A complete guide to every feature in AmpleoCRM - from daily use to advanced configuration. Pick a topic below or scroll down to read it all.
AmpleoCRM is a CRM system (Customer Relationship Management) developed in Denmark for European B2B companies. It brings customers, opportunities, quotes, invoices, contracts, service cases, projects and more into a single platform - so you can stop juggling spreadsheets, email threads and disconnected tools.
The interface is organised into three areas - Sales, Service and Settings - and uses a consistent layout throughout. Once you have learned one screen, you can navigate the rest with confidence. All data and infrastructure is hosted in the EU.
When you open AmpleoCRM you are greeted by the landing page. Click Log in to reach the login screen, where you enter your email and password. You will then land on the dashboard, which gives you a quick overview of your most important data.
The first time a user logs in, their profile is created automatically. The very first user in a new organisation is automatically given the Administrator role, so you can get started right away.
On the left side of the screen you find the sidebar - your primary navigation. It lists the entities (companies, contacts, opportunities, etc.) that belong to the active area. Click an item to open its list view.
At the bottom of the sidebar you find the area switcher. Click to switch between Sales, Service and Settings. The same menu also lets you log out and view your user profile.
Companies, contacts, opportunities, quotes, invoices, contracts, products, revenue and activities.
Service cases, case types, service queues, knowledge articles and service dashboards.
General settings, user management, document templates, data import, form customization and dashboards.
The front page dashboard automatically shows the dashboards that belong to the active area. Switch area, and the dashboard updates immediately.
My day is a workbench rather than an overview. It gathers what you personally are responsible for onto one screen, so you can start the day without looking in five places. Other people's activities are not included - that is deliberate.
| Overdue | Everything that should have been finished before today and is still open. This group is at the top because it is the only one that grows on its own. |
| Today | What is planned for the selected day. |
| Tomorrow | The day after, so you can see what is coming. |
Both activities and follow-ups are shown. Follow-ups are the reminders placed on a customer or a case, and they tend to be forgotten if they only live on the record.
You can narrow the list to calls, meetings, emails or tasks, or let it show every type. High-priority items are marked so they do not drown in a long day.
You can mark something completed without opening it. That is the fast way through a day of many small things - and it is also what keeps visit counts and follow-ups accurate elsewhere in the system.
You can page backwards and forwards between days. As soon as you leave the current date, the headings change from "Today" and "Tomorrow" to the actual date, so you cannot mistake another day for this one. A button takes you back to today.
The bell at the top gathers the messages the system sends you. It counts unread ones, and the page shows them together, where you can also mark them all read at once.
Notifications come from two kinds of event:
| Assignment | You have been made the owner of an opportunity, a lead, a task or a service case. |
| Follow-up | A follow-up you are responsible for is due. |
The two tie in with My day: the notification tells you something new has landed, while My day is where you work it off.
Under your personal settings you can opt out of each type separately. Every type is on by default, and opting out applies only to you - it changes nothing for your colleagues.
The Sales module covers the entire sales process from first contact to invoicing. All entities are interconnected, so you can create a quote directly from an opportunity and later convert it to an invoice.
Companies are the organisations you work with. Contacts are the individual people at those companies. A contact is linked to a company via the "Company" lookup field. Open a company to see all associated contacts, opportunities and activities gathered on the timeline.
Fill in the Domain field on a company (e.g. ampleo.dk) and new contacts with an email address on that domain are linked to the company automatically. That includes the contacts created for you when you track an email from the Outlook add-in. A contact whose company you picked yourself is left alone.
An opportunity represents a potential deal. It has a stage (Qualification, Proposal, Negotiation, Closed) and an expected amount. The "Sales Pipeline" dashboard shows a funnel chart of all open opportunities by stage, giving you instant visibility into your pipeline health.
A quote contains lines with products, quantities and prices. Stages: Draft, Active, Won, Lost, Revised. You can generate a quote document from a template directly from the form.
Invoices follow the same pattern as quotes with lines and stages (Draft, Active, Paid, Cancelled). Invoices can be synchronised with your ERP system via the integration.
Contracts track agreements with customers with stages such as Draft, Active, Sent for Signature, Signed, Expired. If digital signing is configured (e.g. via Penneo), contracts can be sent for signature directly from the system with a single click.
Products are what you sell and can be selected on quote and invoice lines. Revenue records are imported from ERP or created manually for analysis and reporting.
A campaign is a record you can attribute leads to, so you can see where they came from. It is deliberately kept simple and today consists of just a name - dates, budget and results can be added when there is a concrete need for them.
Note that there are two ways campaign is marked. Besides the campaign record, contacts and contact forms have a separate campaign field which is free text and used for UTM tracking. The two are not linked - they predate the campaign record. Use the campaign record when you want to count across records, and the free-text field when it is a source coming from a form or a link.
Segment search finds companies in the Danish CVR business registry - not in your own data. It is used to build a prospect list: set the criteria for the kind of company you want to reach, see who matches, and pull the relevant ones into the system.
You can combine as many filters as you like:
| Industry codes | Pick an industry or individual codes beneath it. Choosing a parent industry includes the codes under it. |
| Geography | Pick a region, or enter postcodes if you want to cut it finer. |
| Company form | ApS, A/S, sole proprietorship and so on. |
| Status | So you do not target companies that have ceased trading. |
| Employees | A minimum, a maximum or both. Leave the field empty for no limit. |
Results are shown page by page, and you decide how many appear at a time. Tick the companies you want, choose under Create as whether they become companies or leads, and create them.
The choice matters for the workflow: create as a lead when it is a prospect list that needs working and qualifying first, and as a company when these are customers you already know belong in the register.
The search looks in the registry, not in your own records. So check whether the company already exists with you before creating a whole list - otherwise you risk duplicates of customers you already have.
Besides the segment search, the system can look up an individual company by name or CVR number and pull its master data from there, so you do not have to type address and company form by hand. Production units (P numbers) and financial figures for recent years can also be fetched.
The Service module helps manage customer inquiries, support tasks and knowledge sharing. All cases can be linked to companies and contacts, so the history is always gathered in one place.
A service case represents a customer's request for help. Each case has a status (New, In Progress, Waiting on Customer, Waiting on Third Party, Resolved, Cancelled), a priority (Low, Normal, High, Critical) and can be linked to a company, contact and service queue. Use the timeline to log all communication directly on the case.
Case types categorise cases (e.g. "Technical support", "Billing question"). Service queues distribute cases between teams, ensuring the right department always receives the right cases.
Internal articles with solutions and FAQ for support staff. Build your knowledge base over time to reduce repetitive inquiries.
Customer care answers one question: are you getting out to the customers you agreed to get out to? You set a target for how many visits a company should have in a year, and the page shows where you stand against that target right now.
A visit goal belongs to one company in one fiscal year and holds a target number of visits. You can add a note, and the goal has an owner so it counts towards the right salesperson. Create a new goal with the button at the top of the page.
The same company can have goals in several years, but only one goal per year. Pick the year at the top of the page to look at a different fiscal year.
The visit count is calculated continuously and is never typed in by hand. A visit is an activity of type meeting, registered on the company, and marked completed.
A meeting still marked as planned does not count. Once you have held the meeting, remember to complete it - otherwise the figure looks lower than reality.
Meetings booked in the future are counted separately in the Planned column, so you can see whether something is already in the calendar to catch up a shortfall.
The Expected column is not the target, but how many visits you should have had by now. It spreads the target evenly across the year: once a third of the year has passed, a third of the visits are expected.
A company is marked behind when the number of completed visits is below the expected figure and the target has not yet been reached. Once the target is met the row is complete, whenever in the year that happened.
The list puts the most pressing first: behind with nothing booked outranks behind with meetings already in the calendar.
Below the visit goals is a list of customers that are starting to slip. A company appears here if either of two things is true:
Note that the list only covers companies that have a visit goal in the selected year. Customers without a goal are not watched here.
At the top you switch between Mine and Team. By default you see the goals you own yourself. The team view requires permission to see other people's data, so the button only appears if you have it.
Activities are used to log all customer interaction. There are five types:
On forms for companies, contacts, opportunities and service cases you find a timeline showing all activities in chronological order. From there you can add a quick note directly in the timeline or create new activities via the buttons at the top. The timeline also automatically shows emails tracked via the Outlook integration.
From any record you can create a follow-up - a reminder with a date and time, ensuring you never forget to follow up.
The calendar gathers the work that has a time and a person into one picture. It draws from three places in the system, and you choose which of them to show.
| Activities | Meetings. Meetings only - calls, emails and the other activity types do not fill up the calendar. |
| Resource bookings | Time booked on a resource, for example a technician, a van or a room. |
| Work tasks | Tasks with a planned start and end. |
Under Show in calendar you turn each source on and off, and each source has its own colour so you can tell them apart. You can also let a view decide what comes in from a source, if you only want part of it.
The calendar always shows particular people's time, not everything at once. If you select nobody the calendar is empty - that is not a fault. Select the people whose calendar you want, and each gets a column.
Move an event by dragging it to a new time, and create one by clicking an empty slot; the new record gets the time you clicked.
Dragging between two people's columns means different things. A resource booking sits on the booked resource, so dragging it changes the resource - the record's owner is left alone. A meeting, by contrast, belongs to its participants and is not reassigned by dragging; you change participants on the meeting itself.
If you have connected mail and calendar to Microsoft 365, you can turn on Show bookings from Microsoft 365. The selected people's busy time is then drawn into the picture, so you avoid booking on top of something that only exists in Outlook.
Only times are read - never what the appointment is about, who attends or where it is. The blocks therefore have no title, and they can neither be clicked nor moved, because there is no CRM record behind them.
If a period holds more events than the calendar will load, you are told so rather than shown an arbitrary subset. That is deliberate: a calendar that looks free where it is actually booked is worse than a message saying the period is too dense. Choose a shorter period or fewer people.
Besides the calendar, lists with planned time can be shown as a resource timeline, where each resource gets its own row across time. That is the view used to spread work between several technicians. See the section on lists and views for how to switch view.
When you select an entity in the sidebar a list view opens showing all records in a table. Lists are the primary way to get an overview of your data.
Above the list you find a view selector. A view defines which columns are shown and the default sort. Click the pencil icon to customise a view:
Your own views can be deleted. System-defined views can be customised but not deleted.
Above the list sits a view switcher that changes how the same records are drawn. You only see the views the individual entity supports - which is why the options differ across the system. A map only makes sense where there is an address, and a Gantt chart only where there is a start and an end.
| List | The table. The default view every entity has. |
| Kanban | Cards spread across columns by status. Drag a card to another column to move the record on. |
| Split | The list on the left and the selected record on the right. Good for working through many records quickly without clicking back and forth. |
| Map | Records placed geographically. Requires the entity to have an address. |
| Gantt | Bars across a time axis with start, end and dependencies. Used for planning projects and tasks. |
| Timeline | Tasks drawn against time, with one row per resource. |
| Calendar | The records in a calendar. See the section on calendar and resource planning. |
| Matrix | A cross table: you choose what goes in rows and columns, and the cells can be edited directly. Used to fill in many values at once rather than opening one record at a time. |
| Resource order | Drag and drop to set the order of resources. |
The view only changes how records are drawn - not which ones are included. Filters and the selected view still apply, so if you have narrowed the list down, that carries over into kanban and onto the map.
When you click a record in a list a form opens. The form is the central workspace for a single record.
At the top of the form you find a command bar with action buttons. Standard buttons are Save, Delete and Cancel. Some entities have additional commands (e.g. "Generate document", "Send for signature" or "Print").
Forms can contain sub-grids showing related records (e.g. quotes on a company). All changes are logged automatically and can be viewed via the change log on the form - you can always see who changed what and when.
Under Settings → Document Templates administrators can create templates for documents (e.g. quotes, contracts, invoices). Each template is linked to an entity type and can contain merge fields that are automatically filled in from the current record - company name, contact person, amounts, etc.
From a record's form click "Generate document" in the command bar. Select a template, preview it, and download the document. Generated documents are automatically saved on the record, so you always have a history.
Files can be uploaded and attached to records via the document section on the form. All common file types are supported.
Switch to the Settings area via the area switcher. Viewing settings requires at minimum the Manager role; making changes requires the Admin role.
| Company name | The organisation's name displayed in the system. |
| Default language | The default language for new users (Danish or English). |
| Default currency | The primary currency (DKK, EUR, USD, GBP, SEK, NOK). |
| Default VAT rate | VAT percentage used as default on quotes and invoices. |
| Time zone | The organisation's time zone for date display and calculations. |
| Fiscal year start month | Used to calculate fiscal periods in dashboards and reports. |
Configured under settings. Choose provider (e.g. Penneo), environment (sandbox/production) and enter API keys. After that, contracts can be sent for digital signature directly from the form.
Under User Management administrators can view all users, change display name and role, activate/deactivate and create new users.
user |
Can read all data and edit own records. |
manager |
Like User, plus access to configuration and settings. |
admin |
Like Manager, plus user management, data import and full configuration access. |
Under Subscription you see your current agreement, and this is where a trial is converted into a paid subscription.
A new account starts as a trial with full access. When you want to continue, an administrator accepts the terms here and the account switches to a paid subscription without losing data or configuration along the way - it is the same account carrying on.
Billing is per user, and a field agent counts as its own, cheaper licence type. The number follows the users you have created, so a user who no longer needs the system should be deactivated under user administration rather than simply stopping logging in.
Only administrators can see and change the subscription. If you have questions about an invoice or want to change the agreement, that goes through us - not through the system.
Access in AmpleoCRM is governed by two things that are independent of each other. Mixing them up makes the setup confusing, so it is worth keeping them apart from the start.
Every user has exactly one level, and the levels stack:
A manager can do everything a user can, and more. An administrator can do everything a manager can, and more - including configuration, user management and automations. The level is what decides whether someone may see other people's data or change how the system is set up.
A role describes the function - technician, salesperson, bookkeeper. Roles are added on top of the level, and a user can hold several. Some roles ship with the system and can neither be edited nor deleted; beyond those you can create your own to match your organisation.
What roles are used for today is giving each type of employee a focused sidebar. An area - Sales, Service, Field Service, HR, Settings - can be granted to one or more roles, and the rules are:
How to pin an employee to a single area. Granting the area to their role is not enough. Create the role, grant it that one area - and make sure the other areas are granted to the roles that should see them. As long as an area has no grants at all it is open to everyone. A user sees the sum of the areas their roles grant.
Roles today decide which areas a user sees - not what they may do to an individual record. Whether someone can create, edit or delete still follows the level above. Permissions down at record level are prepared in the system but not in use yet, so do not plan your setup around them.
Users, roles and teams are managed under Settings. This is where you create users, set their level and assign roles. Changes take effect the next time the user signs in.
Under Settings → Entity Customization administrators can customise the layout for all entities, so the system fits your workflows.
You see a list of all entities with a toggle to show/hide them in the navigation. Click Customize to open the form builder.
You can customise:
Use "Reset to defaults" to restore the default layout.
Option sets are the contents of the system's dropdown fields - stages, statuses, priorities and the like. You can adapt them so they say what you call things, instead of bending your language to the system's.
Only administrators can edit option sets. A change applies to the whole organisation, not just to you.
Some lists are marked Global and shared by several entities - changing a global list takes effect everywhere it is used. Others belong to one entity and can be changed without affecting the rest.
A list you have changed is marked as customised. There is a button to reset it to the system defaults if the customisation turns out not to hold up.
A calculated field shows a figure worked out from related records rather than typed in. Typical examples: total revenue on a company, the number of open cases, or average order size.
A formula consists of one or more measures and an expression that ties them together.
A measure pulls figures from a related entity: you choose the entity, which field links it to the record, and how the values should be combined - sum, average, minimum, maximum or count. Count needs no field; the others do.
With several measures you combine them in an expression where each measure is a variable: M1 / M2 gives an average, M1 - M2 a difference. You can use plus, minus, multiply, divide, parentheses and fixed numbers. With only one measure the expression is simply that measure.
You choose whether the result shows as a plain number, an amount or a percentage, and how many decimals to include. Fields can be sorted relative to each other, and a field can be switched off without being deleted.
Calculated values are kept for up to 24 hours. So editing an underlying record does not necessarily show up the same second. That is a deliberate trade-off: these fields count across many records, and recalculating on every single lookup would make lists slow.
An automation is a rule you set up yourself without code: when something particular happens to a record, and certain conditions hold, do the following. Typical examples are creating a follow-up when a lead is created, sending an email when a quote is won, or giving notice before an agreement expires.
Automations are managed by users with administrator rights. If you cannot see the menu item, your role does not have access.
Each rule listens to one record type and one of four events:
| Record created | When a new record is saved for the first time. |
| Record updated | When a record changes. You can limit the rule to particular fields so it only runs when exactly those change - otherwise it runs on any change. |
| Record deleted | When a record is deleted. |
| Scheduled (date-based) | Runs relative to a date field on the record, offset by a number of days. Negative means before the date, positive after. This is how you build "seven days before the contract expires". |
Conditions decide whether the actions run. You choose whether all conditions must hold (AND) or whether any one is enough (OR). Each condition compares a field with a value:
A rule can carry out one or more actions:
Writes a value back onto the record that triggered the rule.
Creates a new record, for example a task or a case.
Puts an activity or a follow-up on the record.
Sends an email from the system.
Moves the record to a different owner.
Writes to a record connected to this one.
Calls another system when the event happens.
Automations run in the background with fixed limits, so an unlucky rule cannot run away with the system:
Loops. By default an automation does not react to changes made by other automations. That is what stops two rules waking each other indefinitely. Only turn it off if you deliberately want one rule to trigger the next.
The overview shows, for each rule, which record type it listens to, when it last ran, and whether it is active or has been switched off automatically. Below it are the most recent runs and their outcome: succeeded, failed, skipped or still queued.
The whole queue can be paused and resumed. That is useful during a large data import, where you do not want every created record to trigger rules along the way.
Data import puts rows from an Excel or CSV file into an existing table. It is the tool for a customer list, a product list or an extract from another system - if you are moving a whole CRM, data migration is the right place.
| Format | .xlsx or .csv |
| Size | At most 10 MB |
| Rows | At most 5,000 per import |
If you have more than that, split the file and run it in several passes. The first row must be headers - those are what you map the fields from.
If you tick Skip duplicates, the system checks against what you already have before a row is created:
Other tables have no equivalent rule, so there the rows are imported as they are.
Rows are validated one by one, and the errors say which row and which field is at fault - typically a date, a number or a yes/no field that cannot be read, or a reference to a record that does not exist. If there are too many errors the import stops, so you do not end up with half the file in and half out.
Users cannot be created with an ordinary import. A user has to be created through user administration, because a login and a licence must come with it. Choose users as the table and the import treats it as creating users - not as ordinary rows.
If you are moving from another CRM, the system can pull data straight from the old system's API instead of going via spreadsheets. Today you can migrate from Dynamics 365 (Dataverse), HubSpot and webCRM.
Data migration is available to administrators only. If you just need a single file brought in, ordinary data import is the right tool - migration is for moving a whole system.
| 1. Connect | Choose which system you are coming from and enter the access details. Keys and secrets are shown masked and stored encrypted. |
| 2. Map | Choose which tables to include, and tie the fields in the old system to the fields here. There is a catalogue of the common tables for each source system, so you do not start from scratch. |
| 3. Transfer | The transfer itself runs as a background job. You can follow its status and see when it last ran. |
A configuration is saved so you can run it again. That is useful when you want a trial run on a single table first, to see whether the fields land correctly before moving the rest.
Review the mapping carefully before the big run. It is far quicker to correct a wrong field in the configuration than to clean up thousands of records afterwards.
History answers the question "who changed this, and when". Every record creation, edit and deletion is registered automatically, and this page lets you search them afterwards.
You have to give at least one filter - the page deliberately does not show everything at once, because the history grows with every single change in the system. You can search by:
The filters combine, so you can go from "everything deleted" to "what this user deleted among the quotes".
If you only need the history for one specific record, it is quicker to open the record and look at its own change log than to search here. This page is for the questions that cut across records.
Under Settings → Dashboards you can create custom dashboards shown on the front page. Use them to visualise the KPIs that matter most to your business.
Each component is a chart based on data from the system. For each component you choose:
| Title | The heading shown above the chart. |
| Chart type | Line chart, bar chart, donut chart, KPI number, etc. |
| Width | Half width (1/2) or full width (1/1). |
| Entity type | Which data to use (e.g. Opportunities, Service Cases). |
| Group by | The field data is split by (e.g. stage, priority, owner). |
| Value field | The field that is counted or summed. |
| Aggregation | Count, Sum, Average, Min or Max. |
| View filter | Optional: use an existing view to include only specific records. |
The Projects module lets you plan and track projects directly in CRM. Projects can be linked to companies and opportunities, so you maintain the full picture.
A project contains tasks with start and end dates, assignee, status and priority. Tasks can be organised into phases and displayed in a Gantt chart that gives a visual overview of the timeline.
Assign team members to tasks and track time spent. Dashboards show workload per employee and project progress.
AmpleoCRM integrates with Microsoft Outlook via an Outlook add-in. The add-in lets you track emails to CRM records without leaving your inbox.
When you open an email in Outlook, the add-in shows matching contacts and companies from CRM. With one click you track the email, and it appears on the record's timeline as an email activity with subject, sender and recipient.
You can also send emails directly from AmpleoCRM via the activity form. The email is automatically logged on the timeline.
The Outlook add-in is deployed centrally by your Microsoft 365 administrator, so the button is automatically available to the selected users - they install nothing themselves.
The email is now logged as an activity in CRM. If you track the same email again, you are told it has already been tracked.
AmpleoCRM has a built-in AI assistant based on Mistral, running in the EU. The AI assistant helps you work smarter by analysing your data and suggesting actions.
With contact forms you can capture leads directly from your website. Embed a form on your site, and enquiries flow automatically into AmpleoCRM as new records - ready for follow-up.
Leadfeeder identifies which companies visit your website. Connect it to AmpleoCRM and those visiting companies can be pulled in as leads with their visit history, so sales can approach the ones that have already been looking.
Under settings an administrator enters your account id and API token from Leadfeeder. The token is stored encrypted and shown masked afterwards.
Once set up, press Refresh to bring in every identified company as a lead, visit history included. The import runs as a background job, so it carries on even if you leave the page.
After that, incoming webhooks keep your leads up to date automatically as new visits arrive. So you do not need to press Refresh every day - the button is for the first load, and for when you want to pull the whole history again.
Leadfeeder identifies companies, not people. You learn which company visited you, not who was at the keyboard.
Print forms, dashboards and lists directly from AmpleoCRM. Ready for meetings, documentation or archiving - without extra tools. Click Print in the command bar on a form or use the browser's print function on lists and dashboards.
AmpleoCRM has a full REST API that gives programmatic access to all data. The API is used by the Outlook add-in, integrations and external systems.
See the full API documentation at ampleocrm.com/api-documentation.
An API key lets an external system (an integration or an automation) reach the REST API without a user having to log in. Each key belongs to your organisation and has a role that controls what it can do. Your user needs the Admin role to create keys.
user, manager or admin. Pick the lowest role that does the job (e.g. user for creating contacts).Contact or Company,Contact). Leave it blank to allow all data the role permits.The external system sends the key in the X-Api-Key HTTP header on every request. For example, a contact is created by sending a POST to /api/v1/Contact. See the full API documentation at ampleocrm.com/api-documentation.
Switch between Danish and English via the language selector in the sidebar (under Settings). Your choice is saved automatically.
The search box in list views searches across all searchable fields (typically name, email and phone).
Fields that reference other records (e.g. "Company" on a contact) have auto-complete. Start typing to search.
If another user has changed a record while you have it open, you will be notified. You can reload and try again.
All data is isolated per organisation. You can only see and edit data that belongs to your organisation.
All changes are logged automatically and can be viewed on the form and via the API.
AmpleoCRM is responsive and works on tablets and phones, so you can work wherever you are.
Connect to e-conomic, Dynamics 365, NAV/BC, Office 365, Google Workspace and many more via settings.