Find your way around your workspace
- Sign in to your CRM. Open app.clevoxa.com with your workspace credentials. After signing in, you enter your business account. The screenshot shows the account selector in the upper-left corner.
- Check the selected account. Click the business name in the upper-left corner if you can access more than one account. Select your business before viewing or editing a record.
- Find the main menus. Use the sidebar: Conversations for messages, Calendars for bookings, Contacts for records, and Opportunities for potential sales. Icons remain visible when the sidebar is collapsed.
- Start with messages and appointments. Open Conversations to handle incoming requests, then Calendars to review bookings. To find a person and their history, open Contacts → Smart Lists.
Every morning: read new messages, check appointments, then review the prospects I need to call back.
Add and find a contact
- Search for an existing contact. Open Contacts → Smart Lists. Use “Search Contacts” to search by name, email or phone. If the record exists, click the name instead of creating another record with a separate history.
- Open Add Contact. Click the person + icon just before “Import”. The Add Contact panel opens on the right. Do not confuse this with “+ Add” in the list tab row.
- Enter the details. Enter First Name, Last Name and Email. For phone numbers, select the country and check its code. DND blocks communication on the selected channel; respect the contact’s preferences. Alex Martin is a fictional example.
- Save the record. Review the details, then click “Save” at the bottom-right of the panel. Search again to find the new record. “Save and add another” lets you create several records in sequence.
Alex Martin asks for a quote. I search for alex@example.com, create a record if needed and note: “Please call Thursday afternoon to discuss the request.”
Read and reply to messages
- Open the right conversation. Click Conversations in the sidebar. Select “Unread” or “All” in the inbox, then the contact. Read recent exchanges first to avoid repeating a follow-up already sent.
- Choose a channel and open the composer. At the bottom of the thread, use the Email or SMS selector. For email, click “Write an email” or “Type a message” to expand the composer. “Internal Comment” is intended for your team.
- Check the fields and write. Check “From” and “To”. For email, fill in “Subject”, then write the message. The paperclip attaches a document. Review the content and recipient before sending.
- Send and check the history. Click the blue paper-plane button at the bottom-right. Then check the message in the conversation history and any sending error. A message in the history does not by itself guarantee delivery.
Hi Alex, thank you for your enquiry. Would Thursday at 2 p.m. work for a 15-minute call to discuss your project?
Track a prospect through to a sale
- Open Add Opportunity. In Opportunities, select the pipeline at the top of the page, then click “Add Opportunity”. The form shown in the screenshot opens.
- Select the contact and name the project. Select “Primary Contact Name”, then enter “Opportunity Name”. Use a clear project name, such as “Alex Martin — Maintenance quote”. The email and phone relate to the selected contact.
- Enter the sales details. Select Pipeline and Stage, add a Value if known, and assign an Owner. Click “Create” at the bottom-right. Available stages depend on the pipeline configured for your business.
- Update Stage and Status. For an existing record, open its card to change Stage or Status. A “Quote sent” stage is different from a Won status. Mark a sale won only after confirmation; a change can trigger an automation.
For a $1,200 quote, stages might be: New enquiry → Contact made → Quote sent → Sale completed. These are example names, not required columns.
Create or update an appointment
- Click New. Open Calendars → Calendar View, then click “New” in the upper-right corner. In Book Appointment, keep the Appointment tab selected; the other tab is for blocking time.
- Select the calendar and contact. Select the service in Calendar. Check the Appointment Title and Team Member. On the right, use Select Contact to search by name, email or phone.
- Set the time zone, date and slot. Under Date and Time, check the time zone, then Date and Slot. Default uses calendar availability; Custom lets you specify a time. Check the meeting location if needed.
- Confirm the booking. Check Status at the bottom-left, then click Book Appointment at the bottom-right. Verify the booking in the calendar. To reschedule or cancel it, open the existing appointment rather than creating a second booking.
Alex books a 30-minute discovery call for Thursday at 2 p.m., Quebec time. I check the “Discovery call” calendar and time zone before saving.
Manage availability and your booking link
- Open Availability. In Calendars, click Calendar Settings, then Availability. Select the user and schedule. “Active on” shows which calendars use that schedule.
- Set weekly working hours. Check the Time Zone. Under Weekly Working Hours, enable working days and set Start Time and End Time. Check AM/PM carefully. Use + to add another interval, for example after a lunch break.
- Add a dated exception. Under Date-Specific Hours, click Add Date-Specific Hours. Use this for a closure or a one-off schedule instead of changing the whole regular week.
- Save and test bookings. Click Save changes in the upper-right corner. Open your booking link as a customer and check the available slots. The booking link is available in the calendar options under the Calendars tab.
I work Monday to Thursday, 9 a.m. to noon and 1 p.m. to 5 p.m. For a day off, I add an exception rather than changing the entire week.
Trigger a Google review request
- Select the right contact. Open Contacts → Smart Lists. Search for the customer and open their record. Check their identity and contact details before triggering the request.
- Open the contact’s tags. Find Tags below the contact’s name. In the French interface shown here, this section is labelled “Mots clés”. Click the + button next to the label to add a tag. The screenshot shows its location on a test record.
- Add the avis-google tag. Search for the existing “avis-google” tag and select it to add it to the contact. Use this exact tag, including the hyphen; do not translate it. Adding it triggers the automation, so you do not need to send a review request manually.
- Let the automation take over. Check that “avis-google” appears among the contact’s tags. The automation then takes over using its configured timing and channels. Seeing the tag confirms it was added; it does not prove the message has already been sent.
After Alex Martin’s appointment, I open the contact record and add the “avis-google” tag. The automation handles the Google review request.
Create a follow-up task
- Open New Task. In Contacts, click the Tasks tab at the top, then Add Task. You can also open a person’s tasks from their contact record.
- Enter the title and description. Enter a specific action in Title, such as “Call Alex about the quote”. Add useful context in the description. A task is internal follow-up; it does not send an SMS or email to the customer.
- Set the due date and owner. Set Due Date and Time, checking the displayed time zone. Select the owner under Assign To. Use Associate With to link the right contact.
- Save and track the task. Click Save. Find the task under All, Due Today, Overdue or Upcoming. After completing the action, mark it complete. Check Owner and Status filters if it seems missing.
Task: “Call Alex to confirm the quote”. Owner: me. Due: Thursday at 3 p.m. Note: “Ask whether both options meet the need.”
Understand and check automations
- Open the record and Actions. From Contacts → Smart Lists, find the person and open the record. In the left panel, select Actions, then expand Workflows. The screenshot shows a technical record with no active workflow.
- Read Active Workflows. Active Workflows lists workflows the person is still enrolled in. An empty section means none is displayed there. The + button enrolls a contact; it is not a viewing control.
- Distinguish Past Workflows. Check Past Workflows if entries are displayed. A past workflow is not necessarily waiting to send another message. Compare it with the conversation history.
- Check a delay or anomaly. Ask Clevoxa to inspect execution history and the scheduled time, or view it if your role allows access. Provide the contact, workflow name and expected action. Do not repeatedly enroll the contact to force a follow-up.
After a booking, a workflow might send a confirmation, wait until the day before the appointment, then send a reminder. A waiting step does not mean the system is stuck.
