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Setup Tutorial for Qiyun CRM: A Practical Guide for Small and Medium Businesses
If you’ve recently decided to implement Qiyun CRM into your business operations—or you’re just exploring how it works—you’re in the right place. Unlike many overly polished, robotic tutorials that read like software manuals written by committee, this guide is based on real-world experience setting up Qiyun CRM for a handful of small businesses over the past year. I’ll walk you through each step with the kind of detail you’d get from a colleague who’s already been through the process—mistakes, workarounds, and all.
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Why Qiyun CRM?
Before diving into setup, it’s worth understanding why Qiyun stands out. Developed primarily for Chinese SMEs but increasingly adopted globally, Qiyun offers a clean interface, strong mobile integration, and pricing that doesn’t require selling a kidney. It’s not Salesforce, and that’s a good thing if you don’t need enterprise-level complexity. For teams of 5 to 50 people managing sales pipelines, customer support, or marketing campaigns, Qiyun hits a sweet spot between functionality and simplicity.
That said, “simple” doesn’t mean “zero setup.” Like any CRM, its value depends entirely on how well it’s configured to match your actual workflow—not some theoretical ideal.
Step 1: Account Creation and Initial Login
Start by visiting the official Qiyun CRM website (be sure it’s the legitimate one—there are a few copycat sites floating around). Click “Sign Up” and choose the plan that fits your team size. They offer a 14-day free trial with full access, which is more than enough time to test core features.
During registration, you’ll be asked for:
- Company name
- Primary contact email
- Phone number (optional but recommended for two-factor authentication)
- Industry type (this helps pre-load relevant templates later)
Once confirmed, you’ll receive an email with a temporary password. Log in and immediately change it. While you’re at it, enable two-factor authentication under Settings > Security. I’ve seen too many CRMs compromised because someone reused a weak password.
Step 2: Setting Up Your Organization Profile
After login, you’ll land on a near-empty dashboard. Don’t panic—this is normal. The first thing to do is flesh out your organization profile.
Go to Settings > Company Info and fill in:
- Legal business name
- Address (important if you use location-based reporting)
- Time zone (critical! Set this correctly early—it affects activity logs, reminders, and reports)
- Currency (defaults to CNY, but you can switch to USD, EUR, etc.)
Also upload your company logo. It might seem cosmetic, but it builds trust when clients see branded emails or quotes generated from the system.
Step 3: Inviting Team Members
Qiyun uses role-based permissions, so think carefully about who needs what access.
From Settings > Team Management, click “Invite Member.” Enter their email and assign a role:
- Admin: Full access (usually just founders or ops managers)
- Sales Manager: Can view and edit all leads/deals, manage pipelines
- Sales Rep: Only sees their own records
- Support Agent: Access to tickets and customer history, no sales data
- Viewer: Read-only (good for accountants or external consultants)
Pro tip: Don’t give everyone admin rights “just in case.” I once saw a rep accidentally delete an entire pipeline because they thought they were archiving a single deal.
New users get an automated onboarding email with a link to set their password. Encourage them to complete their personal profiles—especially phone numbers and departments—as this info populates in internal notes and call logs.
Step 4: Customizing Your Sales Pipeline
This is where Qiyun shines—and where most setups go off the rails.
By default, Qiyun gives you a basic pipeline: Lead → Qualified → Proposal → Closed Won/Lost. But your sales process might look different. Maybe you have a “Demo Scheduled” stage or a “Contract Review” step.
To customize:
- Go to CRM > Pipelines
- Click “Edit Pipeline”
- Add, rename, or reorder stages as needed
- For each stage, define:
- Probability of closing (%)
- Expected duration (days)
- Required fields (e.g., “Proposal Sent Date” must be filled before moving to “Negotiation”)
Don’t overcomplicate it. Three to six stages is ideal. More than that, and reps start skipping steps or gaming the system.
Also, decide whether you need multiple pipelines. For example, one for new customers and another for upsells. Qiyun supports this, but only create additional pipelines if your processes truly differ.
Step 5: Importing Existing Contacts
If you’re migrating from spreadsheets or another CRM, now’s the time to import data.
Qiyun accepts CSV files. Before uploading:
- Clean your data: Remove duplicates, standardize formats (e.g., “+1 (555) 123-4567” vs “5551234567”)
- Map columns correctly: Their importer lets you drag-and-drop fields like “Company,” “Phone,” “Last Contact Date”
- Tag contacts during import (e.g., “Existing Customer,” “Newsletter Subscriber”)—this saves hours later
Go to Contacts > Import, upload your file, and follow the prompts. The system will flag mismatches (like missing email addresses) so you can fix them before finalizing.
Important: Never import without a backup. Export your current data first, just in case.
Step 6: Configuring Automation Rules
Automation is where Qiyun saves you real time. Instead of manually assigning follow-ups or sending welcome emails, let the system handle routine tasks.
Common automations to set up:
- Lead Assignment: When a new web form lead comes in, auto-assign to the next available sales rep (round-robin style)
- Follow-Up Reminders: If a deal hasn’t been updated in 3 days, notify the owner
- Status Updates: When a deal moves to “Closed Won,” automatically create a support ticket for onboarding
To create a rule:
- Go to Automation > Workflow Rules
- Choose trigger (e.g., “Contact Created”)
- Set conditions (e.g., “Source = Website Form”)
- Define actions (e.g., “Assign to User Group: Sales Team” + “Send Email Template: Welcome”)
Start with 2–3 key automations. You can always add more later. Over-automating early leads to confusion when things happen “magically” without user awareness.
Step 7: Integrating with Other Tools
Qiyun plays well with others. Under Settings > Integrations, you’ll find options for:
- Email (Gmail, Outlook): Sync sent/received emails to contact records
- Calendar (Google, Outlook): Auto-log meetings and set reminders
- WeChat Official Account: Critical if you serve Chinese clients
- Zapier: Connect to 5,000+ apps like Slack, Mailchimp, or Shopify
For email sync, install the Qiyun browser extension. It adds a “Save to CRM” button when viewing emails, so you can attach conversations to the right contact with one click.
If you use WhatsApp for business, note that Qiyun doesn’t natively support it—but you can route messages through a third-party gateway like Twilio and log them via API.
Step 8: Mobile App Setup
Your team won’t use the CRM if it’s desktop-only. Qiyun’s mobile app (iOS and Android) is surprisingly robust.
Have everyone download it and log in with their credentials. Key mobile features:
- Scan business cards with OCR (works about 80% of the time—still faster than typing)
- Log calls automatically (enable in settings)
- Update deal stages offline (syncs when back online)
- Receive push notifications for urgent tasks
Encourage daily check-ins: “Spend 5 minutes each morning updating yesterday’s activities.” Consistency beats perfection.
Step 9: Training Your Team (The Human Part)
No CRM succeeds without adoption. Schedule a 30-minute walkthrough for your team. Focus on:
- How to log a new lead
- Updating a deal stage
- Finding a customer’s history
- Using the mobile app
Avoid feature overload. Teach only what they need for Week 1. Add advanced features (reports, custom views) later.
Assign a “CRM champion”—someone enthusiastic who can answer quick questions. In my experience, peer support drives adoption better than top-down mandates.
Step 10: Testing and Going Live
Before full rollout, run a pilot:
- Pick 2–3 active deals
- Have reps manage them entirely in Qiyun for a week
- Gather feedback: What’s confusing? What’s missing?
Common early issues:
- Fields that don’t match real-world data (e.g., no “Industry” dropdown option for “Renewable Energy”)
- Notifications that are too frequent (adjust in Settings > Notifications)
- Reports that don’t reflect actual metrics (customize under Analytics)
Fix these, then officially “go live.” Announce it like a product launch—“As of Monday, all customer interactions go into Qiyun!”—to signal importance.
Final Thoughts
Setting up Qiyun CRM isn’t about configuring every possible setting. It’s about aligning the tool with how your team actually works. Start simple, iterate based on real usage, and remember: a CRM is only as good as the data you put into it.
I’ve seen businesses transform their follow-up rates and forecast accuracy within 60 days of a thoughtful Qiyun rollout. Others abandoned it after two weeks because they tried to mirror a competitor’s setup instead of building their own.
Take the time. Do it right. And if you hit a snag? Qiyun’s support team responds fast—usually within an hour during business hours (China time). Just don’t ask them to write your tutorial for you. That’s what friends are for.
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Written by someone who’s set up Qiyun CRM three times, spilled coffee on a laptop during a demo once, and still believes CRMs can be human-friendly.
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