CRM discovery worksheet

Scope CRM handoff without overpromising sync.

Use this after the Working Demo or Post-Call Recap to confirm what day one should support: dashboard proof, CSV/export, saved preset, import preview, or a scoped webhook/API discovery path.

CRM strategy Decision path Proposal Builder

Launch boundary

Separate day-one proof from later CRM/API sync.

Day one

Dashboard proof, clean CSV/export preset, mapped required fields, and owner-confirmed routing.

After scope lock

Saved CRM preset, handoff job, import preview, webhook/API discovery, and credential review.

Not before approval

Production tokens, live API writes, historical migration, custom field cleanup, or CRM-side automation changes.

Post-call handoff fit

Use this worksheet only when CRM affects the first proposal.

Use it when

The first launch needs CRM, spreadsheet, inbox, or reporting handoff clarity before proposal approval.

Do not use it for

Collecting production credentials, full exports, historic migrations, or API write access before scope lock.

Output

A day-one handoff decision: dashboard only, CSV/export first, saved preset, import preview, or later API/webhook discovery.

Discovery map

Work through these six areas before scoping sync.

Current system and owner

CRM / database: Follow Up Boss, HubSpot, Google Sheet, custom CRM, none
CRM owner: Who can export data, approve fields, or create API/webhook credentials?
Current pain: What breaks today: missed routing, duplicate entry, slow follow-up, poor reporting, unclear source data?

Day-one export fields

Contact fields: Name, email, phone, address, preferred contact method
Lead context: Source, project/listing, community, campaign, registration event, visitor journey
Sales fields: Status, priority, assigned agent, tags, notes, timeline, budget, lead type

Ownership and routing

Assignment owner: Should AIRES or the CRM decide the assigned agent?
Routing rules: Project, listing, territory, event, source, team, fallback owner
Exception handling: What happens when a lead has no match or missing required fields?

Day-one handoff boundary

Preferred start: Broker dashboard, CSV export, saved preset, CRM handoff job, or webhook/API planning
Export sample: Can the client provide a sample CSV export with non-sensitive or test data?
Success report: New leads, unassigned leads, stale follow-up, source quality, event visitors, handoff history

API credential path

Access method: API key, OAuth app, webhook URL, Zapier/Make, manual import/export
Secret owner: Who creates and rotates credentials?
Security notes: Required approvals, IP allowlists, sandbox accounts, compliance constraints

Migration scope

Import source: Existing CRM export, spreadsheet, Google Sheet, archived leads
Duplicate behavior: Skip duplicate emails, update existing records, or create separate records
Rollback needs: Should imported test batches be archived or reversible during onboarding?

Copyable worksheet

Fill this out during discovery, then copy the summary.

This tool is browser-local. It does not save client CRM details to AIRES.

Client / brokerage Current CRM or database CRM owner / technical contact Preferred day-one handoff Day-one export boundary Required fields Routing ownership Assignment source of truth Export/import sample needed Duplicate behavior Credential path Success proof Open questions

Summary

Open email draft

Scope-lock checklist

Target CRM/export owner confirmed Required lead fields named Assignment source of truth chosen Fallback owner chosen Sample export requested Duplicate behavior defined Credential owner identified Success report agreed

How to use it

Turn CRM uncertainty into a scoped first milestone.

If the worksheet is incomplete, start with dashboard proof plus CSV/export. If the field map and credential owner are clear, scope a saved preset, webhook, or API handoff. If the client has old leads to preserve, start with a migration import preview after duplicate behavior is approved.

Choose proposal track First Launch Plan