The “Calendar” section is the main tool for repeat sales: whom to write to and for which date. Three tabs: “Upcoming occasions” (customers' personal occasions), “Inquiry reminders” (agreed follow-ups, inquiries without an outcome) and “Offer for a holiday” (mass holidays). The owner and admins also see the links “Set up holidays” and “WhatsApp texts (from the phone)” (see Holidays and message templates).
Upcoming occasions
Each row is one occasion: the date and “in N days” / “today” / “N days ago”, the customer (phone, language, project), the occasion with its kind and recipient, “turns N” or “N years together”, the customer's last order (date, amount, items) and who took the reminder.
The occasion's state:
- “Reminder from …” — the reminder has not come yet (it appears “Remind, days before” the date);
- “Time to reach out” — time to contact the customer;
- “missed” — the date has passed (up to 7 days ago) with no mark;
- “contacted”, “skipped this year” — the reminder is closed.
Mourning, customers marked “Do not contact” and those who revoked marketing consent are not listed.
Filters
- “Period” — 7, 14 (default) or 30 days ahead.
- “Status”: “Current” (default) — occasions of the period and those missed in the last 7 days; “Contacted”, “Skipped”, “Missed” — the history of the year (the last 200 rows at most).
- “Project”, “Occasion kind”, “Confidence” (for example, only “Probable” to check the dates).
- “Only mine” — the reminders you took.
Actions
- “Write from the phone” — opens a window with a ready text from the template in the customer's language (see below).
- “Send template from QoCRM” — sends the customer an approved WhatsApp template right from QoCRM; the reminder is marked done by itself. The button is there when the project's WhatsApp channel works and has an approved template.
- “Create order” — the order form with the customer, the occasion, the recipient and delivery on the occasion's date.
- “Contacted” — mark that you wrote to the customer; you can add a note (“ordered for the 18th”, “not this year”). Colleagues see who marked it.
- “Skip this year” — the occasion is not needed this year; next year the reminder comes back.
- “Take it” — see below.
- “Reopen” — for marked or skipped ones: the reminder is open again.
The same buttons are on the “Occasions” tab of the customer card. A viewer sees the calendar without buttons.
Take it
Everyone with access to the customer's project sees the reminder. “Take it” shows colleagues that you are handling this customer (“Taken by Anna”). You can take a reminder someone else has already taken. The “Only mine” filter leaves only yours.
WhatsApp message
The “WhatsApp message” window shows the text built from the template: the customer's name, the occasion, the date. The template language is the customer's language of communication (the account's language if not set); it is written under the box. Edit the text if needed and click “Open WhatsApp” — a chat with the customer opens with this text. You send the message yourself: QoCRM never sends anything automatically. Then mark “Contacted”.
The owner and admins edit the template texts in “WhatsApp texts (from the phone)”.
Inquiry reminders
The “Inquiry reminders” tab — whom to write to about open inquiries. There are two kinds:
- “Follow up” — a reminder a manager set with “Remind me” (on the inquiry card, in the customer's timeline or in the list of inquiries). A customer writes “I want flowers for the 11th, I'll write a day before” — set a reminder for the 10th, and QoCRM reminds you even if the customer forgets. Pick the date quickly — “The day before delivery” (when the inquiry has a wanted delivery date), “Tomorrow”, “In 3 days”, “In a week” — or any other. The note — what you agreed. “Who to remind”: “Me” (the default) or “All managers of the project”. An inquiry has one open reminder: “Remind me” again changes it.
- “No outcome for 30 days” — an inquiry without an outcome where nothing happened for 30 days (no edits, messages or orders). Inquiries never close by themselves, so QoCRM asks: “No outcome for 30 days — what to do?”. The reminder goes to whoever created the inquiry, or to all managers of the project when that is not known.
A reminder appears on its day, account time — in the list, in “Time to reach out” on the dashboard and in the morning email. Overdue reminders stay in the list until someone handles them.
A row: the date, the customer, the inquiry (what they wanted, the wanted delivery date), the note, who is in charge, the last order. Buttons:
- “Follow up”: “Write from the phone” (the “Inquiry reminder” template), “Send template from QoCRM”, “Create order”, “Contacted” (with an optional note), “Reschedule” — to another date;
- “No outcome for 30 days”: the inquiry's outcome — “Ordered”, “Declined”, “Lost” (with the reason), “No answer”; “Remind later” — choose a date; “Keep open” — the next reminder comes after another 30 days of silence.
When an inquiry gets an outcome (in the inquiry form or here), its open reminders close by themselves, marked “Inquiry closed”. Filters: “Period”, “Status” (“Current” or “Closed” — the history of the year), “Project”, “Type”, “Only mine”. A viewer sees the list without buttons.
Offer for a holiday
The tab for mass holidays (8 March, 1 September, New Year and others from the settings):
- “Choose a holiday” lists holidays you can already offer for, with the date and “in N days”. Below, under “Later”, are the rest and when their list opens.
- Pick a holiday to open the list of customers who ordered or asked for it in previous years (0–3 days before it, over the last 10 years), and customers with an occasion on that day.
- The “Why on the list” column: “order 2025”, “cancelled order 2025”, “lost order 2025”, “inquiry 2025” or “occasion”.
- Buttons: “Write from the phone” (the “Mass holiday” template), “Send template from QoCRM” (the customer is marked as offered by itself), “Create order” (delivery on the holiday), “Mark: offered” — the customer leaves this holiday's list until next year.
A list holds at most 500 customers; the same customers are left out as in “Upcoming occasions”.
The morning email
Every morning after 9:00 account time, QoCRM emails members “Time to reach out today: N” with a link to the calendar — only when there is someone to write to. Turn it off in your profile.