Day 1: Import Your Contacts & Set Up Your Pipeline
Welcome to 365clients! You've just signed up, picked your niche, and now you're wondering: where do I start?
Here's your battle-tested 72-hour plan.
Step 1: Import Your Existing Contacts
You don't need to start from scratch. If you have contacts in a spreadsheet, CSV, or even your phone's address book:
1. Go to Contacts → Import
2. Upload your CSV file
3. Map your columns (name, email, phone, company)
4. Hit Import — done!
Pro tip: If you're migrating from another CRM (HubSpot, Salesforce, Pipedrive), export your contacts first. We'll match the fields automatically.
Step 2: Set Up Your Sales Pipeline
Your pipeline is the heart of your CRM. During signup, we pre-configured pipeline stages based on your niche:
- Real Estate: New Lead → Showings → Negotiation → Under Contract → Closed
- HVAC/Trades: Inquiry → Estimate → Scheduled → In Progress → Completed
- Service Business: Cold Lead → Qualified → Proposal → Won/Lost
Want to customize it? Go to Deals → Pipeline Settings → drag & drop to reorder or rename stages.
Step 3: Add Your First Deal
Let's get something in motion:
1. Click + New Deal
2. Select a contact (or create one)
3. Set the deal value and close date
4. Place it in the first stage of your pipeline
Boom — you now have a live deal tracking in your CRM.
Day 2: AI Follow-Ups That Actually Sound Like You
Here's where 365clients earns its keep.
Meet the AI Follow-Up Engine
When you add a contact, 365clients automatically creates follow-up tasks based on your niche:
- After first contact: Follow up in 24 hours
- After sending a proposal: Check in after 48 hours
- After closing: Send a thank-you and request a referral
But here's the magic: The AI writes the follow-up message in your voice.
How to Set It Up
1. Go to AI Settings → Follow-Up Templates
2. Write 2-3 example messages (how you'd naturally text/email a client)
3. The AI learns your tone and generates future follow-ups
Example: If you write "Hey John, just checking in on the estimate I sent last week. Any questions?" — the AI will generate similar casual, professional messages for other contacts.
The Action Plans Dashboard
Your Action Plans page shows:
- What needs to happen today
- Who to call
- What to send
- What's overdue
Check it every morning — it's your daily to-do list, auto-generated.
Day 3: Lead Scoring & Prioritization
Not all leads are equal. Lead scoring tells you which ones to call first.
How It Works
365clients scores leads based on:
- Engagement: Did they open your email? Click your link?
- Profile: Do they match your ideal customer (industry, size, location)?
- Activity: Recent website visits, form submissions, phone calls
Setting Your Scoring Rules
1. Go to Settings → Lead Scoring
2. Adjust point values (e.g., +10 for email open, +25 for form submission)
3. Set thresholds: Hot (>80), Warm (40-80), Cold (<40)
The Daily Hot List
Every morning, your dashboard shows the Top 5 Hot Leads — the ones you should call or email today. This saves you hours of sorting and guessing.
What You'll Have After 72 Hours
- ✅ 50+ contacts imported and tagged
- ✅ Pipeline with active deals moving through stages
- ✅ AI follow-ups scheduled and writing in your voice
- ✅ Lead scoring prioritizing your hottest prospects
- ✅ Action Plans telling you exactly what to do each day
Next Steps
Once you're comfortable, explore:
- Job Tracking — manage service calls and installations
- Estimates & Invoices — create professional quotes and bills
- Team Invites — bring on assistants or team members
Need help? Email us at support@365clients.com or check our FAQ.
Welcome to 365clients — let's grow your business together.