A four-minute read · open the app · the full manual is there when you need detail
This is the short version. Every line below is something you can do today, with the catch stated next to it rather than discovered later. If a limit matters to you, it is better that you know now.
The first one: this is a free beta. It is in real use, and it is backed up nightly — but you should keep your own export of anything you would hate to lose, and the terms say so rather than burying it.
You can build the CRM your business actually needs — start from Contacts, Companies, Deals, Tasks, Leads, Notes or Renewals, or make your own — and the prebuilt ones stay available, so one you skipped on day one can be added whenever you want it: Projects, Equipment, Bookings, Matters, whatever you call the thing you track. Add the fields you use and delete the ones you do not.
You can link one thing to another — a project to the company paying for it, a task to the person chasing it — and follow the link from either end.
You can price in your own currency. One catch worth knowing: changing it later relabels every amount rather than converting it, so £10,000 becomes €10,000. The app tells you that before it does it.
You can work a pipeline as a board — drag a deal from Qualified to Proposal — or as a table when you want to scan a hundred rows. Any dropdown field can be a board, so it works for job stages, application status or repair progress just as well as for sales.
You can sort by what a column means, not by how it is spelled: money sorts numerically, dates chronologically, and pipeline stages in pipeline order rather than alphabetically.
You can search everything at once, including fields you chose not to show as columns.
You can have a column work itself out. A calculated field
adds up, averages or compares other number columns in the same record — a
total downtime across three production lines, a margin, a difference. It is
read-only and worked out fresh every time it is shown, so it cannot drift from
the figures it is made of. There is no formula box: you pick an operation and
tick the columns, which covers a total and an average and does not stretch to
(a − b) ÷ c.
You can see a total under any column of numbers. Sum by default, or an average, a minimum, a maximum, or how many rows are filled in. It totals the rows you are looking at, so searching narrows it and the footer says how many rows it covered — and the choice belongs to the module rather than to your device, so your colleagues read the same number. That also means only an owner can change what a column totals.
You can group a table by week or by month. Any module with a date column gathers its rows into periods, each with its own totals beside the overall ones — a log becomes a report without a separate screen. It names the date column it used and puts the newest period first. Rows with no date get their own group rather than being dropped, so the parts still add up to the whole. Grouping is yours rather than the team's: it resets when you reload, which is the opposite of the totals choice above.
You can see what is due. Any module with a date field can show just the next 7, 14 or 30 days — and anything already overdue, however old. That is deliberate: a list that hides the invoice from March is hiding the row you most need.
You can be told each morning without opening anything. Point your workspace at a Slack, Discord or Telegram channel and it posts a count of what is due or overdue. Three things to know before you switch it on, because each one is a decision rather than an oversight:
You can chase an overdue invoice without writing the awkward email. Open it and the reminder is drafted for you — what is owed, how many days late, and the line that saves everyone embarrassment (if you have already paid, please disregard this). It opens in your email app, from your address, so it looks like you rather than like a system. Nothing is sent from here, and the draft is built from the record as it stands, so read it before you send: a reminder with a stale figure reaches somebody who has already paid.
You can have the app send those reminders instead, if you connect your own email account. Paste a Resend or Postmark key into Settings and a Send it now button appears beside the draft. It is your account, your sending address and your bill — we hold the key only to send with, never show it back to anyone, and leave it out of every backup. Owners and members can send; the draft stays available to everyone and needs no setup, which is what most people will keep using.
You can see whether somebody has already chased it. Every reminder is recorded on the record itself, so the button reads Chase again and the preview tells you who sent the last one and when, before you send a second. It says drafted rather than sent for one that went to somebody's own email app — opening a draft is not proof it was sent, and the wording keeps those apart. A view-only account can still draft a reminder, but nothing is recorded for it.
You can track certificates and licences the same way. The Renewals template is a register of things that expire — insurance, trade licences, safety checks, vehicle inspections — and because it is an ordinary module with a date on it, the filter and the morning message already work on it. Set the look-ahead to 30 days and you hear about a lapsing certificate a month out. One catch: that look-ahead is a single setting for the whole workspace, so if your deals want a week and your certificates want a month, pick the month.
You can open the app and see the state of the business — how many of each thing you track, what your pipeline is worth, what changed recently, and a box to add the thing you just thought of without navigating anywhere.
You can share one workspace with your team. You invite them with a private link; there are no per-seat fees, because there are no seats to buy.
You can decide what each person may do. Four roles, and each one does everything the row below it does plus one more thing — so there is a single ladder to reason about rather than a grid of switches.
| Role | Can do |
|---|---|
| Owner | Everything below, plus: change what fields a module has, add and remove modules, invite people and set their roles, rename the workspace and set its currency |
| Member | Everything below, plus: delete records |
| Contributor | Everything below, plus: add and edit records |
| Viewer | Read everything, and export it |
The server enforces this, not just the buttons. Hiding a control would only stop somebody who uses the control; a viewer who edits a record some other way has the change refused and undone, and is told which rule stopped it.
Two of you can edit the same record at once and both keep your work — even the same record, as long as it is different fields. Only the very same field, at the very same moment, is last-one-wins.
The honest limit, and it is the one most likely to matter: everyone on a team can see every module. Roles govern what people can do, not what they can see, and per-module access is not built. If something must be invisible to a colleague, it should not go in this workspace yet.
You can install it on a phone, tablet or desktop and open it like any other app.
You can use it with no connection at all — add, edit and delete on a train — and it catches up when you are back. Not a read-only cached copy: the whole thing works offline.
You can use it on more than one device once you sign in with Google. Signed out, everything still works and simply stays on that one device.
You can bring in the spreadsheet you already have. It
matches your columns, lets you create a missing field on the spot, and reads
money as money and yes/no as tick boxes. Where a date could be read two ways —
03/04/2026 is 3 April here and 4 March in the US — it asks you
which, and it works the answer out from your own file where it can.
You can take everything out whenever you like — one module as CSV, or the whole workspace as a single file. No limits, no plan gate, and nothing to negotiate if you want to leave.
You can undo an import by restoring a backup you took first. You cannot undo a delete: there is no bin, and on a team the record goes for everybody. Contributors and viewers exist partly for that reason.
If you keep other people's details — and a CRM is mostly other people's details — three things are already on the screen.
You can record why you are allowed to hold someone's information, and where it came from, using the Consent & lawful basis module.
You can answer "what do you hold about me". One search finds every place a person appears — including where they show up only as a link from something else, and values still sitting under a field you removed months ago. You review what it found before anything leaves your screen.
You can see what nothing has touched in two years, so "how long do you keep this?" has an answer you can act on. It reports and nothing else: old is not the same as unwanted, and some records have to be kept for years, so nothing here deletes on your behalf.
You can also ask the commercial version of that question — not what nobody has changed, but who nobody has contacted. It reads a date field you choose rather than the record's last edit, because a customer whose address you corrected last month is not a customer you have spoken to. Narrow it to one module and one tag, take the list as CSV. One honest catch: it is only as good as your habit of filling that date in, and it tells you how many records have never had it filled at all.
You can close your own account from Settings, and it tells you exactly what will go before it goes.
What none of that does is make you compliant. Which lawful basis applies, and how long you keep a record, are your decisions. These are the tools; the judgement is yours.
Open the app and load the sample company — a full pipeline, forty contacts, projects linked to the companies paying for them. Click into it, break it, sort it, export it. When you have seen enough, Settings → Remove sample data takes it back out and keeps anything you added yourself.