When Horilla CRM is launched for the first time on a fresh installation, the system contains no users, company records, roles, or sales pipeline configurations. Before your team can begin managing leads, contacts, and opportunities, the CRM must be initialized.
To make this process simple, Horilla CRM provides a guided Database Initialization Wizard. The wizard walks administrators through the essential setup steps required to prepare the CRM for daily operations.
On a fresh installation, the login page displays an Initialize Database button. Clicking this button launches the initialization wizard and begins the setup process.
The initialization wizard consists of six steps:
- Database Authentication
- Administrator Sign Up
- Company Information
- Role Configuration
- Lead Stage Setup
- Opportunity Stage Setup
A progress indicator at the top of the wizard helps you track each step until the setup is complete.
Before You Begin
Before starting the initialization process, ensure that:
- Horilla CRM has been successfully installed.
- The application server is running.
- You have access to the initialization password generated by the system.
- You are using a supported web browser such as Chrome, Firefox, Edge, or Safari.
When Horilla CRM starts for the first time, it automatically generates a secure initialization password. This password is required to access the setup wizard and prevents unauthorized users from configuring the system.
Important: The Initialize Database option is available only on a fresh installation. Once initialization is completed and the first user account is created, the button is no longer displayed and users are redirected directly to the login page.
Step 1: Launch the Initialization Wizard
Open your browser and navigate to your Horilla CRM URL.
On a fresh installation, you will see the login screen with an Initialize Database button below the Sign In section.
Click Initialize Database to begin the setup process.
The system opens the Database Initialization Wizard and displays the first configuration screen.
Step 2: Database Authentication
The first screen of the wizard requires the initialization password.
Enter the password provided during the installation process and click Next.
If the password is correct, the wizard proceeds to the next step. If the password is invalid, an error message is displayed, and you can try again.
This security layer ensures that only authorized administrators can perform the initial CRM configuration.
Step 3: Create the Administrator Account
The Sign Up step creates the first administrator account for the CRM.
This account will have full access to all modules, settings, and administrative functions.
Provide the required information:
- Username
- Password
- Confirm Password
- Additional profile information (if applicable)
Click Next to continue.
Once submitted successfully, the administrator account is created and automatically authenticated for the remainder of the setup process.
Tip: Use a strong password and store it securely, as this account controls the entire CRM instance.
Step 4: Enter Company Information
The next step creates your organization’s primary company record.
Enter the required details, including:
- Company Name
- Company Address
- Company Logo (optional)
- Additional company information
Click Next after completing the form.
The company record becomes the default organization associated with all future CRM records, including leads, contacts, opportunities, activities, and reports.
Step 5: Configure Roles
Roles determine what users can access and manage within Horilla CRM.
During initialization, you can create one or more organizational roles.
To add a role:
- Enter a role name.
- Add a role description.
- Optionally select a parent role.
- Click Add Role.
The role appears in the list below the form, where it can be edited or removed if necessary.
Common examples include:
- Administrator
- Sales Manager
- Sales Executive
- Support Agent
Once your role hierarchy is configured, click Next.
Step 6: Configure Lead Stages
Lead stages represent the journey a lead takes from initial inquiry to final conversion.
Horilla CRM allows you to either use the default lead pipeline or create a custom pipeline.
Default Lead Stages
The default lead pipeline includes:
- New
- Contacted
- Qualified
- Proposal
- Lost
- Convert
Each stage includes a predefined probability value. The Convert stage is configured as the successful final stage, while Lost represents an unsuccessful outcome.
Custom Lead Stages
If your business follows a different process, select the custom option and define:
- Stage Name
- Display Order
- Probability Percentage
- Final Stage Status
After configuring the lead pipeline, click Next.
Step 7: Configure Opportunity Stages
The final step is configuring the opportunity pipeline used to manage deals and revenue forecasting.
You can choose either the default opportunity pipeline or create a custom one.
Default Opportunity Stages
Horilla CRM includes the following stages:
- Prospecting
- Qualification
- Needs Analysis
- Value Proposition
- Id. Decision Makers
- Perception Analysis
- Proposal/Price Quote
- Negotiation/Review
- Closed Lost
- Closed Won
The probability value increases as opportunities move through the sales process. Closed Won is configured as the successful final stage, while Closed Lost represents unsuccessful deals.
Custom Opportunity Stages
Organizations with unique sales workflows can create custom stages by defining:
- Stage Name
- Display Sequence
- Probability Percentage
- Final Stage Indicators
After completing the configuration, click Finish.
The initialization session is cleared, and the system redirects you to the login page.
After Initialization
Once the wizard is complete, your Horilla CRM instance is ready for use.
Recommended next steps include:
- Log in using the administrator account.
- Create additional users from Settings → Users.
- Configure permissions under Settings → Roles & Permissions.
- Set up email integration under Settings → Mail Configuration.
- Customize themes and branding under Settings → Theme Manager.
- Create your first lead and begin managing customer relationships.
Initializing Horilla CRM is a quick and straightforward process designed to get your organization up and running with minimal effort. By clicking the Initialize Database button and completing the guided wizard, administrators can configure user access, company information, roles, lead stages, and opportunity stages in just a few minutes.
Once initialization is complete, Horilla CRM is fully configured and ready to support your sales, customer relationship management, and business growth activities.
