CaterZen's CRM includes a variety of icons to help you efficiently manage client records and navigate key features. Each icon represents a different function, making it easy to access relevant information with just a click. Hovering over any icon will display its name for quick identification.



CRM Icons and Their Functions

Below is a list of the icons found in a CRM client’s record, along with their functions:

  • Stats – View an overview of client activity and key metrics.

  • Notes – Store and access important client notes.

  • Tasks – Manage to-do lists and follow-up actions.

  • Meetings/Events – Schedule and track meetings or events related to the client.

  • Gmail – Integrate and access email correspondence with the client.

  • Orders – Review past and current orders placed by the client.

  • Quotes – Create, edit, and track client quotes.

  • Refunds – Manage and process client refunds.

  • Contracts – Store and retrieve client contracts.

  • Invoices – Access and generate invoices for the client.

  • Credit Cards – View and manage stored payment methods.

  • Delivery Addresses – Store and update delivery locations for the client.

  • Mail Sent – Track outgoing mail communications.

  • Send Mail – Quickly send emails directly from the CRM.

  • Formed Responses – Use pre-written responses for efficient communication.

  • Recorded Calls – Access call logs and recordings.

  • Deposits – View and manage deposits made by the client.

  • Permission-Based Menus – Control menu access based on client permissions.

  • Documents – Store and retrieve important client-related files.

  • CRM tabular List – Export your CRM list for external use.


1.  Click on the CRM tab and select CRM and search for your customer's name.  Then click on the customer's name in the list.


  

2.  Below the search box in the CRM tab, you will see the icons appear to the right of the client’s name. This placement allows for quick access to essential client information and functions.

  

3.  Anytime you scroll your mouse over an icon the name of the icon will appear.



Stats Icon Overview

The Stats icon provides key customer details at a glance, including:

  • First Order Date – The date the customer placed their first order.
  • Number of Orders – The total number of orders made by the customer.
  • Total Amount Spent – The cumulative amount the customer has spent.
  • Most Recent Order – Information on the customer's latest order.
  • Contact Information – The customer’s contact details.
  • Notes – Any highlighted notes associated with the customer.

By default, the Stats icon appears when you first search for the customer’s record, giving you instant access to their order history and key details.

   

Notes Icon Overview

The Notes icon stores any important notes related to the customer's record.

  • By default, notes are private and cannot be viewed by the customer.
  • You have the option to email notes to the customer or make them visible if needed.
  • Notes can also be highlighted, allowing them to appear under the Stats icon for quick reference. For more information Click here: 

This feature helps keep essential customer details organized while giving you control over visibility and communication.

  

Task Icon Overview

For a detailed guide on using the Task icon, please refer to our separate article dedicated to this feature. Creating a New Task for Contact in the CRM tab


The Task icon allows you to schedule and manage different types of tasks, including:

  • Email Tasks – Schedule follow-up emails.
  • Call Tasks – Set reminders for customer calls.
  • To-Do Tasks – Assign general action items.

With the Task icon, you can:

  • View the type of task, due date, and task details assigned to a customer.
  • Track task status—pending or completed.
  • Edit, update, or add notes to an existing task.
  • Delete tasks that are no longer needed.

This feature helps streamline task management, ensuring that follow-ups and action items stay organized and easily accessible.

  

Meetings/Events Icon Overview

For a detailed guide on using the Meetings/Events icon, please refer to our separate article dedicated to this feature. 


The Meetings/Events icon allows you to schedule, manage, and track meetings or events efficiently.

With this feature, you can:

  • Schedule a meeting or event with relevant details.
  • View key information, including:
    • Creation date
    • Start date & time
    • End date & time
    • Event details
  • Edit or update an existing meeting/event.
  • Delete meetings or events that are no longer needed.

This tool helps keep all your scheduled engagements organized in one place for easy reference and management.

  

Gmail Icon Overview

The Gmail icon enables seamless email communication with your customers while keeping a complete record in the CRM tab.

With this feature, you can:

  • Send emails directly to customers from the system.
  • Track email history, including past emails sent to the customer.
  • Receive and store customer replies in the CRM tab for easy reference.

To activate this feature, please refer to our dedicated Gmail integration article for step-by-step instructions.

  

Order Icon Overview

The Order icon provides a complete history of all past orders placed by the customer, allowing for efficient order management.

With this feature, you can:

  • View all past orders created by the customer.
  • Open an order to access its details on the Order Details page.
  • Delete an order if necessary.
  • Make an order recurring for easy reordering.
  • Start a new order for the customer directly from this icon.

This tool helps streamline order tracking and management, ensuring quick access to order history and future transactions.


Quotes Icon Overview

The Quotes icon provides a complete history of all past quotes created by the customer, making it easy to manage and track potential orders.

With this feature, you can:

  • View all past quotes associated with the customer.
  • Open a quote to access the Quote Function dropdown for further actions.
  • Delete a quote if no longer needed.
  • Create a new quote for the customer directly from this icon.

This tool helps streamline the quoting process, ensuring quick access to past and new quotes for better customer management.

  

Refund Icon Overview

The Refund icon provides a record of all refunds issued to the customer, allowing for easy tracking and management.

With this feature, you can:

  • View all past refunds issued to the customer.
  • Open a refund to review details.
  • Delete a refund if necessary.

This tool ensures transparency and quick access to refund history for better financial management and customer service.

  

Contracts Icon Overview

The Contracts icon provides a record of all contracts sent to the customer, allowing for easy tracking and management.

With this feature, you can:

  • View all sent contracts associated with the customer.
  • Check the contract status to see if it’s pending, signed, or completed.
  • Open a contract to review its details.
  • Delete a contract if necessary.

This tool helps streamline contract management, ensuring quick access to agreements and their statuses.



  

Invoice Icon Overview

The Invoice icon provides a complete history of all invoices created for the customer's past orders.

With this feature, you can:

  • View all past invoices associated with the customer.
  • Open an invoice to review its details.
  • Email or download the invoice directly from the invoice page.

This tool ensures easy access to invoice records, helping streamline billing and payment tracking.

  

Credit Card Icon Overview

The Credit Card icon allows you to manage stored payment methods for the customer securely.

With this feature, you can:

  • View stored credit cards, displaying only the last four digits for security.
  • Add a new credit card on behalf of the customer.
  • Send a request for the customer to add a new credit card themselves.

This tool ensures secure and efficient credit card management while maintaining customer privacy.


Delivery Address Icon Overview

The Delivery Address icon helps you manage and store all the different delivery addresses where the customer has received orders.

With this feature, you can:

  • Store multiple delivery addresses for each customer.
  • Create a new delivery address for future orders.
  • Edit an existing delivery address to update details.
  • Delete a delivery address if no longer needed.
  • View Google Maps directions to the delivery location from your business location.

This tool ensures quick and accurate delivery management, helping streamline the delivery process.

 

Mail Sent Icon Overview

The Mail Sent icon provides a history of all mailings that have been sent to the customer. This serves as a record of all physical mailings that CaterZen has sent on your behalf, ensuring easy tracking and reference.

Send Mail Icon Overview

The Send Mail icon allows you to create and send custom letters to an individual customer or a group of customers.

With this feature, you can:

  • Create a personalized letter to send to customers.
  • Include your full-color logo for branding.
  • Mail letters for $1.51 per letter, with the cost deducted from your variable fee fund.

This tool helps you easily communicate with customers via physical mail, whether for promotions, thank-you notes, or special announcements.


  

Formed Responses Icon Overview

The Formed Responses icon allows you to send surveys to your customers, helping you gather feedback and insights.

If you're interested in enabling this feature, please schedule a session with Jillian at www.BookTimeWithJillian.com.

 

Recorded Calls Icon Overview

The Recorded Calls icon will only appear if your package includes the call feature.

With this feature, you can:

  • View the number of recorded conversations with a customer.
  • Listen to past conversations for reference.
  • Email a recorded conversation to share with team members.
  • Delete a conversation if no longer needed.

If you’d like to learn more about this feature or enable it, please schedule a session with Jillian at www.BookTimeWithJillian.com. 


 

Deposits Icon Overview

The Deposits icon allows you to view deposit records associated with a customer's payments.

With this feature, you can:

  • Check if a deposit has been made.
  • View details of the deposit that was created.
  • See whether the deposit has been applied to the payment.

Please note that deposits cannot be collected directly from this icon. This tool is designed for tracking and reviewing deposit activity within your system.

 

Permission-Based Menus Icon Overview

The Permission-Based Menus icon allows you to control customer access to specific menus within your CaterZen account.

With this feature, you can:

  • Assign specific menus to selected customers.
  • Restrict access to menus for customers without permission.
  • Enable online ordering for authorized customers while keeping certain menus hidden from others.

How It Works:

  1. Click on the Permission-Based Menus icon.
  2. A pop-up box will appear.
  3. Check the box next to the menus the customer is allowed to view.
  4. Click Save Changes to apply the settings.

This tool helps you customize menu visibility, ensuring a tailored ordering experience for different customers.


Documents Icon Overview

The Documents icon allows you to upload and store files within a customer's record for easy access and reference.

With this feature, you can:

  • Upload important documents related to the customer.
  • Store files such as tax-exempt forms, seating arrangements, maps, contracts, and more.
  • Keep essential documents attached to the customer’s record for quick retrieval when needed.

This tool ensures that all necessary files are organized and accessible in one place.

  

CRM Tabular List Icon Overview

The CRM Tabular List icon allows you to export your CRM list for external use and reporting.

With this feature, you can:

  • Generate an exportable list of your CRM data.
  • Organize and analyze customer records outside the system.
  • Use the exported data for marketing, reporting, or administrative purposes.

This tool provides a convenient way to access and manage customer information in a structured format.

  

How to Use CRM Icons Effectively

  • Hover over an icon to see its label before clicking.

  • Utilize icons regularly to streamline workflow and improve efficiency.

  • Keep customer records updated to ensure the most accurate information is accessible.

  • Leverage integrations (such as Gmail and Recorded Calls) to maintain seamless communication.


By understanding and utilizing these CRM icons effectively, you can maximize your productivity and enhance your customer management process within CaterZen.