What is the CRM?

Reachkit’s built-in CRM helps you manage contacts who’ve responded to your outreach. When a prospect replies positively, Reachkit adds them to your CRM automatically, so you can track the relationship through your sales pipeline without copying anything over.

The CRM is designed for the cold-to-conversion pipeline. It picks up where your campaigns leave off and tracks contacts until they become customers (or don’t). It is not a full client management system.

Who Has Access?

The CRM is included in every plan. Team members need the CRM permission to see it.

The CRM Interface

The CRM has two views you can toggle between:

Kanban view: Visual pipeline with drag-and-drop stages. Each contact appears as a card you can move between stages.
Table view: Sortable list of all contacts with columns for name, email, company, stage, and last contacted date.

Both views show the same data. Use kanban for a visual overview of your pipeline, table for sorting.

Pipeline Stages

Stages represent where a contact is in your sales process. Default stages are:

Interested - Replied positively to outreach
Meeting Booked - Call or demo scheduled
In Negotiation - Discussing terms or pricing
Won - Deal closed
Lost - Did not convert

You can create, rename, reorder, and delete stages to match your workflow. Each stage has a color for visual distinction in the kanban view.

Adding Contacts

Contacts enter the CRM on their own. The moment a conversation in your Unibox Primary folder turns positive (an interested reply, a meeting request, a referral, or a request for more info, whether Reachkit labelled it or you did), Reachkit:

Takes the name, email, company, phone number, and LinkedIn URL from the campaign lead. Without a lead, it takes the name and email of the sender, or of the recipient if you started the conversation
Adds the contact to the first stage of your pipeline, or links the conversation to the existing contact if you already have one with that email
Links the conversation, so the emails show up on the contact’s timeline

A few things to know:

Only positive replies are added. To add someone whose reply wasn’t labelled positive, set the conversation’s label to a positive one in Unibox.
Replies in Others are left out. Others holds mail that isn’t a reply to your campaigns, like form notifications, which often read as positive without being a real prospect. If one is a real reply, use Match to a campaign lead on it: that moves it to Primary, and it’s added if it’s positive.
Conversations you label negative by hand are skipped, such as Not Interested or Wrong Person.
Positive replies from before automatic syncing show a Not in Reachkit CRM yet banner in Unibox. Click Sync now to add that contact.
Contacts stay put. Relabelling a conversation later doesn’t remove the contact. Delete it from the CRM if you don’t want it.
Deleted contacts stay deleted. Deleting a contact (or a stage with its contacts) keeps that person’s conversations out of the CRM: they aren’t added back automatically and get no Sync now banner. To bring someone back, add them as a contact again with the same email.
If you also use HubSpot, Zoho CRM, Odoo, or GoHighLevel, positive replies go to both. The same banner lists every CRM a conversation is still missing from, and Sync now sends it to all of them.

Once a conversation is in the CRM, Unibox shows its pipeline stage under the label, for example CRM: Interested. Click it to open the contact. To correct a contact’s details, open the contact in the CRM and edit them there.

Every conversation with a contact’s email is linked to that contact, whatever its label: the campaign lead’s email for campaign replies, the sender’s for other mail, or the recipient’s for conversations you start. Adding a contact or changing its email also links that person’s earlier conversations. Linked conversations move to the Primary folder, since they’re with someone in your pipeline.

Contact Details

Each contact stores:

Name, email, company - Basic information
Phone number - For call follow-ups
LinkedIn URL - For social selling
Stage - Current position in your pipeline
Notes - Freeform text for anything you want to track

Details auto-save as you type.

The Timeline

The timeline tab on each contact shows a chronological view of all interactions:

Emails from linked Unibox conversations appear automatically as compact cards with sender, subject, and a link back to the full conversation
Activities you log manually, like calls, meetings, LinkedIn messages, WhatsApp messages, or notes

This gives you a complete picture of every touchpoint with a contact without duplicating data.

Logging Activities

Click Add Activity in the timeline to log an interaction. Choose the type (call, meeting, LinkedIn DM, WhatsApp, email, note, or other), pick the date and time, and add notes about what happened.

Activities are useful for tracking interactions that happen outside of Reachkit, like phone calls or LinkedIn conversations.

Filtering Contacts

Use the Views dropdown to filter your contacts:

All Contacts - Everything in your pipeline
Active Today - Contacted in the last 24 hours
Active This Week - Contacted in the last 3 days
Needs Follow-up - No contact in 3 or more days
Going Cold - No contact in 7 or more days
Gone Cold - No contact in 14 or more days
Never Contacted - No activity or messages yet

In table view, you can also filter by stage.

Real-Time Collaboration

When multiple team members use the CRM:

Presence indicators show who is viewing which contact. Avatar initials appear on kanban cards and in the contact panel.
Live updates keep everyone in sync. When someone moves a contact, adds an activity, or edits details, other users see the change immediately.
Editing indicators show when a teammate is actively editing a contact’s details.

CRM API

API access for the CRM is not yet available. We are working on adding CRM endpoints to the Reachkit API.

Understanding Your CRM