Client CRM

How it works

The mechanics of this kit, plainly — what runs and when, where the data lands, and what you look at.

• Client sweep runs mondays · 8am and keeps the Clients dashboard fresh. Mondays — reads what arrived since last week, moves last-touch forward, files the promises you made, and names who has gone quiet.
• What is captured lands in the Client book dataset, which lives at Data/Client Book in your vault — yours to open, search, and edit like any other file.
• What is captured lands in the Follow-ups dataset, which lives at Data/Client Follow-ups in your vault — yours to open, search, and edit like any other file.
• What is captured lands in the Client meetings dataset, which lives at Data/Client Meetings in your vault — yours to open, search, and edit like any other file.
• The Clients dashboard reads from the dataset and shows, at a glance: stage · this client · client health · gone quiet — highest value first · by stage · on the book · where clients come from · by segment · follow-ups, by due date · meeting notes · last touch · how this board works · every client.

The wiring, in one breath: Heron holds Client capture · Heron holds Client brief · Client capture writes to Client book · Client sweep writes to Client book · Client capture writes to Follow-ups · Client sweep writes to Follow-ups · Heron holds Client meeting notes · Heron holds Client plan · Heron holds Client lists and sources · Client meeting notes writes to Client meetings · Client meeting notes writes to Client book · Client plan writes to Client book · Client plan writes to Follow-ups · Client lists and sources writes to Client book · Client book shown by Clients · Follow-ups shown by Clients · Client meetings shown by Clients · Clients kept fresh by Client sweep · Client sweep run by Heron.

Getting the most from it

A kit earns its place when it changes what you look at and what you say, not when it is installed. This is the rhythm that makes it pay.

• Read Gone quiet on Monday morning, after the Client sweep has been through the week. The order is highest value first, and the days over are measured against the cadence you set for each client — so the top of the list is the honest signal, and a name you are happy to see there is a cadence worth changing, not a failing.
• Say a touch or a promise the way you'd say it to whoever is in the room — "spoke to Dana, said I'd send the scope by Friday" — and Client capture moves last touch forward and files the follow-up with its date. That is how the calls, the messages and the corridor conversations the sweep cannot see get onto the book.
• After a meeting or a call, tell Heron what was said — "just came off a call with Marco, he wants one named contact for anything urgent". Client meeting notes writes it on the Client meetings log, dated, in your words and not summarised, and moves his last touch forward. Ask what you said at the last review and you get it back as it was written.
• Before a call or a proposal, ask for the brief: "brief me on Aisha". Client brief says the relationship back from the book, what they want, the follow-ups, the notes from your last meetings and what you have told Heron — and, only if you ask, the last few threads and what is booked ahead.
• Give the clients who matter a plan: say what a client wants and what you have agreed to do by when — "Northwind wants a scope that fits a smaller budget; I'll send the revised one by the 14th". Client plan keeps what they want on their row and each promise on the follow-ups with its date, so the calendar and the brief both show it. It records what you say, never what Heron thinks a client needs.
• Say where a client came from, and name your own groups — "Kai came through the conference", "put Dana and Marco in retainers". Client lists and sources sets them, the board counts the book by Where clients come from and By segment, and "who came through referrals?" is answered from the book with a count. A client with neither set shows as unknown until you say, which is not a failing.
• Give every client a value and a cadence in the calibration, even roughly. The value orders Gone quiet; the cadence decides when quiet starts. A blank cadence measures against thirty days, and "as needed" means never — both are real answers.
• Read Client health as one stated rule, not a verdict: warm when nobody is quiet; cooling when someone is; quiet when a third of the book is, or anyone is past twice their cadence; at risk when one of your three most valuable clients is. The board says which rung and why.
• When a sender that was never a client turns up, say so and it is set aside, never deleted; tell Heron never to suggest that organisation and the sweep won't. If you already keep HubSpot, mention it — Heron can read it once you connect it, never before, and never writes to it.

Make it yours

Nothing here is fixed. The pieces are ordinary agents, routines, datasets and dashboards, so anything you know about shaping those applies. Retire whatever earns nothing.

Things people usually change first

Say any of these in chat, or edit them on the kit’s page in the app.

• What you call each client — the name on the book is the word Heron uses back.
• What each client is worth and how often they expect to hear from you — change either by saying so; a blank cadence measures against thirty days.
• What each client wants, where they came from and the group you put them in — all in your own words, one group per client, and changed by saying so.
• When the Client sweep runs, or pausing it and keeping the book by hand.
• Which senders and organisations never belong on the book, and which domain is your own — as standing preferences the sweep respects.
• Whether Heron may read a CRM you already keep — HubSpot, once you connect it — read only, and only because you said so.

Your first run

Installing starts a short setup conversation — not a form. Answer roughly, correct later.

1. Installing ends at the first sweep's own screen, where the email grant is asked for — that is the whole pitch, so the ask sits in front, where it makes sense. Connect your calendar on the Connectors screen first if you want the sweep to read it. Start it and Heron reads back through a year of your email and calendar for two facts only: who at another organisation you were actually in touch with, and when — and any dated promise in your own sent mail. Every person with a real two-way thread or a meeting goes on the book with their organisation, a stage set from the dates alone, and the last time you spoke; nothing is read for what it said, nothing is written back, and nobody is contacted. It is a real run and uses credits like any other.
2. When that first sweep finishes, Heron leaves one card with what it found — how many people, at how many organisations — and an invitation to go through them: who isn't a client at all (set aside, never deleted), roughly what each client is worth to you a year, and how often each expects to hear from you — weekly, fortnightly, monthly, quarterly, twice a year, or as needed. That is also where you name anyone the sweep couldn't have seen, and say which domain is your own so colleagues never land on the book. Heron also asks, once and in passing, what you most want from keeping your clients here.
3. Heron starts from what 1Presence already knows, in your memory and in files in your vault such as a client list or a spreadsheet, offers what it finds for a yes, and asks only for the gaps. Email shows who you write to, not which of them are clients, how often each expects to hear from you, or what you owe them next, so those are the usual gaps.
4. Skip the sweep and the book still works by hand: Heron takes the clients you can think of one at a time — who, where they work, roughly what they are worth, how often they expect to hear from you, when you last spoke — and nothing in that conversation touches your email. Once, in passing, Heron also asks what you most want from keeping your clients here, and keeps the answer as one plain line. The Client sweep waits on your Routines screen until you choose to run it.
5. Whatever is still missing waits on the Kit page with a way back to Heron, and Heron offers it once the next time you talk. Tell it a part does not apply to you, or that you have finished setting up, and it stops asking.
6. After that the sweep runs every Monday at eight, reads only what is new since the last one, moves last touch forward from the evidence, files the promises you made, redraws the board, and leaves at most one short card a week — who has gone quiet, highest value first, and what is due this week — or nothing, when nobody is.

Watch the first pass, then tell it what you would have done differently — that correction teaches it more than any setup could.

The essentials

Learning, preferences and run costs work the same in every kit — so they are covered once, in the Kits guide.

Living with a Kit — the Kits guide →

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