Your Guide to Software Selection

CRM Requirements Checklist and Template

If you’re looking for a CRM requirements checklist and template, look no further. Through extensive experience and research, we’ve compiled a comprehensive CRM checklist below. We’ve found that the following 30 customer relationship management software requirements are most critical when selecting CRM software.

In the following CRM checklist, we share the top 30 CRM software requirements with descriptions of each:

 Sales Tracking

Essential to the use of CRM is knowing how well your CRM manages opportunities, allowing for the marketing and sales team to collaborate more effectively, maintain better contact management, easier quote/proposal production/management and more.

 Contact Management

How can you streamline contact management to include data imports (other platforms, APIs, csv files), workflow creation, and real-time intelligence sharing. You don’t want to waste your sales teams time with inefficient contact management practices so make sure when you request your CRM demo, you get a strong idea of how contact management works as far as automated workflows and real-time sharing.

 Marketing Automation Requirements

CRM and Marketing Automation go hand in hand. How does marketing automation plug into your potential CRM selection. Does all the pertinent information pass over from your marketing automation platform, including current campaigns, all email touches, lead scoring, activity streams and more. There are ample marketing automation platforms out there that connect seamlessly with the top CRM solutions. Your due diligence here is critical as marketing automation will be essential to getting the most out of your CRM (and vice versa).

 Customer Portal

What are your options for self-education and training? Check for a robust and knowledge base with multimedia training, a wiki, ongoing webinar training sessions and an active user portal. Not all CRMs will have these are not having some of them is not a deal breaker, it just depends on what you organization’s preference is.

 Reporting Requirements

Does the CRM platform have a robust and customizable reporting platform, also filled with the most common marketing and sales reports? Make sure you can create your own reports and dashboards. Further, check that the automation and dissemination of these reports is easy to do.

 Analytics and Business Enhancement

Check that the solution provides business intelligence (BI) features that can accurately monitor and measure customer service factors and customer satisfaction, leading to appropriate corrections, better customer retention, good client references and new customer acquisition.

 Phone Integration

There are various phone integration solutions out there like Salesvue, Ipitomy and Ringio that can integrate with various CRMs in different ways including CRM record pop-ups on incoming calls and creating new records in your CRM from cold calling campaigns. Depending on the nature of your call center and business needs, having a phone integration into your CRM is very useful.

 Email Support

Obviously email is an essential component to marketing and sales teams – segmented email marketing, autoresponders and 1-to-1 sales emails are commonplace. Investigate what kind of integration your CRM has with different email clients as well as email marketing/marketing automation platforms. For example, can sales rep email pre-existing templates directly from their email client of choice (e.g. Gmail or Outlook)?

 Wireless Support

If it’s important to you, check that the CRM platforms you are considering have quality mobile-bases browser experiences or native apps for your smartphones and tablets. You should be able to get real time access to customer information, sales notifications, create tasks and more.

 Chat Support

Part of being a successful with sales and marketing is having fast response time for prospective and current customers. Check if your potential CRM has chat support capabilities, so your team can offer live help from within the website, knowledgebase, your app or self-service support portal to the customers.

 Voice-over-Internet Protocol (VoIP)

Does the solution manage inbound and outbound calls, facilitating the execution of inbound and outbound calls inside the CRM, displaying the key details of the call instantly for the reps convenience? In a world where communication can be more simply done through the computer, having VoIP technology as part of your CRM is another way to increase effectiveness and efficiency within your sales team – one of the main reasons to use CRM in the first place.

 Access Control and Data Security

Having different and customizable user roles is often a large requirement for your CRM, making sure that the right people have the access they need within the platform – no more, no less. Sales reps should not have administrator level access. Further, advanced access encryption is in place to ensure there is no breach, keeping your customers valuable information safe and in your hands, only.

 Customer Database

You should be able to move contacts through specific record stages, e.g. Lead, Contact, Customer, etc. These stages should come out of the box but also be deeply customizable. Master data management of your customer database should be of highest priority of your CRM platform, making sure data integrity is continually optimized.

 Knowledge Management

Having a CRM solution that is able to generate custom documents outlining how their products operate (as it pertains to your specific organization) as well as policies and procedures detailing how to support the operations. Custom knowledge management is often overlooked by hugely valuable as staff changes. It helps: reduce error, improve efficiency and scale your sales operations.

 Social Media Integration

Social media and social selling is huge today – having a deep integration with popular social media management platforms like Hootsuite, Oktopost, Buffer and more is a must have. Marketing and sales will greatly appreciate the added value obtained by integrating a CRM with social media platforms.

 Activity Management

The CRM solution enables easy management of all appointments with prospects, leads, colleagues, vendors and other contacts. Here again your integration with marketing automation also comes into play by having all the website and campaign activities of your leads and contacts available within your CRM interface.

 Development Environment

The CRM solution has unique customization options and that can:

  • help users target many different industries/verticals that go beyond traditional sales and marketing such as healthcare, financial services, education
  • easily create unique reports and dashboards without needing advanced code
  • create other positive user experience elements that make it easier for sales and management to use the platform

 Deployment Environment

Many CRMs are web-based or “SaaS” platforms (Software as a Service) and this is more often a standard requirement when shopping for a CRM platform. Salesforce CRM is a popular web-based CRM or SaaS CRM. Otherwise, you may want an On-Premise solution that is installed on your own managed servers and maintained by an internal team. Dynamics CRM is a popular CRM solution also available as an on-premise CRM.


You will want to make sure that security is tight within your CRM platform of choice, checking that it creates and maintains a running log of all administrative and user actions. Having a user activity audit trail can help remedy problems that occur more quickly as well as keeping track of the timing of key process and interface changes to avoid confusion.

 Fault Tolerance

Your CRM records are the lifeblood of your organization. Protecting your records is an absolute necessity. Be sure you guarantee that the CRM system you are evaluating provides tools to aid in creating routine data backups and point-in-time snapshots to protect against data loss.

 Availability & Scalability

Review contract details to see what potential limitations you may run into while scaling. Specific to the CRM space, check if there are record count limitations that would either cause you to be charged overage fees or block the creation of new records until your account is upgraded. Make sure also that you won’t have any extended outage or loss of data if you want to upgrade your account.


I know we’ve already mentioned how critical that your CRM integrates with Marketing Automation systems like Pardot and HubSpot. There are numerous other marketing and sales technologies you may want to integrate your CRM with including Google Analytics/AdWords, instant messaging apps, more robust business intelligence platforms, etc. Some CRMs will have native integration built-in while others may offer an API to process integrations. Make sure, at minimum, there is an existing and growing API option within your CRM to better guarantee your ability to connect other important technologies.

 License Type

Are you selecting a CRM platform that has an open source license that you are free to modify or are you selecting a CRM with a commercial license? Additionally, license type could also include different levels of the platform like Standard, Professional or Enterprise, each with tiered feature sets.

 User Support

Don’t overlook the level of support you’ll receive from your CRM of choice. Check cost, service level agreements, turnaround times and other items that are necessary to get the type of CRM support you believe your team and organization will require.


What is included in your maintenance package including updates, upgrades, services and any costs associated with ongoing maintenance.  Further, how will you be notified of any unplanned

 Consulting & Professional Services

When you purchase a specific CRM platform, aside from the initial onboarding and training, is there in-house consulting/professional services available for use or purchase? Alternatively, are you going to be referred out to a partner network for advanced CRM implementation/configuration needs?

 Past Performance

This is another reminder to not only return to the review sites to see what past and current users have said about the CRM systems you’ve shortlisted, but also check to see if the vendor has been previously used by your organization.

 Vendor Information

Check out financially stability/status using services like Dun & Bradstreet. Check for funding history (including most recent funding), count of employees, and other indicators that the selection of CRM vendors you’re evaluating are standing on solid ground.

 Top Reviews

Start by reviewing our CRM Leaderboard for expert analysis of all the major competitive platforms. Between them, there is a sea of CRM features available. Additionally, consider what past and current users are saying about popular CRM solutions by checking out top user review sites, like G2Crowd and TrustRadius.

Did you find this CRM checklist useful? Ready to get started with a CRM platform? Jumpstart your CRM selection project with our free CRM requirements template or by getting free CRM price quotes based on your unique business needs.

Building a CRM Requirements Document

Now that you know the core CRM software requirements, go the intelligent route by building a  CRM requirements document. Building this document is a key step in selecting the right CRM the first time (or second time if you dissatisfied with your current CRM).

Below we’ve outlined the 5 essential steps to building this document. We’ve also provided a few links to resources to assist in the process.

Start with a CRM Requirements Template

If you need to build a CRM Requirements Document for a selection project, starting with an existing template is ideal. We’ve built a template with the requirements list above. By using a template, you’ll have a majority of the normal requirements businesses look for pre-filled for your use. This will save you a ton of time.

Here’s your free CRM requirements template and evaluation checklist.

Get stakeholder collaboration

Once you have your template and have updated it with any additional requirements that may have been previously identified, you’ll want to get all stakeholders invited to the document. There are some collaborative tools out there for documents including Google Drive. You can also use a requirements management software, as well.

Rank/prioritize features/functionality

Gathering requirements and stakeholders together is then followed by having each person rank and prioritize the list of requirements based on their specific needs. Setting up a ranking system is possible in a Google Sheet, however using a software specifically designed to manage the requirements ranking process is ideal.

Summarize and formalize

Once all parties have submitted their requirements rankings, summarize the findings into a formal report to be reviewed by everyone involved. You’ll be able to see what requirements are absolutely necessary or unnecessary. Further, you’ll be able to discuss the requirements that fall in the middle ranks to understand the potential gains if included and losses if excluded in the CRM selection project.

Include in your CRM RFIs and RFPs

Once the final CRM requirements document has been built, make sure you include it in your RFIs and RFPs. Your diligence to create a thorough requirements document will aide in your requests to vendors as they will know more quickly if they are a fit or not.

While this outline may have been short, the process of selecting a CRM platform is not. We’ve written this to help speed up the process. More importantly, check out the resources (CRM requirements template and requirements management software) we’ve referenced as well. Those alone can reduce the selection time in half.

Make your CRM selection easier – use this free CRM requirements template and evaluation checklist
SelectHubCRM Requirements Checklist and Template

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