Aventora CRM — User Guide
Version: 1.0 Last updated: June 2026 Audience: Sales representatives, service coordinators, team leads, and workspace administrators using Aventora CRM.
Table of Contents
- Introduction
- Your Workspace and Industry Presets
- Navigating Aventora CRM
- Core Records
- Working with Records
- Sales Cockpit
- Engage by Aventora
- Settings
- Administration
1. Introduction
What is Aventora CRM?
Aventora CRM is your central workspace for managing client relationships, deals, and follow-up activity. It gives your team one shared view of every contact, company, and opportunity — so nothing falls through the cracks and everyone has the same picture of where each relationship stands.
Aventora CRM is built for teams that operate in relationship-driven industries: insurance, mortgage, financial advising, real estate, and general sales. Rather than a one-size-fits-all database, your workspace is configured to match the way your industry works, with terminology, pipeline stages, and client fields that make sense for your business.
How Aventora CRM and Engagement Hub work together
Aventora CRM is one of two applications in the Aventora platform:
| Application | What it's for |
|---|---|
| Aventora CRM | Your contact database, deal pipeline, tasks, notes, and activity history |
| Aventora Admin (Engagement Hub) | Outreach campaigns, phone and SMS automation, live chat queue, and email sequences |
The two applications are linked. When your team starts a call, sends a message, or runs an email campaign from Engagement Hub, the outcome is automatically written back to the matching contact record in Aventora CRM. You do not need to copy and paste notes between systems — activity synchronizes automatically.
You can also start outreach directly from a contact record in Aventora CRM using the Engage by Aventora feature (see Part 7).
Aventora CRM (contacts, pipeline, history)
↕
Aventora Engagement Hub (calls, SMS, email campaigns, live chat)
Who this guide is for
This guide is written for anyone who works in Aventora CRM day to day:
| Role | What to focus on |
|---|---|
| Sales representative | Parts 2–7 — presets, contacts, pipeline, Cockpit, engagement |
| Service coordinator | Parts 3–5 — navigation, records, tasks, notes |
| Team lead / manager | Part 6 — Sales Cockpit (team view) |
| Workspace administrator | Parts 8–9 — settings and administration |
Before you begin
Your Aventora CRM workspace should already be set up and connected to Engagement Hub by your Aventora administrator. If you have not received a login link, contact your team's workspace admin.
2. Your Workspace and Industry Presets
2.1 What is a Preset?
When your Aventora CRM workspace is created, it is configured with an industry preset. A preset is a complete configuration package that shapes your CRM to match the terminology and workflow of your industry. It controls:
- What your records are called — The three core record types in Aventora CRM are a contact, a company, and a deal. In a mortgage workspace those become Borrower, Lender, and Mortgage. In a real estate workspace they become Contact, Brokerage, and Deal.
- What fields appear on each record — A mortgage contact has fields for credit score, purchase price, and closing date. An insurance contact has fields for policy type, annual premium, and renewal date. Fields that are irrelevant to your industry do not appear.
- Your pipeline stages — Each industry has a different sequence of stages a deal moves through. An insurance policy pipeline runs from Lead to Active Client. A mortgage pipeline runs from Lead to Funded.
- Your saved views — Smart lists that are pre-built for your workflow appear in the sidebar. An insurance workspace has views like Renewals Due This Month and Policies Expiring Soon. A real estate workspace has Hot Leads, Active Buyers, and Active Sellers.
- Your dashboards — Widgets on your home dashboard are selected to match the metrics your industry tracks: premium volume, assets under management, deals funded, or buyer pipeline value.
A preset is set at workspace creation and does not change after setup. If you are unsure which preset your workspace uses, see Section 2.2.
There are five presets available in Aventora CRM:
| Preset | Industry | Contact label | Company label | Deal label |
|---|---|---|---|---|
| Generic | General sales / any industry | Person | Company | Opportunity |
| Insurance | Insurance agents and brokers | Client | Employer | Policy |
| Mortgage | Mortgage agents and brokers | Borrower | Lender | Mortgage |
| Financial Advisor | Wealth and financial planning | Client | Household | Plan |
| Real Estate | Real estate agents and teams | Contact | Brokerage | Deal |
2.2 How to Identify Your Preset
- Sign in to Aventora CRM.
- Look at the left sidebar. The label next to the contacts icon tells you what your workspace calls a contact.
- If you see People → you are on the Generic preset.
- If you see Clients and deal label is Policies → you are on the Insurance preset.
- If you see Borrowers → you are on the Mortgage preset.
- If you see Clients and deal label is Plans → you are on the Financial Advisor preset.
- If you see Contacts and deal label is Deals → you are on the Real Estate preset.
- You can also look at a contact record — the field groups visible on that record confirm your preset.
2.2.1 Entity Name, Label, and Menu Crosswalk
Use this table when you want one clear mapping between the standard CRM entity names used in this guide and what those entities are called in each preset and left menu.
| Canonical entity name (this guide) | Generic | Insurance | Mortgage | Financial Advisor | Real Estate |
|---|---|---|---|---|---|
| Contact entity | Person / People (menu) | Client / Clients (menu) | Borrower / Borrowers (menu) | Client / Clients (menu) | Contact / Contacts (menu) |
| Company entity | Company / Companies (menu) | Employer / Employers (menu) | Lender / Lenders (menu) | Household / Households (menu) | Brokerage / Brokerages (menu) |
| Deal entity | Opportunity / Opportunities (menu) | Policy / Policies (menu) | Mortgage / Mortgages (menu) | Plan / Plans (menu) | Deal / Deals (menu) |
In short: the underlying CRM structure is always Contact, Company, and Deal entities, while the visible labels and menu names change by preset.
2.3 Generic Preset
Who it is for: Teams that do not fit a specific industry or prefer a standard sales workflow.
Record labels: People, Companies, Opportunities
Pipeline Stages
| Stage | Meaning |
|---|---|
| Lead | New prospect, not yet contacted |
| Contacted | First contact made |
| Qualified | Prospect confirmed as a fit |
| Proposal | Proposal or quote delivered |
| Negotiation | Terms being discussed |
| Won | Deal closed and won |
Saved Views
| View name | Who to expect here |
|---|---|
| New Leads | Recently added prospects not yet contacted |
| Active Opportunities | Deals currently in progress |
| Closing This Month | Deals with a close date in the current month |
| Stale Deals | Deals with no recent activity |
Dashboard Widgets
- Pipeline Overview — value and count by stage
- Deals Closing Soon — deals with upcoming close dates
- New Leads — recently added prospects
- Revenue Forecast — projected revenue based on stage weighting
Automation Rules (when enabled)
| Rule | What it does |
|---|---|
| AI Suggested Actions | Surfaces high-engagement or stalled opportunities for follow-up |
| Lead Follow-Up | Prompts action when a lead has had no contact |
| Deal Review | Flags deals that have not moved stages |
| Missed Call Follow-Up | Queues a callback when a call was not answered |
| No Reply Follow-Up | Prompts follow-up when an outreach attempt had no response |
2.4 Insurance Preset
Who it is for: Insurance agents and brokers managing individual clients, employers, and policies across life, health, property, auto, and commercial lines.
Record labels: Clients, Employers, Policies
Pipeline Stages
| Stage | Meaning |
|---|---|
| Lead | New prospect, details not yet gathered |
| Contacted | Initial conversation had |
| Needs Analysis | Client needs are being assessed |
| Quote Prepared | Quote calculated and ready |
| Quote Presented | Quote delivered to prospect |
| Application Submitted | Application sent to carrier |
| Issued | Policy has been issued by the carrier |
| Active Client | Policy in force, ongoing relationship |
Client Fields (Insurance)
These fields appear on every client record in an insurance workspace. They capture the information your team needs to manage policies and renewals.
| Field name | Type | Description |
|---|---|---|
| Date of Birth | Date | Client's date of birth (used for age-based products) |
| Occupation | Text | Client's current occupation |
| Marital Status | Single / Married / Divorced / Widowed | Relevant to coverage needs |
| Dependents | Number | Number of dependents the client has |
| Smoking Status | Non-Smoker / Smoker | Affects underwriting and premium calculation |
| Risk Class | Preferred / Standard / Substandard | Underwriting risk classification |
| Policy Renewal Date | Date | When the current policy is up for renewal |
| Policy Type | Life / Health / Property / Auto / Commercial | Category of insurance |
| Annual Premium | Currency | Annual premium amount |
| Carrier | Text | Name of the insurance carrier |
| Coverage Amount | Currency | Total insured coverage amount |
Saved Views
| View name | Who to expect here |
|---|---|
| New Prospects | Leads that have not yet been contacted |
| Policies Expiring Soon | Clients with renewals approaching |
| Renewals Due This Month | Policies renewing within the current month |
| High Value Clients | Clients with the highest annual premium |
| Cross-Sell Opportunities | Existing clients likely to benefit from additional coverage |
| Clients Without Contact In 12 Months | Clients who have not been engaged in over a year |
| Claims Follow-Up | Clients with active or recent claims to follow up on |
| Lapsed Policies | Policies that have lapsed and may be re-activated |
Dashboard Widgets
- Policies Renewing This Month — renewal count and premium at risk
- Quotes Pending — quotes in pipeline awaiting decision
- Renewals Due — upcoming renewals calendar
- Cross-Sell Opportunities — clients flagged for additional product conversations
- Active Clients — total active policy count
- Premium Volume — total premium under management
- Policies At Risk — policies with risk indicators (non-payment, lapse warning)
Automation Rules (when enabled)
| Rule | What it does |
|---|---|
| Renewal Reminder | Notifies agent and triggers outreach before renewal date |
| Cross-Sell Recommendation | Flags existing clients for additional product conversations |
| Policy Review Scheduling | Prompts annual review scheduling for active clients |
| Claims Follow-Up | Queues check-in after a claim is filed |
| Annual Client Review | Triggers yearly review workflow |
| Missed Call Follow-Up | Queues a callback after a missed call |
| No Reply Follow-Up | Prompts follow-up when outreach had no response |
Advisor Profiles
Your workspace may be configured for a specific type of insurance advisor. The profile affects which views and automation rules are active by default.
| Profile | Description |
|---|---|
| Personal Lines | Individual auto, home, and life insurance |
| Commercial Lines | Business policies and group coverage |
| Benefits Advisor | Group benefits and employee health plans |
| Broker Owner | Brokerage-level oversight with team visibility |
| General Insurance Advisor | Full-spectrum insurance across all lines |
2.5 Mortgage Preset
Who it is for: Mortgage agents and brokers managing borrowers through the mortgage origination process from lead to funded deal.
Record labels: Borrowers, Lenders, Mortgages
Pipeline Stages
| Stage | Meaning |
|---|---|
| Lead | New prospect, initial details captured |
| Discovery | Needs assessment conversation underway |
| Pre-Qualification | Initial affordability assessed |
| Application Submitted | Full mortgage application filed |
| Underwriting | Application under review by the lender |
| Conditional Approval | Approved with conditions outstanding |
| Approved | Full approval received |
| Funded | Mortgage closed and funds disbursed |
Borrower Fields (Mortgage)
These fields appear on every borrower record in a mortgage workspace.
| Field name | Type | Description |
|---|---|---|
| Purchase Price | Currency | Target purchase price of the property |
| Down Payment | Currency | Down payment amount the borrower is providing |
| Mortgage Amount | Currency | Total mortgage amount being financed |
| Employment Status | Employed / Self-Employed / Unemployed / Retired | Borrower's employment situation |
| Annual Income | Currency | Borrower's annual gross income |
| Credit Score | Number | Borrower's credit score |
| Mortgage Type | Fixed / Variable / HELOC | Type of mortgage product being sought |
| Closing Date | Date | Expected or confirmed closing date |
| Property Address | Text | Address of the property being financed |
| Property Value | Currency | Appraised or market value of the property |
Saved Views
| View name | Who to expect here |
|---|---|
| New Leads | Prospects not yet contacted |
| Pre-Approvals | Borrowers at pre-qualification or conditional approval |
| Applications In Progress | Active applications in underwriting |
| Conditions Outstanding | Approved deals with outstanding conditions |
| Closing Soon | Deals with upcoming closing dates |
| Renewals Upcoming | Existing clients with mortgages coming up for renewal |
| Refinance Opportunities | Past clients who may benefit from refinancing |
| Past Clients | Funded borrowers available for renewal/referral outreach |
Dashboard Widgets
- Applications Submitted — applications filed and in process
- Deals Closing This Month — funded deals expected this month
- Renewals Upcoming — mortgage renewals in the next 90 days
- Refinancing Opportunities — past clients where rates suggest refinance value
- Funded Volume — total dollar value of funded mortgages
- Lead Conversion — lead-to-application conversion rate
- Pipeline Value — total value of mortgages in progress
Automation Rules (when enabled)
| Rule | What it does |
|---|---|
| Document Reminder | Follows up with borrowers who have not submitted required documents |
| Condition Follow-Up | Tracks and follows up on outstanding approval conditions |
| Rate Review | Alerts when rate changes may benefit a borrower in progress |
| Renewal Outreach | Triggers renewal conversation 90–120 days before renewal date |
| Refinancing Opportunity Detection | Flags past clients for potential refinancing |
| Missed Call Follow-Up | Queues a callback after a missed call |
| No Reply Follow-Up | Prompts follow-up when outreach had no response |
2.6 Financial Advisor Preset
Who it is for: Financial advisors, wealth managers, and financial planners managing client relationships, financial plans, and advisory pipelines.
Record labels: Clients, Households, Plans
Pipeline Stages
| Stage | Meaning |
|---|---|
| Prospect | New potential client, not yet in discovery |
| Discovery | Learning about the client's financial situation and goals |
| Financial Review | Detailed analysis of assets, income, and objectives |
| Plan Presented | Financial plan delivered to the client |
| Proposal Accepted | Client has agreed to move forward |
| Implementation | Plan is being put into action |
| Review Scheduled | Ongoing relationship — next review booked |
| Ongoing Client | Active client in regular review cycle |
Client Fields (Financial Advisor)
These fields appear on every client record in a financial advisor workspace.
| Field name | Type | Description |
|---|---|---|
| Net Worth | Currency | Client's total estimated net worth |
| Annual Income | Currency | Client's annual gross income |
| Retirement Goal | Currency | Target retirement savings/income goal |
| Risk Tolerance | Conservative / Moderate / Aggressive | Client's investment risk comfort level |
| Investment Experience | Beginner / Intermediate / Advanced | Client's familiarity with investing |
| Investment Objective | Text | Primary goal (e.g., growth, income, preservation) |
| Target Retirement Date | Date | When the client plans to retire |
| Managed Assets | Currency | Total assets under your management for this client |
| Last Review Date | Date | Date of most recent portfolio or plan review |
| Next Review Date | Date | Date of the next scheduled review |
Saved Views
| View name | Who to expect here |
|---|---|
| Prospects | Clients in the early stages of the relationship |
| Review Due | Clients whose review date has passed or is approaching |
| High Net Worth | Clients above a defined asset or net worth threshold |
| Retirement Planning | Clients actively planning for retirement |
| Investment Opportunities | Clients flagged for additional investment conversations |
| Inactive Clients | Clients with no recent engagement |
| Referral Opportunities | Satisfied clients who may provide referrals |
| VIP Clients | High-value clients requiring priority attention |
Dashboard Widgets
- Reviews Due — clients overdue or upcoming for review
- Assets Under Management — total AUM across your book
- New Prospects — recently added prospects not yet converted
- Referrals Generated — referrals credited to you this period
- Client Meetings — upcoming scheduled meetings
- Revenue Forecast — projected fees or commissions
- Clients At Risk — clients showing disengagement signals
Automation Rules (when enabled)
| Rule | What it does |
|---|---|
| Annual Review Reminder | Triggers review scheduling when next review date approaches |
| Retirement Planning Follow-Up | Follows up with clients in retirement planning conversations |
| Referral Request | Prompts a referral ask after a successful milestone |
| Client Satisfaction Outreach | Sends check-in to clients who have been quiet |
| Portfolio Review Scheduling | Automates booking for scheduled portfolio reviews |
| Missed Call Follow-Up | Queues a callback after a missed call |
| No Reply Follow-Up | Prompts follow-up when outreach had no response |
2.7 Real Estate Preset
Who it is for: Real estate agents, listing agents, buyer agents, and team leaders managing buyer and seller relationships.
Record labels: Contacts, Brokerages, Deals
Real estate is unique in Aventora CRM because it uses three separate pipelines rather than one. Each pipeline tracks a different type of relationship: one for buyer clients, one for seller clients, and one for team lead management.
Contact Types
Every contact in a real estate workspace has a Contact Type field that determines which buyer or seller fields are relevant.
| Contact Type | Meaning |
|---|---|
| Buyer | Client looking to purchase a property |
| Seller | Client looking to sell a property |
| Buyer & Seller | Client doing both simultaneously |
| Investor | Client purchasing for investment purposes |
| Tenant | Rental client |
| Landlord | Property owner seeking tenants |
| Referral Partner | Agent, lawyer, or other professional sending referrals |
| Past Client | Previously closed buyer or seller |
Buyer Pipeline
| Stage | Meaning |
|---|---|
| New Lead | New buyer inquiry received |
| Contacted | First conversation completed |
| Qualified | Buyer's needs, budget, and timeline confirmed |
| Pre-Approved | Mortgage pre-approval obtained |
| Property Search | Actively searching properties |
| Showing Scheduled | Showing booked |
| Offer Submitted | Offer has been made on a property |
| Conditional | Offer accepted with conditions |
| Firm Deal | Conditions removed, deal is firm |
| Closed | Transaction completed |
Seller Pipeline
| Stage | Meaning |
|---|---|
| New Seller Lead | New seller inquiry received |
| Contacted | First conversation completed |
| Property Evaluation | CMA or property walkthrough completed |
| Listing Appointment | Appointment booked to present listing |
| Listing Agreement Signed | Seller has signed the listing contract |
| Active Listing | Property listed on MLS |
| Offer Received | Offer submitted by a buyer |
| Conditional Sale | Offer accepted with conditions |
| Sold | Conditions removed, property sold |
Team Lead Pipeline
Used by teams where leads are assigned to specific buyer or listing agents.
| Stage | Meaning |
|---|---|
| New Lead | Lead received by the team |
| Assigned | Lead assigned to an agent |
| Agent Working | Agent has made contact |
| Qualified | Lead qualified and actively working |
| Deal Active | Offer or listing in progress |
| Closed | Transaction completed |
Buyer Contact Fields
| Field name | Type | Description |
|---|---|---|
| Budget Minimum | Currency | Minimum price range the buyer will consider |
| Budget Maximum | Currency | Maximum price range (affordability ceiling) |
| Property Type | Detached / Semi-Detached / Townhouse / Condo / Multi-Family / Land / Commercial | Type of property being sought |
| Bedrooms | Number | Minimum bedrooms required |
| Bathrooms | Number | Minimum bathrooms required |
| Preferred Cities | Text | Cities or areas the buyer is targeting |
| Preferred Neighbourhoods | Text | Specific neighbourhoods of interest |
| Mortgage Pre-Approved | Yes / No | Whether the buyer has a pre-approval letter |
| Mortgage Amount | Currency | Approved mortgage amount |
| First Time Buyer | Yes / No | Flags eligibility for first-time buyer incentives |
| Target Purchase Date | Date | When the buyer wants to close |
| Currently Working With a Realtor | Yes / No | Whether the buyer has another agent relationship |
| Showing Count | Number | Number of showings completed |
| Last Showing Date | Date | Date of most recent property showing |
Seller Contact Fields
| Field name | Type | Description |
|---|---|---|
| Property Address | Text | Address of the property being sold |
| Property Type | Detached / Semi-Detached / Townhouse / Condo / Multi-Family / Land / Commercial | Type of property |
| Current Mortgage | Currency | Outstanding mortgage balance |
| Estimated Value | Currency | Agent's estimated market value |
| Desired Sale Price | Currency | Price the seller is hoping to achieve |
| Listing Date | Date | Date the property was or will be listed |
| MLS Number | Text | MLS listing identifier |
| Occupancy Status | Owner Occupied / Tenant Occupied / Vacant | Current state of the property |
Saved Views
| View name | Who to expect here |
|---|---|
| New Leads | All new contacts not yet contacted |
| Hot Leads | High-priority leads (temperature = hot) |
| Warm Leads | Leads in active conversation but not yet committed |
| Cold Leads | Leads that have gone quiet |
| Needs Follow-Up | Contacts where a follow-up action is overdue |
| Active Buyers | Buyer contacts currently searching |
| Pre-Approved Buyers | Buyers who have mortgage pre-approval |
| Active Sellers | Seller contacts with active listings |
| Referral Partners | Contacts flagged as referral sources |
| Unassigned Leads | Team leads not yet assigned to an agent |
Dashboard Widgets
- New Leads Today — count of new leads received today
- Hot Leads — leads with high engagement or urgency score
- Follow-Ups Due — contacts where a follow-up is overdue
- Leads Requiring Attention — contacts with signals indicating immediate action needed
Automation Rules (when enabled)
| Rule | What it does |
|---|---|
| Real Estate New Lead | Triggers immediate outreach when a new contact is added |
| Real Estate Inactive Lead | Flags a lead after 14 days of no activity |
| Showing Follow-Up | Sends a follow-up after a property showing |
| Seller Listing Follow-Up | Triggers check-in after a listing appointment |
| Missed Call Follow-Up | Queues a callback after a missed call |
| No Reply Follow-Up | Prompts follow-up when outreach had no response |
3. Navigating Aventora CRM
When you sign in to Aventora CRM, the left sidebar is your primary navigation. Every section is described below.
Sidebar Items
Sales Cockpit
Your daily work queue. When the Sales Cockpit is enabled for your workspace, this is your home screen. It surfaces contacts ranked by urgency and provides AI-suggested actions so you always know who to call next. See Part 6 for the full guide.
If Sales Cockpit is not visible in your sidebar, it has not been enabled for your workspace. Contact your workspace admin.
People / Clients / Borrowers / Contacts
(The label depends on your preset.) This is your full contact database — every individual person you are managing a relationship with. This is the most-used section of the CRM.
Companies / Employers / Lenders / Brokerages / Households
(The label depends on your preset.) Your company or organization records. People can be linked to companies, and companies can be linked to deals.
Opportunities / Policies / Mortgages / Plans / Deals
(The label depends on your preset.) Your deal pipeline. Opportunities represent active deals moving through your pipeline stages. You can view them as a kanban board or a table.
Tasks
Open action items — things you need to do. Tasks can be linked to a contact, company, or opportunity. They appear in your timeline and can be assigned to team members.
Notes
Free-form notes attached to contacts, companies, or opportunities. Notes appear in the activity timeline and can include attachments.
Dashboards
Custom dashboards with charts and widgets. Your preset includes pre-built widgets for the metrics that matter to your industry. Workspace admins can create additional dashboards.
Workflows
Automated processes that run in the background. When enabled by your admin, workflows can send emails, create tasks, or update records based on triggers you define (for example, "when a policy renewal date is within 30 days, create a task to call the client").
Settings
Click the gear icon or your workspace name at the bottom of the sidebar to open Settings. Settings are divided into your personal preferences and workspace-wide configuration (admin only). See Part 8.
Search
The search bar at the top of the sidebar searches across all record types — contacts, companies, deals, tasks, and notes — in real time.
Notifications
The bell icon in the top right shows mentions, task assignments, and important activity updates from records you are watching.
Favorites
Records you have starred (contacts, companies, or opportunities) appear in a Favorites section at the top of the sidebar for one-click access. See Favorites / Pinned Records in Part 5 for instructions on how to add or remove a favorite.
4. Core Records
Aventora CRM has six core record types. Understanding each one helps you get the most out of the platform.
4.1 People (Contacts)
A Person record (or Client, Borrower, Contact — depending on your preset) represents an individual you are managing a relationship with. This is the heart of the CRM.
Standard Fields
Every contact record has these fields regardless of preset:
| Field | Description |
|---|---|
| Full Name | First and last name |
| One or more email addresses (primary is used for outreach) | |
| Phone | One or more phone numbers (primary is used for calls and SMS) |
| Job Title | The contact's role or title |
| City | City of residence or work |
| LinkedIn profile URL | |
| Company | The company or organization this person belongs to |
| Avatar / Photo | Profile photo |
| Created By | Which team member added this record |
| X / Twitter | X (Twitter) profile URL |
Preset-Specific Fields
Depending on your preset, additional fields appear below the standard fields:
- Insurance workspace: policy, coverage, and underwriting fields — see Section 2.4
- Mortgage workspace: borrower financial and property fields — see Section 2.5
- Financial Advisor workspace: wealth, investment, and review fields — see Section 2.6
- Real Estate workspace: buyer and/or seller fields depending on contact type — see Section 2.7
Tabs on a Contact Record
When you open a contact, you will see several tabs:
| Tab | What you find here |
|---|---|
| Timeline | All activity — emails, calls, notes, tasks, and CRM changes in chronological order |
| Fields | All the data fields for the contact |
| Opportunities | Deals linked to this person |
| Tasks | Open and completed tasks linked to this person |
| Notes | Notes written about this person |
| Emails | Email threads synced from your connected email account |
| Calendar Events | Calendar events involving this person (if your calendar is connected) |
| Attachments | Files uploaded to this person's record |
| Sales | Lead score, engagement score, temperature, urgency, and suggested actions (when Sales Cockpit is enabled) |
| Engage by Aventora | Start or review outreach from Engagement Hub (when connected) |
Related Records
A contact can be connected to:
- One Company — the organization they belong to
- Multiple Opportunities — the deals they are a point of contact for
- Multiple Tasks and Notes
- All outreach history from Engagement Hub (calls, SMS, emails)
4.2 Companies
A Company record (or Employer, Lender, Brokerage, Household — depending on your preset) represents an organization. Companies group contacts and opportunities together.
Standard Fields
| Field | Description |
|---|---|
| Name | Company or organization name |
| Website | Company website URL |
| Employees | Number of employees |
| Company LinkedIn URL | |
| Annual Recurring Revenue | Company ARR (for sales contexts) |
| Address | Full address |
| Ideal Customer Profile | Flag this company as a priority target |
| Account Owner | Which team member owns this company relationship |
| X / Twitter | Company X (Twitter) profile URL |
Tabs on a Company Record
| Tab | What you find here |
|---|---|
| Timeline | All activity associated with this company |
| Fields | Company data fields |
| People | All contacts associated with this company |
| Opportunities | All deals linked to this company |
| Tasks | Tasks linked to this company |
| Notes | Notes about this company |
| Attachments | Files attached to this company |
4.3 Opportunities (Deals)
An Opportunity record (or Policy, Mortgage, Plan, Deal — depending on your preset) represents an active deal you are working to close. Opportunities have a pipeline stage, a value, and a close date.
Standard Fields
| Field | Description |
|---|---|
| Name | A descriptive name for the deal |
| Amount / Value | The monetary value of the deal |
| Close Date | Expected or committed closing date |
| Stage | Current position in the pipeline |
| Company | The company this deal belongs to |
| Point of Contact | The main person involved in this deal |
| Owner | Which team member is responsible for this deal |
Pipeline Stages
Pipeline stages depend on your preset. Each stage represents a milestone in the journey from first contact to a closed deal. Refer to your preset section (2.3 through 2.7) for the full list of stages.
Board View vs. Table View
You can view your opportunities in two ways:
Board (Kanban) View — Each pipeline stage appears as a column. Deals are shown as cards. You can drag a card from one column to another to advance its stage. This view gives you a visual overview of your entire pipeline at a glance.
Table View — Deals are listed as rows with columns for name, stage, value, close date, and other fields. This view is better for sorting, filtering, and bulk editing.
To switch views, use the view selector buttons at the top right of the Opportunities page.
4.4 Tasks
A Task is something you need to do. Tasks are linked to a contact, company, or deal and appear in that record's timeline.
Tabs on an Opportunity Record
| Tab | What you find here |
|---|---|
| Timeline | All activity on this deal — notes, stage changes, emails, and tasks |
| Fields | All the data fields for this opportunity |
| Tasks | Tasks linked to this deal |
| Notes | Notes written about this deal |
| Attachments | Files attached to this deal |
Marking a Deal Won or Lost
When a deal reaches its conclusion, update its stage to reflect the outcome:
- Won — drag the card to the Won column in board view, or select Won from the Stage field. The deal stays in your records for reporting and history.
- Lost — drag the card to the Lost column, or select Lost from the Stage field. You can add a note explaining why the deal was lost. Lost deals are excluded from active pipeline views but remain in the record for future reference.
In all preset workspaces, Won and Lost are always available as final stages regardless of the industry pipeline.
4.4 Tasks
A Task is something you need to do. Tasks are linked to a contact, company, or deal and appear in that record's timeline.
Fields on a Task
| Field | Description |
|---|---|
| Title | What needs to be done |
| Status | Open or Completed |
| Due Date | When the task needs to be done by |
| Assigned To | Which team member is responsible |
| Linked To | The contact, company, or deal this task belongs to |
Creating a Task
You can create a task from several places:
- From the Tasks section in the sidebar (creates a standalone task)
- From the Tasks tab on a contact, company, or opportunity record (links automatically)
- From a Suggested Action in the Sales Cockpit
Completing a Task
Open the task and change its status to Completed, or click the checkbox icon in the task list. Completed tasks remain in the timeline for reference.
4.5 Notes
A Note is free-form text you write about a contact, company, or deal. Notes are great for recording the outcome of a conversation, capturing details from a meeting, or adding context that does not belong in a form field.
Notes appear in the Timeline of whatever record they are attached to, along with the date and the name of the team member who wrote them.
Notes can include attachments — files uploaded alongside the note text.
Creating a Note
- Open a contact, company, or opportunity record.
- Click Add Note on the Timeline tab or the Notes tab.
- Write your note.
- Optionally attach a file.
- Press Save.
4.6 Attachments
Files can be attached to any contact, company, opportunity, task, or note. Attachments are visible in the Attachments tab of the record they belong to and appear as links in the timeline when they are uploaded.
Common uses for attachments:
- Insurance certificates or policy documents uploaded to a client record
- Pre-approval letters on a borrower record
- Financial statements or proposals on an opportunity record
- Signed agreements on a deal record
Uploading an Attachment
Open any record, go to the Attachments tab, and click Upload File. You can also drag and drop files directly onto the tab.
4.7 Activity Timeline
Every contact, company, and opportunity record has a Timeline tab — a unified activity history that shows everything that has happened with that record.
The timeline includes:
| Entry type | When it appears |
|---|---|
| When a synced email from your connected email account involves this person | |
| Calendar Event | When a synced calendar event involves this person |
| Call outcome | When Engagement Hub syncs a call result for this contact |
| SMS / WhatsApp outcome | When a message is sent or received through Hub |
| Note | When a team member writes a note |
| Task created / completed | When a task linked to this record is created or completed |
| Opportunity stage change | When a deal moves to a new pipeline stage |
| Record field updated | When a significant field changes |
| Attachment uploaded | When a file is added to the record |
The timeline is sorted with the most recent activity at the top. You can scroll down to see full history. This gives you and your teammates an instant understanding of the current state of a relationship without having to ask anyone.
5. Working with Records
Creating a New Record
From the sidebar: Click the icon next to the section name (People, Opportunities, etc.). A quick-create panel opens on the right side of the screen where you can enter the minimum required information.
From the + button: Inside any list view, click the + New [Record Type] button at the bottom of the list to add a row directly in-line.
From a related record: On a company record, click + Add Person to create a contact already linked to that company. On a contact record, click + New Opportunity to create a deal already linked to that person.
Editing a Record
Open the record by clicking on its name. All fields are editable — click any field to update it. Changes are saved automatically when you click elsewhere.
To edit multiple records at once, use Table View in the relevant section and click to edit cells directly in the table.
Linking Records
Linking a person to a company:
- Open the person's record.
- In the Company field, start typing the company name.
- Select the company from the dropdown — or click + New Company to create one.
Linking a person to an opportunity:
- Open the opportunity record.
- In the Point of Contact field, select the person.
- Or open the person's record and click + New Opportunity from their Opportunities tab.
Linking a company to an opportunity:
- Open the opportunity record.
- In the Company field, select the company.
Views: Board, Table, and List
Most sections support multiple view types:
| View | Best for |
|---|---|
| Board (Kanban) | Opportunities — drag cards between stages |
| Table | Any record — sorting, filtering, bulk editing |
| List | Contacts, companies — quick scanning and filtering |
Use the view toggle buttons at the top right of any section to switch between views.
Filtering and Sorting
In any record list, click Filter to narrow the records shown:
- Filter by any field (e.g., Show contacts where City = Toronto)
- Combine multiple filters (e.g., City = Toronto AND Stage = Qualified)
- Save a filter as a named view for later reuse
Click Sort to order records by any field (e.g., sort opportunities by close date, ascending).
Saved Views
A saved view is a filter + sort combination with a name. Your preset includes several pre-built views for your industry (see your preset section). You can also create your own:
- Set up your filters and sort order.
- Click Save as View.
- Give it a name.
- The view appears in the sidebar under the relevant section.
Views can be set as private (only visible to you) or shared (visible to all workspace members).
Favorites / Pinned Records
You can pin any contact, company, or opportunity to your sidebar for quick access:
- Open the record.
- Click the star / favorite icon near the record name.
- The record appears in a Favorites section at the top of the sidebar.
This is useful for high-priority clients or deals you need to access every day.
Global Search
The search bar at the top of the sidebar searches across all record types simultaneously. Type a name, email address, phone number, company name, or deal name to find any record instantly.
Search results show the record type (Person, Company, Opportunity), the matching field, and a link to open the record.
6. Sales Cockpit
What is the Sales Cockpit?
The Sales Cockpit is a prioritized work queue that tells you exactly who to contact next — and why. Instead of scrolling through your full contact list deciding where to start, the Cockpit analyses recent activity, engagement signals, and urgency indicators, then surfaces the contacts who most need your attention.
If Sales Cockpit is enabled for your workspace, it is your home screen when you sign in. Think of it as your daily briefing: open it at the start of the day, work through your queue, and close the day knowing nothing important was missed.
Note: The Sales Cockpit must be enabled by your workspace admin. If you do not see it in your sidebar, contact your admin.
Intelligence Fields
The Cockpit assigns several pieces of intelligence to each contact based on their engagement history and recent activity. These fields appear on the contact's Sales tab as well as in the Cockpit panels.
| Field | Range / Values | What it means |
|---|---|---|
| Lead Score | 0 – 100 | A composite score based on positive and negative engagement signals. A higher score means a more engaged, higher-potential contact. |
| Engagement Score | 0 – 100 | How recently and frequently the contact has been engaged. A high engagement score means they have been active recently. |
| Temperature | Cold / Warm / Hot | A simple buying intent level. Hot means the contact is showing strong interest or urgency. |
| Urgency | Low / Medium / High / Critical | How quickly action needs to be taken. Critical contacts need to be contacted today. |
| Suggested Action | Call Now / Send Follow-Up / Escalate / Send Booking Link / Re-Engage | The Cockpit's recommended next step for this contact, based on their signals. |
These scores update automatically as engagement activity comes in from Engagement Hub.
Cockpit Panels
The Sales Cockpit home screen is divided into panels. Each panel shows a different slice of your contact list.
Priority Leads
The main panel at the top of the Cockpit. Contacts are ranked by a combination of urgency, lead score, and recent engagement. The contact who needs your attention most is at the top.
For each contact in this panel you can see:
- Their name and a summary of their most recent activity
- Their current Temperature and Urgency level
- The Suggested Action recommended for them
- Quick action buttons to take action directly from the panel
Suggested Actions
A panel showing open action cards — each card represents one recommended action for one contact. Actions include:
| Action | What to do |
|---|---|
| Call Now | The contact has a high urgency signal (missed call, strong interest). Call them. |
| Send Follow-Up | The contact has not replied to previous outreach. Send a follow-up message. |
| Escalate | Something unusual requires manager involvement or a different approach. |
| Send Booking Link | The contact has shown intent to meet. Send a calendar booking link. |
| Re-Engage | The contact has gone cold. Initiate a re-engagement message. |
For each action card you can:
- Take the action (opens the contact or starts an engagement)
- Snooze the card (come back to it later)
- Dismiss the card (remove it from your queue)
Hot Leads
Contacts with a high lead score and high engagement score — your best current opportunities. Review these regularly to ensure you are prioritizing the right relationships.
Stale Leads
Contacts who were once active but have gone quiet — no engagement activity in a defined period. These contacts are at risk of being lost. The Cockpit surfaces them here so you can decide whether to re-engage or close them out.
Recently Engaged
Contacts who have had recent activity — a call, a message reply, a website visit, or other interaction. Use this panel to follow up while the engagement is fresh.
Leads Requiring Follow-Up
Contacts where outreach has been made but no reply was received, or where a call was missed. These contacts have a pending action that has not been resolved yet.
Team Activity
For team leads and managers only. Shows a summary of what your team has been doing — actions taken, actions dismissed, contacts engaged, and actions still pending. Use this to coach your team and identify where support is needed.
Automation Suggestions
The Cockpit monitors patterns in how your team handles actions and surfaces suggestions for automation rules. For example, if your team consistently sends a follow-up message after every missed call, the Cockpit may suggest creating a Workflow to handle that step automatically. Workspace admins can review these suggestions and activate them in the Workflows section.
Working Your Daily Queue
Here is a recommended workflow for using the Sales Cockpit every day:
Step 1 — Start with Priority Leads Open the Cockpit first thing. Review the Priority Leads panel. The contacts at the top have the most urgent signals. Read the suggested action and take it.
Step 2 — Clear Suggested Actions Work through the Suggested Actions panel. For each card, either take the action, snooze it to a specific time, or dismiss it if it no longer applies. Aim to clear all cards with High or Critical urgency before noon.
Step 3 — Check Leads Requiring Follow-Up These are contacts where your outreach has not received a response. Follow up with them using the Engage by Aventora feature (see Part 7).
Step 4 — Review Stale Leads (weekly) Once a week, go through the Stale Leads panel and make a decision on each one: re-engage, change pipeline stage, or mark as lost.
Step 5 — End-of-day review Check the Recently Engaged panel. If a contact showed activity today that warrants an immediate follow-up, do it before you sign off.
The Sales Tab on a Contact Record
Every contact has a Sales tab that shows their individual intelligence data:
- Lead Score (0–100)
- Engagement Score (0–100)
- Temperature (Cold / Warm / Hot)
- Urgency (Low / Medium / High / Critical)
- Last Engaged At (date and channel)
- Open Suggested Actions for this specific contact
This tab gives you the full picture before you pick up the phone or write a message.
7. Engage by Aventora
What is Engage by Aventora?
Engage by Aventora is the integration panel on each contact record that connects Aventora CRM directly to the Engagement Hub. It lets you start a phone call, send an SMS, or send an email to a contact without leaving the CRM. The outcome of the outreach is automatically synced back to the contact's timeline.
This feature is available when your workspace has been connected to an Engagement Hub account by your admin.
Where to Find It
Open any contact record and scroll down to the Engage by Aventora section, or click the Engage by Aventora tab. If this section is not visible, your workspace admin needs to connect the Aventora Phone app under Settings → Apps.
Prerequisite: Your Engagement Phone Number
To start outreach from the CRM, you need an Engagement Initiator Phone number assigned to your profile. This is the phone number that will be used to make calls or send SMS messages on your behalf.
If you do not have a phone number set:
- Go to Settings → Profile.
- Look for the Engagement Initiator Phone field.
- If it is empty, contact your workspace admin — phone numbers are assigned by the admin who manages your Engagement Hub account.
Quick Message Templates
When you start an engagement, you first select a Quick Message Template. Templates define the purpose and tone of your outreach and match the correct channel options to the type of message.
The following templates are available in all workspaces:
| Template | Purpose | Available Channels |
|---|---|---|
| Thank you — after meeting | Send a thank-you after a conversation or meeting | Phone, SMS, Email |
| Thank you — for your business | Thank a client after a transaction or sign-up | Phone, SMS, Email |
| Happy Birthday | Personal birthday greeting | Phone, SMS, Email |
| Happy Anniversary | Work or relationship anniversary greeting | Phone, SMS, Email |
| Reminder — upcoming meeting | Remind a contact about a scheduled meeting | Phone, SMS, Email |
| Request a meeting | Ask a contact to book a meeting or call | Phone, SMS |
| Confirm upcoming meeting | Confirm a meeting already booked | Phone, SMS, Email |
| Ask to chat | Start a casual conversation to re-open dialogue | Phone, SMS |
| Follow-up check-in | Follow up after no response to previous outreach | Phone, SMS |
| Custom message | Write a fully custom message for this contact | Phone, SMS |
Channel Selection
After choosing a template, select the channel you want to use:
| Channel | How it works |
|---|---|
| Phone | Places a call through Engagement Hub using your assigned phone number |
| SMS | Sends a text message through Engagement Hub |
| Sends a formatted email through Engagement Hub (available for informational templates) |
Not all templates are available on all channels. Appointment-booking templates, for example, are not available by email because they require a two-way response.
Starting a Phone or SMS Engagement
- Open the contact record.
- Go to the Engage by Aventora section.
- Select a Quick Message Template.
- Select Phone or SMS as the channel.
- Click Start.
- Or click Schedule to choose a specific date and time for the outreach to go out. Scheduled engagements are queued in Engagement Hub and run automatically at the specified time.
- Engagement Hub executes the outreach using your assigned number.
- The outcome (call connected, voicemail left, no answer, message delivered, reply received) is synced back to the contact's timeline automatically.
Starting an Email Engagement
Email engagements use professionally designed layouts from your Engagement Hub account. The flow has a few extra steps:
- Open the contact record.
- Go to the Engage by Aventora section.
- Select a template that supports email.
- Select Email as the channel.
- Choose an Email Layout from the dropdown. Layouts are branded email designs set up in your Hub account.
- Enter the Email Subject line.
- Fill in any Template Fields that appear (these vary by layout). Common template fields include details like a policy number, renewal date, meeting time, or other specific information the email layout requires.
- Review and click Send — or use Schedule to send the email at a specific date and time.
Email Placeholders
All email layouts automatically replace the following placeholders with the correct values:
| Placeholder | Replaced with |
|---|---|
{{CUSTOMER_NAME}} | The contact's full name |
{{ORGANIZATION_NAME}} | Your organization's name (from workspace settings) |
{{SUBJECT}} | The email subject line you entered |
Any additional placeholders specific to your layout (such as {{RENEWAL_DATE}}, {{POLICY_NUMBER}}) will appear as fields you fill in before sending.
Viewing Outcomes on the Contact Record
After outreach is sent, the outcome is automatically written to the contact's Timeline. Depending on the channel and result:
- A successful call shows as a Call outcome entry with duration and notes if left by the agent.
- A missed call shows as a Missed Call signal, which may also trigger a Sales Cockpit action.
- An SMS delivery shows as a message sent entry; a reply from the contact also appears.
- An email send shows as a message entry; opens and clicks may appear if tracked by Hub.
This means the timeline gives you a complete, automatic history of every touchpoint — you do not need to manually log calls or messages.
How CRM and Engagement Hub Stay in Sync
When CRM Sync is enabled in your Engagement Hub account:
- Every outreach outcome from Hub is matched to the corresponding contact in CRM and written to their timeline.
- Sales Cockpit signals (missed calls, no-replies, high engagement events) are generated automatically and update the contact's intelligence fields.
- Contacts created or updated in Hub are reflected in CRM.
You do not need to do anything to make this happen — it is configured by your admin when the Hub account is set up. The sync runs continuously.
8. Settings
Access settings by clicking the gear icon at the bottom of the left sidebar, or by clicking your workspace name.
Settings are divided into two areas:
- Personal settings — your own profile and preferences
- Workspace settings — configuration for the entire workspace (admin only)
Personal Settings
Profile
| Setting | Description |
|---|---|
| Name | Your first and last name as it appears in the CRM |
| Avatar | Your profile photo (visible to teammates) |
| Your login email address | |
| Password | Change your password |
| Engagement Initiator Phone | The phone number used when you start outreach via Engage by Aventora |
Experience
| Setting | Description |
|---|---|
| Language | Display language for the CRM interface |
| Locale | Date and number formatting (e.g., Canadian English, French) |
| Timezone | Your timezone, used for scheduling and timestamps |
| Color Mode | Light or dark mode (personal preference, does not affect teammates) |
Connected Accounts
Connect your email and calendar to Aventora CRM so that emails and calendar events appear automatically on contact timelines.
To connect Google:
- Go to Settings → Accounts.
- Click Connect Google Account.
- Sign in with your Google account and grant the requested permissions.
- Emails and calendar events from your inbox will begin syncing to contact timelines.
To connect Microsoft (Outlook / Exchange):
- Go to Settings → Accounts.
- Click Connect Microsoft Account.
- Sign in with your Microsoft account.
- Emails and calendar events from Outlook will begin syncing.
Once connected, email sync is automatic. New emails that match a contact's email address are added to their timeline within minutes. Old emails are not retroactively imported.
Workspace Settings (Admin Only)
These settings affect the entire workspace and are only accessible to workspace administrators.
General
| Setting | Description |
|---|---|
| Workspace Name | The name displayed at the top of the CRM |
| Logo | Your organization's logo, shown in the sidebar |
| Subdomain | The URL your workspace is accessible at (e.g., yourcompany.crm.aventora.ai) |
| Color Theme | The accent color used throughout the workspace interface |
Available Color Themes:
| Theme name | Accent color | Character |
|---|---|---|
| Classic | Indigo | Clean and professional |
| Ocean | Teal | Fresh and modern |
| Forest | Jade | Calm and trustworthy |
| Sunset | Orange | Energetic and warm |
| Violet | Violet | Creative and distinctive |
| Rose | Crimson | Bold and confident |
| Midnight | Iris | Sleek and sophisticated |
The color theme is workspace-wide — it applies to all members. Individual team members can independently choose light or dark mode in their personal Experience settings.
Members
Manage who has access to your workspace:
- Invite member — Send an email invitation to a new team member
- Member list — View all active members, their roles, and last activity
- Remove member — Revoke access for a team member who has left
Roles
Define what each team member is allowed to do. Roles control access to records, the ability to edit or delete data, access to settings, and visibility into other members' records.
Common role configurations:
- Admin — Full access including workspace settings and member management
- Member — Standard access to all records, cannot modify workspace settings
- Read-only — Can view records but cannot create or edit
Your admin can create custom roles with specific permissions if your team needs finer control.
Data Model
The Data Model section (under Settings → Objects) shows all the record types in your workspace. Workspace admins can:
- Add custom fields to existing record types (e.g., add a custom "Referral Source" field to contacts)
- Create entirely new custom record types for your business
- Rename fields
- Hide fields that are not relevant to your team
Changes to the data model affect all workspace members. Test custom fields on a sample record before rolling out to the team.
Apps
The Apps section shows which third-party integrations are connected to your workspace.
Aventora Phone is the primary integration for most workspaces. It connects Aventora CRM to your Engagement Hub account, enabling the Engage by Aventora feature. See Part 9 — Administration for setup instructions.
APIs and Webhooks
For technical teams who want to connect external systems to Aventora CRM. Workspace admins can generate API keys for programmatic access and configure webhooks to send events to other applications when records change.
Security
| Setting | Description |
|---|---|
| Two-Factor Authentication | Require all workspace members to set up 2FA |
| Session Management | View and revoke active sessions |
| IP Allowlist | Restrict CRM access to specific IP addresses or ranges |
9. Administration
This section covers technical setup and configuration tasks typically performed by a workspace administrator or your Aventora implementation contact.
Connecting Aventora Phone (Engagement Hub Integration)
Before team members can use Engage by Aventora on contact records, your workspace must be connected to your Engagement Hub account.
What you need:
- An active Aventora Engagement Hub account
- An API key from your Hub account (found in Hub Admin → Account Settings → API Keys)
- Workspace administrator access in Aventora CRM
Steps:
- Sign in to Aventora CRM as a workspace admin.
- Go to Settings → Apps.
- Find Aventora Phone and click Configure.
- Paste your Hub API key into the API Key field.
- Select the Hub Domain (the domain slug associated with your Hub account).
- Click Save.
- The Engage by Aventora section will now appear on contact records for all workspace members.
Once connected, your admin should also ensure that CRM Sync is configured in Aventora Admin (Hub Admin → Account Settings → CRM Sync → Provider: Aventora CRM). This enables two-way activity syncing.
Assigning Engagement Phone Numbers to Team Members
Each team member who will use Engage by Aventora needs an Engagement Initiator Phone number assigned to their profile. Phone numbers are managed in your Engagement Hub account.
Steps:
- In Aventora Admin, go to Account Settings and review the phone numbers provisioned for your account.
- In Aventora CRM, go to Settings → Members.
- Open a member's profile.
- Enter their assigned phone number in the Engagement Initiator Phone field.
- Save.
Team members can also update this number themselves in Settings → Profile.
Managing Team Access: Person Wall
If your team structure requires that each team member can only see their own contacts (and not the full shared contact list), your Aventora administrator can enable Person Wall for your workspace.
When Person Wall is active:
- Each workspace member only sees the contact records they created or that are attributed to them.
- Managers and admins retain visibility into all records.
- Records created by integrations (Hub, TIPS sync) are handled according to your configuration.
Contact your Aventora implementation contact to enable or configure Person Wall for your workspace.
Email and Calendar Sync: What Admins Should Know
Email and calendar sync is configured per user in Settings → Accounts. Each team member connects their own Google or Microsoft account. As an admin you cannot connect on behalf of another user, but you can:
- Verify whether a member's sync is active by checking their profile
- Guide team members through the connection steps
- Disable sync if needed by removing the connected account
All synced email content is stored within your workspace. Emails are matched to contacts by email address.
Billing
Aventora CRM billing is managed through your Aventora account. Workspace admins can access billing information at Settings → Billing to:
- View your current plan
- Review usage
- Update billing details
- Access invoices
For changes to your plan or seat count, contact your Aventora account manager.
Custom Fields and Data Model Changes
Workspace admins can extend the CRM's data model to match your specific workflow. To add a custom field:
- Go to Settings → Objects.
- Select the record type you want to add the field to (e.g., People / Contacts).
- Click + Add Field.
- Choose the field type (Text, Number, Date, Currency, Yes/No, Single Select, Multi Select, Link).
- Give the field a name.
- Optionally add a description and configure any select options.
- Click Save.
The field immediately appears on all records of that type. Fields can be reordered within a record by dragging them in the data model editor.
Before adding custom fields, check whether the information already exists as a standard field or preset-specific field. Duplicate fields create confusion.
Enabling Automation Rules and Workflows
Your preset includes a set of pre-built automation rules (listed in your preset section). These rules start in a draft / disabled state and must be reviewed and activated by an admin before they run.
To activate an automation rule:
- Go to Workflows in the sidebar.
- Find the rule you want to enable (e.g., Renewal Reminder).
- Review the rule's trigger, conditions, and actions.
- Adjust any parameters (e.g., how many days before renewal to trigger).
- Toggle the rule to Active.
Automation rules run automatically once active. Regularly review the Workflows section to check for errors or rules that need adjustment.
Aventora CRM User Guide — Version 1.0 — June 2026 For support, contact your Aventora account manager or visit the Aventora documentation portal.