office:crm-management

Office Admin CRM Management

When to Use This Skill

Use this skill ANY time you:

• Add contacts from emails or conversations
• Create or update deals
• Log interactions with people
• Search for existing contacts or companies
• Work with relationships between contacts
• Backfill CRM data from email history
• Need to check if a contact already exists

User CRM Preferences

Load user preferences from ~/.claude/office-admin-config.json:

{
  "crm": {
    "contactTypes": "professional" | "personal" | "mixed",
    "detailLevel": "minimal" | "standard" | "detailed",
    "autoLogInteractions": true | false,
    "trackRelationships": true | false
  }
}

Adapt your CRM workflow to match these preferences.

Core Principles

1. Always Check Before Adding

NEVER add a contact or company without checking if they already exist first.

# WRONG - adds without checking
mcp__pagen__add_contact(name="John Doe", email="[email protected]")

# RIGHT - check first
mcp__pagen__find_contacts(query="[email protected]")
# Only add if not found

2. Associate Contacts with Companies

When you know someone's company, ALWAYS link them:

# Add company first (if needed)
mcp__pagen__add_company(
  name="Acme Corp",
  domain="acme.com",
  industry="Technology"
)

# Then add contact with company association
mcp__pagen__add_contact(
  name="John Doe",
  email="[email protected]",
  company_name="Acme Corp",
  phone="+1-555-0100"
)

3. Log Meaningful Interactions

After ANY significant email exchange, meeting, or conversation, log it (if user has autoLogInteractions enabled):

mcp__pagen__log_contact_interaction(
  contact_id="abc-123",
  note="Discussed Q4 partnership. They're interested in our AI tool. Follow up after Thanksgiving.",
  interaction_date="2025-11-22"
)

Adjust detail level based on user's detailLevel preference:

• Minimal: Just key facts
• Standard: Context about interaction
• Detailed: Thorough notes with quotes, decisions, next steps

Available CRM Tools

Core Tools

• mcp__pagen__add_company(name, domain, industry, notes) - Add new company
• mcp__pagen__add_contact(name, email, company_name, phone, notes) - Add new contact
• mcp__pagen__update_contact(id, name, email, phone, notes) - Update existing contact
• mcp__pagen__create_deal(title, company_name, amount, stage, contact_name, initial_note, expected_close_date, currency) - Create business opportunity
• mcp__pagen__update_deal(id, title, stage, amount, expected_close_date) - Update deal status

Search & Query Tools

• mcp__pagen__query_crm(entity_type, query, filters, limit) - Universal search (contact/company/deal/relationship)
• mcp__pagen__find_contacts(query, company_id, limit) - Search contacts by name/email
• mcp__pagen__find_companies(query, limit) - Search companies by name/domain

Relationship & Interaction Tools

• mcp__pagen__log_contact_interaction(contact_id, note, interaction_date) - Log interactions
• mcp__pagen__link_contacts(contact_id_1, contact_id_2, relationship_type, context) - Connect contacts
• mcp__pagen__find_contact_relationships(contact_id, relationship_type) - View relationships
• mcp__pagen__add_deal_note(deal_id, content) - Add notes to deals

Deal Stages

Use these standard stages for deals:

• prospecting - Initial conversations, exploring possibilities
• qualification - Determining if it's a real opportunity with potential
• proposal - Active proposal or pitch in progress
• negotiation - Terms being discussed, getting close
• closed_won - Deal completed successfully
• closed_lost - Deal didn't happen (still valuable to track why)

Workflow: Adding Contact from Email

When processing an email with a new person:

# 1. Check if contact exists
mcp__pagen__find_contacts(query="[email protected]")

# 2. If not found, extract info from email:
#    - Full name
#    - Email address
#    - Company (if mentioned)
#    - Phone (if in signature)
#    - Context about them (adapt detail level to user's preference)

# 3. Check if company exists (if applicable)
mcp__pagen__find_companies(query="Example Corp")

# 4. Add company if needed
mcp__pagen__add_company(
  name="Example Corp",
  domain="example.com",
  industry="Technology",
  notes="[Context based on user's detailLevel preference]"
)

# 5. Add contact with company association
mcp__pagen__add_contact(
  name="Jane Smith",
  email="[email protected]",
  company_name="Example Corp",
  phone="+1-555-0200",
  notes="[Context based on user's detailLevel preference]"
)

# 6. Log the interaction (if autoLogInteractions enabled)
mcp__pagen__log_contact_interaction(
  contact_id="<returned_id>",
  note="[Detail based on user's detailLevel preference]",
  interaction_date="2025-11-22"
)

# 7. Track relationships (if trackRelationships enabled)
# If they mention knowing someone else in your CRM:
mcp__pagen__link_contacts(
  contact_id_1="<jane_id>",
  contact_id_2="<bob_id>",
  relationship_type="colleague",
  context="Jane mentioned working with Bob at previous company"
)

Workflow: Creating a Deal

When you identify a business opportunity:

# 1. Ensure contact and company exist (see above)

# 2. Create the deal
mcp__pagen__create_deal(
  title="AI Consulting Project - Example Corp",
  company_name="Example Corp",
  contact_name="Jane Smith",
  stage="prospecting",
  amount=50000,  # in cents
  currency="USD",
  expected_close_date="2026-03-01",
  initial_note="[Detail based on user's detailLevel preference]"
)

# 3. Log updates as deal progresses
mcp__pagen__add_deal_note(
  deal_id="<deal_id>",
  content="[Detail based on user's detailLevel preference]"
)

# 4. Update deal stage when it changes
mcp__pagen__update_deal(
  id="<deal_id>",
  stage="proposal",
  amount=75000  # updated after scope discussion
)

What Counts as a "Deal"?

Track these as deals:

• ✅ Consulting or advisory opportunities
• ✅ Speaking engagements with compensation
• ✅ Book publishing opportunities
• ✅ Partnership or collaboration opportunities
• ✅ Investment opportunities
• ✅ Real estate transactions
• ✅ Major purchases or sales
• ✅ Sponsorships (being a sponsor or receiving sponsorship)

Don't track as deals:

• ❌ Social lunches with no business angle
• ❌ Informational coffee chats
• ❌ Personal favors or introductions
• ❌ Newsletter subscriptions
• ❌ Generic networking

Email Backfill Best Practices

When backfilling CRM from email history:

1. Work in time-bounded batches - Process 1-2 months at a time
2. Start with SENT emails - You're usually the initiator, so sent emails have better signal
3. Then do INBOX - Catch incoming opportunities you might have missed
4. Skip noise - Ignore newsletters, receipts, automated emails
5. Focus on humans - Only add real people they interact with
6. Log context - Include what was discussed, not just "sent email"
7. Check for dupes - Always search before adding
8. Respect detailLevel - Match note detail to user's preference

Contact Types and Filtering

Based on user's contactTypes setting:

Professional:

• Focus on work relationships
• Track company associations carefully
• Emphasize business context in notes
• Create deals for opportunities

Personal:

• Focus on personal relationships
• Company associations optional
• Emphasize personal context (how you met, shared interests)
• Deals less common

Mixed:

• Handle both types
• Clearly distinguish in notes which category
• Be flexible with detail level
• Track both business and personal context

Common Mistakes to Avoid

❌ Adding without checking

# This creates duplicates!
mcp__pagen__add_contact(name="Bob Jones", email="[email protected]")
mcp__pagen__add_contact(name="Bob Jones", email="[email protected]")

❌ Not associating with company

# Missing valuable context
mcp__pagen__add_contact(
  name="Jane Smith",
  email="[email protected]"
  # Should include company_name="BigCorp"!
)

❌ Wrong level of detail

# User has detailLevel: "minimal" but you write:
mcp__pagen__log_contact_interaction(
  contact_id="abc",
  note="Had extensive discussion about their company's AI strategy including their plans for Q1 implementation of LLM-based customer support, concerns about hallucinations, budget constraints around $50k, and follow-up scheduled for next Tuesday at 2pm to review proposal draft..."
)

# Should be:
mcp__pagen__log_contact_interaction(
  contact_id="abc",
  note="Discussed AI strategy. Follow up Tue 2pm with proposal."
)

❌ Not tracking deals

# Someone asks about consulting work - this is a deal!
# Don't just log it as an interaction
# Create a deal to track the opportunity

❌ Over-logging when autoLogInteractions is false

# If user disabled auto-logging, only log:
# - Significant milestones
# - Explicit user request
# - Deal-related interactions

Data Quality Guidelines

Good Contact Notes (based on detailLevel)

Minimal:

• How you met
• Their role or what they do
• One-line context

Standard:

• How you met
• What they're interested in
• Current conversation or project
• Key personal detail (timezone, etc.)

Detailed:

• Comprehensive background
• Detailed conversation history
• Personal preferences and patterns
• Relationship mapping
• Next steps and follow-ups

Good Company Notes

Include (scaled to detailLevel):

• Industry or sector
• Company size if relevant
• What they do
• Context about the relationship

Good Interaction Notes

Include (scaled to detailLevel):

• What was discussed
• Outcomes or decisions
• Next steps or follow-ups
• Date of interaction

Integration with Email Skill

When email-management skill identifies a new contact:

1. Automatically trigger CRM workflow
2. Check for existing contact
3. Add if new (respecting CRM preferences)
4. Log interaction if enabled
5. Return to email workflow

Summary Checklist

Before adding to CRM, ask yourself:

• ☐ Did I check user's CRM preferences from config?
• ☐ Did I search to see if this contact already exists?
• ☐ Did I search to see if their company already exists?
• ☐ Did I include company association if I know it?
• ☐ Did I match the user's preferred detail level?
• ☐ Is autoLogInteractions enabled? Should I log this?
• ☐ Is this a deal I should be tracking?
• ☐ Should I track relationships to other contacts?
• ☐ Did I include phone number if available?

Remember: The CRM is only valuable if the data is clean and contextual. Quality over quantity, always.

Success Criteria

You're managing CRM well when:

• No duplicate contacts are created
• Contact notes match user's preferred detail level
• Interactions are logged appropriately (not too much, not too little)
• Deals are tracked consistently
• Relationships are mapped when user has that enabled
• Integration with email workflow is seamless