Onboarding & Setup Wizard

Overview

The SalesOS Onboarding Wizard guides new organizations through initial setup in a structured, step-by-step process. Rather than confronting administrators with dozens of configuration screens, the wizard breaks setup into logical phases that build on each other — from company profile through team invitation and integration connections.

The wizard is designed to get your team productive within 30 minutes while establishing a solid foundation for your CRM data and workflows. Each step can be completed or skipped, and you can always return to refine settings later.

What the Wizard Covers

The onboarding wizard walks you through seven core setup phases:

Step 1: Company Profile

The first step establishes your organization's identity within SalesOS.

Required Information

• Company name — Your legal or operating business name
• Industry — Select from the industry list (this influences pipeline templates and scoring models)
• Company size — Number of employees (used for onboarding recommendations)
• Primary currency — Your default currency for deals, quotes, and invoices
• Timezone — Organization-wide default timezone
• Logo — Upload your company logo (displayed on proposals, emails, and the portal)

Optional Information

• Company website URL
• Physical address
• Phone number
• Fiscal year start month
• Default language

Why This Matters

Your company profile data appears on outbound documents (proposals, invoices, contracts), powers industry-specific recommendations, and configures locale-sensitive formatting throughout the platform.

Step 2: Import Contacts

Import Methods

CSV and Excel Import

1. Download the import template for the object type (contacts, accounts, leads, deals)
2. Populate the template with your data
3. Upload the completed file
4. Map your columns to SalesOS fields using the visual mapper
5. Review the validation preview (errors highlighted in red, warnings in yellow)
6. Confirm the import

CRM Migration

SalesOS provides dedicated migration wizards for:

Salesforce Migration

• Connects via OAuth to your Salesforce org
• Maps standard and custom objects automatically
• Preserves relationships (Account-Contact-Opportunity hierarchies)
• Migrates activities, notes, and attachments
• Handles custom fields and picklist values
• Transfers record ownership based on email matching

HubSpot Migration

• Connects via HubSpot API key or OAuth
• Imports contacts, companies, deals, and tickets
• Preserves deal pipeline stages with mapping
• Migrates email history and engagement data
• Transfers form submissions and list memberships

Other CRMs

For CRMs without a dedicated wizard (Pipedrive, Zoho, Monday, etc.), use the generic CSV export from your current system and the SalesOS CSV import wizard.

Import During Onboarding vs. Later

You can import a small sample during onboarding to familiarize yourself with the process, then perform a complete migration later. The wizard's import step is intentionally lightweight — full migration tools are available under Settings > Data > Import at any time.

Step 3: Connect Email

Supported Email Providers

What Email Connection Enables

• Email sync — Automatically log sent and received emails on contact records
• Email tracking — Know when recipients open emails or click links
• Send from CRM — Compose and send emails directly from SalesOS
• Sequences — Enroll contacts in automated email cadences
• Shared inbox — Team-wide email visibility (optional)

Connection Process

For Google or Microsoft accounts:

1. Click Connect Google or Connect Microsoft
2. Sign in to your email account
3. Grant SalesOS the requested permissions
4. Choose sync preferences (all email, or only email to/from contacts in the CRM)
5. Set how far back to sync historical emails (7 days, 30 days, 90 days, or all)

Privacy Controls

• Choose which folders to sync (exclude personal folders)
• Set blocklisted domains (never sync emails from these domains)
• Configure whether email body content is stored or only metadata
• Individual users control their own email connection — admins cannot force it

Step 4: Set Up Pipeline

Pipeline Template Selection

SalesOS offers industry-specific pipeline templates based on your company profile:

Customizing Your Pipeline

After selecting a template, customize it:

• Rename stages — Adjust stage names to match your terminology
• Add stages — Insert additional steps in your process
• Remove stages — Delete stages that do not apply
• Set probabilities — Assign win probability percentages to each stage
• Define rotting period — How long a deal can sit in a stage before being flagged

Multiple Pipelines

If your organization has different sales processes (e.g., new business vs. renewals, or different product lines), you can create multiple pipelines during setup or add them later.

Step 5: Invite Team

Adding Team Members

Invite colleagues by entering their email addresses. For each invitee, specify:

Role Definitions

Bulk Invitation

For larger teams, upload a CSV with columns for email, role, and team to invite many users at once.

What Invitees Receive

Each invitee receives an email with:

• A welcome message from SalesOS
• A link to create their account (or sign in if they already have one)
• Their assigned role and team
• A quick-start guide link

Step 6: Configure Integrations

One-Click OAuth Integrations

The wizard presents the most common integrations for quick connection:

Connection Process

Most integrations use OAuth:

1. Click Connect next to the integration
2. Sign in to the third-party service
3. Authorize the connection
4. Configure sync preferences (if applicable)
5. Confirm

API Key Integrations

Some integrations require an API key instead of OAuth. The wizard provides clear instructions for locating the key in each service and includes a test button to verify the connection before proceeding.

Skip for Now

Every integration is optional during onboarding. Skip any you are not ready to configure — they are always available under Settings > Integrations.

Step 7: Customize Fields

Default Fields

SalesOS comes with standard fields for each object type (contacts, accounts, deals, leads). The wizard highlights the most commonly customized fields and offers quick adjustments.

Adding Custom Fields

During this step, you can add custom fields to any object:

Picklist Values

For dropdown and multi-select fields, define your picklist values during setup. Common examples:

• Lead Source (Website, Referral, Trade Show, Cold Outreach, Partner, etc.)
• Industry vertical
• Product interest
• Deal type (New Business, Renewal, Expansion, etc.)

Progress Tracking

Wizard Progress Bar

A progress bar at the top of the wizard shows:

• Which step you are currently on
• Which steps are completed (green checkmark)
• Which steps were skipped (gray dash)
• Estimated time remaining

Saving Progress

Your progress is saved automatically. If you close the browser or log out, the wizard resumes where you left off on next login.

Skipping Steps

Every step except Company Profile can be skipped. Skipped steps appear in your post-wizard checklist as pending tasks.

Post-Wizard Onboarding Checklist

After completing (or skipping through) the wizard, SalesOS presents an ongoing onboarding checklist on your dashboard. This checklist includes:

Getting Started Tasks

• Complete any skipped wizard steps
• Send your first email from SalesOS
• Create your first deal
• Log your first activity
• Set up your email signature
• Configure notification preferences
• Install the mobile app
• Set up your calendar sync

Team Tasks (for admins)

• Verify all team members have accepted invitations
• Review and adjust permissions
• Set up teams and territories
• Configure approval workflows
• Create email templates
• Set up automation rules

Progress Visibility

The checklist shows completion percentage and highlights the next recommended action. It remains visible on the dashboard until all items are completed or dismissed.

Admin vs. User Onboarding Experience

Administrator Experience

Admins (the first user to create the organization) go through the full 7-step wizard with all configuration options. They set up the organizational foundation that other users inherit.

Team Member Experience

When invited users join, they see a simplified onboarding flow:

1. Create their account (name, password, avatar)
2. Connect their personal email
3. Connect their calendar
4. Take a guided product tour (interactive walkthrough of key features)
5. View their assigned deals/leads (if any were assigned during import)

Team members do not see organizational settings, pipeline configuration, or integration management unless they have admin privileges.

Manager Experience

Managers see a slightly expanded version of the team member experience, with additional steps for:

• Reviewing their team's pipeline
• Setting up team-specific dashboards
• Configuring their team's notification rules

Re-Running the Wizard

When to Re-Run

You can re-run the onboarding wizard at any time from Settings > General > Setup Wizard. Common reasons:

• Setting up a new pipeline for a different business unit
• Onboarding after a major organizational change
• Walking through setup with a new admin
• Testing configuration changes in a sandbox

What Re-Running Does

Re-running the wizard does not reset your existing configuration. It opens the same step-by-step interface but pre-fills all fields with your current settings. You can modify any step without affecting data that depends on unchanged settings.

Sandbox Mode

For Enterprise plans, use the Sandbox environment to test wizard configurations without affecting production data. Changes made in the sandbox can be promoted to production once verified.

Data Import During Onboarding

Recommended Import Order

If importing from an existing system, follow this sequence to preserve relationships:

1. Accounts/Companies (establishes the organizational hierarchy)
2. Contacts (linked to accounts via company field)
3. Deals/Opportunities (linked to accounts and contacts)
4. Activities (linked to contacts and deals)
5. Notes and attachments (linked to their parent records)

Deduplication During Import

The import wizard checks for duplicates based on:

• Email address (for contacts)
• Company name and domain (for accounts)
• Deal name + account combination (for deals)

Choose how to handle detected duplicates:

Best Practices

• Complete all wizard steps — Even if you plan to refine settings later, completing each step ensures your CRM has a functional baseline. Skipping steps means your team encounters incomplete functionality.
• Start with a clean import — Deduplicate and clean your data before importing. The CRM works best when it starts with accurate, well-structured records.
• Choose the right pipeline template — Select the template closest to your actual sales process, then customize. Starting from a relevant template is faster than building from scratch.
• Invite your team early — The sooner team members are onboarded, the sooner they adopt the system. Delayed invitations lead to parallel workflows in spreadsheets and lost data.
• Connect email and calendar first — These integrations provide the most immediate value. Automatic email logging and calendar sync reduce manual data entry from day one.
• Assign roles thoughtfully — Review the permission implications of each role before assigning. Over-permissioning creates security risks; under-permissioning creates friction.
• Use the post-wizard checklist — The checklist exists for a reason. Each item represents a configuration that significantly improves the user experience when completed.
• Run a pilot first — For larger organizations, onboard a small pilot group first. Gather their feedback on fields, pipeline stages, and workflows before rolling out to the full team.
• Document your decisions — Record why you chose specific pipeline stages, fields, and roles. This context helps future admins understand the reasoning behind your configuration.
• Schedule follow-up training — The wizard sets up the system, but your team needs training on daily workflows. Schedule training sessions within the first week of going live.