Day 1: Import Your Contacts & Get to Know Your Pipeline
Welcome to 365clients! You've just signed up, picked your type of business, and now you're wondering: where do I start?
Here's a simple 72-hour plan.
Step 1: Import Your Existing Contacts
You don't need to start from scratch. If your contacts live in a spreadsheet or another app, export them to a CSV file, then:
1. Go to Contacts → Import contacts
2. Drop in your file
3. Hit Import contacts — done!
365clients recognizes the usual column names on its own — first name, last name (or a single name column), email, phone or mobile, status and tags — so there's nothing to map. Anyone whose email is already in your CRM is skipped, so importing the same file twice won't create duplicates.
Pro tip: Moving from another CRM? Export your contacts from it as a CSV and import that file the same way.
Step 2: Get to Know Your Pipeline
Your pipeline is the heart of your CRM. When you signed up, we set up stages for your type of business. For example:
- Real estate agents: New lead → Showing scheduled → Offer submitted → Under contract → Closed
- HVAC: New request → Quote sent → Scheduled → In progress → Completed
- General: New → In progress → Review → Won
Each pipeline also has a Lost stage, so deals that don't work out still get recorded. Need your stages named differently? Owners and admins can rename, reorder, add or remove them from Pipeline → Edit stages, and mark which ones mean won or lost.
Step 3: Add Your First Deal
Let's get something in motion:
1. Go to Pipeline and click Add deal
2. Pick a contact (or create one)
3. Set the deal value and expected close date
4. Choose its stage — then drag the card along as the deal moves
Done — you now have a live deal in your CRM.
Day 2: Put Your Follow-Ups on Autopilot
Here's where 365clients earns its keep.
Build Your First Action Plan
An Action Plan is a sequence of follow-up steps that runs for you. Each step can be:
- an email sent to the contact,
- a text message,
- a task for you or your team (call them, drop by, send a card),
- or a stage change on their deal.
Space the steps out with delays — for example, a thank-you email right away, a check-in task two days later, and a text a week after that.
Enroll Contacts Automatically
Set a plan to start on its own when a new contact is added — for everyone, or only for contacts with a certain status, lead source or tag. New web leads can get one sequence and referrals another. You can also enroll anyone by hand from their contact page, and stop a plan at any time.
Let AI Draft the Message (Pro)
On the Pro plan, open any contact and ask the AI for a follow-up email. It writes a draft from what 365clients knows about them — their status, tags, company and how long it's been since you were last in touch. Review it, tweak it, send it.
Know What's Due
Every call, task and appointment you schedule has a due date. The Activities page shows them as a list, a board or a calendar, and your dashboard shows how many are overdue — so nothing slips.
Day 3: Prioritize Your Leads
Not all leads are equal. Here's how to decide who to call first.
Score a Lead With AI (Pro)
Open a contact and ask the AI to score them. It looks at their status, how recently you were in touch, your notes, their activities and any deals, and gives a score from 0 to 100 with a short explanation. The score shows on the contact and in your contacts list.
Get Your Business Summary (Pro)
On your dashboard, one click gives you an AI summary of the business right now: how the pipeline looks, what's overdue, and where to focus today.
Keep Status Honest
Use the contact status — lead, prospect, active, inactive — to keep your list sorted into who you're chasing and who you're serving.
What You'll Have After 72 Hours
- ✅ Your contacts imported, with duplicates skipped
- ✅ A pipeline with live deals moving through stages
- ✅ An Action Plan following up with new contacts automatically
- ✅ Every follow-up on a due date, with overdue items on your dashboard
- ✅ (Pro) AI drafts, lead scores and a business summary when you want them
Next Steps
Once you're comfortable, explore:
- Jobs & Schedule — book service calls and dispatch your team
- Estimates & Invoices — send quotes customers can accept online, and invoices they can pay by card
- Team — invite teammates (Pro)
Need help? Email us at manny.agents@gmail.com or check our FAQ.
Welcome to 365clients — let's grow your business together.