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 record, 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 record, which lives at Data/Client Follow-ups in your vault — yours to open, search, and edit like any other file.
• The Clients dashboard reads from the record and shows, at a glance: client health · gone quiet — highest value first · on the book · by stage · follow-ups, by due date · last touch · follow-ups — tap one to open the client · every client · how this board works.

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 · Client book shown by Clients · Follow-ups 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.
• Before a call or a proposal, ask for the brief: "brief me on Aisha". Client brief says the relationship back from the book, the follow-ups and what you have told Heron — and, only if you ask, the last few threads and what is booked ahead.
• 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, records 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.
• 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 and calendar grants are asked for — that is the whole pitch, so the ask sits in front, where it makes sense. 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.
3. 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. The Client sweep waits on your Routines screen until you choose to run it.
4. 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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