An occasion is a date for which it is worth offering the customer an order: the mother's birthday, a wedding anniversary, 1 September. QoCRM uses occasions to remind you in advance whom to write to. Occasions are kept on the customer card, on the “Occasions” tab, sorted by the next date.
How to add an occasion
- Customer card → the “Occasions” tab → “Add occasion”.
- Choose the kind, whose occasion it is and the date, then click “Save”.
An occasion can also be added from the order form (“+ New occasion”) and by the import. If an order is tied to a birthday or an anniversary, the occasion becomes yearly and confirmed once the order is saved.
Kinds of occasions
- Birthday and Anniversary — with the year known, you see “turns 30” or “5 years together”.
- Holiday — the customer's personal holiday (for example, a name day).
- School — 1 September, graduation, Teachers' Day.
- Mourning — a memorial date. Shown in grey, with no countdown, and never becomes a reminder.
- Other — any other date.
The kind picks the message template for the “Write from the phone” button.
Fields
- “Kind” — see above.
- “Whose occasion” — “— the customer's own —” or one of their recipients.
- “Title” — filled in from the kind and the recipient (“Birthday — mother”) until you change it.
- “Date” — day and month. An occasion on 29 February is shown on 28 February in non-leap years.
- “Year” — if known (year of birth, year of the wedding).
- “Repeats every year” — for birthdays and anniversaries; untick it for a one-time event.
- “Confidence” — see below.
- “Remind, days before” — from 0 to 60, 7 by default.
- “Notes”.
The same occasion (same person, kind, day and month) cannot be added twice.
“Probable”
“Confidence”: “Confirmed” — the customer told you the date; “Probable” — the date is a guess (for example, the customer ordered flowers on 8 September, and it looks like a birthday). Such occasions carry the “probable” badge on the card and in the calendar; you can filter them and check with the customer. The import marks dates with “(?)” as probable.
Reminders
“Remind, days before” the date (account time, right after midnight), the occasion appears in the calendar as “Time to reach out”, and the number on the dashboard and in the morning email grows. Before that the card shows “Reminder from …”. If you change the date or “Remind, days before”, the reminder is recalculated at once.
There are no reminders for mourning, for customers marked “Do not contact” and for those who revoked marketing consent.
Actions on an occasion
On the “Occasions” tab, each occasion with a reminder has the same buttons as the calendar: “Write from the phone”, “Create order”, “Contacted”, “Skip this year”, “Take it”, and “Reopen” for closed ones. More in Calendar and reminders.
Mourning
When you save a “Mourning” occasion for a customer without “Do not contact”, QoCRM asks “Mark the contact “do not contact”?”:
- “Yes, do not contact” — the customer gets “Do not contact” with the reason “Mourning”: they will not appear in offer lists and mailings;
- “No, only save the occasion” — the customer is not changed.
The mark is never set without your confirmation. You can remove it in the customer form.
The owner, admins and managers (in their projects) can add and change occasions; a viewer only looks.