# MJX CRM best practices — a daily and weekly routine

> A simple daily and weekly routine for counsellors and owners in MJX CRM, so every enquiry is answered fast and followed up until it joins.

Source: https://pathshala.mjxtechnologies.com/docs/crm/best-practices/

Good institutes and businesses run MJX CRM the same simple way every day: answer new enquiries fast, keep a call-back date on every open one, and write down what was said. This page turns that into a checklist. In the text, "enquiry" means "lead" for a business.

## Set up once

- [ ] Connect your website form and other sources — **Apps › MJX CRM › CRM settings › Where enquiries come from**. See [Lead sources and connectors](crm/lead-sources-and-connectors).
- [ ] Name your stages and add the fields you need — **Apps › MJX CRM › CRM settings › Stages & fields**.
- [ ] Choose your WhatsApp follow-up days and messages — **Apps › MJX CRM › Follow-up messages**.
- [ ] Add your counsellors (salespeople) as staff, and decide whether **Only my leads** is on — **Apps › MJX CRM › CRM settings › Who did what**.
- [ ] Set each person's monthly target and your reply-time target — **Apps › MJX CRM › CRM settings › Analytics**.
- [ ] Fill the WhatsApp knowledge base and **Things the assistant may say**, so the AI answers correctly — see [AI calls](crm/ai-caller).
- [ ] Install the [MJX CRM app](crm/crm-app) on every counsellor's phone and allow notifications.

## Every morning (counsellor)

- [ ] Open **My work** — it lists the tasks, calls and enquiries waiting on you.
- [ ] Call every enquiry whose call-back is due today or overdue.
- [ ] After each call, press [[Log a call]] and write one line: what they want and what happens next.
- [ ] Set the next call-back date before you close the enquiry. An open enquiry with no date is a lost one.
- [ ] Book visits and demo classes with the book button on the enquiry, so they show in **Meetings**.

## Through the day

- [ ] When the bell or the phone says a new enquiry arrived, answer it within the hour.
- [ ] Reply on WhatsApp from the enquiry or the **WhatsApp inbox**. When you type, the AI goes quiet on that chat; hand it back when you are done.
- [ ] Use **Ask AI** for quick counts ("How many enquiries came from Instagram this week?").
- [ ] Move the stage as soon as it changes: New → Talking → Call back → Admitted / Joined / Won, or Not interested.

## Every evening

- [ ] Check **Tasks** — close what is done, move what is not to tomorrow.
- [ ] Check tomorrow's **Meetings** and send reminders.

## Every week (owner or admin)

- [ ] **Reports** — how many enquiries came, how many were talked to, how many joined, by source and by person.
- [ ] **Analytics** — each person against their target, and the reply-time numbers.
- [ ] **Same person twice** — merge duplicate enquiries.
- [ ] **Where enquiries come from** — check every source's hits and **Last problem**.
- [ ] **Who did what** — look through the audit log for anything unexpected (CRM Pro).
- [ ] Read three AI call transcripts and add any missing facts to the knowledge base.
- [ ] Give unassigned enquiries an owner.

## Every month

- [ ] Compare sources in Reports and put more money into the ones that bring admissions, not just enquiries.
- [ ] Review your **Auto actions** and **Auto messages** — remove rules nobody needs.
- [ ] Export to Excel (**Apps › MJX CRM › Enquiries › Export to Excel**) for your own records.
- [ ] Revoke API keys that show "used never" or an old date.

## Habits that make the biggest difference

| Habit | Why |
|---|---|
| One owner for every enquiry | Nobody assumes someone else called |
| A call-back date on every open enquiry | My work can only remind you of dates it knows |
| A note after every call | The next person (or the AI's next call) knows what was said |
| Tag "do not call" when asked | The AI caller and follow-up calls will never ring them |
| A separate link per poster, ad or page | Reports can tell you which one works |
| Never mark "Not interested" on a guess | The AI never does it either — only a person's clear word |

> [!TIP]
> Start small: the website form, follow-up messages and My work. Add automation and AI calls once the team uses the basics every day.

## Questions people ask

### How quickly should we answer a new enquiry?

As fast as you can — the same hour is a good habit. Set a response target on Analytics and watch it on My work and Reports.

### Should every enquiry have an owner?

Yes. An enquiry with nobody looking after it is the one that gets forgotten. Assign every new one the same day.

### When should we mark an enquiry Not interested?

Only when the person says so clearly. Until then, keep a call-back date on it.

### How often should the owner check the numbers?

Once a week is enough — Reports and Analytics for the week, and Same person twice for clean-up.