Knowledge Base

Importing Contacts from CSV

CRMown supports importing contacts from any CSV file — exports from HubSpot, Salesforce, Zoho, Pipedrive, Google Contacts, or any spreadsheet.

Steps:

• Go to Contacts and click the Import button
• Upload your CSV file (up to 50MB)
• AI automatically maps your columns to CRM fields (32+ fields supported)
• Review the mapping — you can adjust any field or choose "Store as custom field"
• Click Import — contacts land in the "Stage" pipeline column for review

After import, view results at Dashboard → Import History including diff views showing exactly what was created or updated.

Fixing AI Column Mapping

AI column mapping uses your CSV headers to guess field matches. If it gets one wrong:

• On the mapping screen, click the dropdown next to any row
• Select the correct CRM field from the grouped list (Core, Personal, Address, Social, Company)
• Use "Reset to AI suggestions" to start over
• Fields with no match can be stored as custom fields

Handling Duplicate Contacts

CRMown's data quality engine automatically detects duplicates by email address. After import:

• Go to Contacts → Data Health to see detected duplicates
• Review each duplicate pair and click Merge to combine them
• The merge engine keeps the most complete data from both records
• A weekly deduplication scan runs automatically every Sunday at 2am

Smart Views & Advanced Filters

Smart Views let you save custom filtered views of your contacts.

• On the Contacts page, click + Add Filter to create multi-condition filters
• Supported operators: equals, not equals, contains, starts with, greater than, before/after date, is empty, last N days
• Click "Save as New View" to save your filter as a Smart View
• Saved views appear as pills above the contacts table — click to switch instantly
• Share views with your team by marking them as shared

Pipeline & Contact Stage Sync

When you drag a contact to a new pipeline column, CRMown updates both the pipeline position and the contact's stage field automatically. This keeps your data consistent whether you're looking at the kanban board or the contacts table.

Default stages: Stage → Lead → Qualified → Opportunity → Customer → Advocate → Churned

Deal Values & Forecasting

Each pipeline contact can have deal values attached:

• Click a contact card on the pipeline → edit deal value, probability, expected close date
• View Pipeline → Forecast for KPIs, revenue by stage, and monthly projections
• Multi-currency support available (set base currency in Settings → Organization)

Google Workspace Connection

Go to Settings → Communications and click "Connect Google Workspace." You'll authorize access to Gmail, Calendar, and Tasks. Sync happens automatically: emails every 3 minutes, calendar every 5 minutes.

CRMown uses read-only access for sync and send-as access for composing. Your credentials are encrypted and stored per-organization.

Twilio SMS Setup

• Create a Twilio account at twilio.com and purchase a phone number
• Go to Settings → Communications → SMS/WhatsApp Setup
• Enter your Account SID, Auth Token, and Phone Number
• Click "Verify Connection" — CRMown tests the credentials via Twilio's API
• Send a test SMS to confirm everything works

Each org can have its own Twilio credentials — your customers' messages are fully isolated.

Behavioral Tracking

CRMown automatically injects tracking pixels and rewrites links in outbound emails. This gives you:

• Email opens — see who opened your email and when
• Link clicks — track which links contacts click
• Page visits — embed a tracking snippet on your website to see which contacts visit which pages

View all tracking data on a contact's Behavior tab — includes device, browser, and timestamp details. Data updates in real-time via WebSocket.

AI Command Bar

Press Ctrl+K (⌘K on Mac) from any page to open the AI command bar. Type natural language instructions:

• Bulk stage change: "Move all leads with score above 80 to Qualified"
• Bulk score update: "Set lead score to 90 for all contacts at Acme Corp"
• Bulk tag: "Tag all contacts from Texas as 'texas-region'"
• Create task: "Create a task to follow up with Sarah next Monday"
• Create contact: "Add a new contact: John Smith, john@example.com, CEO at TechCo"
• Create Smart View: "Show me all customers with deals over $50k"
• Bulk delete: "Delete all contacts with no email address"

User-initiated commands execute immediately. AI-initiated autonomous actions go to the Approval Queue for review.

AI Approval Queue

When AI suggests actions on its own (not triggered by you), they appear in Dashboard → AI Actions for review.

• Each action shows what will happen, which contacts are affected, and AI's reasoning
• Click Approve to execute or Reject to dismiss
• Full audit trail records who approved/rejected and when
• The AI tab on any contact's profile shows AI actions related to that contact

Roles & Permissions

CRMown supports 10 built-in roles: Owner, Admin, Board, Executive, Director, Team, Support, Partner, Viewer, Client. Each controls:

• Module access: which sidebar items they can see
• Action permissions: create, edit, delete, export per module
• Field visibility: which contact fields are visible, editable, or hidden

Go to Settings → Roles & Permissions to customize. Owner has full access, Viewer is read-only, Board sees only Analytics and Pipeline.

Theme Customization

CRMown includes 9 themes — 7 dark and 2 light. Go to Settings → Customize to pick your theme. The change applies instantly across the entire app. Each user can choose their own theme independently.

Webhooks & API Keys

Go to Settings → Developer to manage your Open Platform integration:

• API Keys: Generate keys prefixed with ck_live_ for authenticating external API calls. Keys support scoped permissions and rate limiting.
• Webhooks: Register endpoint URLs to receive events (contact.created, deal.updated, message.sent, etc.). All payloads are HMAC-SHA256 signed for security.
• Failed webhook deliveries retry with exponential backoff (30s → 2m → 8m → 32m → 2h). Endpoints auto-disable after 10 consecutive failures.

Privacy & Consent Management

Go to Settings → Privacy to configure:

• GDPR Mode: Enforces double opt-in, consent logging, and data retention limits
• CCPA Mode: Enables "Do Not Sell" compliance and data deletion requests
• Consent fields: Each contact has 5 consent booleans (email, SMS, phone, WhatsApp, data processing)
• Public preference center: Contacts can manage their own consent via a secure link
• Unsubscribe links: Automatically appended to outbound emails

Data Export

CRMown supports full data export in CSV and JSON formats. Export buttons are available on Contacts, Pipeline, Tasks, AI Actions, and Analytics pages. For a complete data dump, go to Settings → Privacy → Export All Data.