CentralStationCRM help pages

Mobile CRM use (iPhone, iPad and Android Tablets)

Sven Sester — Mon, 19 Dec 2022 12:40:47 +0000

You can use CentralStationCRM easily on mobile devices and without having to install additional apps. Go with your smartphone or tablet easy on the URL of your CentralStationCRM accounts (https://your-account.centralstationcrm.net) and log in using your normal e-mail address and password.

However, there is a dedicated app available for both Android and iOS (iPhone, iPad).

Find and delete legacy data from your account

Jan Bück — Wed, 18 Mar 2026 11:20:21 +0000

In CentralStationCRM you can easily clean up your account by removing outdated contacts, deals or projects by using the "Find legacy data" feature. You can find it in the account settings.

With "Find legacy data" you first specify how long ago the last edit should have been taken place, in order for any records to be identified as such. You can...

Edit tags: Delete, rename, and highlight - How to edit the tags in your account

Jan Bück — Mon, 16 Mar 2026 11:50:10 +0000

If you want to rename, delete, or highlight a tag for all linked contacts, go to the right-hand column on the list pages (contacts, companies, or deals), click on “further options,” and select “Manage your tags.”

On the following overview page, you can now edit tags (gear icon) or delete them (bin icon).

If...

Overview: Custom fields and tags

Axel von Leitner — Thu, 15 Dec 2022 08:28:41 +0000

In addition to the fields and tags already provided by CRM, you can also create your own. You can also search and filter your contacts, offers and projects according to these individual fields and tags.

To make the best use of them, it is advisable to understand when it is better to use tags and when to use individual fields.

Tags - How to tag your CRM content effectively

Sven Sester — Mon, 19 Dec 2022 15:20:28 +0000

Tags help you organize the contacts, companies, and deals in your CRM. Tags are keywords that you define yourself and assign to contacts, etc. This allows you to categorize and filter them based on criteria you choose.

You can assign and remove tags in various ways.

Assigning and removing tags from individual items

In the detail view of a contact, company, or...

Custom Fields

Sven Sester — Thu, 22 Dec 2022 14:48:56 +0000

If you want to enter data for which no suitable field exists in CRM, you can create your own fields for people, companies, offers and projects. You can then also search and filter according to the contents of these fields.

Individual fields are often used, for example, for customer numbers or hourly rates. They are suitable - in contrast to...

Create groups and assign users

Jan Bück — Mon, 16 Mar 2026 10:53:44 +0000

If you have enabled groups in CentralStationCRM, you can restrict the visibility of pages in your account for specific users. For example, you can make deals visible only to full-time employees or show each field representative only those people for whom they are responsible.

Account owners and co-owners can create groups in the account settings that are assigned only to a...

Activate groups - How to enable the group system

Jan Bück — Mon, 16 Mar 2026 10:41:58 +0000

The CentralStationCRM group system allows you to restrict the visibility of certain CRM content for selected users. This enables you, for example, to grant external users access only to areas that are relevant to them, without giving them access to information such as quotes and sales.

To use it, follow these steps:

Activate groups (learn how in this article)

Divide CRM content into groups

Jan Bück — Mon, 16 Mar 2026 11:00:32 +0000

You can assign data in your CRM account to groups in various ways. Note that each person, company, and deal can be assigned to only one group. However, CRM users can have access to as many groups as you like. So if you decide to move all your deals into a group with the same name, users who aren’t also...

Creating a note for multiple contacts at the same time - How to attach the same note to multiple threads

Jan Bück — Mon, 16 Mar 2026 10:20:07 +0000

Sometimes it can be helpful to assign a note not just to one contact, but to multiple contacts at once—for example, when you create a note about a meeting that several people attended.

To assign a note to multiple contacts at once, select all the contacts to whom the note should be assigned in the contact list, click “Actions,” and compose...

How to create a person or company

Simon Böffgen — Wed, 14 Dec 2022 13:43:38 +0000

Work on contacts and companies in ascending order

Rana Papachatzakis — Wed, 14 Dec 2022 12:50:24 +0000

If you have been using tags to filter your contacts, you can edit these in series one after the other, without having to jump back into the overview. This makes the sales processes such as follow up calls much faster and more comfortable.

In general, if you call a contact in your filtered list and want to return again...

How can I add a picture to people or companies?

Rana Papachatzakis — Wed, 14 Dec 2022 12:51:01 +0000

You can create a picture of each person and company, which is then displayed at the top left of the page of the person / company or in the overview lists.

When you create a new person or company, or edit an existing one, you can click on the demo image. Afterwards, you can select an image from your...

How can I assign contacts to an employee and tag him as responsible?

Rana Papachatzakis — Wed, 14 Dec 2022 12:51:33 +0000

In many companies the responsibility for certain persons and companies is divided among the sales staff. By doing this it is possible to avoid people being addressed independently of each other by two colleagues.

To assign contacts to yourself or to a colleague, proceed with this: Go to the Persons tab and select the corresponding contacts by clicking the...

How can I merge single duplicates?

Rana Papachatzakis — Wed, 14 Dec 2022 12:52:03 +0000

To merge individual duplicates of persons or companies, you can go to the page of the person or company, edit them and then combine the function in the right column with duplicates.

On the next page, all possible duplicates are displayed for the selected person or company.

You can now click the checkbox in front of one or...

How to find unused companies or unedited contacts

Rana Papachatzakis — Wed, 14 Dec 2022 12:52:38 +0000

If you are in doubt having partially unused or simply unedited contacts in your CRM, then the sorting of the person or company list may help you.

You can sort persons, companies, offers and projects according to the last processing. To do so, go to the respective overview page and select the desired sorting, for example the processing date...

I noticed a new connection in my network. Can I connect all contacts?

Rana Papachatzakis — Wed, 14 Dec 2022 12:53:13 +0000

Yes, you can create connections from you or your colleagues to contacts or in contacts. To do this, go to the page of one of the people and click “Add New Connection” below the tags.

Choose from your contacts and define the connection-status of the two people. E.g. “strong, weak, very strong” and so on.

The connection is...

Create notes and attach documents

Simon Böffgen — Wed, 14 Dec 2022 14:11:18 +0000

On the page of each person, company or of offers or projects, you can add your notes and comments in the large text field on the left. Click in the note field and it opens with some more options. Here you now have the option of attaching files, notifying colleagues or marking the note as confidential, in addition to just...

How can I bring together individual duplicates?

Rana Papachatzakis — Wed, 14 Dec 2022 12:42:58 +0000

How can I bring together individual duplicates?

To summarize individual duplicates (contacts or firms) you can go to the page of the person or company, find the edit button on the right and then you will find on the right the merge this person function.

How to merge duplicates

Rana Papachatzakis — Wed, 14 Dec 2022 12:28:15 +0000

If you find that you have a person or company twice in your CentralStationCRM account, you can simply summarize. This means that all entries of person A are supplemented with the records of person B. All e-mails, notes, tasks and tags are applied. The same applies to the merging firms.

Depending on whether you want to merge individual duplicates that you...

Can I automatically remove all duplicates from my account at once?

Rana Papachatzakis — Wed, 14 Dec 2022 12:31:10 +0000

Duplicates are a common problem in CRM software. Usually they find their way through a file import into the system and there they then stay there forever.

CentralStationCRM has an automated duplicate control mechanism that checks all the contacts in your account for duplicates and brings them together automatically.

Please note: The duplicate check can be carried out by the administrator of...

What is the difference between my events and all events on the home page?

Sven Sester — Mon, 19 Dec 2022 12:37:33 +0000

In your status tab you will find a stream with all activities in your CRM. This is where new contacts, notes, e-mails and much more are documented. The stream helps you to work with your colleagues and makes it transparent who did what with whom.

In the upper right corner...

Can I use Gmail as my default e-mail program?

Sven Sester — Mon, 19 Dec 2022 12:24:51 +0000

If you want Gmail to open when writing an e-mail from CentralStationCRM instead of your default email program on your computer you need to adjust a few settings:

First you need a two small extensions for your (easiest: Chrome-)browser. Afterwards you can create new e-mails directly in GMail and have them put in parallel in your CentralStationCRM account.

What does it mean to follow a contact, deal or project?

Sven Sester — Mon, 19 Dec 2022 13:08:31 +0000

We try to keep things as easy as possible for you, that's why we try to hide details that simply don't matter for you. By following a contact, deal or project, we know this page is important for you and we'll let you know if something important happens on this page. It's similar to social networking sites where you of...

How to work with pipelines - How to manage your quotes in a pipeline and process them even more clearly

Jan Bück — Wed, 11 Feb 2026 07:59:47 +0000

There are now two display options for deals:

The familiar list view

The new pipeline view

The pipeline view allows you to move deals through a standardized sales process consisting of different stages.

You can access it by clicking the Switch to pipeline view button on the deals tab.

The pipeline view displays the deals divided into columns, known as stages....