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User Guide for CRM Administration

Vtiger Administrative Guide contains topics designed for all the administrators (Sales Managers, CEO, or VP) to help them manage and configure the CRM for all Vtiger users.
Abdul Sameer
26 Dec, 2023 - Updated 5 months ago
Table of Contents

Administrator User Guide

User Management

Vtiger Administrative Guide contains topics designed for all the administrators (Sales Managers or CEO or VP) to help them manage and configure the CRM for all the Vtiger users.


Users are employees in your organization who can log into their Vtiger CRM accounts, access information, and perform tasks according to permissions that have been defined for them. 

Authentication Methods

Users can be requested to change their passwords and login methods periodically using the authentication methods.


Roles let you mimic your Organizational Role Hierarchy within the CRM. A User’s position in the role hierarchy will decide which records they can access.


Profiles are used to control actions that users can perform on records. Also, profiles can be used to restrict access to specific fields, modules, and features such as import, export, etc.

Sharing Rules

Sharing Rules is used to configure data sharing rules across users in the role hierarchy.


A Group is a combination of multiple users, roles, and groups to manage a common set of records.

Login History

Administrators can track the User's Login History - Signed In, Signed Off, or Continue.

Vtiger Support Access

Grant your CRM access to our Vtiger Support team members to resolve any issues. This ensures security so that your business data is not lost.

Module Manager


Module Manager helps you to enable, disable and configure the settings for existing modules and import new modules.

Module Layout and Fields

Layout and fields editor allows you to add new custom fields, re-arrange fields, edit layout, and field properties, and move fields inside and across blocks.

Module Builder

Vtiger CRM allows you to create your basic module per your business requirement using Module Builder.

Labels Editor

Vtiger CRM allows admin users to customize module names, field labels, and other strings to meet business requirements using the Labels editor

Module Numbering

Vtiger CRM offers an automatic numbering system that helps you assign record numbers in every module. Module numbering helps you to customize the numbering of records according to your requirements.



Create and integrate web forms in your website to capture website visitors' information and create a CRM record.


Mailroom makes sorting emails easier through virtual email addresses to which you can forward emails.


The scheduler is executed behind the screens periodically to perform different tasks in Vtiger CRM.


Workflows will streamline your business by automating operations like sending emails, creating activities, updating fields, etc.

Smart Notifications

Get automated reminders on upcoming activities with Vtiger alerts and notifications.

Assignment Rules

Automatically assign records one after the other to your sales, support, and marketing groups in Round Robin fashion using Assignment rules.


Configure the Approval process to streamline discounts allowed on Quotes, Budget on marketing campaigns, or employee leave.


Company Details

Company Details lets you personalize your Vtiger CRM by uploading your company logo and details. The information is used while generating Invoices, Quotes, Sales Orders, and Purchase Orders.


Using built-in Maps, User can perform map-related actions in Vtiger 360 (mobile app).

Storage Guard

Configure Storage Guard to monitor the data used in CRM and delete the junk.

Business Hours

Business hours are hours that your customer support team will be available to serve your customers, depending on different time zones.

Customer Portal

The self-service channel allows your customers to generate tickets and refer to FAQs. You can also share Documents, Products, Projects, Invoices, Quotes, etc., through the customer portal.


This feature enables you to configure national and international currencies to help you deal with business operations with your customers around the globe.

Outgoing Server

Configure the outgoing server to send emails from within your Vtiger CRM account.

Configuration Editor

Configuration Editor helps you to set up Help-desk details, maximum upload size, default module to be viewed as you sign in, etc.

Picklist Field Value

The picklist is a drop-down field with a list of options available, within which only one option can be selected.

Picklist Dependency Setup

Picklist Dependency setup helps you to select values in the target picklist field more accurately depending upon values in source picklist fields.

Left Menus

Left Menus helps you to place the most frequently accessed modules on the Module Navigator of a particular App. You can also rearrange them according to your requirements.

Usage Details

Check out the CRM resource utilization and limits in Usage details.

Marketing and Sales

Lead Conversion Data Mapping

Vtiger CRM lets you map custom fields created in the Leads module to the Contacts, Organizations, and Opportunities modules so that the custom data from the Leads module can be easily moved to other modules upon Lead Conversion.

Deal to Project Mapping

Vtiger CRM helps you map Standard and Custom fields of Deal to Project. The field values will be transmitted to the selected target fields.

Forecast and Quotas Settings

Configure Forecasts and Quotas to predict and plan the sales cycle, identify peak and lean periods, and facilitate better Sales pipeline management.

Pipelines & Stages

Set up a pipeline for each type of sale with its own sales stages and probabilities.


Tax Management

Vtiger CRM allows you to manage local and international tax rates through Tax Calculations.

Terms and Conditions

Manage your product services order by including terms and conditions statements on Quote, Sales Orders, Purchase Orders, Invoices, and exported PDFs associated with these orders.

Payments & Subscriptions

The Subscription module in Vtiger CRM automates invoice generation and payment processing for subscription-based services.


SLA Policies

A service level agreement (SLA) is a contract between a service provider (either internal or external) and the end user that defines the level of service expected from the service provider.


Chat with your customers and save the interaction transcript for later reviews using Olark.

My Preference

My Preference

My Preferences will help you to configure your personal information.

Calendar Settings

Configure your calendar the way you want it to be.

My Tags

Tags give you a quick link to CRM records.

Notification Preferences

Track emails, open, and click counts in real-time with notification alerts.


Email Template

Create email templates and easily populate them while sending emails.

Print Templates

The Print Templates feature enables you to design custom templates for Invoices, Quotes, Leads, Contacts, etc.

SMS Templates

SMS templates are pre-written messages that can be sent to multiple recipients via SMS (Short Message Service) messages. These templates are typically used in business and marketing communications to save time and ensure consistency in messaging.


Vtiger Marketplace provides 10+ integrations to install and add value to your CRM. You can also buy them from the marketplace:

  • Extension Store
  • Google
  • Phone Configuration
  • Office365
  • QuickBooks
  • Xero
  • Shopping Cart, and more…
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