# PetalCRM > Petal is the AI-native sales CRM that runs your pipeline for you. It keeps every deal moving and every lead followed up, so a small team sells like a big one. For AI assistants and the people who use them. ## What PetalCRM is The sales CRM that does the work, not just tracks it. ## Connect PetalCRM to your agent Ask your person to sign up or sign in, as under How to get access, then do these steps. Their workspace address is https://.petalcrm.ai. 1. In Administration, under Connected AI tools, an owner or admin turns AI tools on. 2. In their AI tool, they add a custom connector with https://.petalcrm.ai/mcp. In Claude: Customize, Connectors, Add custom connector. 3. A PetalCRM page opens. They check the tool's name and press Allow. Over MCP you can read what that person can see, and suggest changes the person approves. ``` claude mcp add --transport http petalcrm https://.petalcrm.ai/mcp ``` No MCP in your tool? They create an API key in Administration, API and webhooks, choosing Read only or Read and change, and give it to you. A key that can change records changes them at once, so ask first. A key is sent as an HTTPS POST to the workspace address, always with the version: ``` POST https://.petalcrm.ai/api/op/@ Authorization: Bearer Content-Type: application/json ``` ``` # A rep's day, and who decides activity.list@1 period=due|overdue # Today, then activity.complete@1 or activity.update@1 to finish or move an item changeset.proposal.list@1 # the approval queue changeset.approve@1, changeset.reject@1 # your person only: a key is refused ``` ## Reads for settings and contacts ``` # Reads a key can make, each called as /api/op/@1. Call one with an empty body and the 400 answer lists its inputs. settings: tenant.settings.read user.me.read user.directory.read apikey.list webhook.hook.list tenant.agentaccess.read mailbox.connections.read contacts: record.search person.list person.record.read organization.record.read record.history.list activity.list # A refusal carries error.messageKey, error.reason (one plain sentence) and error.next (what to do). ``` ## Import a file Only your person imports a file. Columns and an example: [Bring in contacts and deals from a spreadsheet](https://petalcrm.ai/en/help/import-contacts/#7) ``` lead.create@1 title, owner_id, and contact_name, contact_email, person_id or organization_id person.create@1 full_name, owner_id lead.update@1 lead.convert@1 ``` ## Who it is for Founders, small teams and SMBs (small and medium businesses) that sell to other businesses, from a founder selling alone to a sales manager running several reps, who want a CRM that stays current without an admin. English and Hebrew. ## What it does today Beta: works, still improving. - Fills deals in from client email (Gmail or BCC) and suggests updates for you to approve. - Sets up your pipeline from a description of how you sell, after you approve. (Beta) - Shows each rep the deals that need them, with the reason and a next move. - Answers questions and makes reports in plain words; changes you ask for become drafts to approve. (Beta) - Explains the forecast: what moved and why, deal by deal. - Tests an automation on the last 30 days before it goes live. An agent cannot write or switch on one. (Beta) - Summarises email threads and drafts or rewrites replies in your connected inbox. (Beta) - Finds duplicate contacts and merges them in one step. - Imports from a spreadsheet, Pipedrive or HubSpot, and suggests how columns match. (Beta) - Suggestions wait for approval, every value shows its source, and every AI change can be undone. ## Price and the free plan - Free seats: 1 - Per seat a month, billed annually: $39 - Per seat a month, billed monthly: $49 - Nothing is charged today. We'll tell you before anyone pays. - Every feature and all the AI, on every seat. Paying adds seats, never features. - We may apply fair AI usage on free workspaces. There are no limits on AI usage until further notice. - We'll tell you 30 days before any price change. [How pricing works](https://petalcrm.ai/en/pricing/) ## How to get access PetalCRM is open by invitation while it prepares to launch. To ask for an invitation, write to support@petalcrm.ai. An invited person signs up from the address in their invitation. ## Their data - Encrypted in transit and at rest, and never used to train or fine-tune an AI model. The data stays theirs. ## Public MCP server PetalCRM also runs a public, read-only MCP server at https://petalcrm.ai/mcp. It needs no sign-in and holds no customer data. ``` claude mcp add --transport http petalcrm https://petalcrm.ai/mcp ``` ## Why it is worth it - AI. Typical: On a higher plan, or paid for in credits. PetalCRM: Included in every seat. No limits until further notice. Lowest plan with AI and automations at other sales CRMs, per seat per month billed yearly, as of 2026-10-18: - Bigin: $12 (Premier) - Zoho CRM: $14 (Standard) - monday CRM: $17 (Standard) - HubSpot Sales Hub: $20 (Starter) - folk: $24 (Standard) - Salesforce: $25 (Starter) - Capsule: $36 (Growth) - Pipedrive: $39 (Growth) - Freshsales: $39 (Pro) - Nutshell: $42 (Pro) - Copper: $59 (Professional) - Close: $99 (Growth) A CRM with no such plan is left out. ## Help pages Step by step. - [Create your workspace and sign in](https://petalcrm.ai/en/help/create-a-workspace/) - [Work through your day](https://petalcrm.ai/en/help/today/) - [Arrange your menu and first screen](https://petalcrm.ai/en/help/your-menu/) - [Set up your pipeline by describing your business](https://petalcrm.ai/en/help/set-up-your-pipeline/) - [Bring in contacts and deals from a spreadsheet](https://petalcrm.ai/en/help/import-contacts/) - [Import from HubSpot or Pipedrive](https://petalcrm.ai/en/help/import-from-hubspot-or-pipedrive/) - [Find and add people and organizations](https://petalcrm.ai/en/help/contacts/) - [Link a LinkedIn profile and log LinkedIn messages](https://petalcrm.ai/en/help/linkedin/) - [Add and move deals](https://petalcrm.ai/en/help/deals/) - [Save a view of a list](https://petalcrm.ai/en/help/saved-filters/) - [Connect Gmail or Outlook](https://petalcrm.ai/en/help/connect-mailbox/) - [Forward or BCC email so it is filed](https://petalcrm.ai/en/help/forward-email/) - [Approve or reject a suggested change](https://petalcrm.ai/en/help/approve-a-suggestion/) - [Ask the assistant](https://petalcrm.ai/en/help/chat/) - [Find the assistant](https://petalcrm.ai/en/help/chat-open/) - [Ask the assistant a question](https://petalcrm.ai/en/help/chat-ask/) - [Approve what the assistant offers to change](https://petalcrm.ai/en/help/chat-drafts/) - [Your last chat and earlier chats](https://petalcrm.ai/en/help/chat-your-conversation/) - [Chat retention and review](https://petalcrm.ai/en/help/chat-kept-and-reviewed/) - [Incomplete answers](https://petalcrm.ai/en/help/chat-incomplete-answer/) - [Change the workspace's setup from the assistant](https://petalcrm.ai/en/help/chat-set-up-the-workspace/) - [The assistant's first offers after you sign up](https://petalcrm.ai/en/help/chat-first-offers/) - [Get help from the assistant, or write to support](https://petalcrm.ai/en/help/chat-help-and-support/) - [Send a feature request from the assistant](https://petalcrm.ai/en/help/chat-feature-requests/) - [Attach a document to the assistant](https://petalcrm.ai/en/help/chat-attach-a-document/) - [Ask for a report and read the forecast](https://petalcrm.ai/en/help/reports-and-forecast/) - [Set up an automation](https://petalcrm.ai/en/help/automations/) - [Choosing what the assistant changes automatically](https://petalcrm.ai/en/help/automatic-changes/) - [Send a quote](https://petalcrm.ai/en/help/quotes/) - [Invite people and set their roles](https://petalcrm.ai/en/help/people-and-roles/) - [Connect other tools: webhooks, the API and Zapier](https://petalcrm.ai/en/help/api-and-zapier/) - [Export your data, or have it deleted](https://petalcrm.ai/en/help/export-and-delete/) - [Answer a contact's data request](https://petalcrm.ai/en/help/answer-a-data-request/) - [Is my data safe and secure](https://petalcrm.ai/en/help/is-my-data-safe/) - [Is my data secure: who handles it](https://petalcrm.ai/en/help/data-who-handles-it/) - [Is my data secure: who sees what](https://petalcrm.ai/en/help/data-who-sees-what/) - [Is my data secure: your connected mailbox](https://petalcrm.ai/en/help/data-your-email/) - [Is my data secure: export or delete it](https://petalcrm.ai/en/help/data-take-out-or-delete/) - [Something isn't working](https://petalcrm.ai/en/help/something-not-working/) - [Connect your AI tool](https://petalcrm.ai/en/help/connect-your-ai-tool/) - [Turn AI tools on for your workspace](https://petalcrm.ai/en/help/ai-tools-allow/) - [Connect an AI tool](https://petalcrm.ai/en/help/ai-tools-connect/) - [What AI tools can read and change](https://petalcrm.ai/en/help/ai-tools-what-they-can-do/) - [Feature requests and ratings from AI tools](https://petalcrm.ai/en/help/ai-tools-what-they-send/) - [Disconnect an AI tool](https://petalcrm.ai/en/help/ai-tools-disconnect/) - [Add your own fields](https://petalcrm.ai/en/help/custom-fields/) - [See what changed, and undo it](https://petalcrm.ai/en/help/change-history/) - [Change your own settings](https://petalcrm.ai/en/help/your-settings/) ## Create your workspace and sign in Address: https://petalcrm.ai/en/help/create-a-workspace/ ### 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](https://petalcrm.ai/en/help/set-up-your-pipeline/#2). 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](https://petalcrm.ai/en/help/automatic-changes/#3)). ### 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. ## Work through your day Address: https://petalcrm.ai/en/help/today/ ### 1. What To Do is **To Do** in the sidebar is your list of what to do now. **Home**, where the app opens unless you chose another start screen, counts what is overdue, due today or going quiet and links here. It shows only your own deals and activities. The number beside **To Do** in the sidebar counts what is overdue or due today. Above the page a row of views reads **To Do**, **Approvals** and **Activities**. **Approvals** opens everything waiting for your approval and shows how many; **Activities** opens the full list of activities. The sidebar keeps **To Do** marked on all three, and the row marks the one you are on. ### 2. The morning brief The top of the page says in one sentence what needs you today, with one button to start and a line of counts. Each count jumps to its section. Once you have cleared something from the day, a line under the sentence says how far you are, for example *3 of 7 done*. ### 3. Needs you One row for each of your deals that has gone quiet with nothing scheduled. Under them, your newest open deals with nothing planned, marked *No next step*, up to five; a line under the list counts the rest and opens the deals board. Press **Plan a next step** to open the deal. A deal you just created or changed appears here without reloading the page. A deal that has a suggestion waiting for you is not here: its suggestion is under [Approvals](https://petalcrm.ai/en/help/today/#5). ### 4. Overdue and Today Your open activities due before or on today. Press **Mark as done** when an activity is finished, or **Reschedule** to move it. Each row links its deal, person and organization. A section appears only when it has something in it. ### 5. Approvals **Approvals** is the second view of **To Do**: press **Approvals** at the top of the page. It lists every suggestion and draft waiting for your yes or no, such as a follow-up email for a quiet deal or a suggested next step, and [you approve, change or dismiss each one there](https://petalcrm.ai/en/help/approve-a-suggestion/#3). When something is waiting, **To Do** says how many in one line with an **Open Approvals** button, and does not list them a second time. ### 6. Coming up Your next activities after today, grouped by day. A button under the list shows the rest, with how many there are. A meeting about a deal has a **Brief** link to that deal's pre-meeting brief. ### 7. All your activities Press **All activities** at the top of To Do to see every activity, including ones that are done, and to filter them. To Do does not show a colleague's activities, work with no date, or work due tomorrow (that is under **Coming up**). ### 8. Trials ending soon If your product sends its trial sign-ups as leads, **Trials ending soon** lists your own whose trial ends within 7 days or has ended ([how sign-ups arrive and leave the list](https://petalcrm.ai/en/help/)). It is not shown when none do. ### 9. People waiting on you **People waiting on you** lists your own open leads and contacts with nothing planned and nothing you can see for 14 days, the longest waiting first. A lead and its contact are one row. Contacts you imported and never touched are not listed. **Plan follow-up** opens the record with a new activity's form open and *Follow up* filled in; nothing is saved until you save it. A colleague may have been in touch in a way you cannot see, so the line says *nothing you can see*. The section is not shown when no one is waiting. ## Arrange your menu and first screen Address: https://petalcrm.ai/en/help/your-menu/ ### 1. Put the menu in your order 1. Open **Settings** from the account menu, then **Menu and start screen**. 2. Under **Menu order**, use the up and down arrows beside a place to move it. Each change is saved at once. The menu always has the same five places; you choose their order. The same order is used in the sidebar on a computer and in the bar on a phone. On a phone **Home** and the first three are in the bar at the bottom and the other two are under **More**, and each row says which. Your order is yours alone. Nobody else's menu changes. ### 2. Choose the screen the app opens on 1. In **Your menu and start screen**, choose a screen under **Start screen**: **Home (the default)**, a menu place, a view such as your deals gone quiet, any dashboard you can open, or one of your shortcuts. 2. The choice is saved at once. You can also open a dashboard and press **Set as my start screen**. Where a screen already is your start screen, it says **The app opens on this page after you sign in.** instead. The app opens there after you sign in, and when you open it without a link. A link you follow, from an email for example, still opens its own page. If you press or type anything while the app is still opening, it stays where you are. If you choose a dashboard or a shortcut and later lose access to what it opens, the app opens on **Home** instead. To go back to your start screen at any time, press the logo at the top of the sidebar (on a phone, at the start of the top bar). ### 3. Add a shortcut Press **Add to menu** beside a saved report on **Reports and forecast**, on a pipeline in **Pipelines**, or on the deals list in the view you want. The shortcut appears in the sidebar under **Shortcuts** (on a phone, under **More**). Press **Remove from menu** in the same place to take it off. You can also pin a dashboard from the dashboards page. You can have up to 12 shortcuts. Put them in order, or press **Remove**, under **Shortcuts** in **Your menu and start screen**. A shortcut to something you can no longer open, such as a report that is no longer shared with you, disappears from your menu. ### 4. Put the menu back to the default 1. In **Your menu and start screen**, press **Reset menu to default**. 2. Press **Reset** to confirm, or **Keep my menu** to change nothing. This puts the places back in the default order, opens the app on **Home**, and removes every shortcut. Your dashboards, reports and lists are not changed. To arrange the tiles on a dashboard, open the dashboard itself; each dashboard keeps its own arrangement. ### 5. Home **Home** is the first link in the sidebar, above the places (on a phone, the first tab in the bar at the bottom). Unless you chose another start screen, it is where the app opens. Under **Needs attention** it counts your activities overdue, your activities due today, and your deals going quiet, the same counts **To Do** shows. Press a count, or **Open my To Do list**, to work through them on **To Do**. Under **Your pipeline** it shows what your open deals are worth, what was won this month, and your open deals by stage, each read when you open the page, over the deals you can see. Home cannot be rearranged. To open the app on other figures, make a dashboard of your own and press **Set as my start screen** on it. ## Set up your pipeline by describing your business Address: https://petalcrm.ai/en/help/set-up-your-pipeline/ ### 1. Who can do this The workspace owner and admins, and any custom role given the **Workspace setup** permission. Other people see the pipeline but cannot change it. ### 2. Describe how you sell Every new workspace starts with a default pipeline. To make it match how your team works, describe it in your own words. 1. On a new workspace, **Home** opens on **Set up your pipeline**: press **Describe how you sell**. Later, open **Get started**, a card at the top of **Home** (also in the sidebar, and on a phone at the top of **To Do**), and press **Describe how you sell**. You can also press **Commands** and choose **Describe how you sell**. Right after you sign up, the assistant's first message offers the same three choices as **Get started**, and the panel opens beside the chat. The box shows an example to write over, "We sell … to … Our steps are …". If the panel already holds a conversation, such as a template's draft, it asks first: **Continue** keeps that conversation, and **Start over** opens a new one with the example in the empty box. A draft you leave behind stays in **Approvals** until someone decides it. 2. In **Your words**, say the steps a deal goes through, what you have stopped doing, and what you call each step. For example: "After the first meeting we run a two-week trial, then send a proposal." 3. Press **Send**. The assistant may ask a question. Answer it the same way. If describing is not available on your workspace right now, **Get started** says why in one line and offers [**Start from a template**](https://petalcrm.ai/en/help/set-up-your-pipeline/#4) first: an admin turned the assistant off, or no AI model is switched on for this workspace yet. The panel shows the templates and the same line, with no box to write in. Fields work the same way. To add a custom field, or change a field or its pick list, describe it here, for example "add a field for when the contract ends". The setup conversation reads your workspace's stages and fields. It never reads your deals, contacts or mail. ### 3. Check the draft, then approve it The assistant answers with a draft of your pipeline, drawn as a board. Nothing changes until you approve it. - The new stages come first. Each shows what happens to it: **New**, **Renamed**, or which stages it takes deals from, one line on what the stage means, and its chance to close. A chance you did not state is an estimate that rises from stage to stage, marked as not stated. A stage only shows when a deal goes stale if it has a rule for that. Each change shows the words from the conversation it came from, or says it was suggested. - Stages the draft removes are listed after the new ones, folded under one line that counts them. Press it to see each one and where its deals go. - If a stage is removed and its open deals have nowhere to go, the draft cannot be approved. Say in the conversation where they should go. A removed stage that holds no open deals says so and needs no destination. - Press **Open the draft** to see the board with your deals on it. Press **Details of the change** under the board for stages before and after, deals that change column, what stays behind, and how to undo it. Then press one of: - **Approve** to make the change. The draft closes and **Deals** shows the new stages. On a computer the panel stays beside the board, its draft marked approved with **Undo this change** and **Restore previous stages**; on a phone it closes. - **Keep refining** to carry on the conversation: the cursor moves to the box, which suggests what to say. It is not offered while describing is not available. - **Adjust in the stage editor** to finish the change by hand and save it there. The panel then no longer offers **Approve**. - **Discard** to drop it. Nothing in the pipeline changes. If someone edits the pipeline after the draft was made, the draft says so. Press **Refresh preview** to see it against the pipeline as it is now. ### 4. Start from a template, or keep the default If you would rather not describe your business, press **Start from a template** in **Get started** or in the assistant's first message. It is offered only while the workspace has no deals. A short list shows each template's stages, with each stage's chance to close and one line on when a deal belongs in it: - **General B2B**, the pipeline you already have. - **Software**, **Agency or consultancy**, **Industrial supplier** and **Distribution and logistics**. Press **Use** on one of the last four. Its stages replace your current stages, and you see the same draft board as for a described pipeline ([check the draft](https://petalcrm.ai/en/help/set-up-your-pipeline/#3)) before anything changes. A template draft shows no words from a conversation and marks no stage as suggested, because you described nothing. While none of your stages holds a deal, the draft lists the new stages first and the ones it replaces on one line, with **Approve** right under them; otherwise **Approve** is in the full draft. A new stage with the name of one it replaces is marked **Replaces the old stage**. Press **Approve** to make the change. The chances are starting points, and you can change each one in the stage editor ([change stages by hand](https://petalcrm.ai/en/help/set-up-your-pipeline/#6)). If the default pipeline suits you, press **Keep the default pipeline** in **Get started** or in the assistant's first message. This ticks the step. ### 5. Go back to the previous stages After you approve, **Undo this change** puts the previous stages back and sends the deals it moved back to where they were. It works while this is the latest change to the pipeline. After you undo a template, the panel offers that template again with **Approve**. **Restore previous stages** is also offered. It makes a new edit, previewed the same way, so you approve it too. To see what a past change did, open the pipeline change from a deal's history. Only the latest change can be restored. ### 6. Change stages by hand, or add a pipeline Open **Settings** from the account menu. - **Pipelines** lists your pipelines. Press **New pipeline** to make another, starting from an existing pipeline's stages, from one of the five templates above, or from one empty stage. A name for the pipeline and for each stage is all **Create pipeline** needs: a chance to close you leave blank takes the number shown in its box, evenly spaced up to 90 for the last stage. A chance that is not a whole number from 0 to 100 is explained under its row, and **Create pipeline** waits until it is fixed. After you create one, the form starts over for the next. Each pipeline can be renamed or archived from here, and an archived one can be brought back. You cannot archive your only pipeline, or one that still has open deals: move those deals to another pipeline first, from each deal's page. Anyone can press **Add to menu** on a pipeline to open its board from the sidebar ([Your menu](https://petalcrm.ai/en/help/your-menu/#3)). - **Pipeline stages** is the stage editor, where you rename, add, remove and reorder stages and set each stage's chance to close. A stage you remove that holds open deals says how many, and you choose the stage they move to before you preview the change. A name used twice, or one too long, is explained at its field. You cannot delete a pipeline. Archive it instead. ## Bring in contacts and deals from a spreadsheet Address: https://petalcrm.ai/en/help/import-contacts/ ### 1. Where to start Imports are for the workspace owner and admins. Open the import screen, **Import from a file**, from any of these: - The account menu, then **Administration**, then **Data and import**, then **Import a spreadsheet**. - On an empty deals list, **Import deals from a file**. On an empty people list, **Import people from a file**. One import brings in one kind of record: **People**, **Organizations**, **Deals** or **Leads**. To bring in the first three, import three files. ### 2. Step 1: the file 1. Under **What the file holds**, choose **People**, **Organizations** or **Deals**. 2. Press **Choose a CSV file**, or paste rows you copied from a spreadsheet into **Or paste rows from a spreadsheet** (copy the header row too). 3. Check **What separates the columns**: for pasted rows it is read from the header row, and the preview follows your choice. If the file was saved in an older Hebrew or Western European format, choose it under **How the file was saved** and check the first lines read correctly. 4. Press **Upload and read the file**. The file is now in your workspace, and nothing has been created from it yet. If the file is a Pipedrive or HubSpot deals export, the screen recognises it and matches its columns for you. Press **Clear** to undo that and match them yourself. ### 3. Step 2: columns and owners 1. For each **Column in the file**, choose what it **Becomes**. The screen fills in the columns it is sure of and shows how sure it is. Press **Use all suggestions**, or **Use this** on one. A column left as **Not imported** is skipped, and blank cells change nothing. A people file with **First name** and **Last name** columns maps them to those two choices; the import joins them into the person's one name, first then last. If a people file has a **Name** column beside **First name** and **Last name**, **Name** stays the whole name and the two parts are left for you to choose. 2. Choose **Which column says who owns the record**. The owner is who can see the record. 3. Under **Who each owner in the file is**, match each owner in the file to a person here: a colleague, yourself (**Me — I am taking these over**), or **Somebody who has left**. 4. Press **Confirm the columns and owners**. Nothing is created yet, and you can change any of this until the first records are created. The import never creates fields or stages by itself. If the file has stages or columns your workspace does not have, the screen offers **Shape your workspace from this file**: a draft of new stages and new fields. Press **Check the draft**, then **Add to the workspace** if it is right. The kind of value in a new field cannot be changed after it is added. For leads, choose **Leads** as the kind. Columns are matched by header, in English or Hebrew: - **Title**, required: what the lead is. - **Contact name** and **Contact email**: who it is from. Each row needs one. - **Company** and **Phone**, kept as written. - **Value** and **Currency**. A value needs a currency, from the column or from **Currency for a value with none**. - **Expected close date** and **Note**. Under **Match existing records by**, **Contact email** skips a row whose email a lead already holds. ### 4. Step 3: creating the records 1. Press **Work out the next batch** to see what the next batch would create. 2. Press the button that creates the next rows. It says how many, a few hundred at a time, and each batch can be undone on its own. Tick **Keep going until the file is finished** to do the whole file, or press **Stop after this batch** to pause. 3. Under **Batches so far**, press **See what it wrote** to check each batch. Every import is listed under **Imports in this workspace**. ### 5. Take an import back Undo an import from its own page. Open **Import from a file**, open the import under **Imports in this workspace**, and press the button that removes them, such as “Remove 3 records from the CRM”, under **Undo this import**. It is offered as soon as the first records are created. The undo takes back the records the import brought in. A field someone has changed since the import is left as it is, and the screen lists those. Once undoing has begun, the import creates no more records; to bring the file in again, upload it as a new import. In **History**, from **Settings**, choosing **Imports** shows what imports wrote: each batch is one entry, such as “Created 3 contacts”. An import is undone as a whole, so **See what undoing this would change** on one of its entries sends you to the import's own page. Undoing an import does not remove stages or fields added with **Shape your workspace from this file**. Edit the pipeline and retire the fields to take those back. ### 6. Moving from another CRM Coming from HubSpot or Pipedrive? At the top of the import screen, under **Where is your data coming from?**, choose From HubSpot or From Pipedrive. The screen shows how to export from that tool. Then choose three CSV files: organizations (HubSpot calls them companies), people (contacts) and deals. Before anything is written, **Before you import** lists the companies and contacts your deals name that are not in your files, and the rows that repeat. A person whose email, or a company whose domain, is already in your workspace is skipped, so importing the same files again does not make a second copy. You can change what is matched, or turn it off, under **Match existing records by**. Names are never matched. Rows repeated inside a file are refused rather than merged, so clean them in the file first. Then press the upload button for the file shown, one file at a time: organizations first, then people, then deals. Each file goes through the steps above, with its columns already matched and owners matched to colleagues by email address. Each file is its own import and its own undo. Activities and notes are not imported yet. From any other tool, export your data as CSV files, one file per kind of record, and import each file with **From a spreadsheet**. An export from PetalCRM itself can be imported the same way: in step 1, tick **This file was exported from PetalCRM**, so a phone number that starts with + or a negative amount keeps its value. Leave it unticked for anything else. ### 7. A file made by a script or an AI agent An import is run in the app, by an owner or an administrator. An AI agent cannot run it for you, but it can prepare the file. 1. Save the file as CSV, UTF-8, comma-separated, with the header row first and one kind of record per file. An Excel file (.xlsx) is not read: save it as CSV first. 2. For **People**, use these headers. They are matched by name, in English or Hebrew, in any order: - **Name**, or **First name** and **Last name**. A row with no name is refused. - **Email**. One address per row. A row whose email already appeared earlier in the file is refused as a duplicate. - **Job title**. - **Company** becomes a person's organization only when that organization is already in the workspace. Import the organizations first, or leave this column out. 3. Any other column, such as phone, website or lead source, becomes a field of your own. The screen drafts them under **Shape your workspace from this file**. Press **Check the draft**, then **Add to the workspace**. 4. Write phone numbers and other codes as text, exactly as they should read. A cell is never changed on the way in. An example file, one line per row, the header first: - `First name,Last name,Email,Job title,Phone,Lead source` - `Dana,Cohen,dana.cohen@acme.example,CTO,+972501234567,Webinar` - `דנה,לוי,dana.levi@example.co.il,מנהלת שיווק,0501234567,Referral` ## Import from HubSpot or Pipedrive Address: https://petalcrm.ai/en/help/import-from-hubspot-or-pipedrive/ ### 1. Where to start Imports are for the workspace owner and admins. Open **Administration**, then **Data and import**, then **Import a spreadsheet**. At the top of the screen, under **Where is your data coming from?**, choose From HubSpot or From Pipedrive. The screen then shows how to export from that tool and asks for three CSV files: organizations, people and deals. HubSpot calls them companies, contacts and deals. Activities and notes are not imported yet. ### 2. Export from HubSpot 1. In HubSpot, open Companies, then Contacts, then Deals, and choose the All view of each. 2. Click Export, choose CSV as the file format, and keep the column headers in English. 3. Under Customize, choose all properties and associations, so each deal keeps its company and contact. 4. HubSpot emails you a download link for each file. Download the three files. HubSpot's contacts file has a first name and a last name column. The screen joins them into one full name before the file is uploaded. ### 3. Export from Pipedrive 1. In Pipedrive, open the account menu and go to Tools and apps, then Export data. Only a global admin can do this. 2. Export Organizations, People and Deals one at a time, each as CSV. 3. Download each file from Generated exports. Pipedrive keeps them for 28 days. ### 4. Choose the three files 1. Choose each file in its place: the organizations (or companies) file first, then the people (or contacts) file, then the deals file. 2. Check **What separates the cells**. Both tools use commas. 3. For each file, the screen says how many columns it matched for you. If a file is not that tool's export of that kind of record, or is not saved as UTF-8, the screen says so. Choose the right file, or export it again as CSV. ### 5. Before you import Before anything is written, **Before you import** compares your files with each other: - Companies and contacts your deals name, and companies your people name, that are not in your files. When a file is imported, each company or contact it names must already be in your workspace, or be settled in the columns step. An import never creates a missing one for you. - Email addresses that appear on more than one person, and company names that appear more than once. Keep one row per address and one row per company name in the file, because a repeated address keeps the first row and reports each later one as a duplicate that was not imported, and a deal naming a repeated company will not find it. This list never stops you. It only reads the files you chose, not your workspace. ### 6. Import each file in order Press the upload button for the file shown, one file at a time: organizations first, then people, then deals. Each upload opens as its own import, with **Uploaded. Open this import** to reach it. Each file then goes through [the usual import steps](https://petalcrm.ai/en/help/import-contacts/#3): the columns are already matched, owners are matched to colleagues by email address, and you check and confirm before any record is created. An owner the screen could not match by email is left for you to choose. A name is never used to match an owner. ### 7. Importing the same files again A person whose email, or a company whose domain, is already in your workspace is skipped, so importing the same files again does not make a second copy. Nothing in a skipped record is changed. Names are never matched. A people file starts matched on email, and an organizations file on domain. You can change this, or turn it off, under **Match existing records by** in the columns step. Choose **Don't match: every row creates a new record** to create every row. A deals file starts unmatched. To match deals, keep the tool's deal id in a custom text field you have added, and choose that field. ### 8. Take an import back Each file is its own import and its own undo. Undoing the deals leaves the people and companies. To undo one, open **Import from a file**, open the import under **Imports in this workspace** and press the button that removes them, such as “Remove 3 records from the CRM”, under **Undo this import**. **History** shows each batch of an import as one entry, such as “Created 3 contacts”, and sends you to the import's own page to undo it. ## Find and add people and organizations Address: https://petalcrm.ai/en/help/contacts/ ### 1. Find a contact Open **Contacts** in the sidebar. It opens on **People**; switch to **Organizations** beside it. Press a name to open its page. A person's page shows their details, the deals they are the contact on, their timeline, and their local time where it is known. An organization's page shows the people at the company and the deals with it. ### 2. Add a person or an organization - On **People**, press **Add a person**. Only a name is needed now; you can add the rest later. Press **Add person**. If someone you can see already has that email address, you are told first and can press **Open**, **Merge** or **Add anyway**. Companies and leads check the same way. - On **Organizations**, press **Add an organization**, give a name and, if you like, the web domain. Press **Add organization**. People and organizations are also added when you import a file, and can be suggested from email. ### 3. Edit, log and plan From a person's or organization's page you can change its details, **Log a call, meeting or note** that happened, and **Plan an activity**. To open a person's LinkedIn profile in one click and log your LinkedIn messages with them, [link their profile](https://petalcrm.ai/en/help/linkedin/#1). ### 4. Archive Use **Archive** on a person's or organization's page to take it out of the lists without deleting it. To archive several people at once, tick them in the **People** list and press **Archive** in the bar that appears. It asks you to confirm how many. All of them are archived or none is, and one undo in **History** brings them all back. ### 5. Merge duplicates 1. On **People**, press **Possible duplicates**. It lists pairs that share an email address, or have the same name at the same organization. 2. For each pair, press **Keep this one** on the contact to keep. The other is merged into it. Or press **Not the same person** to set the pair aside. 3. Check which contact stays and which is merged into it. Each shows its email, organization, owner and the day it was created, so two contacts with one name can be told apart. Then check what the merge would do, and press the merge button, which names the contact you are keeping. Organizations work the same way: on **Organizations**, press **Possible duplicates**, which lists companies that share a web domain or a name. Use **Not the same company** to set a pair aside. You can also merge from a person's page: **Merge a duplicate into this contact**, pick the duplicate, and press **Show what the merge would do**. Nothing is deleted in a merge. You can undo it from **History**. ### 6. For an AI agent Call each operation as `POST /api/op/@1` with `{"input": {...}}`, using a key that can change records ([API keys](https://petalcrm.ai/en/help/api-and-zapier/#3)). - `user.me.read` returns the id every create needs as `owner_id`. - `record.search` matches only the start of a name, address or domain: a surname alone finds nothing. It is also the only way to list organizations, with `types` set to `["organization"]`. - `person.create`, `person.update`, `person.list`, `person.record.read`; the same four for `organization`, except `organization.list`. - `customfield.list` returns each `key`, the label as typed in Fields. `customfield.define` adds one. Values go in `custom_fields`. - `person.duplicates.read`, `person.merge` with `person_id` (kept) and `absorbed_person_id`; `organization.duplicates.read`, `organization.merge`. - `person.archive`, `person.unarchive`, `organization.archive`, `organization.unarchive`. - `deal.list` with `primary_contact_id`, `activity.list` with `person_id` and `period` set to `all`, `interaction.log` for a note or call. A refusal carries a key, not a sentence. Notes, calls and mail on a contact cannot be read through a key: no operation lists them (read 2026-10-23). ## Link a LinkedIn profile and log LinkedIn messages Address: https://petalcrm.ai/en/help/linkedin/ ### 1. Add a person's LinkedIn profile Open the person's profile on LinkedIn and copy the address from your browser's address bar, for example linkedin.com/in/dana-cohen. - For a new person, on **People** press **Add a person** and paste the address into **LinkedIn profile**. - For a person you already have, open them, press **Edit**, paste the address into **LinkedIn profile** and press **Save changes**. Empty the box to remove it. - For a lead, **Add a lead** has the same **LinkedIn profile** box, and on a lead's page you change it with **Edit**. Only a linkedin.com address is accepted. Anything else is pointed out under the box, and nothing is saved until you correct it. ### 2. Open a profile in one click The profile opens in a new tab from: - the person's page, at the top and in its details; - the LinkedIn icon beside the person's name on **People**; - the LinkedIn icon on the lead's line on **Leads**, and the lead's page; - the person's card in **Before the meeting**. A person or lead with no profile shows no icon. ### 3. Log a LinkedIn message After you send or answer a message on LinkedIn, open the person and press **Log LinkedIn message**. It is logged on the person at that moment, with nothing else to fill in. To add a note or a different time, press **Log a call, meeting or note** instead, choose **A LinkedIn message** and press **Log it**. ### 4. Petal never connects to LinkedIn Petal does not sign in to LinkedIn, read your profile or messages, or send anything there. LinkedIn's User Agreement (§8.2) forbids software that scrapes LinkedIn or sends messages automatically, and LinkedIn can restrict the account that uses it. So a profile is an address you paste, and a message is something you log. ### 5. For an AI agent - `person.create`, `person.update`, `lead.create` and `lead.update` take `linkedin_url`, the profile address as pasted. It is stored as an https address on linkedin.com; anything else is refused. To remove it with an update, name `linkedin_url` in `clear`. - `interaction.log` with `kind` set to `linkedin` logs a LinkedIn message. ## Add and move deals Address: https://petalcrm.ai/en/help/deals/ ### 1. See your deals Open **Deals** in the sidebar. It opens on the **Board**: one column per stage of your pipeline, each with its count and total. Switch to **List** for a table, **Leads** for new enquiries, or **Dashboard**. If your workspace has more than one pipeline, choose which one the board shows above it. Beside it, **Layout** shows the stages as **Stage columns** or **Stage rows**. **Show** picks **Needs action**, the default, with only the deals that need something from you and the most urgent first, or **All deals**. **Group by** puts each stage's deals under their tags, one group per tag plus **Untagged**, each with its count and value; open or fold a group by its name. The board keeps your choices for you. A card shows the deal's name, who it is with, its next step, its value and owner. A card that says it has stalled has gone quiet for longer than its stage allows. ### 2. Add a deal 1. Press **New deal**. 2. Fill in **Deal name** and **Who this deal is with**: a company, a person, or both. Everything else (**Value**, **Currency**, **Expected close date**) can wait. 3. Press **Create this deal**. It starts in the first stage of the pipeline. The **Currency** list offers only current currencies; a deal saved in a retired one keeps it. ### 3. Move a deal to another stage Drag the card to another column. A deal with nothing scheduled first asks for its next step: type one and press **Move with this step**, or press **Move without a step**. The deal does not move until you answer. Until the move is saved the card shows it is not confirmed yet. If the move is refused, the card goes back to the stage it came from and says why. To move a deal to another pipeline, open the deal and use **Move to another pipeline**: choose the **Pipeline** and **Stage**, then press **Move**. It keeps its owner, value, status and history. To move several deals to one stage at once, tick them in the **Deals** list, press **Move to a stage**, choose the stage and confirm. Every deal must be in the pipeline that owns the stage. If one is not, or is archived, nothing is moved and the bar names it. One undo in **History** puts every deal back. ### 4. Work on one deal Press a card or a row to open the deal. From its page you can: - **Edit this deal** to change its name, value, people or dates. - **Log a call, meeting or note** that already happened, then **Log it**. - Log a WhatsApp conversation: press **Log a call, meeting or note**, choose **A WhatsApp chat**, paste the chat under **What was said** and press **Log it**. It is kept as your own account of the chat, logged by you. The same works on a person's page. - **Plan an activity**, such as a call or a meeting, with a due date. - **Ask about this deal**, to ask the assistant a question about it. - **Draft a follow-up**, on a deal that has gone quiet or had a meeting today or yesterday. You edit the draft and send it yourself; nothing is sent for you. - Open the **Pre-meeting brief** before a meeting. - Tag it: press **Add tag** under **Tags**, choose a tag or type a new one, and press **Add** or **Create and add**. Press the cross on a tag to take it off. Owners and admins rename or delete tags in **Settings**. - See its timeline: emails, calls, meetings and notes, newest first. ### 5. Win, lose or reopen On the deal, under **Outcome**, press **Mark won** or **Mark lost**. A lost deal needs a reason: choose it under **Why it was lost**. Then press **Record it as won** or **Record it as lost**. To undo the outcome, press **Reopen this deal**. The list of lost reasons is set by an owner or admin in **Settings**, under **Tags, activity types and lost reasons**. ### 6. Archive a deal Archiving takes a deal off the board and the deal lists without deleting it. On the deal, press **Archive deal**. To find it again, open **Archived deals** from the deals list, and press **Unarchive deal** on it. To archive several deals at once, tick them in the **Deals** list, press **Archive** and confirm. A deal that is already archived refuses the whole act and the bar names it. Each deal keeps its status. One undo in **History** brings every one back; to bring one back on its own, open it from **Archived deals**. ### 7. Leads **Leads** lists open enquiries, the ones most worth answering first at the top, each with a priority and why. Filter by **High**, **Normal** or **Low**, or type the start of a title, a name or an email address under **Search leads**. When more leads match than the search shows, a note says so: type more to narrow it. Press **Filter and sort** to narrow by status, owner or when it arrived, and **Save as view** to keep it. To change several leads at once, tick them and use the bar: **Add a label**, **Remove a label**, **Set close date**, **Remove close date** or **Archive**. Each other label a lead has stays. Naming a label that does not exist yet takes an administrator. A close date must fall between 1900 and 2100. If one lead cannot be changed, nothing is, and the bar names it. To add a lead yourself, press **Add a lead** on **Leads**. Say what the lead is, then who it is from: a name, an email address or both, and the company, phone and LinkedIn profile address if you know them. **Amount** with its **Currency** and a **Note** are optional too. A lead about nobody is not added, and the form says so. When you press **Add lead**, a blank required field or a malformed email address is said under its own field. You own it unless you choose a colleague. Press **Add lead**, then **Open the record** to see it. If a contact you can see already has that email address, you are told first and can press **Open** or **Add anyway**. Leads come in other ways too. Import a spreadsheet of them, or paste rows copied from one, on the import screen with **Leads** chosen ([Bring in contacts and deals from a spreadsheet](https://petalcrm.ai/en/help/import-contacts/#1)). Connect your mailbox, and someone new who writes to you is offered as a lead under **Unknown contacts**, for you to add ([Connect Gmail or Outlook](https://petalcrm.ai/en/help/connect-mailbox/#1)). Tell the assistant, for example "Add a lead: Noa Peretz from Orbit Labs wants a demo", and approve the lead it suggests. Or connect your own AI agent, such as Claude or ChatGPT, which can add leads once your workspace lets connected tools suggest changes ([Connect your AI tool](https://petalcrm.ai/en/help/ai-tools-connect/#1)). Owners and admins can also open a lead address or a lead key ([below](https://petalcrm.ai/en/help/deals/#9)). A lead that came in by email to a lead address, through a lead key or from a form has one line under its reasons saying how it reached its owner: - "Routed by" and the name of the lead-routing rule that matched it. - "Routed to this source’s default owner", when no rule matched. - "Routed to the workspace owner, because this source’s default owner is not active". ### 8. Choose who gets new leads Owners and admins decide who owns each lead that comes in by email to a lead address, through a lead key or from a form. Open the account menu, choose **Administration**, then **Lead routing**. Each lead goes to the first rule in the list that matches it. When none matches, it goes to its source's default owner, and when that person is deactivated, to the workspace owner. Nobody approves the choice. A rule chooses the owner and nothing else. 1. Press **Add a rule** and give it a name. The name is shown on each lead it routes. 2. Under **What it does**, choose **Give every matching lead to one person** and pick them, or **Take turns among several people** and tick them. Turns go in the order you tick people. Only active colleagues can be picked. 3. To narrow it, tick sources under **Only leads from these sources**, or type domains under **Only leads whose email domain is**, separated by spaces or commas. A domain also matches the addresses under it. Leave both empty to match every lead. A domain is only a guess at where a lead is from: a gmail.com address says nothing about it. 4. Use **Move up** and **Move down** to change the order, and **Remove** to take a rule out. 5. Press **Save rules**. The next lead is routed by them. If nothing has changed since the last save, the page says there is nothing to save and sends nothing. **Each source’s default owner**, on the same page, lists each source with who gets its leads when no rule matches. A rule whose people are all deactivated is marked as routing nothing, and a source whose default owner is deactivated is marked as sending its leads to the workspace owner. ### 9. Open a lead address or a lead key Owners and admins open the doors leads come in through. Open the account menu, choose **Administration**, then **Lead sources** under **Integrations**. On **Leads**, owners and admins also see **Manage lead sources**. A lead address is an email address anyone can write to: each message sent to it becomes a lead. A lead key lets a tool such as Zapier or your website's form send leads. Both kinds land in the same Leads inbox. 1. Under **What to open**, choose **A lead address** or **A lead key**. A lead address needs email reading turned on for the workspace. 2. Give it a **Name**. The name is shown on each lead it brings. 3. Choose its **Default owner**: who owns each lead it brings when no lead-routing rule picks someone else. 4. Press **Open lead address** or **Open lead key**. The address or the key is shown once, in the window that opens. Copy it before you close the window: it cannot be shown again. A lost address means opening a new source and closing the old one. A lost key means revoking it and issuing another. Under **Your lead sources**, open sources are listed first, each with its default owner by name. The two built-in sources, **Added by hand** and **Import**, have no default owner: their card says where each lead's owner comes from instead. On a lead key source: - **Issue another key** gives it a second key, shown once, so you can switch a tool over before revoking the old one. A source holds at most two live keys. - **Revoke**, beside a key, stops that key at once, after you confirm. **Close**, on any lead address or lead key source, stops it bringing leads, after you confirm. Leads it already brought stay. Closing cannot be undone. ### 10. Open one lead On **Leads**, press a lead's title to open its record. It shows the lead's status, its owner, the source it came in through, and the name, email and company the sender gave. Under **Details**, each value says who set it and when. A value nobody gave is marked as missing, not filled in. To give an open lead to someone else, use **Change who owns this**: choose a colleague and press **Change owner**. Only active colleagues can be chosen. To turn an open lead into a deal, use **Convert to a deal**. Choose the deal's contact and its organization: the one the lead is already linked to, a new one named as the sender typed it, or none. When the lead is not linked to a contact but an existing contact has the sender's email address, that contact is offered and already chosen, and the organization is left at none so the company is not added twice. A deal needs at least one of the two. Press **Convert to a deal**. The deal takes the lead's title, amount and owner, and the lead's email threads and activities move to it. Press **Open the deal** to go to it. The lead stays, marked **Converted to a deal**, and you work on it from the deal. To correct the lead's title, the contact's name, email, company, phone or LinkedIn profile, the close date, or a product trial's end day and status, press **Edit**, change what you need and press **Save changes**. Only what you changed is saved. When a trial sign-up pays for your product, press **Mark converted** ([trial sign-ups](https://petalcrm.ai/en/help/)). To take a lead out of the inbox, press **Archive lead**. An archived lead offers **Restore lead**, which puts it back in the inbox, open. An open lead lists its planned and done activities and lets you plan one, as a contact's page does. **Plan follow-up** under **People waiting on you** on **To Do** opens this form with *Follow up* filled in; nothing is saved until you save it. When the lead becomes a deal, its activities move to the deal. Your role decides which of these you see work. The **Edit** level on leads lets you edit and convert. **Full** also lets you archive and restore. Converting also needs permission to create deals, and to create a contact or an organization when you choose a new one. If one is missing, the lead is not converted and the message names the permission. ## Save a view of a list Address: https://petalcrm.ai/en/help/saved-filters/ ### 1. Save the conditions you set on a list 1. On **Deals**, **People**, **Organizations**, **Leads** or **Activities**, press **Filter and sort** and set what you want: **Only my records**, an owner, a status (leads and activities), a **Period** (this week or this month), a stage (deals), a date range, a custom field, and the **Order**. 2. Press **Save as view**, type a name in **View name**, and press **Save**. A view keeps the conditions and the order, never the records. When you open it later, the list shows the records that match now. **This week** and **This month** move with the calendar, so a view of deals closing this month stays right next month. A view is private to you until you share it. Your names must be different on one list. ### 2. Use a saved filter Choose it under **View**. Your own views are listed first, then the ones colleagues shared with the workspace. Press **Clear** to see every record again. To open a list on one of your views every time, choose it and press **Make default**. Each list has one default, and **Remove default** undoes it. A view a colleague shared cannot be your default; adjust it and save it under your name first. If you change a view you own, press **Update view** to keep the change. On **Activities**, a view replaces the status, period and owner choices until you press **Clear**. ### 3. Share a filter with the workspace Choose your view, then turn on **Share with the workspace**. Everyone can use it, but each person sees only the records they are already allowed to see, so the same filter can show two people different rows. They cannot change it; they can set the same conditions and save them under their own name. Turn the switch off to make it private again. A workspace administrator can also change or delete a filter that is shared with the workspace. Nobody else can see or change a private one. ### 4. Delete a view Choose your view and press **Delete this view**, then confirm. The records it showed are not touched. ### 5. When a field or stage was removed If a custom field, a stage or a person a filter mentions is removed later, the filter still opens. The list is shown without that condition, and a note above the list says which one no longer applies and why. To repair the view, set the conditions you want and press **Update view**. ## Connect Gmail or Outlook Address: https://petalcrm.ai/en/help/connect-mailbox/ ### 1. Connect your mailbox Each person connects their own mailbox. Nobody else can connect it for you. 1. Open **Settings** from the account menu, then **Mail and calendar**. 2. Under **Connect a mailbox**, choose Google (for Gmail). Connecting Outlook is coming soon. 3. Before anything leaves PetalCRM, a window says what we read from your mailbox, what we keep and for how long, why, who else receives it, and that we never use it to train AI models. Read it, then press the button that agrees and continues to Google. **Not now**, or closing the window, connects nothing. If your workspace has not turned on email reading yet, an admin sees that choice first, in the same window, and continues only once it is on. Anyone else cannot connect until an admin turns it on: press **Ask my admin** and your admins are told. 4. Sign in to your Google account and allow access. You come back to **Your mail and calendar**, and the mailbox shows as **Connected**. To use a different account, disconnect this one first. If there is no Google button: Until Google finishes approving PetalCRM, only a limited number of Google accounts can be connected. When that limit is reached, the page says connecting a Google account is paused instead of showing the button. A Google account that was connected before can still connect again. Meanwhile, forward or BCC your email to your filing address, shown under **Forwarding email in** on the same page. That works for everyone, with any mailbox. See [Forward or BCC email so it is filed](https://petalcrm.ai/en/help/forward-email/#1). ### 2. What is read Open **What we read** on the same page. It says, for your provider, exactly what is read. - Google: new email in Inbox and Sent is filed from the moment you connect. Email from before you connected, drafts, spam and trash are not read. If the page says a provider's mailboxes are not read into this workspace yet, connecting that provider files nothing for now. Email is filed on the people, organizations and deals it concerns. Facts in it become suggestions for you to approve while **Reading your email for deal updates** is on. Connecting a mailbox switches that on, unless you turned it off before. ### 3. Send email from PetalCRM Coming soon. Under **Your email signature** on the same page, type the plain text you want at the end of your email. It is added below a line of two dashes. Press **Save signature**. Leave it empty for no signature. ### 4. Quoted replies in Gmail For a Gmail mailbox, PetalCRM asks before it reads the earlier messages quoted in your replies. Press **Read the notice and decide**, then **Accept** or **Decline**. If you decline, nothing changes: quoted replies are not read. You can **Withdraw permission** later. ### 5. Connect your calendar Coming soon. Until then the **Connect a calendar** card says connecting a calendar is not available here yet, and there is nothing for you to do: a Connect button appears on the card once it is. ### 6. Disconnect Press **Disconnect your mailbox**, then **Disconnect it**. Email already brought in stays. ### 7. When a connection stops working **Your mail and calendar** shows each connection's status, one card for each kind. If it says **Stopped working** because the permission expired or was removed, connect again. If your company's IT admin blocked the connection, ask them to allow it. ### 8. Delete captured email There is no button that deletes one captured email. Deleting a message in Gmail does not remove it from PetalCRM, and neither does [disconnecting](https://petalcrm.ai/en/help/connect-mailbox/#6): what was brought in stays. Three things remove it: - To stop keeping the text of email, an owner or admin presses **Stop keeping email text** in **Administration**, then **What is kept**, or sets a shorter period there. Text past the period is deleted and the sender, date and subject stay. See [how long email text is kept](https://petalcrm.ai/en/help/export-and-delete/#3). - When a person asks to be forgotten, the workspace owner [erases the person](https://petalcrm.ai/en/help/export-and-delete/#5), or [forgets their email address](https://petalcrm.ai/en/help/export-and-delete/#10) to erase their mail and keep the contact. - To delete a whole workspace and everything captured in it, see [delete your workspace](https://petalcrm.ai/en/help/export-and-delete/#6). ## Forward or BCC email so it is filed Address: https://petalcrm.ai/en/help/forward-email/ ### 1. What a filing address does Every person, deal, contact and organization has its own filing address. BCC it when you email a client, or forward it an email you received, and the email is filed in PetalCRM. You do not need to connect a mailbox for this. ### 2. Before you start: email reading must be on Filing addresses exist only while email reading is on for the workspace. A new workspace starts with it on. While it is off, the place where your address would be says so. An owner or admin turns it on in **Administration**, then **AI features**, where **Email reading** keeps email text for 365 days. To choose how long instead, open **Administration**, then **What is kept**; in the **Turn on email reading** form, read the short summary (what is kept and for how long, that a person approves every suggestion, that you can turn it off any time), open **Who runs the model, and where** if you want the provider list, then type **Keep email text for** and pick days, weeks, months or years. The unit starts on days. If emails are already waiting, the form says so and asks whether reading covers them. Press **Turn on email reading**. ### 3. Find your own address Open **Settings** from the account menu, then **Mail and calendar**. Under **Your filing address**, press **Copy address**. An email sent to your own address is kept only if it involves someone already in the CRM. For someone new, add them first, or use their deal's own address. ### 4. File on one deal, person or organization Open the deal, person or organization. Its page shows **Filing address for this deal** (or this person, or this organization). Press **Copy address**. An email sent to a record's own address is filed on that record even if nobody on it is in the CRM yet. ### 5. What happens next - The email appears on the record's timeline. - If reading your email for deal updates is on, facts in the email (an amount, a date, a next step) become suggestions. Anything taken from a forwarded email [waits for your approval](https://petalcrm.ai/en/help/approve-a-suggestion/#2). - If reading your email for deal updates is on, each person on the email who is not in the CRM yet is offered once as a new contact in the approvals on To Do. Nothing is added until you approve it. - A mistyped address loses the email, with no bounce. Copy the address rather than typing it. ### 6. Reading your email for deal updates Your own setting is on **Mail and calendar**, under **Reading your email for deal updates**. It switches on by itself the first time you BCC a deal you own, or when you connect a mailbox, and you can **Turn on now** instead. If you **Turn off**, email you send to your deals is still filed against them, but nothing in it is read and nothing is suggested from it. Email filed while this is off is never read, not even after you turn it back on. Only you can turn it back on. The assistant cannot. ### 7. Email that was turned away An email can be turned away if it is too large, may contain a virus, has too many attachments, or is a forward inside many forwards. Each record's page and your **Mail and calendar** page list turned-away email sent there, with the reason and what to do. Owners and admins see the whole workspace's list in **Administration**, then **Email capture**. ### 8. If an address leaks An owner or admin can stop every filing address in the workspace and issue new ones: **Administration**, then **Email capture**, then **Change every address…**. The old addresses stop working at once, for good, and everyone copies their new address again. There is no way to stop just one address. ### 9. Forward all your incoming email automatically If you have not connected a mailbox, Gmail or Outlook.com can forward every email you receive to your own filing address. This brings in incoming email only, from the moment you turn it on. Email you send and email you already have are not brought in; for those, connect your mailbox. As with any email sent to your own address, only email that involves someone already in the CRM is kept. Open **Mail and calendar** and find **Forward your incoming email automatically**, under your filing address. - **Gmail**: open **Gmail**'s steps. In Gmail, add your filing address as a forwarding address. Gmail sends a confirmation to that address. Press **Show the confirmation code**. When the request came from your own sign-in address, it also shows a Confirm forwarding link: press it to confirm in Gmail. Where Gmail's Forwarding section asks for a code instead, type the code there and press Verify. Then turn forwarding on. Each code says which Gmail address asked for it. A request from any other address shows its code and no link. Type that code only if the address is your own and you asked a few minutes ago: anyone can ask Gmail to forward their email to your address. A code and its link are shown for three days. - **Outlook.com**: open **Outlook.com**'s steps. Outlook.com asks for no code. - **A Microsoft 365 work or school account**: Microsoft 365 usually blocks forwarding to outside addresses. Your Microsoft 365 administrator has to allow it first. ## Approve or reject a suggested change Address: https://petalcrm.ai/en/help/approve-a-suggestion/ ### 1. What a suggestion is PetalCRM reads the email filed to your deals and suggests changes from it: a new amount, a later close date, a next step. The assistant and automations can suggest changes too. Nothing a suggestion proposes is on a record until you approve it. You see only the suggestions waiting for you. ### 2. Where suggestions wait - **Approvals**: open **To Do** in the sidebar and press **Approvals** at the top of the page. It lists every suggestion waiting for you. The number beside **Approvals** says how many wait. On **To Do** itself, the line *items are waiting for your approval* has an **Open Approvals** button. - The record itself: a deal, person or organization shows its suggestions beside the field they would change. - The assistant: a change it drafts for you in the chat waits there until you approve it. ### 3. Decide one suggestion Each card names its record and shows the change: the old value struck through, and the new value highlighted. A suggested change to a pipeline's stages shows the stages one row each, in their new order. A renamed stage shows its old name struck through and its new name highlighted. A new stage is marked **New**. A moved stage says which position it moved from. A change to a stage's chance to close, or to when its deals go stale, is shown under its name. A stage that leaves says where its open deals go. If the current stages cannot be read, the new names still show in order, and a sentence says that renames, moves and removed stages are not shown. A change to a saved report that you asked the assistant for shows **What changes** in words, every what-if it assumes, and then the report twice: as it is saved now and as it would be, both run over the deals you can see. **Approve** appears once both reports are shown, and saves the changed report as its next version. If someone saved the report again after the suggestion was made, the card says so and offers **Show the current version** instead of **Approve**; ask the assistant again to change the current version. A follow-up email that PetalCRM drafted for a quiet deal shows the email itself: who it is to, its subject, and the message. Anything the deal's records do not say, such as the next step you want to propose, is a highlighted blank in square brackets. **Approve** stays off until you fill each blank: press **Edit** on **Message**, write it into the text, and the card offers **Approve** again. Approving saves the email as a draft; it sends nothing. A long message or a long before or after value shows its first few lines with **Show all** under it; press it to read the rest, and **Show less** folds it again. Nothing is cut from what you approve. - **Approve** puts the change on the record. - **Edit** opens the change so you can change a value or leave a field out before approving. **Approve** stays where it was on the card, and approves the change as you edited it. - **Dismiss** rejects it. The record does not change. - **Hide until…**, on a deal's suggested next step, puts it away until a day you choose and brings it back that day. It is not a decision. - **Details** shows when it was suggested, why, and any doubts about it. When suggestions about one record give different values for the same field, such as an amount read from an email and another drafted by the assistant, they are shown together under *These suggestions disagree about Amount*, as *Choice 1* and *Choice 2*, each with where it came from. Approve the one you want, then dismiss the rest. Some suggestions, such as an automation or a change to many records, show **Review** instead of **Approve**, and are decided from the panel it opens. After you approve, the next card moves into the same place, so you can work down the list. ### 4. Several changes from one email Changes that come from the same email, or the same cause, are one card. Its approve button approves every line on it. Press **Choose changes** to untick lines, or **Decide alone** to take one line out to its own card. A line that needs its own look is set apart as its own card under the group, with the reason: an amount at or over your workspace's limit or in another currency, a change of owner, a removal, or a field that changed since the suggestion was made. ### 5. Undo an approval After each decision a bar at the foot of the screen offers undo, and says how many records it puts back. For a group, **Undo this one** undoes a single line. You can also undo any change later from **History**. At the foot of the screen, **How approvals have gone** opens a table of the decisions you can see, by where they were made (on the record, in the queue or in the assistant) and whether they were approved unchanged, with edits, in part or rejected. It also counts approvals taken back soon after. It shows what had to be taken back, not whether anyone read the suggestion, so a difference between places is a reason to look and not a verdict. ### 6. Why this suggestion Open **Details** on a card, to read the sentence from the email that the suggestion came from. ### 7. Let the assistant do changes like this If you keep approving the same kind of change, a card may offer to let the assistant make changes like it without asking. Press **Turn it on** or **No thanks**. You can also press **Let the assistant do changes like this** on a card. What you turn on is listed under **Your automatic actions** in **Settings**, where you can turn it off. ## Ask the assistant Address: https://petalcrm.ai/en/help/chat/ ### 1. Open the assistant [Open the assistant](https://petalcrm.ai/en/help/chat-open/#1) ### 2. Ask a question [Ask the assistant a question](https://petalcrm.ai/en/help/chat-ask/#1) ### 3. When it offers to change something [Approve what the assistant offers to change](https://petalcrm.ai/en/help/chat-drafts/#1) ### 4. Your conversation [Your last chat and earlier chats](https://petalcrm.ai/en/help/chat-your-conversation/#1) [How long chats are kept, and who reads them](https://petalcrm.ai/en/help/chat-kept-and-reviewed/#1) ### 5. When an answer may be incomplete [When an answer may be incomplete](https://petalcrm.ai/en/help/chat-incomplete-answer/#1) ### 6. Setting up the workspace [Change the workspace's setup from the assistant](https://petalcrm.ai/en/help/chat-set-up-the-workspace/#1) [The assistant's first offers after you sign up](https://petalcrm.ai/en/help/chat-first-offers/#1) ### 7. Get help, and write to support when the assistant cannot help [Get help, and write to support](https://petalcrm.ai/en/help/chat-help-and-support/#1) ### 8. Ask for something the assistant cannot do [Ask for something the assistant cannot do](https://petalcrm.ai/en/help/chat-feature-requests/#1) ### 9. Attach a document [Attach a document to the assistant](https://petalcrm.ai/en/help/chat-attach-a-document/#1) ## Find the assistant Address: https://petalcrm.ai/en/help/chat-open/ ### 1. Open the assistant Press **Ask the assistant**, which is on every screen. You can also press **Commands** and choose **Open the assistant**. Or type your question into **Commands**: if it matches no command or screen, press Enter, or choose **Ask the assistant**, and the assistant opens with your question sent. If an owner or admin turned the assistant off, **Ask the assistant** is not shown and **Home** says "An admin turned off the assistant for this workspace." An owner or admin turns it back on in **Administration**, then **AI features**. The assistant opens as its own screen, beside the sidebar. To go back to the screen you were on, press Escape or the close button. ## Ask the assistant a question Address: https://petalcrm.ai/en/help/chat-ask/ ### 1. Ask a question Type in **Ask the assistant** and press **Send**. Ask about your deals, people and activities, for example "Show deals closing this month". If you are not sure what to ask, ask what the assistant can do. A report in an answer is drawn as a chart where it has one; press **Show as a table** to read its figures as a table. Amounts in more than one currency are drawn as one chart for each currency, since they are never added together. The assistant answers only from what you can see in the workspace. Under an answer, **It read:** lists the records it read to answer, each by its own name where the read gave one. It may offer a link to the place it is talking about. ## Approve what the assistant offers to change Address: https://petalcrm.ai/en/help/chat-drafts/ ### 1. When it offers to change something Anything the assistant would change is a draft until you approve it, unless you made that kind of change automatic ([choose your own kinds](https://petalcrm.ai/en/help/automatic-changes/#3)): then the reply says **Done automatically.** with an undo button that says how many records it puts back. A draft from this conversation waits in the chat, under the reply that made it, and in your suggestions on **To Do**. A draft from an earlier conversation waits on **To Do** and under **Approvals**, not in the chat. Approve or dismiss them [the same way as any suggestion](https://petalcrm.ai/en/help/approve-a-suggestion/#3). ## Your last chat and earlier chats Address: https://petalcrm.ai/en/help/chat-your-conversation/ ### 1. Your conversation Your last chat is kept for you. Close the chat, move around the app, reload the page or sign in again on another device, and the assistant opens on your last chat, with its questions and answers in order and any draft it offered still waiting for you. Press **New chat** to start a fresh one. **Ask for a report** on **Reports and forecast** always starts a fresh chat. Your earlier chats stay under **Earlier chats**, newest first: press one to open it as it was and carry on from there. A conversation can hold only so much. When it is full, it says so: start a new conversation to ask about something else. ## Chat retention and review Address: https://petalcrm.ai/en/help/chat-kept-and-reviewed/ ### 1. How long chats are kept, and who reads them Chats are kept for 90 days after their last answer, then deleted. Only you can see your chats, not a colleague and not an owner or admin of your workspace. Deleting your account deletes them at once. We may read conversations to improve the product, fix faults, answer feedback and keep it secure. When conversations are kept for this, a line at the top of the conversation says so, says they are kept 90 days and links to **Settings**. You can opt out at any time: turn off **Keep my chat conversations for review** in **Settings**, then **Assistant and AI**. What was kept for you is deleted at once, and you can turn it back on there later. A workspace owner or admin can switch review off for the whole workspace in **Administration**, on the **What is kept** page; that deletes everything kept for the workspace. ## Incomplete answers Address: https://petalcrm.ai/en/help/chat-incomplete-answer/ ### 1. When an answer may be incomplete If an answer took too many steps or tried to read too much at once, it says the answer may be incomplete. Ask a narrower question. If the written answer stated a figure that the records do not contain, the words are withheld and only the report's own figures are shown. ## Change the workspace's setup from the assistant Address: https://petalcrm.ai/en/help/chat-set-up-the-workspace/ ### 1. Setting up the workspace Changing the pipeline, fields or pick lists is done in [the setup conversation](https://petalcrm.ai/en/help/set-up-your-pipeline/#2), and only by an owner or admin. If you ask the assistant for such a change, it offers **Continue in setup with what you said**. ## The assistant's first offers after you sign up Address: https://petalcrm.ai/en/help/chat-first-offers/ ### 1. Right after you sign up Right after you sign up, the assistant opens with three offers. First, to connect your own AI agent, such as Claude or ChatGPT: **Connect your AI agent** opens [Connected AI tools](https://petalcrm.ai/en/help/ai-tools-connect/#1). Then to [set up your pipeline](https://petalcrm.ai/en/help/set-up-your-pipeline/#2): **Describe how you sell**, **Start from a template** or **Keep the default pipeline**. Then the ways to [add your leads](https://petalcrm.ai/en/help/deals/#7) that your role can use. **Tell me here** puts "Add a lead: " in the message box for you to finish and send. The ways to add leads stay in a new chat until your first lead or deal is in. ## Get help from the assistant, or write to support Address: https://petalcrm.ai/en/help/chat-help-and-support/ ### 1. Get help, and write to support when the assistant cannot help Press **Help** in the sidebar, which is on every screen; on a phone it is under **More**. It opens the assistant, ready for questions about how to do something, such as "How do I import my contacts?" The assistant answers from these help pages and can show you where to click. If it cannot help, you press **This did not help** under an answer, or you ask for a person, it offers **Send this to support**. That opens the support form with your question already in it. Nothing is sent yet: read it, change anything, untick any workspace fact you do not want to send, and press **Send to support**. Only your own words go into the form, never the assistant's answers. You can also write to support from the account menu at any time. To go straight to the form, open the account menu, which shows your name, and choose **Write to support**. ## Send a feature request from the assistant Address: https://petalcrm.ai/en/help/chat-feature-requests/ ### 1. Ask for something the assistant cannot do When you ask for something in your CRM work that the assistant cannot do, it says so and asks whether you would like it to send your request to the PetalCRM team as a feature request. It asks first and sends nothing until you say yes. If you do, it shows the request in a card under its message, in your own words: change the words if you like, then press **Send request**, or **Cancel** to send nothing. If you already have an open request that reads like it, the card says when you asked and offers **Add to that request** instead of sending a second one. Leave other people's details out of it. We keep your words, your user ID and your workspace, read them to decide what to build, and tell you in the app when it is available. We delete them after the request is closed, you can delete a request yourself at any time, and erasing your account deletes them at once. A request that has nothing to do with your CRM work, such as a recipe, is simply declined, with no offer. To see what you sent and where each request stands, open **Settings**, then **Assistant and AI**, and look under **My feature requests**, where **Delete** removes a request for good after one confirmation. You can also ask the assistant which requests you have sent. If your workspace allows it, an AI tool you connected can also send a feature request in your name; it appears in the same list, marked "Sent by a connected tool", and you can delete it there. ## Attach a document to the assistant Address: https://petalcrm.ai/en/help/chat-attach-a-document/ ### 1. Attach a document If you already have it written down in a file, you can attach the file to the assistant instead of describing it. On the assistant's screen, press **Attach a document** and choose a PDF, a Word file (.docx or .doc), a text file, a Markdown file or a CSV file, up to 5 MB. You can attach up to three. The file's name and how many characters were read appear above the box, and the assistant is told a document is attached. Then ask in your own words, for example "Make the products from this file". The assistant reads the document only for this conversation. It is not saved: it is gone when you press **New chat**, open an earlier chat or reload the page, and it does not come back with your last chat, and removing a file from the list above the box deletes it at once. Anything the assistant would change from the document follows the same rule as anything else it changes: a draft until you approve it, unless you made that kind of change automatic. Reading it is limited to the text of the file: a scanned PDF that is only pictures has no text to read, and the assistant says so. If a file is too large, is password-protected, or is a kind it cannot read, the message names the file and says why. Very long documents are cut at the limit, and the file's label says how many characters were read. ## Ask for a report and read the forecast Address: https://petalcrm.ai/en/help/reports-and-forecast/ ### 1. Ask for a report 1. Open **Reports and forecast** in the sidebar (on a phone, under **More**). 2. Press **Ask for a report**. The assistant opens with an empty box and three report questions to start from. 3. Ask in your own words, for example "won deals by owner this quarter", or press one of the questions to put it in the box, then **Send**. The answer is worked out from the deals you can see. Your last 10 questions are kept on **Reports and forecast**, and you can star up to 50 to keep them. Press **Run again** on any of them to get today's answer. Only the question is kept, not the answer, so it is always worked out again over what you can see today. You can also ask the assistant which questions you asked lately, or to star one; the star comes to you as a suggestion to approve. ### 2. Save and share a report A report you ask for in the chat can be saved under a name. A saved report can be shared with a team or the whole workspace. Each person it is shared with sees it worked out over the deals they can see, so two people may see different numbers. Your saved reports, and the ones shared with you, are under **Saved reports** on **Reports and forecast**. Press **Run** to work one out again from today's deals. On a report you can change, press **Share with everyone** or **Stop sharing with everyone**; sharing with a team stays as it was. On your own report, press **Delete** and confirm: every version goes, and a dashboard tile that showed it says it is not available. Press **Add to menu** on a saved report to open and run it from the sidebar ([Your menu](https://petalcrm.ai/en/help/your-menu/#3)). Press **Add to dashboard** to put it on a dashboard. The assistant cannot change a report a colleague shared with you; it says so and offers to save a changed copy as your own, which you approve like any other suggestion. On a report of money, choose a currency under **Show in** to add one total in it, on a question or a saved report. Press **By currency** under the total to see each currency's own figure and the rates used. **Each currency** shows them apart. To change a saved report, ask the assistant. The change comes to you as a suggestion to approve, showing the report as it is saved now and as it would be ([Approve or reject a suggested change](https://petalcrm.ai/en/help/approve-a-suggestion/#3)). ### 3. Read the forecast Press **Open the forecast** on **Reports and forecast**. It is also a link in the header of **Deals**. - Choose the period: this month, this quarter or this year. - The large number is the forecast for each currency. With a reporting currency it is one number: **By currency** shows each figure and the rates, **Show in** picks a currency or **Each currency**. Under it are the amount already won and the weighted pipeline, and how far the number moved. - Open deals with no expected close date are in no period. The page says how many there are. Open deals whose expected close date is before the period began are counted in a line beside the forecast, with a **Review them** link, and are not in the forecast. ### 4. Why the forecast moved **Why it moved** lists what changed the forecast. Use **Compare with** to choose what to compare against: last week, your automatic snapshot, or a snapshot you saved. To keep today's numbers to compare against later, open **Snapshots** and save one. Press **Explain in words** for a few sentences, written by the AI from the figures, on why the number moved. The figures stay the record: if the AI's wording does not match them, you see the figures alone. ### 5. Try a scenario Press **New forecast scenario** on **Reports and forecast**. The forecast opens at **Scenarios**. Under **Scenarios**, choose what to try, for example a deal slips, you lose a deal, or quiet deals are left out. Answer the one question it asks, and press **Show the scenario**. The result is shown beside the forecast and labelled as a scenario, not the forecast. No deal is changed. To keep a scenario, press **Save the scenario** under the result and give it a name. Open it again from **Saved scenarios**: it is worked out again from today's deals, so its numbers can differ from the day you saved it. With a saved scenario chosen, press **Rename** to give it a new name, or **Delete** to remove it. Only the scenario goes: your real deals are never touched. You can delete only scenarios you saved yourself. ### 6. Dashboards Press **Open the dashboards** to see every dashboard you can open. You can make your own, copy one, share one, and choose which dashboards sit in the sidebar and in what order. Press **Customise**, then **Add a widget**, to add a ready-made figure, such as **Overdue activities, by person**, or a saved one. A tile you can no longer open says it is not available. To see how much each person has used the AI this month, press **Customise**, then **Add a widget**, and choose **AI use per person, this month**. Each row is a person: their assistant answers, the emails the AI read for them, and any other AI actions, with a total underneath. It shows counts, never money. An owner or admin sees everyone in the workspace. Anyone else sees only the people they can see, often just themselves, and the total covers only those rows. ### 7. Make a report yourself You can make a report without the chat. 1. Press **New report** on **Reports and forecast**. 2. Under **What to count**, choose **Deals** or **Activities** (calls, meetings, emails and tasks). Under **What to show**, for deals, choose **Number of deals**, **Total value** or **Average value**. 3. Under **Group by**, choose what to split it by, such as stage, owner, a month or a field of your own. Choose **No grouping, one figure** for a single number. 4. Under **Period**, choose a range such as **This quarter**, **Between two dates** or **All time**, and under **By** which date it is over: the expected close date, the date the deal closed, or the date it was created. 5. To count only some deals, open **Only some deals** and choose a status, a pipeline or an owner. 6. To add a calculated column, such as a close rate, open **Formulas**, press **Add a formula** and give it a name. Write the formula in the box, or open **Start from an example** and press **Use**. As you type, the box offers the fields and functions that start the word you are on; the lists under it show every function with a sentence and every field. The line under the box says the formula is fine and what kind of figure it gives, or what is wrong and where. A formula works out one figure for each group, over the same deals as the report, and is shown beside the preview. Where it could not use every deal, it says "N of M deals". Where it cannot give a figure, for example when it would divide by zero, it says so in words and never shows 0. A report holds up to five formulas. The **Preview** updates as you choose. With **Between two dates**, while a date is missing or the second is before the first, the page says so and shows no preview and no **Save report** until the dates are valid. It is worked out over the deals you can see, so an owner's deals you cannot open are not counted. Press **Show as a table** to see the figures as a table. Press **Save report** and give it a name to keep it under **Saved reports** ([Save and share a report](https://petalcrm.ai/en/help/reports-and-forecast/#2)). A report you make here is the same report the assistant makes when you ask for it in the chat. For activities, group by state (planned, overdue, done, canceled), type, kind (call, meeting, note), source (from calendar, added by hand), person or month, over the day they are due, the day they were done or the day they were created in the CRM (booked). An activity is overdue when it is still open and was due before today. Press **Export CSV** to download the report as it is shown: readable headings in your language, names instead of codes, amounts in currency units and dates in your format. ### 8. Set targets for won deals A goal is a target for won deals in a month or a quarter, for one person or for the whole workspace. Everyone sees the goals and how far along each is; an owner or an admin sets them. 1. Press **Goals** in the header of this page. 2. Press **New goal**. Choose who it is for, what is counted (the value of deals won, or the number of deals won), a month or a quarter, the year, and type the target. A value goal needs its currency, for example USD. 3. Press **Save goal**. Each goal shows the target, how much has been won so far, and a bar. Progress is counted from the deals won in that period, so it is always today's figure. Deals won in another currency are not counted in a value goal, and the goal says how many. Where your workspace has a reporting currency, a value goal also shows everything won converted into it at each deal's close-date rate, and a goal in that currency counts it toward the target. If you cannot see every deal, the goal says it is counted over the deals you can see. To raise or lower a target, press **Change target** on the goal. To aim at a different person, measure or period, set a new goal. The **Against the goal** card shows these goals again, beside the number for the month or quarter you choose. ## Set up an automation Address: https://petalcrm.ai/en/help/automations/ ### 1. What an automation is An automation is a rule: when something happens (a deal is created, changes stage, is won or lost; an activity is created or completed; a person or organization is added or changed; a lead comes in), it does one or more steps. It runs as its owner, with only their permissions, every time, with nobody watching. Owners and admins write automations. ### 2. Write one by describing it 1. Press **Commands** and choose **Describe how you sell**. 2. Say what you want in your own words, for example "when a deal is won, plan a call with the contact a week later". 3. The assistant drafts the rule and shows it with what it would have done on past changes. Press **Approve** to save it. Saving does not switch it on. ### 3. Check it, then switch it on Open the account menu, choose **Administration**, then **Automations**. Owners and admins see this page. Each automation is a card: its name, with whether it is **On**, **Off** or **Not switched on yet**, then **When** (what starts it), **Then** (its steps, each as a plain sentence naming the stage or person it acts on), **Owner** and **Last run**. 1. Press **Try on past changes** to see where it would have run over recent days. This changes nothing. 2. Press **Switch on**, read what it will do, and press **Switch it on**. Only its owner can switch it on, because it runs as them. If anyone else edits it, it switches off until the owner checks it again. ### 4. See what it did - Press **What it did** on an automation for its runs, newest first. - If a run failed and none of its steps took effect, its owner sees **Retry** beside it. It runs the automation again on the same record, as the owner, and the new attempt appears under the failed run, which keeps its reason. A run can be retried three times, within 30 days. Retry disappears if the automation was edited, switched off or handed to someone else since the run, because the run belongs to the version that failed. - **What your automations did** shows what each rule did week by week. It also says when a rule was on all week and never ran. ### 5. Switch off, hand over, stop - Any owner or admin can press **Switch off**. - **Give to someone else** hands it to another owner or admin. It arrives switched off, for the new owner to check and switch on. - An automation that runs too many times in a short while is paused, and its owner can check it and switch it on again. ### 6. The assistant's automatic actions Separately from automations, you can let the assistant make kinds of suggested change for you without asking, from your first day. Open **Settings** from the account menu, then **Your automatic actions**. Every kind the assistant can suggest is listed, whether or not it has suggested it yet: press **Make this automatic** beside one, or **Make every kind automatic** to turn on every kind in that section at once. After you approve a kind unchanged twice, the assistant also suggests it beside **Approve**. Changes to amounts, dates and names wait for you unless you turn them on here, one at a time. Some kinds always wait, such as settings changes that can't be undone, and the list says why ([what the assistant changes automatically](https://petalcrm.ai/en/help/automatic-changes/#3)). Press **Turn off** to stop at any time. Undoing a change it made also turns that kind off. ### 7. Rules that run on a date, and waits An automation can also run on a date instead of a change: a number of days before or after a date on a record, or on the day itself. It reads as its day, for example "7 days before the deal's close date" or "On the activity's due date", in the list and when you switch it on. A step can be a wait: a number of days or hours, or until the rule's conditions hold, for at most a number of days. It reads as its step, for example "Wait 2 days". A wait is never the last step, two waits never come one after the other, and all of a rule's waits add up to at most 90 days. For a rule that runs on a date, **Try on past changes** lists the records whose day fell in the period, each with its date, and apart from them the records whose day comes in the next 14 days, marked **Coming up**. Waits are not played out in this preview. Switching a rule with waits off, or off and on again, cancels the waits already under way. ### 8. Edit or delete an automation Owners and admins see **Edit** and **Delete** on each automation. 1. Press **Edit** to change any part of it in the same form as [**New automation**](https://petalcrm.ai/en/help/automations/#9), then press **Save**. Before you save, it says what saving will do. If you are not its owner and it is on, saving switches it off and tells its owner, who has to check it and switch it on again. If you are its owner, saving makes a new version that does not run until you switch it on again. 2. A part written in the setup conversation that the form cannot show, such as a title taken from the deal's own name, is shown as it is and kept exactly as it is when you save. To change it, press **Change what it does**: this opens the setup conversation with the automation's name filled in, not sent. Describe the change; it comes back for you to approve, with what it would have done. 3. Press **Delete**, then **Delete it**. It stops at once and leaves the list. What it already did, and the record of its runs, stay. If someone else owns it, they are not asked first. ### 9. Write an automation yourself Owners and admins can write an automation on its page, without the setup conversation. 1. Open the account menu, choose **Administration**, then **Automations**, and press **New automation**. 2. Give it a **Name**, and if you like say **What it is for**. 3. Under **When**, choose the **Record** (a deal, an activity, a person, an organization or a lead) and **What happens** to it, or **Reaches a date** to run a number of days before, on or after one of its dates. 4. Under **Only if**, press **Add a condition** for each thing that must be true, for example **Currency** **is** USD. With no conditions it runs every time. 5. Under **Then**, choose what each step does: **Create an activity** (its type, its title, how many days after the run it is due, from 0 to 365, and who does it); **Change the deal** (its title, its expected close date a number of days after the run, or its chance of winning), **Change the person** (job title or country) or **Change the organization** (its name); **Move the deal to a stage**; **Log a call, meeting or note**, offered only when the rule runs as a record is created; **Save an email draft** (a subject and message, with no recipient: nothing is sent until you add who it goes to and send it yourself); or **Wait** a number of days. A rule on a lead can create an activity on the lead, and wait. **Add a step** adds another; **Up** and **Down** change the order. A wait is never the last step. 6. Press **Save automation**. If something is missing, it lists what, and nothing is saved. Saving does not switch it on. It appears in the list as **Not switched on yet**; press **Try on past changes** to see what it would have done, then [**Switch on**](https://petalcrm.ai/en/help/automations/#3). ## Choosing what the assistant changes automatically Address: https://petalcrm.ai/en/help/automatic-changes/ ### 1. What an automatic change is The assistant in the app suggests changes, and each one waits for you to approve it. An automatic change is one the assistant makes without waiting. It happens only for a kind of change your admin has allowed and you have chosen for yourself. Until both have said yes, every change waits for you. ### 2. Allow automatic changes for the workspace (owners and admins) 1. Open the account menu, choose **Administration**, then **Assistant autonomy** under **Automation**. 2. Set each kind of change you want to allow to **Autonomous**, and press **Change**. 3. Set the line **Kinds of change from our assistant** to **Autonomous** as well. This only allows it. Nothing changes automatically until a person picks the kinds they want, as in [choose your own kinds](https://petalcrm.ai/en/help/automatic-changes/#3). To pause it for everyone at once, press **Stop every automatic change** under **Every automatic change in the workspace**. Each person's choices are kept, and come back when you press **Allow automatic changes again**. ### 3. Choose your own kinds 1. Open **Settings** from the account menu, then **Your automatic actions**. 2. Under **You can let the assistant do these**, press **Make this automatic** beside a kind of change, or **Make every kind automatic** for the whole section. 3. Under **Confirm first: money, dates and names**, turn kinds on one at a time. A change to a deal's amount can be made automatic here, like a date or a name. A kind your admin has not allowed shows *An admin can allow this on Assistant autonomy* in place of **Make this automatic**; an owner or admin [allows it](https://petalcrm.ai/en/help/automatic-changes/#2) first. What you turn on is listed under **Done on its own now**. Press **Turn off** beside a kind to have it wait for you again. Your choices apply to you only. ### 4. Turn a kind on as you approve After you approve a suggestion, you may be asked **Apply this kind of change automatically from now on?** Press **Yes, apply automatically**, **No thanks**, or **Choose in settings**. If you said yes, **Stop** right after it takes it back. A card that keeps seeing the same approval may also offer **Turn it on**. Either way, you can change it later in **Your automatic actions**. ### 5. What always waits for a person Some changes wait for a person whatever is set, because a mistake in them is hard or impossible to put right: - anything sent outside the company, because a sent message cannot be called back - deleting data - changing who can see or do something, such as permissions and roles - a change that can't be undone - anything that needs a password or a sign-in only you can give - a change that came from a stranger's text, such as an email someone sent you, because the assistant cannot tell whether that text can be trusted. This includes a deal's amount read from such a text, even when amounts are automatic for you. **Your automatic actions** lists these under **Always wait for you**, each with its reason. ### 6. What stays on approval for now Suggestions from reading your email, and changes from connected AI tools, still wait for approval, whatever is set here. A connected AI tool has its own setting on **Connected AI tools** ([connect your AI tool](https://petalcrm.ai/en/help/ai-tools-allow/#1)). ### 7. See and undo an automatic change Every automatic change is listed in the record's **History**, and appears under the bell (**Notifications**) marked **Applied automatically**. In the chat, the assistant says **Done automatically.** Where a change can be undone, it has an undo button that says how many records it puts back. Undoing an automatic change also turns that kind off for you, so it waits for you again until you turn it back on. ## Send a quote Address: https://petalcrm.ai/en/help/quotes/ ### 1. Before your first quote: products and business details Quotes are built from your product catalogue. Open **Settings** from the account menu, then **Products and quotes**. Everyone can read the catalogue; only an owner or admin can change it. - Press **Add a product** to add one, and **Set a price** to give it a price in a currency. A product can have more than one price, for example monthly and yearly. - Press **Edit** on a product to change its name, code, unit, VAT rate or billing period. Deals and issued quotes that already have it keep what they were written with. - Under **What every quote prints**, an owner or admin fills in your legal name, tax id, address, how long a quote stays valid, its language, and your terms. - Under **Workspace currency and exchange rates**, an owner or admin sets the currency that totals across currencies are shown in, and chooses whether to use European Central Bank rates. While they are on, a European Central Bank rate published after a rate you added replaces it; to keep your own rate for a period, such as a budget rate, turn them off. Under **Add a rate**, type the currency, the date it applies from, and how much of the workspace currency one unit is worth, for example 3.72. A product you no longer sell can be archived. ### 2. Add products to a deal Open the deal and find **Products and quote**. Press **Add products**, or **Open the quote** if it has some already. Press **Add a product** and choose one. Only products with a price in the deal's currency are offered. Set the quantity and any discount. If the product's price in the catalogue is 0.00, a **Unit price** field appears so you can enter the price for this deal. The page shows the deal's total, and its monthly and annual recurring amounts, all before VAT. ### 3. Make and issue the quote 1. Press **Start a quote**. This makes a draft, addressed to the deal's main contact. If the deal has none, or you want someone else, choose them in **Buyer** on the draft and save it; without a buyer the quote cannot be issued. 2. Check the draft, then press **Issue quote**. Issuing freezes the prices and gives the quote its number. To change an issued quote, make a new version. 3. Press **Download PDF** to get the document, or **Email to buyer**. **Email to buyer** does not send anything. It puts an email with the PDF attached in your drafts in **Mail**, for you to check and send. ### 4. Record the answer To let the buyer answer without an account, press **Copy the buyer link** on an issued version; the link is copied and shown once (press **Copy** beside it if your browser did not copy it). Send it to the buyer yourself. While email sending is not switched on, this is the main button on the version and **Email to buyer** is greyed out, with a sentence saying why. The buyer sees the total and the PDF and presses Accept or Decline, the answer appears on the version, and you get a message in the bell. The link stops working after the quote's last valid day, or when you press **Stop link**, make a new one, void the quote or issue a new version. An answer through the link does not mark the deal won. **Stop link** stays on the version after the buyer answers, because until the link stops working it still opens the PDF. Or, when the buyer answers some other way, press **Mark accepted** or **Mark declined** on the version. An expired quote can still be marked accepted. Press **Void** to cancel a version. ### 5. Discounts If your workspace has a discount ceiling, the deal's products show it. A discount above the ceiling needs someone with the right to approve it, and the screen says who. An owner or admin sets the ceiling on **Products and quotes**, under **Discount ceiling**: type the highest discount in percent and press **Save ceiling**, or leave it blank for no ceiling. Lowering it needs no more than that; raising it or removing it needs a role that may approve discounts. ### 6. What is not available - Asking for a discount approval from the screen. - The assistant cannot issue, send, accept, decline or void a quote, or make a buyer link. ## Invite people and set their roles Address: https://petalcrm.ai/en/help/people-and-roles/ ### 1. Invite a colleague Owners and admins invite people. 1. Open the account menu, which shows your name, in the sidebar, and under **Workspace settings** press **Invite people**. On a phone, **Workspace settings** is under **More**. 2. Fill in **Their email address** and **Their name**, and choose **What they may do**: **Owner**, **Administrator**, **Manager** or **Member**. Only an owner can invite another owner. 3. Press **Send the invitation**. We email them a link. It opens a page with a **Continue** button, and pressing it creates their account and takes a seat. Opening the link alone uses nothing, so a mail scanner that opens it first does not spend it, and sending it takes no seat. The link works once and stops working on the date the screen shows. If the page they reach says the invitation link has expired or has already been used, and they have not joined, send a new one from **Members and roles**. If no seat is free, the screen says so; free one by turning off someone's access, or pay for more from **Billing**. ### 2. See who is in the workspace Open the account menu, choose **Administration**, then **Members and roles**. **People in this workspace** lists each person, their role, and whether they **Can sign in**, are invited and have not signed in yet, or have had their access turned off. For an invitation that expired or got lost, press **Resend invitation**. If someone says they never got their link, scroll to **Email delivery** below the list. It shows each invitation and sign-in email we sent, who it went to, and what happened: **Delivered**, **Bounced** or **Not sent: address blocked**, and **Used: the person signed in with it** for a sign-in link the person already opened. Use **Show emails for** to look at one person. A blocked address receives nothing and that person cannot sign in until it is unblocked. Only owners and admins see it. ### 3. Change someone's role, or make them an admin On **Members and roles**, choose a new role for the person and press **Change role**. To make someone an admin, choose **Administrator**; to make them a manager or a member, choose that role. They stay signed in, and the change applies straight away. An administrator is not offered **Turn off access** or **Change role** on an owner. A role controls what they can do and which records they can see. ### 4. Turn off someone's access On **Members and roles**, press **Turn off access** for the person. They are signed out everywhere when you confirm. Nothing they own is deleted or reassigned; it stays in their name. To bring someone back, press **Turn access back on** beside their name and confirm. Their deals, contacts and history are still theirs. Turning access back on takes a seat, so if every seat is taken or the last payment failed, the screen says so before you confirm; free a seat or fix the payment from **Billing**. They sign in by emailed link; a Google, Microsoft or single sign-on account they used before has to be linked again. Someone who was invited and never signed in has no **Turn access back on**: send them a new invitation instead. ### 5. Your workspace's own roles The four built-in roles stay as they are. To make a role of your own, open **Administration**, then **Roles**. - Press **New role** to start from Member, or **Copy** on Admin or Manager to start from that role. The owner role cannot be copied. - Give it a **Name**. The role starts with the record types of the role you copied; remove the ones its people should not touch, add others, and set the level for each (View, Create, Edit or Full), which records they see, and which administration and AI permissions it has. - A change to a role changes what everybody with it may do, from their next step. - You cannot make a role that can do more than you can. A role still held by people cannot be deleted: give them another role first. Give a custom role to people from **Members and roles**. To see the app as a role would, press **Preview** beside any role, built-in or your own. The app reopens on **To Do** with that role's menus, screens and buttons, under a banner naming the role. The records shown are still the ones you can see, not the ones the role sees, and nothing can be changed while you preview. Press **Exit preview** to return to **Roles**; reloading the page also ends it. ### 6. Teams Open **Teams** from **Settings** to build your org chart: create teams, rename them and choose their members. Records can then be shared with a team. ### 7. Delete your own account Anyone in a workspace can delete their own account. Open **Settings** from the account menu, then **Your data and account**, and go to **Delete your account**, at the foot of the page. 1. Press **Delete my account**. Nothing is deleted yet: the panel lists what goes with your account (your name, email address and signature, your sign-ins, API keys, assistant conversations, saved questions, dashboard pins, notification settings, data exports and webhooks) and what stays. The deals, people and organizations you own stay, shown as owned by "Former user", until an administrator gives them to someone else, and the history keeps every change you made under the same name. 2. If a mailbox or calendar you connected is still connected, the panel lists it under **Disconnect these first**. Open **Mail and calendar**, disconnect it, wait a few minutes, then press **Check again**. 3. Type the email address you sign in with and press **Delete my account permanently**. If your last sign-in was a while ago, you are asked to sign in again first by an emailed link. You are signed out at once, and the sign-in page says your account was deleted. This cannot be undone. An administrator can invite the same address again later, and that makes a new account; an account you have in another workspace is not affected. Our assistant and AI agents cannot delete an account. If you are the workspace's only owner, the workspace is deleted with your account. The panel says so first, with the workspace's name. Everyone else loses access at once, every connected mailbox is disconnected and every API key stops working, and your account and the workspace close and are erased on the date the panel shows. Until then, sign in with your address to restore them, and you can export everything from the restored workspace; nobody else can open it. Type the workspace name as well as your address, then press **Delete my account and the workspace**. We email you once to confirm both. You can sign up again with the same address straight away, and you get a new, empty workspace. If the workspace has a paid plan running, cancel the plan in **Billing** first. To keep the workspace instead, when other people use it the panel first offers to make one of them owner: choose who and press the button that names them, and you are then deleted like any co-owner. Press **No, delete the workspace** to go on. You can also [make someone else an owner](https://petalcrm.ai/en/help/people-and-roles/#3) first. ## Connect other tools: webhooks, the API and Zapier Address: https://petalcrm.ai/en/help/api-and-zapier/ ### 1. What you can connect today Open the account menu, choose **Administration**, then **All integrations**. It lists every tool PetalCRM connects to or will connect to, and says for each whether you can connect it now. Today you can connect Gmail, from **Mail and calendar** ([connect your mailbox](https://petalcrm.ai/en/help/connect-mailbox/#1)); Outlook, Google Calendar and Outlook Calendar are coming soon. The API and webhooks card has **Set up**, which opens the page where you create API keys and webhooks. The Claude and ChatGPT card has **Set up** too, which opens **Connected AI tools**. A tool marked **Coming soon** cannot be connected yet. While connecting Google accounts is paused, until Google finishes approving PetalCRM, the Gmail card says so instead of showing **Connect** ([if there is no Google button](https://petalcrm.ai/en/help/connect-mailbox/#1)). ### 2. Zapier Zapier is listed as **Coming soon**. It cannot be connected from PetalCRM yet. When it can, it will ask for an [API key](https://petalcrm.ai/en/help/api-and-zapier/#3) and your workspace, the first part of your PetalCRM address. ### 3. API keys An API key lets your own software, or a tool such as Zapier, use PetalCRM as you. It sees and changes only what you may. Changes made with a key that can change records take effect straight away, as if you made them. PetalCRM's own assistant never gets a key: what it suggests waits for you to approve it. 1. Open **Administration**, then **API and webhooks**. 2. In **Name**, give the key a name you will recognise, such as Zapier. 3. Under **What it can do**, choose **Read only** or **Read and change**. Zapier triggers need only read; Zapier actions need read and change. 4. Leave **Can read the text of emails** off unless the tool needs whole emails ([reading an email's text](https://petalcrm.ai/en/help/api-and-zapier/#6)). You cannot add it to a key later; create a new key instead. 5. In **Expires after**, choose how long the key works: 90 days unless you pick 30, 180 or 365. 6. Press **Create key**. You may be asked to sign in again first. 7. The key is shown once. Press **Copy**, paste it where it is needed, then press **I've saved it**. It is not shown again. If you lose it, revoke it and create a new one. We email you whenever a key is created, so you would know if someone else did it. **Your keys** lists each key with the first characters that identify it, what it can do (a key that can read email text also says **Reads email text**), when it expires and when it was last used. To stop a key working, press **Revoke** beside it, then **Revoke key**. Anything using it stops at once, and it cannot be undone. Owners and administrators see every key in the workspace, under **Keys in this workspace**, and can revoke any of them, except that an administrator cannot revoke an owner's key. ### 4. Webhooks A webhook tells your server when a deal, contact, organization, activity or lead you may see changes. It says which record changed, never what the record says. Each message is signed, so your server can check it came from PetalCRM. 1. Open **Administration**, then **API and webhooks**. 2. In **Address to deliver to**, give an https address your server listens on. 3. Under **Tell it about changes to**, tick the kinds of record. 4. To hear only some changes, tick events under **Only tell it when (optional)**: a deal is created, a deal changes or moves stage, a deal is won, a deal is lost, a person is added, or an activity is marked done. An event is available once its kind of record is ticked. Tick none to be told about every change to those records. 5. Press **Add webhook**. You may be asked to sign in again first. 6. The signing secret is shown once. Press **Copy**, put it in your server, then press **I've saved it**. It is not shown again. **Your webhooks** lists your webhooks, with each one's recent deliveries and their state. Delete one from the list when you no longer need it. A webhook only ever tells you about records you can see. If your role changes, so does what it tells you. ### 5. Give a webhook a new signing secret If a webhook's signing secret may have leaked, or you change it on a schedule, press **New secret** beside the webhook in **Your webhooks**. You may be asked to sign in again first. The new secret is shown once, the same way as when you added the webhook. For the next 24 hours each message is signed with both the old and the new secret, so you can switch your server over without missing one. ### 6. Reading an email's text A key sees each email's sender, recipients, date and subject, but not its text. Notes, calls and meetings you typed in yourself are the exception: a key reads them as you wrote them. To let your software read the text of emails, create a key with **Can read the text of emails** ticked ([API keys](https://petalcrm.ai/en/help/api-and-zapier/#3)). Your software then asks for one email at a time, by its id, and says it wants the text. It gets only emails you can open yourself in PetalCRM; an email you could not open answers the same as one that does not exist. - Each email text handed to a key is recorded: which key, which email and when, never the text itself. - For now, one key can read up to 30 email texts a minute and 1,000 a day, and all your keys together up to 2,000 a day. Past that, the answer is *too many requests*, with the time to try again. - Addresses that file mail into PetalCRM are hidden from a key wherever they appear, in an email's text or anywhere else. - When Zapier can be connected, it will not offer an email's text. - PetalCRM's own assistant cannot read an email's text this way. ### 7. Figures and the forecast, for an AI agent An agent with a **Read only** key gets the figures a person sees, over the deals that person can see. Call `run@1`-style operations as [API keys](https://petalcrm.ai/en/help/api-and-zapier/#3) say. Operations: `report.run` (send `{"definition": …}`, one of the two below; money comes back in cents, per currency), `report.saved.run`, `report.list`, `forecast.change.read` (`{"period": "this_quarter"}`, or `this_month`, `this_year`) and `activity.list` (`{"status": "open", "period": "all"}`; by default only what is overdue or due today). A key that can change records also has `report.definition.save`. Won deals this quarter, by owner: - `{"language":1,"subject":"deal","filters":[{"field":"status","op":"eq","value":"won"}],"period":{"field":"closed_on","range":{"relative":"this_quarter"}},"measure":{"fn":"value"},"view_by":{"field":"owner"}}` Open pipeline value, with no period: - `{"language":1,"subject":"deal","filters":[{"field":"status","op":"eq","value":"open"}],"measure":{"fn":"value"}}` A key cannot export, and cannot create or change a dashboard. A tool connected over MCP reads, and changes only what your workspace's owner or admin allows ([Connect your AI tool](https://petalcrm.ai/en/help/ai-tools-what-they-can-do/#1)). ## Export your data, or have it deleted Address: https://petalcrm.ai/en/help/export-and-delete/ ### 1. Export everything Owners, admins and people whose own role has **Export everything** switched on can take a full copy of the workspace out at any time. 1. Open the account menu, choose **Administration**, then **Data and import**. 2. Under **Export everything**, press **Export everything**. You may be asked to sign in again. 3. You can leave the page while the export is prepared. When it is ready, press **Download**. The download link works for 7 days. To get a fresh copy later, press **Make a new export**. ### 2. What is in the export One ZIP of spreadsheet (CSV) files: deals, people, organizations, leads, activities, notes, custom fields, pipelines, automations and email details. You can load its people, organizations and deals back in with **Import from a file**; tick **This file was exported from PetalCRM** in step 1 so values that start with +, - or = come back as they were. Email text is not included. You get who wrote to whom, when, and the subject. An export over 50 MB stops. Write to support from **Help** and we will help you get your data out. ### 3. How long email text is kept Whether the full text of emails is kept, and for how long, is set by an owner or admin in **Administration**, then **What is kept**. Press **Stop keeping email text** to stop: new emails are then logged with sender, date and subject, but not their text. A shorter period can make kept text due for deletion, and the page shows how much before you confirm. ### 4. Delete one record Archiving takes a deal, person or organization out of the lists without deleting it: press **Archive deal** on a deal, or **Archive** on a person's or organization's page. There is no button to delete a deal or an organization permanently. A person can be [erased on their request](https://petalcrm.ai/en/help/export-and-delete/#5). ### 5. Erase a person on their request When someone asks you to forget them, the workspace owner opens their contact page and presses **Erase this person**. Nobody else sees the button. It shows what is erased (every message they were on, their details and the values the change history kept about them, their place on deals, leads, activities, links, imports and sequences, their buyer details on quotes, AI suggestions naming them, and any report question or assistant chat, anyone's, that names them) and what is kept (a one-way key of their email addresses, never the addresses, for as long as your workspace exists, so mail from them is not captured again while mail they are copied on is kept without them; you can turn this off before you erase, or lift it later. Also kept: an empty marker with the same identifier, and backups until they expire, which are used only to recover from a failure and are erased again on restore). It does not delete mail in your team's own Gmail or Outlook mailboxes, copies other people hold, files already downloaded from an export, a copy where they were only BCC'd, their words inside a forwarded message kept whole, or anything under a legal hold, which is kept until the hold ends. When notes or other texts people wrote still mention them, it says how many, so you can edit those first. If a name or address saved on the contact is too long, or there are too many, to search for text that mentions them, the erasure is refused and nothing is changed: shorten the unusually long names or addresses on the contact and try again. Press **Erase permanently** to apply. It cannot be undone. You may be asked to sign in again first. To erase only their mail and keep the contact, or to forget someone who is not a contact, [forget their email address](https://petalcrm.ai/en/help/export-and-delete/#10). ### 6. Delete your workspace The workspace owner can delete the workspace from its settings: 1. Open the account menu, choose **Administration**, then **General** under **Workspace**. 2. Under **Delete this workspace**, press **Delete workspace…**. 3. Read what happens, type the workspace name exactly as it is shown, and press **Delete workspace**. You may be asked to sign in again first. Only the owner sees the button working; an admin sees it greyed out with the reason. If the workspace has a paid plan running, cancel the plan in **Billing** first. From that moment nobody else can sign in, every API key stops working, and every connected mailbox is disconnected. We email you a confirmation with the date the data is erased. For 60 days you can still sign in. The page you see then lets you [export everything](https://petalcrm.ai/en/help/export-and-delete/#1) and press **Undo deletion**, which lets everyone sign in again and makes API keys work again; each person reconnects their own mailbox. On day 60 we erase the workspace and all its data, automatically, unless a law requires us to keep something, which we name. That cannot be undone. Backups keep deleted data until they expire, only to recover from a failure, and a restore deletes it again. If you are the only owner and [delete your own account](https://petalcrm.ai/en/help/people-and-roles/#7), the workspace is deleted with it. Until the erasure date in the confirmation email, sign in with the same email address and choose "Restore your deleted workspace" to export everything or undo the deletion. On that date both are erased. A closing arranged with support in writing is not undone from that page: write to support to change it. We send no message when the erasure is done. If you want a written confirmation, ask support at any time afterwards and we reply with the date it was erased. ### 7. Write to support Press **Help** in the sidebar, which is on every screen, and ask the assistant first; if it cannot help, press **Send this to support** ([get help](https://petalcrm.ai/en/help/chat-help-and-support/#1)). You can also choose **Write to support** from the account menu, which shows your name. Write a subject and message; the form shows which facts about your workspace go with it, and you can untick any. A person reads every message and replies by email to your sign-in address. We aim to answer as soon as possible, and within 7 business days at most (Sunday to Thursday, Israel time). ### 8. Download your own data Anyone in a workspace, whatever their role, can download a file of what we hold about them. 1. Open the account menu and choose **Settings**. 2. Under **Download my data**, press **Download my data**. You may be asked to sign in again first. Your browser saves the file. The file holds your account, your teams, how you sign in, your sessions, your API keys, your security log, the permissions given to you, the assistant conversations we kept for review, the feature requests you sent and the requests and ratings your connected AI tools sent in your name, your notification choices, your menu order, first screen and shortcuts, and your connected mailboxes and calendars. It is a JSON file, which any text editor can open. Each download is recorded in your security log. Deals, people, notes and email belong to your workspace, so they are not in it. A workspace owner, an admin or a person whose own role has **Export everything** switched on can [export everything](https://petalcrm.ai/en/help/export-and-delete/#1). ### 9. Give a contact a copy of their data When a contact asks for a copy of the data your workspace holds about them, an owner or admin [answers their data request](https://petalcrm.ai/en/help/answer-a-data-request/#1) from the contact's page. They see every item before it goes in the copy, can leave an item out with a reason, and download one file to send to the contact. ### 10. Forget an email address When someone asks you to forget them, the workspace owner can erase what the workspace holds from their email address, whether or not they are a contact. Nobody else sees this page. 1. Open the account menu, choose **Administration**, then **Forget an email address**. From a contact's page you can also press **Forget their correspondence**, under **Erase this person**, which opens the same page with that contact chosen and keeps the contact record. 2. Type their address and press **List what would be erased**. Nothing is erased yet. The page lists every message the erasure would take, newest first, and counts how many they sent, were sent and were copied on, and the quoted sentences, meetings and tasks that go with them. If the address belongs to a contact here, the page lists the contact instead, because a contact reaches every address their mail was filed under. 3. Answer whether they also asked for a copy of their data. If they did, press **Download a copy to review** first: Erase stays off until you have. The download is a draft for you to check before you send it on, because it can hold other people's words. 4. Leave **Stop capturing future mail from this address** ticked unless they asked otherwise. Mail from them is then not captured again, while mail they are copied on is kept without them. We keep only a one-way key, never the address, for as long as your workspace exists. You can [lift it later](https://petalcrm.ai/en/help/export-and-delete/#11). 5. Press **Erase…**, read what will happen, and press **Erase permanently**. It cannot be undone. You may be asked to sign in again first. The receipt that follows counts what was erased and says what an erasure by address does not reach: mentions of them by name, a copy where they were only BCC'd, notes typed by hand, their words inside a forwarded message kept whole, your team's own Gmail or Outlook mailboxes, and files already downloaded, including the copy you downloaded here. It names no address and no person, so you can keep it with the request. ### 11. Capture a forgotten address again If a person you forgot asks to be captured again, or an address was forgotten by mistake, the owner can start capturing its mail again. Nothing that was erased comes back. 1. Open the account menu, choose **Administration**, then **Forget an email address**. 2. Under **Capture an address again**, type the address, choose **They asked to be captured again** or **For our own reason**, and give your reason if it is yours. 3. Press **Capture mail from this address again**. The lift is recorded, with who, when and why, and cannot be undone. Forgetting the address again keeps a new key. Our assistant and AI agents cannot forget or lift an address. ### 12. See who exported your data Owners and admins can see when a workspace export or a contact's data copy was asked for, previewed or downloaded, and by whom. 1. Open the account menu, choose **Administration**, then **Data and import**. 2. Under **Security log**, read the list, newest first. Press **Show older events** for more. The log shows who did it, what kind of act it was and when. It holds no contact names, file names or content. Our assistant and AI agents cannot read it. ## Answer a contact's data request Address: https://petalcrm.ai/en/help/answer-a-data-request/ ### 1. Record the request When a contact asks for a copy of the data your workspace holds about them, an owner or admin records it on the contact's page. Nobody else sees the button. 1. Open **Contacts** in the sidebar and press the person's name. 2. Press **Answer a data request for this person**. 3. Enter the date the request reached you. Your time to answer starts on that date. 4. Say whether you checked who is asking, then press **Record the request**. You may be asked to sign in again first. The request's own page opens. A contact can have one open request at a time; if they already have one, the page says so and links to it. ### 2. Find your open requests Open the account menu, choose **Administration**, then **Data and import**. Under **Data requests from contacts**, the open requests are listed soonest due first, each with the date it arrived and the date the answer is due. An overdue request says so. Closed requests are under one line with their count. Press a name to open its request. The list is shown only to someone who signed in recently. If you signed in a while ago, the panel says so instead; press **Sign in again to see them** and sign in to see the list. ### 3. Check what the copy will hold Under **What the copy will hold**, every item that goes in the copy is listed by section: messages, details recorded about the person, deals, notes that name them and so on. Each says how it was found: they sent or received it, it is filed on them, or it mentions them. Leave an item out only when giving it would harm someone else, or it is otherwise exempt. Tick **Leave this out**, choose why, and add a note if you want one; for another reason the note is required. The note stays with the record of the request and is not in the copy. The person sees how many items were left out and the kind of reason. ### 4. Download the copy Under **Download the copy** you see how many items go in and how many are left out. You can add a line saying why your workspace uses this data; it is written into the copy. Press **Download the copy**. If an item you ticked has no reason yet, nothing is downloaded and the page says the reason is missing. If names or addresses saved on the contact were too long, or too many, to search, they are listed under **Names and addresses not searched**, because messages that mention them may be missing from the copy. Shorten them on the contact's page and reload this page, or tick **I accept that messages mentioning these may be missing from the copy**; until you do, nothing is downloaded. If what the copy would hold changed after you previewed it, nothing is downloaded either: reload the page, read the list again and download. The file is one ZIP: the data about them, each email as a file of its own, and a guide to each part. We don't keep the file, and each download is recorded with what was left out. Send the file to the person yourself. ### 5. Close the request Downloading does not close the request. Under **Close the request**, choose how it ended: - **Sent**: the date you sent the copy, and which download you sent. - **Refused** or **Withdrawn**: the reason, kept with the record of the request. Press **Close the request**. A closed request shows how it ended and nothing more to press. ### 6. When PetalCRM passes a request on to you A person who is a contact of your workspace, and not a user of PetalCRM, may ask PetalCRM directly whether it holds data about them. We tell them that your workspace holds data under their email address, give them its name and web address, and email every owner and administrator of your workspace: it names the address, the day they asked and that your workspace answers. We give them no copy of anything. Treat that day as the day the request reached you. We have not confirmed who asked, so check that before you share anything, then answer it with the steps above. ## Is my data safe and secure Address: https://petalcrm.ai/en/help/is-my-data-safe/ ### 1. Who your data belongs to [Who your data belongs to](https://petalcrm.ai/en/help/data-who-handles-it/#1) ### 2. Who in your team sees what [Is my data secure: who sees what](https://petalcrm.ai/en/help/data-who-sees-what/#1) ### 3. Your email [Is my data secure: your connected mailbox](https://petalcrm.ai/en/help/data-your-email/#1) ### 4. AI and your data [AI and your data](https://petalcrm.ai/en/help/data-who-handles-it/#2) ### 5. Who else handles it [Who else handles it](https://petalcrm.ai/en/help/data-who-handles-it/#3) ### 6. Taking your data out, or deleting it [Is my data secure: export or delete it](https://petalcrm.ai/en/help/data-take-out-or-delete/#1) ## Is my data secure: who handles it Address: https://petalcrm.ai/en/help/data-who-handles-it/ ### 1. Who your data belongs to Everything your team puts into the workspace, including the email it captures, belongs to your business. We handle it only on your business's instructions, under our agreement with it. We do not sell personal data. ### 2. AI and your data We do not train or fine-tune any AI model on your data, and we choose only AI providers that do not train or fine-tune on it either. ### 3. Who else handles it Our service providers work for us under contract and on our instructions, only to run PetalCRM: hosting and database, AI model, email delivery, network and analytics, in the EU, the United States and elsewhere. Transfers outside the EU and the UK are protected by the European Commission's Standard Contractual Clauses or the EU-U.S. Data Privacy Framework. The **Privacy policy** link on the sign-in screen and on **Your mail and calendar** opens the full policy, which links the list of providers. ## Is my data secure: who sees what Address: https://petalcrm.ai/en/help/data-who-sees-what/ ### 1. Who in your team sees what Each person's role decides what they can do and which records they can see. Owners and admins set roles on **Members and roles**. Turning off someone's access signs them out everywhere. There are no passwords. People sign in with a link mailed to their address, or with a Google, Microsoft or single sign-on account linked to it. ## Is my data secure: your connected mailbox Address: https://petalcrm.ai/en/help/data-your-email/ ### 1. Your email A connected mailbox files only new email in your inbox and sent mail, from the moment you connect. **What we read**, on **Mail and calendar**, says exactly what is read for your provider. Whether the full text of emails is kept, and for how long, is set by an owner or admin in **Administration**, then **What is kept**. ## Is my data secure: export or delete it Address: https://petalcrm.ai/en/help/data-take-out-or-delete/ ### 1. Taking your data out, or deleting it Owners and admins can export a full copy of the workspace at any time, and the workspace owner can delete the workspace. When a customer's agreement ends, we keep its data for 60 days so it can be exported, then delete it, unless the law requires us to keep something. ## Something isn't working Address: https://petalcrm.ai/en/help/something-not-working/ ### 1. Why an email was not filed or captured If emails are not being captured, or the AI did not capture a deal from an email, check these in order. - Is the mailbox still connected? Open **Mail and calendar**. If a card says **Stopped working**, connect again. - Was it sent before you connected? A connected mailbox files new email in your inbox and sent mail from the moment you connect. Earlier email, drafts, spam and trash are not read. - Was it forwarded or BCC'd? Filing addresses work only while email reading is on for the workspace; a new workspace starts with it on. A mistyped address loses the email with no bounce, so copy the address rather than typing it. - Was it turned away? An email is turned away if it is too large, may contain a virus, has too many attachments, or is a forward inside many forwards. The record's page and **Mail and calendar** list turned-away email with the reason and what to do. Owners and admins see the whole workspace's list in **Administration**, then **Email capture**. - Filed, but nothing was suggested from it? While **Reading your email for deal updates** is off, email is still filed, but nothing in it is read or suggested. If none of these explains it, write to support from **Help** and name the email's sender, subject and date. ### 2. A screen shows an error Most error messages say whether anything was saved and what to try. Do what the message says; usually that is to try again. If a screen does not load at all, reload the page in your browser. If the same error comes back, write to support from **Help** with the words the screen shows. ### 3. Write to support about a problem Press **Help** in the sidebar, which is on every screen, and ask the assistant first ([get help](https://petalcrm.ai/en/help/chat-help-and-support/#1)). If it cannot help, press **Send this to support**, or choose **Write to support** from the account menu, which shows your name. 1. Say what you were doing, what you expected, and what happened instead. 2. Copy the exact words of any message on the screen, and name the screen. 3. The form shows which facts about your workspace go with your message, such as the app version. Untick any you do not want to send. 4. Press **Send to support**. If **Write to support** offers an email address instead of a form, write to that address with the same details. ## Connect your AI tool Address: https://petalcrm.ai/en/help/connect-your-ai-tool/ ### 1. Let people connect AI tools (owners and admins) [Turn AI tools on for your workspace](https://petalcrm.ai/en/help/ai-tools-allow/#1) ### 2. Connect Claude, ChatGPT or another AI tool [Connect an AI tool](https://petalcrm.ai/en/help/ai-tools-connect/#1) ### 3. What a connected tool can do [What AI tools can read and change](https://petalcrm.ai/en/help/ai-tools-what-they-can-do/#1) [Feature requests and ratings from AI tools](https://petalcrm.ai/en/help/ai-tools-what-they-send/#1) ### 4. See and disconnect your connected tools [Disconnect an AI tool](https://petalcrm.ai/en/help/ai-tools-disconnect/#1) ## Turn AI tools on for your workspace Address: https://petalcrm.ai/en/help/ai-tools-allow/ ### 1. Let people connect AI tools (owners and admins) AI tools are off in a new workspace. Open the account menu, choose **Administration**, then **Connected AI tools**. Under **AI tools in this workspace**, choose **Read: people may connect a tool that reads what they can see**, or **Read and suggest: a connected tool may also suggest changes, which change nothing until the person approves them in Approvals**, or **Change without approval: a connected tool's changes apply at once, and the person can undo each one in Change history**, and press **Save**. The last one shows a warning, and Save asks you once more before it turns it on. Choosing **Off: no tool can connect, and connected tools are refused** and saving stops every connected tool at its next request; turning it on again lets them work again. Only an owner or an admin sees this setting. Anyone else reads one sentence when tools are off. ## Connect an AI tool Address: https://petalcrm.ai/en/help/ai-tools-connect/ ### 1. Connect Claude, ChatGPT or another AI tool 1. Open the account menu, choose **Administration**, then **Connected AI tools**. Under **How to connect a tool** is your workspace's address for AI tools. While AI tools are on, the address also has a **Copy address** button beside it and a link, **For AI agents: how to connect**, to the website's page for AI agents. The "Connect your AI tool" step in **Get started** opens this page. 2. In your AI tool, add a custom connector (an MCP server) with that address. 3. The tool opens a page in your browser on your workspace. It names the tool and where you will be sent back. Check both, and press Allow only for a tool you started connecting yourself. 4. You need to have signed in recently. If the page asks you to sign in again, sign in in the same browser, then go back to your AI tool and connect again. If you got here from a link your AI assistant gave you, this page opens on a ready view instead: your workspace's address with a **Copy address** button, a line each for Claude and ChatGPT saying what to add, and what happens next. An owner or admin of a workspace whose AI tools are off also sees the on/off setting there; turning tools on is still their own **Save**, the link never does it. Anyone else in a workspace whose tools are off is told that an owner or admin can turn them on in Administration, under Connected AI tools. You never paste a password or an API key into the tool. If the page says AI tools are off here, ask an owner or admin to [turn them on](https://petalcrm.ai/en/help/ai-tools-allow/#1). ## What AI tools can read and change Address: https://petalcrm.ai/en/help/ai-tools-what-they-can-do/ ### 1. What a connected tool can do A connected tool reads what you can see here: deals, people, organizations, activities and the email you sent from PetalCRM. It cannot read the text of email filed to your deals. It acts as you, so it never sees anything you cannot. A change it asks for is refused unless your workspace's owner or admin chose Read and suggest. Then the tool can suggest a change: it appears under Approvals marked as suggested by the tool, and nothing changes until you approve it. Rejecting it discards it. If they chose Change without approval, the tool's change happens at once and shows in Change history under the tool's name, where you can undo it. Some changes still wait for your approval: amounts, closing a deal or moving its stage, changing or clearing something already filled in, adding a person, adding an email address or a web domain (they decide whose email is filed here), and personal settings such as your email signature, your mailbox and calendar connections and your privacy choices. A kind of change an owner or admin set to Off or Suggest under **Assistant autonomy** is never changed without approval by a tool either. That page sets the assistant in PetalCRM, which always asks for your approval whatever this setting says. A tool never sends email or erases anything. A tool can never approve its own proposal. A connection ends after a year, after 30 days in which the tool is not used, or when you disconnect it, when your account is turned off, or when AI tools are turned off for the workspace. Then you connect it again from the tool. ## Feature requests and ratings from AI tools Address: https://petalcrm.ai/en/help/ai-tools-what-they-send/ ### 1. What a connected tool can send PetalCRM If your workspace allows it, a connected tool can send us two things in your name: a feature request, when it cannot do what you asked with the tools it has, and a rating of how well a recent tool call worked (useful, not useful or wrong, with an optional short reason). The tool is told to leave out names, addresses, numbers and anything copied from your records or emails, and we reject what we can recognise as such. We read them to decide what to build and which tools to fix, and for nothing else. An owner or admin turns this on or off on this page (it is off until they turn it on) and sees what the workspace's tools sent, the newest first; when there are many, a note says only the newest are listed. You see, and can delete, the feature requests sent in your name under My feature requests. Ratings are not listed there: they are in the file you get from [Download my data](https://petalcrm.ai/en/help/export-and-delete/#8). ## Disconnect an AI tool Address: https://petalcrm.ai/en/help/ai-tools-disconnect/ ### 1. See and disconnect your connected tools Under **Your connected tools** is each tool you connected, when you connected it, when it was last used and when the connection ends. To stop one, press **Disconnect** on its row, then **Disconnect** again to confirm, or **Keep it**. The tool is refused on its next request. You see and disconnect only your own tools. ## Add your own fields Address: https://petalcrm.ai/en/help/custom-fields/ ### 1. What a custom field is Every deal, person and organization already has its standard fields. A custom field is one more that your workspace adds, such as "Contract length" on deals. Open **Settings** from the account menu and choose **Fields**. **Your fields** lists them, grouped by **On people**, **On organizations** and **On deals**. Everyone can read the list. Adding, renaming and retiring need permission, and the page says when your role has none. ### 2. Add a field 1. Under **Add a field**, type **What people call it**. 2. Choose the **Kind of record** and the **Kind of value**: **Number**, **Money**, **Date**, **Date and time**, **Text**, **One of a set**, **Any of a set** or **Yes or no**. 3. For a set, type the choices under **Choices, one per line**. 4. Press **Add the field**. The field appears on the add and edit forms at once. Imports can fill text and one-of-a-set fields. Its permanent **Storage name** starts as the label; open **Storage name and sorting** to change it before you add the field, because imports and reports find the field by it. Tick **Let lists sort it and filter it by a range** only when someone needs that: a workspace has only a few such places. ### 3. Rename it, or change its choices Press **Rename** beside a field to change what people call it; its values stay. Press **Choices** to edit the choices of a set field. A choice cannot be renamed: add the new spelling and remove the old one. Removing a choice changes no record; records that hold it keep it. If any do, the screen names them and asks you to tick that you understand. ### 4. Retire a field Press **Retire** beside a field. The screen says how many records hold a value in it. **Retire it permanently** takes the field off the forms; the values stay on their records under its name. This cannot be undone, and the history does not record it. Be sure before you press it. ## See what changed, and undo it Address: https://petalcrm.ai/en/help/change-history/ ### 1. Who changed what Open **Settings** from the account menu and choose **History**. **Change history** lists what was changed, newest first, under **Today**, **Yesterday** and then each date. You see only records you can see. Each row says what was done, to which record, by whom and when; its headline links to the record. A row for a batch, such as an import or a bulk archive, says how many records and of what kind, for example "Changed 2 deals", and links nowhere. A label tells you when the assistant, a connected AI tool (by its name) or an import did it. ### 2. Filter it **Made by** narrows the list to **Everything**, **People**, **Assistant** or **Imports**, so "only what the assistant did" is one press. **Changed by** picks one colleague and **About** picks colleague accounts or teams. **Older entries** and **Newer entries** page through the list. ### 3. Read one change Open **What changed** on a row for each field, from its old value to its new one. A change that is one piece of work, such as an import or a suggestion you approved, is one row. ### 4. Undo it 1. Press **See or undo** on the row. 2. Press **See what undoing this would change**. Nothing is changed yet. 3. Read what would be put back, then press the undo button, which says how many records it puts back. Or press **Leave it as it is**. Undo puts every field the change wrote back to what it was and takes out every record it created. It skips a record you cannot see or that has changed since. An undo is itself a change in the history, and it can be undone in turn. A change can be undone for a limited time, which the page states. ## Change your own settings Address: https://petalcrm.ai/en/help/your-settings/ ### 1. Where your settings are Open **Settings** from the account menu. The page is a list of links under **Your settings**, **Workspace** and **About**. Under **Your settings** are **Time zone**, **Menu and start screen**, **Notifications**, **Sign-in methods**, **Assistant and AI** and **Your data and account**, then **Mail and calendar** and **Your automatic actions**. Each opens its own screen, with links to the others along the top. ### 2. Time zone Activity times are shown, and typed, in your time zone. It starts as your browser's. Choose another under **Time zone** and press **Save time zone**. ### 3. Notifications The bell shows what is new for you and what waits on you. Under **Notifications**, a table of **Tell me when** rows has a tick for **In the app**, for example when a lead, deal or contact is assigned to you, one of your deals is going quiet, an activity of yours is due, or your import has finished. Under **Quiet hours**, tick **Have quiet hours**, choose **From** and **Until**, and press **Save quiet hours**. The bell still shows everything. You can also ask the assistant to change a notification or your quiet hours. It comes to you as a suggestion to approve. Each morning at 8 (your time zone) you also get one short email of what needs you today: overdue and today's activities, approvals waiting, deals going stale and new leads. It is not sent when there is nothing. To stop it, use the link at the bottom of the email. ### 4. Sign-in methods **Your sign-in methods** lists how you sign in and when each was linked. Press **Remove** beside one to remove it; any session that signed in through it ends. You can still sign in with a link mailed to your address. If your workspace has single sign-on, press **Link single sign-on** to add it. You may be asked to sign in again first. ### 5. Assistant and AI, and your data Under **Assistant and AI**, **Keep my chat conversations for review** is the choice about [chat conversations being kept](https://petalcrm.ai/en/help/chat-kept-and-reviewed/#1). Under **Your data and account**, **Download my data** gets a file of what is held about you ([more](https://petalcrm.ai/en/help/export-and-delete/#8)), **Share which screens and buttons I use** turns usage counting on or off, and **Delete my account** starts [deleting your own account](https://petalcrm.ai/en/help/people-and-roles/#7). ### 6. Arrange your menu **Menu and start screen** is described in [Arrange your menu and first screen](https://petalcrm.ai/en/help/your-menu/#1).