CRM

This guide covers the core tasks you will use in the Vitae CRM: viewing the pipeline overview, managing client accounts, working with contacts, and reading the activity log. The CRM also includes a Leads area reachable from the left navigation.

What areas are in the CRM?

The CRM section is divided into several pages, all accessible from the CRM item in the left navigation:

• Overview — a snapshot of active accounts, prospects, follow-ups, and the full opportunity pipeline.
• Inbox — review items flagged for your attention.
• Clients — your client account list and board.
• Contacts — people at each client account.
• Leads — incoming lead records.
• Activity — a global log of recent events across all CRM records.

How do I see the CRM overview?

1. In the left navigation, click CRM.
2. Select Overview.
3. The stat band at the top shows Active accounts, Prospects added, Needs follow-up, and At risk.
4. Scroll down to see the Opportunity pipeline (stages: Prospects, Engaged, Qualified, Client meetings, Met client, Offer, Won, Lost), Pending CRM approvals, and Recent CRM wins.

How do I view my clients?

1. In the left navigation, go to CRM and click Clients.
2. The page shows four stat tiles: Active clients, Open roles, Visible candidates, and Monthly retained.
3. Use the stage filter tabs — All, Prospect, Active, Paused, Churned — to narrow the list.
4. The default List view shows columns: Client, Stage, Visibility, Roles, Candidates, Requests, Fees, Activity.
5. Click a client row to open that client’s detail page.

Tip: Switch to the Board view using the toggle in the top-right corner to see clients arranged in kanban columns by stage.

How do I add a client?

1. On the Clients page, click + Client in the top-right corner.
2. The Add client dialog opens. Fill in:
   • Client name — the account name, for example “Acme Hotels”.
   • Starting stage — choose from Prospect, Active, Paused, or Churned.
3. Click Create client. You will see a “Client created” confirmation and the new account appears in the list.

How do I manage a client’s details?

Click any client row to open the client detail page. From here you can:

• Edit the client name inline.
• Change the Stage using the stage pill at the top.
• Navigate tabs: Overview, Jobs, Candidates, Requests, Notes, Activity, Client portal, Careers page.

The Overview tab shows client information (stage, primary contact, website), linked contacts, and fee details.

The Activity tab inside the client record shows every action against that account — columns: Type, Record, Detail, When.

Tip: To delete a client, open the row actions menu (three-dot …) on the Clients list and choose Delete client. Historical jobs and applications remain intact and can be restored by an admin.

How do I view my contacts?

1. In the left navigation, go to CRM and click Contacts.
2. The table shows: Contact, Client, Role, Email, Phone, Updated.
3. Contacts marked as the main person for their account display a Primary contact label under their name.
4. Click any contact row to open that contact’s detail page, which shows full contact information and the linked client record.

How do I add a contact?

1. On the Contacts page, click + Contact in the top-right corner. (This button is disabled if no clients exist yet — add a client first.)
2. The Add contact dialog opens. Fill in:
   • Client — select the account this person belongs to.
   • Name — the contact’s full name.
   • Email — their work email.
   • Phone — their phone number.
   • Role — their title or function, for example “Hiring manager”.
3. If this person is the main point of contact for the account, check Primary contact for this client.
4. Click Create contact. You will see a “Contact created” confirmation.

How do I edit or delete a contact?

• To edit: click the row actions menu (…) next to the contact and choose Edit contact, or open the contact detail page and click Edit.
• To delete: choose Delete contact from the same menu, then confirm in the dialog.

How do I read the activity log?

1. In the left navigation, go to CRM and click Activity.
2. The table shows the last 50 events across all CRM records: Type, Activity, Actor, Time.
   • Type shows the kind of record affected (for example, Candidate, Job, Client, Application).
   • Activity describes what happened.
   • Actor shows who or what triggered the change — a user, the system, or an agent.
   • Time shows the exact date and time.
3. Click any row that links to a related record to open it directly (rows show Open ↗ on hover).
4. Click Reload activity to refresh the log.

Tip: Each client also has its own Activity tab on the client detail page if you want to see events scoped to a single account.

For related workflows, see ATS & Pipeline, Sourcing Hub, Campaigns, AI Agent, Messages, and Workflows.