Elev8 Matrix · ElevateCRM

ElevateCRM

Operational User Manual

A complete, self-service manual covering every screen in ElevateCRM — Sales CRM, Marketing & AI, Operations and Settings — with annotated screenshots, step-by-step task guides, per-role manuals, a code-verified field & data dictionary, permissions, reporting, administration and troubleshooting. Enough for a new user to operate the system without developer help.

AudienceAll roles — sales, delivery, marketing, finance, admins, leadership
Covers20 screens · 21 task guides · 4 role manuals · field dictionary · admin · troubleshooting · end-to-end walkthrough
ScreenshotsLive dev app, freshly captured 2026-06-08 (Demo Company tenant), with numbered call-outs
Version / updatedv2.0 · 2026-06-08 — full-coverage rewrite: all screens, deepened, annotated
Field rules, enumerations and validation messages are verified against the running backend code (PostgreSQL models + API routes). Screenshots show live demo data; numbers on each image map to the legend beneath it.
Orientation

Where the journey starts

The client journey begins in ElevateCRM, with a person. A lead is captured and a Sales Rep works it through the pipeline. ElevateCRM is the front of the funnel.

When a deal is won (Closed-Won), ElevateCRM automatically hands the new client to Labyrinth OS, which creates the delivery contract and runs execution. Labyrinth has no manual "new client" entry point — it is a delivery engine that receives hand-offs.

ElevateCRM has three domains in its top navigation — Sales CRM (the core motion), Marketing & AI (demand generation), and Operations (inbox, automation, data model) — plus Settings. This manual documents all of them.

Mental model for the whole org: a person starts the journey upstream — a Sales Rep in CRM, or a client in Nexus. The receiving system (Labyrinth) then creates its records automatically. Treat Labyrinth as a receiver, not a starting point.
Orientation

Logging in & demo users

The ElevateCRM sign-in screen.
The ElevateCRM sign-in screen.

Navigation path

Open the app URL → enter email, password, and workspace/tenantSign In. The tenant field is required; the workspace auto-resolves when you belong to only one. The card also offers Create Workspace, Accept Invite, Activate Account and Reset Password.

Demo accounts (tenant demo)

RoleEmailPasswordWhat they can do
Adminadmin@demo.comadmin123Everything, incl. Settings & overrides
Managermanager@demo.commanager123Full sales motion + approvals & overrides
Sales Repsales@demo.comsales123Work leads/deals; cannot override gates
Financefinance@demo.comfinance123Closed-Won deals only (read)
Session. Login issues a JWT (24-hour expiry) stored in an httpOnly crm_session cookie. Inactive users are refused with a 401.
Orientation

Navigation & layout

ElevateCRM uses a two-tier top navigation (no left sidebar).

  • Top row: the workspace switcher, the three domains (Sales CRM · Marketing & AI · Operations), Settings, a global search box (contacts/leads/deals), a dark-mode toggle, the Enlil AI button, and notifications.
  • Second row: the pages within the selected domain.

Selecting a domain swaps the second row. Sales CRM → Dashboard, Accounts, Contacts, Leads, Pipeline, Activity, Reports, Sequences, Approvals, Affiliates. Marketing & AI → Influencer, Landing Page Builder, Lists, Campaigns, Forms. Operations → Inbox, Workflows, Custom Objects, Blueprints.

Sales CRM

Dashboard

Purpose. The shared home and daily starting point — priority signals, pipeline health and quick actions.

Navigation. Sales CRM → Dashboard (default landing after login).

Dashboard — Enlil intelligence signals, metric cards, pending approvals and pipeline flow.
Dashboard — Enlil intelligence signals, metric cards, pending approvals and pipeline flow.
  1. 1New Deal — create a deal directly

What's on the screen

  • Intelligence Signals (clickable tiles): Deals at Risk, Follow-ups Due, Hot Opportunities, Tasks Today, Revenue Signals — each shows a live count and opens the underlying list.
  • Metric tiles: Total Contacts, Active Deals, Pipeline Value, Deals Won — each with a 30-day trend percentage.
  • Pending Approvals — anything awaiting sign-off (or “All clear”).
  • Pipeline Flow — deal counts per stage (Discovery/Demo Scheduled, Decision Pending, Verbal Commitment, Closed Won/Lost, Handoff to Delivery …).
  • Quick actions (top-right): New Deal, Log Call.
Sales CRM

Accounts

Purpose. The company directory — the organisations you sell to.

Navigation. Sales CRM → Accounts.

Accounts — companies with domain, industry, size, country, ICP and lifecycle.
Accounts — companies with domain, industry, size, country, ICP and lifecycle.
  1. 1Search accounts
  2. 2Add Account

Columns & fields

  • Account, Domain, Industry, Size, Country, ICP (tier A–D), Owner, Lifecycle. Open a row to edit. Add Account (top-right) creates one.

Behaviour

  • Account name and domain are each unique per workspace — a duplicate is blocked (409, no override). ICP tier must be A/B/C/D. The domain is normalised (http/www/trailing slash stripped).
Sales CRM

Contacts

Purpose. The directory of people, usually tied to accounts.

Navigation. Sales CRM → Contacts.

Contacts — people directory with lifecycle stage and import/export.
Contacts — people directory with lifecycle stage and import/export.
  1. 1Search contacts
  2. 2Add Contact
  3. 3Import (CSV)
  4. 4Export (CSV)

Columns & fields

  • Contact, Email, Phone, Company, Lifecycle Stage, Created. A Filters control and a Deleted view are available. Open a contact to edit, log touches, or convert.

Behaviour

  • Email is unique per workspace. A duplicate returns a 409 (duplicate_contact); only an admin/manager can override, and only with a reason of 3+ characters. Job title and buying role are required (buying role must be one of decision_maker / champion / influencer / technical / finance).
Sales CRM

Leads

Purpose. Capture and qualify inbound/unqualified prospects before they become deals.

Navigation. Sales CRM → Leads.

Leads — score, tier and status with tier/status filters and import/export.
Leads — score, tier and status with tier/status filters and import/export.
  1. 1Search leads
  2. 2Refresh
  3. 3Add Lead
  4. 4Import
  5. 5Export

What's on the screen

  • Summary tiles: Total Leads, Tier A Leads, Avg. Score, Converted.
  • Filters: All Tiers, All Status.
  • Columns: Lead, Email, Phone, Company, Score (0–100), Tier (A–D), Status, Source, Created.

Lead status lifecycle (enforced)

new → assigned → working → info_collected → qualified → meeting_scheduled → converted, with side states unresponsive, nurture, and terminal disqualified. The system blocks illegal jumps — e.g. a lead must be info_collected before qualified, needs an owner before working, and needs 6+ touchpoints before unresponsive.

Sales CRM

Pipeline

Purpose. The deal board — the heart of the sales motion.

Navigation. Sales CRM → Pipeline.

Pipeline — deals as cards in stage columns; header shows total deals & value.
Pipeline — deals as cards in stage columns; header shows total deals & value.
  1. 1Refresh
  2. 2Add Deal

What's on the screen

  • Pipeline selector (e.g. Elev8 Sales Pipeline (22 deals)) and a header showing total deals & total value.
  • Stage columns with per-column count, value and win-probability %.
  • Deal cards — name, value, owner, Next/Back stage buttons, and a staleness badge (e.g. Stale 912h) when a deal goes cold.
Closed-Won is gated. A deal can only reach Closed-Won with a final contract value, payment terms, a complete handoff form and a win reason. Each active deal must also always have a next step scheduled. Admin/manager can override with a reason.
Sales CRM

Activity

Purpose. The chronological log of calls, emails, meetings and stage changes across the CRM.

Navigation. Sales CRM → Activity.

Activity Timeline — touchpoint history grouped by day.
Activity Timeline — touchpoint history grouped by day.
  1. 1Search activities

What's on the screen

  • Summary tiles: Total Activities, Calls Today, Emails Today, Stage Changes.
  • Log Activity button and an All Activities type filter.
  • A day-grouped timeline of every touchpoint with its deal/contact context.
Sales CRM

Reports

Purpose. Performance analytics across the CRM for a chosen period.

Navigation. Sales CRM → Reports.

Reports & Analytics — KPI filters, report tabs and overview tiles.
Reports & Analytics — KPI filters, report tabs and overview tiles.
  1. 1Tab: Overview
  2. 2Tab: Qualification
  3. 3Tab: Sales Dashboard
  4. 4Tab: Agents

What's on the screen

  • Report tabs: Overview, Qualification, Sales Dashboard, Agents, Pipeline, Forecast, Quotas, Outreach, Conversion, Workspaces.
  • KPI Filters: Sales Motion, Partner, Product, Lead Tier, Owner, Owner Role — plus a period selector (e.g. Current Month) and Clear Filters.
  • Overview tiles: Total Pipeline Value (+ deal count), Deals Won (+ value & vs-last-period %), Total Contacts, Conversion Rate; plus Deal Status Distribution & Activity Summary. Export to CSV where available.
Sales CRM

Sequences

Purpose. Automated multi-step outreach cadences.

Navigation. Sales CRM → Sequences.

Sales Sequences — cadences with steps and enrolment counts.
Sales Sequences — cadences with steps and enrolment counts.
  1. 1New Sequence

Each sequence has a status (draft/active/paused/archived) and a list of steps (type email / task / wait, with delay days, subject and body). Select a sequence to view detail. Enrol a contact/lead and the steps fire on schedule; enrolments can be paused, resumed or unenrolled.

Sales CRM

Approvals

Purpose. The sign-off queue — items (discounts, gated deal-stage moves, proposals, agreements) awaiting approval.

Navigation. Sales CRM → Approvals.

Approvals — items awaiting sign-off (here, all clear).
Approvals — items awaiting sign-off (here, all clear).
  1. 1Refresh

Behaviour

  • Each item has a status: pending → approved / rejected / overridden. Approve/Reject is available to the assigned approver, or any admin/manager. Override is admin-only. You cannot approve your own request unless you are an admin/manager. A second pending approval for the same entity is blocked (409).
Sales CRM

Affiliates

Purpose. Manage referral partners, programs, links and commissions (the CRM side of the Ripple referral engine).

Navigation. Sales CRM → Affiliates.

Affiliate Management — tabs for Commissions, Affiliates, Programs, Links, Materials.
Affiliate Management — tabs for Commissions, Affiliates, Programs, Links, Materials.
  1. 1Search affiliates
  2. 2New Program
  3. 3Add Affiliate
  4. 4Approve (commission)
  5. 5Approve (row)
  6. 6Tab: Commissions
  7. 7Tab: Affiliates
  8. 8Tab: Programs
  9. 9Tab: Links

What's on the screen

  • Tabs: Commissions, Affiliates, Programs, Links, Materials.
  • Summary tiles: Total Affiliates (+ active), Total Clicks, Pending $, Approved $, Total Paid.
  • Columns: Affiliate, Status, Links, Clicks, Earnings, Paid. Commissions move pending → approved → paid; Approve clears a commission for payout.
Marketing & AI

Influencer Marketing

Purpose. Run influencer campaigns — manage creators, content and ROI.

Navigation. Marketing & AI → Influencer.

Influencer Marketing — Campaigns / Influencers / Content / Analytics tabs.
Influencer Marketing — Campaigns / Influencers / Content / Analytics tabs.
  1. 1New Campaign
  2. 2Tab: Campaigns
  3. 3Tab: Influencers
  4. 4Tab: Content
  5. 5Tab: Analytics

Tabs: Campaigns, Influencers, Content, Analytics. Tiles: Active Campaigns, Influencers, Total Revenue, ROI. Influencers carry a tier (micro/mid/macro/mega/celebrity), social handles, follower count and a rate card.

Marketing & AI

Landing Page Builder

Purpose. Build and publish landing pages, with AI assistance.

Navigation. Marketing & AI → Landing Page Builder.

Landing Page Builder — published pages with version, views and slug.
Landing Page Builder — published pages with version, views and slug.
  1. 1Search pages
  2. 2Create Page
  3. 3Create with AI

Create a page from scratch (Create Page) or generate one (Create with AI). Each page shows publish status, version, views, conversions and its public slug (e.g. /demo-offer), with Publish/Unpublish and an All Status filter. Public pages render at /pages/:slug.

Marketing & AI

Marketing Lists

Purpose. Segment contacts into static or smart lists for campaigns.

Navigation. Marketing & AI → Lists.

Marketing Lists — static & smart segments.
Marketing Lists — static & smart segments.
  1. 1Search lists
  2. 2Create List

Tiles: Total Lists, Smart Lists, Total Contacts. Create List (static or smart/rule-based); an All Types filter narrows the view. Lists feed Campaigns.

Marketing & AI

Campaigns

Purpose. Build, schedule and send marketing campaigns to lists.

Navigation. Marketing & AI → Campaigns.

Campaigns — email/SMS sends with scheduling and open tracking.
Campaigns — email/SMS sends with scheduling and open tracking.
  1. 1Search campaigns
  2. 2Create Campaign

Tiles: Total Campaigns, Scheduled, Messages Sent, Opens. Create Campaign, target a list, schedule, and track sends/opens. An All Status filter is provided.

Marketing & AI

Forms

Purpose. Capture-forms that create leads/contacts in the CRM.

Navigation. Marketing & AI → Forms.

Forms — lead-capture form builder.
Forms — lead-capture form builder.

Build a form and embed it; submissions create CRM records and can fire the form_submitted webhook. (Use Back to Dashboard to exit the builder.)

Operations

Inbox

Purpose. A unified conversation inbox — email and SMS — tied to CRM records.

Navigation. Operations → Inbox.

Inbox — unified email/SMS conversations with provider connectors.
Inbox — unified email/SMS conversations with provider connectors.
  1. 1Search conversations
  2. 2Refresh
  3. 3Connect Google
  4. 4Connect Microsoft

Filters: All / Email / SMS / Unread. Connect Google or Connect Microsoft to sync a mailbox; Sync Email pulls new mail; Compose starts a message. Select a conversation to read/reply.

Operations

Automation Workflows

Purpose. No-code automations that react to CRM events (e.g. follow-up on a new lead).

Navigation. Operations → Workflows.

Automation Workflows — triggers, actions and run counts.
Automation Workflows — triggers, actions and run counts.
  1. 1New Workflow

Tiles: Total, Active, Paused, Total Runs. New Workflow opens the builder (trigger → conditions → actions). Each workflow can be activated/paused and shows its run history.

Operations

Custom Objects

Purpose. Extend the data model with custom record types beyond leads/contacts/accounts/deals.

Navigation. Operations → Custom Objects.

Custom Objects — define bespoke record types & fields.
Custom Objects — define bespoke record types & fields.
  1. 1Create Object

Create Object defines a new object with its own fields; records of that object then behave like first-class CRM data. Admin-oriented.

Operations

Blueprints

Purpose. Reusable CRM templates — pipelines, calculations, transition rules and automations — that can be applied to a workspace (e.g. Frylow Sales CRM, NLA Accounting CRM).

Navigation. Operations → Blueprints.

CRM Blueprints — pipelines, calculations, transition rules, automations.
CRM Blueprints — pipelines, calculations, transition rules, automations.
  1. 1Create Blueprint
  2. 2Tab: Pipelines
  3. 3Tab: Calculations
  4. 4Tab: Transition Rules
  5. 5Tab: Automations

Tabs: Pipelines, Calculations, Transition Rules, Automations. Create/Edit Blueprint assembles a complete CRM configuration that can be deployed to workspaces. Admin-oriented.

Operations

Settings

Purpose. Workspace configuration & administration.

Navigation. Settings (top row).

Settings — Workspace tab with branding, currency and Sales SLAs.
Settings — Workspace tab with branding, currency and Sales SLAs.
  1. 1Save Changes
  2. 2Tab: Workspace
  3. 3Tab: Pipelines
  4. 4Tab: AI & Intelligence
  5. 5Tab: Integrations

Tabs

  • Workspace — name, primary colour, description, timezone, default currency; Sales SLAs (Speed-to-Lead in minutes, Lead Cadence & Deal Cadence in hours — the windows that drive alerts).
  • Pipelines — configure pipeline stages, gates and rules.
  • AI & Intelligence — AI provider/model and usage limits.
  • Integrations — connect external providers (AI, email/comms, payments).
  • Affiliates — referral program defaults.
  • Team — invite users, assign roles (admin/manager/sales/finance/viewer).
  • Security — session/security settings.
  • Webhooks — outbound webhooks for CRM events.
Editing workspace settings, pipelines, integrations, team and webhooks requires an admin (manager for some pipeline edits). Reps/finance see Settings read-only or not at all.
Task guides

Leads & deals

Create a Lead

Purpose. Add a new prospect.

Prerequisites. Logged in with create rights (Sales/Manager/Admin — not Finance).

  1. Sales CRM → Leads → Add Lead.
  2. Enter the person's details.
  3. Set source/owner if known.
  4. Save.

Required fields. first_name, last_name (1–100 chars). Email, phone, company, country, source optional. Partner-sales motion also requires client_name, partner_commission_structure and product_category.

Validation. Names are required; a duplicate email returns 409 (admin/manager can override with a 3+ char reason); partner-sales leads need the partner fields.

Expected result. A lead in new status, ready to work.

Edit a Lead

Purpose. Update lead details or move its status.

Prerequisites. Lead exists; you have edit rights.

  1. Open the lead from Leads.
  2. Edit fields, or change status along the allowed path.
  3. Save.

Validation. Status changes must follow the lifecycle — you cannot skip stages (e.g. you can't jump straight to qualified), and working requires an owner.

Qualify a Lead

Purpose. Mark a worked lead as sales-ready.

Prerequisites. Lead is info_collected.

  1. Open the lead.
  2. Complete the scoring inputs (budget_range, authority_identified, use_case_defined, timeline_confirmed) and the universal fields (industry, size, country, ICP tier, buying role, job title, decision role).
  3. Set status → qualified.

Validation. Qualification requires the full scoring + company + contact field set; if anything is missing the move is blocked and the message names it.

Expected result. Lead is qualified and can be converted.

Disqualify a Lead

Purpose. Close out a lead that won't proceed.

  1. Open the lead → set status → disqualified.
  2. Add a disqualification_reason (recommended).

Expected result. Lead is terminal (disqualified).

Convert Lead to Deal

Purpose. Promote a qualified lead into the pipeline.

Prerequisites. Lead is qualified (or meeting_scheduled) and has an email or phone.

  1. Open the lead → Convert (or Push to Sales).
  2. Choose account mode (create/link) and contact mode (create/link).
  3. Set the opportunity fields.
  4. Confirm.

Required fields. To create the opportunity: amount (≥0), estimated_close_date, product_service_type. The contact must originate from a lead and the deal must resolve to an account.

Expected result. A contact/account (as chosen) and a deal in the pipeline; the lead becomes converted.

Create a Contact

Purpose. Add a person.

  1. Sales CRM → Contacts → Add Contact.
  2. Enter details → Save.

Required fields. first_name, last_name, email, job_title, buying_role.

Validation. Email is unique per workspace; a duplicate is blocked (409) unless an admin/manager overrides with a 3+ char reason. Buying role must be decision_maker / champion / influencer / technical / finance.

Create an Account

Purpose. Add a company.

  1. Sales CRM → Accounts → Add Account.
  2. Enter details → Save.

Required fields. name, icp_tier (A/B/C/D) required; domain, industry, company_size, country, annual_revenue, website optional.

Validation. ICP tier must be A–D; name and domain are each unique per workspace (duplicate blocked, no override); domain is normalised.

Create a Deal / Opportunity

Purpose. Add a deal directly (not via conversion).

  1. New Deal (Dashboard or Pipeline) → fill the form → Save.

Required fields. name, amount (≥0), contact_id (a lead-originated contact), estimated_close_date, product_service_type, next_step_at. The contact must resolve to an account.

Expected result. A deal in open status on the pipeline.

Task guides

Moving & closing deals

Move a Deal Through Pipeline Stages

Purpose. Advance a deal.

  1. Open the deal (or use Next/Back on its Pipeline card).
  2. Select the next stage.
  3. Provide any stage-gated fields if prompted.

Required fields. stage_id; plus the stage's required fields (e.g. calendar sync for Discovery/Demo Scheduled; SPICED + stakeholder map for Demo Completed; proposal value + commercial summary for Decision Pending; payment terms for Contract Sent).

Validation. Every active deal must have a next_step_at. Some stages require manager approval (submit an approval first). Each move emits a deal_stage_change event.

Troubleshooting. If a move is blocked, the message names the missing requirement or required approval. Managers/admins can pass override + reason.

Close a Deal as Closed-Won

Purpose. Win the deal and trigger the Labyrinth hand-off.

Prerequisites. Deal has the required commercial fields and a complete handoff form.

  1. Open the deal → move to Closed Won.
  2. Provide the win_reason.
  3. Confirm.

Required fields. contract_final_value (not null), payment_terms (non-empty), a complete handoff form (delivery owner + kickoff + checklist), win_reason.

Validation. Missing any of these blocks the move with “Closed Won requires final contract value, payment terms, and a complete handoff form.” Admin/manager can override with a 3+ char reason.

Expected result. Deal locks (status=won, probability=100%); automations fire — delivery owner assigned, kickoff task, finance notified, commission created, and the hand-off to Labyrinth (a contract is created there).

Close a Deal as Closed-Lost

Purpose. Record a lost deal.

  1. Open the deal → move to Closed Lost.
  2. Provide the loss_reason (and competitor, if any).
  3. Confirm.

Required fields. loss_reason; optional competitor_lost_to.

Expected result. Deal status=lost, probability=0%. (Deals with no commitment for 60 days are auto-lost.)

Task guides

Sequences, activities, approvals, reports, affiliates, pipelines

Create & Manage Sequences

  1. Sales CRM → Sequences → New Sequence with steps (type email/task/wait, subject/body, delay days).
  2. Enrol a contact/lead.
  3. Pause / resume / unenroll as needed.

Expected result. Automated follow-ups run on schedule.

Add Activities & Schedule Follow-Ups

  1. From a deal/contact, Log Activity (call/email/meeting) — or Log Call on the dashboard.
  2. Set a next step / follow-up date on the deal (next_step_at).

Expected result. Activity appears in the Activity feed; follow-ups surface as due, and SLA cadence alerts use these timestamps.

Submit & Approve Requests

  1. Submit: a gated action (e.g. a manager-approval stage, a discount, a proposal/agreement) creates an approval (entity + optional approver).
  2. Approve: the approver opens ApprovalsApprove / Reject (with a 3+ char reason) / (admin) Override.

Expected result. Approval status becomes approved/rejected/overridden; the gated action unblocks. You can't approve your own request unless admin/manager.

Generate & Export Reports

  1. Sales CRM → Reports → pick a tab and set KPI Filters + period.
  2. Read the tiles/charts.
  3. Export to CSV where available.

Manage Affiliates

Prerequisites. Affiliate management rights.

  1. Sales CRM → Affiliates → Add Affiliate / New Program.
  2. Use the Links/Materials tabs to equip partners.
  3. On the Commissions tab, Approve commissions for payout.

Configure Pipelines

Prerequisites. Admin (manager for some edits).

  1. Settings → Pipelines → add/edit stages, set probability, required fields, calculation gates and trigger rules.
  2. Save.
Troubleshooting. The default Elev8 Sales Pipeline is locked — provision it via the admin action; locked stages can't be edited by non-admins.
Role manual

Sales Representative

🎯 Sales Representative
"Which deals can I move forward today, and which are going cold?"

Responsibilities

  • Capture and qualify leads; advance deals; run outreach; close won deals with the commercial fields and handoff form complete.

Accessible modules

  • Dashboard, Leads, Contacts, Accounts, Pipeline, Activity, Sequences, Reports (own view), Approvals (submit). Marketing & AI and Operations as granted; Settings read-only/none.

Daily workflow

  1. Scan the dashboard for priority signals & follow-ups due.
  2. Work new leads by score; qualify or disqualify.
  3. Advance deals a stage; keep value & next step current.
  4. Enrol prospects in sequences; log every touch.
  5. Prepare deals for Closed-Won (final value, payment terms, handoff form).

Permissions

  • Create/edit leads, contacts, accounts, deals; move stages. Cannot override stage gates or duplicate blocks (manager/admin only); cannot delete workspace configuration.

Common scenarios

  • A deal won't move to Closed-Won → it's the field gate; fill the commercials and the handoff form first, or ask a manager to override.
  • Can't qualify a lead → complete the scoring + company + contact fields.
  • Duplicate blocked → the email already exists; use the existing record or ask a manager to override.

Best practice

  • Keep next_step_at current so follow-ups surface; log every touch so deal history is reliable and SLA timers are accurate.
Role manual

Manager

📊 Manager
"Where is the team's pipeline losing momentum, and what needs my sign-off?"

Responsibilities

  • Keep the team's pipeline healthy; clear approvals; unblock and coach reps; override stage gates and duplicate blocks when justified.

Accessible modules

  • All Sales CRM screens, full Reports, Approvals (decide + override). Marketing/Operations as granted.

Daily workflow

  1. Read Dashboard & Reports for momentum and at-risk deals.
  2. Clear the Approvals queue.
  3. Unblock stalled deals; coach or reassign.
  4. Override blocked stage moves / duplicates where justified (with a reason).

Permissions

  • Everything a rep can do, plus override stage gates, override duplicate blocks, merge contacts, edit locked (won) deals, and decide approvals. Cannot access admin-only Settings surfaces (integrations, webhooks, security) — that's Admin.

Common scenarios

  • A rep is blocked at a gate → review and override with a reason (it's logged on the deal).
  • Two records for one company → merge contacts / resolve the duplicate.

Best practice

  • Use override sparingly and always with a clear reason — every override is recorded on the deal.
Role manual

Administrator

⚙️ Administrator
"Is the workspace configured correctly and running smoothly?"

Responsibilities

  • Configure the workspace, pipelines, integrations, security, webhooks; manage users & roles; act anywhere a manager can.

Accessible modules

  • All screens + Settings (Workspace, Pipelines, AI & Intelligence, Integrations, Affiliates, Team, Security, Webhooks); Operations (Blueprints, Custom Objects).

Daily workflow

  1. Manage users/roles (Settings → Team).
  2. Maintain pipelines, stage gates & SLAs.
  3. Configure integrations & webhooks; rotate keys.
  4. Step in to override gates/duplicates where needed.

Permissions

  • Full access, including override of stage gates and duplicate blocks, approval override, locked-pipeline provisioning, and the only role that manages integrations/security/webhooks.

Common scenarios

  • Onboard a rep → Settings → Team → invite, assign role.
  • Connect email/AI/payments → Settings → Integrations → add provider key (≥10 chars), test, enable.
  • Tighten SLAs → Settings → Workspace → Sales SLAs.

Best practice

  • Keep roles least-privilege; store provider keys via Integrations (encrypted) rather than sharing them.
Role manual

Finance

💰 Finance
"Which deals are won, and what are the commercials & commissions?"

Responsibilities

  • Review won deals — final value, payment terms, commissions; use Reports for revenue & forecast; clear affiliate commissions for payout.

Accessible modules

  • Closed-Won deals only, Reports (revenue/forecast), Affiliates → Commissions. Finance does not run the sales motion.

Daily workflow

  1. Review newly-won deals — contract_final_value, payment_terms, commission.
  2. Reconcile commissions on the Affiliates → Commissions tab.
  3. Read the Forecast/Conversion reports for revenue trend.

Permissions & limitation

By design, Finance can access Closed-Won deals only. Every leads/contacts/accounts and pipeline-move path returns 403 “Finance users can access Closed Won deals only.” The deal list is force-filtered to won deals. Finance reviews outcomes; it does not create or move records.

Common scenarios

  • Can't open a lead or move a deal → expected; switch to a sales/manager account for those actions.
  • Need revenue by period → Reports → Forecast / Overview with the period filter.
Reference

Field & data dictionary (CRM)

Field types, required-ness, validation and business purpose — verified against the backend (PostgreSQL models + API routes). auto = system-set.

Lead

FieldTypeReq?Validation / rulesPurpose
first_name / last_namestring(100)required1–100 charsLead identity
emailstring(255)optional*Lowercased; unique per tenant; *email or phone needed to convertIdentity, dedupe, domain
company_namestringreq. to qualify/convertAccount resolution
country_regionstringreq. to qualifyICP / territory
sourcestringoptionalFeeds scoreAttribution
scoreintegerauto0–100 (computed)Lead quality
tierstringautoA/B/C/D (A≥80, B 60–79, C 40–59, D<40)Priority band
statusenumautoLifecycle, path-restrictedPipeline of the lead
owner_idFK userreq. for ‘working’Active tenant userAssignment
scoring_dataJSONautoHolds budget/authority/use-case/timeline + ICPScore + qualify gate
sales_motion_typeenumautopartnership_sales | partner_salesRouting

Contact

FieldTypeReq?Validation / rulesPurpose
first_name / last_namestring(100)required1–100Identity
emailstring(255)requiredLowercased; unique per tenant (409 on dup)Identity, dedupe
job_titlestring(255)required1–255Role context
buying_roleenumrequireddecision_maker / champion / influencer / technical / financeStakeholder mapping
lifecycle_stagestringautolead → prospect → customerFunnel stage
converted_from_lead_idstringautoRequired for a contact to be a deal's primary contactLineage

Account

FieldTypeReq?Validation / rulesPurpose
namestring(255)requiredUnique per tenantCompany name
domainstring(255)optionalNormalised; unique per tenantDomain matching
icp_tiercharrequiredA/B/C/D onlyICP segmentation
industry / company_size / country / annual_revenue / websitemixedoptionalICP & sizing
lifecycle_stagestringautodefault prospectAccount funnel

Deal (Opportunity)

FieldTypeReq?Validation / rulesPurpose
namestring(255)required1–255Deal name
amountfloatrequired≥ 0Deal value
contact_idFKrequiredContact must originate from a leadPrimary contact
account_idFKrequiredResolved; deal needs a companyCompany link
estimated_close_datedatetimerequiredValid ISOForecasting
product_service_typestringrequired1–255What's sold
next_step_atdatetimereq. for active dealsEvery active deal needs a next stepCadence
spicedJSONoptionalKeys: situation/pain/impact/critical_event/decision_process/decision_criteria; all 6 for Demo CompletedDiscovery
contract_final_valuefloatfor Closed-WonNot nullGates Closed-Won
payment_termsstringfor Contract Sent & Closed-WonNon-emptyGates those stages
win_reason / loss_reasonstringon closeRequired to close Won/LostWin/loss analysis
statusenumautoopen / won / lost (won locks the deal)Outcome
probabilityfloatautoSynced from stageForecast weighting

Approval

FieldTypeReq?Validation / rulesPurpose
entity_typeenumrequiredproposal / agreement / deal_stageWhat's approved
entity_idstringrequiredTarget recordTarget
approver_idFKoptionalMust exist in tenantAssigned approver
statusenumautopending → approved / rejected / overriddenState
rejection_reason / override_reasontexton reject/override≥ 3 chars; override is admin-onlyAudit

Key enumerations

EnumValues
Lead statusnew · assigned · working · info_collected · qualified · meeting_scheduled · converted · unresponsive · nurture · disqualified
Lead tierA (≥80) · B (60–79) · C (40–59) · D (<40)
ICP tierA · B · C · D
Buying roledecision_maker · champion · influencer · technical · finance
Pipeline stages (Elev8 Sales, locked)New Lead → Questionnaire Sent → Questionnaire Completed → Qualified for Sales → Contacted → Meeting Scheduled → Proposal Sent → Agreement Sent → Agreement Signed → Payment Pending → Payment Received → Activation Handoff Ready → Strategy Executed → Module Deployed → Deliverables Ready → Deliverables Sent → Client Report Ready → Client Report Sent → Client Report Accepted (+ Lost, Nurture)
Deal statusopen · won · lost
Approval statuspending · approved · rejected · overridden
User rolesadmin · manager · sales · finance · viewer
Payment termsFree text (e.g. Net-30) — non-empty required at Contract Sent / Closed-Won
Reference

Permissions in practice (CRM)

What each role can actually do — view / create / edit / delete / approve / manage — beyond the raw role name.

ActionSalesManagerAdminFinance
View Sales CRM screensWon deals only
Create leads / contacts / accounts / deals
Edit records & move deal stages
Delete records / configlimited
Override a blocked stage move
Override duplicate / merge contacts
Decide approvals (approve/reject)submit
Override an approval
Manage workspace / pipelines / integrations / webhooks / userspipelines only
View Closed-Won commercials & commissions

Examples: Can a Sales Rep override a Closed-Won block? No — fill the fields or ask a manager/admin. Can Finance edit a lead? No — Finance is read-restricted to won deals. Who deletes a pipeline or rotates an integration key? Admin only. Can a Manager add a webhook? No — that's an Admin Settings surface.

Reference

Reporting

Available reports (tabs)

  • Overview, Qualification, Sales Dashboard, Agents, Pipeline, Forecast, Quotas, Outreach, Conversion, Workspaces.

KPI definitions (Overview)

  • Total Pipeline Value — sum of open deal values (with deal count).
  • Deals Won — count + value of won deals in the period (+ vs-last-period %).
  • Total Contacts — contacts in scope.
  • Conversion Rate — won / total closed.

Filters

  • Sales Motion, Partner, Product, Lead Tier, Owner, Owner Role, plus the period selector and Clear Filters.

Export & common use

  • Export to CSV where available.
  • Forecast/Conversion tabs for momentum; Agents tab for rep performance; Quotas for attainment; Outreach for sequence/activity volume.
Reference

Administration & configuration

AreaWhereWhat you set
WorkspaceSettings → WorkspaceName, colour, description, timezone, currency.
SLA configSettings → Workspace (Sales SLAs)Speed-to-Lead (min, default 15), Lead Cadence (h, default 24), Deal Cadence (h, default 72) — all must be > 0.
User managementSettings → TeamInvite users; activation/invite tokens; statuses.
Role managementSettings → TeamRole per user: admin / manager / sales / finance / viewer.
Pipeline configSettings → PipelinesStages, probability, required_fields (gates), calculation gates, trigger rules. (Elev8 Sales pipeline is locked.)
AI & IntelligenceSettings → AI & IntelligenceAI provider/model + daily/monthly usage limits.
IntegrationsSettings → IntegrationsProvider keys (openai, anthropic, openrouter, twilio, sendgrid, acs, mailgun, gmail, outlook, discord, google_calendar, stripe, wise, paypal) — key ≥10 chars, encrypted, testable.
WebhooksSettings → WebhooksURL (≥10 chars), events (deal_created, deal_stage_changed, deal_won/lost, contact_, lead_, form_submitted, task_*), HMAC secret.
SecuritySettings → SecuritySession/security. Auth = JWT (24h) + per-tenant isolation; passwords bcrypt-hashed.
Reference

Troubleshooting

Organised by the reviewer's categories: each row gives the symptom (often the exact message), the cause, the resolution and the escalation path.

Validation & missing-field errors

Symptom (message)CauseResolution / escalation
“Closed Won requires final contract value, payment terms, and a complete handoff form”Gate fields/handoff missingFill contract_final_value, payment_terms and the handoff form; or manager/admin override with a reason.
“win_reason is required” / “loss_reason …”Closing without a reasonAdd the reason (or override).
“Every active deal must always have a next step scheduled”next_step_at emptySet a next step date on the deal.
“Discovery / Demo Completed requires … stakeholder map and full SPICED coverage”Stage gateComplete demo notes, next step, stakeholder map and all 6 SPICED keys.
Can't qualify a leadScoring/company/contact info incompleteComplete the required scoring + company + contact fields.

Permission & access errors

SymptomCauseResolution / escalation
“Finance users can access Closed Won deals only” (403)Finance restriction by designUse a sales/manager account for non-won actions.
“Stage ‘X’ requires manager approval” (403)Manager-approval stage gateSubmit an approval; a manager/admin approves or overrides.
“Manager or admin role required” / “Admin access required for override”Insufficient role for the actionAsk a manager (decide) or admin (override).

Duplicate, integration & webhook errors

SymptomCauseResolution / escalation
409 duplicate_contact / duplicate_leadEmail already exists in the workspaceUse the existing record; admin/manager override with a 3+ char reason.
“Another account already uses this name/domain”Account name/domain not uniqueReuse the existing account (no override path).
Integration test failsBad/short key or provider-specific field missingRe-enter a valid key (≥10 chars); check provider fields (e.g. SendGrid from_email); retest. Escalate to Admin.
Webhook not firingInactive subscription or invalid eventCheck the event is in the valid set, the subscription is active, and review last_status_code/last_error.

Login & user-access

SymptomCauseResolution / escalation
Login fails / 401Wrong tenant slug or inactive userRe-enter the workspace (e.g. demo); an admin reactivates the user.
Session expiredJWT past its 24h expirySign in again.
Reference

End-to-end walkthrough — Lead → Closed-Won → Hand-off

One client followed through the whole CRM motion, screen by screen.

  1. Capture (Leads). Add Lead → a record appears in new. Assign an owner to move it to working; log touches and discovery notes to reach info_collected. (Leads screen.)
  2. Qualify (Leads). Complete scoring + company + contact fields → set qualified. (Leads screen.)
  3. Convert (Leads → Pipeline). Convert → create/link account & contact, set amount/close date/product → a deal appears in the Pipeline open; the lead becomes converted. (Pipeline screen.)
  4. Advance (Pipeline). Move the deal stage by stage via Next, satisfying each gate (calendar sync, SPICED + stakeholder map, proposal value, payment terms). Keep next_step_at current. (Pipeline screen.)
  5. Close-Won (Pipeline). Provide contract_final_value, payment_terms, the handoff form and a win_reason → move to Closed Won. The deal locks at 100%. (Pipeline screen.)
  6. Hand-off (automatic). Automations fire: delivery owner assigned, kickoff task, finance notified, commission created, and a contract is created in Labyrinth. Verify on the deal (spiced.labyrinth_light: synced). (See ‘The hand-off to Labyrinth’.)
Approval-flow variant: if a stage is gated, the rep submits an approval (Approvals) → the manager reviews and approves/rejects → on approval the stage unblocks; on repeated rejection it escalates to admin override.
Reference

The hand-off to Labyrinth (for users)

What happens to a client after you win the deal — and how to confirm it.

Before the hand-off (what you must complete)

  • Final contract value, payment terms and a complete handoff form on the deal — all required to reach Closed-Won.

How you trigger it

  • Move the deal to Closed-Won with a win reason. The hand-off fires automatically — there is no separate button.

What transfers

  • Client/deal identity, the contract value and notes — Labyrinth creates a contract named “<Client> Operating Launch” (stage SIGNED, journey ONBOARDING) with three starter milestones and operational requests.

How to confirm success

  • The deal records spiced.labyrinth_light = {status:'synced', created:true, contract_id} with a contract link; the client then appears in Labyrinth (System Factory / Contracts).

If it doesn't appear

If the contract isn't created, the hand-off may be disabled for the environment (the FLAG_HANDOFF_ENABLED kill-switch is off, in which case the close is rolled back rather than silently lost) or a config issue occurred — a config matter, not a data-entry error. Check spiced.labyrinth_light on the deal ({status:'skipped'|'failed', reason}) and raise it with eng rather than re-closing the deal. (Verified live 2026-06-07.)