Read Me First

A plain-English introduction to this product, written for someone who has never seen it before. No technical background is assumed. If you are a salesperson, a sales manager, or someone deciding whether this software is worth adopting, this is the right place to start.

Everything described here is something the software actually does today. Where a feature is planned, partly finished, or only reachable in an awkward way, this document says so plainly rather than glossing over it. You should be able to read this, sit down in front of the product, and find it behaves as described.

---

1. Who this is for

This product is built for people who sell things to other businesses, and for the people who manage them.

More specifically, it is aimed at:

• Salespeople who look after a set of customer relationships and a list of live opportunities, and who need to know who to call next and which deals are going well.
• Sales managers and heads of sales who need to see the state of the whole team's pipeline: how much business is in play, where it is stuck, and what is likely to close.
• Operations people who set the system up for everyone else — connecting email accounts, deciding what data gets imported, and adding team members.
• Small business owners and founders who need to keep track of customers and deals without hiring someone to administer a large, complicated system.

The typical organisation this is designed for is a growing business with somewhere between a handful and a few hundred employees, selling to other companies rather than to the general public. It is not designed for retail shop-floor use, for managing a support helpdesk, or for tracking marketing campaigns.

There is a second audience worth naming honestly: people evaluating this software as an example of what can be built. This particular installation is also used as a showcase, which is why it ships with a full set of realistic made-up data. If you are here to judge the quality of the product, section 12 explains what is real and what is demonstration material.

---

2. What it does

In one sentence: it keeps track of the people you sell to, the companies they work for, the deals you are trying to win, and every conversation along the way — and it tries to fill in as much of that as possible by itself.

In slightly more detail, the software:

• Stores a directory of people (contacts) and the organisations they work for (companies).
• Tracks deals — the individual pieces of business you are trying to win — on a visual board where each column is a stage of your sales process. You move a deal along by dragging it from one column to the next.
• Keeps a timeline of activity against each person, company, and deal: emails, meetings, calls, notes, and changes to a deal's stage.
• Can connect to your email and calendar so that this activity is recorded automatically instead of being typed in by hand.
• Puts a score on each person and each deal, so you can see at a glance which relationships are warm and which deals look healthy.
• Shows a dashboard summarising the whole pipeline: total value, average deal size, how deals are spread across stages, how much activity there has been, and which deals have gone quiet.

The distinguishing idea is the automatic capture. Most systems of this kind live or die on whether salespeople remember to type things in; they usually don't, and the data slowly rots. This product's central bet is that if it reads your inbox and calendar for you, the record stays accurate without anyone doing admin.

What it does not do. It does not send marketing campaigns, raise invoices, manage support tickets, run a customer portal, or handle phone calls. It is a record of relationships and opportunities, not a whole business system.

---

3. The domain: what a CRM actually is

If the term "CRM" is new to you, this section gives you enough background to make sense of everything else. If you have used a system like this before, you can skip to section 4.

CRM stands for customer relationship management. It refers to the software a sales team uses as its shared memory. Before such software existed, each salesperson kept their own notes, and when they left, the relationships left with them. A CRM is the cure for that: one place where everything known about a customer lives, visible to everyone who needs it.

A CRM is built around a few simple ideas that recur in every product of this kind, including this one:

People and organisations. You sell to individuals, but those individuals work for organisations, and a single organisation may involve several individuals in one purchase. So the system keeps both, and links them: a person belongs to a company, and a company has several people.

Deals. A deal — also called an opportunity — is one specific piece of business you are pursuing: "sell 40 licences to Northwind Trading." It has a value, an expected closing date, and a current position in your sales process. A deal is not the same as a customer; one customer can generate many deals over the years, and most deals never close.

The pipeline. Selling to a business is not one event but a sequence. You find someone who might be interested, work out whether they genuinely are, show them what you have, agree terms, and either win or lose. Those steps are called stages, and the whole sequence is the pipeline. Picturing a pipeline as a set of columns, with each deal as a card that moves left to right, is the standard way this is shown — you will see exactly that on the Deals screen.

Why this matters: if you know how many deals sit at each stage, how much they are worth, and what fraction historically survives each step, you can forecast revenue instead of guessing. That forecast is the main thing a sales manager wants from a CRM, and it is the reason stages are taken so seriously.

Activities. Every email, meeting, and call is an activity, recorded against the people and deals it relates to. The activity history is what turns a list of names into a relationship record — it tells you what was promised, when you last spoke, and whether the other side has gone quiet.

Scoring. Because a busy salesperson cannot weigh up hundreds of relationships by hand, modern systems calculate a score for each one — a rough numerical answer to "how promising is this?" or "how healthy is this deal?" A score is a prompt to look more closely, not a verdict.

Stale deals. A deal nobody has touched for weeks is usually a deal in trouble, whether or not anyone has admitted it. Surfacing these is one of the most valuable things a CRM does, and this product does it on the dashboard.

The industry background, for context: this is a crowded, mature market. Large established systems are powerful but demand a great deal of data entry and administration. Newer arrivals compete by promising that the software does the typing. This product sits in the second camp.

---

4. Where it fits: the world around it

A CRM is never used on its own. Here is the environment this one expects.

The people who use it

Everyone in a company shares a single workspace — one shared set of contacts, companies, deals, and activity. Within it, people are either ordinary members or administrators; section 11 explains the difference. There is no separate login for your customers: this is an internal tool, and the people you sell to never see it.

Access is not self-service. You cannot visit a website and sign yourself up. A workspace is created for you by whoever runs the installation, and an administrator adds each colleague. This is deliberate — it keeps company data from leaking into accounts nobody has approved.

The systems it connects to

Google (Gmail and Google Calendar). The main integration. You authorise the software to read your mail and calendar, and it then records your correspondence and meetings automatically. This is the connection the product is built around and the one that is most complete.

Microsoft (Outlook mail and Outlook Calendar). Options for connecting Outlook accounts appear on the Integrations screen alongside the Google ones, and the whole path is built — signing in at Microsoft, storing the permission, and reading mail and calendar. Two cautions. It has never been tried against a real Microsoft account, so treat it as untested rather than proven. And the fine-grained controls over what gets imported — described in section 6 — are built around the Google connections. If you are an Outlook shop, test this carefully before committing.

Spreadsheet and address-book files. You can bring in an existing list of people from a spreadsheet exported as a CSV file, or from a .vcf contact file of the kind address books produce. Section 6 covers the important limitations here.

Other software you write yourself, or your operations team runs. The product can notify other systems when something happens — when a deal changes stage, for instance — and it offers a programmable interface so other tools can read and write records. These are for technical staff; the separate API reference document covers them, and you do not need them to use the product.

What it expects of you

A working internet connection, a Google or Outlook account for each person who wants automatic capture, and a willingness to let the software read your mail. That last point deserves emphasis: this product's value comes from reading your inbox. It is designed with a review step so that nothing enters the shared record until a human approves it (see section 6), but the underlying trade is real and you should make it knowingly. If your organisation handles regulated or confidential correspondence, involve whoever is responsible for that decision before connecting a mailbox.

---

5. First run: the very first thing to do

Sign in. That is the whole of the first step.

When you open the product you will be sent to a sign-in screen. It will usually try to sign you in automatically using the account you already use for other company tools; if that works, you will land inside without touching anything. If it does not, press the Sign in button and complete the login.

On demonstration and preview installations you will also see a small Demo Accounts panel offering two ready-made identities — one administrator and one sales representative — and a Dev Login box where you type one of those email addresses to go straight in. This shortcut exists only on demo and preview installations; it is deliberately switched off on a real one.

Where you land. You arrive on the Dashboard, which is the reporting screen. On a demonstration installation it will already be full of figures. On a brand-new empty installation it will be mostly empty, with each panel explaining what would appear there — this is expected and not a fault.

What to do next, before configuring anything. Spend five minutes looking around. Use the left-hand menu and visit each screen in turn:

• Contacts — the list of people.
• Companies — the list of organisations.
• Deals — the pipeline board. Try dragging a card between columns.
• Activities — the stream of everything that has happened.
• Ingest — the review queue for anything imported from your mailbox.
• Reports — back to the Dashboard.
• Settings — the configuration screens.

Also try the search box at the top, or press Ctrl+K (Cmd+K on a Mac). This opens a search bar that looks across people, companies, and deals at once. Once you have a real database this becomes the fastest way to get anywhere, and it is worth building the habit early.

Only after that tour should you start connecting accounts. Understanding the shape of the product first will make the setup decisions in the next section make far more sense.

---

6. Setting up your working environment

This section assumes you are an administrator setting the system up properly for the first time. If someone else is doing that for you, skip ahead to section 7.

Work through these in order.

Step 1 — Check your workspace details

Go to Settings → Workspace. Confirm the workspace name is right and correct it if not. Everything else on this screen is informational.

Step 2 — Add your colleagues

Still on Settings → Workspace, use Invite Member. Enter each person's name and email address, and choose whether they are a Member or an Admin. Section 11 explains the difference; when in doubt, choose Member. You can change someone's role later from the dropdown next to their name, and you can switch someone off with Deactivate when they leave.

Step 3 — Connect email and calendar

This is the step that makes the product worth having.

Go to Settings → Integrations. You will see cards for Gmail, Outlook, Google Calendar, and Outlook Calendar. Press Connect on the one you want. You will be taken to your provider's own permission screen, where you sign in and confirm the access being requested — the product never sees your password. You are then returned, and the card shows Connected along with which account it is attached to and when it last checked for new material.

If something goes wrong you will get a plain-English explanation on the same screen: that you declined the permission request, that the request could not be verified, or that the installation has not been given the necessary credentials by whoever runs the server. The last of these is not something you can fix from inside the product; pass it to your technical contact.

Each person connects their own mailbox. Connecting yours does not connect anyone else's.

Step 4 — Decide what may be imported, before anything arrives

Go to Settings → Ingestion (also linked from the Integrations screen). This is the most important screen in the entire setup, and it is the one people most often skip.

Two things are configured here:

Ingestion bounds — how much to pull in. You can set how far back in time to reach, restrict the import to a particular mail folder, restrict it to specific senders, or restrict it to messages whose subject contains particular words. Starting narrow and widening later is much easier than the reverse.

Exclusion rules — what must never be imported under any circumstances. You add a rule by choosing whether it matches a sender, a whole domain, a subject, or message content, and giving the value to match. The important detail: adding an exclusion does not only block future material, it also removes anything already imported that matches. So if something has come in that should not have, an exclusion rule is the way to purge it.

Sensible things to exclude at the outset: your own company's domain, so internal chatter does not clutter the record; anything from your HR, legal, or finance functions; and personal correspondence.

Step 5 — Review what arrives, before it becomes shared data

Open Ingest in the left-hand menu (also reachable as Settings → Integrations → Import review). Imported material does not go straight into the CRM. It waits here in batches until a person approves it, and — as the screen itself states — nothing in the queue is visible to anyone else until you approve it.

Select a batch and you will see its items, each showing the subject, the sender, a short preview, and whether the sender is someone the system already knows. You can narrow the list by sender, by subject, by words in the body, or to just known or just unknown senders. Then decide, item by item, using Approve, Reject, or Exclude sender — the last of which rejects the item and also adds a permanent rule so nothing from that sender is ever imported again. If a whole batch is obviously fine, or obviously not, there are buttons to accept or reject everything currently shown, and to reject an entire batch. Press Submit decisions when you are done.

Past batches remain listed, and you can change your mind: Un-approve (redact) pulls a previously approved batch back out of the record, and Re-import puts a rejected batch back in the queue for another look. This is a genuinely useful safety net.

Expect the first review to be the big one. After that the queue is small and a daily habit of a minute or two keeps it clear. A count next to Ingest in the menu tells you how many items are waiting.

Step 6 — Bring in your existing contact list

If you already have a list of people in a spreadsheet, you can load it. Open Contacts and press Import in the toolbar at the top of the list.

The screen walks through: choose your file (a CSV spreadsheet export or a .vcf contact file), preview the first few rows, match each of your spreadsheet's columns to the right field in the CRM, confirm, and import. The fields you can match to are full name, first name, last name, email, phone, job title, company name, city, country code, and source; anything you do not want can be set to Skip. The screen tries to guess the matches from your column headings.

Three things worth knowing about this screen:

1. Repeats are skipped. Before it starts, the confirm step tells you how many rows are duplicates — matched on email address, both against people you already hold and against repeats inside the file itself — and leaves those rows out. Rows with no email address cannot be checked this way.
2. The company name column is used. If the company already exists it is matched by name; if it does not, it is created and the person attached to it.
3. Do not close the page while it is running. The file is read in your browser and records are created one at a time, and there is no limit on file size, so a very large list is slow and takes a lot of browser memory. A Cancel import button stops the run after the record it is working on.

Importing a small trial file first is still good practice.

Step 7 — Shape it to how you actually sell

Three settings screens fit the product to your own way of working. All three are much easier to get right before real data arrives than afterwards:

• Pipeline stages. Settings → Pipelines lets you create a pipeline, rename a stage, drag stages into a different order, add and remove them, give each stage a likelihood of closing as a percentage, and mark it as open, won, or lost. If you remove a stage that still holds deals, the screen makes you say which stage those deals should move to first. Two limits: a pipeline must always keep at least one stage, and a pipeline itself cannot be deleted once created, because its deals point back at it.
• Custom fields. Settings → Custom Fields lets you add extra fields of your own for people, companies, and deals, choose what kind of value each holds, give the list-type ones their choices, and drag them into the order you want. They then appear on the forms where you create and edit those records, and on the record's own page. A saved field can be edited afterwards — its label, help text, choices and whether it is required — and everything already recorded against it is kept. The one thing that cannot change is the kind of value it holds; for that, delete the field and add a new one, losing what was recorded.
• Workflows. Settings → Workflows lets you build a rule that runs by itself when something happens: for example, when a deal reaches a certain stage, create a follow-up task. These genuinely run. A condition can test whether a value equals, does not equal, is greater than, is less than or contains something, or whether it is empty — and if you add several, they must all match. The editor shows what your conditions will match before you save. There is still no "or" — every condition must hold — and no way to group conditions. Five kinds of step are available: create a task, set a field on the record, record a notification, wait, and call another system. One thing to understand about the notification step: it writes a note on the record saying a notification was intended, but nobody actually receives anything, because the product has no way to send mail or messages.

A fourth screen, Settings → Enrichment, is where you set up the public registers the CRM may look records up in — see step 8. Nothing happens there until you add at least one source, so if enrichment matters to you, add one.

Step 8 — Optional technical extras

Settings → Webhooks is where a technical colleague registers another system to be notified when something happens in the CRM — a contact created, a deal moving stage, and eleven other events. These genuinely fire: the CRM calls the address they gave, retries a failing one three more times over the following ten minutes or so, and switches a webhook off after five straight rejections. One thing to pass on to them: the secret used to prove a message really came from your CRM is shown in full once, at the moment the webhook is created, with a Copy secret button — after that the screen shows only a masked version, and the way to get a readable one again is the Rotate secret button, which immediately stops the old secret working.

Settings → API Keys is where an administrator creates a key for another system or an AI assistant to connect with. The key is shown once, at the moment it is created, and never again, so copy it there and then. Existing keys are listed with when each was last used, and any of them can be revoked.

Settings → Enrichment can look up extra details about a contact or company from public company registers. Press Add source and choose which register it is — OpenCorporates, UK Companies House, or SEC EDGAR — then record the lawful basis you are relying on (public data, legitimate interest, or consent), attach the web address of your legitimate-interest assessment if you have one, switch it on, and give it its API key and the confidence level above which results may be applied without asking. Sources can be edited and deleted later, and only an administrator can do any of this.

Once a source exists, anything the CRM is confident about is written onto the record automatically; anything less certain waits on this screen for a person to accept it. Watch for one thing: if a register cannot be reached, or the credentials are wrong or missing, the screen shows clearly-labelled sample data rather than real facts — and sample data is never applied on its own, whatever it says. None of this is needed for everyday use.

---

7. Day to day

Here is what actually using the product looks like once it is set up.

Your morning

Start on the Dashboard. It gives you five headline numbers — how many deals you have, what the pipeline is worth in total, the average deal size, and how many contacts and companies you hold. Below that, the Pipeline Funnel shows how your deals are spread across the stages, with a count and a total value for each.

Scroll to Stale Deals. This table lists open deals nobody has touched in the last fortnight, with how many days each has been sitting. This is your to-do list. Note the names, then go and find those deals.

Clear the Ingest queue. If Ingest in the menu shows a number, open it and work through the waiting items. A minute or two daily is all it takes, and it keeps your record clean and your privacy decisions deliberate.

Working your pipeline

Open Deals. This is the board, one column per stage. Each card shows the deal's name, its value, a coloured health indicator, and how many days it has been sitting in its current column. The legend in the corner tells you what the colours mean: Hot, Warm, Cool, Cold. The day count is the one to watch — a deal that has not moved in weeks needs a decision, not optimism.

To move a deal on, drag its card into the next column. It moves immediately. If you would rather not use a mouse, tab to a card, press Space to pick it up, use the arrow keys, and press Space again to drop it — the whole board works from the keyboard. If a move cannot be saved, the card returns to where it was and a message explains what happened.

To add a deal, press New Deal. Give it a name, a value, a starting stage, and an expected closing date.

To look into a deal, click its name. The deal's own page has an Overview with all its details — including its health score and how many emails and meetings it has involved — and an Activity tab with the full history of dealings.

The deal page's third tab: AI Insights. This shows written summaries of the meetings on the deal and drafts of follow-up messages. You can ask it to summarise a meeting, ask it to draft a follow-up, mark a draft as sent, or throw a draft away. Two things to know. It only works if your installation has been given a key for the AI service — without one, a requested summary never arrives and the tab simply keeps saying it is queued, while asking for a draft shows an error. And marking a draft as sent only records your decision: the product never sends the message for you.

Working with people and organisations

Contacts lists everyone you know. Search by name or email address in the box at the top. The table shows name, email, lifecycle stage, when you last had contact, and a Lead Score. Click any row to open that person.

A person's page has three tabs. Overview carries all their details plus their lead score and a count of emails and meetings exchanged. Activity is the full history of your dealings with them. Deals currently says "Linked deals coming soon" and shows nothing.

Edit changes their details, including their lifecycle stage — how far along the journey from stranger to customer this person is. The choices are Lead, Subscriber, Opportunity, Customer, Evangelist, and Other. Keeping this current is worth the few seconds it takes; it is how you tell prospects from customers. If your administrator has added extra fields of your own (section 6, step 7), they appear on this form and on the record's page under a Custom Fields heading.

Companies works the same way for organisations: search, click through, and view an Overview with the industry, size, revenue, and how many contacts and open deals are attached. Its Contacts tab lists the people you know there, each one a link to their record.

To add someone, use New Contact on the Contacts screen (name, email, phone, job title) or New Company on the Companies screen (name, web domain, industry).

A person's record has a Deals tab listing the deals they are involved in, and a deal's record has a Contacts tab listing the people on it — you can add someone to a deal, or take them off, from there. Removing someone from a deal removes only that link; the person's record is untouched.

Where the Company or Owner column shows a dash, that contact simply has none recorded. Both columns are populated, and every column you can see can be sorted by clicking its heading.

Keeping up with what has happened

Activities shows everything, newest first, grouped by day with Today and Yesterday called out. Filter by All, Emails, Meetings, Calls, or Notes. Emails show whether they came in or went out, who they were between, and a short preview. Meetings show the time and how many attended. Anything the system generated itself carries a small AI badge.

The bell icon at the top gives you the last few items without leaving the page.

Recording something the system did not see. Most entries arrive from your connected mailbox and calendar, but you can also add one by hand. Press Log activity on the Activities screen, or on the timeline of any person, company, or deal. You choose whether it was a note, a call, or a meeting, and give it a subject, the text, when it happened, and who was there. Opening the dialog from a record files the entry against that record, so a phone call or a corridor conversation ends up on the timeline just like a synced email.

Finding things fast

Press Ctrl+K (Cmd+K on a Mac) anywhere, type two or more characters, and you get matching people, companies, and deals grouped together. Click a result to go straight there. This is by far the quickest way to navigate, and worth using in preference to the menus.

---

8. Ongoing care

Some upkeep is needed to keep the system trustworthy over time.

Every day (a few minutes)

• Clear the Ingest queue. Anything left waiting is a gap in your record.
• Check Stale Deals on the Dashboard and act on the ones that have gone quiet.

Every week

• Walk the pipeline board. Look for cards with a high day count or a cold health indicator and decide honestly whether each is still live. A pipeline padded with dead deals produces a forecast nobody can trust.
• Update lifecycle stages on people whose relationship with you has moved on.
• Review the Dashboard figures — pipeline value, average deal size, the shape of the funnel — and compare against last week. The trend matters more than the number.

Every month

• Review your exclusion rules at Settings → Ingestion & Privacy. Circumstances change; something you were happy to import six months ago may not be appropriate now. Remember these rules also purge matching material that has already been imported.
• Check the team list at Settings → Workspace. Deactivate anyone who has left. Confirm that everyone who holds administrator rights still needs them.
• Tidy up duplicates and empty records, particularly after any bulk import. Deleting is done one record at a time from the record's own page, using Delete.

Periodically, and before anything major

• Check your email and calendar connections are still live. These authorisations expire or get revoked, sometimes without obvious warning. The Integrations screen shows Connected, Not connected, or Needs re-authorization for each; if you see the last of these, press Reconnect. A silently dead connection means activity quietly stops being recorded, which is worse than an obvious failure.
• Take your own copy, and verify the real backups. You can download your data from the screens: the Contacts list has an Export button offering either a spreadsheet (CSV) or an address-book file (vCard), and the Companies and Deals screens each have an Export CSV button, and the Dashboard exports its figures too. An export contains what you are looking at: search, filter or sort the list and the file matches. Very large selections (over 10,000 records) are refused rather than truncated, so narrow the filter and take more than one file. That is a copy of your records, not a backup of the system. Backups remain entirely the responsibility of whoever runs the installation. Ask them how often backups are taken, how long they are kept, and when the restore was last tested — and get an answer before you put real business data in.

On deleting things

Deleting a contact, company, or deal does not destroy it straight away. It disappears from lists and searches, but it waits in Settings → Trash for 30 days — your installation can be set to a different number — with the time remaining shown against each entry and a Restore button that puts it back where it was. After that window an automatic clean-up removes it permanently, and at that point it genuinely cannot be recovered; asking to restore it is refused with an explanation.

Three details worth knowing: Trash shows the hundred most recently deleted of each kind and does not reach further back than that; you restore one record at a time, there is no way to restore a batch; and activities and tasks never appear there, because they are not deleted in this reversible way.

---

9. Glossary

Terms you will meet in this product and in this field generally.

Term	What it means
Activity	Any recorded interaction — an email, a meeting, a call, a note, or a deal changing stage.
CRM	Customer relationship management. Software that acts as a sales team's shared memory.
Company	An organisation you deal with. Holds contacts and deals.
Contact	An individual person you deal with.
Deal	One specific piece of business you are trying to win. Also called an opportunity.
Deal health	A score suggesting how well a deal is going, shown as Hot, Warm, Cool, or Cold.
Enrichment	Filling in details about a person or company from outside sources.
Ingestion	The process of pulling material in from your mailbox and calendar.
Lead	Someone who might become a customer but has not been qualified yet.
Lead score	A number suggesting how promising a contact is.
Lifecycle stage	How far a person has travelled from stranger to customer: Lead, Subscriber, Opportunity, Customer, Evangelist, or Other.
Pipeline	The whole sequence of stages a deal passes through, and the collection of deals within it.
Stage	One step in the pipeline; a column on the deals board.
Stale deal	An open deal nobody has touched recently — here, fourteen days or more.
Win rate	The proportion of deals that end in a sale rather than a loss.
Workspace	Your organisation's private area. All your data lives inside one workspace and never mixes with another's.

---

10. The other documents in this folder

What else is here and who each item is for.

Start with these if you are a normal user:

Document	What it covers
user-guide/getting-started.md	A fuller introduction to using the product. Read after this one.
user-guide/everyday-use.md	Routine day-to-day tasks in more depth.
user-guide/advanced-features.md	The less common capabilities.
user-guide/faq.md	Frequently asked questions.
getting-started.md	A longer combined guide at the top level.

For whoever installs and runs it:

Document	What it covers
installation/quickstart.md	The fastest route to a running system.
installation/configuration.md	Settings and options.
installation/deployment-guide.md	Installing it properly for real use.
installation/integration-guide.md	Connecting Google, Microsoft, and other systems.
production-setup.md	Preparing an installation for live business use.
auth-config.md	Configuring how people sign in.
useful-commands.md	Common maintenance commands.

For developers:

Document	What it covers
api-reference.md and technical/api-reference.md	The programmable interface.
openapi.yaml	A machine-readable description of that interface.
technical/architecture.md	How the software is put together.
technical/data-model.md	How information is structured and related.
technical/security.md	Security design and safeguards.
testing.md	How the product is tested.

Commercial and background material:

Document	What it covers
marketing/product-overview.md	A summary of the product's positioning.
marketing/competitive-positioning.md	How it compares with alternatives.
marketing/sales-deck-script.md	A presentation script.
marketing/ad-copy.md, marketing/email-campaigns.md, marketing/social-media-copy.md	Promotional copy.
whitepapers/	Three longer essays on AI in sales software.
website/index.html	A product web page.
store-thumbnail.png	A product image.

A note of caution: the marketing and whitepaper material describes the product's ambition, which runs ahead of what is built. Where those documents and this one disagree, believe this one — every claim here was checked against the working software.

---

11. User roles

There are two kinds of user, and the distinction is enforced by the software rather than merely suggested.

Member — the standard role for a salesperson. Members can do all the everyday work: view, create, edit, and delete contacts, companies, and deals; move deals between stages; see all activity; use search; and view the Dashboard. Members connect their own mailbox and calendar and review their own imported material.

Admin — everything a member can do, plus configuration. Administrator rights are required for workspace settings and inviting or deactivating people, defining custom fields, changing pipeline configuration, setting up webhooks, creating workflows, setting up enrichment sources and approving or rejecting their results. A member who attempts one of these is refused with a message saying admin access is required.

Roles are set when someone is invited and can be changed later from Settings → Workspace. Keep the number of administrators small — the everyday job does not need those rights.

Note that roles govern configuration, not visibility. Every member sees every contact, company, and deal in the workspace. There is no way to restrict a salesperson to only their own accounts. If your team needs that separation, this product does not currently provide it.

---

12. Demonstration data, and starting fresh

What ships with the preview

Preview and demonstration installations arrive already full of realistic but entirely invented data, so you can judge the product without spending a day typing. It contains a fictional workspace called Demo Corp with three users, one sales pipeline of six stages, 50 companies, 200 contacts, 30 deals, and 500 activities. Every contact carries a lead score and every deal a health score, so the scoring columns and badges display properly. One example workflow is present, and search is fully indexed so pressing Ctrl+K returns results immediately. The loader also creates tasks, sample meeting summaries and follow-up drafts, score history, custom field definitions, and webhooks. One caution about the throwaway demonstration setup described below: the frozen copy of the data it reloads was made before those extras were added, so on that particular setup those screens look empty.

The two sign-in identities offered on the login screen — an administrator and a sales representative — both belong to this fictional workspace.

None of it is real. The names, companies, and correspondence are generated. Do not treat any figure on the Dashboard of a demonstration installation as meaningful.

On the throwaway demonstration setup this data is reloaded fresh each time the system starts, so anything you change vanishes on restart. That is deliberate — it lets each visitor see the product in its intended state — but it means a demo instance is not somewhere to put anything you want to keep.

Which stages you will see

Because of how the demonstration data is built, a demo installation shows the stages Lead → Qualified → Proposal → Negotiation → Closed Won → Closed Lost, while a newly created real workspace starts with Qualification → Discovery → Proposal → Negotiation → Closed Won → Closed Lost. Same shape, slightly different names for the first two. Worth knowing so the difference does not surprise you. You are not stuck with either set, though — Settings → Pipelines lets you rename and reorder them yourself (section 6, step 7).

Starting fresh

If you want to clear the demonstration data and begin with your own, this is a technical operation rather than something you can do from the screens. Ask whoever runs your installation to run the built-in data reset, which clears out contacts, companies, deals, activities, and the import queue while keeping your workspace, your people, and your email connections intact — and resets the mail sync so it starts again from the beginning.

It is deliberately hard to trigger by accident and cannot be undone. Ask for a backup first.

For a genuine production installation, do not start from the demonstration data at all. Have a clean workspace created, then follow section 6 from the top.

---

13. Common questions and things that catch people out

Nothing is appearing from my inbox — is it broken? Check three things in order. Is the connection still shown as Connected at Settings → Integrations, or has it slipped to Needs re-authorization? Is material sitting unapproved in the Ingest queue, waiting for you? And are your ingestion bounds or exclusion rules narrower than you remember? The queue is the usual culprit — nothing appears in the CRM until it is approved.

Why does a Company or Owner column sometimes show a dash? Because that particular contact has no company or no owner recorded — not because the column is broken. Both columns are populated, and you can sort the list by either of them. Open the record and set the missing value if you want it filled in.

Where is the import screen? Open Contacts and press Import in the toolbar at the top of the list.

Why is the AI Insights tab on a deal empty? Most likely because your installation has not been given a key for the AI service. Without one, a summary you ask for never arrives — the tab keeps saying it is queued — and asking for a follow-up draft shows an error instead. Ask whoever runs your installation. The tab itself is real and does fill up once the key is in place.

How do I log a call or write a note? Press Log activity on the Activities screen, or on the timeline of the person, company, or deal it belongs to. You can record a note, a call, or a meeting.

How do I export my data? The Contacts list has an Export button (spreadsheet or address-book file), Companies and Deals each have Export CSV, and the Dashboard has Export CSV for the pipeline figures and the stale-deals table.

An export contains what you are looking at: if you have searched, filtered or sorted the list, the file matches — same records, same order. Narrow to nothing and it tells you the selection is empty rather than handing you a blank file. Exports are capped at 10,000 records; a larger selection is refused, with the count, rather than being quietly cut short.

I defined a custom field — where does it appear? On the forms where you create and edit that kind of record, and on the record's own page, under a Custom Fields heading, in the order you arranged them.

To change one, press Edit beside it in Settings → Custom Fields. You can change its name, its help text, whether it is required, and its options, and everything already recorded against it is kept. The one thing you cannot change is its type — a field created as text cannot become a date, because every value already entered would have to be thrown away. For that, delete the field and add a new one, accepting that its recorded values go with it.

I created a workflow and nothing happens. Check three things. Is it switched on? Does its trigger really match what you are doing? And do its conditions actually describe the records you mean?

A condition can test equals, does not equal, is greater than, is less than, contains, is empty and is not empty — so "amount is greater than 50,000" is expressible. The editor shows, in plain words, what your conditions will match before you save them, and every condition must hold for the workflow to run.

The Show recent runs panel lists the last twenty attempts. If a condition could not be judged at all — comparing a number against text, say, or naming a field that no longer exists — the run is listed as skipped with the reason, rather than the workflow silently doing nothing.

Can I rename or reorder my pipeline stages? Yes — Settings → Pipelines. You can rename them, drag them into a different order, add and remove them, and set each one's likelihood of closing. Removing a stage that still holds deals makes you choose where those deals should go.

I imported the same file twice and everything is duplicated. It should not be. The import matches on email address and skips rows for people you already hold, telling you how many before it starts.

Rows with no email address are matched on name plus company instead, so they no longer double up either. Where a row could be more than one person you already hold — two people with the same name at the same company — it is counted under Needs a decision on the confirm screen and left for you, rather than being merged into the wrong record.

Can I hide some contacts from certain colleagues? No. Everyone in a workspace sees everything.

I deleted something by mistake. Go to Settings → Trash, find it, and press Restore. Deleted contacts, companies, and deals wait there for 30 days before being removed for good.

Can I select several records and act on them at once? On Contacts, yes: press Bulk update, tick the people you want, and set a company, country, city or lifecycle stage on all of them at once. One update can change up to 500 contacts.

The Ingest review queue also has accept-all and reject-all. Companies and deals still have no bulk actions, and there is no bulk delete, bulk owner assignment or bulk tagging anywhere.

What is this product actually called? AI-Native CRM — in the menu, on the login screen, and in these documents. If you come across an older document calling it "Twist CRM", that is a name it no longer uses.

---

14. Where to get help

Start with the documents listed in section 10. user-guide/faq.md and user-guide/getting-started.md are the natural next reads after this one.

For anything about installing, running, backing up, or resetting the system, talk to whoever operates your installation. A couple of things this document mentions — providing the key for the AI features, starting fresh — can only be done by them.

For questions about the product itself, and for the wider community, visit wbsp.ai. This product is part of the WBSP project, and its community is the place to ask questions, report problems, suggest improvements, and see what others have built. If you have found a genuine fault, or if something in this document no longer matches the software, that is where to say so.

---

This document describes the software as it actually behaves, including its unfinished parts. If you find a discrepancy, the software is right and this document is wrong — please report it.