Shop CRM, Want Lists & Birthday Emails

Step-by-step instructions

1. 1 Publish your marketing website first

   Customers log in at yourname.dealer.spotpro.us/login (not ExtraCoins). Publish under Configuration → Company Profile → Marketing website & want-list portal. See Publish Your Dealer Website.

2. 2 Open Shop CRM & confirm it is ON

   In the sidebar open Messaging → Shop CRM / Want lists. At the top, Want lists — automated alerts is ON by default. This is an automatic process: when ON, inventory matches send emails without a manual send. Toggle OFF to hide Dealer Site signup and stop match emails. Web Design Tools shows the same ON/OFF status on embeds.

3. 3 Print or download the want-list QR poster

   When the marketing site is published and want lists are ON, Shop CRM shows Print want-list QR and PDF in the hero (plus a QR poster ready chip). Opens a branded letter poster with your shop name/logo and a QR to /register — for the counter, showcase, or show table. Print view: shop-crm-want-list-qr. Direct PDF: shop-crm-want-list-qr?format=pdf. If the chip says locked, publish the marketing site or turn want lists ON.

4. 4 How customers sign up (when ON)

   On your public Dealer Site they use Create free account (email, mobile number, and password), then open Want list and add keywords (e.g. 1880-CC Morgan, 1 oz Maple). Mobile is required so you can text later via your Twilio line; email alerts work now. They can also scan the QR poster, or sign up via a want-list button (several modern styles) or form embed from Web Design Tools. If want lists are OFF, the form is hidden and embeds show a paused message.

5. 5 Add a walk-in customer (staff)

   On Shop CRM use Quick entry → Add customer account. Set a temp password they can use on the Dealer Site portal. Phone is optional for staff-added accounts. Optional: birthday date and Send Happy Birthday email. Optional first want keywords.

6. 6 Want-list match emails (automated)

   When want lists are ON and you save POS inventory (qty > 0), SpotPro automatically matches active wants (keywords + optional metal/type). Opted-in customers get a branded HTML email with your logo and large Where to get it links when the item is on the online store or a live auction. In-shop items note availability without a “hold” promise. No manual send step.

7. 7 Edit want-list templates

   On Shop CRM open Email templates. Tabs include default, in-shop, online store, and auction variants. SpotPro auto-picks by listing channel. Placeholders include {customer_name}, {item}, {want}, {listing_label}, {listing_url}. Use a line with only --- to split intro (above the item card) from closing.

8. 8 Happy Birthday template

   Open the Happy Birthday template tab. Customers (or staff) who saved a birthday date get a branded note on their day — no separate opt-in. One email per customer per year. Daily job: cron-shop-crm-birthdays.php. Send a test from the template editor before going live.

9. 9 Review messages sent

   Shop CRM → Messages sent to customers stores full HTML for audit. Click View to preview the branded email in an iframe.

10. 10 Embed signup on your own site

    Configuration → Web Design Tools → Want-list button or form. Same Shop CRM accounts. Host must match Company Profile website or Dealer Site (same lock as metal chart embeds).