resulting in more personalized and proactive communication.

The new reporting and analytics tools provided in-depth insights into the success of membership programs, client engagement, and overall business performance. This allowed “Vows for Eternity” to make data-driven decisions, improving customer satisfaction and service delivery.

The integration of Cvent with the customized module in Zoho CRM has yielded significant positive results for People Matters Pvt Ltd. The real-time data flow facilitated by webhooks has streamlined event management and customer relationship processes. The organization now benefits from improved workflows, ensuring accurate and up-to-date information transfer between Cvent and Zoho CRM.