Architecture & Agency Capabilities
Designed to support multi-department workflows across sales, production, finance, and human resources.
Agile Project Pipelines
Interactive Kanban boards, sprint tracking, and stage-gate milestones (To Do, In Progress, Review, Client Approval, Done) guaranteeing zero unvetted deliverables.
Sales Intelligence
15-indicator conversion telemetry monitoring telecallers, BANT qualifications, proposal e-signatures, win rates, and live quota achievements.
Accountability & Monitoring
Real-time desktop screen feeds, periodic screenshot audits during clocked-in shifts, and live capacity balance bars to prevent employee burnout.
Cash Flow & AMC Engine
Milestone invoicing, GST calculation, online payment receipts, and automated 30-day renewal alerts for recurring Annual Maintenance Contracts (AMC).
Legal Client Approvals
Shareable client sign-off portals with cryptographic e-signatures, IP stamps, user-agent verification, and immutable audit trails.
HR & Candidate Lifecycle
Self-service candidate document onboarding, custom CTC compensation formulation, appointment letter generation, and instant conversion to employee logins.
New Team Member 5-Minute Routine
The essential standard routine followed every day by Horven Media team members.
Shift Clock-In (09:30 AM IST)
Log in at mycrm.vendozatech.com. Launch the Employee Monitoring desktop client. On the Dashboard, click the large blue CLOCK IN START SESSION button to begin attendance logging.
Review & Claim Tasks
Navigate to Tasks (`/tasks`). Filter by your name in the Employee dropdown. Drag your top priority task from To Do into In Progress.
Start Project Stopwatch
Head to Time Tracking (`/time`). Click + Start Timer, select the client project and task. All billable hours are tracked in real-time.
Pausing for Breaks
When stepping away for lunch or personal breaks, tap Pause Break on the session dock. Your attendance status automatically updates to On Break (Away).
QA Submission & Shift Wrap-up
When task work is ready, attach review links and drag the task into Review. Stop your active timer. Click Clock Out on the dashboard and shut down the monitoring app.
All 18 CRM Modules - Deep Dive Guide
Click any module tab below to view detailed interface controls, fields, workflows, and operational policies.
Executive Command Center & Attendance Dock
Real-time agency heartbeat showing financial liquidity, project health, and shift clocks.
Key Components & Features:
- ✓ Shift Clock In/Out: Real-time session counter with live shift duration timer and online presence toggle.
- ✓ Financial Health Strip: Total Revenue, Total Expenses, Net Margin, Outstanding Balance, and Project Costing.
- ✓ AMC Monitoring Widget: Quick count of Active, Expiring Soon (30 days), and Expired maintenance retainers.
- ✓ Follow-up Calendar: Highlights overdue client calls and critical deliverables scheduled for today.
Sales Performance Dashboard & Pipeline
Full CRM sales intelligence tracking lead velocity, telecaller activity, and won deals.
15 Standard Performance Indicators:
- ✓ Lead Outreach: Total Attempts, Unique Leads Attempted, Leads Contacted vs Uncontacted.
- ✓ Meeting Metrics: Meetings Scheduled, Meetings Completed, Attendance Rate %.
- ✓ Discipline Alerts: Follow-ups Completed vs Overdue Follow-ups (highlighted in red).
- ✓ BANT Qualification: Number of leads passing Budget, Authority, Need, and Timeline checks.
User Tracker & Web Analytics
Embeddable client website telemetry, clickstream tracking, and live session maps.
Key Capabilities:
- ✓ Tracking Code Generator: Instant JavaScript snippet for client landing pages.
- ✓ Real-time Active Users: Current visitor headcount and average session duration.
- ✓ Device Distribution: Mobile vs Desktop vs Tablet ratio graph.
- ✓ Heatmaps & Geo-Map: Visualizing visitor interaction spots and geographical IP origins.
Screen Monitoring & Remote Productivity
Live desktop feeds and automated screenshot capture during billable shift hours.
Operating Protocols:
- ✓ Employee Desktop Client: One-click installer via "Download Employee App".
- ✓ Shift-Restricted Capture: Screenshots captured ONLY while shift session is active.
- ✓ Live Screen Feed: Project Managers can view live desktop displays to prevent bottlenecks.
- ✓ Idle Detection: Highlights inactivity periods exceeding 10 minutes.
Client Relationship Directory
360-degree client management, legal entity details, contracts, and onboarding links.
Core Actions:
- ✓ Copy Onboarding Link: Self-service client intake form for brand assets, logos, and GST details.
- ✓ Contract Segmentation: Filter by Retainer, Fixed-Project, or Hourly accounts.
- ✓ Account Profiles: Dedicated company profile linking all projects, invoices, and AMC contracts.
Projects Hub & Delivery Pipelines
Milestone tracking, health status monitoring, and agency project templates.
Capabilities:
- ✓ Multiple Visualizations: Toggle between Grid Cards, Kanban Stages, and Table List.
- ✓ Status Lifecycles: Planning → In Progress → Delayed / Risk → On Hold → Completed.
- ✓ Dev Workspace & Templates: Pre-built agency workflows for Web Dev, SEO, and Brand Design.
Digital Products & Deliverables Catalog
Standardized package management, client assignments, and productized service billing.
Features:
- ✓ Product Catalog: Define turnkey assets (e.g., SEO Audit Pack, Branding Kit).
- ✓ Client Assignments: Assign digital deliverables with delivery due dates and billing terms.
Tasks Management & Stage Gates
Agile Kanban execution with 5-column quality gates and overdue alerts.
Stage-Gate Columns
1. To Do: Freshly assigned tasks.
2. In Progress: Active development.
3. Review: Internal QA inspection.
4. Client Approval: External sign-off link.
5. Done: Fully delivered and closed.
Task Controls & Filters
Filter by Priority (Urgent, High, Medium, Low), Assigned Employee, Project, and Due Date. Use Manage Statuses to reorder or add columns.
Team Directory & Organizational Chart
Manage employee credentials, designations, departments, and active task loads.
- ✓ Role Assignments: Admin, Project Manager, Developer, Designer, Sales, or HR.
- ✓ Task Load Badges: View real-time active vs completed task count per employee.
Resource Capacity & Workload Balancing
Identify team bottlenecks and prevent employee burnout in real-time.
- ✓ Capacity Load Indicators: Optimal Load (Green), Available (Teal), Overloaded (Red Fire).
- ✓ One-Click Reassignment: Drag and drop tasks from overloaded members to available ones.
Client Approvals & Cryptographic E-Signatures
Immutable audit trails for client sign-offs on scopes, designs, and releases.
- ✓ Shareable Client Portal: Clients sign via touch, stylus, or typed signature.
- ✓ Audit Stamp: Automatic recording of Signee Name, Email, IP Address, and Timestamp.
Email Marketing & Broadcast Campaigns
Rich HTML templates, dynamic merge-tags, and delivery/open-rate analytics.
- ✓ Merge Tags: Inject
{{client_name}},{{project}}automatically. - ✓ Broadcast Telemetry: Track Total Sent, Delivered, Open Rate %, and Click Rate %.
OKRs & Company Performance Goals
Quarterly agency revenue targets, client retention benchmarks, and milestone meters.
- ✓ Sync Metrics Button: Automatically computes collected revenue from invoices to match targets.
Offer Letters & Candidate Onboarding
End-to-end HR recruitment workflow from candidate invite to employee profile conversion.
- ✓ Candidate Document Upload: Collect Aadhaar/ID, PAN, Bank Details, and Relieving Letters.
- ✓ CTC Structuring: Configure Basic, HRA, Allowances, and Gross CTC with Admin approval.
Attendance & Live Team Presence
Live visibility into working status, active breaks, and monthly shift records.
- ✓ Live Status Badges: Working Now (Active), On Break (Away), Shift Done (Out), Not Joined (Offline).
- ✓ Break Monitoring: Live timer showing exact duration of lunch/tea pauses.
Time Tracking & Project Timesheets
Stopwatch time logging, billable hour auditing, and client billing exports.
- ✓ Stopwatch Timer: Real-time timer linked directly to project and task.
- ✓ Top Projects by Hours: Chart showing resource consumption per client.
Invoices, Billing & Payment Processing
Milestone billing, multi-line tax invoicing, and accounts receivable tracking.
- ✓ Tax Calculation: Multi-line items with GST/VAT, discount rules, and payment due terms.
- ✓ PDF Generation: Print-ready, branded Horven Media invoice PDF generator.
AMC (Annual Maintenance Contracts) & SLA Management
Long-term maintenance retainers, SLA compliance, and automated 30-day renewal alerts.
- ✓ Recurring Billing: Tracks Monthly, Quarterly, and Annual maintenance billing cycles.
- ✓ Automated Renewal Warnings: Moves contracts into "Expiring Soon" 30 days prior to expiry.
Standard Operating Procedures (SOPs)
Strict standard playbooks governing day-to-day operations at Horven Media.
Sales Pipeline & BANT Qualification
Every lead must be contacted within 15 minutes. Reps assess Budget, Authority, Need, and Timeline before scheduling a formal demo or drafting a proposal.
New Client Intake & Kickoff
Account Managers issue the secure Onboarding Link via `/clients`. Once the client uploads vector assets, domain credentials, and billing IDs, the project is officially launched.
Milestone Sign-off & QA
No project milestone is deployed live without securing an immutable digital signature via `/approvals`. This prevents subjective disputes and triggers milestone billing.
AMC Contract Servicing & Renewals
30 days prior to contract termination, the AMC module flags the account. Account Managers generate maintenance uptime audits and dispatch renewal proposals.
User Roles & Access Control Matrix
Click any role button below to highlight permission tiers across the agency.
| CRM Module / Capability | Super Admin | Project Manager | Sales Rep | Creative / Dev | HR & Finance | Client Portal |
|---|---|---|---|---|---|---|
| Executive Dashboard & Net Margin | Full Access | Project Metrics | Sales Metrics | Personal Only | Financials Only | Hidden |
| Sales Dashboard & Leads Pipeline | Full Access | Read-Only | Full Access | Hidden | Hidden | Hidden |
| Clients Management & Directory | Full Access | Full Access | Read / Create | Assigned Accounts | Read Only | Self Account |
| Projects Hub & Dev Workspace | Full Access | Full Access | View Only | Assigned Projects | Read Only | Assigned Project |
| Tasks Board (Kanban & Sprint) | Full Access | Full Access | Create Leads | Update Assigned | Read Only | View Deliverables |
| Screen Monitoring & Live Feed | Full Access | Assigned Team | Hidden | Personal Agent | Hidden | Hidden |
| Client Approvals & Signatures | Full Access | Create & Send | Send Proposals | Submit for QA | View Status | Sign / Reject |
| Invoices & Payment Processing | Full Access | Milestone View | Won Deals | Hidden | Full Billing | Pay & Download |
| AMC Retainers & SLA Contracts | Full Access | Full Access | Renewals | SLA Tasks | Invoicing | View SLA |
Frequently Asked Questions (FAQs)
Quick answers to common operational questions regarding Horven Media CRM.
Q: Does the desktop monitoring client record when I clock out?
No. The desktop monitoring application operates strictly during active shift hours. As soon as you click Clock Out on the dashboard, screen streaming and screenshot logging terminate immediately.
Q: How does a client sign an approval request?
When you create an approval in `/approvals`, the system generates a secure, tokenized URL. The client opens the link, reviews the deliverable or SOW, signs with a digital stylus or touchpad, and clicks Approve & Sign. An immutable timestamp and IP stamp are generated.
Q: How are AMC renewal alerts calculated?
Contracts automatically transition into the Expiring Soon tab exactly 30 days prior to their recorded end date. Automated notification reminders are dispatched to the assigned Account Manager.
Q: Who do I contact for credential resets or IT assistance?
For internal credentials, password resets, or permission elevation, reach out to Horven Media IT Support at internal-it@horvenmedia.com or ping the Super Admin in the internal communications channel.