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Getting Started with CRM

This guide walks you through your first experience with The One CRM — from initial setup to closing your first deal.

  1. Sign in to any product in The One Stack
  2. Click the waffle menu (grid icon) in the top-left corner
  3. Select CRM under the Operations category

You'll land on the CRM dashboard showing pipeline summary, recent activity, and key metrics.

Initial Setup​

Before you start selling, configure the basics:

Pipeline Stages​

  1. Go to Sales > Pipeline
  2. Click the gear icon to open pipeline settings
  3. Review the default stages — each has a name, order, probability percentage, and color
  4. Add, rename, or reorder stages to match your sales process
  5. Mark one stage as Won and one as Lost — these are required for reporting
💡Set probability percentages on each stage to enable weighted forecasting. For example, "Proposal Sent" might be 50% and "Verbal Commit" might be 90%.

Deal Categories​

You can create multiple pipelines for different sales motions:

  • New business — net-new client acquisition
  • Renewals — existing contract renewals
  • Upsells — expanding services for current clients

Go to Sales > Pipeline and click New Pipeline to create additional pipelines.

Email Configuration​

To send emails from CRM, connect your Microsoft 365 mailbox:

  1. Go to Settings > Email Sync
  2. Click Connect Mailbox
  3. Authenticate with your Microsoft 365 account (this uses a separate OAuth consent from Hub SSO)
  4. Select which folders to sync (Inbox, Sent Items, etc.)
  5. Enable Auto-log contacts to automatically match emails to CRM contacts

Adding Your First Contact​

  1. Navigate to CRM > Contacts
  2. Click Add Contact
  3. Enter the contact's name, email, phone, job title, and company
  4. Set their role — Decision Maker, Influencer, Champion, Blocker, or End User
  5. If email marketing is planned, set consent status to track CASL/GDPR compliance
  6. Click Save

The contact now has an activity timeline that automatically logs emails, calls, meetings, and deal activity.

Adding Your First Company​

  1. Navigate to CRM > Companies
  2. Click Add Company
  3. Enter the company name, domain, industry, employee count, and annual revenue
  4. Set the status — Lead, Prospect, Active, Customer, Inactive, Churned, or Suspended
  5. Click Save
ℹ️When you enter a company domain, CRM uses it to auto-match incoming emails to this company. Free email domains (Gmail, Yahoo, etc.) are excluded from matching.

Creating Your First Deal​

  1. Navigate to Sales > Opportunities
  2. Click New Opportunity
  3. Enter the deal name, value, and expected close date
  4. Associate a company and primary contact
  5. Select the pipeline and starting stage
  6. Assign an owner (yourself or a team member)
  7. Click Save

The deal appears on your pipeline board and is included in forecasting.

Moving a Deal Through the Pipeline​

From the Sales > Pipeline Kanban view:

  1. Drag the deal card from one stage to the next
  2. The probability updates automatically based on the stage's configured percentage
  3. The weighted value recalculates (deal value × probability)
  4. When the deal reaches the Won stage, you'll be prompted to record the win reason
  5. If a deal is lost, move it to the Lost stage and record the lost reason

Each stage change is logged in the deal's activity timeline with a timestamp.

Next Steps​