# Spiich Knowledge Base: full text > Every published Spiich guide, in full, in one file. Product documentation for Spiich, an agentic sales platform for B2B sales teams. Guides: 61 · Index: https://spiich.ai/help/llms.txt · HTML: https://spiich.ai/help · Last updated: 2026-08-25 Each guide below is delimited by a horizontal rule and names its own source URL. For the canonical fact set about the company, pricing position, integrations and compliance posture, see https://spiich.ai/ai-instructions. --- # Section: Getting started What Spiich is, how to get your workspace running, and what to do in your first week. ## Common setup questions ### How do I set up Spiich for the first time? Create your workspace, connect the CRM your team already uses, then connect your own mail and calendar. Finish the profile questions so Spiich has the context it needs before you invite the rest of your team. ### Does every teammate need to repeat the whole setup? No. The CRM connection belongs to the workspace and is approved once. Each teammate connects their own mailbox and calendar, then completes their personal profile and preferences. --- # What Spiich is and how it fits your day > Spiich is an agentic sales platform that sits on top of your CRM and keeps it current. You use it in three places: chat and voice, your meetings, and background agents that run while you sell. - Source: https://spiich.ai/help/getting-started/what-is-spiich - Section: Getting started - Who can do this: Everyone - Time: 4 minutes - Last updated: 2026-08-24 Spiich is an AI layer over the CRM you already run. It reads your CRM, your mailbox, your calendar and your meetings, answers questions about them in plain language, and writes updates back so the pipeline stops going stale between calls. ## What Spiich is Spiich connects to one CRM per workspace and treats that CRM as the single source of truth. There is no second copy of your pipeline to reconcile and no data entry screen to learn. You tell Spiich what happened, and Spiich writes it to the CRM. On top of that connection sits an agent that can act. It searches and filters your records, creates and updates organizations, people, deals and tasks, writes notes, reads your email and calendar, researches companies on the public web, and prepares drafts for you to approve. Everything it does is grounded in your own data plus the company profile you give it during [first-run setup](/help/getting-started/first-run-setup). ## Who it is for - **Reps** who would rather talk through a call than type it up afterwards. - **Sales leaders** who want an accurate pipeline and a brief before every external meeting. - **Sales ops and admins** who set the workspace up once: the CRM connection, what the agent may read and write, teams, and who gets which capability. Spiich is built for B2B sales teams working deals in a CRM. It is not a marketing automation tool and not a support desk. ## The three ways you use it ### Chat and voice [Chat](/help/chat-and-voice/chat-basics) is the default screen. Ask a question about your pipeline, an account or last week's calls, and Spiich answers from your own records with the record names as clickable links. Type `@` to [mention a real CRM record](/help/chat-and-voice/mention-crm-records) so there is no ambiguity about which Acme you mean. Press the microphone and [talk instead of typing](/help/chat-and-voice/voice-updates) when you are walking out of a meeting. Spiich runs multi-step work end to end rather than asking permission at every step, but it stops and asks before overwriting a CRM field that already has a value and before acting across a batch of records. See [what Spiich does on its own](/help/chat-and-voice/what-spiich-does-on-its-own). ### Meetings Spiich prepares a [briefing](/help/meetings/meeting-briefings) before every external meeting: who is attending, what the CRM already knows, and what changed at their company. Recording happens from your own computer through the [Spiich Recorder](/help/meetings/install-the-meeting-recorder), so no bot joins the call. Afterwards you get a summary, a searchable transcript, [CRM updates](/help/meetings/meeting-notes-and-crm-updates) and a [follow-up email draft](/help/meetings/follow-up-emails). It all lands in [My Day](/help/meetings/my-day). ### Background agents [Background agents](/help/background-agents/background-agents-overview) are the work you do not want to do by hand. You configure one once, and it runs on a schedule, on a CRM event, or on demand against records you pick: finding new leads, enriching contacts, scoring against your ICP, reviewing a pipeline, watching key accounts. Every run keeps a record of what it read and what it changed. ## What Spiich connects to | What | Options | | --- | --- | | CRM, one per workspace | Attio, HubSpot, Pipedrive | | Mail and calendar, one per person | Google Workspace, Microsoft 365 | | Meeting recording | Spiich Recorder for macOS and Windows, Fathom, Fireflies.ai | | Chat | Slack | | Where you run it | Web app, Chrome extension, mobile app, desktop recorder | Salesforce is set up with the Spiich team during onboarding rather than connected yourself, because it has to be mapped to your own objects, fields and validation rules. [Talk to us](/contact) if that is your CRM. ## What Spiich deliberately does not do - **It is not a CRM.** Spiich does not store your pipeline instead of your CRM. Disconnect it and your records are still where they always were. - **It does not send email for you.** Every email is an editable draft. You open it in Gmail, Outlook web or your mail client and press Send yourself. - **It does not join meetings as a bot.** The recorder runs on your machine and records what your machine hears. - **It does not change important fields quietly.** Overwriting a populated CRM field or touching many records at once needs your confirmation first. - **It does not work without a CRM.** A workspace with no CRM connected has nothing to ground answers in, which is why connecting one is a step in signup. ## Where to go next [Create your workspace](/help/getting-started/create-your-spiich-workspace), then work through [the first-run setup wizard](/help/getting-started/first-run-setup). If you are already in, follow [your first week with Spiich](/help/getting-started/your-first-week). Unfamiliar word? Check the [glossary](/help/getting-started/spiich-glossary). ## Frequently asked questions ### Do I have to move off my CRM to use Spiich? No. Spiich reads from and writes to the CRM you already run, and your records stay there. It connects to one CRM per workspace: Attio, HubSpot or Pipedrive. Salesforce is set up with the Spiich team during onboarding rather than connected yourself. ### Can Spiich send emails on my behalf? No. Spiich drafts the email as an editable card with recipients, subject and body, usually with a few tone variants. You edit it, then open it in Gmail, Outlook web or your desktop mail client and send it yourself. ### Does a bot join my meetings? No. The Spiich Recorder is a desktop app for macOS and Windows that records from your own computer, so no extra participant shows up on the call. If you already use Fathom or Fireflies.ai, you can connect those instead. ### What does Spiich do with my email and calendar? The Google and Microsoft connections are read-only. Spiich uses them to brief you before meetings, find what was last agreed with an account, and draft replies in your voice. Each person connects their own mailbox, and only one provider at a time. ## Related - [Create your workspace](https://spiich.ai/help/getting-started/create-your-spiich-workspace) - [The first-run setup wizard](https://spiich.ai/help/getting-started/first-run-setup) - [Your first week with Spiich](https://spiich.ai/help/getting-started/your-first-week) - [Glossary](https://spiich.ai/help/getting-started/spiich-glossary) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) - [The Spiich Playbook](https://spiich.ai/articles/the-spiich-playbook) --- # Create your workspace > Signing up creates a new Spiich workspace and makes you its admin. Four steps: your work email, your account details, connecting one CRM, and choosing your plan. - Source: https://spiich.ai/help/getting-started/create-your-spiich-workspace - Section: Getting started - Who can do this: Everyone - Time: 5 to 10 minutes - Last updated: 2026-08-24 ## Before you start - A work email address. Personal domains such as Gmail, Outlook.com, Yahoo and iCloud are rejected. - Admin rights in Attio, HubSpot or Pipedrive, or a colleague who has them. Signup is self-serve and takes four numbered steps. Whoever completes it becomes the workspace admin, so if your team is joining Spiich together, it should be the person who will manage members and integrations. Everyone else gets [invited](/help/getting-started/invite-your-team) afterwards rather than signing up separately. ## Sign up with a work email 1. **Enter your work email** Go to the signup page and type your address under `Work email`, then click `Continue`. Personal domains are refused here with "Please use your company email address." Use the address you actually send mail from at work. 2. **Create your account** On `Step 2 of 4` fill in `Company name`, `First name`, `Last name`, an optional `Phone number` in international format, and a password. Passwords need 10 to 128 characters with at least one uppercase and one lowercase letter. Confirm it and click `Continue`. Your workspace exists from this point and you are its admin. 3. **Connect your CRM** On `Step 3 of 4` pick `Attio`, `HubSpot` or `Pipedrive` and click `Continue` to approve Spiich in that system. You need to be an admin in the CRM itself, because Spiich creates webhooks and reads and writes records. Only one CRM connects per workspace, so once one is live the other cards grey out. 4. **Choose your plan** On `Step 4 of 4` pick your plan and complete checkout. Where a trial applies the button reads `Start Free Trial`; where your company has a negotiated arrangement it reads `Subscribe` and billing starts straight away. Checkout opens in a secure payment page and returns you to Spiich when it finishes. After the last step you land in the [first-run setup wizard](/help/getting-started/first-run-setup) and Spiich starts researching your company. ## Signing up with Google If your company runs Google Workspace you can skip the password screen. Click `Sign up with Google` on the signup page and approve the Google consent screen. Spiich then shows a short screen headed `One more thing...` asking for your `Company name`. Enter it and you continue into the CRM step. There is no separate plan step for Google sign-ups; your trial starts automatically once the company name is saved. The same button on the login screen signs you back in later. The screen remembers which method you used last and marks it `Last used`. ## If you are not a CRM admin You do not have to chase down permissions to finish signup. On the CRM step, tick `I'm not a CRM admin - I'll need to share the integration link with my admin to complete the setup`, then click `Copy Link`. Send that link to whoever administers your CRM. When they open it and approve the connection, come back and continue. ## Invoice billing Some companies are set up on an invoice arrangement by the Spiich team instead of self-serve checkout. If yours is one of them, the plan step is skipped automatically and your workspace starts on a trial. Nothing else about signup changes. [Contact us](/contact) if you want that arrangement for your company. ## Limits - One email address belongs to exactly one Spiich workspace. Signing up with an address that already belongs to another workspace is refused, and you need an invitation from that workspace instead. - One CRM per workspace. Attio, HubSpot and Pipedrive are the self-serve options. See [connect your CRM](/help/connect-your-tools/connect-your-crm). - Company name, first name and last name each need at least two characters. - When a trial ends with no active subscription, every page redirects to [`Settings > Billing`](https://app.spiich.ai/settings/billing) until billing is sorted. > **Note:** Signup only creates workspaces. Teammates never sign up into an existing workspace; an admin invites them, and they set a password from the invitation email. ## If something goes wrong - **"Please use your company email address."** The domain you entered is on the blocked personal list. Use your company address. If your company genuinely uses one of those domains, [ask us](/contact) to set the workspace up for you. - **"User already exists in another workspace."** That address is already in a Spiich workspace. Ask an admin there to invite you from [`Settings > User Management`](https://app.spiich.ai/settings/user-management), then accept the invitation from the email. - **The CRM card is greyed out and `Continue` does nothing.** Another CRM is already connected to this workspace. Continue with the connected one, or ask an admin to disconnect it in [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) first. - **The CRM refuses the authorization.** The person approving is not an admin in the CRM. Use the copy-link route above and hand it to someone who is. - **Every page keeps sending you back to the payment screen.** The workspace has no active subscription: either checkout never finished, or the trial ran out. Finish checkout, or open `Settings > Billing`. See [login problems](/help/troubleshooting/login-problems). ## Frequently asked questions ### Can my whole team sign up separately? No, and you should not want them to. Signing up creates a brand-new workspace, so a second signup would give you two disconnected workspaces. One person signs up and becomes admin, then invites everyone else from `Settings > User Management`. ### What if my company is on Salesforce? Salesforce is set up with the Spiich team during onboarding rather than connected yourself, because it has to be mapped to your own objects, fields and validation rules. [Get in touch](/contact) and we will arrange it. ### What does Spiich cost? Plans are chosen during signup, and some companies are set up on an invoice arrangement by the Spiich team instead. For current pricing and what fits your team, [contact us](/contact). ### I signed up on my phone and never saw a setup wizard. Why? The first-run wizard only runs on a browser window at least 768 pixels wide. On a narrower window it is skipped entirely and you land in Chat with an unconfigured workspace. Open Spiich on a laptop or desktop to finish setup. ## Related - [The first-run setup wizard](https://spiich.ai/help/getting-started/first-run-setup) - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Invite your team](https://spiich.ai/help/getting-started/invite-your-team) - [You cannot sign in](https://spiich.ai/help/troubleshooting/login-problems) - [Integrations](https://spiich.ai/integrations) - [Talk to us](https://spiich.ai/contact) --- # The first-run setup wizard > After signup Spiich runs a one-time wizard on desktop: it researches your company, connects your mail and calendar, sets up meeting recording, and drafts your personal profile. - Source: https://spiich.ai/help/getting-started/first-run-setup - Section: Getting started - Who can do this: Everyone - Time: 10 to 15 minutes - Last updated: 2026-08-24 ## Before you start - Signup is finished: a CRM is connected and your plan or trial is active. - A desktop or laptop browser at least 768 pixels wide. The wizard runs once, and until it finishes every page in the app redirects back to it. That is deliberate: the answers it collects are what ground every agent afterwards, so a workspace that skips them gets vaguer answers for months. ## What the wizard covers | Stage | Who sees it | Skippable | | --- | --- | --- | | Company research | Admins only | No, but every card is editable | | Email and calendar | Everyone | Yes | | Meeting recording | Everyone | Yes | | Slack | Admins only | Yes | | Personal profile | Everyone | No, but you can fill it in by hand | ## Working through it as an admin 1. **Let the research run** You land on a screen headed "Let me look around your workspace." An agent reads your connected CRM and the public web for about a minute. An activity feed on the left shows what it is doing, with clickable source links, and findings appear one card at a time on the right. 2. **Correct the four cards** When the headline changes to "Here's what I found." you get `Company Description`, `Value Proposition`, `Target Customer` and `Buyer Persona`. Click any card to edit it inline, or type a correction into the box on the left, for example "We also target healthcare companies", and press Enter. The agent revises only what changed. Get these right: they are what every agent reasons from later. Click `Looks good` to save. 3. **Connect email and calendar** Pick `Google Workspace` or `Microsoft 365` and approve the consent screen. You return with a checkmark and the wizard advances on its own. Both connections are read-only, and only one provider connects per person, so the other card dims. This is what unlocks meeting briefings and email drafting. Click `Skip` to do it later from [`Settings > Integrations`](https://app.spiich.ai/settings/integrations). 4. **Set up meeting recording** Three options on one screen. `Set up recorder` expands the [Spiich Recorder](/help/meetings/install-the-meeting-recorder) panel: pick `Apple silicon`, `Intel Mac` or `Windows`, download, install, then click `Generate pairing code` and type the code into the desktop app before the countdown runs out. `Fathom` connects by OAuth. `Fireflies.ai` connects by pasting an API key. Then `Next`, or `Skip`. 5. **Connect Slack** `Connect Slack` installs the Spiich app so your team can ask questions from Slack channels. Admin-only stage; members never see it. `Skip` is fine here, it changes nothing else. See [connect Slack](/help/connect-your-tools/connect-slack). 6. **Set up your personal profile** Click `Let Spiich set up the profile` and the agent drafts `Job Title`, `Responsibilities`, `Professional Background`, `Communication Style`, `Meeting Brief Summary` and `Email Writing Style` from what it can see. Or click `Do it manually` and type them yourself. Edit anything, then click `Looks good`. A three-line closing animation plays for a few seconds, your account is marked as onboarded, and you land in Chat. No page redirects you back afterwards. ## The shorter version a team member sees Someone who joined from an invitation starts at `Connect your email & calendar`, then meeting recording, then their personal profile, then the closing animation. The company research stage and the Slack stage are admin-only, so a member simply never sees them. Everything else is identical. If the recorder card reads `Ask your admin` and will not open, Recorder access has not been granted for that person yet. See [recorder permissions](/help/meetings/recorder-permissions). ## What Spiich does with the answers The four company cards are saved on the workspace and become the shared context every agent reasons from: chat answers, meeting briefings, background agent runs. Your personal fields shape how Spiich talks to you and how it writes. The email writing style is saved as a personal skill named `Email writing style`, which you can edit later under [`Settings > Skills`](https://app.spiich.ai/settings/skills). Nothing here is permanent. Change your own fields any time at [`Settings > Agent Customization > User information`](https://app.spiich.ai/settings/agent-customization). Admins change the company fields under `Organization information` on the same page. Fields save when you click away. See [teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work). ## Limits - The wizard needs a desktop browser at least 768 pixels wide. Narrower than that and it is skipped entirely, which leaves the workspace unconfigured until you come back on a computer. - Only one mail provider per person. Connecting Google dims Microsoft, and the other way round. - Recorder pairing codes expire ten minutes after you generate them. Click `Regenerate pairing code` if the countdown runs out. - The Windows recorder build is unsigned, so SmartScreen warns on first launch. Click More info, then Run anyway. - Company-level fields stay admin-only after setup. Members see them read-only. ## If something goes wrong - **A card sits on a dashed border saying "Add context here, or reply in chat..."** The agent could not work that field out from your CRM or the web. Click into the card and type it, or answer in the chat box on the left. - **The research notice says the agent is unavailable and cached data is being used.** The research agent could not be reached, so the cards fall back to generic placeholders. Overwrite each one and click `Looks good`. You can fix anything later in `Settings > Agent Customization`. - **The Company Description describes Spiich instead of your company.** That is the fallback text when research fails for that card. Replace it with your own description. - **The Email Writing Style card says no sent-email patterns were found.** No mailbox is connected, or there are too few messages you sent for a style to be inferred. Connect your mailbox at the email step first, or type your own guidance into the card. - **Fireflies connected but no transcripts arrive.** The first connect backfills the last 30 days once, then Spiich polls on a schedule set by your Fireflies plan's own rate limit. Check `Last synced` and `Next sync` on the Fireflies.ai card. See [bring in meetings from other tools](/help/meetings/import-meetings). - **Every page keeps redirecting to the wizard.** It has not finished. Work through the remaining stages and let the closing animation play out; the account is only marked onboarded when that screen ends. ## Frequently asked questions ### Can I skip the wizard and come back later? Individual stages can be skipped with the `Skip` button, but the wizard as a whole cannot: on desktop every page redirects back to it until the closing animation finishes. The email, recording and Slack stages are all skippable and can be set up later from `Settings > Integrations`. ### The research got my company wrong. Does that matter? Yes, and it is worth two minutes to fix. Those four fields are the shared context every agent reasons from, so a wrong Target Customer produces wrong lead scoring and vague briefings. Click any card to correct it, or type the correction into the chat box on the left. ### Why does my colleague not see the company research step? It is admin-only, along with the Slack step. Members start the wizard at "Connect your email & calendar". If a member needs a company-level answer changed, an admin edits it at `Settings > Agent Customization > Organization information`. ### Can I change these answers after setup? All of them. Personal fields live at `Settings > Agent Customization > User information` and any member can edit their own. Organization fields are on the same page and are admin-editable. Each field saves when you click away. ## Related - [Create your workspace](https://spiich.ai/help/getting-started/create-your-spiich-workspace) - [Connect Gmail and Google Calendar](https://spiich.ai/help/connect-your-tools/connect-gmail-and-google-calendar) - [Install the Spiich Recorder](https://spiich.ai/help/meetings/install-the-meeting-recorder) - [Your first week with Spiich](https://spiich.ai/help/getting-started/your-first-week) - [Meetings in Spiich](https://spiich.ai/product/meeting) - [Integrations](https://spiich.ai/integrations) --- # Invite your team > Admins invite teammates from Settings > User Management, either by typing an email address or by picking a contact from the connected CRM. Invitees set a password or continue with Google. - Source: https://spiich.ai/help/getting-started/invite-your-team - Section: Getting started - Who can do this: Workspace admins - Time: 2 minutes per person - Last updated: 2026-08-24 ## Before you start - You are an admin of the workspace. - For anyone who is not already a contact in your connected CRM, you need their first name, last name and email address. Nobody signs themselves into an existing workspace. Signup always creates a new one, so the only way in is an invitation from an admin. Everything happens on one page: [`Settings > User Management`](https://app.spiich.ai/settings/user-management). > **Admin only:** Inviting, resending and revoking are all admin-only. A member opening that page is sent back to their own settings. ## Invite by email 1. **Open User Management** Open `Settings` from the app sidebar, then `User Management` in the Account group. 2. **Find the invite card** Scroll to `Invite team members`, headed "Invite anyone by email, or pick a contact from your CRM". 3. **Fill in the row** In the `Invite by email` row enter `First name`, `Last name` and `Email address`. Both names are required for anyone who is not already a contact in your CRM; the invite is rejected without them. 4. **Check the domain warning** If the address is on a different domain from yours, a warning appears: "Double-check the address before inviting someone outside your organization." It still sends if you continue, so only continue if you meant to. 5. **Click Invite** You get `Invitation sent!` and the person appears in the Members list marked `Pending invite`. ## Invite someone already in your CRM Underneath the email form Spiich lists `potential members`: people who exist as contacts in your connected CRM but are not Spiich users yet. Find the person and click `Invite` on their row. The row flips to `Added`. No typing, no chance of a typo in the address. If the list is empty you either have no CRM connected or everyone in it is already a member. If a specific colleague is missing, they are not a contact in the CRM; use the email row instead. ## What the invitee receives They get an email titled "You're invited to join {company} on Spiich" with a join link. Opening it gives them two routes: - **Set a password.** At least 10 characters with an uppercase and a lowercase letter, entered twice, then `Create Account`. They are sent to the login screen to sign in. - **Continue with Google.** They must use the Google account matching the invited address. This signs them straight in. Either way they land in the [first-run setup wizard](/help/getting-started/first-run-setup), which for a member starts at the email and calendar step. ## Pending versus active The Members list shows a count of active and pending people. A row stays `Pending invite` until the person sets a password or signs in with Google, then flips to `Active`. Both states consume a seat. On a pending row you get two actions: - **Resend invitation.** Sends the same email again. Use this rather than inviting the person a second time, which is rejected. - **Remove invitation.** Kills the invite link, frees the seat, and puts the person back on the invitable list. You can invite them again at any time. ## After they are in Two things are worth doing once someone is active, both from the same Members list: - **Roles.** Click the `Member` badge on their row to promote them. Admins can manage members, invite people, connect the workspace CRM and edit organization-level agent settings. You cannot change your own role, and the last admin cannot be demoted. See [manage your team](/help/workspace/manage-your-team). - **Capabilities.** Recorder access, Task View and background-agent access are granted per person from the same row. See [recorder permissions](/help/meetings/recorder-permissions) and [agent permissions](/help/background-agents/agent-permissions). Teams are a separate layer: a group of members with its own agent personality and credit budget. See [teams](/help/workspace/teams). ## Limits - An email address that already belongs to another Spiich workspace cannot be invited. - Someone already active in your workspace cannot be re-invited, and neither can someone with an invitation already outstanding. Use resend instead. - System accounts are refused with "System accounts cannot be invited". - First and last name are mandatory for anyone not already in your CRM. - Both active members and outstanding invitations count towards your seat total, so revoke invitations you no longer want. ## If something goes wrong - **The Invite button will not enable.** Something in the row is incomplete or invalid: a malformed address, or a missing first or last name for someone outside your CRM. - **The invitation is rejected.** The address is already active, already invited, or belongs to another workspace. Check the Members list for a `Pending invite` row and use resend. - **"Invalid Invitation - This invitation link is invalid or has expired."** The link is missing its token, was already used, or the invitation was revoked. Resend it from the person's pending row. - **"Use the Google account that matches the invited email address."** They are signed into a different Google account. Sign out, use a separate browser profile, or set a password on the same screen instead. - **A colleague cannot find User Management.** They are not an admin. Promote them, or send the invitation yourself. ## Frequently asked questions ### Can a teammate just sign up with our company email? No. Signup always creates a brand-new workspace, so they would end up isolated from yours, and their address would then be blocked from being invited into it. Always invite from `Settings > User Management`. ### Does inviting someone cost anything? Both active members and outstanding invitations consume a seat on your subscription. Revoking a pending invitation frees the seat again. For what a seat costs on your plan, see `Settings > Billing` or [contact us](/contact). ### Can I invite someone outside my company? Yes, but Spiich warns you first: a mismatched email domain shows "Double-check the address before inviting someone outside your organization." The invitation still sends if you continue. They get the same access as any other member, so only do it deliberately. ### How do I remove someone who has left? Hover their row in the Members list and use the suspend action. It removes their workspace access, signs their paired devices out, and stops them counting towards seat billing. You cannot suspend yourself, and there must always be at least one admin. ## Related - [Manage teammates and roles](https://spiich.ai/help/workspace/manage-your-team) - [Teams](https://spiich.ai/help/workspace/teams) - [The first-run setup wizard](https://spiich.ai/help/getting-started/first-run-setup) - [Talk to us](https://spiich.ai/contact) --- # Your first week with Spiich > A five-day plan for a new workspace: connect your tools and ask a real question, record a meeting, work the follow-ups, build a table, then hand repeat work to a background agent. - Source: https://spiich.ai/help/getting-started/your-first-week - Section: Getting started - Who can do this: Everyone - Time: 20 minutes a day - Last updated: 2026-08-24 Do one thing a day for five days and by Friday you will have used every part of Spiich on real work. Nothing here takes more than twenty minutes, and each day builds on the one before. ## Day one: connect, then ask something real Finish [the first-run setup wizard](/help/getting-started/first-run-setup) if you have not already, and check the three connections that matter most. - Your CRM: [connect your CRM](/help/connect-your-tools/connect-your-crm). One per workspace, and it is what everything else reads from. - Your mailbox and calendar: [Google](/help/connect-your-tools/connect-gmail-and-google-calendar) or [Microsoft 365](/help/connect-your-tools/connect-outlook-and-microsoft-365). Each person connects their own. - Check [`Settings`](https://app.spiich.ai/settings) to see what is still missing. Then open [Chat](/help/chat-and-voice/chat-basics) and ask something you would otherwise have gone digging for. _Try this on day one:_ ``` Which of my open deals have not moved in the last two weeks, and what was the last thing that happened on each? ``` Type `@` while you write to [mention a real CRM record](/help/chat-and-voice/mention-crm-records) so Spiich works on exactly the account you mean. ## Day two: record a meeting Install the [Spiich Recorder](/help/meetings/install-the-meeting-recorder) and pair it before your first external call of the day. No bot joins the meeting; it records from your own machine. Before the call, read the [briefing](/help/meetings/meeting-briefings) Spiich prepared. After it, look at the summary and the searchable transcript. See [how meetings work](/help/meetings/how-meetings-work) for the whole path from calendar to CRM. Already on Fathom or Fireflies.ai? [Import meetings](/help/meetings/import-meetings) from there instead. ## Day three: work the follow-ups Open [My Day](/help/meetings/my-day). Yesterday's meeting should now carry a summary, [CRM updates](/help/meetings/meeting-notes-and-crm-updates) and a [follow-up email draft](/help/meetings/follow-up-emails). - Review the CRM updates before they land. See [what Spiich does on its own](/help/chat-and-voice/what-spiich-does-on-its-own). - Edit the follow-up draft, then open it in your mail client and send it. Spiich never sends for you. - Dictate what happened on a call you did not record: [voice updates](/help/chat-and-voice/voice-updates). While you are here, tell Spiich how you actually work so it stops guessing: [teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work). ## Day four: build a table A [table](/help/your-data/tables-and-views) is a saved view of your CRM: one object type, the columns you care about, a saved filter and sort. It stays live against the CRM rather than being a snapshot. Build the list you rebuild by hand every week. You can ask for it in chat: _Ask for a table:_ ``` Build me a table of open deals over 20k closing this quarter, with the owner, the stage and the last activity date. ``` Then add an [AI or prompt column](/help/your-data/ai-and-prompt-columns) that answers a question per row, and use [bulk actions](/help/your-data/bulk-actions) to work the list. Click into any row to see its [record page](/help/your-data/record-pages). ## Day five: hand off the repeat work Now automate the thing you did three times this week. Start with [background agents overview](/help/background-agents/background-agents-overview), then [create a background agent](/help/background-agents/create-a-background-agent). - Decide when it fires: [agent triggers](/help/background-agents/agent-triggers). - Have it stage changes for approval rather than writing straight to the CRM while you build trust. - Watch the first few runs: [monitor agent runs](/help/background-agents/monitor-agent-runs). ## Once the week is over - Put Spiich where you already work: the [Chrome extension](/help/apps/chrome-extension), the [mobile app](/help/apps/mobile-app), or see [which app to use](/help/apps/which-app-to-use). - Save the prompts you keep retyping: [skills and saved prompts](/help/chat-and-voice/skills-and-saved-prompts). - Bring the rest of the team in: [invite your team](/help/getting-started/invite-your-team). - Keep an eye on what work is costing: [credits and usage](/help/workspace/credits-and-usage) and [insights and goals](/help/workspace/insights-and-goals). Stuck on a word along the way? The [glossary](/help/getting-started/spiich-glossary) has all of them. ## Frequently asked questions ### What is the single highest-value thing to do first? Connect your CRM and your mailbox, then correct the four company cards in setup. Everything Spiich says afterwards is grounded in those, so five minutes spent on them changes the quality of every answer, briefing and agent run for months. ### Do I need the desktop recorder to get value in week one? No. Chat over your CRM, meeting briefings and follow-up drafts all work without it. The recorder adds summaries, transcripts and automatic CRM updates from calls, which is why it is day two rather than day five. ### Should I set up a background agent straight away? Wait until you have used Spiich by hand for a few days. Agents work best when they are automating something you have already done manually and know the shape of, and when your company profile and CRM access are already correct. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Background Agents](https://spiich.ai/product/background-agents) - [Background Agents setup guide](https://spiich.ai/articles/background-agents-setup-guide) --- # Glossary > Every Spiich term a new user meets, in one alphabetical list: workspace, credits, threads, mentions, skills, tables, briefings, proposals, agents and the rest, each linked to its guide. - Source: https://spiich.ai/help/getting-started/spiich-glossary - Section: Getting started - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 Product nouns keep their in-app capitalization here, so what you read below is what you will see on screen. If a term is missing, ask Spiich in [Chat](/help/chat-and-voice/chat-basics): it can read its own product guides and tell you whether something is switched on for your workspace. ## A to C | Term | What it means | | --- | --- | | Add-on | An optional capability granted per person on top of a seat, such as Recorder or Task View. See [manage your team](/help/workspace/manage-your-team). | | Admin | A member with workspace-wide rights: invite people, connect the CRM, edit organization-level settings, manage billing. See [manage your team](/help/workspace/manage-your-team). | | AI Summary column | A single Spiich-written summary column on a table. One per table. See [AI and prompt columns](/help/your-data/ai-and-prompt-columns). | | Artifact | A larger output that opens in a pane beside the conversation instead of inline: files and documents. See [artifacts and files](/help/chat-and-voice/artifacts-and-files). | | Background agent | An automation you configure once and Spiich runs on its own, on a schedule, on a CRM event, or on demand. See [background agents overview](/help/background-agents/background-agents-overview). | | Briefing | The prep Spiich writes before an external meeting: attendees, CRM history and researched context. See [meeting briefings](/help/meetings/meeting-briefings). | | Buyer Persona | The person inside your target company who makes the decision. Captured during [first-run setup](/help/getting-started/first-run-setup). | | Card | The compact panel that represents a record wherever it appears. One layout per object type. See [record pages](/help/your-data/record-pages). | | Citation | A CRM record name rendered as a clickable link inside an answer, so you can open exactly what Spiich used. See [chat basics](/help/chat-and-voice/chat-basics). | | Company profile | The Company Description, Value Proposition and Target Customer that ground every agent. Set in [first-run setup](/help/getting-started/first-run-setup). | | Connected device | A computer paired to your account with a pairing code. Revoking one cuts it off immediately. See [install the meeting recorder](/help/meetings/install-the-meeting-recorder). | | Credits | The unit Spiich meters work in. Enrichment, briefings, agent runs and generated columns draw on the workspace balance. See [credits and usage](/help/workspace/credits-and-usage). | | Custom Agent Instructions | Free-text instructions applied to every agent in the workspace. Admin-editable. See [teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work). | ## D to O | Term | What it means | | --- | --- | | Email writing style | A personal skill Spiich drafts from your genuine sent emails, describing your voice. See [skills and saved prompts](/help/chat-and-voice/skills-and-saved-prompts). | | Finding | One editable card the research agent produces during setup, with the source it came from. See [first-run setup](/help/getting-started/first-run-setup). | | Insights | The reporting area showing what you use Spiich for, what it completed, and your goals. See [insights and goals](/help/workspace/insights-and-goals). | | Meeting Agent | The settings page covering the desktop recorder, paired devices, and what happens after a meeting. See [how meetings work](/help/meetings/how-meetings-work). | | Member | A regular user of the workspace. Members manage their own profile and connections but cannot invite people. See [manage your team](/help/workspace/manage-your-team). | | Memory | The preferences Spiich keeps about how you work, plus switches for whether it may draw on them. See [teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work). | | Mention | A real CRM record inserted into your message as a chip by typing `@`, so Spiich acts on exactly that record. See [mention CRM records](/help/chat-and-voice/mention-crm-records). | | Model tier | How much reasoning a message gets: Fast, Balanced or Expert. See [chat basics](/help/chat-and-voice/chat-basics). | | My Day | The day-by-day view of your meetings, briefings, notes, follow-up drafts and tasks. See [My Day](/help/meetings/my-day). | | Object type | A kind of CRM record Spiich syncs: Organization, Person, Deal, Task, plus custom objects. See [CRM sync rules](/help/your-data/crm-sync-rules). | | Onboarding | The one-time first-run wizard that captures your company profile, connections and personal profile. See [first-run setup](/help/getting-started/first-run-setup). | ## P to Z | Term | What it means | | --- | --- | | Pairing code | The short code generated in Spiich and typed into the desktop Recorder. It expires after ten minutes. See [install the meeting recorder](/help/meetings/install-the-meeting-recorder). | | Pending invite | Someone invited who has not accepted yet. Their invitation can be resent or revoked. See [invite your team](/help/getting-started/invite-your-team). | | Prompt column | A table column defined by a question you write in plain English, answered once per row. See [AI and prompt columns](/help/your-data/ai-and-prompt-columns). | | Prompt Library | Your saved reusable prompts, inserted in chat by typing `/`. See [skills and saved prompts](/help/chat-and-voice/skills-and-saved-prompts). | | Proposal | A CRM change Spiich suggests but has not made, waiting for you to approve or dismiss. See [what Spiich does on its own](/help/chat-and-voice/what-spiich-does-on-its-own). | | Quick Action | A one-click saved prompt you fire at a record, or at many records at once. See [skills and saved prompts](/help/chat-and-voice/skills-and-saved-prompts). | | Record | One row: a single organization, person, deal or task. Clicking it opens the record page. See [record pages](/help/your-data/record-pages). | | Run | One execution of a background agent, with its plan, what it changed and what it cost. See [monitor agent runs](/help/background-agents/monitor-agent-runs). | | Scope | Whether a table is Personal, visible only to its owner and admins, or Shared with the whole workspace. See [tables and views](/help/your-data/tables-and-views). | | Seat | One billed place in the workspace. Active members and outstanding invitations both consume one. See [manage your team](/help/workspace/manage-your-team). | | Skill | A named set of reusable instructions Spiich follows when you invoke it, scoped to you, a team or the company. See [skills and saved prompts](/help/chat-and-voice/skills-and-saved-prompts). | | Spiich Recorder | The desktop app for macOS and Windows that records meetings from your own computer. No bot joins the call. See [install the meeting recorder](/help/meetings/install-the-meeting-recorder). | | Summary | The write-up Spiich generates from a recording's transcript. The same text appears in the app and on the CRM note. See [meeting notes and CRM updates](/help/meetings/meeting-notes-and-crm-updates). | | Table | A saved view of your CRM: one object type, chosen columns, a saved filter and a saved sort, live against the CRM. See [tables and views](/help/your-data/tables-and-views). | | Team | A group of members with its own agent personality, credit budget and agent access. See [teams](/help/workspace/teams). | | Thread | One conversation with Spiich, listed in the chat sidebar and named automatically. See [chat basics](/help/chat-and-voice/chat-basics). | | Tools | The switches beside the message box: Web search, and once your mailbox is connected, Email search and Calendar search. See [chat basics](/help/chat-and-voice/chat-basics). | | Transcript | The speaker-labelled, timestamped record of what was said. See [meeting notes and CRM updates](/help/meetings/meeting-notes-and-crm-updates). | | Trial | The free period before a workspace subscribes. When it ends without a subscription, every page redirects to Billing. See [credits and usage](/help/workspace/credits-and-usage). | | Two-factor authentication | An emailed six-digit code asked for after your password. See [two-factor authentication](/help/workspace/two-factor-authentication). | | Usage limits | The daily allowance covering the Balanced and Expert tiers, shown as a percentage. Fast has no daily limit. See [credits and usage](/help/workspace/credits-and-usage). | | View | How a table is filtered, sorted and presented, without creating a second copy of the records. See [tables and views](/help/your-data/tables-and-views). | | Work log | The collapsed record of everything Spiich did while answering, shown as "Worked for" under the answer. See [chat basics](/help/chat-and-voice/chat-basics). | | Workspace | Your company's Spiich account: members, connections, records and settings. One email address belongs to exactly one workspace. See [what Spiich is](/help/getting-started/what-is-spiich). | ## Frequently asked questions ### What is the difference between a Skill and a saved prompt? A saved prompt in the Prompt Library is one message you reuse, pulled in with `/` and edited before you send it. A Skill is a set of instructions plus a description of when it should be used, so Spiich follows it as a method rather than sending it as text. ### What is the difference between a table and a view? A table defines which records and columns you work with. A view changes how that table is filtered, sorted and presented without creating a second copy of the records. You switch views from the table header. ### What is the difference between a member and an admin? Members manage their own profile, connections, prompts and skills. Admins additionally invite and suspend people, connect the workspace CRM, edit organization-level agent context, grant add-ons, and manage billing. Whoever creates the workspace is its first admin. ### What actually consumes credits? Metered work rather than ordinary conversation: contact and phone enrichment, meeting briefings, post-meeting CRM updates and email drafts, prompt column cells, and background agent runs. Your balance is on `Settings > Overview` and, for admins, `Settings > Billing`. ## Related - [What Spiich is and how it fits your day](https://spiich.ai/help/getting-started/what-is-spiich) - [Your first week with Spiich](https://spiich.ai/help/getting-started/your-first-week) - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # Section: Connect your tools Connect your CRM, mail, calendar and the rest of your stack, and control what Spiich reads and writes. ## Common setup questions ### Which tools should I connect first? Connect your CRM first because it is the source of truth for records and pipeline data. Connect mail and calendar next for meeting briefs, email context and follow-up drafts, then add any optional tools your workflow needs. ### Can I control what Spiich reads and changes? Yes. Workspace admins choose which CRM object types are available and whether their fields are writable. Personal mail and calendar connections remain tied to the person who connected them. --- # Connect your CRM > Spiich syncs with one CRM per workspace: HubSpot, Attio or Pipedrive, connected once over OAuth by a CRM admin and shared by everyone on the workspace. The first import then runs in the background. - Source: https://spiich.ai/help/connect-your-tools/connect-your-crm - Section: Connect your tools - Who can do this: Workspace admins - Time: 2 minutes to approve, plus import time - Last updated: 2026-08-24 ## Before you start - You are an admin in the CRM you want to connect, or you can send the connection link to someone who is. - No other CRM is connected to your Spiich workspace. Spiich works from your CRM. Until one is connected, Chat has nothing to read, your tables are empty and background agents have nothing to act on. Connecting takes about a minute of clicking; the import that follows runs on its own. ## Which CRMs you can connect Three CRMs connect themselves, over OAuth, from inside Spiich: - **HubSpot**. Steps and the full object list are in [Connect HubSpot](/help/connect-your-tools/connect-hubspot). - **Attio**. Steps, lists and custom objects are in [Connect Attio](/help/connect-your-tools/connect-attio). - **Pipedrive**. Steps and what syncs are in [Connect Pipedrive](/help/connect-your-tools/connect-pipedrive). Salesforce is set up together with the Spiich team during onboarding rather than self-serve, because it is mapped to your own objects, fields and validation rules. [Get in touch](/contact) and we will scope it with you. ## One CRM, one workspace, everyone Two rules shape everything else on this page. **One CRM at a time.** Spiich keeps a single source of truth, so a workspace connects exactly one of HubSpot, Attio or Pipedrive. Once one is connected the other two cards read `Unavailable`, and clicking through shows *You can only connect to one CRM at a time. Please disconnect your current CRM first.* **The connection belongs to the workspace, not to you.** One person approves it and every member of the workspace reads and writes through that same connection. This is the opposite of mail and calendar, which each person connects for themselves: see [Connect Gmail and Google Calendar](/help/connect-your-tools/connect-gmail-and-google-calendar). Nobody else has to repeat the CRM step. Approval has to come from someone who is an admin in the CRM itself. Being a Spiich admin is not enough; the consent screen belongs to HubSpot, Attio or Pipedrive. ## Connect the CRM 1. **Open the CRM section** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and scroll to **CRM platform**. During signup this same screen is step 3 of 4, titled **Connect your CRM**. 2. **Start the connection** Click **Connect HubSpot**, **Connect Attio** or **Connect Pipedrive** on the card you want. If a card reads `Unavailable`, another CRM is already connected. 3. **Approve the permissions** Sign in to the CRM if you are not already, pick the portal, workspace or company account you want linked, and approve everything on the consent screen. 4. **Let the first import run** You land back in Spiich. The card turns green with a `Connected` badge and Chat shows **Setting Up Your Workspace** with a progress bar until the import finishes. ## If you are not an admin in your CRM On the signup screen you can hand the job to whoever is: 1. Tick *I'm not a CRM admin - I'll need to share the integration link with my admin to complete the setup*. 2. Click the card for your CRM. 3. Click **Copy Link**. Spiich confirms with *Link Copied!*. 4. Send the link to your CRM admin. When they open it, sign in and approve, the workspace is connected. ## What the first import does Spiich imports in two passes: record shells first, then every field value and relationship. You get people, companies, deals, tasks and notes from all three CRMs, plus whatever else that CRM offers (HubSpot calls, meetings and sales emails; Attio lists and call recordings; Pipedrive activities). How long it takes depends on how many records you hold. The progress screen tells you it is indexing roughly 30 records per second, and records move 100 at a time, so a small portal is minutes and a very large one is longer. Leave it running: the screen clears itself and the workspace admin gets an email when the first sync finishes. Large imports are a good moment to book the onboarding call the same screen offers. ## What keeps it current afterwards Once the import is done, nothing is manual. There is no *Sync now* button anywhere in Spiich, and you do not need one. - Attio and Pipedrive push webhooks for record, note, task and list changes. - HubSpot pushes webhooks for contacts, companies and deals, and Spiich polls everything else on a five-minute cycle. - Once an hour Spiich re-reads your field definitions, Attio lists and CRM users. Writes go the other way in the same action. When you or an agent creates or edits a record, task or note in Spiich, it is pushed to the CRM immediately. If the CRM rejects the write, Spiich rolls its own change back, so a record never survives in Spiich that your CRM refused. ## Limits - One CRM per workspace, with no self-service disconnect. A connected CRM shows a greyed-out `Connected` button with no menu. Switching CRMs is a support request, so pick deliberately. - Reconnecting has to target the same account. Attio checks the workspace, HubSpot checks the portal ID, Pipedrive checks the API domain. - Only Spiich workspace admins can reauthorize a connection. What the agent may read and write is set at [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types); see [Control what Spiich can see and change](/help/connect-your-tools/control-crm-access). - `Settings > Object Types` only appears once a CRM is connected and has finished its first import. > **Careful:** There is no Disconnect control for HubSpot, Attio or Pipedrive. Connect the CRM your team actually runs on. Changing it later means asking Spiich support to unpick the existing connection. ## If something goes wrong **The Connect button reads `Unavailable`, or you get *Cannot Connect*.** Another CRM is already connected to this workspace. Use it, or contact support to switch. **Chat is stuck on Setting Up Your Workspace.** The first import has not reached 100%. Progress is checked every five seconds and the screen clears itself. Large CRMs simply take longer. **A banner in Chat says *Reconnect to *.** Spiich needs a permission the current connection does not hold. An admin clicks **Reauthenticate** and approves the consent screen. Members never see this banner, so ask an admin. **You see a workspace mismatch error after reconnecting.** You signed in to a different portal, workspace or account than the one already linked. Sign out of the CRM, sign back in to the original one, and try again. ## Frequently asked questions ### Does every person on my team have to connect the CRM? No. The CRM connection is workspace-wide. One CRM admin approves it once and everyone on the workspace reads and writes through it. Mail and calendar are different: each person connects their own mailbox from `Settings > Integrations`. ### Can I connect two CRMs, or two HubSpot portals? No. A Spiich workspace syncs with exactly one CRM account so there is a single source of truth. The other cards show `Unavailable` while one is connected, and reconnecting is checked against the account already linked. ### Can I use Spiich without a CRM? Not usefully. Records, tables, background agents and CRM write-back all read from the connected CRM, and `Settings > Object Types` does not appear until one is connected. Connect a CRM first, then everything else in Spiich has something to work with. ### Is there a Sync now button if data looks stale? There is no manual resync anywhere in the product. Changes arrive by webhook, by a five-minute poll on HubSpot, and by an hourly refresh of field definitions and CRM users. If something still looks wrong after that, see [CRM sync problems](/help/troubleshooting/crm-sync-problems). ## Related - [Connect HubSpot](https://spiich.ai/help/connect-your-tools/connect-hubspot) - [Connect Attio](https://spiich.ai/help/connect-your-tools/connect-attio) - [Connect Pipedrive](https://spiich.ai/help/connect-your-tools/connect-pipedrive) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [Map your CRM fields](https://spiich.ai/help/connect-your-tools/map-crm-fields) - [Connect Lemlist](https://spiich.ai/help/connect-your-tools/connect-lemlist) - [All Spiich integrations](https://spiich.ai/integrations) - [Talk to the Spiich team](https://spiich.ai/contact) --- # Connect HubSpot > A HubSpot admin approves Spiich once over OAuth and contacts, companies, deals, tasks and notes sync both ways. Leads and Tickets are optional extras an admin turns on from Object Types. - Source: https://spiich.ai/help/connect-your-tools/connect-hubspot - Section: Connect your tools - Who can do this: Workspace admins - Time: 2 minutes, plus background import time - Last updated: 2026-08-24 ## Before you start - You are an admin in the HubSpot portal you want to connect. - No other CRM is connected to your Spiich workspace. HubSpot is one of the three CRMs you can connect yourself. Approve it once and Spiich reads your portal, writes back what you and your agents change, and keeps both current without a manual sync. ## Connect during signup 1. **Reach the CRM step** Continue through signup until you see **Connect your CRM**, labelled **Step 3 of 4**. 2. **Pick HubSpot** Click the HubSpot card, then click **Continue**. 3. **Approve HubSpot during signup** Choose the portal you want to connect and approve the permissions HubSpot lists. 4. **Wait for the import** You return to Spiich and Chat shows **Setting Up Your Workspace** with a progress bar until the first import finishes. ## Connect from Settings 1. **Open Integrations** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and scroll to the **CRM platform** section. 2. **Click Connect HubSpot** If the button reads `Unavailable`, another CRM is already connected to this workspace and you cannot add a second. 3. **Approve HubSpot from Settings** Sign in, pick the portal, and approve the permissions. 4. **Check the badge** Back in Spiich the HubSpot card shows a green `Connected` badge and the first import starts. ## What Spiich reads and writes HubSpot's consent screen asks for read and write on contacts, companies, deals and users, read and write on contact and deal property schemas, read on custom schemas, read on currency settings, and read on sales email. Here is what that means object by object. | HubSpot object | What Spiich reads | What Spiich writes | | --- | --- | --- | | Contacts | Every synced property, plus the property definitions | Creates and updates contacts | | Companies | Every synced property | Creates and updates companies | | Deals | Properties, pipeline and stage | Creates and updates deals, moves stages | | Tasks | Task content, due date, owner, status | Creates and updates tasks | | Notes | Note bodies and their associations | Pushes notes written in Spiich back to the right record | | Calls and meetings | Both arrive as meetings in Spiich, not as two separate things | Notes only, written onto the call or meeting itself | | Sales emails | Email history, if CRM Emails is switched on | Nothing. Spiich never sends from HubSpot | | Owners and users | Your HubSpot users, so records get the right owner | Owner assignment on records it creates or updates | | Leads (optional) | Pipeline, stage, owner and properties, once connected | Creates and updates leads | | Tickets (optional) | Ticket properties and their links to contacts, companies and deals | Creates and updates tickets | Notes on a call or meeting are written onto the call or meeting record itself, because HubSpot has no note-to-call relationship. ## Turn on Leads and Tickets Leads and Tickets are off by default. Each needs its own HubSpot permission and neither exists on every portal: Leads requires the HubSpot Leads product, Tickets requires Service Hub. If your portal does not have the object, Spiich skips it rather than failing the sync. 1. **Open Object Types** Go to [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types) and scroll to **Available to connect**. 2. **Connect the object** Click **Connect** on the Leads or Tickets row. The button changes to `Connecting`. 3. **Approve the extra permission** HubSpot's consent screen opens showing only the additional permission for that object. Approve it. 4. **Confirm the import** You land back on Object Types with a confirmation such as *HubSpot Tickets connected*. Records appear within a few minutes, and the object then behaves like any other row with its own **Visible** and **Writable** switches. > **Admin only:** Only Spiich workspace admins can connect a HubSpot object. A member who tries gets *Connecting a HubSpot object requires an admin. Ask an admin on your workspace.* > **Careful:** Connecting an object is one-way. In HubSpot's own words inside Spiich: *Connecting is one-way. Once an object is on, you'll need to contact support to remove it, though you can switch it off for the agent above.* You can always set Visible and Writable to off, which stops the agent using it without removing the sync. HubSpot only offers Tickets as a single combined read and write permission, so Spiich, not HubSpot, is what keeps ticket access limited. Creating a ticket also requires a ticket status; Spiich refuses the write up front rather than letting HubSpot reject it. ## How fresh the data is Not every HubSpot object updates at the same speed. | Object | How changes reach Spiich | Typical delay | | --- | --- | --- | | Contacts, companies, deals | Real-time webhooks on create, delete and property change | Seconds | | Tasks, notes, leads, tickets | A five-minute polling cycle | Up to five minutes | | Property definitions, users, email | An hourly refresh | Up to an hour | There is no manual resync. If a task you just created in HubSpot is not in Spiich yet, wait out the five-minute cycle. ## Limits - The first sync of HubSpot calls and meetings looks back 28 days. Older activity is not backfilled. - Records import 100 at a time and HubSpot allows roughly 100 requests every 10 seconds, so very large portals take proportionally longer. - A property archived in HubSpot keeps returning values for 90 days but rejects writes. Spiich strips it, retries the write, and drops the stale definition on the next hourly schema refresh. - HubSpot deep links from Spiich are built against the EU HubSpot domain, so links may not resolve for portals hosted in another region. - HubSpot Leads have no per-record page in HubSpot, so a lead's CRM link opens the Leads list filtered by that lead's name. - Background agents cannot be pointed at HubSpot tickets. That is a deliberate product decision. ## If something goes wrong **Saving a record fails with *Hubspot error:* and the record disappears.** HubSpot rejected the write, usually a missing required field or an invalid value. Spiich rolls its own change back so the two never disagree. Read the message, fill in what it asks for, save again. **The assistant says an object is not enabled.** The Lead or Ticket object was never connected, or its switches are off. An admin fixes both at `Settings > Object Types`. **A HubSpot object connection ends with *Connection failed*.** The consent screen was closed or cancelled before permissions were granted. Start it again from Object Types. Backing out leaves the workspace exactly as it was. **A row shows a red `Sync failed` badge.** Hover it for the reason HubSpot returned. Most causes are a missing permission, fixed by an admin clicking **Reauthenticate** on the banner in Chat. ## Frequently asked questions ### Can Spiich send email from HubSpot? No. Spiich reads HubSpot sales email as context for answers and drafts, and never sends from it. Drafts are handed to your own mail client with the message pre-filled so you press Send. You can stop the agent reading CRM email entirely at `Settings > Object Types`. ### Why can I not remove Leads or Tickets once I connect them? Connecting a HubSpot object grants a new HubSpot permission and starts a sync, and Spiich does not unpick that in the interface. Switch **Visible** and **Writable** off on the object row to stop the agent using it, or contact support to remove the sync altogether. ### A deal changed in HubSpot but Spiich has not caught up. What now? Contacts, companies and deals arrive by webhook within seconds, so a delay there is unusual. Tasks, notes, leads and tickets are polled every five minutes instead. If a change is still missing after that, see [CRM sync problems](/help/troubleshooting/crm-sync-problems). ### Do my HubSpot custom properties come across? Yes. Spiich reads your contact, deal and custom object schemas and syncs the fields it finds, then refreshes those definitions hourly. Each field gets its own **Visible** and **Writable** switch in `Settings > Object Types`. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Connect Attio](https://spiich.ai/help/connect-your-tools/connect-attio) - [Spiich for HubSpot](https://spiich.ai/integrations/hubspot) - [All Spiich integrations](https://spiich.ai/integrations) --- # Connect Attio > An Attio workspace admin approves Spiich once and people, companies, deals, tasks, notes and lists sync both ways. Custom objects arrive switched off, and call recordings from the past 28 days are queued at connect. - Source: https://spiich.ai/help/connect-your-tools/connect-attio - Section: Connect your tools - Who can do this: Workspace admins - Time: 1 minute to approve, plus background import time - Last updated: 2026-08-24 ## Before you start - You are an admin in the Attio workspace you want to connect. - No other CRM is connected to your Spiich workspace. Attio is one of the three CRMs you connect yourself. Because Attio lets you define your own objects, the connection discovers more than the standard set, and you choose what the agent may touch afterwards. ## Connect Attio 1. **Open the CRM section** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and find **CRM platform**. During signup this is step 3 of 4, **Connect your CRM**. 2. **Click Connect Attio** If the button reads `Unavailable`, another CRM is already connected to this workspace. 3. **Approve on Attio** Attio's authorization screen lists what Spiich is asking for: read and write on records and their permissions, notes, tasks, lists and list entries, and object configuration; read on meetings, call recordings and workspace members; and permission to manage its own webhooks. Approve it. 4. **Let the import run** Spiich registers webhooks in Attio, starts the first import and queues your Attio call recordings from the past 28 days. Chat shows **Setting Up Your Workspace** until it finishes. ## What syncs The first import brings in people, companies, deals, tasks, notes and lists. After that, Attio pushes webhooks for record, note, task and list changes, so edits made in Attio show up in Spiich without a poll. Once an hour Spiich re-reads your object configuration, your list definitions and your workspace members. Writes go the other way in the same action. A record, task or note created or edited in Spiich, by you or by an agent, is pushed to Attio immediately. If Attio refuses the write you will see a message beginning *Attio error:* and Spiich undoes its own change so the two never drift apart. ## Attio lists Lists are an Attio-only feature and Spiich treats them as first-class. From Chat you can ask the assistant to read list entries, add a person or company to a list, and update the values on a list entry. _Add someone to a list:_ ``` Add John at Northwind to the sales pipeline list and set the stage to Discovery. ``` The assistant warns before creating a duplicate entry for a record already on the list, because Attio allows the same record to appear twice. Two things to know. A single request adds at most 10 entries, so a long list is several asks. And list definitions and their fields refresh roughly hourly, so a list or field you created in Attio moments ago may not be selectable yet. ## Custom objects arrive switched off Spiich discovers every object your Attio workspace defines, not just People, Companies and Deals. Custom objects are imported switched off, deliberately, so nothing new becomes visible to the agent without someone deciding it should be. 1. **Open Object Types** Go to [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types). Standard objects sit at the top; anything you defined sits under **Custom objects**. 2. **Turn on what the agent should see** Flip **Visible** on the objects the agent should read, and **Writable** on the ones it may change. 3. **Describe the object** Click the description line under the object name and say what it represents. That context is what stops the agent guessing. Descriptions hold up to 2000 characters; press Cmd/Ctrl+Enter to save or Escape to cancel. Attio's internal Users and Workspaces objects are never imported at all. Full detail on the switches is in [Control what Spiich can see and change](/help/connect-your-tools/control-crm-access). ## Limits - **Tasks can only be partly edited.** Attio's API allows Spiich to change a task's deadline, completion state, linked records and assignees. Task content and formatting cannot be edited from Spiich once the task exists; change those in Attio. - **Call recordings go back 28 days.** At connect, Spiich queues the Attio call recordings from the previous 28 days. Older recordings are not backfilled. - **Notes import 50 at a time**, because that is Attio's own cap on the endpoint, so a workspace with a lot of notes takes longer on the first pass. - **Lists are Attio-only.** The list tools do not appear on HubSpot or Pipedrive workspaces. - **Emails that arrive through Attio are private to the people on them.** An Attio-sourced email is visible only to the people who were actually on the message, matched by address or workspace member. HubSpot email, the only other CRM email Spiich syncs, follows HubSpot's own team-visible behaviour instead. - **No self-service disconnect.** Like the other CRMs, a connected Attio shows a greyed-out `Connected` button. Switching CRMs is a support request. ## If something goes wrong **A new Attio list or list field is not selectable in Chat.** List definitions refresh about once an hour. Wait for the next cycle and ask again. **An object row shows `Sync failed`.** Hover the badge for the reason Attio returned. A missing permission is fixed by an admin clicking **Reauthenticate** on the banner in Chat; an object that does not exist on your plan is skipped by design. **Chat shows *Reconnect to Attio*.** Spiich needs a permission the current connection does not hold. Only admins see the banner and only admins can run the flow, and you must sign in to the same Attio workspace: a different one is refused with *Attio workspace mismatch. Please try again.* **An expanded object says *No attributes have synced for this object type yet.*** The object exists but its fields are still importing. Wait a few minutes and reload. ## Frequently asked questions ### Why can the agent not rewrite the text of an Attio task? Attio's API only exposes a task's deadline, completion state, linked records and assignees for editing. Spiich can change those. Task content and formatting have to be edited in Attio itself. ### Do my Attio custom objects sync automatically? They are discovered automatically but imported switched off. An admin turns each one on under **Custom objects** in `Settings > Object Types`, which is also where you describe what the object represents so the agent has context. ### Can the assistant add a whole table of people to an Attio list? It adds up to 10 entries per request, so a large batch takes several asks. It also checks for records already on the list and warns before creating a duplicate entry. ### How far back do Attio call recordings go? Spiich queues the previous 28 days of Attio call recordings when you connect. Anything older is not backfilled, but every new recording flows in from that point on. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Connect Pipedrive](https://spiich.ai/help/connect-your-tools/connect-pipedrive) - [Spiich for Attio](https://spiich.ai/integrations/attio) - [All Spiich integrations](https://spiich.ai/integrations) --- # Connect Pipedrive > A Pipedrive admin approves Spiich once and persons, organizations, deals, activities and notes sync both ways over webhooks. Activities become Tasks in Spiich. - Source: https://spiich.ai/help/connect-your-tools/connect-pipedrive - Section: Connect your tools - Who can do this: Workspace admins - Time: 1 minute to approve, plus background import time - Last updated: 2026-08-24 ## Before you start - You are an admin on the Pipedrive company account you want to connect. - No other CRM is connected to your Spiich workspace. Pipedrive is one of the three CRMs you connect yourself. It is the leanest of the three in what it exposes, which makes the mapping into Spiich simple to hold in your head. ## Connect Pipedrive 1. **Open the CRM section** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and scroll to **CRM platform**. During signup this screen is step 3 of 4, **Connect your CRM**. 2. **Click Connect Pipedrive** A button reading `Unavailable` means another CRM is already connected to this workspace. 3. **Approve the Spiich app** Pipedrive's authorization screen lists the permissions the Spiich Marketplace app holds. Sign in to the company account you want linked and approve. 4. **Let the import run** Spiich registers Pipedrive webhooks and starts the first import. Chat shows **Setting Up Your Workspace** with a progress bar until it finishes. ## What syncs, and what it becomes | In Pipedrive | In Spiich | Direction | | --- | --- | --- | | Persons | People | Both ways | | Organizations | Organizations | Both ways | | Deals, with pipeline and stage | Deals | Both ways | | Activities | Tasks | Both ways | | Notes | Notes | Both ways | | Users | Record owners | Read, so records get the right owner | | Pipelines | Pipeline and stage values on deals | Read | The one mapping worth remembering is that **Pipedrive activities are Tasks in Spiich**. Ask the assistant about your tasks and it is your Pipedrive activities it is talking about. A task created or completed in Spiich turns into the matching change on the activity in Pipedrive. ## How it stays current Spiich subscribes to Pipedrive webhooks for every action on deals, persons, organizations, activities, notes, users and pipelines, so changes made in Pipedrive reach Spiich without waiting for a poll. Once an hour Spiich also re-reads your field definitions and users, which is how a field you just added in Pipedrive becomes usable. Writes go the other way in the same action. When you or an agent creates or edits a record, task or note in Spiich, it is pushed to Pipedrive straight away. If Pipedrive refuses the write you see a message beginning *Pipedrive error:* and Spiich undoes its own change, so nothing survives in Spiich that Pipedrive rejected. There is no manual resync anywhere in the product, and none is needed. ## What Pipedrive has no equivalent of Some things you may have read about in the HubSpot or Attio guides simply do not exist here, and Spiich does not pretend otherwise. - **No leads or tickets.** Those are HubSpot objects. There is no Pipedrive equivalent to connect. - **No custom objects.** Spiich syncs the five record types above. Pipedrive custom fields on those records do sync and get their own switches; whole custom objects do not. - **No lists.** List tools are Attio-only and are not offered on a Pipedrive workspace. - **No email sync.** Spiich does not pull email history from Pipedrive. The **CRM Emails** switch in [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types) only has an effect on workspaces whose CRM syncs email, which today is HubSpot. Your own mailbox is a separate, per-person connection: see [Connect Gmail and Google Calendar](/help/connect-your-tools/connect-gmail-and-google-calendar). - **No call recording backfill at connect.** Attio queues 28 days of recordings on connect; Pipedrive does not. Meetings you record with Spiich work exactly the same either way. ## Limits - One CRM per workspace, and no Disconnect button. A connected Pipedrive shows a greyed-out `Connected` badge. Switching CRMs is a support request. - Reconnecting must target the same Pipedrive account. Spiich checks the API domain and refuses a different one. - Field definitions refresh hourly, so a brand-new custom field is not immediately available to the agent. - Which objects and fields the agent may read and change is set at `Settings > Object Types`, and only admins can change it. See [Control what Spiich can see and change](/help/connect-your-tools/control-crm-access). ## If something goes wrong **Saving a record fails with *Pipedrive error:* and the record vanishes.** Pipedrive rejected the write, usually a required field or an invalid value. Read the message, supply what it asks for and save again. The rollback is deliberate: it stops Spiich holding a record Pipedrive refused. **A task you completed in Spiich is still open in Pipedrive.** Check the object's **Writable** switch in `Settings > Object Types`. If Tasks are not writable, the agent and the interface can read activities but not change them. **A newly added Pipedrive field is not selectable.** Field definitions are re-read hourly. Wait for the next refresh. **Chat shows *Reconnect to Pipedrive*.** Spiich needs a permission the existing connection does not hold. An admin clicks **Reauthenticate** and approves. Members do not see the banner. **Filtering a deal table by pipeline returns nothing.** Older saved filters stored Pipedrive's internal pipeline ID while synced deals store the readable pipeline name. Re-pick the pipeline by name in the filter and save. ## Frequently asked questions ### Where did my Pipedrive activities go? They are your Tasks in Spiich. Activities map onto the Task object, so completing a task in Spiich completes the activity in Pipedrive, and an activity created in Pipedrive appears as a task within seconds through the webhook. ### Can Spiich read the emails logged against a Pipedrive deal? No. Spiich does not sync email from Pipedrive. It reads your own mailbox instead, once you connect Gmail or Outlook for yourself, and that connection is read-only. ### Do Pipedrive custom fields sync? Yes. Custom fields on persons, organizations, deals and activities sync with the record and each gets its own **Visible** and **Writable** switch in `Settings > Object Types`. Definitions refresh hourly, so a field added minutes ago may not appear yet. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Connect HubSpot](https://spiich.ai/help/connect-your-tools/connect-hubspot) - [Spiich for Pipedrive](https://spiich.ai/integrations/pipedrive) - [All Spiich integrations](https://spiich.ai/integrations) --- # Connect Gmail and Google Calendar > Each person connects their own Google account so Spiich can read their calendar and search their mail. Access is read-only: Spiich never sends, drafts or changes anything in either. - Source: https://spiich.ai/help/connect-your-tools/connect-gmail-and-google-calendar - Section: Connect your tools - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 ## Before you start - A Google account you can sign in to. - No Microsoft 365 connection currently active on your Spiich user. Your CRM is connected once for the whole workspace. Your mailbox and calendar are not: you connect your own, and only you see what it brings in. This is what turns on My Day, meeting briefings, mail search in Chat and follow-up drafts written in your voice. ## Connect Google Workspace 1. **Open Integrations** Click **Settings** in the left sidebar, choose **Integrations**, and scroll to the **Email and calendar** section. 2. **Click Connect Google** On the Google Workspace card, click **Connect Google**. If the button reads `Unavailable`, Microsoft 365 is connected on your user and you need to disconnect it first. 3. **Approve every permission** Sign in to Google and leave every requested permission ticked. Unticking one leaves you partly connected rather than failing outright. 4. **Check the dots** You land back on [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) with *Successfully connected to Google*. The card should show a green dot next to **Gmail** and **Calendar**. An amber `Not granted` means that permission was declined; click **Reconnect** and approve it. There are three shortcuts to the same flow. During onboarding, the **Connect your email & calendar** step offers it. Opening **My Day** with nothing connected offers **Connect Google Workspace** right on the page. And signing in with Google grants the Gmail and Calendar read permissions at the same time as authentication, so a Google sign-up arrives already connected. ## What Google is asked for | Permission | Why | What it allows | | --- | --- | --- | | Read your Gmail | Mail search in Chat, follow-up drafts with real history behind them | Reading messages only | | Read your Google Calendar | My Day, meeting briefings, calendar questions in Chat | Reading events only | | Your email address and basic profile | Matching you to your Spiich account | Identity only | The same screen also asks for read access to Meet spaces and to Google Contacts, which is what lets Spiich pick up Google Meet's own conference transcripts as Google produces them and attach them to the matching meeting automatically. Spiich does not turn Meet transcription on itself: recording still has to be started in Google Meet as usual, the same way it always has been. The Google Workspace card shows a status dot for **Gmail**, **Calendar** and **Meet**, and offers **Reconnect** on whichever one is missing. ## What Spiich does with your mail and calendar - **My Day.** Your calendar becomes a day-by-day list of the meetings you are an attendee of, each with its briefing, attendee list with RSVP status, notes and follow-up draft. See [My Day](/help/meetings/my-day). - **Meeting briefings.** Spiich prepares a briefing for qualifying external meetings starting within 24 hours: who is coming, their RSVP, the linked CRM records and researched context. - **Mail and calendar search in Chat.** With **Gmail search** and **Google Calendar** switched on in the Chat Tools menu, you can ask things like what you last discussed with a contact, or which meetings you have with an account next week. - **Follow-up drafts.** After you write meeting notes and press **Process meeting**, Spiich reads earlier correspondence with the attendees and drafts one follow-up in your voice. ## What Spiich never does This is the hard promise, and it is enforced by the permissions themselves rather than by policy. > **Note:** Spiich holds read-only access. It never sends mail from your mailbox. It never saves a draft into your mailbox. It never creates, edits, moves, cancels or RSVPs to a calendar event. When a draft is ready you press the send button on the card and Spiich opens Gmail, Outlook web or your desktop mail app with the message pre-filled. You review it and press Send there. If the message is too long to hand over in a link, Spiich copies the whole thing to your clipboard instead and tells you to paste it. The same limit explains a question people ask often: if you tell the assistant to move a meeting, nothing happens on your calendar. Make the change in Google Calendar and Spiich picks it up on the next sync. ## Limits - One mail and calendar provider per person. Google and Microsoft cannot both be connected on the same Spiich user. - Only your primary calendar is read. Secondary, shared and subscribed calendars are not synced. - All-day events are never imported as meetings, and neither are events with one attendee or fewer. Focus blocks, reminders and out-of-office entries fall into those categories. - Google calendar changes arrive in near real time, usually within about half a minute. On top of that, an hourly pass refreshes the next 24 hours and a nightly pass covers three days back and 30 days forward, which is what clears out deleted events. - Briefings only run for external meetings with between 2 and 50 attendees, starting within 24 hours. Meetings whose only external attendees use free personal mail domains are skipped, because there is no company domain to research. - Calendar invitation attachments are excluded from mail search results. ## If something goes wrong **The card shows `Not granted` next to Gmail or Calendar.** That permission was unticked on Google's consent screen. Click **Reconnect** and approve everything. **Chat shows *Your Google connection expired*.** The token was revoked or expired, usually after a password change or an admin revoking app access. Click **Reconnect** in the alert. **My Day says *No meetings today* but your calendar is full.** Check the events have at least one other attendee and a real start and end time. All-day and solo entries are never imported. **A meeting has no briefing.** The panel says why: internal meeting, solo event, over 50 attendees, external attendees on personal mail domains, or a start time more than 24 hours away. Those are all deliberate. More in [Email and calendar problems](/help/troubleshooting/email-calendar-problems). ## Frequently asked questions ### Can my admin see the mail Spiich reads from my inbox? No. The Gmail and Calendar connection is personal to you. What it brings in powers your My Day, your briefings and your Chat answers. The separate **CRM Emails** switch controls email that reached Spiich through the CRM, which is a different source. ### Will Spiich ever send an email for me? Never from your mailbox. It holds read-only Gmail access, so it cannot send or even save a draft there. Every draft opens in your own mail client pre-filled and you press Send. Background agents can email you reports, but those are sent by Spiich and only to people in your workspace. ### Can Spiich book or move meetings for me? No. Calendar access is read-only, so Spiich cannot create, edit, move, cancel or RSVP to an event. Make the change in Google Calendar and Spiich picks it up on the next sync, usually within about half a minute. ### How do I switch from Google to Microsoft? Open the three-dot menu on the Google Workspace card in `Settings > Integrations`, choose **Disconnect** and confirm. The Microsoft 365 button then changes from `Unavailable` to **Connect Microsoft**. Steps are in [Connect Outlook and Microsoft 365](/help/connect-your-tools/connect-outlook-and-microsoft-365). ## Related - [Connect Outlook and Microsoft 365](https://spiich.ai/help/connect-your-tools/connect-outlook-and-microsoft-365) - [My Day](https://spiich.ai/help/meetings/my-day) - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [Meetings or emails are missing](https://spiich.ai/help/troubleshooting/email-calendar-problems) - [Spiich for meetings](https://spiich.ai/product/meeting) - [Privacy policy](https://spiich.ai/privacy) --- # Connect Outlook and Microsoft 365 > Each person connects their own Microsoft work account so Spiich can read their Outlook calendar and search their mail. Access is read-only: Spiich never sends, drafts or changes anything in either. - Source: https://spiich.ai/help/connect-your-tools/connect-outlook-and-microsoft-365 - Section: Connect your tools - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 ## Before you start - A Microsoft work or school account. - No Google Workspace connection currently active on your Spiich user. Your CRM is connected once for the whole workspace. Your mailbox and calendar are yours alone: you connect your own Microsoft account, and only you see what it brings in. It powers My Day, meeting briefings, mail search in Chat and follow-up drafts written in your voice. ## Connect Microsoft 365 1. **Open Integrations** Click **Settings** in the left sidebar, choose **Integrations**, and scroll to the **Email and calendar** section. 2. **Click Connect Microsoft** On the Microsoft 365 card, click **Connect Microsoft**. A button reading `Unavailable` means Google Workspace is connected on your user; disconnect it first. 3. **Approve every permission** Sign in to Microsoft and approve the permissions. Declining one leaves you partly connected rather than failing outright. 4. **Check the dots** You land back on [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) with *Successfully connected to Microsoft*. The card should show a green dot next to **Outlook Mail** and **Calendar**. An amber `Not granted` means a permission was declined; click **Reconnect** and approve it. There is no *Sign in with Microsoft* button on the login page. Microsoft is connected from Settings, from the onboarding **Connect your email & calendar** step, or from **My Day** when nothing is connected yet. ## What Microsoft is asked for | Permission | Why | What it allows | | --- | --- | --- | | `Mail.Read` | Mail search in Chat, follow-up drafts with real history behind them | Reading messages only | | `Calendars.Read` | My Day, meeting briefings, calendar questions in Chat | Reading events only | | `User.Read` | Matching you to your Spiich account | Your basic profile | | `offline_access` | Keeping the connection alive without asking you to sign in daily | Token refresh only | Every one of those is a read permission. There is no send scope and no calendar write scope in the list, which is what makes the next section true. ## What Spiich does with your mail and calendar - **My Day.** Your calendar becomes a day-by-day list of the meetings you attend, each with its briefing, attendees and RSVP status, notes and follow-up draft. See [My Day](/help/meetings/my-day). - **Meeting briefings.** Spiich prepares a briefing for qualifying external meetings starting within 24 hours: who is coming, the linked CRM records and researched context. - **Mail and calendar search in Chat.** Switch on **Outlook search** and **Outlook Calendar** in the Chat Tools menu, then ask about correspondence or upcoming meetings in plain language. - **Follow-up drafts.** Write your meeting notes, press **Process meeting**, and Spiich reads earlier correspondence with the attendees and drafts a follow-up in your voice. ## What Spiich never does > **Note:** Spiich holds read-only access. It never sends mail from your mailbox. It never saves a draft into your mailbox. It never creates, edits, moves, cancels or RSVPs to a calendar event. Press the send button on a draft card and Spiich opens Outlook web or your desktop mail app with the message pre-filled. You review it and press Send there. If the draft is too long to hand over in a link, Spiich copies the whole message to your clipboard and tells you to paste it into a new mail. The same rule is why asking the assistant to move a meeting changes nothing on your calendar. Make the change in Outlook and Spiich picks it up on the next sync. ## One mailbox at a time, and how to switch Spiich supports exactly one mail and calendar provider per person. While Microsoft is connected, the Google Workspace card reads `Unavailable`, and clicking it shows *You can only connect to one email provider at a time. Please disconnect Microsoft first.* 1. **Disconnect the current provider** In `Settings > Integrations`, open the three-dot menu at the top right of the connected provider's card and choose **Disconnect**. 2. **Confirm** The dialog explains you will lose access to that provider's mail and calendar through Spiich until you reconnect. Click **Disconnect**. 3. **Connect the other one** The other card's button changes from `Unavailable` to **Connect Google** or **Connect Microsoft**. Click it and complete the consent screen. Disconnecting revokes Spiich's token with the provider and stops the calendar subscription. Your meetings, notes and follow-ups already in Spiich stay where they are. ## Limits - **Microsoft calendars refresh on a schedule, not in real time.** An hourly pass covers the next 24 hours and a nightly pass covers three days back and 30 days forward. A meeting added to your Outlook calendar minutes ago may take up to an hour to appear. Near real-time change notifications are a Google-only capability. - Only your primary calendar is read. Secondary, shared and subscribed calendars are not synced. - All-day events and events with one attendee or fewer are never imported as meetings. - Briefings only run for external meetings with between 2 and 50 attendees, starting within 24 hours, and are skipped when the only external attendees use free personal mail domains. - Mail search returns at most 50 messages per request, and calendar invitation attachments are excluded from results. ## If something goes wrong **The Microsoft card reads `Unavailable`.** Google Workspace is connected on your user. Disconnect it first. **`Not granted` sits next to Outlook Mail or Calendar.** That permission was declined at Microsoft. Click **Reconnect** and approve everything. **Chat says your Microsoft connection expired.** The token was revoked or expired, often after a password change or an admin revoking app access. Click **Reconnect** in the alert. **A new Outlook meeting is missing from My Day.** Microsoft refreshes on the hourly sync rather than instantly. Wait for the next pass, then check the event has at least one other attendee and a real start and end time. More in [Email and calendar problems](/help/troubleshooting/email-calendar-problems). ## Frequently asked questions ### Why is there no Sign in with Microsoft button? Microsoft is a mailbox connection rather than a sign-in method in Spiich. Create your account with email or with Google, then connect Microsoft 365 from `Settings > Integrations`, from onboarding, or from the My Day screen. ### Why is Outlook slower than Gmail to show a new meeting? Google Calendar supports change notifications, so edits reach Spiich within about half a minute. Microsoft calendars are refreshed by an hourly pass over the next 24 hours plus a nightly wider pass, so a new event can take up to an hour. ### Does disconnecting delete my meetings and notes? No. Disconnecting revokes the token and stops future syncing. Meetings, notes, briefings and follow-up drafts already in Spiich stay. There is no self-serve deletion; contact Spiich if you need that data removed. ### Can a shared or team mailbox be connected? Spiich reads the account you sign in with and its primary calendar only. Shared mailboxes, shared calendars and subscribed calendars are not synced. ## Related - [Connect Gmail and Google Calendar](https://spiich.ai/help/connect-your-tools/connect-gmail-and-google-calendar) - [My Day](https://spiich.ai/help/meetings/my-day) - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [Meetings or emails are missing](https://spiich.ai/help/troubleshooting/email-calendar-problems) - [Spiich for meetings](https://spiich.ai/product/meeting) - [Privacy policy](https://spiich.ai/privacy) --- # Control what Spiich can see and change > Settings > Object Types gives a workspace admin a Visible and a Writable switch on every CRM object and every field, plus a single switch controlling whether the agent may read email synced from your CRM. - Source: https://spiich.ai/help/connect-your-tools/control-crm-access - Section: Connect your tools - Time: A few minutes - Last updated: 2026-08-24 ## Before you start - A CRM is connected to your workspace. - The first import has finished, so object types and fields exist. Connecting a CRM gives Spiich the technical ability to read and write it. [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types) is where you decide how much of that ability the assistant and your background agents actually get. The page only appears once a CRM is connected. If it is missing, or it reads *Connect a CRM from Integrations to start syncing object types*, start at [Connect your CRM](/help/connect-your-tools/connect-your-crm). ## Two switches, everywhere Every object and every field carries the same pair. | Switch | What it controls | What it does not do | | --- | --- | --- | | **Visible** | Whether the agent can read the object or field at all | Turning it off deletes nothing; the data stays synced | | **Writable** | Whether the agent can create or change it | It cannot override what your CRM allows | Turning Visible off is the strong lever: an agent cannot summarize, filter on or reason about a field it cannot see. Turning Writable off is the softer one: the agent still uses the field for context but cannot touch it. The switches save immediately. There is no Save button. ## Set access per object 1. **Open Object Types** Go to `Settings > Object Types`. Objects are grouped under **Standard**, described in the page as the core CRM objects every workspace syncs, and **Custom objects**, the ones your CRM defines beyond that set. 2. **Decide read and write per object** Set **Visible** to control whether the agent can read the object, and **Writable** to control whether it can change it. 3. **Describe what the object is** Click the description line under an object's name and write what it represents, for example what your team actually uses a custom object for. That context is what stops the agent guessing. Descriptions hold up to 2000 characters. Press Cmd/Ctrl+Enter to save or Escape to cancel. **Standard objects cannot be hidden.** Their Visible switch is disabled on purpose: people, companies, deals and tasks are what the product is built on, and an agent that cannot see them cannot do anything useful. You can still make them read-only by switching Writable off. Attio custom objects arrive switched off and are turned on individually here. Attio's internal Users and Workspaces objects are never imported at all. ## Set access per field Click the arrow to the left of an object row to expand it. Every synced field is listed with its CRM field name, its type, and its own **Visible** and **Writable** switches. Some Writable switches are locked, and the tooltip always says which of three reasons applies. - *This field is read-only in your CRM.* The field is marked read-only on the CRM side, so the CRM would reject any write the agent attempted. This can never be unlocked from Spiich; change the field in your CRM. - *This object isn't writable.* The parent object's Writable switch is off. Turn it on first. - *Turn on visibility first.* The agent cannot write to an attribute it cannot see. Turn the field's Visible switch on. If an expanded object says *No attributes have synced for this object type yet*, its fields are still importing. Wait a few minutes and reload. ## The CRM Emails switch At the bottom of the page, under **Email access**, sits a single switch: **CRM Emails**, described in-product as *Let the agent read emails synced from your CRM. When off, the agent only uses emails from your connected inbox (Gmail or Outlook). No synced data is deleted.* This is a workspace-level decision and it is worth making deliberately. Email history synced from your CRM is one of the strongest signals the assistant has when writing a follow-up, and also the most sensitive thing in the pipe. Turning it off does not delete anything; it stops the agent using it, immediately. In practice the switch matters on HubSpot, which is the CRM Spiich syncs email from. Your own mailbox is a separate, per-person connection and is unaffected either way: see [Connect Gmail and Google Calendar](/help/connect-your-tools/connect-gmail-and-google-calendar). > **Admin only:** Only workspace admins can change email access. Everyone else sees the switch disabled with the tooltip *Only admins can change email access.* ## Limits - Standard objects cannot be hidden. Only their Writable switch can be turned off. - A field that is read-only in your CRM can never be made writable in Spiich. - Object descriptions are capped at 2000 characters. - Switching an object or field off does not delete anything that is already synced. There is no self-serve deletion; contact Spiich if you need data removed rather than hidden. - Connecting an optional HubSpot object under **Available to connect** is admin-only, and so is the CRM Emails switch. - These switches govern what the agent may do. They are not a substitute for permissions in your CRM itself, which still apply to every write Spiich attempts. ## If something goes wrong **A red `Sync failed` badge sits on an object row.** The last attempt to read that object's schema or records failed. Hover the badge for the reason your CRM returned. A missing permission is fixed by clicking **Reauthenticate** on the banner in Chat; an object your plan does not include is skipped by design. **The agent says an object is not enabled.** For HubSpot Leads or Tickets, the object was either never connected under **Available to connect**, or its switches are off. See [Connect HubSpot](/help/connect-your-tools/connect-hubspot). **A Writable switch will not turn on.** Read the tooltip. It is one of the three locks above, and each has a different fix. **The agent cannot see emails you know are in the CRM.** Either **CRM Emails** is off, or the email came from Attio and you were not on the message. Attio-sourced email is deliberately visible only to the people who were actually on it. ## Frequently asked questions ### Does turning Visible off delete data from Spiich? No. The data stays synced; the agent simply stops seeing it. That is why the switch is reversible with no import cost. To actually remove data, contact Spiich; there is no self-serve deletion. ### Why can I not hide People or Deals from the agent? Standard objects are the core the product is built on, so their Visible switch is disabled. You can still make them read-only by switching **Writable** off, which lets the agent use them for context without changing anything. ### What is the point of the object description box? It gives the agent context it cannot infer from a field list. Writing what an object represents, for example that a custom object holds partner referrals rather than customers, measurably improves how the agent uses it. Each description holds up to 2000 characters. ### Which of these settings are admin-only? The CRM Emails switch and connecting an optional HubSpot object are admin-only. A member who tries sees *Only admins can change email access.* or *Connecting a HubSpot object requires an admin. Ask an admin on your workspace.* Who is an admin is managed in [Manage your team](/help/workspace/manage-your-team). ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Connect HubSpot](https://spiich.ai/help/connect-your-tools/connect-hubspot) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Map your CRM fields](https://spiich.ai/help/connect-your-tools/map-crm-fields) - [Trust and security at Spiich](https://spiich.ai/trust) - [Privacy policy](https://spiich.ai/privacy) --- # Connect Slack > Connect Slack once for the workspace, invite @Spiich to a channel, and anyone can ask the CRM assistant a question and get an answer in the same thread. Background agents can also deliver their reports to Slack. - Source: https://spiich.ai/help/connect-your-tools/connect-slack - Section: Connect your tools - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - You can install an app into your Slack workspace. - Each person's Slack email address matches their Spiich email address. Slack puts the same CRM assistant your team uses in the web app into the channels where the deals are actually discussed. Mention **@Spiich** and the answer comes back in the thread. ## Connect Slack 1. **Open Integrations** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and find the **Outreach and messaging** section. 2. **Add to Slack** On the Slack card, click **Add to Slack**. 3. **Approve in Slack** Slack lists what the app is asking for: reading mentions and the history of channels, groups and direct messages it is in, posting messages, adding reactions, and reading your workspace's user list and email addresses. Approve it. 4. **Confirm** You return to Spiich with *Successfully connected to Slack* and the card shows `Connected`. 5. **Invite the bot to a channel** In Slack, open a channel where you want the assistant and run `/invite @Spiich`. Slack connects **per workspace, not per person**. One Slack workspace links to one Spiich workspace and the connection affects everyone. Any member can connect or disconnect it from `Settings > Integrations`. In the first-run wizard the Slack stage is shown to admins only, so a member who joined by invitation connects it from Settings instead. ## What @Spiich does in a channel Mention it with a question and it answers in the same thread, formatted as Slack text. _Ask in a Slack channel:_ ``` @Spiich what happened on the Northwind deal this week? ``` While it works, a `Thinking...` status appears. It reads the surrounding conversation for context: up to 50 messages from a thread, or the last 10 messages in the channel when your message is not a thread reply. Answers are generated **as the person asking**. Spiich matches the Slack account's email address to a Spiich account, so each person gets an answer scoped to what they can see. If the two addresses do not match, Spiich replies privately with *Your Slack account is not linked to a Spiich account* and does nothing else. Two things behave differently from the web app. The Spiich app only sees channels it has been invited to, so nothing is read anywhere it has not been added. And in Slack the assistant works with web search only: the Gmail, Calendar and other tool toggles from Chat do not apply to Slack conversations. ## Send background agent reports to Slack Slack is also a delivery channel. Any background agent can post its results into Slack instead of, or as well as, emailing them. 1. **Open the agent** Go to [**Background agents**](https://app.spiich.ai/background-agents) and open the agent, or create a new one. The Slack section only appears once the workspace is connected to Slack. 2. **Turn on Slack messaging** Switch on **Allow Slack messaging**, described as *Enable the agent to send Slack messages with reports and summaries*. 3. **Choose where it lands** Turn on **Direct message to agent's owner**, or pick specific channels, or both. An agent with Slack messaging on but no destination selected has nowhere to send. 4. **Add a missing channel** Only channels the Spiich app is a member of are listed. If one is missing, run `/invite @Spiich` in that channel in Slack, then click the refresh icon next to *Don't see a channel?*. 5. **Save the agent** Save, and the next run reports where you chose. More on agents themselves is in [Create a background agent](/help/background-agents/create-a-background-agent). ## Limits - One Slack workspace per Spiich workspace, and the connection is shared by everyone. - The Spiich app only sees channels it has been invited to. Archived channels never appear in an agent's channel list. - Slack users are matched to Spiich accounts by email address. A mismatch means no answer. - In Slack, the assistant has web search but not the Gmail, Calendar or other per-conversation tools. - Long answers are split into blocks of at most 2,900 characters, so a detailed reply arrives as several sections of one message. - Thread context is capped at 50 messages, or the last 10 messages in a channel for a non-threaded question. ## Disconnect Slack Open the three-dot menu on the Slack card in `Settings > Integrations`, choose **Disconnect** and confirm. The bot stops responding anywhere in your Slack workspace and the cached list of Slack people and channels is cleared until you reconnect. Agents set to deliver over Slack lose that destination, so give them an email recipient first if they still need to report. ## If something goes wrong **The bot never replies in a channel.** It has not been invited. Run `/invite @Spiich` in that channel and mention it again. **Slack says your account is not linked.** The email on the Slack profile does not match a Spiich user in the workspace. Align the addresses, or ask an admin to invite that email to Spiich. **A channel is missing from an agent's picker.** Invite the app to it in Slack, then click the refresh icon next to *Don't see a channel?*. **An agent says it could not send a Slack message.** Either **Allow Slack messaging** is off on that agent, or no DM and no channel is selected, or the workspace is not connected to Slack at all. **A reply notes that today's included usage has run out.** The workspace's included daily AI usage is spent and replies fall back to the lighter, faster tier until it resets. See [Credits and usage](/help/workspace/credits-and-usage). ## Frequently asked questions ### Does connecting Slack let Spiich read all our channels? No. The Spiich app only sees channels it has been explicitly invited to with `/invite @Spiich`. It never reads a channel it is not a member of, and it never appears in an agent channel picker either. ### Whose data does an answer in Slack use? The asker's. Spiich matches the Slack account's email address to a Spiich account and answers as that person, so what comes back respects their access. An unmatched Slack email gets a private note rather than an answer. ### Can I use Gmail search or my calendar from Slack? Not today. In Slack the assistant works with web search only; the per-conversation tool toggles live in the web app and browser extension. Ask mail and calendar questions in Chat instead. ### Why did a long answer arrive in several chunks? Slack replies are split into blocks of at most 2,900 characters, so a long answer becomes several sections inside one message. Nothing is lost, it is just laid out in pieces. ## Related - [Create a background agent](https://spiich.ai/help/background-agents/create-a-background-agent) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Background agents](https://spiich.ai/product/background-agents) - [All Spiich integrations](https://spiich.ai/integrations) --- # Connect Lemlist > A workspace admin saves a Lemlist API key once, which unlocks Push to Campaign on records and tables and makes contact enrichment run on your own Lemlist credits instead of Spiich credits. - Source: https://spiich.ai/help/connect-your-tools/connect-lemlist - Section: Connect your tools - Who can do this: Workspace admins - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - You are a Spiich workspace admin. Only admins can save the API key. - A Lemlist account with at least one campaign. Lemlist connects with an API key rather than OAuth, and that one key does two separate jobs: it unlocks **Push to Campaign** on records and tables, and it makes contact enrichment spend your own Lemlist credits instead of Spiich credits. ## Get your Lemlist API key The dialog in Spiich shows these steps too, under **Find Key**. 1. **Open Lemlist settings** Log in at Lemlist and open **Settings** in the left sidebar. 2. **Go to API and Webhooks** Click **Integrations**, then **API & Webhooks**. 3. **Generate the key** Generate an API key and copy it to your clipboard. It is a 32-character hex string. ## Save the key in Spiich 1. **Open Enrichment providers** In Spiich, go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and scroll to **Enrichment providers**, described as *Bring your own data provider key. Enrichments then spend that provider's credits instead of Spiich credits.* 2. **Add the key** On the Lemlist card, click **Add API Key**, then **Next**. 3. **Paste and connect** Paste the key and click **Connect**. Spiich checks it against Lemlist before saving, so a wrong key is rejected here rather than at your next enrichment. 4. **Point your team at the provider** A saved key is not quite enough on its own. In [`Settings > Team Management`](https://app.spiich.ai/settings/user-management), set the team's enrichment provider to Lemlist so enrichments actually route through it. > **Admin only:** Only a workspace admin can add, replace or remove the Lemlist API key. Everyone else sees *Contact your admin to configure the Lemlist integration.* To change the key later, use the card's options menu: **Replace API key** or **Disconnect**. ## Push to Campaign Once the key is saved, three entry points appear. **One contact from a record.** Open a record in Tables and click **Push to Campaign** in the header bar. The dialog shows the contact's name, title, company, email and phone, and a searchable campaign picker. Choose a campaign and click **Add to Campaign**. Spiich splits the name into first and last name and sends company name, job title and phone alongside the email. **One row from a table.** Hover a row in a records table and click the small send icon, tooltip *Push to Lemlist campaign*. Same dialog, without leaving the table. **Many at once.** Select rows in a records table and use the bulk bar: **Push {n} to Lemlist**, or push everything matching the current filter. Spiich resolves each row to a person with an email, adds them, and reports back how many were added, how many were already in the campaign and how many failed. If someone is already enrolled in the chosen campaign, the button reads `Already in Campaign` and nothing is duplicated. ## Limits - **Only admins hold the key.** Members can push to campaigns but cannot add, replace or remove the API key. - **A bulk push is capped at 500 leads per run.** When a filter matches more than that, the button reads **Push up to 500 to Lemlist**. Run it again for the rest; leads already added are recognised and not duplicated. - **A bulk push has a 50-second deadline.** If Lemlist is slow or rate-limiting, the run returns a partial result and tells you which leads did not make it, rather than hanging. - **Every contact needs an email address.** Rows without one are skipped and counted in the result. - **The assistant cannot push to campaigns.** Push to Campaign is a manual action in the Spiich interface. Ask the assistant to find and enrich people, then push them yourself. - **Campaign lists are paged from Lemlist newest first**, so a campaign created moments ago may not be in the cached list until you reopen the dialog. ## Where the credits go With your own Lemlist key saved, prospect search, company search and contact enrichment spend that Lemlist account's credits and no Spiich credits. Without a key, the same work runs on Spiich's key and is metered in Spiich credits. You can see your balance and usage in [`Settings > Billing`](https://app.spiich.ai/settings/billing). More in [Credits and usage](/help/workspace/credits-and-usage). ## If something goes wrong **Push to Campaign does not appear on a record.** No Lemlist API key is saved yet. Ask an admin to add one at `Settings > Integrations > Enrichment providers`. **Saving the key gives *Invalid Lemlist API key*.** The key was copied wrong or is not active. Regenerate it in Lemlist under **Settings > Integrations > API & Webhooks** and paste it again. **A bulk push reports *Nothing to push* though rows were selected.** None of the matching records had a person with an email address, which Lemlist requires. Enrich the contacts first, then push. **Some leads come back as failed.** Lemlist rate-limited the run, or the 50-second deadline was reached. Push the remainder in a smaller batch. **A record shows *No email address - cannot add to campaign*.** Add or enrich the contact's email, then reopen the dialog. ## Frequently asked questions ### Why can I not see Push to Campaign? It needs a saved Lemlist API key. Ask an admin to add one at `Settings > Integrations > Enrichment providers`, and the Push to Campaign buttons appear on records, table rows and the bulk bar. ### Can I ask the assistant to add someone to a campaign? No. Pushing to a Lemlist campaign is a manual action in the Spiich interface, on a record, a table row, or a bulk selection. The assistant can find, enrich and shortlist people; enrolling them is your click. ### What happens if I push someone who is already in the campaign? Nothing is duplicated. A single push shows `Already in Campaign`, and a bulk push counts them separately in its result so you can tell added from already-enrolled at a glance. ### Does my own Lemlist key change what enrichment costs? It changes which account pays. With a key saved and your team pointed at Lemlist in Team Management, prospect search, company search and enrichment spend Lemlist credits and no Spiich credits. Without one, they are metered in Spiich credits. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Act on many records at once](https://spiich.ai/help/your-data/bulk-actions) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [Prospecting with Spiich](https://spiich.ai/product/prospecting) - [All Spiich integrations](https://spiich.ai/integrations) --- # Connect an MCP server > Point Spiich at an external Model Context Protocol server over HTTPS and the assistant can call that service's tools inside Chat. Connections are either private to you or shared with the whole workspace. - Source: https://spiich.ai/help/connect-your-tools/connect-mcp-servers - Section: Connect your tools - Who can do this: Everyone - Time: 2 to 3 minutes - Last updated: 2026-08-24 ## Before you start - The server has a public HTTPS address, speaks MCP over streamable HTTP, and exposes at least one tool. MCP, the Model Context Protocol, is an open standard that lets an outside service publish tools an AI assistant can call. Connect one to Spiich and the assistant can use that service inside Chat alongside your CRM. ## Add a connection 1. **Open the MCP section** Go to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and scroll to **Model Context Protocol**. You can also get there from the Chat composer: **Tools**, then **Manage MCP connections**. 2. **Choose personal or shared** Click **Add** under **Your connections** for a connection only you can use, or under **Workspace connections** to share it with everyone. 3. **Name it** Enter a **Name**. This is the label you will see in Chat when the assistant uses the server, so keep it short and distinctive. Names are capped at 80 characters. 4. **Paste the Server URL** Enter the server's streamable HTTP endpoint, for example the address a provider publishes as its MCP endpoint. It must start with `https://`. 5. **Pick how it authenticates** Choose **None**, **Bearer token** and paste the token the provider issued you, or **OAuth** to be sent to the provider's own consent screen. 6. **Add the connection** Click **Add connection**, or **Continue to authorize** for OAuth. Spiich connects once to verify the server and list its tools, then confirms with *Connection added*. 7. **Check the switch is on** The row shows the server's host name and how many tools it offered. Make sure the switch on the row is on, which is what makes the tools available to the assistant. An OAuth connection sits in an `Authorizing` state while you are away at the provider. It cannot be switched on until the handshake finishes. If it comes back *Authorization failed*, remove the row and try again, or use a bearer token instead: not every provider offers OAuth for MCP. ## Personal versus workspace connections | | Your connections | Workspace connections | | --- | --- | --- | | Who sees it | Only you | Everyone in the workspace | | Who can use its tools | Only your assistant | Anyone's assistant | | Who can add one | You | Any active workspace member | | Who can switch it on or off | You | Only the person who added it | | Who can remove it | You | Only the person who added it | No admin approval is required for either kind. Shared rows show who added them, and turning one off or removing it takes effect for the whole workspace immediately. If you need a shared connection changed and you did not create it, ask the person named on the row or add your own copy. ## What enabling a connection actually grants This is the part to read twice. > **Careful:** Enabling a connection gives Chat **every tool that server exposes**. There is no per-tool approval, no allowlist, and no confirmation prompt before an individual tool runs. A server that offers write or destructive actions is trusted as a whole, so connect servers you would trust with the data they can reach. Two practical consequences. First, prefer a personal connection while you are trying a server out, and promote it to a workspace connection once you know what it does. Second, if a server exposes tools whose names collide with another server's, switch off the one you do not need for that task so the assistant is not choosing between two identically named tools. When the assistant does use a server, the chat shows a tool row labelled with your connection name and a plain-language action, so you can always see which server answered. ## The rules the form enforces - **HTTPS only.** A plain `http://` address is refused with *MCP URL must use HTTPS.* - **Public internet only.** The address must resolve to a public address. Localhost, loopback, private networks, link-local, cloud metadata and reserved ranges are all rejected. Internal-only MCP servers cannot be connected. - **No credentials in the URL.** A username or password embedded in the address is refused with *MCP URL cannot include credentials.* Put the token in the **Bearer token** field instead. Browser autofill is the usual culprit here. - **At least one tool.** A server that responds correctly but lists no tools is refused with *MCP server did not expose any tools.* - **Tools only.** Spiich uses MCP tools. MCP resources, prompts and other capabilities are not used. - **Name under 80 characters.** ## Limits - Spiich waits up to 30 seconds when first probing a server for its tool list. - At most 50 connections per person are made available to the assistant in a single request; beyond that the most recently added are used. - Bearer tokens and OAuth credentials are encrypted before they are stored and are never returned to the browser or included in API responses. - Removing a connection deletes the credentials Spiich holds, but does not revoke the token or OAuth grant at the provider. Revoke it there too if you want it fully cut off. ## If something goes wrong **A connection is stuck on `Authorizing`.** The OAuth handshake never finished, usually because the tab was closed or consent was declined. Open the row's menu, choose **Remove**, then add it again and complete the provider's screen. **The assistant ignores a connection that is in the list.** Its switch is off, so it is hidden from agents, or it is still authorizing. Turn the switch on in `Settings > Integrations`. **A teammate's shared connection has greyed-out controls.** Only the person who added a connection can enable, disable or remove it. Ask whoever is named as **Added by** on the row. **The bearer token field says it is required though you typed one.** The field holds only spaces, or Authentication was switched away from **Bearer token** after typing. Select Bearer token again and paste with no leading or trailing spaces. ## Frequently asked questions ### Can I connect an MCP server running inside our own network? No. A server URL must resolve to a public internet address over HTTPS. Localhost, loopback, private ranges, link-local and cloud metadata addresses are all refused, so internal-only servers cannot be connected today. ### Can I allow only some of a server's tools? No. Control is at the connection level: the switch turns the whole server on or off for the assistant. There is no per-tool allowlist and no prompt before a tool runs, which is why it is worth trusting the server as a whole before enabling it. ### Do I need to be an admin to add one? No. Any active workspace member can add a personal connection or a workspace connection, with no admin approval. Only the person who added a connection can switch it off or remove it, including shared ones. ### What happens to my token if I remove a connection? Spiich deletes the credentials it stored and the assistant loses access immediately. It does not revoke the token or the OAuth grant at the provider, so revoke it there as well if you want access fully cut off. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [What Spiich will and will not do on its own](https://spiich.ai/help/chat-and-voice/what-spiich-does-on-its-own) - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [All Spiich integrations](https://spiich.ai/integrations) - [Trust and security at Spiich](https://spiich.ai/trust) --- # Map your CRM fields > Settings > Field Mapping points Spiich's fixed set of People, Organization, Deal and Task fields at your CRM's own attribute names, so data reads from and writes to the right place. - Source: https://spiich.ai/help/connect-your-tools/map-crm-fields - Section: Connect your tools - Who can do this: Everyone - Time: 5 to 15 minutes depending on how many fields you map - Last updated: 2026-08-24 ## Before you start - A CRM is connected to your workspace. Spiich has its own fixed idea of a person, an organization, a deal and a task. Your CRM has its own field names for the same things, and they rarely match exactly. [`Settings > Field Mapping`](https://app.spiich.ai/settings/field-mapping) is where you tell Spiich which of your CRM's attributes holds which of its fields, so a `contact_email` or `primary_email_address` column in your CRM lines up with the field Spiich calls email. ## What field mapping does Object Types decides whether the agent can see and write a whole object or field. Field Mapping is narrower and more precise: it tells Spiich which specific CRM attribute answers a specific standard question, such as which of your CRM's fields holds a person's email address, or which one is the deal's close date. Get the mapping right and the assistant, Tables and every prompt column read from the correct source. Leave a field unmapped and Spiich simply does not have an attribute to read for it. Field Mapping covers four object types: People, Organizations, Deals and Tasks. HubSpot Leads and Tickets are not part of it. ## Map a field 1. **Open Field Mapping** Go to `Settings > Field Mapping`. If the page is missing, connect a CRM first at [Connect your CRM](/help/connect-your-tools/connect-your-crm); the entry only appears once one is connected. 2. **Pick the object tab** Choose **People**, **Organizations**, **Deals** or **Tasks**. Each tab shows a progress bar and an x-of-y mapped counter for that object. 3. **Choose the CRM attribute** Each row lists one **Spiich field** on the left. Use the **CRM attribute** dropdown on the right to pick the matching attribute from your CRM. A row you have not touched yet reads `Not mapped`. 4. **Confirm the save** Spiich confirms with **Saved**, *Field mapping updated.*, and the row's dot turns green. There is no separate save button; each row saves on its own. 5. **Undo a mapping if you need to** Click the **X** at the end of a mapped row to clear it. Spiich confirms with **Removed**, *Field mapping removed.*, and the row goes back to `Not mapped`. ## The fixed field list Spiich does not let you invent new fields here. Each object has a fixed set of Spiich fields, and you are only choosing which CRM attribute answers each one. | Object | Spiich fields | | --- | --- | | People | `name`, `first_name`, `last_name`, `email`, `phone`, `role`, `linkedin`, `location`, `organization`, `owner`, `last_activity_date`, `created_date`, `added_by_spiich` | | Organizations | `name`, `location`, `website`, `linkedin`, `owner`, `icp_fit_score`, `industry`, `last_activity_date`, `created_date`, `added_by_spiich` | | Deals | `name`, `owner`, `pipeline`, `stage`, `value`, `status`, `expected_close_date`, `contact`, `organization`, `last_activity_date`, `created_date`, `added_by_spiich` | | Tasks | `text`, `updated_at`, `assignee`, `due_date`, `done`, `type`, `added_by_spiich` | If a tab shows *No canonical fields are defined for this entity type yet*, Spiich has not defined a fixed field list for that object, and there is nothing to map on that tab yet. ## One attribute, one field Each CRM attribute can only answer one Spiich field at a time. Once you map `contact_email` to People's `email`, that same attribute is filtered out of every other dropdown on that tab, so you cannot accidentally point two Spiich fields at the same source. Remove the mapping first if you want to reassign the attribute somewhere else. You can ask the assistant about the current state instead of opening the page yourself. _Check your mappings:_ ``` Are my deal fields mapped? ``` The assistant reports which CRM is connected and how many field mappings exist for an object, and links you to the right Settings page instead of guessing. ## Limits - Field Mapping only covers **People, Organizations, Deals and Tasks**. HubSpot Leads and Tickets are deliberately left out. - The Spiich field list per object is fixed. You choose the CRM attribute; you cannot add a new Spiich field here. - One CRM attribute maps to exactly one Spiich field. Mapping it elsewhere means removing the existing mapping first. - A field left unmapped is not an error. It just means that field has no source to read from until you map it. - The page and its Settings entry only exist once a CRM is connected. Nothing is defined ahead of that. ## If something goes wrong **Settings > Field Mapping does not appear in the navigation.** No CRM is connected yet. Connect one at [Connect your CRM](/help/connect-your-tools/connect-your-crm) and the entry appears. **A tab says *No canonical fields are defined for this entity type yet.*** There is nothing to map on that object; check a different tab. **The page shows *Failed to load field mappings. Please refresh and try again.*** A one-off loading error. Refresh the page. **A CRM attribute you expect is missing from the dropdown.** It may already be mapped to a different Spiich field on the same tab. Check the other rows, or remove the existing mapping and reassign it. ## Frequently asked questions ### What happens if I leave a field unmapped? Nothing breaks. Spiich simply has no CRM attribute to read for that field until you map one. Map the fields your team relies on for search, filtering and prompt columns first. ### Can two Spiich fields read from the same CRM attribute? No. One CRM attribute answers exactly one Spiich field at a time. Once it is mapped, it is filtered out of every other dropdown on that tab until you remove the mapping. ### Does field mapping cover HubSpot Leads or Tickets? No. Field Mapping only covers People, Organizations, Deals and Tasks. Leads and Tickets are managed separately in [Connect HubSpot](/help/connect-your-tools/connect-hubspot). ### Who can change a field mapping? Anyone in the workspace can open `Settings > Field Mapping` and view or update a mapping once a CRM is connected. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) --- # Section: Meetings Recording, transcripts, meeting notes, briefs before every call, and follow-ups afterwards. ## Common setup questions ### How can I bring a meeting into Spiich? Use the Spiich Recorder for calls on your computer, or connect a supported meeting tool from Settings. Your connected calendar supplies the meeting details Spiich uses for briefings and matching recordings. ### What does Spiich prepare after a meeting? Spiich turns the recording into a transcript and summary, then runs the meeting jobs enabled by your workspace. Those jobs can update CRM records and prepare a follow-up draft for you to review. --- # How Spiich handles meetings > Spiich briefs you before a meeting, captures the call from your own machine with the desktop recorder, then writes the notes, updates your CRM and drafts a follow-up email you send yourself. - Source: https://spiich.ai/help/meetings/how-meetings-work - Section: Meetings - Who can do this: Everyone - Last updated: 2026-08-24 Spiich works on the meeting itself, not on a calendar entry. It preps you before the call, captures what was said during it, and turns that into CRM updates and a follow-up draft afterwards. Every stage is separately switchable, so you can take the whole cycle or only the parts you want. ## The four stages | Stage | What Spiich does | Where it shows up | | --- | --- | --- | | Before | Researches the company, the people and the linked deal, then writes a briefing | `My Day`, the `Meeting Briefing` card | | During | The Spiich Recorder captures the call on your own computer | The desktop app, and your menu bar or tray | | After | Produces one summary and a searchable transcript | The `Summary` and `Transcript` sections on the meeting | | After | Updates the CRM and drafts a follow-up email | The `Proposals` and `Email` tabs on the meeting | ## Before the call: the briefing For an external meeting, Spiich researches the company, each participant and the linked CRM deal, then writes a briefing you read in [My Day](/help/meetings/my-day). The default template covers Company Essentials, Participant Profiles, CRM Deal History and Strategic Insights, and you can rewrite that template for yourself. You can also have the day's briefings arrive as one email at 6 AM in your own timezone. See [Meeting briefings](/help/meetings/meeting-briefings). Briefings are written for external meetings only. Internal meetings, solo blocks, all-day events and meetings above 50 attendees are skipped, and the card says which of those applied instead of sitting blank. ## During the call: capture without a bot Capture is done by the **Spiich Recorder**, a desktop app for macOS and Windows. It detects the meeting window on your own machine and records the audio locally. No bot joins the call, and no participant sees an extra attendee in the room. That has a consequence worth knowing up front: because nothing announces itself in the meeting, anyone who needs to tell the room the call is being recorded has to say so themselves. With `Auto-record meetings` on, which is the default, recording starts as soon as a meeting window is detected. With it off, detection still happens and waits for you to press `Start recording`. The floating `Record` pill captures anything else: a phone call, an in-person conversation, or a platform Spiich does not recognize. Install it once from [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker). See [Install the Spiich Recorder](/help/meetings/install-the-meeting-recorder). ## The recorder is not the only way in A meeting does not have to be recorded by Spiich to get the full treatment. Transcripts also arrive from: - **Fathom**, connected with OAuth from [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) - **Fireflies.ai**, connected with an API key - **Google Meet's own transcripts**, once the Meet permission is granted on your Google connection - **Call recordings already stored in your CRM**, from Attio, HubSpot or Pipedrive All of them run the same post-meeting agent as a recording Spiich made itself. See [Bring in meetings from other tools](/help/meetings/import-meetings). ## After the call: notes, CRM and a draft Once a recording is processed, Spiich writes one summary and one speaker-labelled transcript. The summary is chosen once on the server, so the web app, the desktop recorder and the note that lands in your CRM all show identical text. Then the post-meeting agent runs. It has two jobs you switch on and off independently: - **CRM updates** create or update the external people and organizations, update or create the deal, save exactly one meeting note on the single most relevant record, and create at most one follow-up task when real internal work remains. - **Follow-up email** drafts one email for you to review. Each job runs at Careful, Balanced or Proactive, and CRM updates either wait as proposals you accept or go straight to the CRM. See [Meeting notes and CRM updates](/help/meetings/meeting-notes-and-crm-updates). ## What Spiich never does - **It never sends email.** The follow-up is always a draft. You open it in Gmail, Outlook web or your desktop mail client and press Send yourself. See [Follow-up emails](/help/meetings/follow-up-emails). - **It never changes your calendar.** Spiich reads your calendar; it cannot create, move, cancel or RSVP to an event. - **It never joins a meeting.** Capture is local to your own machine. - **It does nothing after a meeting when both agent jobs are off.** That is a supported setting, not a fault. ## Limits worth knowing - The tasks panel needs the `Task View` add-on on your user. Without it, My Day says tasks are off for your account. An admin grants it from [`Settings > User Management`](https://app.spiich.ai/settings/user-management); see [Manage teammates and roles](/help/workspace/manage-your-team). ## If something goes wrong - **My Day asks you to connect a calendar.** Neither Google nor Microsoft is connected on your user. Connect one right on that screen. - **A meeting has no briefing.** Read the line at the bottom of the `Meeting Briefing` card. It names the reason rather than leaving you guessing. - **A recording sits on `Processing`.** Transcription and summarization take a while. The meeting stays intact and fills in when it is done. - **A meeting shows no audio player anywhere, including the desktop app.** An admin turned off `Show recordings in meetings` for the workspace. Transcripts and summaries stay visible and nothing was deleted. ## Frequently asked questions ### Do the other people on the call know Spiich is recording? Not from Spiich. The recorder captures audio on your own computer and no bot joins the meeting, so nothing appears in the participant list and no notice is played. If you are required to disclose recording, say so in the meeting yourself. ### Can I use Spiich for meetings without installing the desktop recorder? Yes. Briefings, `My Day`, meeting notes and the post-meeting agent all work without it. You can also bring transcripts in from Fathom, Fireflies.ai, Google Meet or call recordings stored in your CRM. The recorder is only needed if you want Spiich itself to capture the audio. ### Does Spiich record every meeting on my calendar? Only meetings the recorder detects on your machine while it is running, and only while `Auto-record meetings` is on. Turn that setting off and every recording waits for you to press `Start recording`. ### Where do the notes end up in my CRM? The post-meeting agent saves exactly one meeting note per call, attached to the single most relevant record, plus at most one follow-up task when real work remains. It never scatters several notes across several records. ## Related - [Install the Spiich Recorder](https://spiich.ai/help/meetings/install-the-meeting-recorder) - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates) - [My Day](https://spiich.ai/help/meetings/my-day) - [Spiich for meetings](https://spiich.ai/product/meeting) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # Install the Spiich Recorder > Download the Spiich Recorder from Settings > Meeting Agent, then pair it to your account with a 6-digit code that expires after 10 minutes. It needs a Meeting Recorder license an admin grants. - Source: https://spiich.ai/help/meetings/install-the-meeting-recorder - Section: Meetings - Who can do this: Everyone - Time: 5 to 10 minutes - Last updated: 2026-08-24 ## Before you start - A Meeting Recorder license on your Spiich user. A workspace admin grants it. - macOS on Apple silicon or Intel, or Windows 10 or 11 on x64. There is no Linux build. - Google or Microsoft connected, so the recorder can show your meetings. The Spiich Recorder is the only client that records a call. The web app, the Chrome extension and the mobile app can take short voice notes, but none of them captures a meeting. Install it once per computer and pair it to your account with a 6-digit code. ## The Meeting Recorder license Pairing needs a per-seat Meeting Recorder license on your user. Without one, [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker) shows `Meeting recorder license required` where the pairing code should be. - **A workspace admin grants it** from [`Settings > User Management`](https://app.spiich.ai/settings/user-management). The in-app message points at `Settings > Team`; the page is actually called User Management. - **An admin on a self-serve plan can grant one to themselves** with `Grant myself a license` on the Meeting Agent page. The card states what it adds to the subscription before you confirm. - **Contract customers go through their account manager.** The self-serve grant is not offered and the page says so. > **Admin only:** Granting and revoking licenses is admin-only, and revoking signs that user's paired devices out. When a revoke takes effect depends on whether it is the last seat of that add-on. See [Manage teammates and roles](/help/workspace/manage-your-team). ## Download and pair 1. **Open Settings > Meeting Agent** Everything about the recorder lives on this one page: downloads, pairing codes, connected devices and what happens after a meeting. 2. **Download the build for your machine** Under `Recorder downloads`, pick `Apple silicon` (macOS, M1 and newer), `Intel Mac` (macOS, x64 builds) or `Windows` (Windows 10 and 11, x64), then click `Download`. 3. **Install it** On macOS, open the disk image and drag **Spiich Recorder** into your Applications folder, then launch it from there rather than from Downloads. On Windows, run the setup file. 4. **Get past the Windows warning** Windows builds are unsigned, so Microsoft Defender SmartScreen shows a "Windows protected your PC" screen on first launch. Click `More info`, then `Run anyway`. Automatic updates after the first install are silent and never show the warning again. 5. **Generate a pairing code** Back in the web app, under `Settings > Meeting Agent > Pairing code`, click `Generate pairing code`. Click the code itself to copy it. It expires in 10 minutes and works once. 6. **Enter the code in the recorder** The app opens on `Step 1 of 2`, "Pair this device with your Spiich account". Type or paste the 6 digits. It pairs as soon as the sixth digit lands, or click `Pair recorder`. 7. **Grant the macOS permissions** The app moves to `Step 2 of 2`, "Give Spiich access to your device", and asks for Accessibility, Microphone and System Audio. Windows skips this step entirely. See [Recorder permissions and capture](/help/meetings/recorder-permissions). 8. **Check the device appears** In the web app, `Settings > Meeting Agent > Connected devices` should now list the machine with its name and when it was last used. ## What happens next The recorder lives in your macOS menu bar or Windows tray. Click it for a week view of your meetings grouped by day, each row showing times, attendee count, a countdown and a `Join` button. Inside the last five minutes before a meeting the menu bar itself becomes a countdown, and during a call it shows how much is left. With `Auto-record meetings` on, the default, it starts recording as soon as it detects a meeting window. When you stop a recording, the meeting row shows `Processing` until the summary and transcript are ready, then the meeting opens with Briefing, Summary and Transcript tabs. ## Updates The recorder updates itself. `Install updates automatically (recommended)` is on by default and only restarts when it is safe: never during an active call, never while a recording is still being finalised, not straight after you have been using the computer, not within 30 minutes of a meeting, and not while your calendar state is unknown. Turning it off keeps the checks and downloads, and `Install and restart` under `Recorder > Settings > SOFTWARE` is always available. > **Careful:** `Enable experimental releases` opts one installation into an early update feed and those builds may be unstable. Enabling or leaving requires a confirmation and a restart, and returning to stable leaves the experimental build installed until a newer stable version ships. ## Limits - macOS on Apple silicon or Intel, and Windows 10 and 11 on x64. No Linux build. - Pairing codes are 6 digits, expire after 10 minutes, and each one works once. - Without a Meeting Recorder license no pairing code is issued at all. - Revoking a device under `Connected devices`, or revoking that user's license, cuts the installation off immediately. - The recorder lists only meetings you are a participant in, taken from your connected calendar. ## If something goes wrong - **`Meeting recorder license required` instead of a code.** Ask an admin to grant your license from `Settings > User Management`. If you are an admin on a self-serve plan, use `Grant myself a license`. Contract customers ask their account manager. - **The pairing code is struck through and shows dashes.** It expired. Click `Regenerate` and enter the new digits. - **Windows blocks the installer with a blue screen.** The build is unsigned. Click `More info`, then `Run anyway`. - **The recorder shows "Nothing scheduled this week".** Its list comes from your connected calendar. Connect Google or Microsoft under [`Settings > Integrations`](https://app.spiich.ai/settings/integrations), then reopen the app. ## Frequently asked questions ### Can I pair more than one computer? Yes. Generate a fresh pairing code for each machine. Every paired installation is listed under `Settings > Meeting Agent > Connected devices` with its name and when it was last used, and you can revoke any of them there. ### What happens to a device when I revoke it? Revoking cuts that installation off immediately: its access stops working and it signs out. Nothing already recorded is deleted. Pair it again later with a new code if you need to. ### Does the recorder work if my laptop is offline? The recorder gets your meeting list from your connected calendar and hands finished recordings to Spiich for transcription and summarization, so it needs a connection for both. A recording stays on `Processing` until Spiich has finished with it. ### What does the license cost? The recorder is a per-seat add-on and the amount is shown in the app before an admin confirms the grant. For plan and pricing questions, [talk to us](/contact). ## Related - [Recorder permissions and capture](https://spiich.ai/help/meetings/recorder-permissions) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Which Spiich app to use](https://spiich.ai/help/apps/which-app-to-use) - [A meeting did not record](https://spiich.ai/help/troubleshooting/recording-problems) - [Spiich for meetings](https://spiich.ai/product/meeting) - [Talk to us about plans](https://spiich.ai/contact) --- # Recorder permissions and capture > The Spiich Recorder needs three macOS permissions, Accessibility, Microphone and System Audio, before it can detect a meeting and capture both sides of the audio. Windows needs none of them. - Source: https://spiich.ai/help/meetings/recorder-permissions - Section: Meetings - Who can do this: Everyone - Time: 3 minutes - Last updated: 2026-08-24 ## Before you start - The Spiich Recorder is installed and paired to your account. On macOS the recorder asks for three permissions on `Step 2 of 2`, the "Give Spiich access to your device" screen. They are not interchangeable: each one covers a different part of the job, and a missing one fails quietly rather than loudly. On Windows the recorder needs no extra operating-system permissions, so this screen is skipped and all three report as granted. ## The three macOS permissions | Permission | What it is for | What breaks without it | | --- | --- | --- | | Accessibility | Detect meeting windows | The recorder never notices a call started, so auto-record never fires | | Microphone | Capture meeting audio | Your own voice is missing from the recording | | System Audio | Capture meeting system audio | Everyone else's voice is missing, so the file is close to silent | ## Grant them 1. **Open the Access screen** The recorder shows it automatically after pairing. You can return to it later from the recorder's settings. 2. **Click Enable, one row at a time** `Enable` triggers the macOS prompt for that permission. Approve it, then move to the next row. 3. **If a row says Settings instead of Enable** macOS has already recorded a decision for that permission, so the app cannot ask again. Click `Settings` to open the matching System Settings pane under Privacy & Security and turn **Spiich Recorder** on there. 4. **Relaunch when the banner appears** A permission that was previously denied does not take effect until the app restarts. When "Relaunch required for new grants to take effect." appears, click `Relaunch`. 5. **Check every row reads Granted** A row showing `Managed` is controlled by your organization's device management policy and cannot be changed from the app. Ask your IT administrator to allow Spiich Recorder that permission. ## What each recorder state means | State | What it means | | --- | --- | | `Meeting window detected` | A call is on screen. Detection is not recording: with auto-record off it waits for you | | `Starting recording` | Capture is being prepared for this meeting | | `Recording in progress` | Audio is being captured. The toolbar shows elapsed time, a live audio indicator and the attendee count | | `Recording paused` | Capture is suspended. Resuming continues the same recording rather than starting a second one | | `Recording needs attention` | The attempt did not start cleanly. `Retry recording` is offered | | `Processing` | The audio is with Spiich and the transcript and summary are being produced | | `Recording available` | The recording is finished and playable, subject to your workspace's playback setting | | `Failed` | Transcription or processing did not complete for that recording | | `Detected call` | A live call that matches nothing on your calendar. `Open detected call` gives it its own detail view | ## Starting and stopping capture With `Auto-record meetings` on, the default, recording starts by itself the moment a meeting window is detected. Turn it off under `Recorder > Settings > RECORDING` and every recording waits for you. To start one yourself: open the meeting in the recorder and click `Start recording`, or click the floating `Record` pill at the bottom of the window. Starting from the meeting list creates a new meeting in Spiich; starting from an open meeting attaches the recording to that meeting. While recording, `Pause` and `Resume` keep one session going and `Stop and save` ends capture and hands the audio to Spiich. ## Limits - All three permissions are macOS only. Windows needs none of them. - A previously denied permission needs an app relaunch before the new grant counts. - A `Managed` row is set by device policy and cannot be changed from inside the app. - The recorder matches a detected call to a calendar meeting only from 10 minutes before the scheduled start to 15 minutes after the scheduled end. Meetings with no end time are treated as 30 minutes long. - It recognizes Google Meet, Zoom, Teams and Webex by name. Anything else is labelled simply as a call and still records. - The meeting reminder that appears before a call never starts recording by itself. Clicking it only opens that meeting. ## If something goes wrong - **The recording is silent, or only has your voice.** System Audio, or Microphone, is not actually granted to the copy of the app you are running. Work through the Access screen again and relaunch. - **Nothing is ever detected.** Accessibility is missing, or was granted to another copy of the app. Check that row first. - **The meeting was detected but recording never started.** `Auto-record meetings` is off. Click `Start recording` on the meeting, use the `Record` pill, or turn the setting back on. - **A meeting row shows a red `Failed` pill.** Processing did not complete. Use `Retry recording` where it is offered; if the recording had already finished, the call needs re-recording or a word with Spiich support. ## Frequently asked questions ### Why does Spiich need Accessibility permission at all? Accessibility is what lets the recorder see that a meeting window is open on your screen. Without it the app cannot tell a call has started, so automatic recording never triggers and you would have to start every capture by hand. ### Does the recorder capture my screen? No. The permissions cover detecting the meeting window and capturing audio, your microphone and the system audio of the call. What Spiich produces from it is a transcript and a summary. ### Do I have to grant anything on Windows? No. On Windows the recorder needs no extra operating-system permissions. The access screen is skipped automatically and all three permissions are reported as granted. ### Can I record a phone call or an in-person conversation? Yes. Use the floating `Record` pill at the bottom of the recorder window. It starts a recording even when no meeting window was detected, and the result is processed like any other meeting. ## Related - [Install the Spiich Recorder](https://spiich.ai/help/meetings/install-the-meeting-recorder) - [A meeting did not record](https://spiich.ai/help/troubleshooting/recording-problems) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [The mobile app](https://spiich.ai/help/apps/mobile-app) - [Spiich for meetings](https://spiich.ai/product/meeting) --- # Meeting briefings > Before an external meeting Spiich researches the company, the participants and the linked deal, and writes a briefing you read in My Day. You can also get the day's briefings as one email each morning. - Source: https://spiich.ai/help/meetings/meeting-briefings - Section: Meetings - Who can do this: Everyone - Time: 2 minutes to set up - Last updated: 2026-08-24 ## Before you start - Google Workspace or Microsoft 365 connected on your user. The Meeting briefings section is hidden until one of them is. A briefing is the prep Spiich writes before an external meeting so you walk in knowing the company, the people and where the deal stands. It is produced automatically from your calendar. You read it in [My Day](/help/meetings/my-day), in the desktop recorder, or in the morning email. ## What a briefing contains The default template has four sections: - **Company Essentials.** What the company does and the facts worth having in your head. - **Participant Profiles.** Who is on the call and what is known about them. - **CRM Deal History.** Where the linked deal stands and what has happened on it. - **Strategic Insights.** What is worth doing something about before you dial in. The same card also lists every participant with their RSVP status (Accepted, Tentative, Pending or Declined), marks the external attendees, shows the organizer, links each participant to their CRM record, shows the linked records, and gives you the platform, the duration and a `Join` button. Next to each participant is a question button that pushes "Tell me more about" that person into the meeting's own chat. ## When a briefing is written Briefings are prepared automatically from your calendar, and only when all of this is true: - The meeting is external. At least one attendee is outside your own email domain. - It has between 2 and 50 attendees. - It starts within 24 hours, in either direction. - It is not an all-day event. A briefing is rewritten when the meeting itself changes: title, description, start, end, organizer or attendee list. An unchanged meeting is reported as already up to date rather than researched again. ## The daily digest email Once a day, at 6 AM in your own timezone, Spiich emails the briefings for that day's meetings, with a header showing total meetings, total hours and total participants, and a link into My Day. It only includes meetings you are actually a participant in, and only briefings that were generated successfully. On a day where nothing generated, no email is sent. 1. **Open Settings > User Settings** Scroll to the `Meeting briefings` section. It only appears once Google or Microsoft is connected. 2. **Turn on Send Meeting Briefings** The switch saves immediately. Turning it off stops the digest. 3. **Set your timezone** The `Timezone` picker on the same card decides when 6 AM is. With nothing set, Europe/Stockholm is used, which is why a digest sometimes lands at an odd hour. 4. **Optionally rewrite the template** `Briefing Instructions` on the same card controls how your briefings are written. ## Rewrite the template `Briefing Instructions` is a plain editor holding the instructions Spiich follows for your briefings. The default template teaches its own syntax: plain text appears as written, `[Fill-in]` is something to research, `(Rule)` is guidance to follow, and `` is context Spiich already holds. Change the sections, drop the ones you never read, ask for more on a specific meeting type. A reset control appears once you have edited it, so you can always get the Spiich default back. ## Why a briefing is missing or thin When no briefing will be written, the card says so in plain language rather than staying blank: | What the card says | What it means | | --- | --- | | Briefings are generated for external meetings only | Every attendee is on your own domain, so Spiich treated the meeting as internal | | Briefings need at least one other attendee | A solo calendar block, so there is nobody to research | | Large meetings skip the briefing | Above 50 attendees the signal is not worth it | | External attendees only have personal email addresses | There is no company domain to research | | We couldn't generate a briefing for this meeting | The run failed. Two failed attempts mark it dead and Spiich support has to reset it | | No briefing was generated for this meeting | None was produced, but you can still debrief the meeting below the card | A briefing that exists but reads thin is usually short of source material rather than broken. It leans on two things: what can be researched about the company and the people, and the CRM history on the linked records. A brand new logo with no deal history, no prior email thread and a small public footprint gives it very little to work with. Adding the meeting's deal and contacts to your CRM before the call is the fastest way to make the next briefing thicker. ## Briefings pause themselves If your daily digests go delivered but unopened for 10 days, Spiich stops preparing briefings and says so on a banner at the top of My Day: "Meeting preps are paused". Click `Turn preps back on` and it resumes, preparing today's meetings straight away and reporting progress in the banner as it goes. ## Limits - External meetings only, 2 to 50 attendees, starting within 24 hours. All-day events never get one. - Briefings are per user. Your colleague's briefing settings are their own. - The digest goes out once a day, at 6 AM in the timezone on your profile, and only on days you actually have meetings. - Only successfully generated briefings make it into the email. - Two failed attempts on one meeting mark that briefing dead until Spiich support resets it. ## If something goes wrong - **The card says `Preparing briefing` and never fills in.** Wait a few minutes and reload. If it changes to "We couldn't generate a briefing", ask Spiich support to reset it. - **The digest arrives at the wrong hour.** Your profile timezone is unset or wrong. Fix it under `Settings > User Settings > Meeting briefings > Timezone`. - **Digests stopped entirely.** Either the switch is off, or briefings paused themselves after 10 unopened days. Check the banner in My Day first. - **A meeting far in the future has no briefing.** Nothing is wrong. Briefings are only prepared inside a 24 hour window around the start. ## Frequently asked questions ### Can I get a briefing for an internal meeting? No. Internal meetings are skipped by design on the grounds that your team already has the context. If you want a meeting briefed, it needs at least one attendee outside your own email domain on the calendar invitation. ### Can each person on my team have different briefings? Yes. `Briefing Instructions` and the digest settings live under [`Settings > User Settings`](https://app.spiich.ai/settings/user) and are personal to you. Two people in the same meeting can have briefings written to different templates. ### Do briefings work with Microsoft as well as Google? Yes. Briefings are prepared from whichever provider you connected, Google Workspace or Microsoft 365. Google calendars push changes to Spiich in near real time, while Microsoft calendars refresh on the scheduled syncs, so a meeting added minutes ago may take a little longer to appear. ### Why did a briefing appear for one attendee and not another? Briefings are prepared per person from each participant's own settings, and only for people who are actually attendees on the invitation. A colleague with briefings switched off, or one who was never invited to the event, gets nothing. ## Related - [My Day](https://spiich.ai/help/meetings/my-day) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Connect Gmail and Google Calendar](https://spiich.ai/help/connect-your-tools/connect-gmail-and-google-calendar) - [Meetings or emails are missing](https://spiich.ai/help/troubleshooting/email-calendar-problems) - [Spiich for meetings](https://spiich.ai/product/meeting) - [The Spiich Playbook](https://spiich.ai/articles/the-spiich-playbook) --- # Meeting notes and CRM updates > After a meeting Spiich writes one summary and can update your CRM: records, exactly one meeting note, and at most one follow-up task. You choose how far it goes and whether changes wait for review. - Source: https://spiich.ai/help/meetings/meeting-notes-and-crm-updates - Section: Meetings - Who can do this: Everyone - Time: 3 minutes to configure - Last updated: 2026-08-24 Once a recording finishes processing, Spiich writes one markdown summary of the meeting. It is chosen once on the server, so the web app, the desktop recorder and the note that lands in your CRM all show identical text. The summary leads with the most consequential outcome and uses whatever headings the meeting justifies, rather than forcing every call into the same template. Then the post-meeting agent runs. ## What the agent writes back The agent has two jobs, switched on and off independently under `Settings > Meeting Agent > Post-meeting agent`: - **CRM updates.** Creates or updates the external people and organizations, updates or creates the deal, saves **exactly one meeting note** on the single most relevant record, and creates **at most one follow-up task**, only when material internal work actually remains. - **Follow-up email.** Drafts one email for you to review. It never sends anything. See [Follow-up emails](/help/meetings/follow-up-emails). Switch both off and nothing runs after your meetings. That is a supported configuration. ## Choose what happens after a meeting 1. **Open Settings > Meeting Agent** Scroll to `Post-meeting agent`. The section is only shown where call recording is enabled for your workspace. 2. **Set the level for CRM updates** `Careful` acts only on high-confidence updates the meeting states explicitly. `Balanced`, the default, updates the important records, note and next steps when the evidence is clear. `Proactive` captures every supported update and creates missing records and tasks. 3. **Decide how updates land** Under `Applying updates`, pick `Review first` so changes wait as proposals you accept, or `Apply directly` so they are written to the CRM as soon as the agent finishes. 4. **Add your house rules** `Extra instructions` under CRM updates takes free text, for example "Always set the next step date on the deal." It saves when you click away. 5. **Set the follow-up email separately** Switch `Follow-up email` on or off and give it its own level and its own extra instructions. 6. **Watch for the inline Saved indicator** Each card saves on its own. If it reads `Not saved`, the change did not stick; make it again. ## Review first, and the gotcha behind it With `Review first`, proposed changes gather on the meeting under a `Proposals` tab with a count. `Accept all` applies them; the dismiss control on a single proposal drops just that one. `Accept all` is disabled while the agent is still writing, so accepting cannot cut off the email draft mid-sentence, but individual dismiss buttons stay usable throughout. > **Careful:** A meeting runs in one mode for everyone in it. If any participant has `Apply directly` on, the whole run works that way, including for colleagues set to `Review first`. When that happens you get a "Saved to your CRM automatically" notice on the meeting naming the colleagues whose settings caused it, so the missing proposals are explained rather than looking like a failure. Agree a shared setting with the people you meet with most. ## Process a meeting you only took notes on You do not need a recording. Write into the meeting's notes, then click `Process Meeting`. The agent reads your notes, resolves and updates CRM records, and then drafts a follow-up email for the meeting. A progress modal steps through "Reading your notes", "Identifying action items", "Processing insights" and "Updating records", and can be minimized so it finishes in the background. The button stays disabled until the note has content, and the run uses credits from your workspace balance. You can see that balance under [`Settings > Billing`](https://app.spiich.ai/settings/billing). ## Correcting something it got wrong - **Dismiss the proposal.** On `Review first`, drop the individual proposal from the `Proposals` tab and accept the rest. - **Ask in the meeting chat.** Every meeting has its own chat beside the notes. Tell it what is wrong and ask it to redo that piece of CRM work, or to revise the visible email draft in place. - **Fix the record directly.** Anything already written is an ordinary CRM record and note. Edit it where it lives. - **Stop it happening again.** Put the rule in `Extra instructions`, or drop the level to `Careful` so the agent only acts on what the meeting stated outright. - **Fix a misattributed speaker.** In the desktop recorder, open the meeting's Transcript tab and use `Rename speaker`. The change applies to every turn for that speaker in the recording. ## Limits - One meeting note per call, on one record. The agent does not scatter notes across several records. - At most one follow-up task, and only when real internal work remains. - Extra instructions are capped at 20,000 characters per job. - A meeting runs in a single mode for every participant, decided by the most permissive setting among them. - The post-meeting agent section only appears where call recording is enabled for the workspace. - Runs use credits. A run that cannot be paid for fails cleanly rather than half-writing. ## If something goes wrong - **The CRM was updated even though you are on `Review first`, with no proposals.** Another participant had `Apply directly` on. The notice on the meeting names them. - **`Process Meeting` is greyed out.** The note is empty, or a run is already going. Type something, or wait for the progress modal to finish. - **A run failed for lack of credits.** Top up under `Settings > Billing` and run it again. Nothing was half-written. - **The agent did nothing at all.** Check that at least one of the two jobs is switched on under [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker). ## Frequently asked questions ### Which record does the meeting note get attached to? One record: whichever the agent judges most relevant to the meeting, usually the deal or the organization the call was about. It deliberately writes a single note rather than copying the same text onto every participant. ### Can I use different settings for different meetings? The levels are per user and apply to every meeting you record, not per meeting. The agent control in a meeting header opens the same settings and says so explicitly. Use `Extra instructions` for rules that should always hold, and the meeting chat for one-off asks. ### Does the agent ever delete anything in my CRM? No. It creates and updates records, writes one note and can create one task. Removing something is left to you, and on `Review first` you can dismiss any individual proposal before it is applied. ### What is the difference between Careful and Proactive? Careful only makes high-confidence updates the meeting stated explicitly. Proactive captures every supported update and will create records and tasks that are missing. Balanced sits between them and is the default. ## Related - [Follow-up emails](https://spiich.ai/help/meetings/follow-up-emails) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [My Day](https://spiich.ai/help/meetings/my-day) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) - [Voice to CRM](https://spiich.ai/product/voice-to-crm) - [Spiich for meetings](https://spiich.ai/product/meeting) --- # Follow-up emails > Spiich drafts one follow-up email per meeting, with recipients, Cc and an editable body. It never sends anything: you open the draft in Gmail, Outlook web or your mail client and press Send yourself. - Source: https://spiich.ai/help/meetings/follow-up-emails - Section: Meetings - Who can do this: Everyone - Last updated: 2026-08-24 The follow-up email is the last stage of the meeting cycle. Spiich writes the draft; you send it. There is no configuration in which Spiich sends mail from your mailbox, and there is no setting that changes that. ## How the draft is produced After a meeting you recorded, the **Follow-up email** job of the post-meeting agent writes one email for that meeting. It uses the meeting's summary and transcript, the CRM records involved, and your earlier correspondence with the attendees, and it distinguishes internal recipients from external ones. The draft carries recipients, Cc and a body, and often more than one body variant so you can pick a tone. You control how eager it is under `Settings > Meeting Agent > Post-meeting agent > Follow-up email`: | Level | When a draft is written | | --- | --- | | `Off` | No follow-up email is drafted | | `Careful` | Only when a follow-up was promised or requested in the meeting | | `Balanced` | When there is a concrete next step and a clear recipient | | `Proactive` | Whenever a message could move the next step forward | `Extra instructions` on the same card takes house rules, for example "Keep it under five sentences and sign off with my first name." You can also get a draft without a recording: write into the meeting's notes and click `Process Meeting`, which updates the CRM and then drafts the follow-up. ## Nothing is ever sent for you Spiich holds read-only access to your mailbox. It cannot send mail, and it cannot save a draft into Gmail or Outlook either. The draft lives on the meeting inside Spiich until you hand it to your own mail client. > **Note:** `Apply directly` under the post-meeting agent affects CRM writes only. It has no effect on email. There is no mode in which an email leaves your mailbox without you pressing Send. Drafts persist to the meeting, so navigating away, reloading, or switching between meetings does not lose one. A meeting can hold several drafts, and previous and next controls step between them. ## Send it 1. **Open the meeting's Email tab** In My Day, open the meeting and go to `Email`. A count next to the label tells you how many drafts exist. 2. **Pick a variant and edit it** Where several body variants were produced, switch between them at the top of the card. Recipients and Cc are editable chips, and typing @ in the recipient field searches people in your CRM. Subject and body are editable in place. 3. **Hand it to your mail client** Click `Open in Gmail`, `Open in Outlook web`, or `Open in Mail` for your desktop client. Which buttons appear depends on the provider connected to your account. The chevron beside the button switches between the web client and the desktop one, and Spiich remembers the choice. 4. **Press Send there** Your mail client opens with everything pre-filled. Read it, change anything you want, and send it from your own mailbox. `Copy email` puts the whole draft on your clipboard instead, which is the route to take if you compose somewhere Spiich does not open directly. ## Revising a draft Ask in the meeting's own chat, beside the notes. It can revise the visible draft in place: shorter, warmer, drop the pricing paragraph, add the date you agreed. You do not have to start a new draft to change one. ## Limits - One draft per run. A meeting can accumulate several drafts over several runs, navigable with previous and next. - Spiich never sends the email and never saves it into your mailbox. - Compose links have length limits: roughly 2,000 characters for a desktop mail client and roughly 8,000 for Gmail or Outlook web, and encoding inflates plain text by two to three times. A draft above the limit is copied to your clipboard instead, with a toast telling you where to paste it. - The draft is built from what Spiich can see. Without a connected mailbox it has no earlier correspondence to draw on. - Background agents can email you reports, but only workspace members chosen from a picker, and those are sent by Spiich rather than from your mailbox. That is a separate feature from meeting follow-ups. ## If something goes wrong - **The Email tab says `No draft email`.** Either `Follow-up email` is off, the level was too conservative for this meeting, or the draft has not been written yet. Check the setting, raise the level, or ask for a draft in the meeting chat. - **`Open in Gmail` copies to the clipboard instead of opening.** The draft is too long for a compose link. Open a new message and paste; recipients and subject came along with it. - **The card offers `Open in Mail` but not Gmail or Outlook.** No mailbox is connected, so Spiich cannot tell which web client you use. Use the chevron to pick one and connect, or connect under [`Settings > Integrations`](https://app.spiich.ai/settings/integrations). - **The draft names the wrong next step.** Revise it in the meeting chat, then put the rule in `Extra instructions` so the next one is right. ## Frequently asked questions ### Can I make Spiich send follow-ups automatically? No. Spiich has read-only access to your mailbox by design and there is no setting that lets it send on your behalf. Every follow-up is a draft you open in your own mail client and send yourself. ### Does the draft appear in my Gmail drafts folder? No. Spiich cannot write into your mailbox at all, drafts included. The draft lives on the meeting in Spiich until you click one of the open buttons, which pre-fills a new message in your mail client. ### Why do I get several drafts on one meeting? Each agent run, and each time you ask for a draft in the meeting chat, adds one. Use the previous and next controls on the Email tab to move between them and send the one you want. ### Can I change the tone of every follow-up rather than editing each one? Yes. Put the instruction in `Extra instructions` under `Settings > Meeting Agent > Post-meeting agent > Follow-up email`. It applies to every future draft, and the box takes up to 20,000 characters. ## Related - [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Connect Outlook and Microsoft 365](https://spiich.ai/help/connect-your-tools/connect-outlook-and-microsoft-365) - [Meetings or emails are missing](https://spiich.ai/help/troubleshooting/email-calendar-problems) - [Spiich for meetings](https://spiich.ai/product/meeting) - [Privacy](https://spiich.ai/privacy) --- # Bring in meetings from other tools > Transcripts from Fathom, Fireflies.ai and Google Meet, plus call recordings already stored in your CRM, arrive automatically and run the same post-meeting agent as a Spiich recording. - Source: https://spiich.ai/help/meetings/import-meetings - Section: Meetings - Who can do this: Everyone - Time: 2 minutes per source - Last updated: 2026-08-24 You do not have to move your recording tool to get the rest of Spiich. Transcripts and summaries from other tools attach themselves to the matching meeting and are treated exactly like a recording Spiich made: the same summary card, the same transcript, and the same post-meeting agent writing back to your CRM and drafting a follow-up. ## Where meetings can come from | Source | How it connects | Where the media lives | | --- | --- | --- | | Spiich Recorder | Paired desktop app | In Spiich, with an in-app player | | Fathom | OAuth from `Settings > Integrations` | In Fathom, reached with an `Open` link | | Fireflies.ai | An API key from your Fireflies account | In Fireflies, reached with an `Open` link | | Google Meet | Google's own conference transcripts | In Google, reached with an `Open` link | | Attio, HubSpot, Pipedrive | Automatic once the CRM is connected | In the CRM, reached with an `Open` link | When a meeting ends up with more than one recording, chips on the `Recording` card let you switch between the sources. ## Connect Fathom 1. **Open Settings > Integrations** Scroll to the `Meeting intelligence` section. 2. **Click Connect Fathom** On the Fathom card, click `Connect Fathom`. 3. **Approve the Fathom authorization screen** You are returned to [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) and the card now reads `Connected`. New Fathom meetings then arrive automatically with their transcript and summary attached, matched to the calendar meeting. ## Connect Fireflies.ai 1. **Copy your Fireflies API key** In Fireflies, open `Settings > Developer` and copy the API key. 2. **Open the Fireflies.ai card in Spiich** `Settings > Integrations > Meeting intelligence`, then click `Connect Fireflies`. 3. **Paste the key and connect** Put the key in the `API Key` field and click `Connect`. Spiich validates it against Fireflies before saving it. 4. **Note the sync frequency, then click Done** Spiich polls Fireflies on a schedule set by your Fireflies plan's own API rate limit: roughly every 5 minutes on higher-limit accounts, otherwise once per day. The card shows `Last synced`, `Next sync` and `Frequency`, or "Syncing now..." while a poll is running. The first connect starts a background backfill of the last 30 days of transcripts. It is the only backfill: reconnecting later resumes live polling from where it left off instead of running the 30 days again. To stop it, use the `...` menu on the card and choose `Disconnect`. That removes the API key and stops the sync. You can reconnect at any time. ## Google Meet transcripts Spiich picks up Google Meet's own conference transcripts as they are produced and attaches them to the matching meeting. It needs the Meet permission on your Google connection, which is requested on the consent screen alongside Gmail and Calendar. The Google Workspace card then shows a `Meet` status dot next to Gmail and Calendar; if it reads `Not granted`, click `Reconnect` on the card and approve the Meet permission. ## Call recordings stored in your CRM Call recordings already sitting in a connected Attio, HubSpot or Pipedrive account are pulled in as meeting recordings with no setup beyond connecting the CRM. They appear on the matching meeting with a source label naming the CRM, and their media is offered as an `Open` link back to the CRM rather than an in-app player. ## What happens to an imported meeting Every one of these sources triggers the same post-meeting agent as a Spiich recording. That means CRM updates at your chosen level, exactly one meeting note, at most one follow-up task, and a follow-up email draft, subject to how you have configured them under [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker). See [Meeting notes and CRM updates](/help/meetings/meeting-notes-and-crm-updates). ## Limits - Imported recordings play in the tool they came from. Only recordings Spiich made get an in-app player, a speaker timeline and a download button. - Fireflies backfills the last 30 days, once, on first connect. Older meetings stay where they are. - Fireflies polling frequency is decided by your Fireflies plan's API rate limit, not by a setting in Spiich. - Google Meet import needs the Meet permission on your Google connection. - Imported meetings still have to match a meeting on your calendar to attach to it. ## If something goes wrong - **Connecting Fireflies fails with a rate limit message.** The Fireflies account has already hit its own API limit for the day. Wait the interval named in the message and click `Connect` again. - **Fireflies is connected but older meetings are missing.** Only the first connect backfills, and only 30 days. Nothing is broken. - **The Google Workspace card shows Meet as `Not granted`.** The connection predates the Meet permission, or it was declined. Click `Reconnect` and approve it. - **A CRM call recording never appeared.** Check the CRM is still connected under `Settings > Integrations`, and that the call is attached to a record Spiich can see. ## Frequently asked questions ### Can I use Fathom or Fireflies instead of the Spiich Recorder? Yes. An imported transcript runs the same post-meeting agent as a Spiich recording, so you still get the summary, the CRM updates and the follow-up draft. You just do not get the in-app player, and playback happens in the tool that made the recording. ### What happens if the same meeting is recorded twice? Both recordings attach to the meeting and chips on the `Recording` card let you switch between the sources, each labelled with where it came from. ### Does connecting Fireflies cost anything on the Fireflies side? Spiich uses the Fireflies API, and how often it can poll depends on the rate limit of your Fireflies plan: roughly every 5 minutes on higher-limit accounts, otherwise once per day. Check what your Fireflies plan allows. ### Where do I find my Fireflies API key? In Fireflies, under `Settings > Developer`. Paste it into the `API Key` field on the Fireflies.ai card in `Settings > Integrations`. Spiich validates the key against Fireflies before saving it. ## Related - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates) - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [My Day](https://spiich.ai/help/meetings/my-day) - [All integrations](https://spiich.ai/integrations) - [Talk to us](https://spiich.ai/contact) --- # My Day > My Day is the day-by-day view of your meetings with their briefings, notes, recordings, CRM proposals and follow-up drafts, plus your tasks. It shows only meetings you are a participant in. - Source: https://spiich.ai/help/meetings/my-day - Section: Meetings - Who can do this: Everyone - Last updated: 2026-08-24 ## Before you start - Google Workspace or Microsoft 365 connected. Without one, My Day replaces itself with a connect screen. My Day is where a meeting lives in the web app. Open it from the left sidebar, or from the command palette with Cmd+K on macOS or Ctrl+K on Windows. Each day lists the meetings you have, and opening one gives you everything Spiich holds about it. ## What My Day shows - **The day's meetings**, with times and attendees. Step between days, or jump back to Today. - **The `Meeting Briefing` card** on each meeting: the prep, the participants with their RSVP status, the organizer, the external attendees, the linked CRM records, the platform and a `Join` button. - **Notes**, saved as you type, and shared with the desktop recorder so the same note is editable in both. - **The recording**, where one exists, with a player, a speaker-coloured timeline and a talk-time breakdown, plus the searchable transcript. - **CRM proposals** waiting for your review, and the **follow-up email draft**. - **My tasks**, alongside the meetings. If neither Google nor Microsoft is connected, My Day replaces itself with an inline connect screen offering `Connect Google Workspace` and `Connect Microsoft 365`. You do not have to go to the Integrations page: connect there and the OAuth round trip drops you back on My Day. ## Only meetings you are in My Day lists meetings you are a participant in, and nothing else. A meeting you declined is hidden too. This is worth knowing before you go looking for a colleague's call: it is not that the meeting is missing, it is that My Day is your own day, not the workspace's. Some calendar entries never become Spiich meetings at all: - All-day events are never imported. - Events with one attendee or fewer, which is most focus blocks, reminders and out-of-office entries, are never imported. - Zero-length entries are hidden unless they have a recording attached. ## Opening a meeting Click a meeting to open it. Inside, the work is split into the meeting's own chat plus a set of tabs: | Tab or panel | What it holds | | --- | --- | | Notes | The meeting note, title and body, saved automatically as you type | | Summary | The single summary Spiich wrote from the recording | | Transcript | Speaker-labelled turns with timestamps, searchable, click a turn to jump the audio | | Proposals | CRM changes the agent suggests but has not made, with `Accept all` | | Email | The follow-up draft, with the buttons that hand it to your mail client | Beside all of that is the meeting's own chat. Ask it about the meeting, ask it to revise the email draft in place, or ask it to do CRM work. On the briefing card, the question button next to a participant feeds "Tell me more about" that person straight into the same chat. ## The layout is not identical everywhere > **Note:** My Day is one of the surfaces Spiich is actively reshaping, and different workspaces are on different layouts. Depending on yours, the same information may sit in a dialog with `Notes`, `Proposals` and `Email` tabs and an agent control in the header, or in a split view with a Notes panel and a `Process Meeting` button. Follow the actions described here rather than expecting the panels to sit in the same places as a screenshot. The actions themselves are the same in every layout: read the briefing, take notes, process or review, send the follow-up. ## Briefings can pause themselves If your daily briefing digests go unopened for 10 days, Spiich stops preparing them and shows a "Meeting preps are paused" banner at the top of My Day. `Turn preps back on` resumes them and prepares today's meetings straight away, reporting progress in the banner. See [Meeting briefings](/help/meetings/meeting-briefings). ## Limits - Only meetings you are a participant in, and never ones you declined. - Spiich cannot create, move, cancel or RSVP to a calendar event. Make the change in Google Calendar or Outlook and Spiich picks it up on the next sync. - Google calendars push changes through in near real time. Microsoft calendars refresh on the hourly and nightly syncs instead. ## If something goes wrong - **My Day shows the connect screen.** Neither provider is connected on your user. Use the buttons on that screen. - **"No meetings today" with a full calendar.** The entries are probably all-day events, solo blocks, or zero-length. Check the event has at least one other attendee and a real start and end time. On Microsoft, a very recently added event waits for the next hourly sync. - **A cancelled meeting is still listed.** The cancellation has not synced yet. Google cancellations arrive with the next push; other removals are cleaned up on the nightly pass. - **A meeting has no recording player.** Either it was never recorded, the recording came from another tool and shows an `Open` link instead, or an admin turned off `Show recordings in meetings` for the workspace. ## Frequently asked questions ### Can I see a colleague's meetings in My Day? No. My Day is built from your own connected calendar and lists only meetings you are a participant in. Meetings you declined are hidden as well. ### Why is my focus block missing from My Day? Calendar entries with one attendee or fewer are never imported as meetings, and neither are all-day events. Focus blocks, reminders and out-of-office entries fall into those categories on purpose, so the day view stays a list of actual meetings. ### Can I open one meeting directly? Yes. Each meeting has its own address under the day view, so a link to a single meeting can be bookmarked or shared with a colleague who was also in the meeting. ### Is My Day available on my phone? Yes. The Spiich mobile app has a My Day entry in its sidebar, and opening a meeting there gives you a Briefing tab and a Debrief tab where you can add notes or ask about what happened. See [the mobile app guide](/help/apps/mobile-app). ## Related - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates) - [The mobile app](https://spiich.ai/help/apps/mobile-app) - [Spiich for meetings](https://spiich.ai/product/meeting) - [All integrations](https://spiich.ai/integrations) --- # Section: Chat and voice Asking Spiich questions, updating the CRM by voice or text, and getting better answers back. ## Common setup questions ### Can Spiich update my CRM from Chat? Yes. Ask in plain language or dictate the update, and point to a specific CRM record when a name could be ambiguous. Spiich shows the work it completed so you can check the result. ### Does Chat send emails for me? Chat prepares an editable email draft with recipients, subject and body. You review it and open it in your mail client before anything is sent. --- # Chat basics > Chat is where you ask Spiich to research, draft and update your CRM. Threads live in the sidebar, the composer holds mentions, files and voice, and three tiers set how hard Spiich thinks. - Source: https://spiich.ai/help/chat-and-voice/chat-basics - Section: Chat and voice - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 Chat is the default landing page in Spiich and the place most work starts. It reads your connected CRM, email, calendar and meetings, and it carries out multi-step jobs rather than just answering questions. Every chat page shows the same reminder under the composer: `Spiich is an AI and can make mistakes. Please double-check responses.` ## Start a chat and find it again 1. **Open a new chat** Click `New Chat` in the sidebar, or press `Cmd+K` (`Ctrl+K` on Windows) and choose `New chat`. An empty chat opens on your home board: your next meeting, anything waiting for you, your pinned Quick actions, and starter prompts such as `Walk me through my day` or `Which deals have gone quiet?` 2. **Send something real** Type your request and press Enter. The thread is created on that first message and Spiich names it for you from the conversation. 3. **Watch the work log** While Spiich answers it narrates what it is doing: `Searching CRM`, `Searching the web`, `Saving entities`, `Composing email`. When it finishes, the steps collapse into `Worked for` plus a time. Click that to reopen every step it took. 4. **Keep the useful ones** Hover a thread in the sidebar and click the star (`Add to favorites`). Starred threads sit in a `Favorites` group above everything else instead of scrolling away. Past conversations are grouped under `Today`, `Yesterday`, `This week` and `Older`, newest first, and more load as you scroll. The `...` menu on a thread holds `Rename` (Enter commits, Escape cancels) and `Delete`, which asks you to confirm first. > **Note:** There is no search box over your chat history. Star the threads you come back to, or start a fresh chat and say what you want; that is faster than hunting for an old one. ## Run several chats at once Send a message in one thread, switch to another and send there too. Each thread streams on its own and the sidebar shows a live indicator on every thread still working. Inside a single thread only one answer runs at a time. If you send again while Spiich is still writing, your message sits in a visible queue under the composer and goes out when the current answer finishes. Remove it with `Remove from queue` if you change your mind. To cut an answer short, use the square stop button in the composer (`Stop generating`). ## What is in the composer - `@` searches your CRM live and drops a real record into the message. See [Point Spiich at a specific record](/help/chat-and-voice/mention-crm-records). - `/` lists your saved prompts and Skills together. See [Skills, the Prompt Library and Quick Actions](/help/chat-and-voice/skills-and-saved-prompts). - The paperclip attaches files. See [Artifacts and files](/help/chat-and-voice/artifacts-and-files). - The microphone dictates a message. See [Update your CRM by voice](/help/chat-and-voice/voice-updates). - `Tab` accepts the grey ghost-text suggestion Spiich offers as you type, and jumps between the `{{variables}}` in a saved prompt. - `Cmd+J` puts your cursor in the message box from anywhere on the page. ## Fast, Balanced and Expert The tier chip in the composer sets how much reasoning a message gets. Your choice is remembered for the next message. | Tier | Use it for | Daily limit | | --- | --- | --- | | `Fast` | Lookups and simple edits | None | | `Balanced` | Drafts and multi-step CRM work | Draws on the daily allowance | | `Expert` | Research and complex reasoning | Draws on the daily allowance | Picking `Expert` switches `Thinking` on automatically, so the answer carries a collapsible `Thinking` block you can expand to read the reasoning. Leaving Expert switches it back off unless you turned Thinking on yourself with the brain icon. Balanced and Expert share a daily allowance. A small ring appears beside the tier chip once that allowance is running low, and opening it shows `Usage limits`, the reset time and the share left today as a percentage. The absolute size is never shown, only the percentage. When it runs out, the panel reads `Paused`, or `On credits` if your workspace has paid usage enabled, and both tiers return at the reset. Fast stays available with no daily limit throughout. Workspaces that are not metered never see the ring at all. > **Admin only:** The allowance belongs to the workspace, not to each person. An admin splits it between members in whole percentages in Settings, so a member who runs out can ask for a larger share. ## Web, email and calendar search The `Tools` menu in the composer controls which outside sources Spiich may use for a message. Whatever is on shows as a removable chip beside the menu. - `Web search` is on by default and lets Spiich search and read pages for company research and news. - `Email search` appears as `Gmail search` or `Outlook search` depending on what you connected. It reads threads by contact, record or keyword. - `Calendar search` appears as `Google Calendar` or `Outlook Calendar` and finds past and upcoming meetings by attendee or date. Email and calendar rows show `Connect` until you link a Google or Microsoft account, and both switch on automatically the first time you connect one. See [Connect Gmail and Google Calendar](/help/connect-your-tools/connect-gmail-and-google-calendar) or [Connect Outlook and Microsoft 365](/help/connect-your-tools/connect-outlook-and-microsoft-365). ## Limits - One answer per thread at a time. Extra messages queue rather than starting a second response. - Long conversations load older messages ten at a time as you scroll up. - Chat is blocked while a brand new workspace is still doing its first CRM sync. A progress bar replaces the composer until it finishes. - Spiich will not present clipped results as complete. If a query matches more than it fetched, it says so and asks you to narrow the scope. ## If something goes wrong - **Balanced and Expert are greyed out** with `Available when today's allowance resets`. Today's allowance is used up. Keep working on Fast, or wait for the reset time in the usage panel. - **A banner asks you to reconnect your CRM.** The workspace's Attio, HubSpot or Pipedrive authorization expired. Only admins see the banner and can fix it. See [CRM sync problems](/help/troubleshooting/crm-sync-problems). - **The Tools menu shows `Reconnect` with a warning icon** next to email or calendar. The mail or calendar permission was not granted or was revoked. Click the row and complete the consent screen again. - **You sent a second message and nothing happened.** It is in the queue above the composer and goes out when the current answer finishes. ## Frequently asked questions ### Does deleting a chat delete the CRM changes Spiich made in it? No. Deleting a thread removes the conversation from your list only. Anything Spiich wrote to your CRM, notes, records, tasks, stays in the CRM, because your CRM is the system of record and Spiich writes straight into it. ### Can I see exactly what Spiich did in an answer? Yes. Click the `Worked for` line under any finished answer to expand the full work log: every search, filter, CRM write and file it touched. Record names inside the answer are clickable citations that open the exact record it used. ### Which tier should I leave selected? `Balanced` suits most days: it handles drafts and multi-step CRM work without burning through the allowance the way research does. Drop to `Fast` for lookups and quick edits, and switch to `Expert` only when you want deep research or careful reasoning. ### Why does the usage ring not appear for me at all? The ring only shows once your daily Balanced and Expert allowance is running low or exhausted, and it never shows for workspaces that are not metered. If you never see it, you are not close to the limit. ## Related - [Point Spiich at a specific record](https://spiich.ai/help/chat-and-voice/mention-crm-records) - [Update your CRM by voice](https://spiich.ai/help/chat-and-voice/voice-updates) - [Skills, the Prompt Library and Quick Actions](https://spiich.ai/help/chat-and-voice/skills-and-saved-prompts) - [What Spiich will and will not do on its own](https://spiich.ai/help/chat-and-voice/what-spiich-does-on-its-own) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) - [The Spiich playbook](https://spiich.ai/articles/the-spiich-playbook) --- # Point Spiich at a specific record > Type @ in the chat composer to insert a real CRM person, company or deal. Spiich then works on that exact record instead of guessing from a name, and cites what it touched. - Source: https://spiich.ai/help/chat-and-voice/mention-crm-records - Section: Chat and voice - Who can do this: Everyone - Time: 1 minute - Last updated: 2026-08-24 ## Before you start - A connected CRM (Attio, HubSpot or Pipedrive) that has finished its first sync. Names are ambiguous. Two contacts called Jane, three deals with the same company in the title, a company whose legal name is nothing like the one you say out loud. An `@` mention removes the guesswork by putting the actual record into your message. ## Mention a record 1. **Type @ and part of a name** In the composer, type `@` followed by at least one character. Spiich searches your CRM live as you type, matching on name and email address, and on deal title for deals. 2. **Pick the record** Results are balanced across record types, so a search does not fill up with contacts and hide the deal you wanted. Up to 15 suggestions are shown. Choose one and it becomes a chip in your message. 3. **Finish the sentence** Write what you actually want, for example `@Acme Corp what have we agreed so far and what should I do next?` Press Enter. 4. **Read the answer and its citations** Record names inside the answer are clickable links back to the record Spiich used, so you can check its work in one click. You can mention People, Organizations and Deals on any connected CRM, plus Leads and Tickets on HubSpot, where those objects exist. Mention more than one record in a single message when the request spans them, for example a person and the deal they sit on. > **Tip:** Already looking at the record in your CRM? Copy the page URL and paste it into the composer. Spiich resolves Attio, HubSpot and Pipedrive record links and swaps the URL for the matching chip automatically. The [Chrome extension](/help/apps/chrome-extension) goes one better: it detects the record on the page you are viewing without you pasting anything. ## What changes in the answer A mention is not a formatting nicety. It changes what Spiich does before it answers. | Without a mention | With a mention | | --- | --- | | Searches your CRM by name and picks what looks closest | Works on that exact record instead of the closest name match | | May ask you which record you meant | Starts work immediately | | Answers from whatever it found | Works from the exact record you named and cites it in the answer | | Writes to the record it inferred | Writes to the record you named | That last row is the one that matters. When you ask for a CRM update without a mention, Spiich has to resolve the target itself, and if the update would overwrite a field that already has a value it stops and asks you to confirm. Mentioning the record and being explicit about the change lets it go ahead without the extra round trip. See [What Spiich will and will not do on its own](/help/chat-and-voice/what-spiich-does-on-its-own). ## Good ways to use it _Prepare for a call:_ ``` @Acme Corp I have a call in an hour. What did we agree last time, who is involved, and what are the open risks? ``` _Update a deal precisely:_ ``` Move the close date on @Acme Renewal 2026 to 30 June and log a note that legal asked for a security review. ``` _Link a new contact:_ ``` Add Tom Berg, VP Engineering, tom@northwind.example, as a contact at @Northwind and link him to @Northwind Expansion. ``` ## Limits - The mention list shows at most 15 suggestions and needs at least one character after the `@`. - It searches the CRM your workspace has connected. Records that have not synced yet do not appear. - Leads and Tickets exist only on HubSpot. On Attio and Pipedrive those object types do not exist at all. - Object types your admin has not enabled for the agent will not show up. Check [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types), which appears once a CRM is connected. - Spiich can only see what your CRM permissions expose. If a list or record is hidden from your CRM account, Spiich tells you rather than guessing. ## If something goes wrong - **Typing `@` returns no records.** Either you typed nothing after the `@`, the first CRM sync has not finished, or the name does not match anything. Try the email address instead, or paste the record's CRM URL into the composer. - **The right record exists in the CRM but never appears.** Its object type may not be enabled for the agent. An admin can check `Settings > Object Types`. See [Control CRM access](/help/connect-your-tools/control-crm-access). - **Spiich answers about deals and ignores your Leads or Tickets.** Those objects are HubSpot only, and each one has to be enabled for the agent before Spiich can read or write it. - **Spiich stops and asks which records you meant.** You asked for something across several records, or a change that would overwrite a filled field. Reply naming the records, or mention them and send again. ## Frequently asked questions ### Can I mention a record that is not in my CRM yet? No. The mention list only offers records that exist in your connected CRM. Ask Spiich to create the record first, for example "add Northwind as an organization", and it will check for duplicates before creating it. After that the record is mentionable. ### Does mentioning a record share it with anyone else? No. A mention is scoped to your message. It does not change who can see the record, and Spiich only ever reads records your own CRM permissions already expose to you. ### What if I mention the wrong record? Remove the chip before you send, or just say so in your next message. Spiich has not written anything until it says it has, and every CRM write it makes shows up in the work log under `Worked for` where you can check it. ### Is there a way to chat about a record without typing @ every time? Yes. Open the record from a table and use the chat box on the record page. It is preloaded with the record, its notes, its related people and its activity, so you can ask follow-up questions without re-establishing context. See [Record pages](/help/your-data/record-pages). ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Record pages](https://spiich.ai/help/your-data/record-pages) - [What Spiich will and will not do on its own](https://spiich.ai/help/chat-and-voice/what-spiich-does-on-its-own) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Voice to CRM](https://spiich.ai/product/voice-to-crm) --- # Update your CRM by voice > Dictate into Spiich from the web app, the Chrome extension or your phone. It transcribes your words into the composer, then writes the update to your CRM. Set your language in Agent Customization. - Source: https://spiich.ai/help/chat-and-voice/voice-updates - Section: Chat and voice - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 The fastest CRM update is the one you talk through on the walk back to your car. Spiich takes a spoken note, transcribes it, and turns it into the records, notes and tasks it describes. The transcription model is primed with sales vocabulary, so terms like ARR, MQL, ICP and champion come back spelled properly instead of mangled. ## Dictate in the web app 1. **Start recording** Click the microphone button on the right of the composer (`Record voice (R)`), or just press `R` when your cursor is not in a text field. 2. **Talk** Say the update the way you would tell a colleague. The button becomes a stop control while you speak. 3. **Stop** Press the button again, or press `R` again. A green tick confirms the transcript landed. 4. **Check and send** The text appears in the composer, appended to anything you had already typed. Edit it if you want, then press Enter. Because the transcript lands in the composer rather than sending straight away, you can add an `@` mention or a file before you send. See [Point Spiich at a specific record](/help/chat-and-voice/mention-crm-records). ## Dictate in the Chrome extension The extension side panel has the same record button in its message box, and the same `R` shortcut when your cursor is not in a field. The first time you use it, Spiich opens a one-time setup tab titled `Enable microphone access`, asks Chrome for the permission, and closes itself once you allow it. After that it works from any page. If the tab shows `Permission denied`, open `chrome://settings/content/microphone`, remove Spiich from the blocked list, then reload and click `Try Again`. See [Chrome extension](/help/apps/chrome-extension). ## Dictate on your phone The mobile app is built for this. Open a chat, hold the record button in the message bar and talk. A live waveform shows while you speak and you can cancel a recording you do not want. iOS asks for microphone access the first time. The plus button in the same message bar attaches photos from your camera or library, up to ten per message, so you can photograph a business card and dictate the context around it in one go. See [Mobile app](/help/apps/mobile-app). ## Set your transcription language Spiich defaults to English. If you sell in another language, change it once. 1. **Open Agent Customization** Go to [`Settings > Agent Customization`](https://app.spiich.ai/settings/agent-customization). 2. **Find User information** Scroll to the `User information` section. 3. **Pick your language** Open `Speech Recognition Language` and choose the primary language you speak in recordings. 4. **Confirm it saved** The choice saves immediately and a `Changes saved` toast confirms it. Eighteen languages are available: English, Swedish, Spanish, French, German, Italian, Portuguese, Dutch, Danish, Norwegian, Finnish, Polish, Russian, Japanese, Chinese, Korean, Arabic and Hindi. The setting is personal to you, so everyone in the workspace picks their own. ## Worked examples _Debrief a call from the car:_ ``` Just got off a call with Acme. They want a security review before they sign, budget is confirmed, and the champion is taking the decision to their CFO next week. Log this on the Acme deal and create a task to send the security pack by Friday. ``` _Capture a contact you just met:_ ``` Add Tom Berg, VP Engineering at Northwind, tom at northwind dot example, as a contact and link him to the Northwind deal. Note that he owns the technical evaluation. ``` _Move a deal along:_ ``` Northwind pushed their start date to January and asked for a reference in retail. Update the close date, log the note, and draft me a follow-up email to Jane covering both. ``` ## What this does not do - Voice input captures a short note for transcription. It does not record a meeting. Only the [Spiich Recorder](/help/meetings/install-the-meeting-recorder) desktop app records calls, on macOS and Windows. - The transcript lands in the composer as text. Nothing is sent, and nothing is written to your CRM, until you press Enter. - Spiich never sends an email or books a meeting off the back of a voice note. It drafts and prepares. See [What Spiich will and will not do on its own](/help/chat-and-voice/what-spiich-does-on-its-own). ## If something goes wrong - **`Recording Error, Could not access microphone`.** Your browser blocked microphone access for Spiich. Allow it in your browser's site settings, reload, and press record again. - **`Transcription Error, Could not transcribe audio`.** The recording was empty or unusable, or the service hiccuped. Record again, speak closer to the microphone, and check your language setting. - **The text comes back in the wrong language, or garbles sales terms.** Your `Speech Recognition Language` is set to a language you are not speaking. Change it in `Settings > Agent Customization`. - **The extension will not record at all.** Finish the one-time microphone setup tab. Until Chrome has granted the permission to the extension, the record button cannot start. ## Frequently asked questions ### Is my voice note stored anywhere? Voice input is transcribed into text in the composer and the text is what Spiich works from. Meeting audio is a separate thing entirely, captured only by the Spiich Recorder desktop app. See the [Trust Center](/trust) for how Spiich handles stored data. ### Can I dictate in one language and get output in another? Yes. `Speech Recognition Language` only controls how your speech is transcribed. How Spiich writes back to you is a separate preference you set under `Communication Preferences` in `Settings > Agent Customization`, or in memory. ### Why does my dictated text get added to what I already typed? That is deliberate. The transcript is appended to whatever is in the composer, so you can type an `@` mention or a precise field value first and then dictate the rest, or dictate first and add the record afterwards. ### Does voice work offline on my phone? No. Transcription runs on Spiich servers, so the app needs a connection. If you are somewhere without signal, record the note in your own notes app and paste it into the chat later. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [The mobile app](https://spiich.ai/help/apps/mobile-app) - [The Chrome extension](https://spiich.ai/help/apps/chrome-extension) - [Teach Spiich how you work](https://spiich.ai/help/chat-and-voice/teach-spiich-how-you-work) - [Voice to CRM](https://spiich.ai/product/voice-to-crm) --- # Skills, the Prompt Library and Quick Actions > Three ways to stop retyping the same request. Skills are reusable instructions Spiich follows, the Prompt Library holds prompts you drop in with a slash, and Quick Actions run a prompt in one click. - Source: https://spiich.ai/help/chat-and-voice/skills-and-saved-prompts - Section: Chat and voice - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 If you find yourself typing a variation of the same paragraph every week, save it. Spiich has three places to put it, and the difference between them is what happens when you use it. ## Which one do you want | | What it is | How you run it | Best for | | --- | --- | --- | --- | | **Skill** | Named instructions Spiich follows: steps, rules, examples, expected output | Type `/` and pick it, then write your request | A method you want applied consistently, like MEDDIC qualification | | **Prompt Library** | Saved prompt text with optional `{{variables}}` | Type `/` and pick it; the text drops into the composer for you to edit | A request you send often with small changes | | **Quick Action** | A one-click card that fires a saved prompt as a new chat | Click it on your home screen or on a record | The thing you do first every morning | A Skill shapes *how* Spiich works. A saved prompt gives you *what to say*. A Quick Action removes the click entirely. Typing `/` in the composer lists your saved prompts and your Skills together, up to 15 entries, at most 10 of each. ## Create a Skill 1. **Open Skills** Go to [`Settings > Skills`](https://app.spiich.ai/settings/skills). Starter Skills are offered here: MEDDIC qualification, Discovery call prep, Post-meeting follow-up, Mutual action plan, Stakeholder map, Pipeline health review, and an Email writing style Skill that Spiich can fill in from your sent mail. Click `Use this` on any of them to open the editor prefilled, or click `New skill` to start blank. 2. **Name it** Enter a name, for example `Research an account`. Up to 200 characters. 3. **Say when it applies** Fill in `When should this skill be used?` with one line describing the situation. Up to 500 characters. Spiich uses this to know when the Skill is relevant. 4. **Write the instructions** Put the steps, rules, examples and the output you expect in `Instructions`. Up to 50,000 characters, so there is room for a real playbook. 5. **Choose who can use it** Under `Available to`, pick `Only me`, `A team` or `Whole company`. 6. **Save and try it** Click `Create skill` (or press `Cmd+Enter`). Go to Chat, type `/`, pick the Skill so it attaches as a chip, then type your request. > **Tip:** You do not have to use the form. Tell Spiich in chat to save the way you just did something as a Skill and it will create or update one, asking only for details it genuinely needs. Skills created this way default to personal scope unless you ask for team or company. ## Create a saved prompt Go to [`Settings > Prompt Library`](https://app.spiich.ai/settings/prompt-library) and click `Add Prompt`. Give it a name (up to 200 characters), write the `Prompt Content`, and use `Insert variable` to add `{{placeholders}}` you fill in each time. Set an optional category, tick `Share with team` to make it available to everyone in the workspace, and click `Create Prompt`. In chat, type `/` plus part of the name. The text drops in with every variable highlighted and `Tab` jumps between them. Prompts a colleague shared are marked `Shared`. Already written the perfect message in a chat? Hover your own message, click the bookmark icon (`Save as prompt`), name it, and it lands in the library without retyping. ## Create a Quick Action Go to [`Settings > Quick Actions`](https://app.spiich.ai/settings/quick-actions) and click `Add Action`, or pick a starter such as `Draft follow-up`, `Research company`, `Deal status`, `Spot risks` or `Objection help` and click `Use this`. Name it, pick an icon, and write the prompt content. Use the variable menu to insert a `Text`, `Dropdown` or `Date` input wherever you want to supply something at run time. Tick the share option to offer it to the team, and the pin option to put it on your new-chat home screen. Actions with no variables run on the first click. Actions with variables open a small dialog that collects each input first. Quick Actions also appear as pills on a record page, so you can fire one against the deal you are looking at. See [Record pages](/help/your-data/record-pages). ## Sharing scopes Skills have three audiences, and two of them are restricted. | Scope | Who can see it | Who can create it | | --- | --- | --- | | `Only me` | Just you | Anyone | | `A team` | Everyone in the chosen team | Workspace admins, and only once at least one team exists | | `Whole company` | Everyone in the workspace | Workspace admins | > **Admin only:** Non-admins only ever see `Only me` in the `Available to` selector. `A team` also needs at least one team to exist in Team Management before it appears. See [Teams](/help/workspace/teams). Saved prompts use a simpler model: `Share with team` makes a prompt available to everyone in the workspace. Quick Actions can be shared the same way, but pinning a shared action onto everyone's home screen is admin only. You can always pin your own private action for yourself. ## Limits - The `/` menu shows at most 15 entries: up to 10 saved prompts and up to 10 Skills, interleaved. - Skill fields are capped at 200 characters for the name, 500 for the description and 50,000 for the instructions. - Prompt names are capped at 200 characters and categories at 100. - Deleting a shared Skill removes it for everyone who had access, and that cannot be undone. ## If something goes wrong - **A Skill you expect is missing from the `/` menu.** It is scoped to a team you are not in, or to someone else. Check `Settings > Skills`. Only Skills you are allowed to run are listed. - **`Whole company` or `A team` is missing when you create a Skill.** You are not a workspace admin, or no team exists yet. Save it as `Only me` and ask an admin for the shared version. - **The home-screen pin checkbox on a Quick Action is locked.** The action is shared with the team, and pinning a shared action for everyone is admin only. Keep it private and pin it for yourself, or ask an admin. - **Spiich ignored the Skill you picked.** The chip was cleared from the composer, or you are no longer allowed to run that Skill. Re-select it from the `/` menu just before you send and check the chip is visible. ## Frequently asked questions ### Can I use a Skill and a saved prompt in the same message? Yes. Pick the saved prompt first so its text lands in the composer, then type `/` again and pick the Skill so it attaches as a chip. Spiich follows the Skill instructions while answering the prompt. ### What is the difference between a Skill and the memory preferences? Memory is always on and applies to every conversation: your tone, your role, your standing rules. A Skill is invoked deliberately for one request. Put "always write in British English" in memory; put "how we qualify an enterprise deal" in a Skill. See [Teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work). ### If I edit a shared Skill, does it change for everyone immediately? Yes. A team or company Skill has one definition, so an edit applies the next time anyone runs it. If you want to experiment, duplicate the instructions into a personal `Only me` Skill first and promote it once you are happy. ### Can a starter Skill be edited after I use it? Yes. Clicking `Use this` on a starter opens the normal editor prefilled, and what you save is your own Skill. Change the name, the description and every line of the instructions as much as you like. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Teach Spiich how you work](https://spiich.ai/help/chat-and-voice/teach-spiich-how-you-work) - [Point Spiich at a specific record](https://spiich.ai/help/chat-and-voice/mention-crm-records) - [Teams](https://spiich.ai/help/workspace/teams) - [The Spiich playbook](https://spiich.ai/articles/the-spiich-playbook) --- # Artifacts and files > Attach a spreadsheet, deck, PDF or image to a chat and Spiich reads it and builds something back. Larger outputs open in the Artifacts pane beside the conversation, ready to preview and download. - Source: https://spiich.ai/help/chat-and-voice/artifacts-and-files - Section: Chat and voice - Who can do this: Everyone - Time: 3 minutes - Last updated: 2026-08-24 Spiich has a private per-user workspace for files. Anything you upload goes there, anything it produces lands there, and both are reachable from the pane beside your conversation. ## Attach a file 1. **Add the file** Click the paperclip (`Attach files`) in the composer, drag the file anywhere onto the page until `Drop files here` appears, or just paste it. Screenshots paste straight from your clipboard. 2. **Wait for the upload** Each attachment shows as a removable pill. The send button spins while an upload is still in flight and returns to the arrow when it is done. 3. **Say what you want done with it** Type the request, for example `turn this into a one-page summary deck`, and press Enter. 4. **Collect the result** Finished files appear in the `Files` tab of the Artifacts pane beside the chat, with a download button. > **Note:** Pasting more than 1,000 characters of text into the composer turns it into a timestamped `.txt` attachment rather than flooding the message box. Spiich reads it as a file, which is usually what you wanted anyway. ## What Spiich can do with a file It reads Excel workbooks, Word documents, PowerPoint decks, PDFs, CSVs and images, and it produces the same kinds of thing back: `.xlsx` workbooks, `.docx` documents, `.pptx` decks, PDFs, CSVs, charts and images. Useful combinations: - Hand it a messy prospect list and ask it to clean, dedupe and enrich it, then write the result back as a workbook. - Hand it a call transcript or a set of notes and ask for a summary deck. - Hand it a photo of a whiteboard or a business card and ask it to create the contact in your CRM. - Hand it last quarter's export and ask which accounts have gone quiet since. The work log tells you when it is reading or writing a file: `Read file`, `Write file`, `Edit file`, `List files`. ## The Artifacts pane Bigger outputs do not clutter the conversation. They open in a resizable pane next to it, each as its own tab you can switch between, close, or add back from the `+` menu. A small `Artifacts` panel in the top right of the chat lists everything the conversation produced, so you can reopen something after closing it. `Minimize artifact pane` gives the conversation the full width back. The `Files` tab lists your workspace files, both your uploads and anything Spiich generated. Images and PDFs preview inline. Anything else shows `This file can't be previewed` with `Download it to open on your device`. Email drafts get their own treatment: an editable card in the conversation with `To`, `Cc`, `Subject` and `Body`, usually with more than one tone variant. Edit any field, reset to the original, copy the whole email, or open it prefilled in Gmail, Outlook web or your desktop mail client. Spiich never sends it. See [Follow-up emails](/help/meetings/follow-up-emails). ## Limits - **One file must be under 14.9 MB.** Larger files are refused with a `File too large` message naming the exact limit. Compress it, export a narrower range, or convert it to a lighter format. - File names are truncated to 200 bytes when stored. - Spiich can only reach files in your own workspace. It does not read your local drive, and it does not install software. - It confirms before deleting or overwriting a file in your workspace, so an accidental instruction does not quietly destroy something. - Files you upload are yours, not the workspace's. Another member does not see them. ## If something goes wrong - **`File too large`.** The file is over the 14.9 MB per-file limit. Split it, compress it, or export fewer rows. - **The send button spins and will not send.** An attachment is still uploading. Wait for the pill to finish, or remove a stuck attachment with its X and try again. - **A generated file is not in the chat.** Open the `Artifacts` panel in the top right, then the `Files` tab. Everything Spiich produced in that conversation is listed there. - **`This file can't be previewed`.** The format has no inline preview. Use the download button and open it on your device. - **An artifact will not load.** Close it and reopen it from the `Artifacts` panel, or ask Spiich to regenerate it. ## Frequently asked questions ### Can I upload a file on my phone? You can attach photos, from the camera or your library, up to ten per message. Documents and spreadsheets are best attached from the web app, where drag and drop and paste both work. See [Mobile app](/help/apps/mobile-app). ### Do uploaded files get written into my CRM? Not by themselves. Spiich reads a file to answer your question, and only writes to your CRM when you ask it to, for example "create these twenty companies as organizations". Bulk writes are confirmed with you first. ### How long do files stay in my workspace? Uploads and generated files stay in your Files area until you remove them, so you can come back to a deck Spiich built last week. Ask Spiich to delete a file and it confirms before doing it. ### Can a teammate see the files in my chat? No. The file workspace is private to your user. Sharing a result means downloading it and sending it yourself, or asking Spiich to write the content into a CRM note where your colleagues already have access. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Point Spiich at a specific record](https://spiich.ai/help/chat-and-voice/mention-crm-records) - [Follow-up emails](https://spiich.ai/help/meetings/follow-up-emails) - [AI Summary and prompt columns](https://spiich.ai/help/your-data/ai-and-prompt-columns) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # What Spiich will and will not do on its own > In Chat, Spiich carries out multi-step work end to end but confirms ambiguous CRM changes and leaves emails and meetings to you. Background agents are the permissioned exception for configured reports, Slack posts and CRM writes. - Source: https://spiich.ai/help/chat-and-voice/what-spiich-does-on-its-own - Section: Chat and voice - Who can do this: Everyone - Last updated: 2026-08-24 An assistant you have to supervise at every step is not saving you anything. An assistant that acts without limits is not something you would put next to your pipeline. Spiich draws the line in a specific place, and this page states exactly where. ## What it does without asking Ask for something that takes eight steps and Spiich takes all eight. It searches your CRM, reads notes and past meetings, checks email and calendar if those tools are on, researches the web, drafts what you asked for, and writes the records and notes the job needs. It does not stop between steps for approval, and it does not hand you back a plan to execute yourself. For broad research it can hand work to sub-agents that run in parallel and stream their progress into the chat. Those sub-agents are deliberately read-only: they search the web, enrich companies and query prospect databases, and they cannot touch files, send anything, or write to your CRM. ## What it stops and asks about Three situations pull it up short. - **Overwriting a CRM field that already has a value.** If you tell it explicitly to change a field, it changes it. If it would have to overwrite something you did not mention, it asks first. - **Acting across more than one record.** Before a batch it names or counts every record it is about to touch. Say "all of these" and it asks which list you mean rather than assuming the most recent one. - **Deleting or overwriting a file in your workspace.** It confirms before it destroys anything. To skip the round trip, be specific. "Update the close date on the Acme renewal to 30 June" needs no confirmation. "Update the close dates" does. Using an [@ mention](/help/chat-and-voice/mention-crm-records) is the fastest way to be unambiguous. ## What it never does | Kind of work | Spiich | You | | --- | --- | --- | | Research, drafting, CRM reads and writes | Runs it end to end | Read the result | | Emails and messages | Creates the draft | Send it | | Meetings | Prepares the brief | Schedule it | That is the boundary for anything you ask for in Chat. Background agents are the one exception, and only where you switch the permission on; see [what an agent is allowed to do](/help/background-agents/agent-permissions). When Spiich drafts an email it renders an editable card with `To`, `Cc`, `Subject` and `Body`. Your options are to copy it, or to open it prefilled in Gmail, Outlook web or your mail client. There is no send button, because Spiich does not have your outbox. Mail and calendar connections are read-only. The same applies to meetings. Spiich prepares you for one, debriefs you afterwards, and writes what happened into the CRM. It does not accept invitations, put holds in anyone's calendar, or join a call on your behalf. > **Careful:** Spiich is an AI and can make mistakes. Every chat page says so. Before a CRM change goes out to your team, or a drafted email goes out to a customer, read it. The work log under `Worked for` shows every step it took, and record names in an answer are clickable citations that open the exact record it used. ## How to check its work - Click `Worked for` under any finished answer to expand the full log: every search, filter, write and file. - Click a record name in an answer to open that record and see the change in context. - Use the thumbs up and thumbs down under an answer to send feedback on quality. - Open the record's activity panel to see the note or task Spiich created sitting alongside everything else. See [Record pages](/help/your-data/record-pages). ## Where the limits come from Spiich never becomes a second system of record. Your CRM is the source of truth for CRM fields, and Spiich writes into it rather than beside it. What it can see and change is bounded by three things, in this order: 1. **Your CRM permissions.** Spiich reads and writes as your workspace's connected CRM account. If a list or record is hidden from that account, Spiich cannot see it, and it says so instead of guessing. 2. **Object types your admin enabled.** An admin controls which objects the agent may touch in [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types). See [Control CRM access](/help/connect-your-tools/control-crm-access). 3. **The tools switched on for the message.** Web, email and calendar search are toggles in the composer. Off means Spiich does not look there at all. ## Limits worth knowing - CRM writes go out in batches of at most 10 records per call, so a large job runs as several sequential passes rather than one. - Spiich will not claim it saw everything when it did not. If a query matches more than it fetched, it says so, and for very large result sets it asks you to narrow the scope. - Background agents are the one place Spiich acts without you present, and they run only where you set them up and only with the permissions granted. See [Background agents overview](/help/background-agents/background-agents-overview) and [Agent permissions](/help/background-agents/agent-permissions). - Creating a background agent from chat needs the permission to manage background agents. Without it, Spiich will not offer. ## Frequently asked questions ### Will Spiich ever send an email without me clicking send? Not from Chat. It drafts into an editable card and hands you a copy button or a link that opens the message prefilled in Gmail, Outlook web or your desktop client. The one exception is a background agent with **Allow email sending** switched on, which mails its own reports to the recipients you chose when you set it up. ### Can I turn off the confirmation before bulk changes? No, and that is deliberate. What you can do is remove the ambiguity: name the records, mention them with `@`, or point Spiich at a saved table so the scope is explicit. When the target is unambiguous and you asked for the change, it proceeds. ### What happens if Spiich gets something wrong in my CRM? Open the work log under `Worked for` to see exactly what it wrote and where, then correct it in the CRM or ask Spiich to fix it. Because your CRM stays the system of record, its own history and audit trail apply to changes Spiich made. ### Do research sub-agents have the same access as the main assistant? No. Sub-agents are read-only research helpers. They can search the web, enrich companies and query prospect databases. They cannot write to your CRM, touch files, or send anything, and they have no memory between tasks. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Point Spiich at a specific record](https://spiich.ai/help/chat-and-voice/mention-crm-records) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Trust and security](https://spiich.ai/trust) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # Teach Spiich how you work > Settings > Agent Customization holds your role, responsibilities and communication style, plus organization context only an admin can edit. Memory keeps your standing preferences across every chat. - Source: https://spiich.ai/help/chat-and-voice/teach-spiich-how-you-work - Section: Chat and voice - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 Spiich is more useful when it knows who you are, what you sell and how you like to be written to. Two places control that: `Settings > Agent Customization` for the standing facts, and the memory dialog for how you work day to day. ## Your own fields Go to [`Settings > Agent Customization`](https://app.spiich.ai/settings/agent-customization) and look at `User information`. Every member can edit these for themselves, and each field saves when you click away, with a `Changes saved` toast. | Field | What it changes | | --- | --- | | `Job Title` | The lens Spiich answers through. An AE gets deal mechanics; a sales lead gets pipeline shape. | | `Responsibilities` | What it assumes is your job to act on, so it prioritizes the right follow-ups. | | `Communication Preferences` | Tone, length and format of what it writes back to you. | | `Speech Recognition Language` | The language it transcribes your dictation in. See [Update your CRM by voice](/help/chat-and-voice/voice-updates). | > **Tip:** If a field is empty or too thin, a `Let Spiich fill this` action appears beside it. It runs the same research the onboarding wizard uses, for that one field, and shows you an editable draft to approve. Faster than writing it yourself, and you still get the last word. If you skipped this at signup, Spiich will offer once in chat, after a few messages, with a dialog headed `Make Spiich work more like you`. Choosing `Not now` defers it. ## The organization fields Below `User information` sits `Organization information`. This is the shared context that grounds every assistant in the workspace, so one rep's chat and another rep's background agent describe your company the same way. | Field | What it changes | | --- | --- | | `Organization Name` | Read-only for everyone on this page. | | `Description` | What your company is, in the words Spiich uses when it writes about you. | | `Value Proposition` | The argument it reaches for in outreach and objection handling. | | `Target Customer` | Your ICP. Drives qualification, scoring and prospecting. | | `Custom Agent Instructions` | Standing rules for everyone: what to always do, what never to do. | > **Admin only:** Only workspace admins can edit the organization fields. Members see them with the notice `Only administrators can edit organization-level settings. Contact your admin to update these fields.` If something here is wrong, ask an admin rather than working around it in every chat. A workspace with teams can go further: an admin can override the description, value proposition, target customer and custom instructions per team, so a new-business team and a renewals team get different framing from the same workspace. Fields not overridden inherit the organization default. See [Teams](/help/workspace/teams). ## How memory works Agent Customization holds facts. Memory holds preferences: how you want Spiich to behave, everywhere, without you repeating it. 1. **Open it** Press `Cmd+K` and choose `Memory` under `Go to`. There is no sidebar button for it. 2. **Decide what it may draw on** `Use past chats` pulls relevant messages from older conversations into new ones. `Use saved preferences` applies your style and operating rules. Either can be switched off. 3. **Fill in your preferences** The fields are grouped under About you, Communication, Instructions and Other: Name, Role and context, Language and tone, Writing style, Operational rules and more. Edits save automatically as you click away. 4. **Check what it took** The dialog is headed `What Spiich remembers`, and it is explicit about scope: `Only preferences about how you work. CRM facts, people, and research do not belong here.` Good things to put in memory: "always write in British English", "never use exclamation marks", "when I ask for a follow-up, keep it under 120 words", "always give me dates as day, month, year". Bad things to put in memory: anything about a specific account, which belongs in the CRM. `Forget all` wipes everything Spiich has stored about you, after a confirmation. It cannot be undone. ## When to use which - A fact about you or your company that rarely changes goes in **Agent Customization**. - A standing preference about behavior goes in **memory**. - A method you invoke deliberately for certain requests goes in a **Skill**. See [Skills, the Prompt Library and Quick Actions](/help/chat-and-voice/skills-and-saved-prompts). ## Limits - The memory preference editor is disabled until you have at least one conversation. It says so: `Start a conversation before editing saved preferences.` - Memory is reachable only through the command palette. - `Organization Name` cannot be edited on the Agent Customization page by anyone. - Personal fields are yours alone. Changing your communication preferences does not change how Spiich writes for a colleague. ## If something goes wrong - **The organization fields are greyed out.** You are not an admin. Ask one to make the change, or to grant you admin rights. See [Manage your team](/help/workspace/manage-your-team). - **Spiich keeps applying a preference you no longer want.** It is stored in saved preferences. Open `Cmd+K > Memory`, edit or clear the field, or switch `Use saved preferences` off. - **Spiich brings up context from unrelated old chats.** `Use past chats` is on. Switch it off in the memory dialog, or start a fresh chat and state the scope explicitly. - **Nothing you set seems to be applied.** Check both switches in the memory dialog are on, and that the field you filled in is in the right place: tone belongs in memory or `Communication Preferences`, not in your job title. ## Frequently asked questions ### Can my colleagues see what I put in memory? No. Memory and the `User information` fields are personal to you. Only the `Organization information` block is shared, and only admins can edit it, though every member can read it. ### Does switching off "Use past chats" delete my old conversations? No. Your threads stay in the sidebar and you can open them as normal. The switch only controls whether Spiich pulls relevant messages from them into a new conversation. ### What is the difference between Custom Agent Instructions and my own memory rules? `Custom Agent Instructions` are workspace-wide and admin-owned, so they apply to everyone including background agents. Your memory rules apply only to your chats. Where they conflict, keep the shared rule broad and the personal one specific. ### Will Spiich learn my writing style on its own? It does not learn silently. There is an Email writing style starter Skill it can fill in from your sent mail, which you review and save, and you can state your style yourself in `Communication Preferences` or in memory. Both are things you approve. ## Related - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [Skills, the Prompt Library and Quick Actions](https://spiich.ai/help/chat-and-voice/skills-and-saved-prompts) - [Your profile and preferences](https://spiich.ai/help/workspace/your-profile-and-preferences) - [Teams](https://spiich.ai/help/workspace/teams) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # Section: Background agents Autonomous agents that prospect, qualify and keep the pipeline current while you are elsewhere. ## Common setup questions ### When can a background agent run? A background agent can run on a schedule, when a CRM record changes, when a connected service calls its webhook, or when you start it on demand. You choose the trigger while creating the agent. ### How do I control what an agent is allowed to do? Permissions are configured per agent. You decide whether it may email a report, post to Slack, use enrichment or write changes directly to the CRM, and Proposal mode can hold CRM changes for review. --- # What background agents are > A background agent is an automation you configure once and Spiich then runs on its own, on a schedule or when a CRM record changes. Each one has instructions, a trigger, and permissions you control. - Source: https://spiich.ai/help/background-agents/background-agents-overview - Section: Background agents - Who can do this: Everyone - Time: 4 minutes - Last updated: 2026-08-24 Background agents are how Spiich keeps working while you are in meetings. You describe the job once in plain language, decide when it should fire and what it is allowed to touch, and it runs by itself from then on. Every run is recorded, so you can always see what the agent did and which records it changed. ## What a background agent is An agent is three decisions bundled together: | Decision | What it means | | --- | --- | | Instructions | What the agent should do, written in plain language as Objective, Process and Output. | | Trigger | When it fires: on a schedule, when a CRM record changes, when an external service calls its webhook, or on demand against records you pick in a table. | | Permissions | What it may do with the result: email, post to Slack, spend enrichment credits, or write to the CRM directly instead of staging changes for your review. | Nothing else is required. There is no scripting, no data mapping and no branching logic to draw. If you can brief a new rep on the task, you can brief an agent on it. > **Note:** Spiich also has [Workflows](/help/workflows/workflows-overview): multi-step jobs you build on a canvas with branches, loops and CRM writes, and inspect run by run. A background agent is the simpler choice when a plain-language brief is enough; reach for a workflow when the job has real branching logic or you need to see and edit every step. ## The three parts of the instructions The instruction box is split into three fields on purpose, because agents follow a clear brief far better than a paragraph. - **Objective** answers `What do you want done?`. One sentence. For example, research this company and find out who we should be talking to. - **Process** answers `What rules or steps should it follow?`. This is where your constraints go: which regions count, which source to try first, what to skip. - **Output** answers `What should the result look like?`. Say exactly what you want to exist at the end: a CRM record, a note on the deal, an email to you, a Slack message. A legend under the boxes explains the writing syntax: plain text is kept as written, a `[Fill-in field]` is filled in for you, and text in `(Rule)` form tells Spiich how to write something rather than what to write. Agents built before this format keep a single freeform instruction box instead, and they still run normally. ## Where agents live Open **Background Agents** from the left sidebar. [`Settings > Background Agents`](https://app.spiich.ai/background-agents) lands on the same page. The list gives you one row per agent with a plain-English sentence of when it fires, such as "When a Deal is updated and the Stage field changes, run the agent" or "Every weekday at 5:00 AM, run the agent". Each row also shows a live or paused dot, its **Cost** per run, its **Created** date and its **Next run**. Below the list, **Usage History** and **Analytics** itemise and chart every credit charge agents have made. The sidebar has its own collapsible **Background Agents** section. Agents with a run in flight show a spinner, hovering one opens its five most recent runs, and a badge counts any CRM writes waiting for your review. ## Who can create one Creating, editing and deleting agents is a workspace decision. Workspace admins can do it by default, and an admin can grant the same right to an individual member or to a whole team. | Action | Who can do it | | --- | --- | | View agents and read run history | Everyone | | Run an agent on demand, where the agent allows manual runs | Everyone | | Approve or dismiss CRM changes an agent staged | Everyone | | Create, edit, pause or delete an agent | Admins, plus members and teams an admin has granted access | | Point an agent at another member so it runs as them | Admins only | Every member can open the page, read an agent, review its run history and approve staged changes. Without the grant, the controls that create, edit, pause or delete an agent are not offered. Ask an admin to switch it on from [`Settings > User Management`](https://app.spiich.ai/settings/user-management), or for a whole team from `Settings > Team Management`. See [Manage your team](/help/workspace/manage-your-team). > **Admin only:** An agent that runs as an admin can only be paused, edited or deleted by an admin. Everyone else sees "This agent runs as an admin, so only an admin can change it" with those buttons disabled. Copying it to yourself is still allowed, because the copy runs as you. ## What an agent can do during a run Inside a run an agent has the same reach a rep has in Chat. It can read and filter your CRM records, search your emails, calendar events and meeting summaries, read meeting transcripts, search the web, look for prospects and companies, create and update CRM records, write notes, manage tasks and fill Spiich tables. Sending email, posting to Slack and enriching contacts happen only when you have switched that permission on for that specific agent. See [What an agent is allowed to do](/help/background-agents/agent-permissions). ## Agents Spiich suggests Spiich occasionally proposes an agent based on patterns in your workspace. It appears at the top of the list marked **Proposed** with a **Review** link. The pitch page says why it was suggested, summarises what one run would do, states the cost, and lists its guardrails, for example "Does not send email". Nothing runs until you choose **Activate**, **Adjust** or **Not for us**. ## What agents do not do - Agents do not appear for post-meeting work. Meeting notes and CRM updates after a call are handled by the meeting pipeline and are deliberately kept out of this list. See [Meeting notes and CRM updates](/help/meetings/meeting-notes-and-crm-updates). - An agent does not run without credits. If the workspace runs out mid-run, the agent is paused automatically and workspace admins are emailed. - Deleting an agent is permanent and cannot be undone. ## If something goes wrong **Every agent stopped at once and admins got an email.** The workspace ran out of credits, so the agents were paused rather than left firing. Top up in [`Settings > Billing`](https://app.spiich.ai/settings/billing), then resume each agent with the play button. Set a **Low credit warning** at the bottom of the Background Agents page so admins hear about it earlier next time. **The Create new button is missing.** The workspace has no agents yet, so the template library has taken over the whole page. Pick a template card directly to create your first one. **An old `Settings > background-agents` link.** It redirects to the top-level Background Agents area, so old bookmarks still work. ## Frequently asked questions ### Do background agents replace what I do in Chat? No. Chat is for the question you have right now; an agent is for the job you want done every day without asking. They share the same tools and the same view of your CRM. You can also ask the assistant in Chat to list your agents, show what a run did, or start an agent on demand. ### Can I use a teammate’s agent without asking them? Yes. Hover the agent row and click the copy icon, **Copy this agent to yourself**. You get your own copy with the same instructions and schedule, but it runs as you: it works through your inbox and calendar and emails you instead of the original owner. The copy starts paused and any Slack channel is cleared. ### How many agents can a workspace have? What limits you in practice is credits, since every run is metered. Each agent shows its cost per run in the **Cost** column, and the **Usage History** tab below the list itemises every charge. ### What do background agents cost? Runs are charged in credits, and the credit price per run is shown on every agent row and in the confirmation dialog before you start one. What a credit bundle costs depends on your plan, so [talk to us](/contact) for the numbers that apply to your workspace. ## Related - [Create a background agent](https://spiich.ai/help/background-agents/create-a-background-agent) - [Triggers and schedules](https://spiich.ai/help/background-agents/agent-triggers) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [What workflows are](https://spiich.ai/help/workflows/workflows-overview) - [Background Agents](https://spiich.ai/product/background-agents) - [Background Agents: Setup Guide](https://spiich.ai/articles/background-agents-setup-guide) --- # Create a background agent > Build an agent two ways: pick a template and answer a few questions in chat, or fill in the step-by-step form yourself. Both end up as the same agent, editable in the same place. - Source: https://spiich.ai/help/background-agents/create-a-background-agent - Section: Background agents - Who can do this: Everyone - Time: 10 minutes - Last updated: 2026-08-24 ## Before you start - You can set up background agents. Admins can by default; everyone else needs an admin to grant it to them or to their team. - Your workspace has credits available. - A CRM is connected if you want the agent to read or write CRM records. There are two routes into a new agent and they produce the same thing. The guided chat is faster and writes better instructions than most people write cold. The form is better when you already know exactly what you want. ## Route one: a template and a short chat 1. **Open the template library** Go to **Background Agents** in the sidebar and click **Create new**. If the workspace has no agents yet, the library is already the page you land on. 2. **Pick a template** On the "Pick your agent." screen, click a card. The current templates are **Lead Generation**, **Buyer Discovery**, **Key Account Monitoring**, **Sales to CS Handover**, **Weekly Follow-Up Tracker** and **Custom Agent**. Each card shows what the agent does, its default schedule, three highlights and its credit price. 3. **Answer the questions** A chat opens and the builder asks a few sharp questions: which slice of the market, which personas, which weekday and time, what output you want. Type in the box at the bottom and press Enter, or click one of the offered choices. It can search the web to ground its suggestions. 4. **Hand it a list, if you have one** Click the paperclip, **Attach a company list**, or drop the file onto the page. Key Account Monitoring can resolve an uploaded account list into CRM organizations and pin the agent to exactly those records. 5. **Open the finished agent** When the builder is done it writes the full instructions itself and creates the agent, then shows a card with the name, schedule and record type. Click **View agent**. 6. **Check what it built** On the dashboard read the **Agent setup** panel (Schedule, Cost, Run scope, Created) and the **Capabilities** panel, which lists whether Email, Slack and Enrichment are enabled. Click **Configure** to change anything. > **Note:** **ICP Scoring** and **Pipeline Review** are retired. An old link to either says "New agents can no longer use the template" and offers **Build as Custom**. Agents already built from them keep running and can still be edited. ## Route two: the step-by-step form The form is a numbered build. A preview sentence at the top restates your configuration in plain English as you go, so you can read back what the agent will actually do before you commit. 1. **Name it** Go to **Background Agents** and click **Create new**, then **Custom Agent**. Type a name in **Agent name**, something you will recognise in a list of twenty, for example "Daily deal review". 2. **Choose the trigger type** Step 1 asks "What type of agent is this?". Pick **Event-based** to run when a CRM record changes, **Scheduled** to run on a repeating schedule, **Webhook** to run when an external service sends data, or **On-demand** to run it yourself against records you select in a table. Full detail in [Triggers and schedules](/help/background-agents/agent-triggers). 3. **Set the schedule, event or webhook** For a scheduled agent, set **Repeats**, the interval, the days and the time. For an event-based agent, pick the record type, whether it fires on **Created** or **Updated**, and which field change starts it. For a webhook agent, generate the webhook URL, set its rate limit and copy the signing secret. 4. **Add the conditions** Under "What conditions must be met?" click **Add a rule** and build a field, operator and value test. Set **Match** to `all rules` or `any rule`, and nest a group of rules if the logic needs it. The agent only runs when the rules are true. 5. **Write the instructions** Fill in **Objective**, **Process** and **Output**. This is the part that decides whether the agent is useful, so it gets its own section below. 6. **Set the permissions** Switch on **Allow email sending**, **Allow Slack messaging**, **Allow phone & email enrichment** or **Proposal mode** as needed, and pick recipients or channels underneath. See [What an agent is allowed to do](/help/background-agents/agent-permissions). 7. **Add the guardrails** Optionally turn on **Run once per record** and choose a cadence, and set a **Daily run limit** so a misfiring trigger cannot spend the month's credits in an afternoon. 8. **Create it** Click **Create Agent**. The button stays disabled with "Complete all steps to create the agent" until every required step is filled. Back on the list, read the preview sentence on the row and check the **Next run** time is what you expected. ## Writing instructions the agent can follow Vague instructions are the most common reason an agent produces something you did not want. Three rules help. **Put the constraints in Process, not Objective.** Objective is one sentence about the goal. Everything qualifying it belongs in Process: "Only include people in Sweden. Start by searching LinkedIn, then the company website. Skip anyone already in the CRM." **Describe the artifact in Output.** Say what should exist when the run ends. "Add each person to the CRM with their LinkedIn, email, and a short note" is checkable. "Give me good leads" is not. **Name your own fields.** If your CRM has a Source field or an ICP fit rating you want set, say so by name. The agent works with your object types, so it can only fill a field you point it at. For worked instruction sets you can copy, including a full lead generation and buyer discovery sequence, read the [Background Agents setup guide](/articles/background-agents-setup-guide). ## Editing an agent later - **Configure** on the dashboard, or the pencil icon on a row, reopens the same form. **Save Changes** stays disabled until something changes, and a "You have unsaved changes" warning appears if you try to leave. - The speech-bubble icon opens **Edit via chat**, where you describe the change in words instead. If a builder conversation already exists it reads **Resume chat**. - The copy icon makes your own copy of any agent you can see, running as you. The copy is named "(copy)" and starts paused. - The trash icon deletes it. > **Careful:** Deleting an agent permanently removes it and stops its automated workflow. This cannot be undone. ## Limits - A non-admin can only create agents that run as themselves. Pointing an agent at another member is admin-only. - A fixed list of records attached to a scheduled agent is capped at 500 records, cannot contain duplicates, needs a record type, and cannot be combined with filters. ## If something goes wrong **Create Agent stays greyed out.** Something required is still empty. The hint reads "Complete all steps to create the agent"; scroll back and look for a step with no answer, most often a missing condition ("Add at least one condition") or an empty instruction box. **The builder chat says "Agent unavailable".** Send another message. The conversation is preserved, and nothing was created. **The buttons that create or edit an agent are missing.** You do not have the grant. You can still read agents, review runs and approve staged changes. Ask an admin to switch **Agents** to `Allowed` for you in [`Settings > User Management`](https://app.spiich.ai/settings/user-management). ## Frequently asked questions ### Can I start from a template and then change everything? Yes. A template only seeds the conversation, the default schedule and the price. Once the agent exists, **Configure** opens the same form a custom agent uses and every field is editable, including the trigger type. ### What happens to the answers I gave the builder? They are kept on the agent dashboard under **Setup answers**, with a **View setup conversation** link back to the chat. That is the fastest way to remember why an agent is scoped the way it is six weeks later. ### Do I need a CRM connected to create an agent? Not for every agent, but for most useful ones. Event-based triggers need a CRM because they fire on CRM record changes, and any agent that writes records needs somewhere to write them. A prompt-only scheduled agent that just researches and emails you can run without one. ### Can I ask Spiich to build the agent from Chat? Yes, if you are allowed to set up agents. Describe what you want in normal Chat and the assistant can create or update the agent for you. It can also list your agents and their runs for anyone, regardless of the grant. ## Related - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Triggers and schedules](https://spiich.ai/help/background-agents/agent-triggers) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [Background Agents: Setup Guide](https://spiich.ai/articles/background-agents-setup-guide) - [Background Agents](https://spiich.ai/product/background-agents) --- # Triggers and schedules > An agent fires on a repeating schedule, when a CRM record is created or a field changes, or on demand against records you select in a table. Each option has its own conditions and reprocessing rules. - Source: https://spiich.ai/help/background-agents/agent-triggers - Section: Background agents - Who can do this: Everyone - Time: 6 minutes - Last updated: 2026-08-24 ## Before you start - You can set up background agents. - A CRM is connected if you want to use CRM event triggers. Step 1 of the agent form asks "What type of agent is this?". The answer decides what you configure next, what the agent runs against, and who pays for the run. ## The trigger types | Type | What it does | Runs against | | --- | --- | --- | | **Event-based** | Runs when a CRM event happens | The one record that changed | | **Scheduled** | Runs on a schedule (hourly, daily, weekly, or monthly) | Your book of records, or nothing but the prompt | | **Webhook** | Runs when an external service sends data | The record identified in the payload, if you set one up | | **On-demand** | Run manually from a table on selected records | The records you selected | Switching between the schedule type and the others clears the record type, because it means something different in each. ## Scheduled runs Choose **Repeats**, then fill in what that repeat needs. - **hourly**: pick the interval from **Every hour** up to **Every 12 hours**. - **daily**: pick **Every day**, **Every other day**, or up to every 7 days. - **weekly**: tick the weekdays under **On these days**. - **monthly**: pick the date under **On day**. Days 1 to 28 are available, so a schedule never silently skips a short month. Then set the time under **At**, in five-minute steps. > **Careful:** Times run in the timezone of the member the agent runs as, not yours. The form says so: "Times are in the agent member's timezone." If that member has no timezone set, the schedule falls back to UTC. Set it in [`Settings > User Settings`](https://app.spiich.ai/settings/user). The agent list resolves this and shows the real **Next run** on every row, so check that after saving rather than trusting the picker. A scheduled agent can also be pointed at a set of records to scan rather than run as a plain prompt. Under **Which records should this agent process?** pick the record type, add the conditions that select them, and set a cap on how many records one run may process. Leave it alone and the agent simply runs your instructions on the schedule. A scheduled agent can also be pinned to a fixed list of records rather than a filter. That is how Key Account Monitoring works when you upload an account list during setup. The row then reads "for {n} attached Organization records" instead of showing filters. ## Advanced: cron schedule The schedule step carries a **basic** and **advanced** tab. Basic is the **Repeats**, **Every**, **On these days** and **At** pickers above. Advanced swaps them for a raw cron expression box, for the schedules the pickers cannot represent. Type an expression such as `0 9 * * 1-5` and Spiich shows a plain-English preview underneath it, for example "At 09:00 AM, Monday through Friday", so you can check it reads the way you meant before you save. An expression that does not parse shows **Invalid cron expression**. > **Careful:** Switching the tab back to **basic** is refused with "This expression can't be represented in basic mode" once the expression is too complex for the pickers to reproduce. Keep a copy of what you typed if you might want to simplify it later. Cron schedules still run in the agent member's timezone, exactly like the basic pickers. ## CRM event triggers Event-based agents react to your CRM instead of the clock. Step 2 asks "When should this agent activate?". 1. **Pick the record type** **Organization**, **Person**, **Deal** or **Task**. **Note** is available when the workspace is connected to HubSpot. 2. **Pick the event** **Created** or **Updated**. Note agents only support **Created**, and can be narrowed to a source integration under "From which integration?". 3. **Pick the field, for Updated** Under "Which field change should trigger this?", choose the exact field whose change starts the agent. Without this, every edit to the record fires it. 4. **Add the conditions** Under "What conditions must be met?", click **Add a rule** and build a field, operator and value test, then set **Match** to `all rules` or `any rule`. The operators depend on the field type: | Field type | Operators | | --- | --- | | Text | is exactly, is not, contains, does not contain, starts with, ends with, is empty, is not empty | | Number or currency | equals, does not equal, is greater than, is less than, is at least, is at most | | Select or label | is exactly, is not, is one of, is not one of | | Date | in the last, not in the last, is before, is after, is between | | Multi-value | includes, does not include | You can nest a group of rules inside a group. Adding another rule is blocked until the current one is complete. Two CRM-specific gotchas: on Attio, **Task** plus **Updated** is switched back to **Created** automatically, and the **Note** record type exists only on HubSpot. See [How CRM sync works](/help/your-data/crm-sync-rules). ## Webhook trigger A Webhook agent starts when an outside service posts JSON to a private URL Spiich generates for it. Here is the setup end to end. 1. **Start a Custom Agent** Go to **Background Agents**, click **Create new**, then **Custom Agent**. In Step 1, "What type of agent is this?", click **Webhook**. 2. **Generate the URL** In Step 2, "Webhook configuration", click **Generate Webhook URL**. Spiich creates the endpoint and shows it under **Webhook URL**, with a copy button. 3. **Set the rate limit** Choose how many requests per second the endpoint accepts, from **1 request / second** up to **5 requests / second (max)**, the maximum allowed per customer. 4. **Point it at a record, if the payload identifies one** Fill in **Record ID field (optional)**, the JSON property in the incoming body that holds the record identifier, then choose a **Lookup mode**: **By CRM external ID** or **By attribute value** (pick the **Lookup attribute** for the latter). Set this and the matching record reaches the agent as context. Leave it blank and the agent runs with no record context. 5. **Add a description** **Description (optional)** notes which service calls this webhook, for whoever edits it next. 6. **Copy the secret** Under **Secret (save it now; it will not be shown again)**, copy the value and store it in the calling service. It is shown exactly once. Sign every request with that secret so Spiich can trust it: compute an HMAC-SHA256 hex digest of the request body and send it in the `X-Webhook-Signature` header as `sha256=`. Check what arrived under **View logs**, **Delivery History**, on the agent's webhook configuration. A fresh webhook reads "No deliveries yet." > **Note:** A webhook agent cannot be fired from a table until **Allow running from Tables view** is switched on for it, same as an event-based agent. Lost the secret, or think it leaked? Click **Regenerate secret**. The old one is invalidated immediately and any service still using it starts failing until you update it. > **Careful:** Deleting a webhook stops the URL working immediately. The external service gets 404 errors from then on, and this cannot be undone. ## Running an agent on records you picked Any agent set to **On-demand** can be fired from a table. An **Event-based** or **Webhook** agent joins them by switching on **Allow running from Tables view**, which adds manual runs on top of its automatic ones. 1. **Select the records** Open [Tables](/help/your-data/tables-and-views), open the table you want and select the records the agent should work on. 2. **Open the Run agent menu** In the bulk action bar, click **Run agent**. Under **Background agents** you see the agents available for that record type, each with its credit price. An agent with no record type set appears on every table. 3. **Confirm** The dialog gives the estimated credit cost and says "These runs are billed to you". Click **Run agent**. A single record has the same menu on its header bar. ## Stopping an agent from repeating work Two settings at the bottom of the form are the difference between a useful agent and an expensive one. **Run once per record** controls when a record the agent already processed successfully becomes eligible again: **Once ever**, once per calendar day, week, month or year, or a **Custom interval** of 1 to 999 days, weeks, months or years. Calendar windows use the agent member's timezone and a week starts Monday. **Daily run limit** caps successful runs per day, counted in UTC. Leave it blank for no limit. Once the cap is reached, further attempts are refused with "Daily limit reached" and logged in Usage History. The agent is deliberately not paused, because you set the cap on purpose. The agent's **Records** section shows the result: an **Up next** tab listing what the next run will pick up, and an **Already run** tab with each record's next opportunity. ## Limits - Monthly schedules can only use days 1 to 28, and hourly schedules repeat at most every hour. - Daily run limits accept 1 to 10,000 successful runs per day. - Event-based agents can only be run manually against organization, person and deal records. - Attached record lists work on scheduled agents only. - Webhook rate limit is 1 to 5 requests per second, the maximum allowed per customer. - A webhook signing secret is shown once at creation. Regenerating it invalidates the old one immediately. - A webhook agent needs **Allow running from Tables view** switched on before it can also be run manually. ## If something goes wrong **The agent runs at the wrong time of day.** The schedule uses the timezone of the member the agent runs as. Set that timezone in `Settings > User Settings`, or change the schedule time, then check the resolved **Next run**. **The agent keeps reprocessing the same records.** No **Run once per record** policy is set, so a record stays eligible after every successful run. Open **Configure**, switch it on and pick a cadence, then confirm in **Records > Already run**. **Run agent now on an event-based agent asks for a record.** That is expected. Event-based, webhook and on-demand agents work on one record at a time. Pick it in the search dialog, or run the agent from Tables against a selection. **The agent processed far fewer records than expected.** The per-run record cap applies, trimmed further by whatever is left of the daily run limit. Raise the cap in **Configure** and check the limit is not throttling the fan-out. **I lost the webhook secret.** Open the agent, go to **Configure > Webhook configuration** and click **Regenerate secret**, then update the calling service. The old secret stops working immediately. **The service calling my webhook gets 404 errors.** The webhook was deleted, which stops the URL working immediately. Generate a new one from **Configure > Webhook configuration** and update the URL and secret in the calling service. ## Frequently asked questions ### Can one agent have more than one trigger? It has one trigger type, but an event-based agent can also be run by hand once **Allow running from Tables view** is on. That covers the common case of an agent that normally reacts to CRM changes but that you occasionally want to fire against a list you have just built. ### What happens if the agent fires while a previous run is still going? The **Run once per record** policy is what stops the same record being picked up twice. If you are seeing overlap, tighten that policy or lower the schedule frequency. ### Why is Note missing from my record types? The **Note** record type is only offered when the workspace is connected to HubSpot, and it only supports the **Created** event. On Attio and Pipedrive the option does not appear. ### Who pays for a run? Whoever started it. Scheduled runs are billed to the member the agent runs as. On-demand runs, test runs and runs launched from a table are billed to the person who pressed the button, which the confirmation dialog states before you commit. ### How does Spiich know a webhook request is genuine? It checks the signature you send. Compute an HMAC-SHA256 hex digest of the request body using the webhook’s secret, then send it as `sha256=` in the `X-Webhook-Signature` header. Store the secret in the calling service when you create the webhook, since it is only shown once. ## Related - [Create a background agent](https://spiich.ai/help/background-agents/create-a-background-agent) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Background Agents](https://spiich.ai/product/background-agents) --- # What an agent is allowed to do > Four switches decide whether an agent may email, post to Slack, spend enrichment credits, or write to your CRM instead of staging changes for review. A test run lets you watch one work before it writes anything. - Source: https://spiich.ai/help/background-agents/agent-permissions - Section: Background agents - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - You can set up background agents, or you are reviewing changes an agent already staged. An agent starts with the minimum. It can read your CRM, your mail, your calendar and the web, because that is what makes it useful. Everything that leaves Spiich or spends money is off until you turn it on, per agent, in the form. ## The four switches | Switch | What it unlocks | | --- | --- | | **Allow email sending** | The agent may email reports and summaries. A recipient list opens underneath. | | **Allow Slack messaging** | The agent may post reports to Slack, as a DM to its owner or into channels you choose. | | **Allow phone & email enrichment** | The agent may look up phone numbers and email addresses for contacts. Each enrichment uses additional credits. | | **Proposal mode** | The agent stages every CRM change for review instead of writing it. | The agent dashboard has a **Capabilities** panel that lists which of Email, Slack and Enrichment are on, so you can audit an agent without opening its configuration. An agent with none reads "No optional capabilities". ### Email recipients Switching on **Allow email sending** opens a list of teammates. The agent's own member is always mailed, shown as `(always)`, plus anyone you switch on. Some agents deliver per record and treat the list as the exact recipient set instead; for those, the owner can be switched off too. ### Slack channels The Slack section only appears when the workspace is connected to Slack. You choose whether the agent DMs its owner and which specific channels it may post to. A channel only shows up after the Spiich app has been invited to it in Slack. If one is missing, invite the app in Slack and click the refresh icon next to "Don't see a channel? Invite the Spiich app to it in Slack first, then refresh." See [Connect Slack](/help/connect-your-tools/connect-slack). ### Enrichment Off by default. When it is off, the enrichment tools are not handed to the agent at all, so it cannot spend that budget by accident. When it is on, each phone or email lookup consumes credits on top of the run cost. See [Credits and usage](/help/workspace/credits-and-usage). ## Proposal mode and the approval queue Proposal mode is what you reach for when you are not yet ready to let an agent touch the CRM unsupervised. With it on, every CRM change the agent wants to make is staged instead of written. Nothing reaches your CRM until a person approves it. Staged changes show up in three places: as a "pending writes" button in the Background Agents header, on the agent's own row, and as a badge on the sidebar nav item. 1. **Open the queue** Click the pending writes button, or open the agent and go to **Proposals > Review all**. 2. **Read the proposed changes** Each row is one proposed record change, with its **Action**, what is **Proposed**, and its **Status**. Filter by **Pending**, **Added**, **Dismissed** or **All**. 3. **Approve or discard** Select the rows you want and click **Add to CRM**, or **Dismiss** to discard them. Both work in bulk. Approving and dismissing staged changes is open to every member, not just the people who can build agents. > **Note:** The toggle is only offered for agents whose writes really do all stage. Spiich withholds it rather than making a promise it cannot keep for a workflow that writes through a path it cannot intercept. ## Try an agent before it writes anything The **Test agent** button, the flask icon on an agent row, runs the agent exactly as a real run would, except every CRM change is staged for review instead of written. It does not change the agent's own Proposal mode setting, so you can test an agent that normally writes directly. 1. **Start the test** Hover the agent's row, or open the agent, and click the flask icon. 2. **Pick a record, for an event-based agent** Search for and select the record you want it to run against. 3. **Confirm** The dialog states the credit cost and that changes will be staged. Click **Yes, test now**. 4. **Read what it did** Open the run and read the **Run plan** and **Entities modified**. See [Read and manage agent runs](/help/background-agents/monitor-agent-runs). 5. **Deal with the staged changes** Open **Proposals** and either add the changes you agree with to the CRM, or dismiss them. 6. **Make it permanent, if you want to** If you want every future run to work this way, open **Configure** and switch on **Proposal mode**. > **Careful:** A test run costs the same as a real run. Agents metered per unit of work are charged as they stage each item, so dismissing a staged change refunds nothing. ## Who can change permissions Editing an agent's permissions is editing the agent, so it needs the same grant. Admins have it by default and can extend it per member or per team. An agent that runs as an admin can only be changed by an admin. If the pause, edit and delete buttons are greyed out on a colleague's agent, that is why. Copy it to yourself instead: the copy runs as you. ## Limits - Slack options are hidden entirely when the workspace has no Slack connection. - A test run is refused for agents whose writes cannot be staged. Spiich withholds the button rather than letting a test change data for real. - Enrichment credits are consumed per lookup and are separate from the agent's run price. - Permissions are per agent. Copying an agent does not copy its Slack channel, and the copy emails you rather than the original owner. ## If something goes wrong **Proposal mode is on but nothing is waiting for review.** Either the agent has not run yet, or it made no CRM changes. "No writes waiting for review" next to a completed run means it found nothing to change. Open the run's **Run plan** to see what it did. **The flask button is not shown.** That agent cannot stage its writes. Test it on a single safe record with **Run agent now** instead, or rebuild the same idea as a Custom agent. **A Slack channel is missing from the list.** The Spiich app has not been invited to it, or the list is stale. Invite the app in Slack, then click refresh. **"Could not add these changes to the CRM."** A transient failure on the CRM side. The proposals are still queued, so try again shortly. If it keeps failing, see [CRM sync problems](/help/troubleshooting/crm-sync-problems). ## Frequently asked questions ### Is Proposal mode the same as a test run? They stage changes the same way, but Proposal mode is a permanent setting on the agent while a test run is a one-off. A test stages writes without changing the agent’s setting, which is why you can safely test an agent that normally writes directly to the CRM. ### If I dismiss a staged change, does the agent try again next run? It can, unless you have set **Run once per record**. Dismissing tells you the change was wrong; it does not teach the agent. If an agent keeps proposing something you do not want, fix the Process field in its instructions rather than dismissing repeatedly. ### Can an agent read email I have not connected? No. An agent works through the mailbox and calendar of the member it runs as, using the same read-only connection that member set up themselves. If that person has no mail provider connected, the agent has no inbox to read. ### Does turning off enrichment stop the agent finding contacts? It stops the agent looking up phone numbers and email addresses through enrichment providers. It can still find people through web research and read whatever is already in your CRM. The enrichment tools are simply not given to the agent when the switch is off. ## Related - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [Triggers and schedules](https://spiich.ai/help/background-agents/agent-triggers) - [Connect Slack](https://spiich.ai/help/connect-your-tools/connect-slack) - [Trust and security](https://spiich.ai/trust) - [Background Agents](https://spiich.ai/product/background-agents) --- # Read and manage agent runs > Every agent run is recorded with its plan, its summary, the records it touched and its credit cost. You can open a run while it is still going, stop it, and ask the agent follow-up questions afterwards. - Source: https://spiich.ai/help/background-agents/monitor-agent-runs - Section: Background agents - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 Nothing an agent does is hidden. Each run keeps the plan it wrote for itself, the evidence behind each step, the records it created or updated, and the full conversation. Reading one run properly is usually faster than rewriting an agent's instructions on a hunch. ## Where runs show up - **The agent dashboard.** Click any agent row. **Recent runs** is at the bottom of the page. - **The sidebar.** Expand the **Background Agents** section, hover an agent, and a popover shows its five most recent runs with their statuses, clickable straight into the run. - **Chat.** Ask the assistant what an agent did, for example "what did my lead gen agent do yesterday?". An agent with no runs yet says "This agent's first run will appear here the next time its trigger conditions are met." ## What the agent dashboard tells you Four headline metrics sit at the top: **Runs**, **Next run**, **Credits used** and **Last activity**. Below them: | Panel | What it holds | | --- | --- | | **Setup answers** | What you told the builder during setup, with a link back to the setup conversation | | **Daily spend** | A credit spend chart with a period selector | | **Records** | The **Up next** and **Already run** tabs, with eligibility and next opportunity per record | | **Recent runs** | The run list | | **Agent setup** | Schedule, Cost, Run scope, Created | | **Capabilities** | Which of Email, Slack and Enrichment are enabled | ## What a run page shows Open a run and you get, in order: 1. **The run plan.** The checklist the agent wrote for itself, each step marked `Pending`, `In progress`, `Done`, `Blocked` or `Canceled`, carrying the evidence behind it. 2. **An executive summary.** What the run concluded, in a paragraph. 3. **Entities modified.** The CRM records the run created or updated, grouped by type, with counts of new versus updated and links into your CRM. 4. **The activity flow.** Step by step, what the agent read, searched and wrote. 5. **The full conversation.** Everything the agent said to itself while working. The header carries the status, when it ran, the trigger type and the credit cost. While a run is still going the page shows what it has finished so far plus **Still working**, and it refreshes itself while the tab is open. ## Stopping a run 1. **Open the active run** Go to **Background Agents**, open the agent, and click the run in **Recent runs**. Active runs are marked with a spinner. 2. **Click Stop process** It is in the top right. Confirm in "Stop this process?", or click **Keep running** to leave it alone. 3. **Read what survived** The run flips to `Canceled`. Steps that were already done stay `Done` with their evidence; steps that were pending or in progress now read `Canceled`. Partial output and diagnostics stay readable. 4. **Check for staged changes** If the agent had staged CRM changes before stopping, they are still in **Proposals** waiting for you. > **Careful:** Stopping is cooperative. The agent stops after its current action, so an action already in flight when you press Stop can still complete. If it was mid-send, the email may still go out. Only active runs can be stopped. A finished run returns "Only active runs can be stopped". ## Asking about a run afterwards At the bottom of a finished run is an **Ask a follow-up question...** box. The conversation continues from the run's own thread, so the agent still has the full context of what it did and why. Use it for the questions the summary does not answer: why it skipped a company, where a number came from, what it would need to do better next time. ## What runs cost Every run is metered in credits. The price per run is shown in the **Cost** column on the agent list, in the **Agent setup** panel on the dashboard, and in the confirmation dialog before any manual run. Some agents charge a fixed price per run, others charge per unit they deliver, and some are free. Below the agent list, **Usage History** itemises every charge with **Type**, **Agent**, **Record**, **Charged to**, **Cost** and **Date**. Failed attempts appear there too, labelled "Out of credits" or "Daily limit exceeded". The **Analytics** tab charts the same data. > **Admin only:** At the bottom of the Background Agents page, admins can switch on a **Low credit warning** and drag **Warn below** to a percentage of the monthly credit allowance. Workspace admins are emailed when the balance drops below it. Everyone else sees the setting read-only. For what credits cost and how your allowance works, see [Credits and usage](/help/workspace/credits-and-usage) or [talk to us](/contact). ## Limits - Only the 10 most recent runs per agent are kept in the run list, and the sidebar popover shows 5. - A run has a wall-clock ceiling of 12 hours. A run still marked active after that is displayed as `Canceled`, because a stalled run never reaches a final status on its own. - Run history refreshes only while the browser tab is visible. ## If something goes wrong **A run has said "Running" for hours and never finishes.** It stalled without reaching a final status. Open it and click **Stop process**, or wait: after 12 hours it is shown as `Canceled` automatically. Completed steps and their evidence stay readable either way. **"Could not load runs" or "Could not load this run".** The run history is temporarily unavailable, usually during a deploy. Click **Try again**. Nothing is lost: runs that already completed are still recorded. **"Run not detected. The agent run did not appear."** The run was accepted but did not surface within 30 seconds. Reload the agent dashboard. If it truly never starts, check the credit balance and whether the agent is paused. **A run page says "No messages in this run".** The run produced no conversation, usually because it failed very early. Check the header for the status, then look in **Usage History** for a matching failed row labelled "Out of credits" or "Daily limit exceeded". **Every agent is paused and admins were emailed.** The workspace ran out of credits mid-run. Top up in [`Settings > Billing`](https://app.spiich.ai/settings/billing), then resume each agent with the play button. More symptoms in [Agent problems](/help/troubleshooting/agent-problems). ## Frequently asked questions ### Can I see a run someone else’s agent produced? Yes. Viewing agents and reading their run history is open to every member, whether or not you are allowed to create agents. What you cannot do without the grant is pause, edit or delete someone else’s agent. ### Are older runs deleted? The run list keeps the 10 most recent runs per agent, so older detail rolls off the list. The credit charges themselves stay in **Usage History**, and any CRM records a run created or updated are permanent, since they live in your CRM. ### What does a Blocked step in the run plan mean? The agent could not complete that step. Each step in the run plan carries the evidence behind it, so open the step to see what the agent had when it stopped. The activity flow shows what it did before and after. ### Can I be notified when a run finishes? Switch on **Allow email sending** or **Allow Slack messaging** on the agent and add yourself as a recipient. The agent then sends its report where you already work, rather than you checking the dashboard. See [What an agent is allowed to do](/help/background-agents/agent-permissions). ## Related - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Triggers and schedules](https://spiich.ai/help/background-agents/agent-triggers) - [A background agent did not do what you expected](https://spiich.ai/help/troubleshooting/agent-problems) - [Background Agents](https://spiich.ai/product/background-agents) --- # Section: Workflows Multi-step automations you build once and run on a schedule, from a table, or by hand. ## Common setup questions ### When should I use a workflow instead of a background agent? Use a workflow when the job needs visible steps, branches, loops or field mappings that you want to edit directly. Use a background agent when a plain-language brief and a trigger describe the job clearly enough. ### How can a workflow be started? Workflows can run on a schedule, from selected records in a table, or manually while you test them. Open the run history afterwards to inspect each step and its result. --- # What workflows are > A workflow is a saved, repeatable job you build once and run over your CRM records: a fixed sequence of steps you run by hand, on a schedule, or from a table, with every run inspectable. - Source: https://spiich.ai/help/workflows/workflows-overview - Section: Workflows - Who can do this: Everyone - Time: 4 minutes - Last updated: 2026-08-24 ## Before you start - An active subscription or trial. Every workflow feature requires a paying account. A workflow is a job you build once and Spiich runs the same way every time: a fixed sequence of steps that reads your CRM records, works on them, and writes back what it found. You run it by hand, put it on a schedule, or let a rep fire it against rows they picked in a table, and every single run stays open for you to inspect afterward. ## What makes something a workflow A workflow is three things bundled together: a trigger that decides when it starts and what records go in, a sequence of steps that runs in order, with branches and loops where you need them, and a record of every run so you can see exactly what happened. Nothing about a workflow is implicit. You draw the steps yourself on a canvas, in the order you want them to run, and Spiich follows that order every time. ## Workflows compared with background agents The two automation surfaces in Spiich solve different problems, and it helps to be clear about which one you want before you build. | | Workflow | Background agent | | --- | --- | --- | | Decides when to act | You do: manual, schedule, or from a table | The agent does, inside permissions you grant once | | Shape of the work | A fixed sequence of steps you lay out on a canvas | A single instruction (Objective, Process, Output) the agent interprets itself | | Best for | A repeatable process with real steps: research, then qualify, then write, then note | An ongoing job that reacts to whatever the CRM does next | | Inspecting it | Every step of every run, in order, on the canvas | The agent's own run plan and activity log | If what you want is "when a Deal's stage changes, do X," that is a background agent. See [What background agents are](/help/background-agents/background-agents-overview). If what you want is "every morning, work through this list of accounts the same way, step by step," that is a workflow. ## The Workflows list Open [**Workflows**](https://app.spiich.ai/workflows) from the left sidebar, or find it from the command palette. The list shows every workflow in the workspace as a row: its name, its description, whether it is **Live** or **Draft, not live**, and a short line about its recent activity. Click a row to open it. A brand-new workspace sees "No workflows yet. Build your first automation to research, qualify, and save records," with a button to start. ## Create a workflow 1. **Click New workflow** From the Workflows list, click **New workflow**. The same dialog opens from the empty state. 2. **Name it** Give it a name you would recognize in a list of twenty, for example "Daily lead generation." A **Description** is optional, and it is what shows up as the summary line on the list. 3. **Create it** Click **Create workflow**. The workflow opens on its setup screen, where you choose a template or start from scratch. See [Build a workflow](/help/workflows/build-a-workflow). ## Versions, Live and Draft Every time you save, Spiich writes a numbered version of the workflow. That version is a snapshot: its steps, its trigger, its run settings, all frozen at that moment. Saving does not make a workflow run. Only the version you **Activate** is the one that actually fires on a schedule or from a table. That distinction matters most when you edit something that is already live: saving writes a new draft version, and the previously activated version keeps running exactly as it was until you activate the new one. A toast spells this out: "Version N is saved as a draft. Activate it to make it the one that runs." Open **Versions** in the details panel any time to see every saved version, load an older one back into the editor, or check which one is live. A workflow marked **Live** has an active version running its schedule or its table trigger. **Draft, not live** means the workflow exists and may have been saved, but nothing about it runs on its own; it can still be started by hand. ## What this does not do - A workflow has exactly one trigger, so its When-to-run setting cannot be Schedule and Manual at the same time. Running it from a table is a separate, additional way to start it and works alongside whichever trigger it already has. - Turning a workflow off does not undo anything it already wrote, and a run already in progress finishes on its own. - Deleting a workflow removes its versions, its runs and everything those runs recorded. This cannot be undone. ## If something goes wrong **You saved a change but the workflow is still doing the old thing.** You saved a draft version on top of a live one. Open the workflow and click **Activate** to make your edit the one that runs. **The panel warns that an older version is still active.** More than one version was activated at some point, so more than one may still be firing on its own schedule. Open **Versions** in the details panel and activate the one you actually want, so it is the only one running. ## Frequently asked questions ### Can a workflow react to a CRM change the moment it happens? Not from the trigger editor. A workflow starts manually, on a schedule, or from a table selection. Reacting instantly to a CRM change is what background agents do; see [What background agents are](/help/background-agents/background-agents-overview). ### Do I need to be an admin to create a workflow? No, everyone can create and build a workflow. Deciding whether a workflow is offered inside Tables for the rest of the team is the one admin-only setting; see [Triggers and schedules](/help/workflows/workflow-triggers-and-schedules). ### What happens to runs that already finished if I delete the workflow? They are deleted with it. Deleting a workflow removes its versions, its run history and everything those runs recorded, and it cannot be undone. ### Can two people edit the same workflow at once? Yes, and Spiich tells you if that happens. If someone else saves a version while you are still editing, a banner offers to load their version or keep your own edits. ## Related - [Build a workflow](https://spiich.ai/help/workflows/build-a-workflow) - [Triggers and schedules](https://spiich.ai/help/workflows/workflow-triggers-and-schedules) - [Test and monitor workflow runs](https://spiich.ai/help/workflows/test-and-monitor-workflow-runs) - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Background Agents](https://spiich.ai/product/background-agents) --- # Build a workflow > Start from one of three templates or build on the canvas from scratch, then wire up steps for research, branching, loops, and CRM writes until the checklist says everything is configured. - Source: https://spiich.ai/help/workflows/build-a-workflow - Section: Workflows - Who can do this: Everyone - Time: 15 minutes - Last updated: 2026-08-24 ## Before you start - A workflow already created. See [What workflows are](/help/workflows/workflows-overview). - A connected CRM, so there are record types and fields for steps to work with. - An active subscription or trial. Every workflow is built the same way once it exists: steps on a canvas, wired together, each one configured in a panel on the right. Where you start from, a template or a blank canvas, only changes how much is already filled in. ## Two ways to start 1. **Start from a template** Open a workflow with no steps yet and pick one of three cards: **Daily record research** (every morning, research matching records and write the results back, on an 08:00 schedule), **Qualify and route records** (judge matching records against your criteria and route by decision), or **Enrich records on demand** (run by hand over matching records and fill in missing fields). Each template resolves to your workspace's own record types and fields; anything it cannot resolve is left blank and flagged on the checklist. Template write-backs default to filling only empty fields, so nothing curated gets overwritten. 2. **Or start from scratch** Click **Start from scratch** on the same setup screen and build the canvas step by step yourself, picking each step type from the library as you go. ## The canvas A workflow is drawn top to bottom: a **Trigger** node at the top, then step cards connected by arrows, with branch labels on the edges where a Branch step splits the path. Click the plus on a card, on a connector, or **Inside** a loop card to add a step there. Click a card to open its settings in the right-hand panel, where you can rename it and, with the bin icon, delete it. Steps that use an agent carry a **Metered** chip, because they run on credits. ## The step library Every step you can add is grouped into five categories. | Category | Step | What it does | | --- | --- | --- | | AI | Run an agent | Let an agent research and return validated, structured output. | | Logic | Branch | Send each record down a different path depending on what was decided. | | Logic | For each | Run a set of steps once per record or value in a list. | | Logic | Keep looking | Repeat steps until it has found as many as you asked for. | | Data checks | Skip ones you have | Separate genuinely new records from ones already in your CRM. | | CRM writes | Save to CRM | Create, update, or link records. The only step that writes. | | CRM writes | Save note | Attach a note to a record. | | Outcome | Set outcome | Record how this item turned out, so the run can report on it. | ## Configuring an agent step Click a **Run an agent** step to open its panel. The agent itself is fixed, shown as the **Workflow agent**, general-purpose with the tools available to this workflow; you cannot swap it for a different one. Write free-text **Instructions** describing what it should do, for example "Find companies that match our ideal customer profile." Then choose what it **must return**: a single record, a list of CRM records, a decision, a decision per item, one custom object, or a list of custom objects. Under **Returned fields**, define the fields the agent has to fill (Text, Number, Yes/no, One of a set, or URL), and mark any of them **Required** or **Evidence required**. Give the result a name under **Save result as**, for example `companyDrafts`, so later steps can read it. The panel states plainly that this step runs on usage-based credits. ## Configuring a CRM write step A **Save to CRM** step has four actions: **Find or create one record**, **Find or create many records**, **Update a record**, or **Link records**. For either find-or-create action you set **Identity rules**: which CRM fields recognize an existing record before a new one is created, each with a match strategy (Exact match, Normalized domain, Normalized URL, Normalized phone, or Fuzzy as a fallback only). You also decide what happens **if multiple records match** (fail this item, fail the whole run, or mark needs review) and **if no record matches** (create a new one, skip the item, or fail this item). Under **Set fields**, map CRM fields to values from earlier steps, and set each mapping to **Always write** or **Only if empty**. Only if empty is the safer default when a workflow might touch records a person has already curated; it fills a blank field but never overwrites one that already has something in it. **Save note** is simpler: pick the record to attach it to, and give it a title and markdown content. ## Loops and outcomes **For each** runs its inner steps once per item in a list you choose, with a **Concurrency** setting and a choice for what happens **on item failure**: continue the other items, or fail the whole run. **Keep looking** repeats its inner steps until it hits a **Target count** or runs out of **Max attempts**, optionally removing duplicates against a CRM record type while it collects. **Set outcome** tags how an item finished: **Enriched** (completed successfully), **Partial** (some data found, not everything), **Skip** (intentionally skipped), or **Failed** (could not be processed), plus an optional short **Reason tag** that shows up in the run's statistics. ## The checklist that blocks you The details panel keeps a live **Checklist** of everything not yet configured, split into real blockers and warnings. A blocker refuses **Save**, **Run** and **Activate** outright; the header shows a red count and "Needs fixing." Every entry is clickable and jumps straight to the step or the trigger it is about. A brand-new workflow with no steps yet shows no red count, only "Add at least one step before saving." Common blockers: a loop with nothing inside it, a Branch step with no branch values, or a find-or-create write step with no identity rules. ## If something goes wrong **The header shows "Needs fixing" and Save does nothing.** Click the red problem count, or open the Checklist in the details panel, and work through each entry in order; every one jumps to the exact step that needs attention. **A workflow keeps creating duplicate CRM records.** The Save to CRM step has no identity rules, or the wrong ones, so it cannot recognize an existing record before creating a new one. Open the step and add identity rules on the fields that actually identify a record, like a domain or an email, with a suitable match strategy. Mapped fields under Set fields only write values; they do not prevent duplicates on their own. **A workflow overwrote data you had already cleaned up.** A field mapping was set to Always write. Change it to Only if empty and save a new version; a run that already completed cannot be undone. ## Frequently asked questions ### Can I change a template's steps after creating the workflow? Yes. A template only seeds the starting steps; once the workflow exists, every step is editable exactly like one you built from scratch. ### What's the difference between Find or create and Update? Find or create checks your identity rules first and only makes a new record if nothing matches. Update assumes the record already exists and changes it directly, with no identity check. ### Can a step read the output of an earlier step? Yes, through the name you gave it under Save result as. You can also open a step's advanced input mappings to reference a specific field on an earlier result rather than the whole thing. ### Why does a step I add inside a loop only run once per item? That is what "Inside" means on a For each or Keep looking card. Anything you drop there runs once for every item the loop is working through, not once for the whole run. ## Related - [What workflows are](https://spiich.ai/help/workflows/workflows-overview) - [Triggers and schedules](https://spiich.ai/help/workflows/workflow-triggers-and-schedules) - [Test and monitor workflow runs](https://spiich.ai/help/workflows/test-and-monitor-workflow-runs) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) --- # Triggers and schedules > A workflow has exactly one trigger: run it by hand, put it on a schedule with a plain-English preview, or filter it to matching CRM records, with page size, record caps and a rerun policy controlling every run. - Source: https://spiich.ai/help/workflows/workflow-triggers-and-schedules - Section: Workflows - Who can do this: Everyone - Time: 7 minutes - Last updated: 2026-08-24 ## Before you start - A saved workflow with at least one step. - A connected CRM, if you want the trigger to run over matching records. Every workflow has exactly one trigger, set in two parts: when it runs, and what goes into each run. Click the trigger node at the top of the canvas to open it. ## When to run Three options sit under **When to run**, though only two are ever something you pick yourself. **Manual** starts runs only when someone presses the button. Nothing fires on its own. **Schedule** runs the workflow automatically on a cron schedule. Pick a preset under **Runs**: Every day at 08:00, Every weekday at 08:00, Every hour, Every Monday at 09:00, Monthly on the 1st at 08:00, or choose **Custom cron expression** and type your own, for example `0 8 * * *`. Whichever you pick, a plain-English line under the field restates the schedule back to you, so you can check it matches what you meant before you save. Set a **Timezone** underneath; the schedule is evaluated in that timezone. **Event** appears in the trigger editor but is disabled, labeled "Event (coming soon)," with the note "Event triggers are not dispatched yet." A workflow starts manually, on a schedule, or from a table, full stop. If what you actually want is for something to happen the moment a CRM record changes, that is what background agents are for. See [What background agents are](/help/background-agents/background-agents-overview) and [Triggers and schedules for agents](/help/background-agents/agent-triggers). ## What to include in the run Below the trigger type, choose what data goes into each run. **One run** starts a single run with only the trigger payload, no record loop. **Matching CRM records** fetches records from your CRM and runs the workflow once per record, which is what you want for anything that has to touch every matching Deal, Contact, or Organization. Choosing **Matching CRM records** opens the record type picker and a **Record filter**: build conditions from a **Field**, an **Operator** (contains, equals, is empty, is not empty, or Yes/No for boolean fields), and a **Value**. Only records matching every condition enter the workflow. Leave it empty and the trigger reads every record of that type. ## Limits and reruns Underneath the filter, **Limits and reruns** controls how big and how repeatable a run is. | Setting | What it does | | --- | --- | | Page size | How many matching records to fetch per page. | | Max records per run | Stop after this many records enter the workflow. Use 0 for no cap. | | Successful target | Stop after this many records finish successfully. Use 0 for no cap. | | Rerun policy | Run once per record ever, rerun when the workflow changes, rerun after a set number of days, or always rerun. | The name under **Call each record** is what later steps use to read the current record, for example `currentContact`. The rerun policy is what stops a scheduled workflow reprocessing the same records every time it fires. "Run once per record, ever" means a record that already went through successfully is never picked up again by this workflow. If you change the workflow's steps, "Rerun when the workflow changes" lets it revisit records under the new logic. ## Running a workflow from Tables A workflow whose trigger reads CRM records can also be started by hand from inside a table, but who gets to turn that on is not up to every member. > **Admin only:** Deciding whether a workflow is offered in Tables, and on which tables, is admin-only. Open the workflow's details panel, find **Run from Tables**, and turn on **Offer in Tables**. Leave the table list untouched to offer it on every table holding that record type, or tick specific tables to narrow it down. Click **Save**; it applies immediately and does not need a new version. A non-admin sees the current setting stated read-only, with a note that an admin can change it. It only appears in Tables while the workflow is **Live**. Once it is offered, here is what a rep sees: 1. **Select rows** Open the table and select the records the workflow should act on. 2. **Open Run workflow** In the bulk action bar, click **Run workflow** and choose from the list. 3. **Read the confirmation** The dialog states plainly: it runs on the records you picked and nothing else. The workflow's own record filter is ignored entirely, so it acts on these rows even if its filter would not otherwise have chosen them. Credits are used as each step works, and the run is billed to you. 4. **Confirm** Click **Run workflow**. A toast confirms it started, and you can follow it from the workflow's Recent runs list. ## Limits - A workflow has exactly one trigger. - Matching CRM records cannot be combined with an event trigger. - Spiich checks a custom cron expression is valid before you can save it. - A run started from a table accepts at most 50 selected records. - A workflow can be limited to at most 50 specific tables under Run from Tables. - A table only offers a workflow when its trigger reads the same kind of record the table holds, it has been offered for Tables, and it is currently Live. ## If something goes wrong **The custom cron field says "This is not a valid cron expression yet."** The expression is malformed. Use the format `minute hour day month weekday`, for example `0 8 * * *` for 08:00 daily, and check the plain-English preview updates once it is valid. **The workflow runs at a time you did not expect.** Check the **Timezone** field under the schedule; the schedule is evaluated in that timezone, not automatically your own. **The workflow does not show up in a table's Run workflow menu.** One of: Offer in Tables is off, the workflow is limited to other tables, the workflow is not Live, or its trigger reads a different record type than the table holds. An admin needs to check Run from Tables in the details panel and confirm the workflow is activated. **Run from Tables shows text instead of controls, telling you to ask an admin.** Choosing where a workflow can run is admin-only. Ask a workspace admin to change it; the message tells you whether it is currently offered or not. ## Frequently asked questions ### Can I make a workflow react to a CRM change the instant it happens? Not from the trigger editor; Event is shown as "coming soon" and cannot be selected. Use a background agent with an event trigger instead, or a scheduled workflow with a tight record filter if a short delay is fine. ### What is the difference between the record filter and Run from Tables? The record filter decides which records a scheduled or manual run picks up on its own. Running from Tables ignores that filter entirely and acts only on the rows a person selected. ### Who can turn on Run from Tables for a workflow? Only workspace admins. Everyone else sees the current setting as read-only text. ### What happens if I leave Max records per run at 0? The run has no cap on how many records it processes. It works through everything the filter matches, subject to Page size and any Successful target you set. ## Related - [What workflows are](https://spiich.ai/help/workflows/workflows-overview) - [Build a workflow](https://spiich.ai/help/workflows/build-a-workflow) - [Test and monitor workflow runs](https://spiich.ai/help/workflows/test-and-monitor-workflow-runs) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Background Agents](https://spiich.ai/product/background-agents) --- # Test and monitor workflow runs > Preview a workflow with a write-free safe test, run it live once with Run now, or activate it to run on its own, then watch every run step by step and retry only what failed. - Source: https://spiich.ai/help/workflows/test-and-monitor-workflow-runs - Section: Workflows - Who can do this: Everyone - Time: 6 minutes - Last updated: 2026-08-24 ## Before you start - A workflow that passes its checklist, so Save, Run and Activate are available. A workflow only becomes trustworthy once you have watched it run. Spiich gives you three ways to start one, from safest to most permanent, and a run view that shows exactly what happened at every step. ## Safe test, Run now, and Activate | Action | What it does | Writes to your CRM | | --- | --- | --- | | Safe test | Runs over a handful of records, defaulting to 5 (or the workflow's own Max records per run, if that is set) | No. Nothing is written. | | Run now | Starts one run against live CRM data right away | Yes, real writes | | Activate | Makes the current version the one that fires on its schedule or from a table | Yes, on every future run | **Safe test** is the flask button in the workflow header. It still spends credits for any agent step, since the agent still has to do the work, but every CRM write is held back rather than applied. The run view says plainly, "Nothing was written. This was a test run.," and offers **Test again** so you can iterate quickly after fixing something. **Run now** asks you to confirm first. The dialog spells out that this run can change CRM data, that stopping it will not undo changes already applied, and that any unsaved edits are saved as a new version before it starts. Use it once a safe test looks right and you want to see one real run before trusting the schedule. **Activate** hands the workflow over to its own schedule or table trigger. The confirmation states in plain words when it will run from now on, the schedule in English with its timezone, or that nothing fires on its own if the trigger is Manual, and what each run can change, for example "Each run can add and update CRM records and write notes on them." Activation is refused if the current version fails validation. ## Watching a run Open any run from the workflow's **Recent runs** list, or from the sidebar. The run replays as the same graph you built: each step lights up as it is reached, and you can see which record is currently being worked, how many are done, how many remain, elapsed time, and credits used so far. Click any step to see exactly what happened there, including an agent's output and what it wrote to the CRM. A side panel gives you the outcome in plain words, the counts that actually happened (records fetched, processed, enriched, partial, skipped), **Run details** (Started, Duration, Started by, Version), and a list of recent runs so you can compare. **Open technical report** goes deeper for anyone who wants the raw detail. A run's status is one of **Waiting**, **In progress**, **Paused**, **Finished**, **Needs attention**, **Couldn't finish**, or **Stopped**. ## Pausing, resuming and stopping 1. **Open the active run** It shows a spinner in Recent runs while it is going. 2. **Pause, resume or stop it** **Pause** finishes whatever step is already under way and starts nothing new until you resume. **Stop** asks first: queued work stops, a step already in progress may still finish, and CRM changes already applied are not undone. 3. **Read what survived** A stopped run keeps everything it already completed. Nothing is lost, and nothing already written is rolled back. ## Retrying only what failed A finished run with failures offers **Try the failed steps again** on the run summary, or on an individual failed step. Work that already succeeded is reused rather than repeated, so nothing already written is charged or written twice. You can also retry within just one failed record's scope rather than the whole run. ## Reading a failure When a run fails, the run view names the exact step that stopped it and translates the underlying problem into plain words instead of a raw error. Common ones include the workspace running out of credits, something taking too long and timing out, missing permission to do the work, a connected service being busy, a step with no CRM record to write to, or a record filter Spiich cannot read. You can also hand a failed step straight to the assistant: open the run, select the failed step, and use the ask-the-assistant action on it. It already has the run, the step, the record it failed on and the reported error, so you can just ask why it failed and what to change. ## Credits and running out mid-run Agent steps run on usage-based credits, charged as they run, which is why safe tests still use credits even though nothing is written. If a run stops because the workspace cannot spend, the run view says so in plain language and links straight to billing rather than offering a retry that cannot succeed: **Add credits, then try again** on the run summary, or **Add credits in billing** on the failed step, both of which go to [`Settings > Billing`](https://app.spiich.ai/settings/billing). ## Building and testing a workflow by talking to the assistant You can describe a workflow to the assistant in Chat instead of building it on the canvas by hand. Say what you want, for example "every Monday go through my accounts that have gone quiet and research them," and the assistant opens a new workflow beside the conversation as an artifact and builds it up step by step, showing which step it is touching as it works. Keep chatting to ask for changes, or switch to the canvas and edit it directly. The assistant can also open an existing workflow by name, read its steps and settings, make targeted edits and save a new version, and list or inspect past runs. It can start a safe test on your behalf and report what happened. There is one hard limit worth knowing before you rely on this: the assistant can build, edit and safe-test a workflow, but it can never start a live run. Ask it to run the workflow for real and it hands the workflow back to you and tells you to press **Run** yourself. A run that can change your CRM always needs a person to confirm it. ## If something goes wrong **A run has said "In progress" for hours and never finishes.** It stalled. Open it and click Stop. Everything it already completed stays readable. **"Could not load runs" or the run history will not load.** Usually a brief unavailability during a deploy. Click Try again; nothing already recorded is lost. **A step reports "This step had no CRM record to write to."** A note or update step points at a value that did not resolve to a record. Reopen the step and re-pick the record from the dropdown of values earlier steps produced, rather than typing a reference by hand. **A run's summary looks fine but the workflow "Couldn't finish."** The failing step usually sits outside the per-record loop, like the step that fetches the records in the first place. Read the run summary; it names the exact step and explains why in plain words, then use Try the failed steps again. ## Frequently asked questions ### Does a safe test cost anything? It can. Agent steps still run on credits during a safe test because the agent still has to do the work; only the CRM write is held back. Nothing else about a safe test is billed differently from a live run. ### Can I stop a run that's writing to the CRM? Yes, with Stop, but stopping does not undo anything already written, and a step already in progress may still finish before the run actually stops. ### Can the assistant activate a workflow for me? No. It can build, edit, and safe-test a workflow, and it can save new versions, but starting a live run or activating a schedule always needs a person to confirm it directly on the workflow. ### Where do I see how many credits a run used? On the run itself, in the counts shown alongside records processed, and in the side panel's Run details. ## Related - [What workflows are](https://spiich.ai/help/workflows/workflows-overview) - [Build a workflow](https://spiich.ai/help/workflows/build-a-workflow) - [Triggers and schedules](https://spiich.ai/help/workflows/workflow-triggers-and-schedules) - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Background Agents](https://spiich.ai/product/background-agents) - [Contact Spiich](https://spiich.ai/contact) --- # Section: Your data in Spiich Records, tables and views, custom fields, and how Spiich data relates to your CRM. ## Common setup questions ### Does Spiich replace my CRM? No. Your connected CRM remains the source of truth. Spiich gives you faster ways to find, understand and update that data while keeping the resulting CRM changes in the system your team already uses. ### Can an admin control which CRM fields are writable? Yes. Workspace admins manage available object types and field access from Settings. Fields that the CRM itself marks as read-only remain read-only in Spiich. --- # Tables and views > A table is a saved view of one CRM object: pick the object, choose the columns, save a filter and a sort. It stays live against your CRM. Members create personal tables, admins create shared ones. - Source: https://spiich.ai/help/your-data/tables-and-views - Section: Your data in Spiich - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - A CRM is connected to your workspace and the first import has finished. - The object you want to build on is switched on in `Settings > Object Types`. Tables sit in the left sidebar. Each one is a saved view over a single CRM object, so it never goes stale: the columns, the filter and the sort are stored, and the rows are read from your CRM every time you open it. ## What a table is made of - **A primary entity.** The CRM object it is built on: Organization, Person, Deal, Task, or a custom object your CRM syncs. One table has exactly one. - **Columns.** Fields from that object, fields from directly related records, and Spiich-generated columns such as an [AI Summary or a prompt column](/help/your-data/ai-and-prompt-columns). - **A saved filter.** Applied every time anyone opens the table. - **A saved sort.** The order rows come back in by default. The Tables page groups everything you can open into This morning (tables Spiich builds for you), Shortlisted, Shared, Mine and, for admins, Other members. Each row carries a plain-English description of what the table will return, the owner's initials and when it was last updated. ## Create a table 1. **Open Tables and click New table** [`Tables`](https://app.spiich.ai/tables) is in the left sidebar, and `Cmd+K` then **Go to** then **Tables** works from anywhere. **New table** is at the top right. 2. **Name it and choose the scope** Type a name, and click the icon square beside it for a different icon. Under **Scope** pick **Personal** (only you and admins see it) or **Shared** (the whole workspace sees it). Only admins can choose Shared. 3. **Pick the primary entity** Choose the CRM object the table is built on. Object types switched off are listed but cannot be picked, so turn the one you want on in [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types) first. 4. **Add your columns** Click **Add column** and search. The primary object's own fields come first, then fields of directly related records: a Deal table can show Organization and Person fields. Reorder with the arrows or by dragging, and remove one with the trash icon. At least one column is required to save. 5. **Save a filter and a sort** Under **Saved filters** click **Filter**, pick a field, then set a value. Repeat for each condition; all conditions are combined with AND. Under **Saved sort** pick a field and a direction, or leave the default of newest updated first. 6. **Click Save** The table opens. Rows load 30 at a time and page in as you scroll. ## Filters, sorting and search There are two kinds of filter. **Saved filters** are stored on the table and apply to everyone who opens it. **Filter chips** in the table header narrow what you are looking at right now without changing the table for anybody else. A chip can only narrow the saved filter, never widen it, so a table scoped to one set of records can never be opened up by someone adding a chip. Two filter values are worth knowing about: - **Rolling dates.** A date field can take a preset such as Today, This week or Last 30 days instead of two fixed dates, so a saved table stays correct tomorrow. The window resolves in your own time zone, weeks start on Monday, and a tab left open past midnight re-resolves it. - **me.** On any user field such as Owner or Assignee, filter to whoever is looking rather than naming a person. Save that on a shared table and every member sees their own records. Clicking a column header sorts by that column for your current session only; it does not touch the saved sort. The search box beside it does a "contains" match on one column at a time, named in the placeholder. The chevron opens **Search in** to point it elsewhere, and `Escape` clears the box. ## Shared, Personal and your own copy | Who | Create a Personal table | Create or switch to Shared | Edit somebody else's table | | --- | --- | --- | --- | | Member | Yes | No | No | | Workspace admin | Yes | Yes | Yes | Everyone can open, search, shortlist and duplicate any table they can see, whether or not they can edit it. Starring a table pins it under Tables in the left sidebar; shortlists are per person, so starring a shared table affects nobody else. To get an editable version of a table you cannot edit, click the duplicate icon on its row. The copy becomes your own personal table, named after the original with "(copy)" appended, and opens straight away. The original is untouched. > **Admin only:** Only workspace admins can create a Shared table or switch one to Shared. An admin can also set up a personal table on somebody else's behalf using the **Owner** picker beside Scope; it lands in that member's own tables. ## Limits - A table needs a name and at least one column before it can be saved. - Only status, label, currency, date, user, boolean, text and number fields can be filtered, and a saved sort accepts the same set. Filtering by a field on a related record is limited to one level of traversal and three such filters at a time. - The search box only covers text columns, plus status or label columns with no predefined options. It cannot search a column pulled from a related record; use a filter for those. - Column widths, on-screen column order and your chosen search column live in your browser, per table. To change the order for everyone, reorder the columns in the editor and save. - There is no export in Tables, and records cannot be deleted from Spiich. Deletions arrive through the [CRM sync](/help/your-data/crm-sync-rules). - You cannot create a new CRM field from inside Spiich. Columns use fields your CRM already syncs, plus Spiich-generated columns and action buttons. ## If something goes wrong **The table says a field no longer exists and shows no rows.** The saved filter points at a CRM field that has been renamed or removed, and Spiich refuses to open the table rather than quietly returning a broader set than the filter intended. If you can manage the table, click **Review saved filters**, remove or replace each field listed as unavailable, and save. If you cannot, the message names who can. **A table you know has data reads "No records found".** A saved filter, a header chip or the search box is narrowing it to nothing. Press `Escape` to clear the search, remove the chips, then check **Edit** and **Saved filters**. On a shared table a `me` filter resolves to whoever is looking, so an empty result can be correct for one person and not another. **The table reads "Failed to load records".** Usually the saved sort points at a field the CRM no longer resolves. Open **Edit**, reset the saved sort, and save. **There is no Edit button.** You are neither an admin nor the owner of that personal table. Duplicate it, or ask an admin. ## Frequently asked questions ### Does a table hold a copy of my records? No. A table stores the object, the columns, the filter and the sort, and reads the rows from your CRM each time it is opened. Nothing is frozen at the moment you saved it, so a record that changes in your CRM shows its new values the next time the table loads. ### Can I let each member of my team see only their own records in one shared table? Yes. Filter a user field such as Owner or Assignee to the `me` value instead of naming a person, then save the table as Shared. Every member who opens it sees the rows assigned to them. ### Can I ask Spiich to build a table for me? Yes. Ask in Chat, for example "make me a table of open deals closing this month with stage, amount and owner". The assistant can also rename, re-column, re-filter, re-sort and delete tables. It creates personal tables by default; only an admin can have it create or edit a Shared table. ### Who can delete a table? You can delete your own personal tables, and workspace admins can delete any table including another member’s personal one. Deleting asks for confirmation first, and when an admin deletes a member’s personal table the confirmation names the owner. ## Related - [Record pages](https://spiich.ai/help/your-data/record-pages) - [AI Summary and prompt columns](https://spiich.ai/help/your-data/ai-and-prompt-columns) - [Act on many records at once](https://spiich.ai/help/your-data/bulk-actions) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) - [Integrations](https://spiich.ai/integrations) --- # Record pages > Clicking a row opens the record in place: its card, cards for the organization, people and deals around it, a Tasks, Meetings, Emails and Notes panel, and a chat that already knows the record. - Source: https://spiich.ai/help/your-data/record-pages - Section: Your data in Spiich - Who can do this: Everyone - Last updated: 2026-08-24 ## Before you start - A CRM is connected and you have at least one table with rows in it. Clicking a row in a table opens the record in place rather than sending you somewhere else. The back arrow returns you to the table with your filters and search intact, and `j` and `k` (or the down and up arrow keys) step to the next and previous record without going back at all. The keys are ignored while you are typing in a text field, and the chevrons at the top right of the header do the same thing. ## What is on a record page ### The header The record's title and subtitle, an **Open in CRM** link, quick-action pills, a **Run agent** menu, and the chevrons for stepping between records. Reaching the end of the loaded rows fetches more and then advances. ### The cards The record's own card, plus a card for each kind of record around it: the organization, the related people, the related deals. Long lists collapse behind **+N more** and expand again with **Show less**. Every card is drawn from a saved layout for that object type, which you can change. ### The chat A message box at the bottom of the record pane, already loaded with the record, its notes, its related people and its activity. ## The activity panel A tabbed panel beside the cards, with **Tasks**, **Meetings**, **Emails** and **Notes**. Each tab carries a count once it is known, and the arrow keys move between tabs. It does not only show things attached directly to the record. It resolves everything around it, so a deal shows meetings and emails from its organization, its related people and its sibling deals too. - **Tasks** lists the record's task cards. - **Meetings** and **Emails** load eight at a time behind a **Show more** button. - **Notes** shows the most recent notes gathered from the record and its surroundings, each tagged with where it came from, up to twenty. The panel follows the height of the card stack and scrolls inside itself rather than lengthening the page, so the cards stay put while you read down a list. ## Ask about this record The chat on a record page is scoped to that record, so you never have to re-explain who you are talking about. Ask a question, ask for a summary, or ask for a CRM write. `Cmd+Enter` sends, and you can attach files per record. _Ask on a record page:_ ``` What has changed on this deal since our last meeting, and what is the single most useful thing I could do today? ``` Two other things run from the header and stream their results into the same chat: - **Quick actions.** The pills in the header fire a saved one-click prompt at the open record. They are set up in [`Settings > Quick Actions`](https://app.spiich.ai/settings/quick-actions). - **Run agent.** Runs one of your on-demand [background agents](/help/background-agents/background-agents-overview) against the record. While a run is in flight the header reads `{agent} running…`, and a second run on the same record is blocked until the first finishes. ## Customize what a card shows Cards are per object type, not per record. Change the Deal card and every deal in the workspace uses the new layout. 1. **Open Card Customization** Go to [`Settings > Card Customization`](https://app.spiich.ai/settings/entity-views). You can also get there in context from a record page with the **Card setup** button. 2. **Read the line under the title** It tells you which layout you are editing. As an admin you are setting the workspace default for everyone. As a member you are editing a personal layout that overrides the default only for you. 3. **Pick a card and rearrange it** Choose the Person, Organization, Deal, Task or custom-object card. Drag a field to reorder it, or drop one into the card header to make it the title or subtitle. The add-field control adds a synced CRM field, an AI Summary, or a call, email or copy button. 4. **Preview it against a real record** Click the magnifier, search for a record and select it to see the card with real data. **Preview cards** and **Edit cards** flip the whole page between the two modes. 5. **Save** A bar appears at the bottom naming which cards are unsaved. Click **Save changes**, or **Discard**. As a member, **Use workspace default** removes your personal layout and puts you back on the workspace card. > **Tip:** If you do not want to lay cards out by hand, click **Let Spiich set up all cards**. A setup agent reads your CRM fields and how often each one is actually filled in, then proposes a layout. You review each proposal on the card itself with real data, see what changed and what was dropped, and keep it, undo it, or retry with a different instruction. Nothing is saved until you click Save changes. ## Limits - One AI Summary is allowed per card, and one per table. - Prompt columns belong to the table they were created on. They are never offered on cards. - There are two levels of card layout and no more: the workspace default set by an admin, and a personal override each member can save for themselves. There is no per-team layout. - Records cannot be deleted from a record page. Deletions reach Spiich through the [CRM sync](/help/your-data/crm-sync-rules). - A field can only appear on a card if your CRM syncs it and it is switched on in [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types). - Only one background agent can run on a record at a time. ## If something goes wrong **A card reads "Nothing on this card yet" or "No fields configured".** No layout has been saved for that object type. Click the setup prompt on the card, or go to `Settings > Card Customization` and either drag fields in yourself or use **Let Spiich set up all cards**. **A field you expect is missing from a card.** Go to `Settings > Object Types`, confirm the object is Visible, expand it and confirm the field's Visible switch is on. If the panel says no attributes have synced for that object type yet, its first import has not finished. **An action button is greyed out and reads "Unsupported link".** The template resolves to something other than a `tel:`, `sms:`, `mailto:` or `https:` link, or the field it points at is empty on that record. Edit the action and check its template against the preview. **A quick action or agent run does nothing visible.** The result streams into the record's chat, not into a separate panel. Scroll the chat at the bottom of the record pane. ## Frequently asked questions ### Does customizing a card change it for my whole team? It depends who you are. A workspace admin editing `Settings > Card Customization` sets the default every member sees. Anyone else saves a personal layout that overrides the default only for them, and **Use workspace default** puts them back. ### Why does the Meetings tab show meetings that are not on this record? The activity panel deliberately resolves everything around the record, not just what is attached to it. On a deal that means meetings and emails from its organization, its related people and its sibling deals, so you see the whole account rather than one thread. ### Can I edit a record from its page? Yes. Edits made on a record are pushed to your connected CRM in the same action, and if the CRM rejects the write Spiich rolls its own change back. See [How Spiich and your CRM stay in sync](/help/your-data/crm-sync-rules). ### How do I get from a record back to my CRM? Every record card carries an **Open in CRM** link that goes straight to the matching record in Attio, HubSpot or Pipedrive. The same link appears on record mentions in Chat and on background-agent results. ## Related - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [AI Summary and prompt columns](https://spiich.ai/help/your-data/ai-and-prompt-columns) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # AI Summary and prompt columns > An AI Summary column writes a short summary of every row. A prompt column answers a question you write in plain English for every row. Both are Spiich-generated and neither is sent to your CRM. - Source: https://spiich.ai/help/your-data/ai-and-prompt-columns - Section: Your data in Spiich - Who can do this: Everyone - Time: 2 minutes to set up - Last updated: 2026-08-24 ## Before you start - A saved table you can manage: your own personal table, or any table if you are an admin. - Credits available on your workspace. You can see the balance in `Settings > Billing`. Most columns on a [table](/help/your-data/tables-and-views) come from your CRM. Two do not. Both live in the **Spiich** group of the column picker, and neither is ever written back to your CRM. ## The two column types | Column | What it does | How many | | --- | --- | --- | | AI Summary | Writes a short Spiich-authored summary of the record | One per table, and one per card | | Prompt column | Answers a question you write, once per row | As many as you like | An AI Summary is generated on demand for the rows on screen, cached in your browser for 24 hours, and saved back onto the record in Spiich. A prompt column is a question in plain English. Spiich answers it for each row using that record's fields, its linked records and its notes, then stores the answer, so a row is only ever generated once. Cells fill in as rows scroll into view. ## Add a prompt column 1. **Open the table and click Edit** If there is no Edit button you cannot manage that table. Duplicate it for your own copy, or ask an admin. 2. **Add column, then New prompt column** **Add column** is in the Columns section. **New prompt column** sits under the **Spiich** group at the top of the picker. 3. **Name the column** Up to 80 characters. Pick something you would recognize as a column header, for example `Industry`. 4. **Write the question** Up to 2000 characters, in the **Question to answer for each row** box. Ask for one short value per row. 5. **Read the rate, then click Create column** The dialog states what each filled-in row costs before you commit. Creating the column itself is free. 6. **Save the table, then scroll** Click **Save** in the table editor and scroll. Cells fill in as rows come into view, up to 25 at a time. ## Writing a question that works The column is a spreadsheet cell, not a chat reply. Aim for one short value per row. _A good prompt column question:_ ``` What industry is this company in? Answer with two or three words. ``` - **Ask for a value, not a paragraph.** "What industry is this company in?" gives you something you can sort and filter. "Tell me about this company" gives you an essay in a narrow column. - **Ask for something the record can answer.** Spiich uses the record's own fields, its linked records and its notes. A question needing information nowhere in your CRM comes back blank. - **Blank is a real answer.** Rows Spiich cannot answer are left empty, are never charged, and are not retried automatically. ## Refreshing answers Answers are deliberately sticky. A cell that already holds a value is never regenerated on its own, and editing a column's question does **not** re-answer or re-charge the rows already filled in. The Edit prompt column dialog tells you how many rows still answer the earlier question. To refresh them, select the rows and use **Regenerate**: 1. **Edit the question** In the table editor, click the pencil beside the prompt column, change the name or the question, and click **Save changes**. Nothing is charged at this point. 2. **Select the rows you want re-answered** Back on the table, tick the row checkboxes, or use the header checkbox to take every loaded row. 3. **Click Regenerate in the bulk bar** Pick the column. The menu states the price for that selection before you commit, and warns you when your selection is bigger than the rows currently loaded. 4. **Watch the run finish** The bar reports how many rows were regenerated, how many failed and how many credits were charged. **Retry** re-sends only the rows that did not land, so nothing is paid for twice. > **Careful:** Deleting a prompt column permanently deletes every answer it generated along with its history. Removing the column from a table instead leaves the column and its values intact. Only the member who created a prompt column, or a workspace admin, can rename it, rewrite its question or delete it. Everyone else opens the same dialog through the eye icon and sees the question read-only. ## Limits - Prompt columns are metered in credits, charged for each row Spiich actually fills in. Rows left blank cost nothing, and creating the column costs nothing. For what a credit costs, [talk to us](/contact). - Generation is capped at 25 rows per request. Answers are cached in your browser for 7 days and served from there on reload without recharging. - Editing a question never refreshes existing answers. Staleness shows only as a count inside the Edit prompt column dialog; there is no per-cell marker in the table. - The chat assistant cannot read a prompt column's answers. The column filters and sorts correctly server-side, but its value is stripped from the records the assistant reads, so it may report the field as empty even when the table plainly shows a value. - Prompt column names are not checked for collisions. Two columns on the same object can share a name, and one can be given the same name as a real CRM field, with nothing in the picker to tell them apart. - A prompt column belongs to the table it was created on. It is not offered on other tables, and never on cards. - Prompt column answers and AI Summaries are Spiich-generated. They are never written to your CRM, and a [CRM sync](/help/your-data/crm-sync-rules) never overwrites them. ## If something goes wrong **Cells show a muted "Paused" instead of filling in.** The workspace has hit its credit limit or a spending cap. Cells that already hold values keep showing them. Top up in [`Settings > Billing`](https://app.spiich.ai/settings/billing) or raise the cap, then reload the table. Nothing was recorded as answered while paused, so generation resumes with no lost or double charges. **A column answers the old question.** Editing a question deliberately does not re-answer existing rows. Open **Edit**, click the pencil on that column to see how many rows are still on the earlier question, then select those rows and use **Regenerate**. **The assistant says the column is empty but the table shows a value.** Expected. Prompt-column values are not readable by the assistant. Read them from the table or the card. **Every cell shows a dash in a second browser tab.** Both tabs asked for the same cells while generation was in flight. Reload the page. No data was lost and nothing was charged twice. **Regenerate ends with "Out of credits after N rows".** The balance ran out mid-run. Rows already re-answered were charged, the rest kept their previous values. Top up, then use **Retry** in the bar. ## Frequently asked questions ### Do prompt column answers get written into my CRM? No. Prompt column answers and AI Summaries are Spiich-generated values. They are never pushed to your CRM, and they are the only values on a record that a CRM sync leaves untouched. Your CRM stays the source of truth for CRM fields. ### Can I filter and sort by a prompt column? Yes. Prompt columns filter and sort server-side like any other column. The one thing they cannot do is be read by the chat assistant, which drops them from the record it reads. ### What happens if I change the question on a column my colleague created? You cannot, unless you are a workspace admin. Only the member who created a prompt column or an admin can rename it, rewrite its question or delete it. Everybody else gets a read-only view of the question through the eye icon. ### Why did some rows come back blank? Spiich leaves a row empty when the record does not carry enough context to answer the question from its own fields, linked records and notes. Blank rows are never charged and are not retried automatically. Rewording the question to ask for something the record actually holds usually fixes it. ## Related - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Act on many records at once](https://spiich.ai/help/your-data/bulk-actions) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [Record pages](https://spiich.ai/help/your-data/record-pages) - [Talk to us about pricing](https://spiich.ai/contact) - [Prospecting with Spiich](https://spiich.ai/product/prospecting) --- # Act on many records at once > Tick row checkboxes and a bulk bar appears: run a quick action or a background agent across the selection, or re-answer a prompt column. Action columns give every row its own call, text or email button. - Source: https://spiich.ai/help/your-data/bulk-actions - Section: Your data in Spiich - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 ## Before you start - A table with rows in it. Everything you can do to one record from its [record page](/help/your-data/record-pages) you can do to a batch of them here. Anything you repeat one row at a time is worth turning into an action column. ## Select rows Each row has a checkbox, and the header checkbox takes everything loaded. Once anything is selected, a floating bar appears at the bottom. - **Select all rows** takes the rows currently loaded in your browser. - **Select all matching filter** extends the selection to everything the filter returns, and the bar tells you which of the two you have. - **Clear selection** empties it. - A row that shows **No available action for this row** cannot be selected, because there is nothing the table can do with it. The bar counts what is selected, and says when your selection is larger than a run covers: `N selected · actions run on first 50`. ## What the bulk bar can do | Action | What happens | | --- | --- | | Quick action | Fires a saved one-click prompt at each selected record | | Run agent | Fans one of your on-demand background agents out over the selection | | Run workflow | Runs a saved [workflow](/help/workflows/build-a-workflow) against exactly the rows you selected, ignoring the workflow's own saved filter | | Regenerate | Re-answers a prompt column for the selected rows | | Push to Campaign | Sends the selected rows into a [Lemlist campaign](/help/connect-your-tools/connect-lemlist) as leads | Every one shows live progress in the bar, for example `Running 12/50…`, and every one can be cancelled mid-run. 1. **Select the rows** Tick the checkboxes, or use the header checkbox and then **Select all matching filter** if you want the whole filtered set. 2. **Pick the action** Choose a quick action, **Run agent**, the **Run workflow** menu, **Regenerate**, or **Push to Campaign** from the floating bar. 3. **Read the confirmation** Agent and workflow runs state how many records will be touched. Regenerate and Push to Campaign state what the selection will cost or where it is headed before you commit. 4. **Watch it run** Progress ticks in the bar. **Cancel** stops it. When it finishes the bar reports what succeeded, what failed and, for Regenerate, how many credits were charged. > **Careful:** Bulk quick actions and Regenerate only ever cover rows already loaded in your browser, even with "all matching" chosen. Rows further down keep their current values, and the menu says so before you commit. Scroll down first if you need them included. ## Re-answer a prompt column **Regenerate** is the only way to refresh a [prompt column](/help/your-data/ai-and-prompt-columns) after you change its question. Editing the question alone never re-answers or re-charges rows that already hold a value. Select the rows, click **Regenerate**, pick the column, read the price line, and confirm. If credits run out partway through, rows already answered were charged and the rest were never sent. **Retry** re-sends only what did not land, so nothing is paid for twice. ## Action columns: a button on every row An action column turns a repeated manual step into one click per row, built from a template with `{{field}}` placeholders that resolve against each row. There are two kinds: - **Link / CTA button** opens a URL built per row. - **Copy button** copies text built per row to the clipboard. Four quick-start presets aim themselves at the right field automatically: | Preset | What the button does | Field it uses | | --- | --- | --- | | Call | Opens a `tel:` link | The row's phone field | | Text | Opens an `sms:` link | The row's phone field | | Email | Opens a `mailto:` link with its own subject and body fields | The row's email field | | Copy text | Copies text built from the row to the clipboard | Whatever fields you reference | 1. **Open the table editor** **Edit**, then **Add column** in the Columns section. 2. **Choose the Actions group** Pick **Link / CTA button** or **Copy button**. 3. **Start from a preset** **Start from** offers Call, Text, Email and Copy text. Pick the closest one, or choose to use a custom URL instead. 4. **Set the header, label and template** Fill in the **Column header**, the **Button label** and the **Link URL** or **Text to copy**. Reference row values with `{{field}}` placeholders. Only `tel:`, `sms:`, `mailto:` and `https:` links are supported. 5. **Check the preview and pick a style** A live preview shows the resolved button for a real row. **Style** offers Subtle, Outline and Accent. 6. **Save the table** The column appears with a working button on every row. > **Tip:** Dialers usually want digits and nothing else. Add the `digits` modifier to a phone variable so formatting characters are stripped out of the `tel:` link. ## Limits - Bulk quick actions and bulk agent runs cover at most 50 records per run. Larger selections are truncated, and the bar tells you. - Bulk actions only reach the rows loaded in your browser, even with "all matching" selected. - Run workflow always runs against exactly the rows you selected. It ignores the workflow's own saved filter rather than combining the two. - Push to Campaign covers at most 500 leads per run, whether you select rows by hand or take everything matching the filter. - Regenerate charges credits again for each row it re-answers. The price is stated before you commit. - Only one background agent can run on a given record at a time. - Action columns can only produce `tel:`, `sms:`, `mailto:` and `https:` links, or clipboard text. Anything else is refused. - An action column resolves against fields your CRM syncs. It cannot invent a field that is not there. ## If something goes wrong **"N selected · actions run on first 50".** Your selection is larger than one run covers. Run the first batch, clear the selection, then select the next set. **A row cannot be ticked.** It reads **No available action for this row**, meaning the table has nothing it can do with that record. **Regenerate ends with "Out of credits after N rows".** Rows already re-answered were charged; the rest kept their previous values. Top up in [`Settings > Billing`](https://app.spiich.ai/settings/billing) and click **Retry**; it only re-sends what did not land. **An action button is greyed out and reads "Unsupported link".** The template resolves to something other than a supported scheme, or the field it points at is empty on that row. Open **Edit** and check the template against the live preview. **An agent run says the agent is already running on this record.** A second run on the same record is blocked until the first one finishes. Wait for it, then try again. ## Frequently asked questions ### Can I run a background agent across a whole filtered table? You can select everything matching the filter, but a single run covers at most 50 records and only rows loaded in your browser. For anything larger, run it in batches, or give the agent a schedule or a trigger so it works through records on its own. ### Does selecting "all matching filter" load every row? No. It extends what is counted as selected, but bulk quick actions and Regenerate still only reach the rows already loaded in your browser. Scroll further down the table first if you need rows below the ones on screen. ### Where do quick actions come from? A workspace configures them in [`Settings > Quick Actions`](https://app.spiich.ai/settings/quick-actions). They are saved one-click prompts, and the same ones appear as pills on a record page and as options in the bulk bar. ### Can I use an action column to open a record in my CRM? You do not need to. Every record card already carries an **Open in CRM** link. Action columns are for the things a CRM link does not cover, such as dialling a number, starting a text, opening a pre-filled email or copying a value. ## Related - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [AI Summary and prompt columns](https://spiich.ai/help/your-data/ai-and-prompt-columns) - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Skills, the Prompt Library and Quick Actions](https://spiich.ai/help/chat-and-voice/skills-and-saved-prompts) - [Background Agents](https://spiich.ai/product/background-agents) --- # How Spiich and your CRM stay in sync > Your CRM is the source of truth. Every sync rewrites CRM fields in Spiich, Spiich-generated values survive untouched, and every write you make in Spiich is pushed to the CRM immediately or rolled back. - Source: https://spiich.ai/help/your-data/crm-sync-rules - Section: Your data in Spiich - Who can do this: Everyone - Last updated: 2026-08-24 Spiich is not a second system of record. It reads your CRM, writes back to it, and defers to it whenever the two disagree. That one rule explains almost everything about how records behave here. ## Your CRM is the source of truth A Spiich workspace connects to exactly one CRM, and that connection belongs to the workspace rather than to the person who set it up. Every member reads and writes through it. Attio, HubSpot and Pipedrive you connect yourself over OAuth, approved once by an admin in that CRM. Salesforce is set up with the Spiich team during onboarding rather than self-serve, because it is mapped to your own objects, fields and validation rules. See [Connect your CRM](/help/connect-your-tools/connect-your-crm) for the setup itself. ## Every sync rewrites CRM fields When a record syncs, the values that came from your CRM are rewritten from your CRM. Edit a deal amount in HubSpot and that new amount lands in Spiich, replacing what was there. There is no merge step and no conflict prompt, because there is no conflict to resolve: the CRM wins. The exception is anything Spiich generated itself. | Kind of value | Where it lives | What a sync does to it | | --- | --- | --- | | A CRM field such as Stage, Amount, Owner | Your CRM | Rewritten from the CRM on every sync | | An [AI Summary or prompt column answer](/help/your-data/ai-and-prompt-columns) | Spiich only | Left untouched, and never sent to your CRM | That is the whole split. Spiich-generated values are deliberately preserved and deliberately never pushed, so your CRM never fills up with fields it did not ask for, and a sync never wipes work you paid for. ## Writes are pushed immediately, or rolled back When a record is created or edited in Spiich, by you in a table, on a record card, in My Day, or by the assistant in Chat, the change is pushed to your CRM in the same action. It is not queued for later. If the CRM refuses the write, Spiich undoes its own change: a new record is deleted, and changed fields are restored to their previous values. You see the CRM's own message, prefixed with the CRM's name, so you can fix what it asked for and save again. A record never exists in Spiich that your CRM rejected. Notes behave the same way. A note written in Spiich is pushed and attached to the right record. On HubSpot, a note on a call or a meeting is written onto that call or meeting itself, because HubSpot has no relationship between a note and a call. > **Note:** When you ask the assistant to create records, it is required to search for duplicates before it creates anything, and it can write at most 10 records per request. Those writes go through the same push-and-rollback path as your own. ## What is real-time and what is polled Changes made in your CRM flow back into Spiich continuously. How fast depends on the CRM and the object. | CRM | Real-time via webhooks | Picked up on a cycle | | --- | --- | --- | | Attio | Records, notes, tasks and lists | Field schema, lists and workspace members, hourly | | Pipedrive | Deals, persons, organizations, activities, notes, users and pipelines | Field schema, hourly | | HubSpot | Contacts, companies and deals: created, deleted, property changed | Everything else on a five-minute cycle. Field schema and synced emails, hourly | So on HubSpot a stage change on a deal shows up within seconds, while a new task, lead or ticket can take up to five minutes. On Attio and Pipedrive far more of the object set is covered by webhooks. Once an hour, whichever CRM you are on, Spiich re-reads the field schema, which is why a field you just created in your CRM may not appear in a column picker straight away. ## There is no resync button There is no "Sync now" or "Resync" control anywhere in Spiich, and that is deliberate. Syncing is continuous, and a manual button would only duplicate work already scheduled. If something looks stale, the fix is almost never a resync; it is one of the causes in [CRM sync problems](/help/troubleshooting/crm-sync-problems). The one manual action that does exist is **Reauthenticate**. When Spiich needs a CRM permission the existing connection does not hold, a banner appears at the top of Chat offering to re-run the consent screen. It refreshes access and re-syncs the affected data without re-importing your whole CRM. Only workspace admins see the banner, and only admins can start the flow. ## What this does not do - **One CRM per workspace.** Connecting a second is blocked, and the other CRM cards read Unavailable. - **No self-service disconnect.** A connected CRM shows a greyed-out Connected button with no menu. Switching CRMs is a support request, so [get in touch](/contact) if you need one. - **No new CRM fields from inside Spiich.** Tables and cards can only use fields your CRM already syncs, plus Spiich-generated columns and action buttons. - **No record deletion from Spiich, and no export in Tables.** Deletes happen in your CRM and reach Spiich through the sync. - **Read-only CRM fields stay read-only.** Spiich marks them and locks their Writable switch rather than letting a write fail later. - **The first import does not backfill forever.** HubSpot calls and meetings, and Attio call recordings, are prepared for the past 28 days at connect. Older activity is not pulled in. ## If something goes wrong **Saving a record fails with a CRM error and the record disappears again.** The CRM rejected the write, usually a missing required field or an invalid value, and Spiich rolled its own change back so the two never drift. Read the CRM's message in the error, supply what it asks for, and save again. **A change made in HubSpot has not appeared yet.** If it is a contact, company or deal it should arrive in seconds. Anything else waits for the five-minute polling cycle, and a brand new field waits for the hourly schema refresh. **Chat keeps showing a "Reconnect to your CRM" banner.** Spiich needs a permission the connection does not hold. An admin clicks **Reauthenticate** and approves the consent screen. Members do not see the banner, so ask an admin. **Reconnecting fails with a workspace mismatch.** You signed in to a different CRM workspace, portal or account than the one already connected. Sign out of the CRM, sign back in to the correct one, and try again. **An object shows a "Sync failed" badge in [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types).** Hover it for the reason your CRM returned. Most causes are a missing permission, fixed by reconnecting, or an object your CRM plan does not include. ## Frequently asked questions ### If I edit the same deal in Spiich and in my CRM, which one wins? Your CRM. An edit made in Spiich is pushed to the CRM in the same action, so in practice there is nothing to reconcile. If the two ever differ, the next sync rewrites the Spiich copy from the CRM. The only values a sync leaves alone are Spiich-generated ones, such as AI Summaries and prompt column answers. ### Can I force a full resync? No, and you should not need to. Syncing runs continuously on webhooks plus a polling cycle, with an hourly refresh of your CRM field schema. The only manual action is **Reauthenticate**, which an admin runs from the banner in Chat when Spiich needs a new CRM permission. ### Does Spiich write anything to my CRM that I did not ask for? It writes the records, notes and tasks you or the assistant create or edit, and nothing else. AI Summaries, prompt column answers and other Spiich-generated values stay in Spiich and are never pushed to your CRM. ### Can I stop the assistant writing to certain objects or fields? Yes. `Settings > Object Types` gives every object and every field a Writable switch, and a Visible switch on everything except the four core objects, which always stay visible. See [Control CRM access](/help/connect-your-tools/control-crm-access) for how to set them. ### How long does the first import take? It depends on how many records your CRM holds. Chat shows a progress screen until it finishes, and the workspace admin gets an email when the first sync completes. Very large portals take proportionally longer because Spiich works within your CRM's own API rate limits. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Your CRM data looks wrong](https://spiich.ai/help/troubleshooting/crm-sync-problems) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Integrations](https://spiich.ai/integrations) - [Trust and security](https://spiich.ai/trust) - [Contact us](https://spiich.ai/contact) --- # Tables Spiich builds for you > An admin turns a shared table into one whose rows Spiich picks for each person on a schedule, from a plain-English brief. Spiich only chooses from records already in your CRM. - Source: https://spiich.ai/help/your-data/tables-spiich-builds-for-you - Section: Your data in Spiich - Who can do this: Workspace admins - Time: 5-10 minutes - Last updated: 2026-08-24 ## Before you start - You are a workspace admin. - At least one active teammate to generate the table for. - Credits available on your workspace, for manual rebuilds and any agents you attach. Most tables use a filter you write once and it stays that way. This one uses a brief instead, plain English that tells Spiich what belongs, and Spiich re-picks the rows itself on a schedule you set. ## What it is A normal [table](/help/your-data/tables-and-views) is defined by a saved filter and sort that never move on their own. This one replaces the filter with a brief, for example `The deals I should push on today. Prefer ones with real momentum I have not touched this week.` On the schedule you choose, Spiich rereads the brief and picks the rows again, one set per person in the audience. Spiich only chooses from records already in your CRM. It never creates a record and never searches the web: the row-picking agent works entirely from what your workspace already syncs. These tables live in their own **This morning** section on the Tables page. Each row there carries the table's name, a **Spiich** badge and a **Configure** link straight into its setup. ## Turn a table into one Spiich builds 1. **Start from a shared table** Go to [`Tables`](https://app.spiich.ai/tables), click **New table**, or open an existing table and click **Edit**. Name it, choose the primary entity and add columns, same as any other table. 2. **Switch on Let Spiich pick the rows** Scroll to **Let Spiich pick the rows** and turn it on. The table is forced to Shared scope: it always has an audience, never a single owner. 3. **Write the brief** Under **What should Spiich pick?**, describe which records belong in the table in plain English, up to 2000 characters. Say what to prefer, not only what to include. 4. **Set Rows to keep** Pick a number from 1 to 25. It is a ceiling per person, not a target: Spiich fills up to that many rows, never more, and can return fewer. 5. **Set the rebuild schedule** Under **Rebuild**, pick **Every day**, **Every other day** or **Every week**, and the hour of day. Tick **In each person's own local time** if each person should regenerate at their own local hour rather than one fixed hour for the whole workspace. 6. **Choose the audience** Under **Who it is generated for**, tick each teammate who should get their own version. Only active members show up here. 7. **Optionally add agents and a restrict filter** Under **Agents it may run on the rows**, pick up to 3 background agents to run on whatever Spiich picks; each run bills the person the table was generated for. Under **Restrict what Spiich can pick from**, leave it empty to let Spiich search everything that person can see, or add a filter for anything that must never appear, whatever the brief says. A restrict filter is a hard boundary the brief cannot override. 8. **Turn on the schedule and save** Switch on **Generate on this schedule** (it reads **Paused** while off), read the cost summary, and click **Save**. The table appears under **This morning** on the Tables page. ## What a built table looks like Every row carries a **Why it's here** column: a short explanation of why Spiich picked that record. A row that was not there at the previous rebuild carries a **New** badge, so you can see what changed without comparing lists by eye. These tables cannot be filtered or sorted from the header. The agent's own ranking is the order. The search box still works over whatever rows are currently loaded. > **Note:** Editing the brief updates it for the next rebuild only. The rows already on the table are not regenerated on the spot; they stay exactly as they are until the schedule runs again, or until someone triggers a manual rebuild. ## Rebuild it now You do not have to wait for the schedule. Click **Rebuild** in the table header, or **Generate now** / **Run again** in the banner above the rows, to run the agent immediately for yourself. A manual rebuild is billed in credits, shown before you commit, and only offered to people already in the table's audience. Anyone else sees a message explaining that they are not in the audience yet, and that an admin can add them. The banner above the rows always states which of four situations you are looking at: | Banner state | What it means | | --- | --- | | Fresh rows | The last rebuild for you finished normally | | Rebuilding | A run is in progress right now | | Deliberately empty | Spiich read through your records and found nothing worth surfacing today | | Left over from a failed run | The last rebuild did not complete, so you are seeing an earlier run's rows | ## Limits - Rows to keep: 1 to 25 per person. Rebuild interval: every 1 to 7 days. Brief: up to 2000 characters. Audience: up to 200 members. Agents it may run: up to 3. - A table Spiich builds is always Shared. It cannot be a personal table, and it has no individual owner. - It cannot be filtered or sorted in the header. The order is the agent's ranking, not yours. - Editing the brief never regenerates existing rows on the spot; they stay until the next scheduled rebuild. - Only workspace admins can create one, or change its brief, schedule, audience, agents or restrict filter. - A manual rebuild is only offered to people in the table's audience, and it is billed in credits, shown before you commit. The chat assistant can manage an ordinary table, but it cannot change a built table's row-picking setup. ## If something goes wrong **"You are not in the audience yet."** An admin has not added you under **Who it is generated for**. Ask them to open the table, click **Edit**, and tick your name. **"The last rebuild failed, so these rows are from an earlier run."** The most recent run did not finish, and the previous rows were kept rather than cleared. Click **Run again** in the banner, or **Rebuild** in the header, to try again. **"Spiich read through your records and found nothing worth surfacing today."** Nothing matched the brief, often because the restrict filter is too narrow or the brief is too specific. An admin can loosen the filter or reword it; anyone in the audience can click **Run again** to retry as is. **Rebuild will not start, and the banner reads "Already rebuilding".** A second rebuild cannot start while one is already running for you. Wait for it to finish, then try again. ## Frequently asked questions ### Who can set up a table Spiich builds? Only workspace admins can create one, write its brief, or change its schedule, audience, agents or restrict filter. Once it exists, anyone in its audience can trigger a manual rebuild of their own version. ### Does Spiich ever create records to fill one of these tables? No. It only chooses from records already synced into your CRM, and it never searches the web. If nothing in your CRM matches the brief, the table comes back deliberately empty rather than inventing something to fill it. ### Can I filter or sort a table Spiich builds? No. Its own ranking is the order, explained per row in the **Why it's here** column. You can still search over the rows currently loaded, the same as any table. ### What happens to the rows on screen if I change the brief? Saving updates the brief for the next scheduled rebuild only. The rows already on the table are not regenerated on the spot; they stay until that rebuild runs, or until someone in the audience triggers a manual one. ## Related - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Background Agents](https://spiich.ai/product/background-agents) - [Background agents setup guide](https://spiich.ai/articles/background-agents-setup-guide) --- # Section: Apps and extensions The web app, iOS and Android, and the Chrome extension, and what each one is best at. ## Common setup questions ### Which Spiich app should I use? Use the web app for setup and full workspace work, the mobile app for quick updates away from your desk, the Chrome extension for context from the page you are viewing, and the desktop recorder for meetings. ### Do the apps use the same Spiich account? Yes. The web app, mobile app and Chrome extension use your Spiich account. The desktop recorder is paired to that account from Meeting Agent settings and appears in your connected devices. --- # Which Spiich app to use > Spiich runs in four places: the web app, a Chrome side panel, a desktop recorder and a mobile app. They share one account and one workspace, and each one is best at a different job. - Source: https://spiich.ai/help/apps/which-app-to-use - Section: Apps and extensions - Who can do this: Everyone - Last updated: 2026-08-24 Everything starts in the web app at `app.spiich.ai`. The other three clients exist because some work is easier from a browser side panel, from your desktop, or from your phone. You do not choose one. Most reps end up with the web app plus one or two of the others. ## The four clients | Client | Best for | Only it can do | Runs on | | --- | --- | --- | --- | | Web app at `app.spiich.ai` | Everything: Chat, My Day, Tables, Background Agents and Settings | Background Agents, Tables, all of Settings, and downloading and pairing the other clients | Any modern desktop browser | | Chrome extension | Working beside a page: a prospect's LinkedIn profile, a company site, a CRM record | Read the page you are on and recognize the CRM record you are viewing | Chrome 116 or newer, and other Chromium browsers with a side panel | | Spiich Recorder (desktop) | Recording calls | Record a meeting, and start an ad hoc recording of a phone or in-person call | macOS on Apple silicon or Intel, and Windows 10 and 11 on x64 | | Mobile app | Voice between meetings and checking your day | Photograph a business card or a whiteboard so Spiich can act on it | iPhone, iPad and Android | ## One account, one workspace Every client signs in with the same Spiich credentials, and every client sees the same records, chats, meetings and briefings. Sign in once in the web app and the rest is quick: - The **Chrome extension** can adopt your session from an open Spiich tab in the same browser, so you rarely type a password twice. See [The Chrome extension](/help/apps/chrome-extension). - The **mobile app** takes your email and password or **Continue with Google**, and asks for your verification code if two-factor authentication is on. - The **desktop recorder** is not signed in with a password at all. You pair the computer with a six-digit code from [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker), and every paired machine is listed under **Connected devices** where you can revoke it. See [Install the meeting recorder](/help/meetings/install-the-meeting-recorder). ## Pick by the job in front of you - Debriefing a call from the car, or adding a contact from a business card: **mobile app**. - Asking about the page you are reading, or the CRM record open in your other tab: **Chrome extension**. - Recording and transcribing a call, on any platform: **desktop recorder**. Nothing else records. - Building a table, setting up a background agent, inviting a teammate, changing anything in Settings: **web app**. - Reading the brief before a call: web app, recorder or mobile, whichever is nearest. > **Tip:** In the web app press `Cmd+K` (macOS) or `Ctrl+K` (Windows) to open the command palette. It jumps to any page or setting and carries actions such as **New chat**, **Get the browser extension**, **Invite a teammate** and the light and dark theme switches. ## What each one cannot do - Only the desktop recorder records meetings. The web app, the extension and the mobile app can capture a short voice note for transcription, but none of them records a call. - The extension needs Chrome 116 or newer, because it uses Chrome's side panel. There is no Firefox or Safari build. - The recorder has no Linux build, and Windows builds are unsigned, so Windows warns you on first launch. - Using the recorder needs a Meeting Recorder license on your user. An admin grants it from [`Settings > User Management`](https://app.spiich.ai/settings/user-management); on a contract, your account manager manages it. - The mobile app has no settings screen and no sign-out button. Administration happens in the web app. - First-run onboarding does not run on screens narrower than 768 pixels, so set your workspace up on a computer before you rely on the phone. ## Check what you are already using Open [`Settings > Insights`](https://app.spiich.ai/settings/insights) and look at the **Connected surfaces** row. Background Agents, Chat, Recorder, Meeting Briefs, Extension, Mobile and Desktop are each marked **In use** or **Not in use**, and anything you have not installed links straight to where you get it. ## If something goes wrong - **The extension keeps showing the login screen.** It only adopts a session from a Spiich tab it recognizes, and it gives up on a tab Chrome has put to sleep. Click **Open spiich.ai** on the login screen, sign in there, then go back to the panel. - **"Generate pairing code" says a Meeting recorder license is required.** Your user does not have one. An admin on a self-serve plan can grant themselves one from `Settings > Meeting Agent`; otherwise ask an admin to grant it from `Settings > User Management`. The in-app message points at "Settings > Team"; the page is called User Management. - **"My Day is not available" on your phone.** Your Google account is not connected, or meeting briefings are off for your user. Fix both in the web app, then reopen My Day. See [My Day](/help/meetings/my-day). ## Frequently asked questions ### Which client should I set up first? The web app. It is where you connect your CRM, mail and calendar, and where you download and pair everything else. Once the web app is set up, the extension and the mobile app take about a minute each. ### Can I pair the desktop recorder to more than one computer? Yes. Generate a pairing code for each machine from `Settings > Meeting Agent`. Every paired computer appears under **Connected devices** with the date it was last used, and you can revoke any of them, which signs that copy of the recorder out immediately. ### Is there a Spiich app for Linux, Firefox or Safari? No. The recorder ships for macOS and Windows, and the extension is built on the Chrome side panel, so it needs Chrome 116 or newer or another Chromium browser. On Linux, Firefox or Safari, use the web app at app.spiich.ai. ### Do I have to install anything to use Spiich at all? No. The web app is the full product and runs in the browser. The extension, the recorder and the mobile app add page context, call recording and voice on the move, but none of them is required. ## Related - [The Chrome extension](https://spiich.ai/help/apps/chrome-extension) - [The mobile app](https://spiich.ai/help/apps/mobile-app) - [Install the Spiich Recorder](https://spiich.ai/help/meetings/install-the-meeting-recorder) - [My Day](https://spiich.ai/help/meetings/my-day) - [The Spiich Playbook](https://spiich.ai/articles/the-spiich-playbook) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # The Chrome extension > The Spiich Chrome extension puts the assistant in a side panel beside whatever page you are on. It reads the current page, recognizes the CRM record you are viewing, and lists your open tasks. - Source: https://spiich.ai/help/apps/chrome-extension - Section: Apps and extensions - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 ## Before you start - Chrome 116 or newer, or another Chromium browser with a side panel. - A Spiich account you can sign in to at app.spiich.ai. The extension is the same assistant as the web app, docked to the side of your browser instead of living in another tab. That matters because it can see what you are looking at. ## Install it 1. **Add it from the Chrome Web Store** Open the [Spiich listing](https://chromewebstore.google.com/detail/spiich/jhbhdlhiigejpmfmlbcnoajaoabkdahm), click **Add to Chrome** and confirm the permissions prompt. In the web app you can also press `Cmd+K` or `Ctrl+K` and choose **Get the browser extension**. 2. **Pin the icon** Pin Spiich to the Chrome toolbar. There is no keyboard shortcut for the panel, so the icon is how you reach it. 3. **Open the side panel** Click the Spiich icon. Its tooltip reads `Spiich - Browser Extension`. The panel opens on the right and stays there while you browse. ## Sign in 1. **Open the panel while signed out** The login screen shows Email and Password fields, and below them the line **Already use Spiich in your browser?** 2. **Let it adopt your Spiich session** Click **Open spiich.ai**, sign in to the web app in the tab that opens, then switch back to the panel. While the login screen is showing, the extension checks every couple of seconds for a signed-in Spiich tab in the same browser and signs you in from it. No code to copy. 3. **Or type your credentials instead** Enter your Spiich email and password in the panel and click **Log in**. 4. **You land on Chat and Tasks** The panel switches to two tabs, **Chat** and **Tasks**, with a history button top left and a plus button top right for a fresh conversation. > **Note:** The automatic sign-in only reads Spiich tabs it recognizes, and it gives up on a tab Chrome has put to sleep. If nothing happens, open a fresh Spiich tab from the login screen rather than reusing an old background one. ## What the side panel gives you - **Suggestions from the page you are on.** About a second after the panel opens, a row of one-tap chips appears above the message box: search, save a contact, summarize, research, draft an email. Spiich reads the readable text of the page, up to the first 8,000 characters, and clicking a chip sends it as a question with the page as context. - **Records and saved prompts in the message box.** Type `@` to point the assistant at a CRM person, company or deal. Type `/` to insert one of your saved prompts from the Prompt Library. Pasting a CRM record link turns it into a record mention on its own. See [Mention CRM records](/help/chat-and-voice/mention-crm-records). - **Tools and Thinking.** The **Tools** button below the message box switches on extra abilities for that conversation. Web search is always there. Email search and Calendar search appear once your mailbox is connected, renamed to match: Gmail search and Google Calendar, or Outlook search and Outlook Calendar. The brain icon beside it turns **Thinking** on. Your choices are remembered. **Manage MCP connections** sits at the bottom of the same menu, where you connect and remove MCP servers, either just for yourself or for the whole workspace. - **Attachments.** Drag a file onto the browser window, paste it into the message box, or use the attach button. Pasting a very long block of text becomes an attached `.txt` file instead of flooding the box. Oversized files are refused with a message naming the file and the limit. - **Email drafts you can actually send.** A drafted email appears as an editable card with To, Cc, Subject and body, plus buttons that hand it to your mail client: **Open in Gmail** or **Open in Outlook web**, and **Open in Mail**. A copy button and a reset-to-original button are always there. - **Chat history.** The list icon at the top left opens your recent conversations. ## The CRM record indicator Open a person, company or deal in your connected CRM and the panel quietly shows which record you are looking at, so your next question is already about that record. It reads the page's web address only, and only for the CRM your workspace has connected: Attio (person, company and deal pages), HubSpot on any regional domain (contact, company and deal pages), and Pipedrive on your own domain (person, organization and deal pages). The `X` button dismisses it. ## The Tasks tab **Tasks** lists your open Spiich tasks grouped as **Overdue**, **Today** and **Upcoming**, each with its due date and the reason it exists. Tick the checkbox to complete one, or use **Open in Spiich** to open it in the web app. With nothing outstanding it tells you that you are all caught up. ## Turn on the microphone Voice input needs a one-time browser permission. 1. **Start a recording** Click the record button in the message box, or press `R` when your cursor is not in a text field. `Cmd+J` or `Ctrl+J` moves the cursor into the message box. 2. **Approve the setup tab** Spiich opens a tab titled **Enable microphone access** and asks Chrome for the permission after a moment. If it does not ask by itself, click **Grant Access**. 3. **Allow it** Approve Chrome's prompt. The tab shows **You're all set!** and closes itself. Voice input works in the panel from then on. ## Limits - Chrome 116 or newer only. The extension is distributed through the Chrome Web Store, and Chrome updates it for you. - It never reads browser-internal pages, so no suggestions appear on `chrome://`, `chrome-extension://`, `about:`, `edge://` or `devtools://` addresses. - Record detection only works for a CRM your workspace has actually connected, and only inside the same CRM workspace Spiich is connected to. - A very long email draft will not fit in a compose link. Spiich copies it to your clipboard instead and tells you where to paste it. - The extension cannot record a meeting. That is the desktop recorder's job, and only its job. ## If something goes wrong - **The login screen will not go away.** Click **Open spiich.ai**, sign in in that fresh tab, then return to the panel. If it still will not adopt the session, type your email and password into the panel. - **Voice input does nothing, or the setup tab keeps reopening.** Chrome has the microphone blocked for the extension. Open `chrome://settings/content/microphone`, remove Spiich from the blocked list, reload, then click **Try Again**. If it says the microphone is already in use, quit whatever else has it. - **The indicator says "Record not found".** Either the CRM is not connected, the record has not synced yet, or the page belongs to a different CRM workspace than the one Spiich is connected to. Check [`Settings > Integrations`](https://app.spiich.ai/settings/integrations), then dismiss the indicator and ask your question directly. See [CRM sync problems](/help/troubleshooting/crm-sync-problems). ## Frequently asked questions ### What can the extension see on the pages I visit? It reads the readable text of the page you have the panel open on, up to the first 8,000 characters, to build the suggestion chips and to answer questions about that page. For CRM record pages it reads the web address to work out which record you are on. It never runs on browser-internal pages. ### Does the extension work in Edge, Brave or Arc? It is built on the Chrome side panel API, so it works in Chromium browsers at version 116 or newer that support side panels. There is no Firefox or Safari build. On those browsers, use the web app at app.spiich.ai instead. ### Why do Email search and Calendar search not appear in my Tools menu? They only show up once a Google or Microsoft account is connected to your Spiich user. Connect your mailbox at `Settings > Integrations` in the web app, reopen the panel, and they appear named for your provider. ### What is the small ring beside the message box? It is today's assistant allowance for the Balanced and Expert tiers, and it only appears once the allowance is running low. Clicking it shows the exact percentage left and when it resets. The Fast tier stays available with no daily limit. ## Related - [Which Spiich app to use](https://spiich.ai/help/apps/which-app-to-use) - [The mobile app](https://spiich.ai/help/apps/mobile-app) - [Point Spiich at a specific record](https://spiich.ai/help/chat-and-voice/mention-crm-records) - [Chat basics](https://spiich.ai/help/chat-and-voice/chat-basics) - [The Spiich Playbook](https://spiich.ai/articles/the-spiich-playbook) - [Prospecting with Spiich](https://spiich.ai/product/prospecting) --- # The mobile app > The Spiich app for iPhone, iPad and Android is the client for voice on the move. Debrief a call, photograph a business card, check My Day and read a briefing, all from the same account as the web app. - Source: https://spiich.ai/help/apps/mobile-app - Section: Apps and extensions - Who can do this: Everyone - Time: 3 minutes - Last updated: 2026-08-24 ## Before you start - An iPhone, iPad or Android phone. - A Spiich account, set up first on a computer. First-run onboarding does not run on a phone. The phone app is deliberately narrow. It does the things you do between meetings: talk to Spiich, capture something you were handed, and check what is next. Anything administrative stays in the web app. ## Install and sign in 1. **Get the app** On iPhone or iPad, install Spiich from the [App Store](https://apps.apple.com/app/spiich/id6751842949). On Android, install it from [Google Play](https://play.google.com/store/apps/details?id=com.d3nnis38.spiich). 2. **Sign in** Enter your Spiich email and password, or tap **Continue with Google**. It is the same account as the web app, so there is nothing separate to create. 3. **Enter your verification code if asked** If two-factor authentication is on for you or required by your workspace, Spiich emails a six-digit code and the app shows a verification step before it finishes signing you in. See [Two-factor authentication](/help/workspace/two-factor-authentication). 4. **Land on Chat** The app opens straight into chat. Tap the sidebar button at the top left for your conversations and for **My Day**; tap the pencil icon for a new chat. The app follows your phone's light or dark appearance automatically. ## What it is best at ### Voice, hands nearly free Hold the record button in the message bar and talk. You get a live waveform while you speak and a cancel option, and the message is transcribed into the conversation. This is the fastest way to debrief a call from the car or between meetings: say what happened, and Spiich takes it from there. iOS asks for microphone access the first time. See [Voice updates](/help/chat-and-voice/voice-updates). _A debrief you can say out loud:_ ``` Just finished the call with the operations lead. They want a pilot on two sites in October, budget sits with the CFO, and the blocker is their current contract running to year end. Update the deal and draft the follow-up. ``` ### Photograph a business card Tap the plus button in the message bar, then **Take photo** or **Photo library**. Spiich reads the card, the whiteboard or the document and acts on it, so a card you were handed at an event becomes a contact without typing. You can attach up to 10 images to one message. ### My Day, briefings and debriefs Open the sidebar and tap **My Day** for the day's meetings. Tapping a meeting gives two tabs: - **Briefing**, what to know before the call, with an **Ask about this meeting** prompt for anything the brief did not cover. - **Debrief**, where you add notes after the call or ask Spiich what happened. My Day on the phone needs a connected Google account with meeting briefings enabled. Without them the app says so rather than showing an empty list. See [Meeting briefings](/help/meetings/meeting-briefings). ### Full chat replies, on a small screen Answers are not stripped down. CRM tables, entity links and editable email drafts all render the same way they do in the web app, so you can read a list of records or check a draft before you are back at a desk. ## What it cannot do - It cannot record a meeting. Voice messages are short notes for transcription; recording a call is the desktop recorder's job. See [Install the meeting recorder](/help/meetings/install-the-meeting-recorder). - There is no settings screen and no sign-out button. You are signed out only when your session stops being valid. - Background Agents, Tables and workspace administration are web app only. - First-run onboarding is skipped on narrow screens, so a brand new workspace has to be set up on a computer before the phone is useful. See [First run setup](/help/getting-started/first-run-setup). - One message accepts at most 10 images. ## If something goes wrong - **"My Day is not available".** Either your Google account is not connected or meeting briefings are switched off for your user. Sign in to the web app, connect Google at [`Settings > Integrations`](https://app.spiich.ai/settings/integrations), enable meeting briefings, then reopen My Day on the phone. - **The app says microphone permission is required.** iOS asks once and remembers your answer. Allow the microphone for Spiich in your phone's own Settings, then reopen the app and try the record button again. - **The camera will not open.** The app shows **Camera Permission Required** with an **Open Settings** button. Tap it and allow camera access, then take the photo again. - **You want to sign out and cannot find the control.** There is not one. Delete and reinstall the app to force a fresh sign-in, or ask support to revoke the session. ## Frequently asked questions ### Is the Spiich app on Android as well as iPhone? Yes. Install it from Google Play on Android and from the App Store on iPhone and iPad. Both sign in with the same Spiich account and see the same workspace. ### Can I record a meeting with my phone? No. The mobile app records short voice messages for transcription, not calls. Recording a meeting needs the Spiich Recorder on macOS or Windows, which detects the meeting window and captures the audio. ### Do I need to set anything up on the phone? Nothing beyond signing in. Every connection and setting, including your CRM, mailbox, calendar and meeting briefings, is configured once in the web app and applies to the phone automatically. ### Why does My Day look empty on my phone? My Day is built from your Google Calendar and your meeting briefings. If Google is not connected, or briefings are off for your user, the app explains which one is missing instead of showing meetings. Fix it in the web app at `Settings > Integrations`. ## Related - [Which Spiich app to use](https://spiich.ai/help/apps/which-app-to-use) - [The Chrome extension](https://spiich.ai/help/apps/chrome-extension) - [My Day](https://spiich.ai/help/meetings/my-day) - [Update your CRM by voice](https://spiich.ai/help/chat-and-voice/voice-updates) - [Voice to CRM](https://spiich.ai/product/voice-to-crm) - [The Spiich Playbook](https://spiich.ai/articles/the-spiich-playbook) --- # Section: Workspace and account Teammates and permissions, notifications, usage, and managing your own account. ## Common setup questions ### Who can manage workspace members and permissions? Workspace admins invite and suspend members, assign roles and licenses, and control access to shared workspace features. Individual members manage their own profile and personal connections. ### Where do I change my personal Spiich settings? Open Settings, then User Settings to manage your profile, preferences, timezone, meeting briefing instructions and account security. Organization-wide settings are available to workspace admins. --- # Manage teammates and roles > Settings > User Management is where an admin invites teammates, promotes them to admin, grants the Recorder and Task View add-ons, allows background agents, and suspends people who leave. - Source: https://spiich.ai/help/workspace/manage-your-team - Section: Workspace and account - Who can do this: Workspace admins - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - You are an admin of the Spiich workspace. - For anyone who is not already a contact in your connected CRM, you know their first name, last name and email address. User Management is the single page where an admin adds people to the workspace, decides what each of them can reach, and takes access away again. It is admin-only: a member who opens [`Settings > User Management`](https://app.spiich.ai/settings/user-management) is sent straight back to [`Settings > User Settings`](https://app.spiich.ai/settings/user). The Members list shows each person's name and job title, a role badge reading `Member` or `Admin`, their add-on access under `Recorder` and `Task View`, and their background agent access under `Agents`. A count at the top tells you how many people are active and how many invitations are still pending. ## What a member can do, and what needs an admin | Task | Member | Admin | | --- | --- | --- | | Manage their own profile, password and two-factor | Yes | Yes | | Use Chat, meetings, tables and My Day | Yes | Yes | | See their own Insights and set personal goals | Yes | Yes | | Approve a background agent's proposal | Yes | Yes | | Create a Skill for themselves | Yes | Yes | | Share a Skill with a team or the whole company | No | Yes | | Create a shared table | No | Yes | | Edit organization agent context | View only | Yes | | Invite, suspend, promote or demote members | No | Yes | | Grant the Recorder and Task View add-ons | No | Yes | | Grant background agent access | No | Yes | | Create and configure teams | No | Yes | | Require two-factor for the whole workspace | No | Yes | | See the Insights Team tab and define CRM counts | No | Yes | | Open Billing | No | Yes | Being an admin unlocks the workspace-level pages. It does not widen what someone sees in your CRM, which is decided by the connection itself and by your CRM's own permissions. ## Invite a teammate 1. **Open User Management** Click `Settings` in the app sidebar, then `User Management` in the Account group. 2. **Fill in the invite form** Scroll to `Invite team members`. Under `Invite by email`, enter `First name`, `Last name` and `Email address`. Both names are required for anyone who is not already a contact in your connected CRM, and the invitation is rejected without them. 3. **Read the domain warning if one appears** If the address sits on a different domain from yours, Spiich warns you before you send. The invitation still goes if you continue, so only proceed if you meant to invite someone outside your organization. 4. **Send it** Click `Invite`. You should see `Invitation sent!`, and the person appears in the Members list marked `Pending invite`. Underneath the email form, Spiich lists people who are already contacts in your connected CRM but not yet members. Each row carries its own `Invite` button and flips to `Added` once sent. That is the quickest way to onboard a team that already lives in the CRM. > **Tip:** A pending invitation can be resent from the send icon on its row, or removed with the remove icon. Removing it kills the invite link, and you can invite the same person again at any time. Once someone has accepted, use Suspend instead. ## Promote someone to admin Click the `Member` badge on their row and choose `Make admin`. The dialog says what changes: they will be able to manage team members, invite users, and reach the admin-only pages. To reverse it, click the `Admin` badge and choose `Revoke access`. Two rules the page enforces for you. You cannot change your own role in either direction, and the last remaining admin can be neither demoted nor suspended. Promote someone else first. ## Grant the add-ons Two capabilities are granted per person from the Members list. - `Recorder` lets that person record and auto-transcribe calls without a bot using the desktop app, and sync the notes to the CRM straight after. See [Install the meeting recorder](/help/meetings/install-the-meeting-recorder). - `Task View` gives them an AI-generated daily plan built from the CRM, calendar, emails, past meetings and web signals. Without it, My Day tells them tasks are off for their account. Grant one from the column on the person's row, or use `Add for all` on the Recorder or Task View card to cover everyone who is missing it. Each dialog states what it adds to your subscription before you confirm. Cancelling is immediate, with one exception: if it is the last seat of that add-on, access runs to the end of the current billing period so the seat can be reassigned first. > **Admin only:** Workspaces on a custom contract do not get self-serve add-on controls or seat lines here. Ask your Spiich contact to change add-on access, or write to us from [contact](/contact). ## Allow someone to build background agents The `Agents` column is a per-person switch reading `Off` or `Allowed`. Access can also arrive two other ways, from being an admin or from a team-wide grant. In those cases the control shows `Via admin` or `Via team` and is read-only, because the per-person flag is not what is granting it. To take access away, revoke the admin role or turn off the team grant in [Teams](/help/workspace/teams). ## Suspend a member Hover the person's row and click the `Suspend member` icon. The dialog lists any Recorder or Task View access being removed and what happens to those seats. Confirm with `Suspend`, or `Suspend and Remove Add-ons` when they hold add-ons. > **Careful:** Suspending signs out every device that person had paired with Spiich, including the desktop Spiich Recorder. There is no self-serve account deletion in Spiich, so suspension is how a person's access is removed. ## If something goes wrong - **The Invite button will not enable, or the invitation is rejected.** The address must be valid, and a first and last name are required for anyone who is not already a CRM contact. Addresses that are already active in a workspace, already invited, or belong to a HubSpot app service account are refused. - **The address already belongs to another Spiich workspace.** One email address can belong to only one Spiich workspace, so the invitation is refused. Invite the person on an address that is not already in use, or contact Spiich. - **Suspending fails with "Cannot suspend last admin" or "Cannot suspend yourself."** A workspace must always keep at least one admin, and nobody can remove their own access. Promote another member first, or ask a second admin to suspend you. - **A member's Agents control cannot be switched off.** It reads `Via admin` or `Via team`, so the grant is coming from somewhere else. Revoke their admin role or turn off the team grant. ## Frequently asked questions ### Can a member invite people? No. Inviting, resending, removing invitations, changing roles, granting add-ons and managing teams are all admin-only, and the request is refused even if a member types the URL by hand. Ask an existing admin to send the invitation, or to promote you from `Settings > User Management`. ### What does an invited person see? They get an email inviting them to join your workspace on Spiich. The link opens a page where they set a password, or continue with the Google account matching the invited address. After that they land in the first-run onboarding wizard, which for a member starts at connecting email and calendar. ### How do I remove my own access? You cannot suspend yourself. Ask another admin to suspend you from `Settings > User Management`, which removes your workspace access and signs out your paired devices. Spiich has no self-serve account or workspace deletion. ### Someone left and I removed their invitation. Can I invite them again? Yes. Removing a pending invitation only invalidates that invite link. The person returns to the invitable list and can be invited again at any time. An invitation can only be removed while it is still pending; once accepted, use Suspend. ## Related - [Invite your team](https://spiich.ai/help/getting-started/invite-your-team) - [Teams](https://spiich.ai/help/workspace/teams) - [Two-factor authentication](https://spiich.ai/help/workspace/two-factor-authentication) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [Talk to us](https://spiich.ai/contact) --- # Teams > Teams group members so each group carries its own agent personality, enrichment provider and monthly credit budget, with an optional personal cap on every member inside it. - Source: https://spiich.ai/help/workspace/teams - Section: Workspace and account - Who can do this: Workspace admins - Time: 5 minutes - Last updated: 2026-08-24 ## Before you start - You are an admin of the Spiich workspace. A team is a group of members that carries its own settings: how the assistant talks about your business, which enrichment provider it uses, how many credits the group may spend in a month, and whether its members may build background agents. Everything lives at [`Settings > Team Management`](https://app.spiich.ai/settings/teams), which is admin-only. Every workspace starts with one team, the default team, and everyone lands in it. Opening the default team edits the organization-wide defaults themselves, which apply to everyone unless another team overrides them. ## Create a team 1. **Open Team Management** Click `Settings` in the sidebar, then `Team Management` in the Account group. A summary strip at the top shows how many teams exist, how many members they hold, credits used this month and how much is budgeted. 2. **Add the team** Click `New team`, type a `Team name` such as Sales EMEA, and click `Create`. 3. **Put people in it** Click the new team's card to open it. In the Members panel click `Add member` and search by name, email or current team. Repeat for each person. 4. **Give it a budget** In the `Credit Budget` panel type a monthly cap, or leave it blank for `Unlimited`. The field saves itself. 5. **Override the agent if you need to** Open `Agent Customization` on the team page and change only the fields this team should read differently. Anything left empty keeps inheriting the organization default. Rename a team from the pencil icon next to its name. Deleting one moves its members back to the default team. > **Careful:** Deleting a team cannot be undone. Its members are moved to the default team, and the team's agent overrides and budget go with it. ## Give a team its own agent personality Four fields on the team page override the organization defaults: `Description`, `Value proposition`, `Target customer` and `Custom agent instructions`. Each one is independent. A field you fill in is labelled `Custom`; a field you leave empty reads `Inherits org` and its placeholder shows the organization value it would use. This is how one team sells to a different segment without the whole workspace changing voice. See [Teach Spiich how you work](/help/chat-and-voice/teach-spiich-how-you-work) for the personal layer on top of it. ## Choose an enrichment provider The same panel carries an enrichment provider selector, labelled `Inherited` or `Team override`. It decides which provider that team's contact enrichment runs against. If you have added your own provider API key under [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) in the Enrichment providers section, the key alone is not enough. The team also has to select that provider here, otherwise enrichment keeps running the default way. See [Credits and usage](/help/workspace/credits-and-usage). ## Credit budgets and personal caps The `Credit Budget` panel caps how many credits the whole team may spend in a month, drawn as a gauge with a warning state and an over-budget state. Each member row in the Members list also has a number box for a personal monthly cap; blank means `No cap`. The two caps stack. Every action has to fit under the team budget and under that person's own cap, and the stricter one wins. When the team budget is reached, that team's members are blocked until you raise the cap or the month resets. Budgets reset on the 1st of the month, UTC. > **Tip:** Use the team budget as the real ceiling and personal caps only where one person needs a smaller slice. If you set every personal cap and forget the team budget, you have two sets of numbers to maintain. ## Split the workspace allowance across people Next to `New team` you may see a `Usage limits` button. It shares the workspace's daily allowance across active members as percentages. Enter a percentage for anyone who needs a fixed share and leave the rest blank, and the blank ones automatically split whatever is left over. The dialog shows how much is allocated and how much is unallocated, and the list is searchable. Custom shares can total up to 100 percent, and the request is refused if you try to allocate more than that. Only active, accepted members can be given a share. When someone reaches their share, their new requests continue on the Fast thinking tier rather than stopping. The button only appears for workspaces that actually have a metered daily allowance, so many workspaces never see it. ## Let a whole team build background agents The `Background Agents` panel on the team page has one switch, `Allow the team to set up agents`. Turn it on and everyone in that team can create, edit and delete background agents, in chat and on the agents page. Grants only ever add. Somebody who already has access individually from [User Management](/help/workspace/manage-your-team), or because they are an admin, keeps it when this switch is off. That is why the per-person control shows `Via team` for someone whose access comes from here. ## Limits - Team Management is admin-only. A member who opens the page or a team URL is redirected to [`Settings > User Settings`](https://app.spiich.ai/settings/user). - The default team has no remove control on member rows, because it is where members land. - Editing the default team's Agent Customization edits the organization settings, not a team override. - Budgets and caps are monthly and reset on the 1st, UTC. There is no mid-month reset. - Usage limit shares are whole percentages and cannot total more than 100 percent across the workspace. ## If something goes wrong - **Members of one team are blocked and the budget gauge is full.** The team hit its shared monthly budget. Raise the number in `Credit Budget`, or clear it for `Unlimited`. It also clears itself on the 1st. - **One person runs out much sooner than everyone else.** Either their personal cap is lower than the team budget, or their share under `Usage limits` is too small. Check both. - **A team's enrichment still uses the default provider.** The provider key is connected under `Settings > Integrations`, but the team selector is still `Inherited`. Set it to `Team override` and pick the provider. ## Frequently asked questions ### Can someone belong to more than one team? No. Each member sits in exactly one team, and removing them from a team moves them back to the default team. That is what makes the credit budget a real ceiling: there is only ever one budget an action can be charged against. ### What is the difference between a credit budget and a usage limit? A credit budget is a monthly cap on credits for one team, set on the team page. A usage limit is a percentage share of the workspace daily allowance for one person, set from the `Usage limits` dialog. Budgets are monthly and reset on the 1st, UTC; allowance shares reset daily. ### Do teams change what people can see? No. Teams control the agent personality, the enrichment provider, credit spend and the background agent grant. They are not a visibility boundary, so putting someone in a team does not hide records from them. ## Related - [Manage teammates and roles](https://spiich.ai/help/workspace/manage-your-team) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Teach Spiich how you work](https://spiich.ai/help/chat-and-voice/teach-spiich-how-you-work) - [Background agents](https://spiich.ai/product/background-agents) --- # Two-factor authentication > Turn on two-factor in User Settings and Spiich emails a six-digit code after your password every time you log in. Admins can require it for everyone. Google sign-in is never asked for a code. - Source: https://spiich.ai/help/workspace/two-factor-authentication - Section: Workspace and account - Who can do this: Everyone - Time: 2 minutes - Last updated: 2026-08-24 Two-factor authentication in Spiich is an emailed six-digit code asked for after your password. Each member can turn it on for themselves, and an admin can require it across the whole workspace. There is no authenticator app, no SMS and no recovery codes. The code goes to the email address you sign in with, so make sure you can reach that mailbox before you turn it on. ## Turn it on for yourself 1. **Open User Settings** Click `Settings` in the sidebar, then `User Settings`. 2. **Find the security section** Scroll to `Two-factor authentication`. 3. **Turn on the switch** Switch on `Require a code at login`. The caption confirms what happens: Spiich emails you a six-digit code after your password. Nothing changes until your next sign-in. From then on, after the password step you land on a screen headed `One more step` and `Check your email`, with a `Verification code` box, a `Verify` button, a `Send a new code` link and `Back to log in`. ## Require it for everyone > **Admin only:** Only workspace admins can set the policy, from [`Settings > User Management`](https://app.spiich.ai/settings/user-management). Open `Settings > User Management`, find the `Two-factor authentication` card above the Members list, and switch on `Require for all members`. You should see `Two-factor authentication is now required`. Everyone is asked for an emailed code the next time they log in with a password. The policy is a floor, not an override. While it is on, members cannot turn the switch off for themselves and their card explains that the workspace admin requires it. Turning the policy back off leaves each member's own opt-in exactly as they set it, so the people who chose it keep it. ## What the code screen does - The code is six digits and expires ten minutes after it is sent. - You can get it wrong at most five times. After that the sign-in attempt is dead and you start again from `Back to log in`. - You can request at most three fresh codes per sign-in attempt, with a thirty-second wait between sends. - An account can start at most five code-requiring sign-in attempts in an hour. > **Note:** The code email is one of a small number of transactional emails Spiich sends. If it is not in your inbox within a minute, check spam before requesting another. ## Why Google sign-in is not asked for a code If you sign in with `Continue with Google`, Spiich never asks you for a code, even when the workspace requires two-factor. This is deliberate. The code would be delivered to the same mailbox Google has already verified, so it would add a step without adding a factor. If you want a second step on a Google account, use your Google account's own two-factor settings. Those apply at the Google consent stage, before Spiich sees you at all. Alternatively, sign in with email and password so the Spiich code applies. ## Limits - Email is the only delivery channel. There is no authenticator app, no SMS and no set of one-time recovery codes. - The second factor applies to password sign-in only. - A workspace admin can require it, but nobody can require it for one individual: the policy is workspace-wide or nothing. - Turning the workspace policy off does not turn anybody's personal setting off. - Your Spiich password itself must be 10 to 128 characters and contain at least one uppercase and one lowercase letter. Change it in [`Settings > User Settings`](https://app.spiich.ai/settings/user), covered in [Your profile and preferences](/help/workspace/your-profile-and-preferences). ## If something goes wrong - **The switch is on and greyed out.** An admin has turned on `Require for all members`, which nobody can opt out of individually. The card says so. If it genuinely needs to change, an admin turns the policy off in `Settings > User Management`. - **The code never arrives.** Check spam. Wait for the thirty-second cooldown and click `Send a new code`. If the attempt is exhausted, click `Back to log in` and start the sign-in again. - **The code is rejected.** Either it expired after ten minutes or it was mistyped. Use the code from the most recent email. - **You are locked out of the mailbox itself.** The code cannot be sent anywhere else. Contact Spiich, or see [Login problems](/help/troubleshooting/login-problems). ## Frequently asked questions ### Does Spiich support an authenticator app or SMS codes? Not today. The second factor is a six-digit code emailed to the address you sign in with. There are no TOTP authenticator apps, no SMS codes and no downloadable recovery codes, so keep access to that mailbox. ### If my admin requires two-factor, does that apply to Google sign-in too? No. The workspace policy applies to password sign-in. People signing in with Google are never asked for a Spiich code, because the code would go to the mailbox Google already verified. Enforce a second factor on those accounts through your Google Workspace policy instead. ### What happens if I turn the workspace requirement back off? Members who had turned two-factor on for themselves keep it. Only the requirement goes away, so people who never opted in stop being challenged and everyone else carries on unchanged. ### Can I be locked out permanently by wrong codes? No. Five wrong codes ends that particular sign-in attempt, not your account. Click `Back to log in` and start again. An account is limited to five code-requiring sign-in attempts per hour, so a burst of failed attempts means waiting rather than losing the account. ## Related - [You cannot sign in](https://spiich.ai/help/troubleshooting/login-problems) - [Manage teammates and roles](https://spiich.ai/help/workspace/manage-your-team) - [Your profile and preferences](https://spiich.ai/help/workspace/your-profile-and-preferences) - [Trust and security](https://spiich.ai/trust) --- # Credits and usage > Credits are the unit Spiich meters work in. Members see the balance on the Settings Overview, admins see spend and history on Billing, and enrichment can run on your own provider key instead. - Source: https://spiich.ai/help/workspace/credits-and-usage - Section: Workspace and account - Who can do this: Everyone - Last updated: 2026-08-24 Spiich meters the work its agents do in credits. Every workspace has one credit balance, and each thing the assistant does on your behalf draws from it. Credits are what stop an agent quietly running up unbounded work, and they are the number to check first when something says it cannot continue. This guide covers what spends credits, where each role sees the balance, and how to read the usage history. For what a plan costs, or what a credit is worth, talk to us at [contact](/contact). Pricing is not published here. ## What spends credits - Contact enrichment: finding an email address, a phone number or a LinkedIn profile. - Meeting briefings, and the post-meeting CRM update plus follow-up email draft. - Background agent runs, including leads an agent finds and saves and the scoring it does on them. - AI and prompt columns in tables, charged per generated cell. See [AI and prompt columns](/help/your-data/ai-and-prompt-columns). - Research the assistant does for you on the open web. Reading records, browsing tables, opening a thread and changing settings do not spend credits. Neither does an attempt that was refused: a background agent run rejected for hitting its daily limit is logged for the audit trail but costs nothing. At the bottom of [`Settings > Billing`](https://app.spiich.ai/settings/billing) there is a `Credit Costs` table listing what common actions consume. The exact rows differ between workspaces, so read your own rather than someone else's. ## Where you see your balance | Where | Who sees it | What it shows | | --- | --- | --- | | `Settings` Overview, the Credits card | Everyone | Credits available and credits used this month | | `Settings > Billing`, Credit usage | Admins | Available now, used this month, and daily spend month to date | | Background Agents page, Usage History | Everyone | Every credit-consuming attempt, itemized | | Background Agents page, Analytics | Everyone | Used, remaining, runs, daily spend and spend by agent | The month boundary follows your own timezone, so two people in different offices can see the month turn over at different moments. > **Admin only:** Billing is admin-only, and it is hidden entirely for workspaces on a custom contract. Those workspaces see a Custom Contract notice instead and route billing questions to their Spiich contact. ## Read the usage history Open the [Background Agents](https://app.spiich.ai/background-agents) page and scroll past the agent table to the usage section. It appears once the workspace has adopted at least one agent. `Usage History` is an itemized table with `Type`, `Agent`, `Record`, `Charged to`, `Cost` and `Date`. Expand a row for the breakdown behind a single run. Failed attempts are listed too, labelled `Daily limit exceeded` or `Out of credits`, so a gap in your results always has a visible reason. For a run started by hand, the row names both the person who pressed Run and, where they differ, the member the agent acted as. `Analytics` adds Used, Remaining and Runs tiles, a daily spend bar chart and a spend-by-agent breakdown over a 7, 30 or 90 day window. Anything past the top eight agents is folded into a single `Other` row. > **Note:** Rows labelled `Contract Monthly Refill` appear in the history but are excluded from usage totals, so adding up the charges yourself will not reconcile against the headline number. ## Get warned before you run out Below the usage section, admins can turn on `Low credit warning`. Switch it on and drag the `Warn below` slider to a percentage of the monthly credit allowance; the line underneath tells you the exact number of credits that percentage works out to. It saves itself. When the balance drops below that point, Spiich emails the workspace admins. Non-admins see the current setting as read-only text. The warning needs a monthly credit allowance to measure against, and says so plainly when the workspace does not have one yet. ## Bring your own enrichment provider Enrichment does not have to spend Spiich credits. Under [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) there is an Enrichment providers section where an admin can add an API key for Lusha, Wiza, Apollo, FullEnrich or [Lemlist](/help/connect-your-tools/connect-lemlist). While a key is connected, enrichments run on that provider's credits instead. Each provider card opens a two-step dialog: `Find Key`, with the exact steps for that provider's own dashboard, then `Connect`, where you paste the key. Spiich validates the key against the provider before saving, so a wrong key is rejected there rather than at your next enrichment. A key on its own is not enough. The team also has to select that provider in [Teams](/help/workspace/teams), otherwise enrichment keeps running the default way. Members without admin rights see a note asking them to contact their admin. ## Limits - Credits belong to the workspace, not to a person. Team budgets and personal caps are how you divide them up. - Team budgets and personal caps both apply to every action and the stricter one wins. Budgets reset on the 1st of the month, UTC. - The daily chat allowance is separate from credits. It covers the Balanced and Expert thinking tiers only; Fast has no daily limit, which is why requests continue on Fast when a share runs out. - The Credit Costs table differs between workspaces, so a figure quoted from another workspace may not apply to yours. ## If something goes wrong - **"You don't have enough credits to process notes."** Either the workspace balance is exhausted or the acting person's team budget or personal cap is reached. An admin checks `Settings > Billing`, then raises the cap in `Settings > Team Management`. - **Usage History shows "Out of credits" and agents stopped.** The workspace ran out. Background agents are paused and admins are emailed. Top up, then re-activate the paused agents and turn on the low credit warning. - **A prompt column cell reads `Paused` instead of a value.** The workspace hit its credit limit, so generation stopped. A blank cell would have read as "no answer", so Spiich says Paused instead. Reload once credits are available. - **The Billing entry is missing from Settings.** It is admin-only, and hidden entirely on a custom contract. Ask an admin, or contact Spiich for a contract workspace. ## Frequently asked questions ### What does a credit cost? Pricing is not published in the help centre. Your own rates are visible to admins in the `Credit Costs` table at the bottom of `Settings > Billing`. For plans, allowances or anything commercial, get in touch through [contact](/contact). ### Do credits roll over from month to month? Team credit budgets and personal caps reset on the 1st of the month, UTC, and the daily chat allowance resets daily. How the workspace balance itself behaves depends on your plan, so check `Settings > Billing` or ask us at [contact](/contact). ### Can a member see what the workspace is spending? Partly. Every member sees the balance and the credits used this month on the Settings Overview Credits card, and the Usage History and Analytics on the Background Agents page. Only admins see the Billing page with daily spend and the subscription itself. ### Does using my own enrichment key stop all credit spend? No, only enrichment. While your provider key is connected and the team has selected that provider, enrichments are billed by that provider instead. Everything else, such as briefings, agent runs and generated table cells, still draws on Spiich credits. ## Related - [Teams](https://spiich.ai/help/workspace/teams) - [Manage teammates and roles](https://spiich.ai/help/workspace/manage-your-team) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [Insights and goals](https://spiich.ai/help/workspace/insights-and-goals) - [Talk to us about pricing](https://spiich.ai/contact) --- # Insights and goals > Insights shows what you use Spiich for and what it completes for you, with goals, streaks and achievement paths. Admins get a Team tab and can turn CRM counts into shared targets. - Source: https://spiich.ai/help/workspace/insights-and-goals - Section: Workspace and account - Who can do this: Everyone - Last updated: 2026-08-24 Insights is your own report on Spiich: what you use it for, what it finished for you, and the milestones you have reached. Open it at [`Settings > Insights`](https://app.spiich.ai/settings/insights), or from the Insights card on the Settings Overview. The page has three tabs. `Overview` and `Achievements` are there for everyone; `Team` appears only for workspace admins. The active tab is kept in the address bar, so any view can be bookmarked. ## What the Overview tab shows you A period selector switches between `This week`, `This month` and `All time`, defaulting to this month. The Productivity gains card has its own independent period control. - **Estimated time saved.** One headline figure for the period. Expand `How it is calculated` for the full table: each action, the assumption behind it, how many were counted, the per-unit estimate and the resulting time. Related counters are combined, so a recording, its transcript and its summary count as one processed meeting. - **Value realized.** A score out of 100 percent, made of Features used at 60 percent, Work completed at 30 percent and Active use at 10 percent. `Next best action` names the one incomplete action that would raise it most. - **Product usage tiles.** Background agents, chat messages, meeting time recorded and briefs generated. A tile with no activity greys out and reads `Not in use`, which distinguishes a feature you have never used from a genuine zero. Beneath them, Connected surfaces shows whether the Chrome extension, the mobile app and the Spiich Recorder are actually being used, based on detected use rather than installation. - **Productivity gains.** Meetings processed, emails drafted, CRM records created, CRM records updated and tasks completed by Spiich. - **Your activity.** A weekday grid shaded by how much happened each day, with your current streak and your longest ever. Hover a square for that day's breakdown. > **Note:** Streaks count weekdays only. Weekends are never drawn on the grid and never break a streak, so a quiet Saturday costs you nothing. ## Set a goal 1. **Open the Goals panel** Go to `Settings > Insights` and stay on the Overview tab. The Goals panel sits near the top. 2. **Add one** Click `Add goal` and pick a metric under `Goal`, such as meeting hours recorded, emails drafted by Spiich, or CRM records updated. 3. **Choose who it applies to** Leave `Who` on `Only me` for a personal goal. Admins also get `Everyone individually`, where each person has to hit the target themselves, and `Everyone combined`, where the team shares one total. 4. **Set the target and cadence** Enter a number in `Target`, then pick `Every week`, `Every month` or `All time` under `Repeats`. An all-time goal also needs a `Start date`. 5. **Create it** Click `Create goal`. It appears as a card with a progress ring. Reopen it with the pencil icon to change the target, or delete it from inside that dialog. Only the owner can edit a personal goal, and only an admin can edit one that applies to the workspace, so a missing pencil icon means it is not yours to change. ## Achievements The Achievements tab holds six paths of five levels each, filled by all-time totals rather than the selected period: Scribe for meetings transcribed, Ghostwriter for follow-up emails drafted, Dispatch for messages sent, Autopilot for background runs, Prospector for CRM records created and Spotless for CRM updates. A summary card shows levels unlocked and paths complete. Crossing a Dispatch level while chatting pops an `Achievement unlocked` toast. Levels crossed by background work never toast, so check the tab rather than waiting for a notification. ## The Team tab > **Admin only:** The Team tab is admin-only. Members do not see it, and typing the URL falls back to Overview. The Team tab reports how the workspace used Spiich in the selected period: active members out of the total, agent runs completed, total recorder time, and a ranked list of members. Switch the ranking between average team value and nine activity measures. Each row shows the person's job title or email, when they were last active, and a badge for what they mainly use Spiich for. Below that, `CRM goal sources` lets an admin define counts straight out of the connected CRM. Click `Add CRM count`, name it something like Deals won, then pick the CRM object, the field and the value it must equal. Add a `Date field` if the count should follow the selected period; without one it is permanently an all-time count and cannot carry weekly or monthly goals. Turn on `Show count in Overview goals` and it appears as a card in every member's Goals. Only a published count can be given a team target, from the target icon on its card, and each count supports one team goal. ## What the numbers do not tell you - **Some counters start from the day tracking was switched on.** CRM records created and updated, leads saved by agents, My Day use and table use are not backfilled. The interface says so on the Productivity gains card and under the Team ranking, so a low number early on is not low activity. - **Estimates are recalculated, not stored.** Estimated time saved and Value realized are computed live from the current model, so a finished period can change when the model does. The version is named in the calculation breakdown. - **Setup does not count.** Opening pages, starting threads, changing agent configuration and creating goals do not raise the Value score or a streak. Only completed work does. - **Days are filed in your own timezone,** taken from your profile, and figures are cached for up to five minutes in an open tab. Something you just did may need a reload. ## If something goes wrong - **The current streak reads 0 despite working today.** Only ten kinds of action count, such as a chat message sent, a recording saved, an agent run completed or a CRM record created or updated. Do one of those, then reload. - **"Insights could not be loaded."** Click `Try again`. Your recorded activity is unaffected; only the request failed. - **The Team tab is missing.** It is admin-only. Ask an admin to look, or to promote you in [`Settings > User Management`](https://app.spiich.ai/settings/user-management). - **A CRM count shows a number that does not match the CRM.** It uses one field-equals-value filter, plus the date field if you set one, bounded by the period at the top of the tab. Open it with the pencil icon and check all three. ## Frequently asked questions ### Can other people see my Insights? The Overview and Achievements tabs are your own activity and nobody else opens them for you. Workspace admins do see the Team tab, which ranks members on activity measures such as active days, agent runs, emails drafted and CRM work, along with when each person was last active. ### Why did a finished period change its time saved figure? Estimated time saved is calculated live from the current rate model rather than stored, so every period is recalculated when the model is updated. Expand `How it is calculated` and check the rate model version shown in the breakdown. ### Can a member create a goal for the whole team? No. `Everyone individually` and `Everyone combined` only appear in the `Who` dropdown for admins; a member only sees `Only me`. Ask an admin to create the team goal from `Settings > Insights > Overview > Goals`. ### Why does the Chrome extension say "Not in use" when I installed it? Connected surfaces reflect detected usage, not installation. Sign in and use the extension, the mobile app or the Spiich Recorder once, then reload Insights and the tile flips to `In use`. ## Related - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [Manage teammates and roles](https://spiich.ai/help/workspace/manage-your-team) - [Your profile and preferences](https://spiich.ai/help/workspace/your-profile-and-preferences) - [My Day](https://spiich.ai/help/meetings/my-day) - [How Spiich works](https://spiich.ai/articles/how-spiich-works) --- # Your profile and preferences > Settings > User Settings holds your password, two-factor, professional background, timezone, meeting briefing instructions and preferred CRM pipeline. Your name and email are read-only. - Source: https://spiich.ai/help/workspace/your-profile-and-preferences - Section: Workspace and account - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 [`Settings > User Settings`](https://app.spiich.ai/settings/user) is your own page. Nothing on it affects anyone else in the workspace, and every member has it regardless of role. Most fields save when you click away, with a `Changes saved` confirmation. ## Personal information `Email`, `First name`, `Last name` and `Organization` are shown here as read-only facts that come from your account. Anything not filled in reads `Not set`. These details come from your account record and are not editable anywhere in the app. If a name or address is wrong, contact Spiich. ## Change your password 1. **Open the Password section** Go to `Settings > User Settings` and scroll to `Password`. 2. **Type the new password twice** Fill in `New Password` and `Confirm New Password`. There is no current-password field. The password must be 10 to 128 characters and contain at least one uppercase and one lowercase letter. 3. **Save** Click `Update Password`. You should see `Password updated`. If the two boxes differ you get `Passwords do not match` and nothing is saved. If you cannot sign in at all, use the forgot-password link on the login screen instead, which emails a reset link. Two-factor lives just below the password section and has its own guide: [Two-factor authentication](/help/workspace/two-factor-authentication). ## Your professional background `Professional background` is a free-text field describing your experience and expertise. Spiich uses it as context in meetings and interactions, and colleagues can see it. It saves automatically when you click out of the field. > **Tip:** If the field is empty, a `Let Spiich fill this` action appears beside it. Spiich researches from your connected context and streams back an editable draft. Nothing is saved until you press `Use this`, and you can type an instruction into `Ask Spiich to adjust this` to have it rewritten first. ## Meeting briefings and timezone The `Meeting briefings` section only appears once Google Workspace or Microsoft 365 is connected to your account. If you cannot find it, connect your mailbox first in [`Settings > Integrations`](https://app.spiich.ai/settings/integrations). - `Send Meeting Briefings` turns the daily automated briefings on or off. - `Timezone` sets the zone briefings are scheduled against, chosen from a fixed list of cities rather than typed. It is also the timezone your Insights activity is filed against, so it is worth getting right. - `Briefing Instructions` is where you describe how you want each briefing prepared. A legend explains the template syntax, and `Reset to Default` puts the standard template back. > **Note:** If your briefings go unopened for ten days, Spiich pauses them rather than keep generating something nobody reads. The toggle explains why. Turn it back on and they resume. ## Preferred CRM pipeline A `Pipedrive preferences` section appears when Pipedrive is connected, and a `HubSpot preferences` section when HubSpot is connected. Each has one setting, `Preferred Pipeline`, which decides the pipeline new deals are created in. The choices come from your CRM's own pipeline list and archived pipelines are hidden. Pick the pipeline you actually work in. Deals Spiich creates from a meeting, a chat instruction or an agent all land there. ## Speech recognition language The language used for voice transcription lives one page over, at [`Settings > Agent Customization`](https://app.spiich.ai/settings/agent-customization), under `User information`. Set `Speech Recognition Language` to the language you actually speak in recordings, chosen from a fixed list of eighteen. The same panel holds three more personal fields the assistant reads: `Job Title`, `Responsibilities` and `Communication Preferences`, which is how you want Spiich to talk to you rather than how it should write your emails. Organization-level fields on the same page are visible to everyone but only admins can edit them. ## Limits - Email, first name, last name and organization cannot be edited from User Settings. - Timezone is a fixed list of cities, not free text. - Speech Recognition Language offers eighteen fixed options. - The meeting briefings section is hidden entirely until Google or Microsoft is connected. - There is no self-serve account deletion. An admin suspends the account instead, which also signs out every paired device. - Spiich has no personal API keys or developer tokens for the Spiich API itself. The third-party keys entered in Settings are the enrichment provider keys, which are admin-only, plus a Fireflies API key and any MCP bearer token, which any member can add. ## If something goes wrong - **The Meeting briefings section is not on the page.** Connect Google Workspace or Microsoft 365 in `Settings > Integrations`, then reopen User Settings. - **Briefings stopped arriving and the switch is off.** They paused themselves after ten days unopened. Switch `Send Meeting Briefings` back on. - **The Preferred Pipeline dropdown is empty or disabled.** No pipeline came back from the CRM, or the only ones there are archived. Check the connection in `Settings > Integrations` and that at least one active pipeline exists, then reload. - **`Let Spiich fill this` is not offered next to a field.** The action only shows for fields Spiich considers unfilled, and each field has its own threshold. Clear the field, or just edit it directly. - **Organization fields in Agent Customization are greyed out.** Those are admin-editable only. Ask an admin to change them. ## Frequently asked questions ### How do I change the name shown on my Spiich profile? Not from User Settings. Email, first name, last name and organization are read-only there because they come from your account record, and there is no admin control that edits them either. Contact Spiich to have an account record corrected. ### Does the timezone setting only affect briefings? No. It also decides which local day your activity is filed against in Insights, and it drives the month boundary on the Credits card. Changing it changes which day new activity lands on, so set it to where you actually work. ### What is the difference between Communication Preferences and email writing style? Communication Preferences is how Spiich should talk to you: tone, level of detail, directness. Your email writing style is a separate personal skill under [`Settings > Skills`](https://app.spiich.ai/settings/skills), drafted from your genuine sent emails and used when Spiich writes on your behalf. ### Can I delete my Spiich account myself? No. There is no self-serve account or workspace deletion in the product. Ask a workspace admin to suspend you from [`Settings > User Management`](https://app.spiich.ai/settings/user-management), which removes your access and signs out your paired devices. For anything beyond that, contact Spiich. ## Related - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [Two-factor authentication](https://spiich.ai/help/workspace/two-factor-authentication) - [Teach Spiich how you work](https://spiich.ai/help/chat-and-voice/teach-spiich-how-you-work) - [Update your CRM by voice](https://spiich.ai/help/chat-and-voice/voice-updates) - [Privacy](https://spiich.ai/privacy) --- # Section: Troubleshooting Fixes for the things that most commonly go wrong, and how to reach a human. ## Common setup questions ### What should I check first when something is missing? Start with the integration card in Settings and the exact message shown in Spiich. Then use the guide for the missing CRM data, meeting, email or agent run so you can check the relevant setup in order. ### How do I reach Spiich support? Email [hello@spiich.ai](mailto:hello@spiich.ai) or use the [contact form](/contact). Include the message you see, what you expected to happen and the setup you were using so the team can help quickly. --- # You cannot sign in > Most Spiich sign-in failures come from a personal email domain at signup, an unaccepted invitation, an expired two-factor code, or a workspace with no active subscription. Here is how to tell which. - Source: https://spiich.ai/help/troubleshooting/login-problems - Section: Troubleshooting - Who can do this: Everyone - Time: 3 minutes - Last updated: 2026-08-24 There are three ways into Spiich: a work email and password, `Continue with Google`, or an invitation link. Each one fails differently, and the message on screen tells you which. Find the message you are seeing, then work down that section. ## Match the message | What you see | What is happening | What to do | | --- | --- | --- | | "Please use your company email address. Personal email addresses (Gmail, Hotmail, etc.) are not allowed." | Spiich blocks known personal email domains when a new workspace is created. | Sign up with your work address. If your company genuinely runs on one of those domains, ask Spiich to set the workspace up for you. | | "User already exists in another workspace. Please contact your administrator to invite you." | That address already belongs to a different Spiich workspace, so it cannot create a second one. | Ask an admin of the workspace you belong in to invite you from [`Settings > User Management`](https://app.spiich.ai/settings/user-management), then accept the emailed invitation. | | "Invalid Invitation. This invitation link is invalid or has expired." | The link is missing its token, has already been used, or an admin revoked the invitation. | Ask an admin to open `Settings > User Management`, find your `Pending invite` row and click `Resend invitation`. | | "Use the Google account that matches the invited email address." | The Google account signed in to the browser is not the address the invitation went to. | Sign out of Google or open a separate browser profile, then click `Continue with Google` again. You can also set a password on the same screen instead. | | "We could not log you in. Please wait a moment and try again." | The login request failed in passing. | Wait a few seconds and click `Try again`. If it repeats, reset your password. | Nobody self-serves into an existing workspace. Signing up always creates a new one, so a teammate who needs access has to be invited. See [Invite your team](/help/getting-started/invite-your-team). ## Password rules and resets A Spiich password is 10 to 128 characters and needs at least one uppercase and one lowercase letter. The same rule applies at signup, on the invitation page, and when you change it later. - Forgot it: on the login screen click `Forgot password?`, enter your email, and follow the link in the "Reset your password" email. - Change it: [`Settings > User Settings > Password`](https://app.spiich.ai/settings/user). There is no current-password field. You type the new one twice and click `Update Password`. - "Passwords do not match" only means the two boxes differ. Retype both. ## The two-factor code When two-factor authentication is on, Spiich emails you a six-digit code after your password and holds the session until you enter it. - Codes expire after 10 minutes. - Only the newest code works. If you asked for a replacement, the code in the older email is dead. - `Send a new code` has a 30-second cooldown. The button reads `Send a new code in 30s` until it is ready. - If no code arrives, check your spam folder, confirm you are watching the mailbox that matches your Spiich address, wait out the cooldown, then click `Send a new code`. - To abandon the attempt entirely, click `Back to log in`. Signing in with Google is never asked for a code. The code would be delivered to the same mailbox Google has already verified, so it would add a step without adding a factor. > **Note:** If an admin has turned on "Require for all members" at `Settings > User Management > Two-factor authentication`, your personal switch stays on and locked. Only an admin can relax the policy. Read more in [Two-factor authentication](/help/workspace/two-factor-authentication). ## You are signed in but every page bounces you elsewhere | Where you keep landing | Why | What to do | | --- | --- | --- | | `/onboarding` | First-run setup has not finished. Spiich blocks the rest of the app until the wizard completes. | Work through the wizard and let the closing animation play out. The account is only marked as onboarded once that screen finishes. See [First-run setup](/help/getting-started/first-run-setup). | | The payment screen or [`Settings > Billing`](https://app.spiich.ai/settings/billing) | The workspace has no active subscription: either the payment step was never completed, or the trial ended. | Finish the payment step, or ask the admin who created the workspace to sort billing. Only signup and billing pages are reachable until it is resolved. | | Chat, with no wizard at all | Onboarding is desktop only and is skipped automatically when the browser window is narrower than 768 pixels. | Open Spiich on a laptop or widen the window, then reload. | ## Still stuck Email hello@spiich.ai with the exact message on screen, the address you are trying to sign in with, and whether you are using a password, Google, or an invitation link. Those three details are usually enough to resolve it in one reply. You can also reach us through the [contact form](/contact). ## Frequently asked questions ### Is there a "Sign in with Microsoft" button? No. Spiich signs you in with an email and password or with Google. Microsoft 365 is connected afterwards, from `Settings > Integrations`, from onboarding, or from My Day. Connecting Microsoft does not change how you log in. ### Can I sign up to join a workspace my colleagues already use? No. Signing up always creates a new workspace, and Spiich refuses if your address already belongs to one. An admin has to invite you from `Settings > User Management`. You then set a password on the invitation page or continue with the matching Google account. ### Can I delete my own Spiich account? Not from the app. There is no self-serve account or workspace deletion. Ask a workspace admin to suspend you in `Settings > User Management`, which removes your access and signs out any devices you had paired. For anything beyond that, email hello@spiich.ai. ### Why is my colleague never asked for a two-factor code? They sign in with Google. The workspace policy and the personal switch both apply to password logins only, because an emailed code would land in the mailbox Google has already verified. ## Related - [Create your workspace](https://spiich.ai/help/getting-started/create-your-spiich-workspace) - [The first-run setup wizard](https://spiich.ai/help/getting-started/first-run-setup) - [Invite your team](https://spiich.ai/help/getting-started/invite-your-team) - [Two-factor authentication](https://spiich.ai/help/workspace/two-factor-authentication) - [Talk to Spiich](https://spiich.ai/contact) --- # Your CRM data looks wrong > A record that looks missing in Spiich is usually the first import still running, a change waiting on the five-minute poll, or an object the agent has no access to. Check them in that order. - Source: https://spiich.ai/help/troubleshooting/crm-sync-problems - Section: Troubleshooting - Time: 5 minutes - Last updated: 2026-08-24 Spiich keeps one CRM per workspace in two-way sync. When something looks wrong, it is almost always one of four things: the first import has not finished, the change has not arrived yet, the connection needs reauthorizing, or the object or field is switched off for the agent. Work through them in that order. ## Is the first import still running? If Chat shows a "Setting Up Your Workspace" progress screen and will not let you send a message, the first CRM import has not reached 100 percent. Large CRMs take longer. Leave it running: the screen clears itself when the import finishes, and the workspace admin gets a welcome email. The same screen offers an onboarding call while you wait. Two related symptoms come from the same cause. [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types) showing "Connect a CRM from Integrations to start syncing object types." means no CRM is connected yet, or no object types have landed. An expanded object showing "No attributes have synced for this object type yet." means that object's fields are still being imported. Wait a few minutes and reload. ## A change you made in the CRM has not appeared Different changes travel by different routes. | What changed | How it reaches Spiich | Worst case | | --- | --- | --- | | An Attio or Pipedrive record, note, task or list | Webhook, pushed as it happens | Seconds | | A HubSpot contact, company or deal | Webhook, pushed as it happens | Seconds | | A HubSpot task, note, lead or ticket | The five-minute polling cycle | Five minutes | | A new, renamed or retyped field, an Attio list or list field, or workspace members | The hourly schema refresh | One hour | > **Note:** There is no "Sync now" or "Resync" button anywhere in Spiich. Syncing is driven by webhooks, the five-minute poll and the hourly refresh, so the fix for a change that has not arrived is almost always to wait for the next cycle. This is also why a list or list field you created in Attio moments ago is not selectable yet when you ask the assistant to add someone to it. Try again after the next hourly refresh. ## The "Reconnect to your CRM" banner A banner above Chat reading "To use the latest spiich features, you need to reauthenticate" means Spiich now needs a permission the existing connection does not hold. It cannot grant that to itself. > **Admin only:** Only workspace admins see the banner and only an admin can click `Reauthenticate` and approve the CRM consent screen. If you are a member, ask an admin. Reauthorizing a connection is admin-only by design. If reauthorizing drops you back on [`Settings > Integrations`](https://app.spiich.ai/settings/integrations) with "Attio workspace mismatch. Please try again." or "Hubspot workspace mismatch. Please try again.", you signed in to a different CRM workspace than the one Spiich is connected to. Spiich checks the Attio workspace slug, the HubSpot portal ID and the Pipedrive API domain before it accepts new tokens. Sign out of the CRM, sign back in to the workspace or portal that is already connected, then click `Reauthenticate` again. ## The agent cannot see or change a field Every object and field the agent may read or write is controlled at `Settings > Object Types`. If Spiich says it cannot find a field, or quietly leaves one alone, check the switches there. When a `Writable` switch refuses to turn on, the tooltip names the reason: - "This object isn't writable" means the parent object row above it is not writable. Turn that on first. - "Turn on visibility first" means the field's `Visible` switch is off. - "· Read-only in CRM" means the field can never be written from Spiich. The CRM would reject the write, so it has to be changed in the CRM itself. An object row carrying a red `Sync failed` badge is telling you the last attempt to read that object's schema or records failed. Hover the badge: it shows the reason the CRM returned. Most are a missing CRM permission, which an admin fixes by reauthorizing, or an object that does not exist on your CRM plan. More detail in [Control what Spiich can read and write](/help/connect-your-tools/control-crm-access). ## A save came back as a CRM error A message starting "Hubspot error:", "Attio error:" or "Pipedrive error:" means the CRM rejected the write, usually because a required field is missing or a value is invalid. Spiich rolls its own change back so the two systems never disagree, which is why the record appears to vanish again. Read what the CRM asked for, fill it in, and save again. Creating a HubSpot ticket always needs a ticket status, and Spiich refuses that write up front rather than letting HubSpot reject it. If the assistant says an object "is not enabled for this customer" when asked to create a lead or a ticket, that HubSpot object has not been connected for the workspace or has been switched off. An admin turns it on at `Settings > Object Types`. Non-admins get "Connecting a HubSpot object requires an admin." ## Records that were never imported at all - Attio custom objects arrive switched off. Turn the ones you want on individually under `Settings > Object Types > Custom objects`. - Attio's own Users and Workspaces objects are never imported. - HubSpot Leads and Tickets only exist where the portal has those products. Where an object is missing, Spiich skips it rather than failing the whole sync. - Emails synced in from Attio are visible only to the people who were on the message. ## Still stuck Email hello@spiich.ai with the record or field, the CRM it lives in, and the exact error text. Switching a workspace from one CRM to another is also a support request, not something you can do yourself, so start there too. You can reach us through the [contact form](/contact). ## Frequently asked questions ### Can I force a full resync of my CRM? No. There is no manual resync control in the product. Changes arrive by webhook, by a five-minute polling cycle for the HubSpot objects webhooks do not cover, and by an hourly refresh of field schemas and Attio lists. If something is still wrong after an hour, email hello@spiich.ai. ### Can I disconnect my CRM and connect a different one myself? No. A connected CRM shows a greyed-out **Connected** button with no disconnect option, and Spiich supports one CRM per workspace so the second card reads **Unavailable**. Switching CRM is a support request. Email hello@spiich.ai or use the [contact form](/contact). ### Filtering a deal table by pipeline returns nothing. Why? Older saved filters stored the CRM’s internal pipeline ID, while synced deals store the readable pipeline title. Re-pick the pipeline by name in the filter. Opening and saving an older insight metric also upgrades its stored value automatically. ### Does turning a field off delete anything? No. The `Visible` and `Writable` switches only control what the agent may read and change. Nothing already synced is removed, and nothing in your CRM is touched. ## Related - [Connect your CRM](https://spiich.ai/help/connect-your-tools/connect-your-crm) - [Control what Spiich can see and change](https://spiich.ai/help/connect-your-tools/control-crm-access) - [How Spiich and your CRM stay in sync](https://spiich.ai/help/your-data/crm-sync-rules) - [Tables and views](https://spiich.ai/help/your-data/tables-and-views) - [Spiich integrations](https://spiich.ai/integrations) - [Talk to Spiich](https://spiich.ai/contact) --- # A meeting did not record > The state on the meeting row tells you whether capture failed or processing failed. Check the recorder license, the pairing and the three macOS permissions before you re-record anything. - Source: https://spiich.ai/help/troubleshooting/recording-problems - Section: Troubleshooting - Who can do this: Everyone - Time: 5 minutes - Last updated: 2026-08-24 The Spiich Recorder captures audio locally on your own machine, so a missing recording is a problem on that machine, not a bot that failed to join a call. Start with the state shown on the meeting, because capture failures and processing failures look similar and are fixed differently. ## Read the state first | State | What it means | What to do | | --- | --- | --- | | "Meeting window detected" with a `Start recording` button | The recorder saw the call, but "Auto-record meetings" is off so nothing is capturing. | Click `Start recording`, or turn `Auto-record meetings` on in `Recorder > Settings > RECORDING`. | | "Recording in progress" | Capture is running. | Nothing. Use Pause and Resume as needed, then `Stop and save`. | | "Recording needs attention" with `Retry recording` | Capture never started properly. | Click `Retry recording`. | | `Processing` pill, or "Processing recording" | Capture finished. Spiich is building the transcript and summary. | Wait a few minutes and reload. | | "Transcribing recording" | The transcript is still being produced. | Wait. The Summary and Transcript tabs fill in on their own. | | `Failed` pill, or "Recording processing failed" | Audio was captured but transcription or processing did not complete. | Open the meeting and use `Retry recording` where it is offered. If the recording already finished, Spiich has to reset it before you can try again. | | "Transcript failed" | Spiich could not finish transcription for that recording. | Same as above. Send us the meeting if the audio matters. | | "Recording available" | Everything worked. | If you still cannot play it, jump to the playback section below. | ## Nothing was captured at all 1. **Check you have a Meeting Recorder license** If [`Settings > Meeting Agent`](https://app.spiich.ai/settings/notetaker) shows "Meeting recorder license required" instead of a pairing code, no license is assigned to you. An admin grants one from [`Settings > User Management`](https://app.spiich.ai/settings/user-management). An admin on a self-serve plan can click `Grant myself a license`. Workspaces on a contract go through their account manager. 2. **Check the device is still paired** Open `Settings > Meeting Agent > Connected devices`. If your computer is not listed, it was revoked or signed out and has to be paired again. 3. **Check the three macOS permissions** In the recorder, open the Access screen and confirm Accessibility, Microphone and System Audio all read `Granted`. Windows needs none of these and skips the screen entirely. 4. **Check auto-record** With "Auto-record meetings" off, detection still happens but capture waits for a click. Turn it on in `Recorder > Settings > RECORDING`, or start each call by hand from the meeting detail or the floating `Record` pill. ## Permissions granted to the wrong copy of the app If a permission still does not read `Granted` after you click Enable, it may have been granted to a different installed copy of the recorder rather than the one you are running now. Grant it again from the Access screen on the copy you actually use, then click `Relaunch`. Click `Enable` or `Settings` on the row that is missing, approve it in macOS, and then click `Relaunch` when the banner "Relaunch required for new grants to take effect." appears. A permission that was previously denied will not take effect until the recorder restarts. Full walkthrough in [Recorder permissions](/help/meetings/recorder-permissions). ## The recorder captured silence Silence, or a call the recorder never noticed, comes from the same three permissions. Accessibility is what detects the meeting window, Microphone captures meeting audio, and System Audio captures the meeting's system audio. If one of the three is missing or was granted to a different copy of the app, you get a file with nothing usable in it. Re-check the Access screen, relaunch, and test with a short call before relying on it. ## The pairing was lost Pairing codes are six digits and expire 10 minutes after they are generated. When a code expires it is shown struck through with dashes and the button changes to `Regenerate`. - Generate a fresh code at `Settings > Meeting Agent > Pairing code`, click it to copy, and enter it in the recorder before the countdown runs out. - Revoking a device at `Connected devices` signs that copy of the recorder out immediately. - Suspending someone in `Settings > User Management` signs out every device they had paired. ## The recording exists but you cannot play or download it If the summary and transcript are there but there is no player and no download button anywhere, including in the desktop app, an admin has turned off "Show recordings in meetings" at `Settings > Meeting Agent > Recording playback`. Nothing was deleted and transcripts and summaries are never affected. An admin can switch it back on. Downloads are also limited to participants of that meeting. If you were not on the call, ask someone who was. ## Before you delete or re-record anything > **Careful:** You cannot re-record a call that has already ended. Check the state on the meeting, confirm you are a participant, check whether an admin has turned recording playback off, and open the Transcript tab, before you assume the audio is gone. A meeting can carry more than one recording, and chips let you switch between sources. If the state says processing failed on a finished recording, email hello@spiich.ai rather than deleting the meeting. ## Still stuck Email hello@spiich.ai with the meeting, the state shown on the row, your operating system, and whether the Access screen reports all three permissions as granted. We can reset a recording that is stuck in a failed state. You can also use the [contact form](/contact). ## Frequently asked questions ### Does a bot join my meeting? No. The Spiich Recorder captures audio locally on your own computer, so other participants never see an extra attendee. That also means anyone who needs an explicit in-meeting recording notice has to announce it themselves. ### A speaker is labelled wrongly all the way through the transcript. Open the meeting in the desktop recorder, go to the Transcript tab and use **Rename speaker**. The correction applies to every turn for that speaker in the recording at once. ### Windows blocked the recorder installer. Is that expected? Yes. The Windows build is unsigned, so SmartScreen warns on first launch. Click **More info**, then **Run anyway**. Later automatic updates install without the warning. Windows needs none of the macOS permissions. ### Why is "Process Meeting" greyed out? Either the note is empty, or a run is already in progress. Type something into the note, or wait for the processing modal or the background indicator to finish. If it reports that the workspace does not have enough credits, top up under `Settings > Billing` and run it again. ## Related - [Install the Spiich Recorder](https://spiich.ai/help/meetings/install-the-meeting-recorder) - [Recorder permissions and capture](https://spiich.ai/help/meetings/recorder-permissions) - [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work) - [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates) - [Meetings in Spiich](https://spiich.ai/product/meeting) - [Talk to Spiich](https://spiich.ai/contact) --- # Meetings or emails are missing > Spiich reads only your primary calendar and skips all-day and solo events, so a missing meeting is usually a visibility rule rather than a fault. Briefings also pause themselves after ten days of unopened digests. - Source: https://spiich.ai/help/troubleshooting/email-calendar-problems - Section: Troubleshooting - Who can do this: Everyone - Time: 4 minutes - Last updated: 2026-08-24 Email and calendar connections in Spiich are per person, not per workspace, so everything here is something you can check on your own account. Most "missing" meetings are meetings Spiich never imports on purpose. Read the rules first, then the connection checks. ## A meeting is missing from My Day Spiich never imports these, and they never get a briefing: - All-day events. - Events with one attendee or fewer. Focus blocks, reminders and out-of-office entries fall into this category. - Zero-length entries, unless a recording is attached to them. - Anything on a secondary calendar, a shared calendar, or a calendar you subscribe to. Only your primary calendar is read. If the event has at least one other attendee and a real start and end time, the next thing to check is timing. Google calendars push changes as they happen. Microsoft 365 calendars refresh on the hourly sync, so an event added minutes ago is not there yet. My Day also shows only meetings you are an attendee of, and loads at most 100 meetings per day. A cancelled meeting still showing in Spiich is the same story in reverse. Google cancellations arrive with the next push-triggered sync; other removals are cleaned up on the nightly pass. If it survives past the following day, disconnect and reconnect the provider. ## My Day asks you to connect a calendar The screen "Connect your calendar to use My Day" means neither Google Workspace nor Microsoft 365 is connected on your user. Click `Connect Google Workspace` or `Connect Microsoft 365` on that screen and you are returned to My Day when the consent flow finishes. ## The wrong account is connected Spiich supports one email and calendar provider per person. If the `Connect` button on the card you want reads "Unavailable", or you get "Cannot Connect", the other provider is still connected. Open the three-dot menu on the connected provider's card at [`Settings > Integrations`](https://app.spiich.ai/settings/integrations), choose `Disconnect`, confirm, then connect the one you actually want. ## A permission reads "Not granted" An amber "Not granted" next to Gmail, Calendar, Outlook Mail or Meet means that permission was unticked on the provider's consent screen, so Spiich cannot read that source. The same thing surfaces in Chat as a `Reconnect` warning on the Email search or Calendar search row instead of a toggle. Click `Reconnect` on the provider card, or click the tool row in Chat, and approve every permission the consent screen asks for. Metrics that depend on a missing source quietly return nothing rather than erroring, so this is worth checking whenever a number looks too low. ## Your connection expired An alert saying Spiich can no longer see new calendar events or email means the access token was revoked or expired, usually after a password change, an account reset, or an admin revoking app access. Click `Reconnect` in the alert, or go to `Settings > Integrations > Email and calendar` and reconnect the provider card. See [Connect Gmail and Google Calendar](/help/connect-your-tools/connect-gmail-and-google-calendar) or [Connect Outlook and Microsoft 365](/help/connect-your-tools/connect-outlook-and-microsoft-365). ## Briefings stopped arriving | Cause | How you tell | What to do | | --- | --- | --- | | Briefings paused themselves | My Day shows a "Meeting preps are paused" banner. Delivered digests went unopened for 10 days. | Click `Turn preps back on`. Today's meetings are prepared immediately and the banner reports progress. | | The switch is off | [`Settings > User Settings > Meeting briefings`](https://app.spiich.ai/settings/user) shows "Send Meeting Briefings" off. | Turn it back on there. The unsubscribe link at the bottom of the digest email does not land on this page, so go directly. | | The wrong timezone | The digest arrives at an odd hour. It is sent at 6 AM in the timezone on your profile, and defaults to Europe/Stockholm when unset. | Set your timezone at `Settings > User Settings > Meeting briefings`. | | The subscription or trial lapsed | Digests stop entirely. Briefings only go to accounts with an active subscription or live trial. | Sort billing, then check again the next morning. | A single meeting can also be skipped by design, and the card says which rule applied: everyone is on your own domain so the meeting is internal, the only external attendees use personal mail domains so there is no company to research, there are more than 50 attendees, or the meeting starts more than 24 hours away. A card that reads "Preparing briefing" and never fills in is still running or has failed; if it turns into "We couldn't generate a briefing for this meeting", two failed attempts have marked it dead and we need to reset it. More in [Meeting briefings](/help/meetings/meeting-briefings). ## Emails Spiich cannot see If the assistant answers "No email client connected", connect a provider at `Settings > Integrations`. If it cannot see emails you know are in the CRM, an admin may have turned off the agent's access to CRM-synced email at [`Settings > Object Types`](https://app.spiich.ai/settings/entity-types), or the messages came from Attio, where mail is visible only to the people who were on it. ## What Spiich will not do with your calendar Calendar and mailbox access are both read-only. Spiich cannot create, edit, move, cancel or RSVP to an event, and it cannot send mail or save drafts into your mailbox. Every follow-up is handed to your own mail client with the message pre-filled so you press Send. If you asked Spiich to move a meeting and nothing happened, make the change in Google Calendar or Outlook: it is picked up immediately on Google and within the hour on Microsoft. ## Still stuck Email hello@spiich.ai with the meeting date and title, which provider you have connected, and what the provider card at `Settings > Integrations` says. Add a screenshot of any "Not granted" row. You can also use the [contact form](/contact). ## Frequently asked questions ### Can Spiich send email from my mailbox? No. Mail access is read-only. Spiich drafts the follow-up and hands it to your mail client with recipients, subject and body pre-filled, and you press Send. Nothing is ever sent on your behalf. ### Why did my draft copy to the clipboard instead of opening my mail client? The draft was too long for a pre-filled compose link. The practical limit is roughly 2,000 characters for a desktop mail client and roughly 8,000 for Gmail or Outlook web, and encoding inflates plain text several times over. Open a new message and paste: the whole draft is already on your clipboard. ### Can I sync a shared or secondary calendar? No. Only your primary calendar is read. Secondary calendars, shared calendars and subscribed calendars are not synced, so meetings that live only on those will not appear in [My Day](/help/meetings/my-day). ### Can I connect both Google and Microsoft? Not on the same person. Spiich supports one email and calendar provider per user, and the second card shows **Unavailable** until you disconnect the first. Different people in the same workspace can use different providers. ## Related - [Connect Gmail and Google Calendar](https://spiich.ai/help/connect-your-tools/connect-gmail-and-google-calendar) - [Connect Outlook and Microsoft 365](https://spiich.ai/help/connect-your-tools/connect-outlook-and-microsoft-365) - [Meeting briefings](https://spiich.ai/help/meetings/meeting-briefings) - [My Day](https://spiich.ai/help/meetings/my-day) - [Meetings in Spiich](https://spiich.ai/product/meeting) - [Talk to Spiich](https://spiich.ai/contact) --- # A background agent did not do what you expected > An agent that did nothing is usually paused for credits, capped by its daily run limit, holding changes for review, or waiting on a trigger that never fired. The dashboard tells you which. - Source: https://spiich.ai/help/troubleshooting/agent-problems - Section: Troubleshooting - Time: 5 minutes - Last updated: 2026-08-24 Open the agent and read two things before changing anything: the status in the header of its most recent run, and the Usage History on the Background Agents page. Between them they explain almost every case. See [Monitor agent runs](/help/background-agents/monitor-agent-runs) for how to read a run in detail. ## Nothing ran at all | What you see | What is happening | What to do | | --- | --- | --- | | "No runs yet" on an agent you expected to have run | The trigger conditions have not been met, or the agent is paused. | Check the Schedule under "Agent setup", confirm the agent is active, and use the manual run to test it. | | Every agent stopped and admins got an email | The workspace ran out of credits. A run that cannot be paid for records a failed attempt and deactivates the agent so it does not keep firing. | Top up under [`Settings > Billing`](https://app.spiich.ai/settings/billing), then resume each paused agent with its play button. | | "Daily limit reached" when you click `Run agent now` | The agent's daily run limit for today, counted in UTC, is used up. | Wait for the UTC day to roll over, or open the agent and raise or clear "Daily run limit" in Configure. | | "Run not detected. The agent run did not appear." | The run was accepted but did not show in the list within 30 seconds. | Wait a moment and reload the dashboard. If it truly never starts, check the credit balance and whether the agent is paused. | | Clicking `Run agent now` asks for a record | Event-based and on-demand agents run against a single record. | Pick the record in the search dialog, or run the agent from Tables by selecting records and using the Run agent menu. | | "Could not load runs" | The run history is temporarily unavailable, typically during a deploy. It does not mean the runs are gone. | Click `Try again`, then reload. Completed runs are still recorded. | ## It ran but wrote nothing A completed run alongside "No writes waiting for review" is not a failure. It means the agent looked and found nothing it was confident enough to change. Open the Run plan and the run's activity flow to see what it actually did. Two settings commonly make an agent do less than expected: - "Maximum records per run" caps the fan-out and defaults to 50. Any remaining allowance under the daily run limit trims it further. The Records tab's "Up next" list shows exactly which records the next run will take. - "Run once per record" keeps an agent from reprocessing the same records forever. If it is off, a record stays eligible after every successful run. Turn it on in Configure and pick a cadence. The Records tab's "Already run" list shows the result. ## Changes waiting for approval An agent in proposal mode stages its CRM writes instead of applying them, so the work is done but nothing has landed in the CRM yet. Open the agent, review the proposed changes and approve them. If proposal mode is on and there is nothing there at all, either the agent has not run yet or it made no changes on the runs it did. [Agent permissions](/help/background-agents/agent-permissions) covers what each mode is allowed to do. ## Not enough credits "Not enough credits to run" or "Not enough credits to resume", with the buttons greyed out, means the remaining balance is below what the agent needs to start. Top up at `Settings > Billing` and retry. A team credit budget can produce the same result on its own: when a team's monthly cap is reached, its members are blocked until the cap is raised or the month resets. > **Admin only:** Set a "Low credit warning" at the bottom of the Background Agents page so admins are told before agents pause themselves. The setting is admin-only; members see "No warning is configured. Only administrators can change this setting." It applies once the workspace has a monthly credit plan. See [Credits and usage](/help/workspace/credits-and-usage). ## A run that will not finish A run showing "Running" for a very long time has stalled without reaching a final status. Open it and click `Stop process`, or leave it: any run still active after 12 hours is displayed as Canceled automatically. Completed steps and their evidence stay readable either way. > **Careful:** Stopping is not an undo. Cancellation halts the agent after its current action, so an action already in flight when you press `Stop process` can still finish, and anything the agent already wrote stays written. Check the run's activity flow and its "Entities modified" list to see exactly what completed. ## Reading a failed run Start at the run header: it carries the status and the failure reason. Then match it against Usage History on the Background Agents page. - An "Out of credits" row means the workspace balance ran out. Agents are paused and admins are emailed. - A "Daily limit exceeded" row means the attempt went past the agent's daily run limit. It is logged for the audit trail, no credits were charged, and the agent was not deactivated. - "No messages in this run" means the run produced no conversation, usually because it failed very early, for example on the credit check. - A tile showing a dash instead of a number, labelled "Runs unavailable" or "Usage unavailable", means the request behind it failed. Spiich refuses to print a number that would be read as zero. Reload, or use `Try again` in Recent runs. ## Two things that are not faults A scheduled agent that runs at the wrong time of day is running in the timezone of the member it runs as, not yours, and a member with no timezone set falls back to UTC. Set the member's timezone at [`Settings > User Settings`](https://app.spiich.ai/settings/user), or move the schedule. The form says "Times are in the agent member's timezone" and the list shows the resolved next run. Greyed-out pause, edit and delete buttons on somebody else's agent are also intentional: the agent runs as an admin, so editing it would change what an admin's identity does on the next run. Ask an admin, or click the copy icon to make your own version that runs as you. ## Still stuck Email hello@spiich.ai with the agent name, the run you are asking about, and the status and failure reason from its header. We can read the run from our side. You can also use the [contact form](/contact). ## Frequently asked questions ### Why is there no Test agent button on my agent? That agent type cannot stage its CRM writes for review, so a test would change data for real. Spiich withholds the button rather than making a promise it cannot keep. Test on one safe record with **Run agent now** instead, or rebuild the automation as a Custom agent, whose writes can be staged. ### A template link says "Template retired". What happened? ICP Scoring and Pipeline Review are no longer offered for new agents. Existing agents built from them still run and can still be edited. Click **Build as Custom** to build the same idea as a Custom agent, or **Back to templates** to pick a current one. ### A Slack channel does not appear in my agent’s channel list. The Spiich app has not been invited to that channel, or the list is stale. Invite the Spiich app to the channel in Slack, then click the refresh icon next to the reminder on the channel picker. ### The Create new button is missing from the Background Agents page. The workspace has no agents yet, so the template library takes over the whole page instead. Pick a template card directly on that page to create your first agent. See [Background agents overview](/help/background-agents/background-agents-overview). ## Related - [What background agents are](https://spiich.ai/help/background-agents/background-agents-overview) - [Read and manage agent runs](https://spiich.ai/help/background-agents/monitor-agent-runs) - [What an agent is allowed to do](https://spiich.ai/help/background-agents/agent-permissions) - [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage) - [Background agents](https://spiich.ai/product/background-agents) - [Background agents setup guide](https://spiich.ai/articles/background-agents-setup-guide)