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Create your workspace and sign in

1. Create a workspace

Signing in and signing up are one page. Nothing is created until you press Create workspace.

  1. On the PetalCRM home page, press Sign in or sign up in the top bar, or Create your workspace on the home page or the pricing page. Both open Sign in or create a workspace: one form, for signing in and for signing up.

  2. Press Continue with Google, or type your work address in Email address and press Continue with email.

    • Continue with Google works for a Gmail address and for your organisation's Google Workspace account. Google confirms who you are and no email is sent.
    • With an email address, the page changes to Check your email. It says a code was sent "if" the address can sign in or sign up, and it never says more than that. Open the email within 15 minutes. It gives the code first and the link second. Type the code in Code from the email on that page and press Continue, or open the link in the same browser. A code in the wrong shape is answered under the field: "Enter the 8 digits from the email." The card also has Resend the code, which asks again ("Requested again. Check for a newer email."), and Use a different email, which goes back to the address field. The link's page continues by itself ("Confirming your email…" when you started from Create your free workspace; "Signing you in…" otherwise). If it is still there after a few seconds, it shows a Continue button; press it.

  3. If your address is not in any workspace yet, the next page is Create your workspace. It says who you are signed in as, and asks for:

    • Workspace name and the company name below it: both start empty; type your company's name, or your own.
    • Workspace address: for an address at your company's own domain, for example @acme.com, acme, or acme-com when another workspace already has acme; otherwise your company's name, or workspace, with four characters we choose at the end, such as acme-b4k2. Those four characters are shown beside the box, before the domain, so the box and the line under it name the one address the workspace is created at. Until you type in it, the address follows the workspace name you type. If the page refused a press, the address you pressed with is yours and stays as it is. As you type, the line under it says whether the address is available, and offers others when it is not.
    • Currency: on a Hebrew page, ILS; otherwise the currency of your browser's country, or none until you choose one. You can change it later in Settings.

    Fill them in, read the line above the button, and press Create workspace. Pressing it is agreeing to the Terms and the Data Processing Agreement. You are signed in to your new workspace, and you are its owner. To change the address afterwards, see "Change your workspace address later" below.

  4. If your address is already in a workspace, the page after the link is "Choose a workspace" instead: each workspace is one row with its name and address, and "Create a new workspace" is below them, which opens Create your workspace. See "Sign in later". Someone who was invited to a workspace uses the invitation email: opening it adds them to that workspace.

Your workspace starts with a pipeline, its stages, lost reasons and activity types already in place, written in the language of the page you signed up from (English or Hebrew), and the workspace first opens in that language too. You can change all of them later, and the language from the account menu. It is named as you left Workspace name; the owner can rename it later. When you sign up with Google, you start under the name on your Google account; with an email address, under the part before the @. You can change your name later.

2. When the page refuses, or something is missing

  • If the page says it needs JavaScript, turn it on in your browser and reload the page.
  • If Check your email appears but no email comes, nothing is wrong with the page: we send the link only to an address that already has a workspace or that is allowed to create one, and we say the same thing to every address. Look in your spam folder, check the spelling, and try Continue with Google. To join a workspace that already exists, ask someone in it to invite you.
  • If the page you reach after confirming your address says new workspaces cannot be created for it, the address belongs to no workspace and may not create one. Use the address your invitation was sent to.
  • If a page called "Sign in with Google" says Google has not verified the email address, or that the account is neither a Gmail address nor a Workspace account of your organisation, sign in with your email address instead.
  • If a page called "We could not create a workspace with Google" appears, its sentence says why: the Google account's email is not verified, it is neither a Gmail address nor a Workspace account of the address's own organisation, or the address cannot create a workspace yet. Start again with your email, or ask whoever invited you. If the page only says the sign-up did not complete, press Continue with Google on it to start again.
  • The email's link works only in the browser where you typed your address. If you open it on another device or in another browser, for example from your phone's mail app, the page says: "Open this link in the browser where you asked, or type the code from this email there." Go back to the page where you asked and type the code. Nothing is used up, so the code and the link still work there.
  • If the link says it has expired or has already been used, go back to the sign-in page and start again. A link works once and for 15 minutes, and once its page has continued, the email's link opens nothing more.
  • If Create your workspace says the Terms or the Data Processing Agreement have changed, they changed after you agreed. Read the line above its button and press Create workspace again.
  • If Create your workspace says new workspaces are not being created here, or are not open to this address yet, the address cannot create a workspace now. Ask whoever invited you.

3. Sign in later

There are no passwords.

  1. On the PetalCRM sign-in page, press Continue with Google, or type your address in Email address and press Continue with email. It is the same page you used to sign up.
  2. With an email address, open the email and type its code in Code from the email on the sign-in page, then press Continue. Or open its link in the same browser; the page it opens continues by itself. The code and the link work once and expire in 15 minutes. Not there in a few minutes? Look in your spam folder.
  3. On "Choose a workspace", press your workspace's row. It signs you in. If you belong to several, each is listed; press "Create a new workspace" to start another, or "Use a different email" to sign in with another address. If you deleted your account and the workspace with it, "Restore your deleted workspace" lists it with the date it is erased; press it to get it back, or press "Start a new workspace".

The page always says a link is on its way "if" the address can sign in or sign up. It never says whether an address has a workspace, to you or to anyone else; the workspaces are shown only after you prove the address by opening the link or signing in with Google.

If your workspace has turned on Google sign-in, you can press Sign in with Google on your workspace's own sign-in page instead.

If your workspace has turned on Microsoft sign-in, you can press Sign in with Microsoft instead. The button appears only once your workspace has it turned on. It takes the work or school account your organization's Microsoft directory gives you; a personal Microsoft account, or a guest account in that directory, cannot sign in this way.

4. The account menu: settings, sign out, language and theme

Press your name at the foot of the sidebar to open the account menu. It opens above your name, over the page; on a phone, press your avatar in the top bar. It holds, in this order:

  • Account: Mail and calendar, where you connect your own mailbox, and Settings.
  • Workspace settings, shown only to owners and admins: Administration, Kinds of record, Process advisor (when your role may change stages and fields), Invite people and Billing. On a phone the account menu keeps the heading over one line saying so, and the group itself is under More.
  • Language: English or עברית.
  • Theme: Light, Dark or Device.
  • Sign out, at the bottom.

When you open Administration, its pages are listed under it in the sidebar, in groups with headings. Choose a page there. Other help pages say "open Administration, then" a page name: this is the way there.

5. What is not available

  • Signing up with a Microsoft account. You can sign up with an email link or with Google. Microsoft sign-in works only for people who already have an account in a workspace that has turned it on.
  • Passwords.

6. Your sign-in methods

You can always sign in with a link mailed to your address. Other ways to sign in that are linked to your own account are listed under Your sign-in methods: open the account menu, choose Settings, then Sign-in methods.

  • Each method shows its provider, the address it had when it was linked, and the date it was linked.
  • To stop signing in one way, press Remove beside it, then Remove sign-in method. Any session that signed in through it ends at once. Press Keep it to change your mind. You can still sign in by emailed link, and you can link the same account again later.
  • Under Link a sign-in method, the page lists the single sign-on your workspace lets you add to your account. If it lists none, your workspace has none for you to link. If your last sign-in was a while ago, pressing it asks you to sign in again first, right there on the page: type your address, press Email me a link, open the link in this browser, then press Try again to go on to your identity provider. If your workspace switched the single sign-on off after the list was shown, pressing it takes you to a page that says so, with a Go to your sign-in methods button back to Settings.
  • After you sign in at your identity provider, you come back to a page titled Link a sign-in method. Nothing is linked until you press its button. When the page can tell which single sign-on it is, it names it by its address on the button. When it cannot, it says the single sign-on is not named on the page. Above that, the page says which account your identity provider signed you in as, for example "You are linking dana@acme.example from login.acme.example." Check that it is your own account before you press the button. If your identity provider did not say which account it is, the page says so instead. Below that line, the page shows your identity provider's ID for this account, the value the link actually records. It is often a long code; your administrator can confirm it is yours. If the ID cannot be shown, the page says so, and you can still link.
  • Press the link button only if you started this yourself, from your own Settings, a moment ago: anyone who can sign in to that identity provider account will be able to sign in as you. Otherwise press Don't link it, and nothing is changed.
  • The page works for a short time only. If it says the link has expired, or was not started in this browser and session, there is no button to press: start again from Settings. Once the link is made, you return to Your sign-in methods, the new method is marked in the list, and an email to your address names the provider.

7. The first time you sign in

The assistant opens, offering to set up your pipeline. To go to your workspace instead, press Close the assistant.

A new workspace starts with its AI features on, except People we suggest adding, which starts off. Email text is kept for 12 months. Owners and admins turn each one on or off under Administration, then AI features; press Keep these settings there to leave them as they are.

Suggestions from your email has no switch there: each person agrees when they connect their own Gmail. To turn your own Suggested next steps on or off, open the account menu, choose Settings, then Assistant and AI. There, Choose which kinds of change the assistant applies automatically picks which kinds of change the assistant makes without asking (choose your own kinds).

8. Change your workspace address later

Only the workspace owner can change the address, and only once every 30 days, except in the first week (the last point below). Open Administration, then Workspace. Under Workspace address, type the name you want and press Check name. The page shows the address you would get: your own email's domain can have its name as written; any other name gets four characters we choose at the end. Press Change address…, read what will happen, and press Change address.

  • Everyone is signed out at once, you included. You sign in again at the new address with a link we email.
  • The old address keeps working for good. Anyone who opens an old link or bookmark lands on the same page at the new address, and nobody else can ever take the old address.
  • Invitations you already sent keep working. A sign-in link that was still waiting does not; ask for a new one.
  • A program that calls the old address with an API key must be pointed at the new address.
  • If the page says the address was changed recently, it names the day you can change it again.
  • A workspace address is 1 to 63 lowercase letters, digits or hyphens, and does not start or end with a hyphen.
  • In the workspace's first seven days, while nobody else has been invited and nothing but Google is connected, the confirmation says instead: "Nobody has been given the old address yet, so it is released: it stops working at once." Then the old address does not keep working, and you can change the address again at once.