Quick Start
This guide covers every Close CRM feature:
- Getting Started — Create account and basic setup
- How to Use Inbox Management — Handle all tasks, emails, and calls from one place
- How to Use Leads Management — Organize and track every lead in your pipeline
- How to Use Workflow Automations — Automate follow-ups and lead assignments
- How to Use Conversations — Call, email, and text leads without leaving Close
- How to Use Reports & Analytics — Track team performance and sales metrics
- How to Use Popular Integrations — Connect Close with your favorite tools
- How to Use Sales AI — Get AI-powered call summaries and email help
- How to Use Advanced CRM — Set up custom objects and advanced settings
- How to Use ROI Calculator — Measure the return on your CRM investment
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I’ve used Close CRM for over two years and tested every feature covered here. This how to use Close CRM tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.
Close CRM is one of the most powerful sales CRM tools available today.
But most users only scratch the surface of what it can do.
This guide shows you how to use every major feature.
Step by step, with screenshots and pro tips.
Close CRM Tutorial
This complete Close CRM tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.
Close CRM
Close more deals with built-in calling, email, and SMS in one CRM. Close CRM helps sales teams track leads, automate follow-ups, and manage their full pipeline. Try it free for 14 days — no credit card required.
Getting Started with Close CRM
Before using any feature, complete this one-time setup.
It takes about 3 minutes.
Step 1: Create Your Account
Go to Close CRM’s website.
Click “Start Free Trial” in the top right corner.
Enter your email and create a password.
No credit card is required for the 14-day trial.
✓ Checkpoint: Check your inbox for a confirmation email.
Step 2: Set Up Your Organization
Close CRM runs entirely in your browser.
There’s also a mobile app for iOS and Android.
Log in with your new account credentials.
Enter your company name and team size during onboarding.
Here’s what the dashboard looks like:
✓ Checkpoint: You should see the main dashboard with your Inbox.
Step 3: Complete Initial Setup
Make sure your account information is accurate first.
Connect your email account for two-way sync.
Set up your phone number for built-in calling.
Define your lead statuses to match your sales process.
Create user groups if you have multiple sales reps.
✅ Done: You’re ready to use any feature below.
How to Use Close CRM Inbox Management
Inbox Management lets you handle all tasks, emails, and calls from one central hub.
Here’s how to use it step by step.
Watch Inbox Management in action:
Now let’s break down each step.
Step 1: Open Your Inbox
Click “Inbox” in the left sidebar of your dashboard.
You’ll see all pending tasks, emails, and calls in one view.
Step 2: Manage Tasks and Follow-Ups
Click any task to see the full lead context.
Mark tasks as done or snooze them for later.
Reply to emails directly without switching apps.
✓ Checkpoint: You should see your task count drop as you clear items.
Step 3: Prioritize Your Workflow
Use filters to show only high-priority items.
Sort by due date to tackle urgent follow-ups first.
✅ Result: You have a single place to manage every sales action.
💡 Pro Tip: Check your Inbox first thing every morning. It shows exactly what needs your attention today so nothing falls through the cracks.
How to Use Close CRM Leads Management
Leads Management lets you organize and track every lead in your sales pipeline.
Here’s how to use it step by step.
Watch Leads Management in action:
Now let’s break down each step.
Step 1: Import or Create Leads
Click “Leads” in the left sidebar.
Click “Import” to upload a CSV or XLS file.
You can also add leads manually one at a time.
Map your CSV columns to Close fields during import.
Step 2: Set Up Lead Statuses and Custom Fields
Go to Settings and define your lead statuses.
Create custom fields to store data specific to your business.
Add contacts and opportunity details to each lead.
✓ Checkpoint: Your leads should show proper statuses and custom field data.
Step 3: Use Smart Views to Filter Leads
Click “Smart Views” to create saved filters.
Build views like “Stalled Deals” or “Hot Leads This Week.”
Smart Views update dynamically as lead data changes.
✅ Result: Every lead is tracked with the right status and context.
💡 Pro Tip: Create a Smart View for “Leads with no activity in 7 days.” This helps you catch cold leads before they go dark.
How to Use Close CRM Workflow Automations
Workflow Automations lets you automate lead assignments and follow-up sequences.
Here’s how to use it step by step.
Watch Workflow Automations in action:
Now let’s break down each step.
Step 1: Create a New Workflow
Go to Settings, then click “Workflows.”
Click “Create Workflow” and name it.
Choose a trigger like “New lead created” or “Status changed.”
Step 2: Add Actions and Delays
Add steps like “Send email” or “Assign to rep.”
Set delays between steps for natural follow-up timing.
Use round-robin assignment to split leads across your team.
✓ Checkpoint: Your workflow should show the full sequence of steps.
Step 3: Activate and Monitor
Toggle the workflow to “Active.”
Check the workflow log to see which leads entered the sequence.
Adjust timing and steps based on response rates.
✅ Result: Your follow-ups run automatically without manual effort.
💡 Pro Tip: Start with a simple 3-step email workflow before building complex sequences. Test it with a small group of leads first.
How to Use Close CRM Conversations
Conversations lets you call, email, and text leads without leaving Close.
Here’s how to use it step by step.
Watch Conversations in action:
Now let’s break down each step.
Step 1: Send an Email from a Lead Page
Open any lead and click the email icon.
Choose a saved template or write a custom message.
Close syncs replies back to the lead automatically.
Step 2: Make a Call Using the Built-In Dialer
Click the phone icon on any lead or contact.
Close connects the call through your browser.
Calls are recorded and logged to the lead profile.
✓ Checkpoint: You should see the call recorded in the lead’s activity timeline.
Step 3: Send SMS Messages
Click the SMS icon to text a lead directly.
Use templates for common messages like appointment reminders.
SMS replies appear in the lead’s activity timeline too.
✅ Result: All communication with a lead lives in one place.
💡 Pro Tip: Store your best email and SMS templates in Close. It saves hours each week and keeps messaging consistent across your team.
How to Use Close CRM Reports & Analytics
Reports & Analytics lets you track team performance and monitor your sales pipeline.
Here’s how to use it step by step.
Watch Reports & Analytics in action:
Now let’s break down each step.
Step 1: Open the Reports Dashboard
Click “Reporting” in the left sidebar.
You’ll see pre-built reports for activity, pipeline, and revenue.
Step 2: View Activity Comparison Reports
Open the Activity Comparison report to see team performance.
This shows calls made, emails sent, and tasks completed per rep.
Filter by date range to compare weekly or monthly output.
✓ Checkpoint: You should see each rep’s activity metrics side by side.
Step 3: Use Funnel Reports for Pipeline Health
Switch to Funnel Reports to see conversion rates per stage.
Identify where leads drop off in your sales process.
Export reports for weekly pipeline review meetings.
✅ Result: You know exactly how your team and pipeline are performing.
💡 Pro Tip: Run the Activity Comparison report before every weekly sales meeting. It gives managers a clear view of each rep’s contributions.
How to Use Close CRM Popular Integrations
Popular Integrations lets you connect Close with your favorite tools.
Here’s how to use it step by step.
Watch Popular Integrations in action:
Now let’s break down each step.
Step 1: Browse Available Integrations
Go to Settings, then click “Integrations.”
Close offers over 100 native and Zapier-powered connections.
Search for the tool you want to connect.
Step 2: Connect Your Tools
Click the integration you need and follow the setup wizard.
Popular connections include Calendly, Zoom, and Slack.
For tools without a native connection, use Zapier.
✓ Checkpoint: You should see the integration marked as “Connected.”
Step 3: Test the Data Flow
Trigger a test action in the connected tool.
Verify the data appears correctly in Close.
Check that lead data syncs both ways if needed.
✅ Result: Your tools pass data into Close automatically.
💡 Pro Tip: Connect Calendly to Close first. It auto-creates leads when prospects book meetings, saving you manual data entry.
How to Use Close CRM Sales AI
Sales AI lets you get AI-powered call summaries and email assistance.
Here’s how to use it step by step.
Watch Sales AI in action:
Now let’s break down each step.
Step 1: Enable the AI Call Assistant
Go to Settings and find the AI Call Assistant option.
Toggle it on for your organization.
The AI starts summarizing calls automatically after this.
Step 2: Review AI Call Summaries
Open any lead with a recent call recording.
The AI summary appears below the call in the timeline.
It highlights key action items and next steps.
✓ Checkpoint: You should see AI-generated notes on your latest call.
Step 3: Use AI for Email Drafts
Open the email composer on any lead.
Click the AI assist button to generate a draft.
Edit the draft to match your voice before sending.
✅ Result: You spend less time on admin and more time selling.
💡 Pro Tip: Use AI call summaries to prep for follow-up calls. Scan the summary instead of re-listening to the full recording.
How to Use Close CRM Advanced CRM
Advanced CRM lets you create custom objects, activities, and advanced settings.
Here’s how to use it step by step.
Watch Advanced CRM in action:
Now let’s break down each step.
Step 1: Create Custom Activities
Go to Settings, then click “Custom Activities.”
Build a form to capture data at different sales stages.
Name the activity and define the fields you need.
Step 2: Set Up Custom Objects
Click “Custom Objects” in the Settings menu.
Create objects that match your unique business data.
Associate custom objects with leads for richer context.
✓ Checkpoint: Your custom activities and objects should appear on lead profiles.
Step 3: Configure Opportunity Statuses
Go to Settings and open “Opportunity Statuses.”
Create statuses that reflect your actual sales cycle.
Map each status to a pipeline stage for accurate forecasting.
✅ Result: Close CRM fits your sales process, not the other way around.
💡 Pro Tip: Keep custom fields consistent with naming conventions. Avoid free-text fields when a dropdown works better.
How to Use Close CRM ROI Calculator
ROI Calculator lets you measure the return on your CRM investment.
Here’s how to use it step by step.
Watch ROI Calculator in action:
Now let’s break down each step.
Step 1: Enter Your Team Data
Open the ROI Calculator from the Close website or dashboard.
Enter your number of sales reps and average deal size.
Add your current close rate and sales cycle length.
Step 2: Review the Projected Savings
The calculator shows hours saved on admin tasks each week.
See projected revenue gains from faster follow-ups.
Compare your current costs against Close CRM’s pricing.
✓ Checkpoint: You should see a clear breakdown of time and money saved.
Step 3: Share Results with Your Team
Download the ROI report or screenshot the results.
Share with stakeholders to justify the CRM investment.
Use the numbers to pick the right pricing plan.
✅ Result: You have hard numbers to back your CRM decision.
💡 Pro Tip: Run the calculator before and after your first quarter with Close. Compare actual results to projections for a real performance check.
Close CRM Pro Tips and Shortcuts
After testing Close CRM for over two years, here are my best tips.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Search leads | / |
| Create new lead | Shift + N |
| Open Inbox | G then I |
| Log a call | Shift + C |
Hidden Features Most People Miss
- Bulk Email Sending: Select multiple leads and send personalized emails in batches to save time.
- Power Dialer: Queue up a list of leads and auto-dial through them one by one without manual clicking.
- Email Sequences in Workflows: Chain multi-step email sequences inside workflows for hands-free nurturing.
Close CRM Common Mistakes to Avoid
Mistake #1: Skipping Lead Status Setup
❌ Wrong: Using the default statuses without customizing them for your sales process.
✅ Right: Define statuses that match your actual pipeline stages before importing leads.
Mistake #2: Ignoring Data Hygiene
❌ Wrong: Importing messy data with inconsistent naming and duplicate leads.
✅ Right: Clean your CSV data before import and run regular audits to remove duplicates.
Mistake #3: Not Using Workflows
❌ Wrong: Manually following up with every lead and assigning them by hand.
✅ Right: Set up workflow automations to handle lead assignment and follow-up sequences.
Close CRM Troubleshooting
Problem: Emails Not Syncing
Cause: Your email provider may require re-authorization after a password change.
Fix: Go to Settings, disconnect your email, then reconnect it with updated credentials.
Problem: Calls Dropping or Poor Audio
Cause: Weak internet connection or browser compatibility issues.
Fix: Use Chrome for best results and make sure your internet speed is above 5 Mbps.
Problem: Duplicate Leads After CSV Import
Cause: Close doesn’t auto-merge duplicates during import.
Fix: Use Close’s duplicate detection tool after import. Merge duplicates manually or set matching rules.
📌 Note: If none of these fix your issue, contact Close CRM support.
What is Close CRM?
Close CRM is a sales engagement CRM that helps teams close more deals from one platform.
Think of it like a command center for your entire sales team.
You can call, email, text, and track leads without switching tools.
Watch this quick overview:
It includes these key features:
- Inbox Management: Handle all tasks, emails, and calls from one hub.
- Leads Management: Import, track, and filter leads with Smart Views.
- Workflow Automations: Automate follow-ups and lead assignments.
- Conversations: Built-in calling, email, and SMS in one platform.
- Reports & Analytics: Track team activity and pipeline health.
- Popular Integrations: Connect with 100+ tools including Calendly and Zapier.
- Sales AI: AI-powered call summaries and email assistance.
- Advanced CRM: Custom objects, activities, and opportunity tracking.
- ROI Calculator: Measure the return on your CRM investment.
For a full review, see our Close CRM review.
Close CRM Pricing
Here’s what Close CRM costs in 2026:
| Plan | Price | Best For |
|---|---|---|
| Essentials | $35/seat/month | Small teams needing core CRM with unlimited contacts |
| Growth | $99/seat/month | Teams ready for workflow automations and Power Dialer |
| Scale | $139/seat/month | Larger teams needing role-based access and predictive dialing |
Free trial: Yes, 14 days with full access. No credit card required.
Money-back guarantee: No refund policy, but the free trial gives you full access to test.
💰 Best Value: Growth plan — it unlocks workflow automations and Power Dialer, which save the most time for growing sales teams.
Close CRM vs Alternatives
How does Close CRM compare? Here’s the competitive landscape:
Watch this comparison:
| Tool | Best For | Price | Rating |
|---|---|---|---|
| Close CRM | Built-in calling and sales automation | $35/seat/mo | ⭐ 3 |
| GoHighLevel | All-in-one marketing and CRM for agencies | $97/mo | ⭐ 4.3 |
| Keap | Small business automation and payments | $299/mo | ⭐ 4.2 |
| ActiveCampaign | Email marketing with CRM features | $15/mo | ⭐ 4 |
| HubSpot | Free CRM with marketing hub | $0-$800/mo | ⭐ 4 |
| ClickFunnels | Sales funnels and landing pages | $81/mo | ⭐ 4.2 |
| Folk | Lightweight CRM for small teams | $17.50/mo | ⭐ 4 |
| Instantly | Cold email outreach at scale | $30/mo | ⭐ 4.3 |
Quick picks:
- Best overall: Close CRM — built-in calling, email, and SMS in one CRM
- Best budget: Freshsales CRM — free plan with solid features for small teams
- Best for beginners: HubSpot — free tier with guided onboarding
- Best for agencies: GoHighLevel — all-in-one marketing and CRM
🎯 Close CRM Alternatives
Looking for Close CRM alternatives? Here are the top options:
- 🚀 GoHighLevel: All-in-one platform for agencies with CRM, funnels, and marketing automation built in.
- 💼 Keap: Combines CRM with invoicing and payment processing for service-based small businesses.
- 📊 ActiveCampaign: Top-tier email marketing with built-in CRM and lead scoring for nurture campaigns.
- 🌟 HubSpot: Free CRM with a massive app marketplace and excellent onboarding for beginners.
- ⚡ ClickFunnels: Sales funnel builder with built-in CRM for product-based and info businesses.
- 🎨 Folk: Clean, lightweight CRM focused on relationship management for small teams and founders.
- 🔥 Instantly: Cold email outreach tool with unlimited email accounts and warming features.
- 🔧 ClickUp: Project management tool with CRM features through custom views and automations.
- 🏢 Monday CRM: Visual CRM built on Monday.com’s project management platform for team collaboration.
- 💰 Capsule CRM: Simple and affordable CRM with a free plan and clean interface for small teams.
- 🧠 Insightly: CRM with built-in project management for teams that need both sales and delivery tracking.
- 👶 Freshsales CRM: AI-powered CRM with a free plan and built-in phone system for growing teams.
- ⭐ Salesforce: Enterprise CRM with unmatched customization and app marketplace for large organizations.
- 🎯 Zendesk: Support-first CRM with strong ticketing and customer service features for support teams.
For the full list, see our Close CRM alternatives guide.
⚔️ Close CRM Compared
Here’s how Close CRM stacks up against each competitor:
- Close CRM vs GoHighLevel: Close wins for pure sales teams. GoHighLevel is better for agencies needing marketing and funnels too.
- Close CRM vs Keap: Close is faster for sales outreach. Keap adds invoicing and e-commerce features Close lacks.
- Close CRM vs ActiveCampaign: Close has better calling features. ActiveCampaign wins for email marketing and automation depth.
- Close CRM vs HubSpot: Close is simpler and more sales-focused. HubSpot offers a broader marketing and service platform.
- Close CRM vs ClickFunnels: Close is a real CRM. ClickFunnels is a funnel builder with basic CRM features.
- Close CRM vs Folk: Close has built-in calling and SMS. Folk is lighter and better for relationship tracking.
- Close CRM vs Instantly: Close is a full CRM with calling. Instantly is focused purely on cold email outreach.
- Close CRM vs ClickUp: Close is purpose-built for sales. ClickUp is a project management tool with CRM workarounds.
- Close CRM vs Monday CRM: Close has native calling and email. Monday CRM is more visual and better for team project tracking.
- Close CRM vs Capsule CRM: Close offers more sales power. Capsule is cheaper and simpler for basic contact management.
- Close CRM vs Insightly: Close is stronger for outbound sales. Insightly adds project management for post-sale delivery.
- Close CRM vs Freshsales CRM: Close has better calling features. Freshsales offers a free plan and AI-powered lead scoring.
- Close CRM vs Salesforce: Close is simpler and faster to set up. Salesforce is better for large enterprises needing deep customization.
- Close CRM vs Zendesk: Close is built for sales teams. Zendesk is built for customer support and service teams.
Start Using Close CRM Now
You learned how to use every major Close CRM feature:
- ✅ Inbox Management
- ✅ Leads Management
- ✅ Workflow Automations
- ✅ Conversations
- ✅ Reports & Analytics
- ✅ Popular Integrations
- ✅ Sales AI
- ✅ Advanced CRM
- ✅ ROI Calculator
Next step: Pick one feature and try it now.
Most people start with Inbox Management.
It takes less than 5 minutes.
Frequently Asked Questions
How to use CRM step by step?
Start by creating your account and connecting your email. Then import your leads from a CSV or add them manually. Set up your lead statuses and custom fields to match your sales process. Finally, use the Inbox to manage daily tasks and follow-ups.
What is CRM close?
Close CRM is a sales engagement platform built for small and mid-sized teams. It combines calling, email, SMS, and pipeline management in one tool. Sales reps can do all their outreach and follow-ups without leaving the app.
How do I create a smart view in Close CRM?
Go to the Leads section and click “Smart Views.” Click “Create Smart View” and set your filter conditions. You can filter by lead status, last activity date, custom fields, and more. Save the view and it updates dynamically as data changes.
How to use CRM effectively?
Treat your CRM as an action-oriented hub, not just a database. Log every call, email, and meeting inside Close. Use workflows to automate follow-ups so no lead goes cold. Run weekly pipeline reports to spot bottlenecks early.
What is CRM software tutorial?
A CRM software tutorial teaches you how to use a specific CRM tool step by step. This guide is a Close CRM tutorial that covers every feature from setup to advanced settings. Each section includes clear steps with screenshots and tips.
How do I delete a Close CRM account?
Go to Settings, then scroll to “Account.” Click “Delete Organization” at the bottom of the page. You’ll need to confirm the action. Note that this permanently removes all data, so export your leads first.
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