FAQ
Deployment FAQ: answers to first-week questions
Briefly about deployment, data, accounts, email, call alerts and support.
The start is a separate instance, an import from the mailbox and the form, and training on real opportunities.
Deployment
How long does it take to go live?
A new instance (its own database, domain and HTTPS certificate) is created with one command in a few minutes. The rest is configuration for your company: funnel stages, custom fields, sources, accounts and templates, then training of the team on real opportunities. A step-by-step plan is in the deployment runbook that the customer receives.
What do you need from us?
- access to the mailbox or mailboxes from which enquiries should arrive (IMAP details or Google sign-in),
- the address of the website with the form and a place where the call can be added (form guide),
- a list of people with roles (owner, salesperson, read only),
- a description of the funnel: which stages your sales process has,
- a signed data processing agreement (GDPR).
Does it replace our mailbox?
No. The CRM reads messages from the mailbox and shows them next to the opportunity. The mail stays on the mail server, and a reply sent from the CRM goes out from your own address.
How do we move data from Pipedrive, HubSpot or Excel?
We load CSV export files (deals, people, organisations, notes, activities). First there is a dry run that shows what will be loaded, and loading the same files again duplicates nothing. Details: deploy/MIGRACJA.md in the repository.
Data and security
Where is our data kept?
In a separate database of your instance on a VPS server at the OVH provider. No other customer has access to that database. The list of sub-processors: GDPR for customers.
Do you make backups?
Yes. A consistent copy of the database is made every hour, once every 7 days the system checks that it can be read, and the copies are also copied outside the container and outside the server. The state of the backups is visible in the panel next to the status dot. Details: security.
Can we take our data if we cancel?
Yes, at any time. The owner exports everything to JSON or CSV, and after the contract ends the data is returned and deleted according to the processing agreement.
What about AI models? Do our messages go to the cloud?
Features with a model (reply draft, summaries, opportunity score, assistant) are off by default. We switch them on only at your request. The model never sends anything to a customer and changes nothing in an opportunity: a person always approves the result. You can also require the customer's consent before the model reads their data, and every use of AI has an ethical review and a transparency note. What exactly leaves the server after switching it on: sub-processors.
Accounts and work
How many accounts can we have?
The number of active accounts depends on the plan (see pricing and SLA); the instance will not let you add an account above the limit. Roles: owner, salesperson, read only. A salesperson with an assigned owner key sees only their own opportunities in reports.
What if a salesperson forgets the password or loses the phone with 2FA?
The owner sets a new password in Settings (users) and switches 2FA off and on again. The account's old sessions expire.
Why did an opportunity change its status by itself?
Status and stage result from facts: messages, offers and pro forma invoices. The card has an explanation of why the system decided so, and a manual change always wins. Choose auto to give the decision back to the system.
Why can't I see some opportunities?
By default the list hides lost opportunities with no activity for 30 days and snoozed opportunities. Tick Show archive and Show snoozed. A salesperson with an assigned owner key also sees only their own opportunities.
Call alerts and phones
The call alert does not reach me.
Check the battery and notification settings (adviser app) and whether you are on the list of advisers and on duty.
Does the customer see that an app is calling them?
No. You make the call from your own phone, with a normal number. The app shows the customer's number only after you accept.
Outages and support
The panel shows a red dot. What should I do?
Click it: you will see the causes (for example the mail import has not worked for a few hours). Outages are also reported to the administrator automatically. If in doubt, write to pawel@fluxlab.pl. Support rules and response times: support policy and SLA.
How do I report a bug or an idea?
By email to pawel@fluxlab.pl: the opportunity number, the time, what you did and what you saw. A screenshot helps but is not required.