Getting Started with Hiddeon

Enter your email address and choose a password — your CRM account will be created instantly. Apply a promo code if you have one, enter payment details, and click "Pay & Activate". Your CRM is ready to use immediately. Log in at hiddeonagency.com/crm with the email and password you chose during setup.

CRM Core:

• Contacts — Store individual contact details with full address, tags, custom fields, and activity history
• Companies — Manage organizations with industry, revenue, employee count, and related contacts
• Deals — Track your sales pipeline with customizable stages, drag-and-drop kanban board, and list view

Productivity:

• Tasks — Create action items with priorities (low/medium/high/urgent), due dates, and status tracking. Automatic reminders for overdue and upcoming tasks
• Calendar — View meetings, calls, follow-ups, deadlines, and events in monthly/weekly/daily views with color-coded event types
• Email — Send, receive, and track emails with open tracking, conversation threading, folders (inbox/sent/drafts), templates, and auto-appended signatures

Intelligence:

• AI Assistant — Chat with an AI that has full context of your CRM data for instant insights, summaries, and recommendations
• Automations — Build workflows with triggers (contact added, deal stage changed, email received, task completed, tag added), conditions, and automated actions

Dashboard & Analytics:

• Dashboard — KPIs for pipeline value, won/lost deals, win rate, conversion rate, average deal value, contact/task/email counts
• Charts — Pipeline funnel, revenue trends (auto-grouped daily/weekly/monthly), activity breakdown
• Date Filtering — Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last 30 Days, Last 90 Days, or custom range
• Period comparison with previous period change indicators
• Print and export reports

System:

• Settings — Profile management, password changes, email/SMTP configuration, email signature editor
• Trash — Deleted records are kept for recovery. Restore or permanently delete from the Trash page
• Import/Export — Bulk import contacts, companies, deals, and tasks from CSV with field mapping, duplicate detection, and preview. Export any list to CSV
• Tags — Color-coded tag system with autocomplete suggestions across all record types
• Notifications — In-app alerts for new emails, task deadlines, deal changes, and workflow executions

Log in to your CRM at hiddeonagency.com/crm. The Dashboard displays your key performance indicators, pipeline charts, revenue trends, top deals, upcoming tasks, and recent activity — all filterable by date range.

The left sidebar provides navigation organized into sections:

• Main: Dashboard
• CRM: Contacts, Companies, Deals
• Productivity: Tasks, Calendar, Email
• Intelligence: AI Assistant, Automations
• System: Settings, Trash

Contacts are individual people you interact with. Go to CRM > Contacts and click "Add Contact". Enter contact information:

• Name: First Name, Last Name
• Communication: Email, Phone, Mobile
• Company: Link to a company record
• Job Details: Job Title, Department
• Address: Street, City, State, Zip, Country
• Other: Lead Source, Tags, Notes, Custom Fields

The contacts list displays Name, Email, Phone, Company, and Created Date in a searchable, sortable table. Click any contact to open the detail panel showing full information, related deals, tasks, and activity timeline. You can add notes directly from the detail panel.

Duplicate Detection: When creating a contact, the system checks for existing records with the same email or phone and displays a warning if duplicates are found.

Bulk Actions: Select multiple contacts using checkboxes to delete in bulk. Export the full list to CSV or import contacts from a CSV file with field mapping and duplicate handling.

Companies represent organizations you do business with. Go to CRM > Companies and click "Add Company". Enter company details:

• Overview: Name, Industry, Website, Email, Phone
• Address: Street, City, State, Zip, Country
• Details: Annual Revenue, Employee Count, Tags, Notes, Custom Fields

The company list is searchable by name, email, phone, and industry. Click any company to view full details, associated contacts, deals, tasks, and activity history.

Duplicate Detection: The system warns when creating companies with the same name or email as existing records.

Deals track your sales opportunities and revenue. Go to CRM > Deals to view your pipeline. Deals can be viewed in two modes:

• Pipeline View (Kanban): Drag-and-drop deals between stages. Each column shows the deal count and total value for that stage.
• List View: Sortable table with search, showing deal name, value, stage, contact, and expected close date.

Click any deal to open the detail panel showing value, stage (with color badge), probability, close dates, linked contact and company, description, tags, and full activity timeline with notes.

To create a deal, click "Add Deal" and enter:

• Name, Value (supports shorthand like "50k" or "2m"), Currency
• Stage, Probability (0-100%)
• Contact, Company
• Expected Close Date, Description, Tags

Default stages: Lead (10%) > Qualified (25%) > Proposal (50%) > Negotiation (75%) > Won (100%) / Lost (0%). Stages are fully customizable — change names, colors, order, and probabilities from the deal settings.

Deal Value Validation: Values are validated and formatted automatically. Shorthand notation (50k, 2m) is supported. Invalid entries show inline error messages.

Activity Logging: Stage changes and value changes are automatically logged in the deal's activity timeline.

Go to Productivity > Tasks and click "Add Task". Enter task details:

• Title, Description
• Status: Pending, In Progress, Completed, Cancelled
• Priority: Low, Medium, High, Urgent
• Due Date/Time
• Linked Contact, Company, or Deal

Tasks are displayed in a searchable, sortable list with status filters. Visual indicators highlight due dates:

• Red row: Overdue tasks (shows "Overdue by X days")
• Amber row: Tasks due today
• Relative labels: "Due tomorrow", "Due in 3 days", etc.

Automatic Reminders: The system checks for overdue and upcoming tasks every 5 minutes and creates notifications. A toast alert appears for overdue tasks. The Dashboard overdue count is clickable to jump to your task list.

Go to Productivity > Calendar to view all scheduled activities. Switch between monthly, weekly, and daily views. Events are color-coded by type:

• Purple: Meetings
• Green: Calls
• Orange: Follow-ups
• Red: Deadlines
• Blue: Other

Create events directly on the calendar with title, description, start/end time, location, contact/deal association, reminders, and recurrence. An upcoming events sidebar shows your next scheduled items.

Go to Productivity > Email to manage all email communications. Features include:

• Inbox: View all received emails with conversation threading grouped by subject and contact
• Compose: Write and send emails with subject, body, to/CC/BCC fields
• Templates: Create reusable email templates for quick access when composing
• Folders: All Mail, Sent, Drafts, Failed
• Search: Find emails by subject, sender, recipient, or body content
• Open Tracking: Outbound emails include a tracking pixel. A green "Opened" badge shows when recipients open your email, with open count and timestamp
• Signature: Set up your email signature in Settings — it's automatically appended to every outgoing email
• Drafts: Save emails as drafts and send later

Email requires SMTP or SendGrid configuration in Settings before sending.

Access the AI Assistant from the sidebar or the top-right button on any page. The AI panel slides in from the right without blocking your current work.

Features:

• Multi-turn conversations with full chat history
• Context-aware: the AI has access to your CRM data (contacts, deals, tasks, pipeline stats)
• Create new conversations or load previous ones
• Ask questions like "Show my pipeline summary", "What deals are closing this week?", or "Draft a follow-up email for John"

Go to Intelligence > Automations to create automated workflows. The visual workflow builder uses a 3-step process:

1. Trigger: What starts the workflow — Contact Added, Deal Stage Changed, Deal Created, Email Received, Task Completed, or Tag Added
2. Conditions: Optional filters to narrow when the workflow fires
3. Actions: What happens — multiple actions can be chained together

Manage workflows from the list view: toggle active/inactive, view execution history, monitor run counts. Rate limiting prevents infinite loops (max depth of 3, configurable max runs per contact).

The Dashboard is your central analytics hub. All data responds to the date range selector in the toolbar.

Primary KPIs (4 cards):

• Pipeline Value — total open pipeline with deal count
• Won Deals — value with percentage change vs previous period
• Lost Deals — value with count
• Win Rate — conversion percentage

Secondary KPIs (6 cards):

• Total Contacts (+ new in period)
• Total Companies
• Total Deals
• Pending Tasks
• Overdue Tasks (clickable — jumps to task list)
• Emails Sent in period

Charts:

• Pipeline by Stage (bar chart)
• Pipeline Funnel (horizontal bar)
• Revenue Trend (line + bar, auto-groups daily/weekly/monthly based on date range)
• Activity by Type (stacked bar)

Additional Sections:

• Top 5 largest open deals with value, stage, and contact
• Upcoming tasks by due date
• Recent activity feed

Date Presets: Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last 30 Days, Last 90 Days, or Custom Range.

Actions: Print the dashboard or export as PDF.

Go to any list page (Contacts, Companies) and click "Import CSV". The import process:

1. Upload a UTF-8 encoded CSV file
2. Preview the first 5 rows and map CSV columns to CRM fields (auto-suggested)
3. Choose duplicate handling: Skip Duplicates or Update Duplicates
4. Review duplicate counts (existing matches + in-file duplicates)
5. Run the import and view summary statistics

Click "Export CSV" on any list page to download all records in that section as a CSV file.

Go to System > Settings to configure your account.

Profile:

• First Name, Last Name, Company Name, Phone, Timezone
• Email is read-only (set during account creation)

Change Password:

• Enter current password, then new password (minimum 8 characters) and confirm

Outbound Email (SendGrid):

• Sending address is auto-generated from your account email and cannot be changed
• Set your Display Name (shown as the sender name)
• Send a test email to verify delivery

Outbound Email (SMTP — if SendGrid not enabled):

• SMTP Host, Port, Security (STARTTLS/SSL/None)
• Username, Password
• From Name, From Email
• Send a test email to verify your SMTP connection

Email Signature:

• Compose your email signature with basic HTML formatting
• Live preview shows how it will appear
• Signature is automatically appended to all outgoing emails

Go to System > Trash to view all deleted records. When you delete a contact, company, deal, or task, it's moved to the Trash instead of being permanently removed.

From the Trash page you can:

• View all deleted records with type, name, and deletion date
• Filter by record type (Contact, Company, Deal, Task)
• Restore — puts the record back where it was
• Delete Permanently — removes the record forever (cannot be undone)
• Empty Trash — permanently delete all trashed records at once

Tags help you organize and categorize contacts, companies, and deals. When creating or editing a record:

• Type a tag name and press Enter or comma to add it
• Tags appear as color-coded pills that can be removed with the X button
• Autocomplete suggests existing tags as you type
• Each tag gets a consistent color across the system

In detail panels, tags are displayed as clickable pills — click a tag to filter the list by that tag.

The notification bell in the top bar shows your unread count. Notifications are generated for:

• New emails received
• Overdue tasks and tasks due soon
• Deal stage changes
• Workflow executions
• Contact additions

Click the bell to view all notifications. Mark individual notifications as read, or use "Mark All Read" to clear them.

To ensure platform stability, the following rate limits apply per user:

• Sending emails: 50 per hour, 200 per day
• AI Assistant messages: 60 per hour
• Login attempts: 10 per 15 minutes
• Bulk deletions: 5 per hour
• CSV imports: 10 per hour
• CSV exports: 20 per hour
• API requests (general): 300 per minute

If you hit a rate limit, wait a moment and try again. A "Too many requests" message will appear.

Where do I access my CRM?
Log in at hiddeonagency.com/crm with the email and password you created during setup.

What's the difference between Contacts, Companies, and Deals?
Contacts are individual people. Companies are organizations (contacts can be linked to companies). Deals are sales opportunities tied to contacts and companies — track them through pipeline stages from Lead to Won/Lost.

How do I track my sales pipeline?
Go to Deals to see your pipeline in kanban or list view. Drag deals between stages, set values and probabilities, and monitor everything from the Dashboard.

Can I send emails from the CRM?
Yes. Configure your email in Settings (SendGrid or SMTP), then go to Email to compose, send, and track emails. Open tracking shows when recipients read your messages.

How do I know if someone opened my email?
Outbound emails include automatic open tracking. A green "Opened" badge appears in your inbox, showing how many times the email was opened and when.

I accidentally deleted a record. Can I get it back?
Yes. Go to System > Trash. All deleted records are kept there. Click "Restore" to recover any record.

How do task reminders work?
The system automatically checks for overdue and upcoming tasks every 5 minutes. You'll see a notification badge and toast alerts for overdue tasks. Overdue tasks are highlighted in red in your task list.

Can I import my existing data?
Yes. Click "Import CSV" on the Contacts or Companies page. Upload your CSV file, map the columns, choose how to handle duplicates, and import. The system shows duplicate warnings before importing.

What are Automations?
Automations let you create if-this-then-that workflows. For example: when a deal stage changes to "Won", automatically create a follow-up task. Set triggers, conditions, and actions using the visual workflow builder.

How do I use the AI Assistant?
Click "AI Assistant" in the sidebar or the sparkle icon in the top bar. Ask questions about your CRM data, request summaries, or get help drafting emails. The AI has context about your contacts, deals, pipeline, and recent activity.

How do I set up my email signature?
Go to Settings and scroll to the "Email Signature" section. Write your signature (HTML supported), preview it, and save. It will automatically appear at the bottom of every outgoing email.

Is there a limit on how many emails I can send?
Yes. You can send up to 50 emails per hour and 200 per day. This protects deliverability and prevents abuse.

How do I get support?
Contact Hiddeon support through the website if you have questions or issues with your CRM system.