Wizard Systems

Why GDPR Compliance in Your CRM Still Matters for UK Businesses in 2025

Even in 2025, GDPR remains a critical priority for UK organisations. Recent updates, like the “recognised legitimate interests” rule, offer flexibility for certain data uses—such as fraud prevention or customer service improvements—but strict accountability and transparency standards still apply. Here’s why embedding GDPR into your CRM system is essential:

Avoid Costly Penalties
Fines for breaches can still reach £17.5 million or 4% of global turnover. A GDPR-compliant CRM helps prevent errors like unauthorised data access or poor consent management.

Build Customer Trust
Over 80% of consumers value businesses that handle their data responsibly. Clear opt-in processes and easy data access tools in your CRM foster loyalty and brand reputation.

Stay Ahead of Regulations
New laws, including AI-driven data rules, are emerging. Proactive compliance ensures your business adapts smoothly to future changes.

Key GDPR Requirements for Your CRM

1. Legal Basis Tracking: Confirm if data is processed via consent, contracts, or legitimate interests.

2. Data Accuracy: Automatically update records and delete outdated information.

3. Security: Use encryption and role-based access to protect sensitive details.

4. Breach Alerts: Set up instant notifications for suspicious activity.

5. Training: Ensure staff understand GDPR principles through regular updates.

How Workbooks CRM Simplifies Compliance
Workbooks CRM includes built-in tools for GDPR, such as automated data retention schedules, audit logs, and consent tracking. Its 2025 updates streamline “legitimate interest” use cases while ensuring customer rights are respected.

Partner with Wizard Systems
For over 30 years, Wizard Systems has provided complete Workbooks CRM solutions, including setup, training, and support tailored to UK GDPR standards. Let their expertise turn compliance into a competitive edge.

Discover more at www.wizard-systems.com.uk.

GDPR compliance isn’t just about avoiding fines—it’s about earning trust and future-proofing your business. With the right CRM partner, you can achieve both effortlessly.

Why it's important to keep a track of sales forecast changes - using GoldMine CRM

The job of accurately predicting potential revenue relies on understanding exactly where each opportunity sits in your pipeline. For businesses using CRM systems like GoldMine CRM, monitoring when a sales opportunity shifts between stages—such as “new enquiry,” “qualification,” “quote,” and “order”—isn’t just useful; it’s a cornerstone of effective sales management. Here’s why tracking these stage transitions matters and how it can help track sales 'situations'.

Enhanced Visibility into Pipeline Health

A CRM system acts as a central hub for all customer interactions and deal progress, giving teams a real-time view of every opportunity’s stage. For example, a forecast moving from “qualification” to “quote” signals momentum, while a regression to an earlier stage might highlight risks needing attention. This clarity helps managers spot bottlenecks, allocate resources strategically, and focus efforts on high-value deals.

Improved Forecast Accuracy

Every stage change directly impacts the likelihood of a deal closing. CRM tools automatically adjust closure probabilities based on historical data, replacing gut feelings with actionable insights. A deal advancing to “contract review” might carry a 75% chance of success, while one lingering in “new enquiry” could hold just 10%. Tracking these shifts ensures forecasts stay grounded in reality, reducing over-optimism and surprises.

Proactive Decision-Making

A forecast moving backward (e.g., from “negotiation” to “quote”) triggers alerts, prompting teams to address risks before they escalate. Conversely, forward momentum can reveal opportunities to upsell or fast-track processes. GoldMine CRM’s pipeline tracking ensures no change goes unnoticed, enabling agile adjustments to sales strategies.

Streamlined Team Collaboration

A shared CRM pipeline means everyone works from the same up-to-date information. Stage changes are logged instantly, eliminating confusion between sales reps, managers, and support teams. For instance, when a deal reaches “order received,” finance and logistics teams can kickstart fulfilment without delay.

Historical Insights for Future Strategy

Analysing how long deals spend in each stage—and why they stall or accelerate—uncovers patterns. Perhaps “qualification” takes too long, suggesting a need for better lead-scoring criteria. CRM analytics turn these insights into process refinements, sharpening future forecasts and efficiency.

How GoldMine CRM Simplifies Stage Tracking
GoldMine CRM provides tailored features to monitor sales forecasts at every phase:

• Automated stage updates: Minimise manual errors and keep data current.

• Customisable pipelines: Align stages with your unique sales process, whether adding “technical review” for B2B deals or tailoring notifications.

• Real-time dashboards: Visualise stage transitions and forecast impacts instantly, empowering data-led decisions.

Conclusion
Tracking sales forecast stage changes isn’t just administrative—it’s a strategic tool that empowers teams to act with precision. By leveraging GoldMine CRM, businesses convert pipeline dynamics into revenue growth, operational efficiency, and a sharper competitive edge.

About Wizard Systems
For over 30 years, Wizard Systems has been a trusted partner for CRM solutions, offering GoldMine CRM implementation, training, and ongoing support. Our expertise ensures your business gains full visibility and control over its sales pipeline. Discover how we can help you at www.wizard-systems.com.uk.

By prioritising stage-level tracking, businesses transform sales forecasts from vague estimates into actionable intelligence—a proven path to sustained success.

Top 4 things you can use reports for in Workbooks CRM - Event 19/2

Existing Workbooks CRM users, are you making the most of your reports? So you've made that fantastic report.  What next?  What can you use that report for?  Join us on Wednesday, 19th February at 2pm GMT for a focused webinar where we’ll explore four key ways to leverage reports to drive efficiency and growth.

1. Transform Reports into Dynamic Dashboards

Turn raw data into actionable visuals! Learn how to:

• Create real-time dashboards to track sales pipelines, customer interactions, and team performance at a glance.
• Use charts, graphs, and KPIs to highlight trends, identify opportunities, and monitor goals.
• Personalise dashboards for individual users or teams, ensuring everyone accesses relevant insights.

2. Launch Targeted Marketing Campaigns

Reports fuel smarter marketing. Discover how to:

• Identify high-potential customer segments using CRM data filters (e.g., by industry, purchase history, or engagement level).
• Automate campaign workflows by integrating report data with marketing tools.
• Track campaign performance in real time and refine strategies as needed.

3. Streamline Data Management with Bulk Operations

Save time and reduce errors! We’ll show you how to:

• Use reports to clean, update, or enrich CRM data in bulk (e.g., mass-updating contact details or tagging leads).
• Automate repetitive tasks by exporting report results to workflows or third-party tools.
• Maintain data accuracy and compliance through regular audits.

4. Share Insights with Non-CRM Stakeholders

Break down data silos! Learn to:

• Export reports into easy-to-digest formats (PDF, Excel) for presentations or meetings.
• Use integrations like Power BI to create interactive dashboards for external stakeholders.
• Schedule automated report deliveries to keep teams aligned.

Why Attend?

• Live Demos: Step-by-step examples of dashboard creation, bulk updates, and more.
• Q&A Session: Get tailored advice from Workbooks CRM experts.
• On-Demand Access: Registrants receive a recording and resources post-event.

Reserve Your Spot Now

Hosted by Wizard Systems—the UK’s leading Workbooks CRM supplier. Learn directly from the experts who help businesses maximise their CRM investment.

Date: Wednesday, 19th February 2025
Time: 2:00 PM GMT
Host: Wizard Systems (www.wizard-systems.co.uk)
Duration: 20 minutes + live Q&A

P.S. Invite your team! Ideal for CRM admins, marketing leads, and data managers.

CRM Love Stories: 5 Features That Make Workbooks Irresistible

Join our 20-minute webinar to uncover Workbooks CRM’s 5 most-loved features—trust us, your business will want to swipe right!” 

💘 Sparks Will Fly on February 14th
This Valentine’s Day, skip the clichéd chocolates and roses—we’re serving up something hotter: Workbooks CRM’s top 5 “secret weapon” features that customers adore. ❤️🔥But here’s the catch: We’re not revealing them here. 🔒
Why? Because true love deserves a little suspense.Mark Your Calendar:
📅 Friday, February 14, 2025
⏰ 2:00 PM GMT (20 minutes only—shorter than a coffee date!)

Why Attend?

• Discover the CRM tools our clients call “relationship game-changers” (nope, we won’t spoil #3—it’s that good).
• Learn how Workbooks helps businesses “flirt” with efficiency and “commit” to growth.
• Get exclusive access to a Valentine’s Day promo (hint: it’s sweeter than a box of truffles).

“But what if I’m already in a happy CRM relationship?”
👉 Talk to us about your current setup—we’ll show you why Workbooks might just be the upgrade your team deserves.

What to Expect

✅ CRM Matchmaking: See which features make Workbooks a “perfect partner” for scaling businesses.
✅ Love-at-First-Sight Demo: A sneak peek at our most heart-racing functionality.
✅ Q&A: Ask our experts anything—no “it’s complicated” here!

Ready to RSVP?

🔔 Limited “Seats” Available—Don’t Get Ghosted!
👉 [SAVE MY SPOT NOW] 

This webinar is hosted by CRM suppliers Wizard Systems.  Wizard System have over 30 years experience of implementing tailored CRM solutions and provide the complete service including setup, training and support.

The Critical Role of a CRM 'System Administrator' in Driving Business Success

Customer Relationship Management (CRM) systems are the backbone of modern sales, marketing, and customer service operations. Yet, even the most advanced CRM platform can falter without a skilled professional at the helm. Enter the CRM System Administrator: a full-time, in-house expert who bridges the gap between technology and business processes to maximise ROI. Here’s why this role is indispensable for companies aiming to thrive in a customer-centric landscape.

Why a CRM System Administrator Matters

A CRM system is only as effective as its configuration, maintenance, and alignment with company goals. Without dedicated oversight, businesses risk:

• Data decay: Inconsistent or duplicate entries erode trust in analytics.
• Low user adoption: Employees avoid tools they find cumbersome or irrelevant.
• Missed opportunities: Uncustomised workflows fail to support sales pipelines or marketing campaigns.

A CRM Administrator solves these challenges by tailoring the system to the organisation’s unique needs while ensuring seamless daily operations.  And in conjunction with the support provided by Wizard Systems, it ensures the continued success of any CRM project.

Core Responsibilities of a CRM Administrator...

1. System Customisation & Optimisation

• Configures fields, workflows, and dashboards to match sales and marketing processes.
• Looks after changes to drop-down lists
• Creates new templates (email, Word, Google)

2. Data Governance

• Enforces data hygiene through validation rules and deduplication.
• Manages imports/exports and ensures GDPR/regulatory compliance.

3. User Enablement

• Sets up new users
• Trains teams on CRM best practices, boosting adoption rates.
• Provides level 1 support for troubleshooting on user questions and then liaises with Wizard Systems support for any escalated issues.

4. Strategic Collaboration

• Partners with sales, marketing, and IT to align CRM capabilities with business objectives.
• Translates departmental needs into technical solutions (e.g., custom reports for pipeline analysis).

Tangible Benefits of Hiring a Dedicated Administrator

1. Enhanced Sales Efficiency
   • Reps spend 20–30% less time on admin tasks, focusing instead on closing deals.
   • Real-time pipeline visibility allows managers to forecast accurately and allocate resources.
2. Improved Customer Experiences
   • Clean, centralised data ensures support teams access complete interaction histories, reducing resolution times.
   • Personalised marketing campaigns driven by segmentation boost engagement and retention.
3. Scalability & Innovation
   • Admins proactively identify system upgrades, plugins, or process tweaks to support growth.
   • Agile testing of new features (e.g., AI-driven insights) keeps the CRM ahead of industry trends.

Case in Point: The Cost of Neglect

Companies that assign CRM management as a “side duty” or even ignore it often face:

• Fragmented processes: Marketing and sales teams operate in silos, delaying lead handoffs.
• Security risks: Overprovisioned user access increases vulnerability to data breaches.
• Stagnant ROI: Underutilised systems fail to justify licensing costs.

In contrast, businesses with dedicated admins report 25–40% faster sales cycles and 15–20% higher customer satisfaction scores.

Building a Business Case for the Role

Justify the investment by highlighting:

• Cost savings: Reduced IT dependency and fewer costly data errors.
• Revenue growth: Shorter sales cycles and higher win rates linked to CRM optimisation.
• Competitive edge: Agile response to customer needs through real-time analytics.
• Prevention's better than cure, eh?

Conclusion

A CRM System Administrator isn’t just a technical role—it’s a strategic asset. By ensuring the CRM evolves alongside your business, this professional unlocks efficiencies, fosters collaboration, and turns customer data into actionable insights. For companies serious about growth, hiring a full-time administrator isn’t optional; it’s essential. Invest in this role today, and watch your CRM transform from a static database into a dynamic engine for revenue and customer loyalty.

Wizard Systems, suppliers of various CRM solutions for over 30 years, offer tailored Systems Admin courses and train the trainer programs.  Contact Wizard Systems for details.

How to Keep Your Outlook Connected to GoldMine by Staying on Classic Outlook

 

Microsoft’s forced migration to the New Outlook in 2025 threatens to disrupt critical integrations for GoldMine CRM users. Here’s what you need to know to preserve your Outlook-GoldMine workflow.

Why Classic Outlook Matters for GoldMine

GoldMine’s integration with Outlook relies on legacy features like COM automation and VBA support, which are completely removed in New Outlook. This impacts:

• Email linking: Auto-linking sent/received emails to GoldMine contacts
• Calendar synchronisation: Bi-directional sync for appointments and tasks
• Contact management: Seamless access to GoldMine data within Outlook

New Outlook’s web-based architecture lacks these capabilities, risking broken workflows for businesses relying on GoldMine integrations.

How to Retain Classic Outlook

1. Opt Out Before Migration

If you see in-app alerts about the New Outlook switch:

1. Go to Outlook Options > General
2. Decline the update to stay on Classic Outlook

2. Registry Edit (For Advanced Users)

If already migrated to New Outlook:

1. Open Registry Editor (type in Windows search)
2. Navigate to:
   Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
3. Double-click UseNewOutlook and set Value Data to 0
4. Restart Outlook

Warning: Back up your registry first. Incorrect edits can destabilise your system.

3. Reinstall Classic Outlook

1. Uninstall the pre-installed Microsoft 365 suite
2. Download Classic Outlook directly from Microsoft’s website
3. Reinstall Microsoft 365 while retaining Classic Outlook

What If New Outlook Is Forced?

If your organisation mandates New Outlook:

• Use Riva CRM Integration: Third-party tool from Wizard Systems, syncing GoldMine with Exchange/Office 365
• Enable GoldMine Link: Lightweight alternative for basic email linking

Still, it’s possible to come back to the classic Outlook. And Microsoft should support the classic Outlook for existing installations on both perpetual and subscription licenses until at least 2029.

The Clock Is Ticking

Microsoft’s phased migration began in January 2025. Proactively blocking updates ensures uninterrupted CRM operations. For managed IT environments:

- Enforce Classic Outlook via group policies

- Disable automatic Office updates

 

Need help? Contact Wizard Systems support to:

• Implement registry fixes
• Explore Riva synchronisation
• Configure enterprise-level update blocks

 

QuoteWerks Version 25 is Here: Transform Your Sales Process with the Latest from QuoteWerks, brought to you by Wizard Systems

Wizard Systems, your trusted partner for business solutions, is excited to announce the release of QuoteWerks Version 25! This latest version is packed with powerful new features and enhancements designed to streamline your sales process, boost efficiency, and drive revenue growth. QuoteWerks continues to be a leading solution for quoting and proposal software, and version 25 is a testament to its commitment to innovation. Let's explore what's new and how these features can benefit your business, all delivered with the expertise of Wizard Systems.

What’s New in QuoteWerks Version 25?

QuoteWerks Version 25 focuses on enhancing integrations, improving user experience, and adding features that address the evolving needs of sales teams. Here are the key highlights:

• Enhanced HaloPSA Integration: Version 25 boasts a brand-new integration with HaloPSA, available for both QuoteWerks Desktop and QuoteWerks Web. This integration allows you to seamlessly manage clients, opportunities, and quotes, and easily transfer data between the two platforms. Key features include the ability to:

  • Search for clients and users.
  • Create and update opportunities.
  • Create and update quotes.
  • Upload quote attachments to HaloPSA.
  • Access HaloPSA records directly from within QuoteWerks.
  • Utilise recurring item support and datalinking.

• QuoteWerks Web Updates: The web-based version of QuoteWerks receives several significant upgrades:

  • New Native Layout Designer: Create custom, professional layouts directly in QuoteWerks Web.
  • Ingram Micro Online Ordering (Procurement): Streamline your procurement process with direct online ordering through Ingram Micro.
  • Vendor Price Comparison Window: Easily compare prices from multiple vendors in one window to ensure the best deals.
  • Contact Import Wizard: Import contacts efficiently with the new wizard.
  • QuickBooks Online Setup: Integration with QuickBooks Online is even more streamlined.
  • Send Purchase Orders from QuoteWerks Web: You can now send purchase orders to ConnectWise PSA, Autotask, and QuickBooks Online, similar to QuoteWerks Desktop.
  • Procurement (Phase 1): The purchasing tab has been added, displaying products to order, with filtering and the ability to create manual purchase orders. The Purchase orders tab displays POs, which can also be filtered, and you can see PO Item details.
  • Multi-Select Options: QuoteWerks Web now includes multi-select options and the ability to right-click to perform actions, including displaying contacts in the contact manager, emailing QuoteValet customer notifications, changing document status, and more.

• Ingram Micro JSON API: The Ingram Micro integration has been upgraded to use the more efficient JSON API, ensuring compatibility with future changes. This upgrade provides:

  • The ability to combine different order types.
  • Significantly faster pricing and availability requests.
  • Persistent pricing override notes.
  • A resizable order form.

• QuoteValet DKIM Support: This is the big one!  QuoteValet now supports DKIM (DomainKeys Identified Mail), an email authentication method that verifies the sender of an email. This reduces the risk of email spoofing and phishing attacks, ensuring your customers trust your emails.

• Paste Contact from Clipboard: Save time by pasting contact information directly into QuoteWerks. The software will automatically populate the relevant fields, and can be used with the address validator.

• Clover Credit Card Gateway: Clover is now a supported payment gateway for QuoteValet, adding to the over 80 payment gateways already supported.

• Act! for Web Integration: QuoteWerks Web now integrates with Act! for Web, allowing users to connect their CRM data with their quoting process.

• Google Maps Integration: Access Google Maps directly from the SoldTo/ShipTo/BillTo tab, allowing you to visualise customer locations and streamline logistics.

Why Upgrade to Version 25?

Upgrading to QuoteWerks Version 25 offers significant advantages:

• Streamlined Sales Process: The enhanced integrations and new features enable a more efficient sales workflow, saving you time and reducing errors.
• Improved Communication: DKIM support ensures that your communications are legitimate and trustworthy, enhancing your brand reputation and improving email deliverability.
• Greater Flexibility: The new features in QuoteWerks Web offer more flexibility and accessibility for sales teams, allowing you to work from anywhere.
• Enhanced Accuracy: Address verification, sales tax rate lookup, and streamlined contact management enhance the accuracy of your quotes and proposals.

Wizard Systems: Your Partner in Success

As your dedicated partner, Wizard Systems is committed to providing you with the best business solutions. We understand that choosing the right software is crucial, and we’re here to help you every step of the way. With QuoteWerks, you’re not just purchasing software; you're investing in a solution that will transform your sales process.

Ready to Experience the Difference?

Don't miss out on the power of QuoteWerks Version 25. Contact Wizard Systems today to learn more about how this latest release can benefit your business. Our experts are ready to assist you with implementation, training, and ongoing support.

Wizard Systems - www.wizard-systems.co.uk

Contact us today for a demo and take your sales process to the next level!

 

Master Lead Research with GoldMine CRM & AI Tools

Join Our Exclusive Webinar: Friday, 7th February 2025 | 2 PM GMT  and discover how to supercharge your lead research process by combining GoldMine CRM's advanced search capabilities with cutting-edge AI tools. Learn to quickly uncover valuable company and contact data while streamlining your workflow.

What You'll Learn:

GoldMine CRM Search Features

• Universal Search
  Find contacts, activities, cases, and documents across your entire database with Google-like keyword searches
  • Filter results by relevance scores
  • Search attached files and relationship trees
  • Cross-reference with Google Maps integration
• Smart Prospecting Tools
  • Auto-link contacts from the same organization
  • View LinkedIn/Twitter profiles directly in CRM
  • Click-to-dial functionality with call logging

Webinar Agenda

1. GoldMine Search Masterclass
   • Best practices for contact segmentation
   • Social media integration workflows
2. AI Research Tools Deep Dive
   • Automated data enrichment strategies
   • Compliance-focused contact harvesting
   • CRM integration tips
3. Live Demo
   • Combine GoldMine searches with AI insights
   • Build targeted lead lists in <5 minutes

Registration Details

Date: Friday, 7th February 2025
Time: 2 PM GMT (30-minute session + Q&A)
Registration Link: [REGISTER HERE]

 

This webinar is brought to you by Wizard Systems in the UK who have over 30 years experience of supporting and implementing GoldMine CRM systems please cheque our website, wizard-systems.co.uk for more information on our services

Master Lead Research with GoldMine CRM & AI Tools

Join Our Exclusive Webinar: Friday, 7th February 2025 | 2 PM GMT  and discover how to supercharge your lead research process by combining GoldMine CRM's advanced search capabilities with cutting-edge AI tools. Learn to quickly uncover valuable company and contact data while streamlining your workflow.

What You'll Learn:

GoldMine CRM Search Features

• Universal Search
  Find contacts, activities, cases, and documents across your entire database with Google-like keyword searches
  • Filter results by relevance scores
  • Search attached files and relationship trees
  • Cross-reference with Google Maps integration
• Smart Prospecting Tools
  • Auto-link contacts from the same organization
  • View LinkedIn/Twitter profiles directly in CRM
  • Click-to-dial functionality with call logging

Webinar Agenda

1. GoldMine Search Masterclass
   • Best practices for contact segmentation
   • Social media integration workflows
2. AI Research Tools Deep Dive
   • Automated data enrichment strategies
   • Compliance-focused contact harvesting
   • CRM integration tips
3. Live Demo
   • Combine GoldMine searches with AI insights
   • Build targeted lead lists in <5 minutes

Registration Details

Date: Friday, 7th February 2025
Time: 2 PM GMT (30-minute session + Q&A)
Registration Link: [REGISTER HERE]

 

This webinar is brought to you by Wizard Systems in the UK who have over 30 years experience of supporting and implementing GoldMine CRM systems please cheque our website, wizard-systems.co.uk for more information on our services