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Two Key Areas To Focus On To Get The Most Out Of Your Repsly Account

I've been involved with Repsly and previously Salespod for going on seven years now and have consulted to what must be hundreds of businesses over this time. The critical question I'm always asked is, "How do I get the best out of my Repsly account?"

There are two key areas that, for me, are vital. Get these right, and you'll be well on your way to utilizing Repsly optimally. 

To achieve efficiencies for you and your business, here's what you need to do:

A screenshot of how to add tags in Repsly's retail execution software for FMCG and Retail & Merchandising field teams,.
How to add tags and alerts in Repsly to maximise your reps experience

1) Optimize your database for success

You know that Repsly allows you to collect, collate, and share data quickly and efficiently. How you set up your database will determine how easily you can analyse and filter your data. Assigning accounts/clients to the correct representatives, updating GPS locations, and creating appropriate tags are excellent ways to filter your data effectively. 


Your biggest wins will most often come from tagging, and this is why I am going to focus on how to create and assign tags. Here are a few examples of ways to tag your clients but think of this from your business perspective: 

  • Province/State: As an example, in South Africa, this could be Gauteng.

  • Client importance: Classify as A, B, C or Gold, Silver, or Bronze.

  • Chain or business group: Massmart, Walmart, Checkers, Spar, etc.

  • Sub-chain: Using the Spar Group as an example, a sub-chain would be Spar, Kwikspar, Superspar, etc.  

  • Type of client: Is this a Wholesaler, Retailer, Spaza, etc.?

A single client could be classified as Gauteng, Gold, Spar, Superspar, Retail. So, you can see your coverage by representative and by one or a combination of assigned tags. 

You need to spend time thinking about tags. In my opinion, it's worth brainstorming potential tags with your colleagues. Ask them, "What do they want to see?" This type of question is necessary to optimize your and their Repsly experience. 

For more information on how to set up and manage tags, watch our How to use place tags video.

So to recap, tagging is ideal for getting quick wins within your database. I'm not suggesting that you neglect the locations/GPS coordinates section. It does provide value, especially when using the Actions tab. However, the initial upfront work is time-intensive, and results generated aren't as impactful as using tagging, which filters in multiple ways.

If you find the how-to video helpful and want to learn more about managing your places/client database, check out Repsly's knowledge bank. It's filled with plenty of instructional videos that make using Repsly a breeze.

2) Optimize your forms to gather invaluable insight from the field

Repsly’s Forms was designed so that managers can build reports/audits or surveys for representatives to complete in the field. It was introduced to make sure: 

  1. You ensure continuity at each call and get good feedback. Never ask a question for the sake of it. It should always have a purpose. 

  2. Representatives are asking the right questions and collecting the data you want.

  3. You give your representatives a comprehensive tool kit which covers most if not all situations in the field, for example, a customer complaint form. 

  4. You set up trigger workflows or alerts. Back-office managers receive a warning and can action items from a form/report completed in the field. (I go into greater detail about alerts towards the end of this article).


What you put in, determines what you get out, so give careful consideration to each form. Start by answering the following:

  • What data do I want the field team to collect and why? 

  • Do I need to understand what competitors are doing? 

  • Do I want to target a piece of information over a set period and then change the questions? 

  • What is the focus for the next period, and how do I incorporate this into the report?  

  • Who/Where should important action information go to and why?

Answering these questions will ensure that you create a comprehensive form. The benefits to you and your team include:

  • Consistency in call.

  • Collecting the right data which can be used to gather insights.

  • Improved efficiencies.

  • Field reps have the tools they need to deal with challenges as and when they arise. 


Alerts is an underutilised tool, which if used correctly, can improve efficiencies in your business. Meet specific criteria in a form, and you can automatically forward these reports to back-office users who have a registered email.

Let's use the customer complaint form as an example. If the complaint concerns a billing query, the form will automatically be sent to finance. If it's related to a delivery issue, this would then go to logistics, or whoever handles these. 

Depending on how you set up your form, you could copy the complaints department in both instances. 

Please note: Make sure that whoever you assign to receive a report is aware of what it is they’re receiving and what they should do with it.

Set up your alerts correctly, and your rep can be speaking to the manager or owner in-store, while the issue is dealt with back at the office. Combined with Zapier which gives you even more flexibility in workflows and the sky's the limit.  

To learn How to add form Alerts? click on the link.

Here’s the bottom line

To get the best return from your Repsly account, you need to focus your time and energy on tagging and designing quality forms. Get it correct, and you’ll notice an immediate change in the data you receive and the actions you can take.

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