Ditch the Spreadsheets: Smarter Contact Management with Infinity3 CRM

If you’re still using spreadsheets or paper notes to keep track of leads, clients, and customers, you’re not alone. But let’s be honest — that system doesn’t scale. It’s easy to forget who you’ve spoken to, when you last followed up, or what stage someone is at in your process.

That’s where the Infinity3 CRM comes in.

Built into the Infinity3 Platform, the CRM helps you manage every contact and every conversation in one place. No more lost leads, duplicate entries, or endless tabs in Excel.

Why Spreadsheets Just Don’t Cut It

Spreadsheets can be helpful when you’re starting out, but they fall short quickly:

• You can’t track emails, calls, or texts.
• There’s no reminder system.
• Data gets messy and inconsistent fast.
• You can’t easily collaborate with your team.
• It’s hard to see what’s actually working.

Most importantly, they don’t give you context. You’re left digging around to piece together what was said, when, and what needs to happen next.

What Is a CRM (and Why You Need One)?

CRM stands for Customer Relationship Management. It’s a system that helps you:

• Store and organise contact information
• Track interactions like emails, calls, messages and bookings
• Segment contacts with tags and custom fields
• Follow up automatically using workflows and reminders
• See where each lead or client is in your sales or service journey

The Infinity3 CRM is built for small businesses — easy to use, fully integrated with your messaging inbox, calendar, and automation tools.

How to Start Using Infinity3 CRM Effectively

1. Import Your Contacts

If you’re moving over from spreadsheets, you can import your contacts in just a few clicks. Use a CSV file and map your columns to fields like:

• Name
• Email
• Phone number
• Tags
• Lead source

We recommend tagging imported contacts with a label like Imported 2025 so you can identify and clean up your data later if needed.

2. Use Tags to Stay Organised

Tags are one of the most powerful features in the CRM. You can tag contacts based on:

• Their stage (e.g. Lead, Active Client, Ex-Client)
• Service interest (e.g. SEO, Web Design, Platform)
• Source (e.g. Facebook, Referral, Website)

Tags let you segment your audience for campaigns, automations, or reporting.

3. Create Custom Fields for Your Business

Need to store extra info like driving test dates, project budgets, or favourite coffee orders? You can add custom fields to store anything you want — so the CRM works for your business, not the other way around.

4. Track Every Interaction

Every message, email, call, or booking connected to a contact is automatically logged in their profile. No more guessing if you sent that quote or followed up after the meeting.

You can also add notes manually, upload files (e.g. signed agreements), and assign tasks to yourself or your team.

5. Use Smart Lists to Stay Ahead

Smart Lists are dynamic — they update automatically based on filters you set. For example:

• All leads added in the last 30 days
• All active clients without a recent booking
• All contacts tagged “Platform Trial” and haven’t replied

These are great for keeping track of who to follow up with — or triggering automations to do it for you.

Common Use Cases We See

Some real examples of how our clients are using the Infinity3 CRM:

✅ Driving schools tag learners by stage (theory, practical, ready for test) and follow up accordingly.
✅ Coaches track discovery calls, notes, packages purchased, and automate check-ins.
✅ Tradespeople log quotes sent, job status, and set reminders to chase estimates.

The key benefit? Everything stays in one place — no more scattered notes, missing details, or forgotten leads.

Final Thoughts

Your contacts are the backbone of your business. Whether they’re leads, clients, past customers or referrals — the better you manage those relationships, the stronger your business becomes.

The Infinity3 CRM takes away the guesswork and gives you structure. It’s simple, powerful, and built for how real small businesses work. If you’ve ever said “I really should follow up with…” — this is for you.

Ditch the spreadsheets, log in to your Infinity3 Platform, and give your contacts the attention they deserve — without working twice as hard.