Team flows & admin

Overview

The Admin View in Stood CRM provides comprehensive team management capabilities, including team creation, user assignment, workflow configuration, and custom label management. This guide explains all available admin functions and how to set up your organization's workflow.

Accessing Admin View

• Navigate to the Admin section in the main navigation

• Only users with admin privileges can access this view

• The admin view displays the current app version in the header

Team Management

Creating Teams

How to create a new team:

1. Click the "Create Team" button in the admin header

2. Fill in the team name (required)

3. Select team category:

   • Pre-sales: Initial customer engagement and qualification

   • Sales: Core sales activities and deal progression

   • After-sales: Post-sale support and customer success

4. Optionally set a "Next Team" for workflow transitions

5. Click "Create"

Team Categories:

• Pre-sales: Handles initial customer contact, qualification, and lead nurturing

• Sales: Manages the core sales process, proposals, and deal closure

• After-sales: Provides post-sale support, onboarding, and customer success

Team Configuration

Each team card displays comprehensive information and management options:

Basic Information

• Team Name: Editable via the pencil icon

• Team ID: Unique identifier (copyable)

• Category: Team type with edit capability

• Team Members: List of assigned users

Deal Flow Stages

Teams can customize their deal stage labels (s0, s1, s2, s3, s4):

• Click any stage button to edit its label

• Stages are displayed in two groups: [s0, s1, s2] and [s3, s4]

• Labels are team-specific and stored in Firebase

Next Team Configuration

• Purpose: Defines which team receives deals when they reach s3 stage

• Setup: Click the pencil icon next to "Next Team"

• Workflow: When a deal reaches s3 in the current team, it can be transferred to the next team

• Optional: Teams can have no next team (workflow ends there)

User Management

• Add Users: Click the "+" icon to add existing users to the team

• Remove Users: Click the "-" icon next to any team member

• User Search: Filter available users by name when adding

• User Display: Shows user avatars, names, and IDs

Pre-authorized Emails

• Purpose: Email addresses that can be automatically associated with this team

• Add Emails: Click the envelope icon to add new email addresses

• Remove Emails: Click the trash icon next to any email

• Use Case: Useful for external team members or automated processes

MCP API Key Management

• Generate: Create a new API key for the team

• Copy: Copy existing API key to clipboard

• Regenerate: Create a new API key (invalidates the old one)

• Delete: Remove the API key entirely

• Purpose: Enables MCP (Model Context Protocol) integration for the team

Team Actions

Edit Team

• Rename: Change team name via pencil icon

• Delete: Remove team entirely (with confirmation)

• Category Update: Change team category via category badge

Label Management

• Access: Click the gear icon to open label management

• Purpose: Customize all text labels for the team

• Storage: Labels are stored per team in Firebase

Custom Team Labels

Storage Location

Team labels are stored in Firebase Firestore under:

{teamId}/labels.json

Each team has its own isolated label collection, allowing complete customization without affecting other teams.

Label Management Interface

Two Editing Modes

1. Search Mode (Default)

• Search for specific labels by key or value

• Edit individual labels by clicking on them

• Add new labels via the "+" button

• View filtered results with edit capabilities

2. JSON Editor Mode

• Edit all labels as a JSON object

• Full control over the entire label structure

• Syntax validation ensures proper JSON format

• Switch between modes using the toggle buttons

Label Operations

Adding Labels:

1. Click the "+" button in the header

2. Enter label key (unique identifier)

3. Enter label value (display text)

4. Save to add to the team's label collection

Editing Labels:

• Search Mode: Click on any label card to edit its value

• JSON Mode: Modify the JSON directly in the text editor

Saving Changes:

• Click "Save" to persist all changes to Firebase

• Changes are immediately available to the team

• Other teams are unaffected by your changes

Important Label Keys

Deal Stage Labels:

• s0: Initial stage label

• s1: Qualification stage label

• s2: Proposal stage label

• s3: Negotiation stage label

• s4: Closed stage label

Common Labels:

• teamMembers: "Team Members"

• addUser: "Add User"

• nextTeam: "Next Team"

• dealFlowStages: "Deal Flow Stages"

Workflow Setup (4 Easy Steps)

Setting up your organization's workflow is simple and can be modified at any time:

Step 1: Create Teams

1. Create teams for each stage of your sales process

2. Assign appropriate categories (Pre-sales, Sales, After-sales)

3. Name teams descriptively (e.g., "Lead Qualification", "Proposal Team", "Closing Team")

Step 2: Configure Deal Flow

1. For each team, click on the deal stage buttons (s0, s1, s2, s3, s4)

2. Customize the stage labels to match your process

3. Example: s0="Lead", s1="Qualified", s2="Proposal", s3="Negotiation", s4="Closed"

Step 3: Set Up Team Transitions

1. Click the pencil icon next to "Next Team" for each team

2. Select which team should receive deals when they reach s3 stage

3. This creates your workflow: Team A → Team B → Team C

Step 4: Assign Users

1. Add users to appropriate teams

2. Users can belong to multiple teams

3. Each user will see deals relevant to their assigned teams

Workflow Example

Lead Team (Pre-sales) → Sales Team → After-sales Team
     ↓                      ↓              ↓
   s0, s1, s2           s0, s1, s2      s0, s1, s2
   Next: Sales          Next: After     Next: None

Global Operations

Sync All Teams Labels

• Purpose: Synchronize all teams with the latest reference labels

• Access: Click the refresh icon in the admin header

• Process:

  • Loads reference labels from web/labels.json

  • Compares with each team's current labels

  • Adds missing labels to teams that don't have them

  • Preserves existing team customizations

• Safe Operation: Only adds missing labels, never overwrites existing ones

Version Information

• Displays current app version in the admin header

• Helps with troubleshooting and support requests

Best Practices

Team Organization

1. Start Simple: Begin with 2-3 teams and expand as needed

2. Clear Naming: Use descriptive team names that reflect their role

3. Logical Flow: Design workflow that matches your actual sales process

4. User Assignment: Assign users to teams based on their expertise and responsibilities

Label Management

1. Consistent Naming: Use consistent label keys across teams when appropriate

2. Descriptive Values: Make label values clear and user-friendly

3. Regular Updates: Update labels as your process evolves

4. Backup: The sync function helps maintain consistency across teams

Workflow Design

1. Test Changes: Workflow modifications are safe and reversible

2. User Communication: Inform users when workflow changes

3. Documentation: Keep track of your workflow design decisions

4. Iterative Improvement: Start with basic workflow and refine over time

Safety and Flexibility

Easy Modifications

• No Data Loss: Changing team configurations doesn't affect existing deals

• Reversible: All changes can be undone or modified

• User-Friendly: Interface is designed for non-technical users

• Real-time: Changes take effect immediately

Harmless Operations

• Label Changes: Only affect display text, not data structure

• Team Reorganization: Users and deals remain intact

• Workflow Updates: Existing deals continue with their current assignments

• User Reassignment: Users can be moved between teams without data loss

Backup and Recovery

• Firebase Storage: All configurations are stored in Firebase

• Version Control: App version tracking helps with support

• Sync Function: Helps maintain consistency across teams

• No Local Dependencies: All data is cloud-based and accessible

Troubleshooting

Common Issues

1. Labels Not Updating: Ensure you clicked "Save" in the label management dialog

2. Users Not Appearing: Check if users are assigned to the correct teams

3. Workflow Not Working: Verify "Next Team" is properly configured

4. API Key Issues: Regenerate API keys if integration problems occur

Getting Help

• Check the app version in the admin header for support requests

• Use the sync function to resolve label inconsistencies

• Contact your system administrator for team access issues

• Review this guide for step-by-step instructions

Summary

The Stood CRM Admin View provides powerful yet user-friendly team management capabilities. The 4-step workflow setup process is designed to be simple and safe, allowing organizations to:

1. Create and configure teams with appropriate categories and settings

2. Customize deal flow stages with team-specific labels

3. Set up team transitions to create automated workflows

4. Assign users to teams based on their roles and responsibilities

All operations are designed to be easy and harmless, with no risk of data loss or system disruption. Teams can be reorganized, labels can be customized, and workflows can be modified at any time to match your evolving business needs.

Contact - Stood CRM support & integration