CRM System Overview
Comprehensive Customer Management
The Gulf-O-Flex Customers Database is a powerful Customer Relationship Management (CRM) system integrated into the Assist Platform. It provides comprehensive tools for managing companies, contacts, sales pipeline, communications, and customer relationships for department-assigned users.
Core Management Features
- • Companies and Organizations Management
- • People and Contacts Database
- • Sales Pipeline with 6-Stage Process
- • Communication Logs and History
- • Excel Import for Bulk Data Entry
Advanced Features
- • Customer Cards with Complete History
- • Activity Tracking and Logging
- • Global Search and Live Filtering
- • Department-Based Access Control
- • Metrics and Analytics Dashboard
AI-Powered Features
- • Automated Daily Task Assignment
- • Smart Activity Suggestions
- • Performance Analysis & Insights
- • Intelligent Reminders & Alerts
- • Auto Lead-to-Activity Conversion
Access Requirements
Department-Based Access Control
The Customers Database requires special access permissions. Only users with department assignments or administrator privileges can access the CRM system.
Who Can Access:
- Department Assigned Users: Users with a valid department assignment in their profile
- Administrator Users: Users with admin privileges have full access
- Regular Users: Users without department assignments cannot access CRM features
Core Features
AI Sales Planner & Task Management
AI-POWERED
The AI Sales Planner is an intelligent, automated system that manages your daily sales activities, assigns tasks based on your pipeline, sends smart reminders, and provides performance insights to help you achieve your sales targets. It works automatically in the background, ensuring no lead is forgotten and every opportunity is pursued.
Automated Daily Task Assignment
- Every Morning (7:30 AM): AI analyzes your pipeline and automatically creates personalized tasks for the day
- New Lead Follow-ups: Automatically creates follow-up tasks for leads added in the last 7 days
- Stale Deal Detection: Identifies deals with no activity for 7+ days and creates re-engagement tasks
- Priority-Based: High-priority AI suggestions are automatically added to your schedule
- Morning Email: Receive a daily summary of all assigned tasks with priorities
Smart Notifications & Reminders
- Overdue Alerts: Daily notifications for tasks past their deadline until completed
- Upcoming Reminders: Notified 1-2 days before deadline to stay ahead
- Urgent Alerts: Hourly checks during business hours (9 AM - 6 PM) for critical deadlines
- Email + In-App: Notifications sent via email and displayed in your dashboard
- Smart Frequency: Reminders sent every 3 hours to keep you on track
Instant Auto Lead-to-Activity Conversion
- Instant Response: When you add a new company, AI creates a follow-up task immediately
- Deal Creation: New deals automatically generate engagement tasks with action items
- Contextual Tasks: AI generates detailed descriptions with objectives and next steps
- Smart Scheduling: Tasks scheduled at optimal times based on priority and deal value
- No Lead Left Behind: Ensures every new opportunity gets immediate attention
Performance Analysis & Insights
- Weekly Analysis: Every Monday at 8 AM, AI analyzes your last 30 days of performance
- Key Metrics: Completion rate, overdue count, activity trends, and performance vs targets
- AI Suggestions: Personalized improvement recommendations based on your patterns
- Smart Alerts: Only notified if completion rate < 70% or you have overdue tasks
- Action Plans: Specific steps to improve performance and achieve targets
Complete Privacy & Data Isolation
What You See:
- ✓ Only YOUR activities and tasks
- ✓ Only YOUR targets and progress
- ✓ Only YOUR performance metrics
- ✓ Only YOUR assigned companies/deals
What You Don't See:
- ✗ Other salespeople's tasks
- ✗ Other salespeople's activities
- ✗ Other salespeople's performance
- ✗ Tasks not assigned to you
Note: Administrators can view all activities for management oversight and reporting purposes.
AI Schedule at a Glance
Companies Management
Company Information
- Complete company profiles with legal names
- Company types: Customer, Visitor, Vendor, Supplier, Partner
- Location tracking (country, city, industry)
- Website and contact information
Auto-Calculated Metrics
- Total projects count
- Open deals count and pipeline value
- Strong deduplication by legal name
- Activity timestamps and engagement metrics
People & Contacts Management
Contact Information
- Full contact details (email, phone, job title)
- Nationality and country of residence
- Company associations and relationships
- Activity tracking (last login, last contacted)
Tagging System
- Flexible contact tagging (customer, visitor, VIP)
- Custom tag creation and management
- Quick filtering by tags and categories
- Bulk tag operations for efficiency
Sales Pipeline Management
6-Stage Sales Process
Pipeline Features
- Visual Kanban board interface
- Deal value tracking with currency support
- Probability and expected close date
- Stage transition history tracking
Analytics & Tracking
- Win/Loss tracking and conversion metrics
- Automatic activity logging for stage changes
- Pipeline value calculations and forecasting
- Deal progress and performance analytics
Advanced Features
How the AI Sales Planner Works
1 Morning Task Generation (7:30 AM Daily)
What Happens: AI scans your entire sales pipeline and creates a personalized task list for the day.
AI Checks For:
- → New Leads: Companies added in last 7 days without any follow-up activity
- → Stale Deals: Opportunities in your pipeline with no activity for 7+ days
- → High-Priority Actions: AI-suggested tasks marked as "urgent" or "high priority"
- → Approaching Deadlines: Activities due within the next 2 days
Result:
You receive an email with all your tasks for the day, organized by priority. Tasks automatically appear in your dashboard.
2 Instant Lead-to-Activity Conversion
Trigger: The moment you add a new company or create a new deal in the system.
Automatic Process:
- 1. Event Fired: System detects new company/deal creation
- 2. Task Created: AI generates contextual follow-up task with action items
- 3. Assignment: Task assigned to you (or designated salesperson)
- 4. Scheduling: Task scheduled 2-3 hours from now with appropriate deadline
- 5. Notification: You receive immediate email notification
Example Task Generated:
"Initial contact with ABC Corporation - Introduce Gulf-O-Flex products and understand their requirements. This lead was added on Oct 21, 2025."
3 Smart Reminder System (Every 3 Hours)
Frequency: Runs automatically every 3 hours throughout the day, plus hourly urgent checks during business hours.
Overdue Activities:
- • Detects tasks past deadline
- • Sends urgent email alert
- • Re-sends daily until completed
- • Shows days overdue count
Upcoming Deadlines:
- • Finds tasks due in 1-2 days
- • Sends friendly reminder
- • Helps you stay ahead
- • One reminder per activity
4 Weekly Performance Analysis (Monday 8 AM)
Schedule: Every Monday morning, AI analyzes your last 30 days of activity.
Metrics Analyzed:
When You're Notified:
- ✓ If completion rate is below 70%
- ✓ If you have overdue activities
- ✓ If weekly completions below target (10 activities/week)
What You Receive:
Personalized email with your performance summary + top 3 AI-powered improvement suggestions tailored to your patterns.
Communication Logs
Interaction Tracking
- • Email, Call, Meeting, Note communications
- • WhatsApp, SMS, and other channels
- • Direction tracking (inbound/outbound)
- • Duration tracking for calls/meetings
Customer Cards
Complete History View
- • Unified timeline of all activities
- • Deals, communications, attachments
- • Comprehensive metrics dashboard
- • Available for companies and individuals
Excel Import System
Bulk Data Import
- • Upload Excel files with contact data
- • Automatic deduplication and validation
- • Support for multiple data formats
- • Import progress tracking and reporting
Search & Analytics
Advanced Search
- • Global search across all records
- • Live filtering and instant results
- • Advanced filter combinations
- • Export filtered results to Excel
Getting Started
Verify Access Permissions
Ensure you have a department assignment in your user profile or administrator privileges to access the CRM system.
Note: Contact your administrator if you need department access assigned to your account.
Access the CRM Dashboard
Navigate to the Customers Database from your user dashboard to view the main CRM interface with AI Sales Planner.
Dashboard Features:
- • Companies overview and metrics
- • People and contacts summary
- • Pipeline deals and values
- • AI: Today's Activities (auto-generated)
- • AI: Suggestions & Insights
- • Smart Alerts & Reminders
Start Managing Your Customers
Begin by adding companies and contacts, or import existing data using the Excel import feature.
Tip: Use the Excel import feature for bulk data entry to quickly populate your CRM database.
AI Auto-Follow-up: When you add a new company, AI will automatically create a follow-up task for you within seconds!
Let AI Manage Your Daily Tasks AI-POWERED
The AI Sales Planner works automatically in the background. Here's what to expect:
Every Morning (7:30 AM):
Check your email for your daily task summary. All tasks will be ready in your dashboard.
Throughout the Day:
Receive smart reminders for upcoming and overdue activities. Stay on top of your pipeline effortlessly.
Weekly (Monday Morning):
Get your performance analysis with AI-powered improvement suggestions.
Review AI Suggestions
On your dashboard, you'll see AI-generated activity suggestions tailored to your performance and pipeline.
How to Use AI Suggestions:
- 1 Review the suggested activity on the right side of your dashboard
- 2 Click "Add to My Activities" button to accept the suggestion
- 3 High-priority suggestions are automatically added every morning
- 4 Track your progress and completion rates in the dashboard
Key Benefits of AI Sales Planner
Save 2+ Hours Daily
No more manual task planning. AI handles everything automatically while you focus on selling.
Never Miss a Lead
Every new opportunity automatically gets a follow-up task. Zero leads slip through the cracks.
Boost Performance
Weekly AI insights help you continuously improve and achieve your sales targets.
Stay On Track
Smart reminders keep you ahead of deadlines and on top of your pipeline.
Complete Privacy
See only your own tasks and data. Your activities are completely private from other salespeople.
Smart Prioritization
AI automatically prioritizes tasks by deal value, urgency, and business impact.