MELAGENCE OS
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Brand Reports
New report
Live data from Zoho CRM. Buyer feedback is edited by Claude for the brand. Takes about one to two minutes.
Pulling CRM data …
Recent reports
| Brand | Season | Created | By | |
|---|---|---|---|---|
| — | ||||
Season
Season dashboard
Order volume = deals in stage Selected or Ordered, Amount as in Zoho CRM. Compared with the previous season and the same season a year before, same drop. €1 in the CRM means the sales manager expects little: such orders count as orders but not in the average order value.
To do
How this list works
Per brand and account, sorted by money at stake: ordered in the same season a year before but no deal this season, met in the showroom but no deal in the CRM, deals in “Scheduled”. Owner = who has the brand this season (for Scheduled: the deal owner). “Only my brands” above = your brands this season. Last activity = last change on the account in the CRM (call, mail, note or edit).
| Account | Brand | Why | At stake | Owner | Last activity | |
|---|---|---|---|---|---|---|
| — | ||||||
Season pace
Order volume by the day a deal became an order (first change to Selected or Ordered in its stage history), against the same season a year before on the same calendar day.
Order volume by brand
Below Orders, Accounts and AOV: change against the previous season (hover for its value).
| Brand | Orders | Accounts | Volume | AOV | Prev. | Year before |
|---|---|---|---|---|---|---|
| — | ||||||
Who hasn't ordered yet
From meeting to order
Accounts that met a brand in the showroom this season, and what came of it.
| Brand | Met | Checked in | Ordered | Hit rate | Open | Lost | No deal | Orders w/o meeting |
|---|---|---|---|---|---|---|---|---|
| — | ||||||||
Open pipeline
Deals of this season not ordered and not lost. Most early deals are at €1 (no estimate yet): the value only counts deals with a real amount.
| — |
Why buyers said no
Loss reasons of this season's lost deals: from the buyer feedback, else from the deal.
| Brand | Lost | Top reasons |
|---|
Cross-selling
Accounts ordering several brands this season, the brands ordered together most often, and who orders only one of the two. Not every account fits the other brand (e.g. a womenswear-only store): the list is a starting point, not a to-do.
All deals by stage
| Stage | Deals | of which €1 | Amount |
|---|---|---|---|
| — | |||
CRM meetings
Showroom meetings in Zoho CRM (title “Store @ Brand @ City”). Zoho Bookings appointments that never reached the CRM are not counted. “Checked in” = checked in at the door.
Per day
Today
| Time | Store | Brand | City | Host | |
|---|---|---|---|---|---|
| — | |||||
By brand
| Brand | Meetings | Checked in |
|---|
By host (without guest appointments)
| Host | Meetings | Checked in |
|---|
Sell-through
Sell-through
Sell-through = units sold ÷ units delivered, from the stores' own lists. Lists without units count by value (marked “value”), estimates from emails or calls with ≈. Totals are weighted by units delivered. Only confirmed lists count.
Waiting for a check
| Uploaded | File | Account | Brand | By |
|---|
Reorder chances
| Account | Brand | Stock gone | Reorder ≈ | Articles selling out | LUG | Owner |
|---|
No new list
| Account | Brands | Last list | Sell-through then | Order | Owner | |
|---|---|---|---|---|---|---|
| — | ||||||
Accounts that never sent a list
By order value, so you know whom it is worth asking. Asking happens as usual, by mail or phone — the OS sends nothing to stores or brands.
| Account | Brands | Order | Owner |
|---|
| Account | Brand | Sell-through | Course | Delivered | Sold | Stock | Reduced | List | Last list | Owner |
|---|---|---|---|---|---|---|---|---|---|---|
| — | ||||||||||
Click a row for the course, the lists and the articles. “calc.” = worked out (e.g. sold = delivered − stock). “—” = the list doesn't say.
| Brand | Accounts reporting | Sell-through | Lowest – highest | Reduced | Lists | Latest list |
|---|---|---|---|---|---|---|
| — | ||||||
Only for us: brands don't see these figures. Whether a brand gets them later (e.g. in the season report) we decide once there is data.
| Uploaded | File | Account | Brand | As of | List | By | Status | |
|---|---|---|---|---|---|---|---|---|
| — | ||||||||
Sell-through
Upload lists
Drop whatever the store sent. Claude reads each list and suggests account, brand, season, date and what each column means — you check it, and only then it counts.
This upload
Nothing yet.
The originals are kept privately, only for the team: every figure leads back to its file. The same file twice is skipped, so nothing counts double. The OS sends nothing to stores or brands.
Tickets
Back-office tickets
Open tickets
| Ticket | Status | Due | Customer | Brand | Category | Owner |
|---|---|---|---|---|---|---|
| — | ||||||
By person
| Owner | To answer | Overdue | Waiting | Resolved 30 d |
|---|---|---|---|---|
| — | ||||
Created vs. resolved per week
created resolved
Categories, last 30 days
| — |
Brands, last 30 days
| — |
Recently resolved
| Ticket | Status | Resolved | Customer | Owner |
|---|---|---|---|---|
| — | ||||
Live from the Zoho CRM module Tickets (mails to service@melagence.com become tickets). Overdue = New or Open past its due date (working hours Mon–Fri 9–18). First response = median time from ticket to first team reply with service@ in CC, tickets of the last 30 days.
Finance
Liquidity and commission
Cash, next 12 months · month end
realistic: booked, contracted, ordered in Zoho with plan: plus plan above Zoho and planned income safe: booked and contracted only minimum cash
Next 13 weeks · week end, realistic
Receivables · open
| — |
Payables · open
| — |
Largest overdue payables
| Invoice | Open | Paid on (plan) | Note |
|---|---|---|---|
| — | |||
Commission by season
| Season | Ordered (Zoho) | Plan | Invoiced | Paid | Still expected | On plan only | Order close |
|---|---|---|---|---|---|---|---|
| — | |||||||
Data quality
From the Google Sheet “Finance Planning v5”, the single source of truth for finance: Lexware documents and Zoho orders synced nightly, plan rows maintained by hand. Realistic = bank balance + open invoices + retainers + commission on orders in Zoho − all costs. With plan adds the plan above Zoho while a season is still selling, and planned income. Safe leaves out Zoho commission. Costs always count in full. Commission = net of retainer offset and of what is already invoiced.
Result by month · actual vs budget
actual (closed months)budget
By category · year to date and full year
| Category | Actual YTD | Budget YTD | Δ | Δ % | Forecast year | Budget year | Δ forecast |
|---|---|---|---|---|---|---|---|
| — | |||||||
By season · stand rentals and commission
| Season | Rentals invoiced | Budget | Δ | Commission ordered | Retainer credited | Commission invoiced | Still expected |
|---|---|---|---|---|---|---|---|
| — | |||||||
Net, by invoice date, from Lexware; payroll from the payroll journal entered in the sheet; office rent from the standing order. Budget 2026 is frozen from the old plan. Forecast = actual to date + invoices since + plan rows of the Finance sheet for the rest of the year. Red = worse than budget (revenue below, costs above). By season: all invoices of a season against its budget, whenever they were written — the season comes from the invoice text (“FW26”), else from the matching rental, retainers by month (Jan–Jun → FW, Jul–Dec → next SS).
Briefing
Morning briefing
Sending
Team post
Sent that day
| To | Appointments | Status | Sent |
|---|---|---|---|
| — | |||
During a showroom (the days its brand calendars are open in Zoho Bookings), every sales manager gets the briefing for their own appointments in the morning. Figures from the CRM: orders are deals in Selected/Ordered, feedback from the Cases module, tickets from service@. The notes are written by Claude once per customer and showroom and rewritten only when the CRM facts change.
Rentals
Rental dashboard
Funnel
Needs attention
- —
Brands
| Brand | Stage | Racks | Price (net) | Contract | Payment | Last mail |
|---|---|---|---|---|---|---|
| — | ||||||
Stage = the furthest one any source reports (Zoho CRM, Asana, Zoho Contracts); “Out” in one source only counts while nothing is signed. Price and racks from Zoho CRM, otherwise Asana. Paid = Lexware invoices of this showroom, net, in proportion to the amount paid.
Not back yet
Signed for the last two showrooms in this city (Zoho CRM), not in this showroom’s list in any source.
| Brand | Last showroom | Racks | Price (net) |
|---|---|---|---|
| — | |||
Upcoming showrooms
Quick overview from Zoho CRM only (rental records); pick a showroom above for all sources.
| Showroom | Dates | Rentals | Signed | Racks | Committed |
|---|---|---|---|---|---|
| — | |||||
Automatic updates
Every hour the upcoming showrooms are checked: when Zoho Contracts shows a contract as created, sent or signed, or Lexware shows the rental as fully paid, the status in Zoho CRM (Rentals) and the stage in Asana are moved forward to match. Never backwards, never from CRM to Asana or the other way round. Each Asana task gets a comment.
—
| When | Brand | Where | Change | Why |
|---|---|---|---|---|
| — | ||||
Brand pages on melagence.com
Every guest brand that signs gets its page. It shows up here as open: invite the brand to fill in the form (reminders follow after 3 and 7 days), or fill it in yourselves. Then you check the page here, pick the category and approve. It goes live with the first payment — only this page is published, and the brand is added to the showroom on the website.
—
| Brand | Page | Mails | Approve |
|---|---|---|---|
| — | |||
Matching and capacity
The sources spell brands differently. Names that are matched wrongly can be linked or hidden here (e.g. an Asana task that isn’t a brand). Applies to all showrooms.
Showroom
Check-in
Voucher
Brands visitors came for
Latest check-ins
| Time | Guest | Store | Brands | Gift | CRM | Newsletter |
|---|---|---|---|---|---|---|
| — | ||||||
Guest pages & posters
Guests check in on the showroom's page (QR on the poster at the reception). The voucher QR on their phone opens the voucher here.
Settings
Sync
- Open api-console.zoho.eu → Self Client → tab Generate Code.
- Scope:
· Time Duration: 10 minutes · Description: Check-in → Create. - Choose the portal/organisation MELAGENCE if asked, then copy the code and paste it here.
Back office
Website enquiries
Latest enquiries
| When | Who | About | Message | CRM | Newsletter | Handled | |
|---|---|---|---|---|---|---|---|
| — | |||||||
Settings
The form on the website reads these right away — no deploy needed.
Sync
The form itself is on melagence.com/contact and on the showroom services page; it runs in the worker melagence-forms.
Marketing
Instagram overlays
Add a photo, pick a template, adjust the text, download the JPG. The photo stays on your device. The marks show the house rules.
Marketing
Brand book
The Melagence corporate identity: principles, color, type, components, patterns. Open in a new window ↗
Admin
Status
Checking all tools …
Push notifications Off
Get a notification on this device when a check turns yellow or red, and when it is fine again. Checked every hour.
Booking notifications
What the booking system sends to buyers, when and why. Checked every 10 minutes.
Sent recently
| Sent | Notification | Booking | Appointment | |
|---|---|---|---|---|
| — | ||||
Other mails
Sent right away when someone asks for them on the website, not by the 10-minute run.
| To | When |
|---|
Check-in alerts
What the team gets when the door staff checks a client in on a meeting in Zoho CRM.
Sent by this tool Off
Checked in recently
| Check-in | Store (client) | Brand | Host | Alert | |
|---|---|---|---|---|---|
| — | |||||
Setup in Zoho CRM
- Secrets of this tool:
GREENAPI_TOKEN(same as melagence-booking),GCHAT_WEBHOOK_URL(the Google Chat webhook),ARRIVALS_HOOK_KEY(any long random string). - Here: “Send test”, then “Turn on”.
- Zoho CRM → Setup → Workflow Rules → “Client arrived / checked in → Notify”: replace the function checkInGoogleChat with a webhook:
POST
, headerX-Hook-Key= ARRIVALS_HOOK_KEY, parameterid= Meetings → Meeting Id. - Check in a test meeting. The row below shows “WhatsApp ✓ · Google Chat ✓ · via Zoho”.
Last calls from Zoho (without the key)
Admin
Access
Who can sign in, which tabs they see, and which brands they can create reports for.
| Name | Tabs | Brands |
|---|
Combined reports
Several CRM brands in one report, e.g. Barena Men + Barena Women. Shows up at the top of the brand list for everyone who has access to all of its brands.
| Name | Brands |
|---|
Name on the report
Only needed when the CRM name doesn't fit the cover, e.g. “Diemme Men's” → “Diemme”.
| CRM brand | Name on report |
|---|