To save you time, the Database application provides some database templates that help you get your database up and running quickly. When you use a database template, much of the initial setup work is already done for you. Starting with a template, you can create a new database and then re-configure it, changing the field names and the views, and customizing permission settings according to your needs.
If you are unfamiliar with creating databases, we recommend that you use one of the ready-made database templates to create your first database. After working with the templates, you might discover that you'd like to create a database that is quite different from one of the templates. In that case, you can design your own from the ground up.
The Database application includes the following templates:
The Asset Manager template lets you maintain a detailed inventory of anything, from computer hardware and merchandise to recipes and baseball cards. You can customize the fields and views based on the types of items you're tracking.
The Asset Manager template allows you to:
Record the purchase date and price of items.
Display items by owner, category, or location.
Look up items by serial number.
View items from a particular manufacturer.
Upload photos of each inventory item.
Here is an example of an inventory database created from the Asset Manager template:
The CRM template provides a standard customer relationship manager that you can customize to store names and contact information about specific groups of people. You could turn it into a Customer Database, a Class Roster, or a Donor List. Change the names of the fields, add new fields, and create views that show all the people in a particular territory, for example, at a glance. The CRM template includes an activity log so you can keep a record of meetings or phone calls with each person in the database. Keep your team organized like never before!
The CRM template allows you to:
Log all interactions with each customer.
View contacts at a particular company.
Search for contacts by name or by company.
Record personal information like birthdays and anniversaries.
Organize contacts using customizable categories such as customers and suppliers.
Record multiple email addresses and phone numbers for each contact.
Provide easy access to a contact’s website.
Here is an example of a database that has been created from the CRM template:
Use the Event Registration template to track who will be attending your corporate or community event, as well as all details about the events themselves.
Much more than just the names of who's attending, you can log each participant's contact information, their balance on event fees, as well as special requests, meal requirements, and how they heard about the event.
This template is made up of two related databases: (1) an Events database for tracking the event details such as time and location, and (2) a Registration database for tracking the attendees of each event.
The Event Registration template allows you to:
Track signups and RSVPs for all sorts of events—meetings, seminars, conferences, trade shows, classes, sporting events, club functions, and any corporate or community event.
Manage registration for many events at once.
Track contact information for people who have requested information on upcoming events.
Follow up on attendees who have an outstanding balance on their registration fees.
Monitor event capacity at a glance.
Here is an example of a database that has been created from the Event Registration template:
The In/Out Board helps keep track of employee whereabouts, improving office productivity and efficiency. Instantly view co-workers' status to see if they are in or out, at lunch, in a meeting, on vacation, or out sick. Click on an employee name to look up contact information for that employee.
The In/Out Board template allows you to:
See "Who's Out Today" at a glance.
Check when your assistant will be back from vacation.
See whether your boss can be interrupted at an off-site meeting and the best way to reach her.
Schedule extra coverage for your employees' days off.
Call in sick to your web office—log in to your site from home and let co-workers know you'll be out today.
Post the in/out status for one of your coworkers when they forget to do so.
Check how many vacation days you have left this year.
Here is an example of a database that has been created from the In/Out Board template:
The Issue Tracker template provides a ready-made database where you can log problems or inquiries and assign trouble tickets for tracking. Customize this template based on your company's practices for prioritizing and following up on issues.
The Issue Tracker template allows you to:
Assign issues to specific individuals to follow up on.
Prioritize issues according to the priorities of your group.
View all open and overdue issues.
Automatically generate a unique issue number, or trouble ticket, for each issue.
Locate issues by issue number.
Display issues by issue type.
Record resolution comments and the date each issue was resolved.
Here is an example of a Customer Issues database created from the Issue Tracker template:
The Knowledge Base template allows you to easily create, maintain, and share company knowledge, either internally or externally. It serves as a clearinghouse for commonly asked questions and answers.
Members of your customer service team, for example, write up an article for each commonly asked question, as well as the solution. Other members of the team can reference the article when helping customers, and even add to it when they discover other possible solutions.
The Knowledge Base template allows you to:
Sort knowledge base articles based on the products they relate to.
Attach files to a knowledge base article to aid in troubleshooting.
Enhance your service offering by making the knowledge base available to customers outside your site, if desired. (Click here to learn more about enabling guests to access your Knowledge Base.)
Enter keywords for each article to facilitate searching.
Here is an example of a database that has been created from the Knowledge Base template:
Use the Sales Forecasting template to get instant snapshots of your sales pipeline, empowering you and your sales team to stay ahead of rapidly changing situations. Your sales team creates an entry for each sales prospect and updates the status of the potential deal throughout the sales cycle.
The Sales Forecasting template allows you to:
Manage all aspects of your sales prospect activity.
Review the status of each sales opportunity.
Keep historical data of sales activity in the activity log.
Automatically calculate sales forecast information.
Export sales data to a spreadsheet for additional analysis.
Tailor the database to match your company's unique forecasting process.
Here is an example of a database that has been created from the Sales Forecasting template:
The Time Sheet template allows you to create a custom database where your employees can track billable and non-billable time spent on customers, projects, and activities.
The Time Sheet template allows you to:
Record time sheet information for employees by project or customer.
Keep track of overtime and holiday hours.
Use multiple rates (regular, overtime, holiday) for billings or earnings calculations.
View time sheets for specific employees, projects, or dates.
Keep running totals of billings or earnings.
To allow people to see only their own Time Sheets, use the "Read & Add (own records only)" permission.
Here is an example of a database created from the Time Sheet template: