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Getting started with Patch CRM

What this covers: What CRM is, how the pipeline works, and where to find it in Patch. CRM helps you turn inbound inquiries into booked events. Instead of tracking party leads in spreadsheets or sticky notes, you manage deals on a visual pipeline board — from first inquiry through quote, confirmation, and close.

Before you start

You'll need:

  1. The CRM add-on enabled on your Patch account. If you don't see CRM in the navigation, contact your Patch rep.
  2. At least one contact in Patch — deals are always tied to a person.
  3. A clear idea of your sales process (even a rough one). CRM ships with sensible defaults you can customize later.

Where to find CRM

  1. Sign in to Patch.
  2. Open CRM from the main navigation.
  3. You'll land on the Pipeline tab — a Kanban board with your deals organized by stage.

CRM tabs

Tab

What it does

Pipeline

Kanban board — drag deals between stages

Groups

Manage CRM groups (schools, churches, corporate clients, etc.)

Reporting

Pipeline stats, win rate, and group performance

Rollup

Multi-location overview (parent accounts only)

How the pipeline works

Every deal moves through stages on the board. The default stages are:

Stage

Typical meaning

Inquiry

New enquiry — someone asked about a party or event

Quoted

You've sent a quote or proposal

At Risk

Quote has gone quiet — needs attention

Tentative

Customer is interested but hasn't committed

Confirmed

Booking is locked in (often after a deposit)

Closed Won

Event completed or fully booked

Closed Lost

Didn't convert — went elsewhere or cancelled

You can rename, reorder, add, or remove stages to match how your team actually works.

Creating your first deal

  1. Go to CRM → Pipeline.
  2. Click New Deal (or click + in any stage column).
  3. Fill in the details:
    • Title — a short description (e.g. "Smith birthday party, March 15")
    • Contact — the person who enquired (required)
    • Stage — where the deal starts (defaults to Inquiry)
    • Source — how they found you (Website, Phone Call, Referral, etc.)
    • Owner — which team member is responsible
    • Value — estimated revenue (optional)
    • Notes — anything useful for your team
  4. Click Save.

You can also create a deal from a contact record: open the contact → Deals tab → New Deal.

Deals on contact records

When a contact has open deals, you'll see an indicator on their record in the Contacts list and on their profile. Click through to see all deals for that person.

Closed deals (Won or Lost) don't show in the open-deal count.

Multi-location accounts

If your brand has multiple locations under one parent account:

  • Use the location selector next to the CRM title at the top of the page to switch between locations.
  • Each location has its own pipeline. Deals belong to the location where they were created.
  • Parent accounts can view a Rollup across all child locations.

Your checklist

  • CRM appears in your Patch navigation
  • You've reviewed the default pipeline stages
  • You've created at least one test deal
  • Your team knows who owns new enquiries