UridiumSimple CRM — Official User Guide

Version 1.0.0 — UridiumSimple CRM is an all-in-one Customer Relationship Management and Sales Pipeline plugin for WordPress. Track deals on interactive Kanban boards, manage customers and contacts, generate professional PDF invoices with approval workflows, run email campaigns, back up your data to Google Drive, and analyze team performance — all inside your WordPress site.

1. Feature Overview

2. System Requirements

a. Notes

• WordPress cron must be functional for background email sending and automated backups (see Section 19).
• A desktop browser is recommended for the best CRM experience.

b. Mobile Note

3. Installation

a. Standard Installation

1. Purchase and download the plugin ZIP file from https://uridiumapps.com/
2. In your WordPress admin, go to Plugins → Add New → Upload Plugin.
3. Choose the ZIP file and click Install Now.
4. Click Activate.

b. What Happens on Activation?

When you activate the plugin, it automatically:

• Creates all required database tables in your WordPress database (prefixed with scrm_)
• Creates the slug /crm with the shortcode
• Sets up default pipeline stages, product types, industries, lead sources, and roadmap types
• Creates the CRM Manager user role
• Schedules the background email queue
• Sends a welcome email to the site administrator
• Launches the Setup Wizard (first install only)

4. First-Time Setup Wizard

On first activation, you are redirected to the Setup Wizard, which walks you through the essentials in a few quick steps:

1. Company Profile — company details, currency, and invoice prefix
2. Pipeline Stages — confirm or customize your sales stages
3. Team Setup — review users and their access levels
4. License — activate your license key (optional at this step)

You can re-run or skip the wizard and configure everything later in the plugin settings.

5. License Activation

a. Activating Your License

1. Open the CRM dashboard: WordPress Admin → UridiumSimple CRM, or go directly to wp-admin/admin.php?page=uridiumcrm-dashboard
2. Enter the email address and license key from your purchase confirmation.
3. Click Activate.

Your license connects securely to our licensing server at https://uridiumapps.com.

What Your License Includes

• Automatic updates — licensed installs receive one-click and background auto-updates directly in WordPress
• Your plan's feature limits — higher tiers unlock more users, seats, and premium features
• Auto Backup to Google Drive — included with the Ultimate tier (see Section 18)
• Priority support

b. Plan Tiers

Solo, Team, Business and Ultimate. Visit https://uridiumapps.com for more information.

6. The Dashboard & Analytics

The Dashboard is your command center. It provides real-time insight into:

• Pipeline value — total open deal value across all stages
• Deal counts by stage — see where deals are piling up
• Won / Lost analysis — closed deal outcomes
• Team performance — results per account manager
• Forecast — expected revenue based on forecast close dates
• Roadmap breakdown — Commit vs. Upside vs. Not in Roadmap

Dashboard access is controlled per user via the can_view_dashboard permission (see Section 14).

7. Managing Customers

Customers are the companies or accounts you sell to.

a. Adding a Customer

Go to Customers → Add Customer and complete the fields:

Each customer starts with a default Primary Contact. You can add unlimited additional contacts — see the next section.

8. Managing Contacts

Contacts are the individual people associated with your customers.

Key Features

• Multiple contacts per customer — name, role, email, and phone for each
• Primary contact — mark one contact as the main point of contact
• Opt-out flag — contacts marked as opted out are excluded from email campaigns automatically (keeps you compliant with anti-spam rules)
• Standalone contacts don't have to belong to a customer; useful for leads you haven't qualified yet

9. The Sales Pipeline (Kanban Board)

Deals appear as cards, organized into columns representing your sales stages.

a. Working the Board

• Drag and drop deals between stages to update progress instantly
• Click a card to open the full deal record
• Closed Won and Closed Lost are recognized as closing stages and drive your win/loss analytics

Default Stages

b. Customizing Stages

You can add, rename, and reorder stages to match your sales process. When editing stages you can also:

• Set the sort order (column position)
• Mark a stage as the invoicing stage — invoice options become available when a deal reaches this stage

c. Roadmap Types

Every deal also carries a roadmap classification, used in forecasting:

• Commit — deals you are confident will close
• Upside — possible but not certain
• Not in Roadmap — customer no longer pursuing, could become priority in future

d. Column Display

In the settings you can toggle which secondary labels appear on the board: Roadmap, Stage, and Lead Source.

10. Opportunities (Deals)

An opportunity represents a potential sale.

a. Creating an Opportunity

b. Line Items

Instead of a single amount, you can build a deal from line items — each with its own description, quantity, and unit price. Line totals calculate automatically and flow directly into invoices.

c. Activity Tracking

Every change to a deal (stage moves, edits, invoice actions) is recorded in the Activity Log, showing who changed what and when. This gives you a complete audit trail for every opportunity.

11. Invoicing & Approval Workflow

Generate professional PDF invoices directly from your deals — no separate accounting tool needed for quote-to-invoice workflows.

a. Creating an Invoice

1. Open a deal that has reached your invoicing stage.
2. Review the line items and adjust descriptions, quantities, and prices.
3. Set the tax rate, issue date, and due date.
4. Add notes if needed.
5. Generate the invoice — a branded PDF is produced using your invoice prefix (default: UT) and sequential numbering.

b. The Approval Workflow

For teams that require oversight before invoices go out:

1. A user with invoice permissions requests approval — the invoice enters Pending status.
2. Designated approvers are notified and can review the PDF.
3. The approver either Approves or Rejects with an optional comment.
4. Only approved invoices can proceed to the customer.

The full approval trail (who requested, who approved, and comments) is stored with each invoice.

c. Sharing & Regeneration

• Users with the Share Invoice permission can send/share the invoice PDF securely.
• Users with the Regenerate Invoice permission can re-produce the PDF after edits.

12. Email Templates & Notifications

a. Stage-Based Templates

Create email templates tied to specific pipeline stages. When a deal enters that stage, the matching template is used to notify the relevant people automatically — for example, emailing the account manager when a deal reaches "Closed Won."

Placeholders let you merge deal and customer details into the subject and body.

b. Team Notifications

Users with the Email Notification permission receive alerts for pipeline activity relevant to them (e.g., deals they own or collaborate on).

13. Email Campaigns

Run targeted email campaigns to your contacts directly from the CRM.

a. Creating a Campaign

1. Go to the Campaigns module (requires the can_use_campaigns permission).
2. Name your campaign and write the subject and body.
3. Select your target contacts.
4. Send — the campaign is processed through the background email queue.

b. Built-In Tracking

Every campaign automatically reports:

• Total Sent
• Total Opened (via invisible tracking pixel)
• Total Clicked (via link tracking)

c. Compliance

• Contacts flagged as opted out are always excluded.
• Send logs prevent the same contact from being emailed twice by one campaign.

14. Users, Roles & Permissions

a. The CRM Manager Role

On activation, the plugin creates a CRM Manager WordPress role. Assign it to team members who work in the CRM.

Permission Matrix: Each user's CRM capabilities are configured individually:

Each user also has a First Name, Last Name, and Job Title used throughout the CRM.

15. Sales Targets

Set performance goals to measure your team against reality:

• Company targets — overall revenue goals
• Per-user targets — individual quotas per account manager

Targets are compared against closed-won revenue on the dashboard, so managers can instantly see progress and gaps.

16. Using the CRM on Your Website

You have two ways to deliver the CRM to your team.

a. Option A: Standalone Mode (Default)

After installing the plugin, on activation the CRM auto-creates a page with slug /crm and renders as a full-screen, distraction-free application, bypassing your theme entirely. In this mode:

• WordPress admin bar is hidden
• 404 pages redirect to the homepage
• The interface behaves like a dedicated web app

b. Option B: Shortcode Embed

• Place this shortcode on any WordPress page: [simple_crm]
• The full CRM interface loads inside your site's theme. WordPress's admin bar is automatically hidden on CRM pages for a clean experience.

c. Restricting wp-admin Access

You can lock CRM-only users out of the WordPress admin entirely. When enabled:

• Non-allowed users who try to access wp-admin are blocked
• After login, they're redirected straight to the CRM
• The WordPress admin bar is hidden for them site-wide

This is ideal for sales teams who should never see WordPress itself.

17. Global Settings & Company Profile

Found under the CRM settings, the Company Profile controls:

a. Customizable Lists

All of the following are fully editable to match your business:

• Pipeline Stages
• Product Types
• Industry Types
• Lead Sources
• Roadmap Types

b. Data Export

You can export your CRM data. For security, exports are protected by an export password which you set in the settings — anyone running an export must provide it.

18. Auto Backup (Google Drive)

Available on the Ultimate tier only.

Auto Backup protects your CRM by taking a complete snapshot of your customers, contacts, opportunities, invoices, campaigns, and settings — and uploading it directly to your own Google Drive on a schedule you control.

a. Where to Find It

In the CRM, go to Settings → Auto Backup. If you don't see the tab, your license tier is not Ultimate — see Section 5.

b. What's Backed Up

Backups are stored as human-readable .json files named backup_YYYY-MM-DD_HH-MM-SS.json — one file per backup run.

c. Setting Up Google Drive

1. In the Auto Backup panel, enter your Google Client ID and Client Secret. You generate these in the Google Cloud Console (see the detailed walkthrough below).
2. Copy the Redirect URI shown inside the panel and paste it into your Google Cloud Console under Authorized redirect URIs.
3. Click Save Settings.
4. Click Authenticate with Google — sign in and grant access. When you return, the panel will show a green Connected badge.
5. Optionally enter a Folder ID if you want backups to land in a specific Drive folder instead of the root of My Drive.
6. Click Test Google Drive Connection to confirm everything is wired up correctly.

Getting a Google Client ID & Secret (Step-by-Step)

1. Go to console.cloud.google.com and sign in.
2. Create a new project (or select an existing one).
3. In the left menu, go to APIs & Services → Library, search for Google Drive API, and click Enable.
4. Go to APIs & Services → OAuth consent screen. Choose External, fill in an app name and your email, and save. Under Test users, add the Google account you'll be backing up with.
5. Go to APIs & Services → Credentials → Create Credentials → OAuth client ID.
6. Application type: Web application.
7. Under Authorized redirect URIs, click Add URI and paste exactly this, replacing your domain:
   https://your-site.com/wp-admin/admin-ajax.php?action=scrm_gdrive_callback
   (The CRM panel shows you the exact string — copy it from there.)
8. Click Create. Copy the Client ID and Client Secret and paste them into the CRM panel.

d. Scheduling

The panel header shows the last backup time and the next scheduled time at a glance.

e. Email Reports

You can have the CRM email you a short report every time a backup runs. Enable Send email report after each backup and set the recipient address. The email reports success or failure and, on failure, includes the error message.

f. Manual Backups

You don't have to wait for the scheduler. Click Run Backup Now at any time to take an on-demand backup. The panel will confirm whether the local backup and the Google Drive upload both succeeded — including a clear warning if the Google Drive step failed (so a broken connection is never silently ignored).

g. Managing Backups

The Existing Backups table at the bottom of the panel lists every local backup file with its date and size. From there you can:

• Download any backup to your computer
• Delete one or more backups using the tick boxes and the Delete Selected button

Google Drive copies are managed directly from your Google Drive account — the CRM does not touch them after upload.

h. Best Practices

i. Mobile Note

19. Email Delivery System

UridiumSimple CRM does not send emails directly — and that's a good thing.

a. How It Works

1. When the CRM needs to send an email, it is placed in an internal email queue.
2. A background task runs every two minutes and dispatches queued emails.
3. Failed emails retry automatically, and errors are logged for diagnosis.

b. Benefits

• ✅ No lost notifications during traffic spikes
• ✅ Campaign sends are smoothed out instead of hammering your mail server
• ✅ Full delivery history with timestamps and error messages

20. Security & Data Protection

UridiumSimple CRM is built with security in mind:

• Activity logging — every deal change is attributed to a specific user with timestamps
• Granular permissions — users only see and do what you allow, including record-level visibility
• Protected exports — data export requires a dedicated password
• File integrity monitoring — the plugin detects if its files have been tampered with and alerts the admin
• Secure licensing — license checks communicate over HTTPS with your credentials
• wp-admin lockdown — CRM users can be completely fenced off from WordPress internals
• Secure cloud backups — Auto Backup uploads are authenticated with OAuth 2.0 to your own Google Drive; no CRM data passes through any third-party server

21. Deactivating & Uninstalling

Deactivation

Deactivating the plugin (Plugins → Deactivate) is safe and reversible:

• All data remains in the database
• Scheduled background tasks (email queue and Auto Backup) are paused
• Caches are cleared

Simply re-activate to resume exactly where you left off.

Full Uninstall

Deleting the plugin removes the plugin files and — because the plugin ships with a proper uninstall script — also removes:

• All CRM tables (scrm_*)
• Every CRM option (scrm_*, including all Auto Backup settings)
• Every CRM transient, user meta entry, and cron job
• The CRM Manager role
• The CRM shortcode page created on activation
• The uploaded company logo, if any
• The local Auto Backup folder and all backup files inside it

22. FAQ

Q: Does the CRM work with my theme?
Yes. Shortcode mode inherits your theme's environment, and Standalone Mode renders independently — so it works with any theme.

Q: Can multiple sales reps use it at once?
Yes. Each user gets their own permissions and can be restricted to seeing only their own deals.

Q: Can I use my own pipeline stages?
Absolutely — add, rename, reorder, and remove stages to match your process.

Q: Where do invoice numbers come from?
They use your configured prefix (default UT) plus a sequential number, e.g., UT-0001.

Q: What happens if my license expires?
The plugin continues to work, limits kick in, but automatic updates stop and you'll be prompted to renew to restore update access.

Q: Are email campaigns GDPR-friendly?
The CRM includes per-contact opt-out flags, and opted-out contacts are automatically excluded from all campaigns. Always obtain proper consent before emailing.

Q: How fast are CRM emails delivered?
Emails are queued and dispatched by a background task every two minutes.

Q: Can I move the CRM to another site?
Your license is tied to your domain. Contact support to transfer it.

Q: Do I need a special backup plugin?
No. On the Ultimate tier, Auto Backup is built into the CRM and uploads your data directly to Google Drive. See Section 18.

Q: Will backups slow down my site?
No. Backups run in the background on your schedule. The only visible sign is a brief resource spike during the backup itself, typically a few seconds on normal-sized data sets.

Q: Can I restore a backup from inside the CRM?
Auto Backup is designed for safekeeping — the JSON file is a full snapshot you can download at any time from the Auto Backup panel. Restoration is done by our support team or manually by importing the JSON. Contact support if you need help restoring.

23. Troubleshooting

24. Support

a. We're here to help with licensing, sales or billing

• Documentation: https://uridiumapps.com/documentation
• Support Desk: support@uridiumapps.com

b. When contacting support, please include:

1. Your license email and key (last 4 characters only)
2. WordPress and PHP versions
3. The plugin version (Plugins → UridiumSimple CRM)
4. A description of the issue and any error messages

Changelog

1.0.0 — Initial release.

To manage your license, enter your License Key and Email in the Settings → License tab.