Step-by-step instructions for every action in the CRM: adding contacts, managing tasks, following up, setting email drip sequences, reading notifications, and tracking deals through your pipeline. Every link below goes directly to the right screen inside the app.
Contacts are the core of the CRM. Every person you're working with — a buyer, seller, lead, or client — lives here.
→ Go to ContactsClick Contacts in the left sidebar, or go to /crm/contacts.
The button is in the top-right corner of the contacts list. A modal or form will open.
Required: First name, Last name. Everything else is optional but recommended.
The contact appears in your list immediately. You'll see their name, email, phone, source, and temperature (Hot / Warm / Cold).
Click any contact's name to open their detail page. From there you can see their full activity timeline, notes, deals, tasks, and emails — all in one place.
→ Open Contacts ListOpen the contact detail view (click their name), then click the edit icon next to any field. Changes save automatically. You can update name, phone, email, tags, priority, and status without losing their history.
If the same person has two records, open one contact's detail page, look for the Merge option in the actions menu, and select the duplicate to merge into. All activity and notes from both records are combined.
Tasks are action items tied to contacts or deals — callbacks, document requests, check-ins, anything that needs to be done.
→ Go to TasksClick Tasks in the left CRM sidebar, or go to /crm/tasks.
A task creation form opens. Fill in the title, due date, and priority.
Linking a task to a contact keeps the task visible inside that contact's record so nothing gets lost.
Select a team member from the Assign To dropdown. They'll receive a notification that a task was assigned to them.
It appears in the Tasks list with its due date and priority badge. Overdue tasks turn red automatically.
Find the task in the list and click the checkbox or the Mark Complete button. Completed tasks move out of the active list and into history. You can filter to see completed tasks any time.
Tip: You can also create a task directly from inside a contact's detail page — scroll to the Tasks section and click "+ Task". It will be pre-linked to that contact automatically.
Following up means checking on open tasks and taking action. Here's exactly how to do it.
→ Open Your Task ListGo to /crm/tasks. Use the filter at the top to show Open tasks, sorted by due date. Overdue items appear in red.
You'll see the contact it's linked to, the original notes, who assigned it, and when it's due.
From the contact detail page, you can see their full history — previous calls, emails, notes — before you reach out.
Inside the contact record, click Quick Email. It opens a compose window with their email pre-filled. The email logs to the contact's activity timeline automatically.
After your call or email, go back to the task and add a note about what was discussed. Then either mark it Complete or update the due date for the next follow-up.
Note: The CRM sends you a daily digest of overdue tasks so you never fall behind. Check your email each morning for the digest, or go directly to /crm/tasks filtered by "Overdue."
The CRM sends notifications in three ways. Here's where each one lives and what triggers it.
Look for the bell icon in the top navigation bar on any CRM page. The number badge shows unread notifications. Click it to see the list. Notifications include:
The system automatically emails you when:
When someone emails your business address and the CRM can't automatically attach it to a deal, it lands in the Unmatched Emails inbox so nothing gets lost.
→ View Unmatched EmailsIf you're a manager, check the Team Oversight page for a summary of your whole team's open tasks, overdue items, and recent activity — all in one dashboard.
→ Team OversightTip: Notifications for task assignments are instant. Email digests for overdue tasks run once per day. Push notification alerts for new leads are real-time if your browser has notifications enabled.
Email sequences are automated multi-step nurture campaigns. You set them up once, enroll contacts, and the CRM sends the emails on schedule.
→ Go to Email SequencesClick Sequences in the left sidebar, or go to /crm/sequences.
Give the sequence a name (e.g., "New Buyer Nurture", "Post-Close Follow-Up") and a description so you remember what it's for.
Click + Add Step. Each step is one email. Write the subject line and body. Set the delay — how many days after the previous step this email sends. Day 0 = sends immediately on enrollment.
A typical nurture sequence is 3–5 emails. Example: Day 0 welcome → Day 3 follow-up → Day 7 value content → Day 14 CTA.
Toggle the sequence to Active. Inactive sequences won't send emails even if contacts are enrolled.
Go to /crm/contacts, click the contact's name.
Scroll down on the contact detail page to see their current sequence enrollments and an option to add them to a new one.
The contact is added. The first email sends at Day 0 timing (immediately, or at the next scheduled run).
From the Sequences list, each card shows how many contacts are enrolled, how many emails have been sent, open rate, and click rate. Click a sequence name to see the full stats breakdown by step.
Important: Contacts without an email address cannot receive sequence emails. Always make sure the contact has an email before enrolling them.
Deals track the progress of each opportunity from first contact through close. They move through stages on a Kanban board.
→ Go to DealsClick Deals in the CRM sidebar or go to /crm/deals. You'll see the pipeline Kanban board with stage columns.
Fill in the deal title, link it to a contact, set the estimated value, and choose the starting stage.
Drag the deal card to a new column as it progresses, or open the deal and click Move to Stage.
The Deals page shows a revenue forecast panel that projects expected revenue based on deal values and current stages. Use it to see your pipeline health at a glance.
Tip: A CRM deal doubles as a "project" — you can generate a client portal link from any deal so the client can track progress, upload documents, and send messages directly to your team.
Notes are private internal records attached to a contact. Use them to log what was discussed on a call, record preferences, or document anything important.
Go to /crm/contacts and click the contact's name.
Type your note in the text box. Notes support plain text — keep them clear and concise.
It appears in the contact's activity timeline with a timestamp and your name. Notes are permanent — edit them if something changes, or delete if no longer relevant.
Segments let you group contacts by shared attributes for targeted follow-up or bulk email. Lists are manual groups you curate yourself.
→ Go to Segments → Go to ListsGive it a name like "Hot Leads - July" or "Buyers - Pre-Approved".
Example: Status = Hot AND Source = Referral AND Created in last 30 days. The segment updates dynamically as contacts match those rules.
Click Preview to see which contacts match right now. Adjust filters until the list looks right, then save.
Go to /crm/lists and click "+ New List". Add contacts manually by searching their names. Good for one-time campaigns where you handpick recipients rather than using filters.
Tip: Use segments for ongoing filtering (e.g., "all hot leads") and lists for one-time batches (e.g., "clients invited to the June event").
Every deal can have a private client portal — a link you send to the client so they can track progress, upload documents, and send you messages without needing an account.
Go to /crm/deals and click on a deal to open it.
The system creates a unique magic link. Copy it and send it to your client by email, text, or however you communicate.
They see their deal status, document requests, and the contact details for your team. The portal also provides an upload control for pending requests and a message form; portal messages create open CRM tasks.
A new task is automatically created in your /crm/tasks list, and you get an email notification. The message also appears in the deal's activity feed.
Note: The magic link is tied to the deal, not a person. Keep the link private — anyone with it can access the portal. You can revoke access from inside the deal if needed.
If you have an existing contact list in Excel or Google Sheets, export it as CSV and import it directly into the CRM.
→ Go to Contacts (Import button is there) → Full CSV Import GuideColumns should include: first_name, last_name, email, phone, company, source, tags. Other columns are imported as notes.
Upload your file. The system maps the columns and shows you a preview before committing.
Check the preview — if the mapping looks right, click Import. Contacts are created immediately.
The Reports page shows how your pipeline and team are performing over time.
→ Go to Reports → CRM DashboardTip: Run a weekly report on Fridays to see what's moving and what's stalled. Stalled deals with no activity in 7+ days are worth a personal follow-up call.
/client/{token}. Client sees deal status, document requests, and a message form. Messages create open tasks.Market intel · CRM · Reviews · BuzzDeals · and more