CRM workflows and Sales Assistant

PIY CRM connects companies, contacts, leads, jobs, campaigns, activities and follow-ups. A company is an organization; a contact is a person; a lead is a business opportunity. Jobs track marketplace and recruitment opportunities with their own statuses. Link related records rather than copying the same prospect into separate spreadsheets.

Employee quick start

1. Open Welcome, then CRM My day. Review your assigned workflow and checklist.
2. Find an existing prospect before creating or importing one. Check duplicates and record the real company and contact.
3. Confirm ownership, source, stage and a clear next action. Ask your manager when an assignment or field is unavailable.
4. Research the prospect, record evidence and qualify the opportunity. Capture the need, decision process, timing and unanswered questions.
5. Prepare relevant outreach. Record an activity only after the work actually happened, and schedule its next follow-up.
6. Record replies, meetings, proposals and outcomes, then update the stage with a reason where required.
7. Review overdue work and dashboard definitions. A message count alone does not establish a useful outcome.

Activity logging sends nothing. An activity entered by a person remains manually recorded; it is not proof of delivery or an integration-confirmed action. If scheduling a follow-up together with an activity fails, the activity is not saved either. Correct the error and retry the complete action.

Guidance for each experience level

These profiles are guidance, not authorization roles. An administrator can customize them without granting access to records or confidential fields. Checklist progress is an employee's self-reported progress, not proof of training completion. Managers resetting a workflow also reset that checklist.

Channel workflows

Use only the channels assigned to your work. For LinkedIn, research the person and write a concise, relevant introduction. For Upwork or Toptal, read the opportunity carefully and prepare a proposal addressing its real requirements. For email and direct outreach, verify that your message is appropriate and respects opt-outs. For referrals, record the introduction and agreed next step.

No LinkedIn, Upwork or Toptal action is automatically executed by this workflow. Follow each platform's rules, avoid repetitive bulk outreach and record the actual outcome. Other configured acquisition sources can be assigned through CRM settings.

PIY Bot Sales Assistant

Open a lead record for next-action suggestions, a draft, a history summary or qualification questions. My day can generate a daily plan or suggest priorities. Choose the intended channel and explain what help you need. The assistant uses the CRM context your account is permitted to read and the existing PIY Bot model provider.

Assistance is disabled until a CRM administrator enables it for your workflow. Generation sends the selected authorized context to the organization's configured provider. Do not include unnecessary personal or confidential details in instructions. The output is plain text, labeled DRAFT, and can be copied explicitly. No message is sent, proposal submitted, CRM record changed or task completed by generation.

Review every factual statement, tone and proposed next step. Where manager review is required, obtain it before external use. The review label is a workflow requirement; there is no built-in external sending or approval queue. Sparse history can only support tentative suggestions. The assistant cannot invent company research, verified deliveries, conversion statistics or forecasts. If the provider is unavailable, your normal CRM tools continue to work.

Administrator guide

In existing CRM settings, choose Employee workflows, select an employee within your CRM visibility scope, and apply an experience preset or choose Custom. Edit responsibilities, assigned acquisition channels, service offerings, daily outreach and weekly qualified-opportunity targets, and checklist items. Enter one service or checklist item per line; remove blank lines before saving.

Enable AI only where appropriate. Configure manager review guidance, required activity summaries and required next follow-ups for outbound activity. Existing employees start with AI off and no new required activity fields. A target of zero means no target is set. Targets do not create verified performance scores or automatic disciplinary rankings.

CRM roles, field access, assignment privileges and visibility remain under Configuration permissions. Changing a workflow never changes those permissions. Company announcements and video schedules are managed by application administrators in Welcome.

Reporting and opportunity management

The existing CRM dashboard and main dashboard share CRM reporting definitions. Use date, employee and channel filters where your role permits them, then open a metric to inspect its records. My day shows a small personal seven-day snapshot using the same service. N/A means there is no reliable value to display. Keep activity volume separate from responses, qualification, meetings and won outcomes.

Use the existing pipeline for proposals, negotiations and wins or losses. Do not treat an expected close date as a reliable revenue forecast. A CRM win does not automatically create a delivery project; use the existing project tools for the agreed handoff.

Data quality, imports and exports

Search first, maintain shared company and contact records, and use existing duplicate review before merging. Import Excel or CSV through CRM Import and resolve preview errors before committing. Export only the scope and fields your permissions allow. Use saved filters and bulk lead actions for repeated views and assignments; review selected records before applying a change.

Troubleshooting

• No CRM workspace: confirm CRM module access and an assigned CRM role with your administrator.
• No AI assistance: ask whether it is enabled for your workflow; provider errors require the administrator to check PIY Bot configuration.
• A workflow will not save: check target limits, active channels, required titles, blank checklist entries and employee scope.
• A follow-up will not save: select a permitted record, a valid future time and the correct assignee; resolve any existing follow-up conflict.
• Missing figures: check date and employee filters, field permissions, and metric definitions before assuming data was lost.
• Missing learning video: check Drive sharing and format support; YouTube also needs the viewer's choice to load external content.