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CRM Assistant

CRM Assistant Documentation

Learn how CRM Assistant helps you find important CRM activity, keep leads moving, and stay on top of follow-ups.

Getting Started

  1. Connect your CRM from the sign-in flow so CRM Assistant can work with your account.
  2. Open CRM Assistant in your browser.
  3. Choose a tool from the dashboard or module list.
  4. Review the results the tool returns.
  5. Take action in your CRM based on what you find.

Available Tools

Unanswered Lead Alert

Find leads who contacted you but haven't received a response. This is a manual check you run when you want to see who is still waiting.

When you run a check, CRM Assistant:

  • checks recent conversations
  • identifies conversations where the latest relevant activity is from the lead
  • waits for the configured grace period before treating a conversation as unanswered
  • excludes conversations that already received a response
  • uses the configured lookback window so older conversations stay out of scope

Unread status alone is not enough. A conversation is only listed when a reply still appears to be missing after the grace period.

Current defaults

  • Lookback: 24 hours
  • Grace period: 15 minutes
  • Maximum results: 100

These settings can be adjusted where the tool supports configuration.

Inactive Lead Finder

Find leads whose latest meaningful activity (an inbound or outbound message) is older than the configured inactivity period, but still inside the lookback window.

  • Default inactivity: 30 days
  • Default lookback: 90 days
  • Maximum results: 100

Unread status is not used. Results are sorted with the quietest leads first. The check reviews a limited number of conversation pages, not every conversation in the account.

Follow-Up Reminder

Create a follow-up task for a contact so you do not forget to reach them. You choose a reminder title, due date and time, optional notes, and assignment where supported.

Creating a reminder does not send an email, SMS, or other message. It only creates a task in your CRM. This requires contact task permission. If that permission is not enabled, reconnect after it is available.

Duplicate Contact Finder

Find contacts that appear to be duplicates based on matching email addresses or phone numbers. Matching uses normalized email and phone values. Name similarity is not used.

  • Results are shown as groups of possible duplicates
  • Nothing is merged or deleted automatically
  • You review the groups and take any cleanup action in your CRM
  • Large accounts are reviewed with a bounded scan, so a warning may appear if the scan limit is reached

Phone Number Cleaner

Review contacts whose phone numbers look inconsistently formatted. CRM Assistant does not check whether a number is active or reachable, and it does not send messages or calls.

  • Empty phone numbers are skipped
  • Original and suggested formatting are shown side by side
  • Safe formatting updates are optional and happen one contact at a time after you confirm

Bulk Tag Manager

Add or remove an existing CRM tag from contacts you have reviewed. New tags are not created, and tags are not deleted. You confirm the selected contacts, tag, and action before anything changes.

Lead Source Cleaner

Find lead-source values that differ only by capitalization or extra spaces. Similar-looking sources are not treated as the same, and values are not rewritten automatically.

Coming soon

These tools are listed in the product catalog and are not available yet:

  • Workflow Tester — Run safe checks against automation workflows before they go live.
  • Appointment Reminder Tester — Verify reminder sequences without disrupting real appointments.
  • Review Request Tool — Prepare and track review-request outreach from a single place.

FAQ

What is an unanswered lead?
An unanswered lead is someone who contacted you recently and still has not received a response after the grace period.
How does CRM Assistant determine whether a lead is unanswered?
It looks at recent conversations, finds those whose latest relevant activity is from the lead, confirms no later response was sent, and applies the grace period and lookback window.
How far back does it check?
By default it looks back 24 hours. That window can be changed where settings are supported.
Can I change the grace period?
Yes, where settings are supported. The default is 15 minutes so very new messages are not treated as unanswered immediately.
What happens if my CRM connection expires?
You will be asked to reconnect. After you reconnect, you can run the tool again. Support has more detail if reconnecting does not restore access.
Does CRM Assistant send messages automatically?
No. Unanswered Lead Alert and Inactive Lead Finder are manual checks. Follow-Up Reminder creates a task in your CRM and does not send messages automatically.