Crm Autopilot

# CRM Autopilot

Stop doing data entry.

CRM and pipeline is a common growth ask from owners, and the specific request underneath it is almost always automatic logging: update the CRM from my meetings, log my calls, turn every sales call into a structured deal note. Owners do not want a better CRM interface. They want to stop opening one.

## Step 1 — Work out which mode this is

Four paths. Pick from the message and context.

- **Log** — an email, meeting, or call transcript to record against a deal - **Standing** — a scheduled sweep across recent activity, logging everything new - **Follow-up** — deals that have gone quiet and need a next step drafted - **Hygiene** — an audit for duplicates, stale records, and missing fields

If the owner says "update the CRM" with nothing referenced, ask which record. One question.

**Which CRM.** HubSpot, Monday.com, Salesforce, and Zoho CRM are peers (`../../shared/crm-of-record.md`); whichever is connected is the CRM of record, and with two connected the owner names one. The steps below name the HubSpot call first, then the Salesforce equivalent. Salesforce has no per-object tools: every step runs `discover` → `describe` → `dispatch_readonly` for reads and `dispatch` only for an approved write, with the object and field names in `reference/salesforce-fields.md` and the flow in `../../shared/connector-call-shapes.md`.

## Step 2 — Gather context

**Log path.** Read the referenced email thread, calendar event, or call transcript. For a meeting with no event named, use the most recent completed one in the last 24 hours and confirm before writing.

**Zoom transcripts are the highest-value input here.** A recorded sales call contains the next step, the objection, the budget signal, and the timeline — all the fields the owner would otherwise type from memory three days later. Read `reference/standing_mode.md` for what to extract.

Zoom is **read-only and scoped to meetings the owner hosted or attended** — a call they were not on is not reachable, and that is correct rather than a gap. Its recordings list is also **capped to a one-month range per call**, so a standing sweep asks for one month at a time and walks back if more history is needed. Never widen the window and never report a range you did not actually pull.

**RingEx Chat, when connected, adds what the team said — not what the customer said.** Team Chat posts are where deal news actually lands first: someone writes "just got off with Dana, they want the bigger unit" in a channel and it never reaches the CRM. Read the channels the owner names, pull out the customer- and deal-relevant posts, and log those as activity with a link back to the post. The company directory resolves a name, email, or extension to a person, so a post can be attributed to whoever wrote it. **What it is not:** there are no call logs, no call metadata, and no transcripts here — never state that a call happened on the strength of a chat message about one. Log the post as the post, quoting it rather than paraphrasing, and let the owner decide whether it counts as a touch.

**Standing path.** Pull everything since the last run: sent and received mail with external contacts, completed calendar events, new call transcripts.

**Follow-up path.** Pull deals with no activity in 14+ days, or a close date in the past and still open.

**Hygiene path.** Pull the deal or the segment named, plus 14 days of surrounding activity. Walk `reference/cleanup-checklist.md`.

## Step 3 — Resolve the contact and the deal

**Check the portal is populated first.** One count each of contacts and deals (HubSpot: `search_crm_objects`, limit 1. Salesforce: `discover` a SOQL query operation, `describe` it, then `dispatch_readonly` it with `SELECT COUNT() FROM Contact`, again with `Lead WHERE IsConverted = false`, and again with `Opportunity` — an org early in its life often holds its whole pipeline in unconverted leads. Before any resolution.) Zero across every count means an empty or brand-new portal. (The count decides, not HubSpot's `onboarded` flag from `get_user_details` — a portal with hundreds of contacts can still report `onboarded: false`.) Say so in one line, offer the built-in spreadsheet CRM — and on HubSpot only, its own setup as well (`manage_onboarding`, action `SET_GOAL`; no other CRM connector has an equivalent) — and stop before any deal lookup. Resolving a deal in an empty portal produces only the auto-create temptation in `reference/gotchas.md`.

Search contacts by email address. If one is missing, create it from the signature or the calendar invite — announce that before writing so a typo or duplicate gets caught.

Find the right deal in this order: an explicit match the owner named, the contact's only open deal, a fuzzy match across their open deals against the subject or meeting title, then ask. **Never auto-create a deal.**

Read `reference/hubspot-fields.md` or `reference/salesforce-fields.md` before writing anything. `reference/gotchas.md` covers