---
url: 'https://docs.mychatbot.app/guides/mychatbot-as-crm.md'
description: >-
  Manage client conversations, leads, pipeline stages, tasks, and orders in one
  place.
---

# Use MyChatBot as a lightweight CRM

> Every conversation becomes a lead, every lead moves across a board you can see, and your team never opens a spreadsheet again.

* **What you'll have** — A working CRM built right into MyChatBot: leads that appear on their own from every channel, a drag-and-drop pipeline board with your own funnel stages, labels and statuses to segment people, and per-lead notes and tasks. No external CRM to connect, no data to sync — it's all native.
* **Who it's for** — Small teams, solo founders, and sales-driven businesses who want a real pipeline without paying for (or wrestling with) a separate CRM tool.
* **Time & plan** — About 15 minutes to set up. Works on **any Sales plan (Standard or above)** — and on the 3-day trial. Leads, pipelines, labels, tasks, notes, and the shared inbox are all on by default; nothing here is locked behind a higher tier.

## Ingredients

Everything below the line is optional — the first two rows are the whole CRM.

| Switch on | Where | Needed for |
| --- | --- | --- |
| **Leads** (the CRM surface) | Left sidebar → **Leads** | On by default — the table + pipeline board |
| **Active chats** (system of record) | Left sidebar → **Active chats** | On by default — the shared inbox + client card |
| — | — | — |
| A channel (Website Widget, Telegram, WhatsApp…) | **Channels** | Auto-creating leads from real conversations |
| **Task Manager** | **Integrations** → **Task Manager** | A standalone team task board |
| **Orders** | **Integrations** → **Order Management** → **Orders** | Taking and tracking orders in-chat |

## Steps

### 1. Make sure you have a plan (or start the trial)

Any Sales plan gives you the full CRM. If you're just trying it out, the 3-day trial works too — it grants Sales access, so leads, pipelines, labels, tasks, and notes are all available immediately.

::: tip In the app
Subscription → [app.mychatbot.app/subscription](https://app.mychatbot.app/subscription)
:::

### 2. (Optional but recommended) Connect a channel so leads create themselves

The magic of using MyChatBot as a CRM is that you don't type leads in by hand — they arrive. Connect a channel and every new conversation automatically becomes a lead **and** a chat record.

Open **Channels** and connect whatever your customers use — Website Widget, Telegram, WhatsApp, Instagram, Facebook, Viber, TikTok, email, or SMS. Any one works; you can add more later.

::: tip In the app
Channels → [app.mychatbot.app](https://app.mychatbot.app)
:::

Prefer to start from a list you already have? Skip ahead to step 4 and add leads manually or import them — no channel required.

### 3. Set up your pipeline and funnel stages

A pipeline is your funnel; its stages are the columns leads move through.

First, create or rename your pipeline in **Account Settings → Pipelines**. Click **New Pipeline**, give it a name (like "Sales Pipeline"), and — if you have more than one — mark your main one with the star (**Set as default**). The default is where new leads land when nothing else picks a pipeline.

Then open **Leads**, switch the top-right toggle from **Leads** to **Pipeline**, and click the gear icon (**Customize columns**). In the **Funnel statuses** editor you can:

* **Add new funnel status** — type a stage name (e.g. "New", "Contacted", "Demo scheduled", "Won") and click **Add**.
* Reorder stages with the up/down arrows, recolor them, or hide the ones you rarely use.

::: tip In the app
Account Settings → Pipelines → [app.mychatbot.app/profile/pipelines](https://app.mychatbot.app/profile/pipelines)
Leads → Pipeline view → gear icon → [app.mychatbot.app/leads](https://app.mychatbot.app/leads)
:::

![The Pipeline board with the gear icon (Customize columns) open, showing the Funnel statuses editor](/screenshots/sales-leads.png)

::: warning A stage can only be deleted when it's empty
If a column still has leads in it, the trash icon is blocked with "Move or close leads in this stage before deleting it." Move the cards first, then delete.
:::

### 4. Add leads — by hand or in bulk

You've got three ways to get people onto the board:

* **They arrive on their own** — anyone who messages a connected channel shows up automatically.
* **Add one by hand** — in **Leads**, open the **⋮** menu → **New lead**, fill in the name (required) plus email/phone, and pick a starting **Funnel Status**, **Labels**, and **Manager**.
* **Import a list** — **⋮** menu → **Import leads** opens the wizard. It reads a **Google Spreadsheet** (the first row must be column headers like Name, Email, Phone). Map your columns and click **Import**.

::: tip In the app
Leads → ⋮ menu → **New lead** / **Import leads** → [app.mychatbot.app/leads](https://app.mychatbot.app/leads)
:::

::: tip Importing a CSV
Google Sheets opens CSV files directly — upload your CSV to Google Drive first, then pick that spreadsheet in the wizard.
:::

::: warning Imports add, they never clean up
A typo in your sheet (like "Qualifed" instead of "Qualified") silently creates a brand-new stage or label. Check your sheet's values against your existing names before importing.
:::

### 5. Work a lead from its client card

This is where the day-to-day happens. Open **Active chats**, click any conversation, and use the **client card** on the right (toggle it with the arrow handle at the right edge). From the card you can:

* Set the **Funnel status** — moving the lead to a single pipeline stage (a new status replaces the old one).
* Add **Labels** — free-form tags that stack (e.g. `B2B` *and* `pricing_question`).
* Assign a **Manager** — the human who owns this lead.
* Add **Notes** and **Tasks** right on the card, so context and follow-ups live with the person.

::: tip In the app
Active chats → open a chat → client card (right) → [app.mychatbot.app/chats](https://app.mychatbot.app/chats)
:::

![A client card showing Funnel status, Labels, Manager, and the Notes and Tasks tabs](/screenshots/sales-chats.png)

::: tip Labels vs. status
**Labels** are multi-value — a person can carry several at once. **Funnel status** is single-value — setting a new one replaces the previous stage.
:::

### 6. Manage the funnel visually

Back on the **Pipeline** board, drag cards between columns to move deals along — you'll see "Moved to {status}". Need to move a batch? Click **Select**, tick a few cards (or **Select all in column**), and use the toolbar to change **Status**, **Pipeline**, **Manager**, or **Labels** for everyone at once.

To narrow things down, use the filter toolbar above either view: filter by **Status**, **Labels**, **Managers**, **Agents**, or a date range, then sort.

::: warning "Missing" leads? Check the date filter
On a fresh visit, the **Leads** list opens with a **Date created** filter covering only the last few days, so older leads look hidden. Clear that chip (or hit **Clear all**) to see everyone.
:::

## Try it

1. Open [app.mychatbot.app/leads](https://app.mychatbot.app/leads) and clear the **Date created** chip so you can see all your leads.
2. **⋮** menu → **New lead** → create a test lead with your own name and phone number. The modal tells you which pipeline it will land in.
3. Switch to **Pipeline** view and drag your test card to another stage — you'll see "Moved to {status}", and the Status chip updates in the table view too.
4. Click the lead's chat, open its **client card**, add a label and a quick note, then set a status. That's a full CRM record — created in under a minute, no external tool involved.

## Level it up

* **Let your assistant work the pipeline for you.** In your assistant's instructions, tell it in plain language when to tag people — for example: *"When a customer provides contact information, set client status to 'qualified\_lead'"* or *"If a customer mentions bulk ordering, add the 'B2B' label."* The assistant then applies labels and sets statuses mid-conversation, all on its own. (The labels and statuses must exist first — create them from a client card.)
* **Turn on automated follow-ups.** In **Outreach**, click **Create** and target a specific label + status combination (say, `dropped` + `B2B`) with a scheduled message. Your pipeline now nudges people without anyone lifting a finger.
* **Add a team task board.** Connect **Task Manager** (Integrations → Task Manager → **Connect**) to get a standalone Kanban board at **Tasks**, on top of the per-lead tasks on each client card. Note these are two separate task lists: the **Tasks** board is team-wide, while the client-card tasks live with each lead.
* **Take orders in the chat.** Turn on native **Orders** (Integrations → Order Management → **Orders**), pick a currency, and click **Connect** — an **Orders** tab appears in the sidebar and your assistant can create, update, and cancel orders during conversations. (Orders and Spreadsheet Orders can't both be on for the same assistant — pick one.)
* **Mirror stages from an existing CRM.** If you already run HubSpot, Kommo, KeyCRM, or similar, you can import its funnel stages with **Sync statuses**. Just know this is a **one-way import** — dragging a card on MyChatBot's board won't move the deal back in the external CRM.

::: tip Two things to keep in mind
On the Standard and Pro plans, only **one** assistant stays active at a time (Multipro and above allow several) — this affects the AI side, not your manual CRM editing. And because the AI reply side runs on your shared sales-message balance, if that balance hits zero your assistants pause until you top up — again, your CRM data stays fully editable.
:::

## See also

* [Leads & Pipelines](/sales/leads) — the full reference for the table, the board, importing, and managing pipelines.
* [Labels and Statuses](/integrations/labels-and-statuses) — how labels and funnel statuses work, and how assistants apply them mid-conversation.
* [Chats & client analytics](/sales/chats) — the shared inbox and everything on the client card.
* [Orders](/sales/orders) — native order management inside the chat.
* [Task Manager](/integrations/task-manager) — tasks tied to your leads plus the team task board.
* [Follow-ups](/integrations/follow-ups) — automated sequences targeting label + status combinations.
* [Integrations overview](/integrations/overview) — sync with an external CRM instead of (or alongside) the built-in one.