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Understanding Your CRM & Follow-Up System

crmleadsfollow-upspipeline

Understanding Your CRM & Follow-Up System

One of the most valuable things your OpenClaw setup does is manage your sales pipeline automatically. Every inquiry becomes a tracked lead. Every conversation is logged. And your AI assistant knows when to follow up so you don't have to remember.

Here's how it all works.

What Gets Tracked Automatically

When someone contacts you through any connected channel, your agent creates a lead record containing:

  • Contact information — name, email, phone (whatever they provide)
  • Source — where they came from (website form, Telegram, referral, etc.)
  • Conversation summary — what they asked, what they're looking for
  • Timestamp — when they first reached out

You don't configure this. It happens automatically for every contact.

Pipeline Stages

Your CRM organizes leads through a pipeline with these stages:

| Stage | What It Means |

|-------|---------------|

| New Lead | Just came in, hasn't been contacted yet |

| Contacted | Initial outreach sent |

| Qualified | They've expressed real interest and fit your criteria |

| Proposal Sent | You've sent them a proposal or quote |

| Deposit Paid | They've paid a deposit to start |

| Active Client | Currently working together |

| Closed Won | Successfully completed |

| Closed Lost | Didn't move forward |

Your agent moves leads through stages based on what happens in conversations. When someone pays a deposit, the agent automatically updates their status to "Deposit Paid."

Follow-Up Scheduling

Your agent can schedule follow-ups and reminds you when they're due. The default follow-up logic:

  • New Lead with no response: Follow up in 48 hours

  • After sending a proposal: Follow up in 3 days
  • Active clients: Check in every 2 weeks
  • Custom: You can tell your agent "Follow up with [name] in 5 days" and it will

When a follow-up is due, your agent will surface it in your morning briefing or message you directly depending on your configuration.

How to Check Your Pipeline

Ask your agent in any of these ways:

  • "Who do I need to follow up with today?"

  • "What's in my pipeline this week?"
  • "What happened with [client name]?"
  • "Show me all active clients"
  • "Any overdue follow-ups?"

Your agent queries the CRM and gives you a summary instantly.

Adding Notes to a Contact

During or after a call, you can tell your agent what happened:

> "Add note to Sarah Chen: Had a great call. She's interested in the full setup. Sending proposal Thursday."

The agent will:

  • Find or create the contact record
  • Add your note with a timestamp
  • Update pipeline stage if appropriate
  • Schedule any follow-up you mentioned

    • What You Can Do in the CRM Dashboard

    If you have access to the CRM dashboard, you can:

    • View your full pipeline in kanban or list view
    • See contact detail pages with conversation history, notes, and enrichment data
    • Filter by stage, date, or status
    • Manually update stages by dragging cards or using the stage dropdown
    • Export contacts to CSV

    The dashboard is at crm.openclawinstall.net (if enabled for your account). Ask us to enable it if you'd like access.

    Lead Enrichment

    Your agent runs a nightly enrichment process that fills in missing information about your contacts:

    • LinkedIn profile — job title, company, industry

    • Company details — size, sector
    • Social media — Twitter/Instagram presence

    This happens automatically in the background. You don't need to do anything. The more complete a contact profile is, the better your agent can personalize outreach.

    Privacy & Data Ownership

    All your CRM data lives in a database owned by you and managed by OpenClaw. We do not share, sell, or use your contact data for any purpose other than operating your installation.

    You can export your full database at any time by asking your agent: "Export my CRM contacts."

    Common Questions

    "Can I import my existing contacts?"

    Yes — export a CSV from whatever you use now and send it to us. We'll map the fields and import everything.

    "What if someone asks to be removed?"

    Tell your agent: "Delete [name] from the CRM." The record will be permanently removed.

    "Can I connect my email inbox?"

    Email integration is available as an add-on. Ask us about it if you want inbound emails auto-captured as leads.

    "How do I see all contacts, not just leads?"

    Ask your agent: "Show me all contacts" or filter the dashboard by "All stages."

    ---

    Your CRM is meant to free you from manual tracking so you can focus on the actual work. If something isn't being captured right or follow-ups aren't hitting at the right times, just tell your agent — we can tune the timing and triggers to match how you work.

    — REL — OpenClaw Support