CRM Partners: What They Are and How to Use Them

The Partners feature is designed to help agencies and advanced users streamline their link building by centralising key relationships in one master list within your CRM.


This Partner database is where you add websites you have ongoing relationships with, sites that are more than just one-time wins. These are trusted partners you plan to work with again, whether for the same website or across multiple clients. Think of it as creating your own marketplace of reliable link sources that you can quickly and easily leverage for future campaigns, making outreach faster and more efficient.


For more info why not check out our Partners Webinar: Introducing Link Partners CRM 👈


Understanding The Hierarchy


Projects

Each project represents a single link building domain (typically one client or website). It contains all related activity, including inbox, reports, and performance tracking.


Campaigns

Within each project, you can create multiple campaigns to organise lists of websites (opportunities) by niche, location, or strategy.


Opportunities

Within each campaign, you will have hundreds of opportunities. These are the website-based leads that have been found. You will send outreach to your chosen opportunities. When a website agrees to a link placement, it’s marked as a win. This tracks success within the project.


Contacts

Contacts are the individual people associated with each website (opportunity). They are stored within the opportunity and are the ones you’ll be reaching out to during your outreach campaigns.


Partners

High-value opportunities where you’ve secured a win can be upgraded to Partners and added to your central Partner Database within the CRM. This database is not tied to a single project; instead, it exists separately as a centralized location where key leads from various projects can be stored.


For each partner, you’ll assign a lead contact and create a detailed record within the system. This process ensures your efforts deliver not only short-term project results but also contribute to building a long-term, high-quality network of trusted websites that can be leveraged across multiple campaigns and clients.


How to add websites to your CRM partner database


CRM Partner Import

If you have a database of existing partners, you can easily import it directly into your Pitchbox Partner CRM. Simply add your leads to a CSV file, keeping a column for each section of data such as Partner URL, Link Type, Email, First Name, Last Name etc.

For more information on importing Partners to the Partner Database: Partner CSV Import Guide


Upgrade an Existing Win

If you’ve secured a win and want to add that website to your Partner Database, simply navigate to the Opportunity Details page. In the top right corner, click “Save as Partner” to promote the website and create a partner record in your CRM.



Leveraging Your Partner Database

Your Partner Database is designed to store detailed information about high-value websites you’ve built relationships with. This includes:


  • Website category (e.g. Tech, Travel, Finance)
  • Types of accepted link placements (e.g. Guest Post, Link Insert, Interview)
  • Associated costs and contact details

By using the filters in the top left of the database, you can quickly identify key partners based on specific criteria, such as websites in the Tech niche that offer placements within your client’s budget.


Once filtered, you have two options:


Insert into a Client Project

Export the filtered list directly into a client project and begin automated outreach right away.


Engage via CRM

Keep the communication at the CRM level by speaking directly with partners. If they’re open to working with a new client, you can create a new Opportunity Record in the relevant project straight from the Partner Database then convert it as a win!


You’ll also get a complete overview of each partner, including:


  • How many times the website has been used across your account
  • Total wins associated with them
  • A full communication history, all in one centralised view

This turns your Partner Database into a powerful, reusable asset that supports faster, more strategic link building across all your projects.


Key Benefits of Leveraging the Partners Feature


  • Centralised View: Access all key partner relationships across all projects in one master list.
  • Integrated Communication: Communicate directly with partners at the CRM level and keep all conversations in one place.
  • Rich Partner Profiles: Log important details for each partner, such as website niche, link placement types, pricing, key contacts, and more.
  • Track Wins Easily: When you secure a win from a partner, you can assign it to the relevant project directly from the Partner database, giving you a clear view of opportunities and wins by partner.
  • Smart Campaign Filtering: Avoid accidentally reaching out to existing partners by filtering against your Partner list when launching new campaigns.
  • Save Time: No need to dig through individual projects, quickly access all key relationships and wins from a single location.