Workspace Onboarding Checklist
Use this order to avoid connecting external systems before the CRM workflow is ready.
1. Confirm workspace basics
Section titled “1. Confirm workspace basics”In Settings -> General, review organization details, currency display, lead sources, lead categories, task categories, and any custom fields needed for intake.
2. Add users and roles
Section titled “2. Add users and roles”In Settings -> Users, add teammates and assign Admin, Manager, Sales, or Staff. Test with a non-Admin account so access boundaries are understood before launch.
3. Define lead handling
Section titled “3. Define lead handling”Agree on:
- Which lead sources are approved
- Who assigns new leads
- Which stages represent meaningful milestones
- When value should be entered or updated
- What counts as a completed first response
- Which users receive new-lead alerts for each source
4. Validate one intake source
Section titled “4. Validate one intake source”Start with a native form or manual lead. Apply source, stage, categories, optional owner, value, and notification recipients. Submit a test and confirm the lead record is complete.
5. Add follow-ups and tasks
Section titled “5. Add follow-ups and tasks”Create a follow-up and a task for the test lead. Confirm both appear in the appropriate list and calendar view for the assigned user.
6. Add simple automations
Section titled “6. Add simple automations”Use event-driven rules for predictable routing, such as assigning leads from one form or scheduling a follow-up after a stage change. Avoid building many rules before one has been tested successfully.
7. Configure external intake
Section titled “7. Configure external intake”Add Meta Lead Sync, an inbound API key, or a Universal Webhook source only when its owner, defaults, duplicate behavior, and alert recipients are understood.
8. Configure advertising events
Section titled “8. Configure advertising events”Map CRM milestones to Google conversion-action IDs or Meta event names. Test with provider test modes before enabling production delivery.
9. Review analytics and AI
Section titled “9. Review analytics and AI”Confirm date range, source, owner, stage, category, and value data are consistent. Analytics and AI explanations are only as useful as the CRM data they receive.
Launch check
Section titled “Launch check”Before using live traffic, test capture, assignment, alerting, follow-up, stage changes, conversion queue logs, and role access with dedicated test records.