CRM Update Strategy

Version 1.1.0 • Updated after live schema audit • Twenty CRM — Calibrax workspace

The context: Kelvin operates two companies. This Twenty workspace is shared with Calibrax colleagues (YC Ng, Alex Tan). Everything in it is visible to them. There is no record-level privacy, no team separation, no custom fields, and no closed-lost pipeline stage.

The Cardinal Rule

Never put IIMMPACT-exclusive data into this Twenty workspace. IIMMPACT client lists, deal pipelines, pricing, contract terms, competitive intelligence, internal notes — these do not belong here. Full stop.

What Belongs in This Workspace

1. Calibrax-Exclusive Contacts

Calibrax clients and prospects
Calibrax partners and vendors
Calibrax recruiting pipeline
Calibrax investors and advisors

2. Neutral Shared Contacts

Contacts that genuinely serve both companies, where both sides know about the dual role:

Shared service providers (accountants, lawyers, cloud vendors)
Mutual investors who know about both ventures
Personal network contacts aware of both companies
Kelvin's own relationships where disclosure is explicit

Golden test: Would you cc YC or Alex on an email to this person about this topic? If yes, it can live here. If no, it doesn't.

3. Personal / Undecided Pipeline

Early-stage leads where the company is not yet determined
Personal brand/network contacts not yet assigned to either company
Tag clearly so they can be migrated later

What Stays OUT

IIMMPACT-Exclusive Data

IIMMPACT client companies and contacts
IIMMPACT deal pipeline, stages, amounts, close dates
IIMMPACT pricing, contract terms, renewals
IIMMPACT internal strategic notes
IIMMPACT hiring pipeline
Any IIMMPACT-only relationship where the other party doesn't know about Calibrax

Sensitive Personal Contacts

Contacts where Kelvin has not disclosed his dual role
Family / personal contacts that don't need CRM tracking
Government, regulatory, or high-privacy-expectation contacts

Logging Workflow

When to Log a Contact

Log when:

A meaningful business interaction occurs (email, meeting, call)
There is ongoing or expected follow-up
The relationship is stable enough to justify structured tracking
It passes the golden test above

Do NOT log:

One-off inbound inquiries with no follow-up expected
Contacts from mass events where no 1:1 relationship exists yet
Contacts you haven't interacted with in 12+ months
Any IIMMPACT-exclusive contact

When to Log an Opportunity

A deal is active (not just "might happen someday")
There is a known company/contact, product, and rough value
There is a next step or expected close timeline
The deal belongs to Calibrax (or is neutral/undecided)

Minimum Data to Capture

Person: Name (first + last), primary email, company link, job title, source of introduction

Company: Name, domain name, industry/description, country/region

Opportunity: Name, stage, amount (if known), close date (if known), linked company/person

Hardcoded pipeline stages: NEW SCREENING MEETING PROPOSAL CUSTOMER
There is no CLOSED_LOST stage. Dead deals must be deleted or left in PROPOSAL. This is a known limitation for B2B sales cycles.

Tagging & Classification

Twenty has no custom tags or custom fields. Use notes with prefixed context:

[Calibrax] — Calibrax-specific context
[IIMMPACT] — DO NOT put in this workspace; keep in local notes
[Neutral] — Shared contact, both companies aware
[Personal] — Kelvin's personal relationship, not yet assigned

Known schema limitations discovered in audit:

No custom fields on People, Companies, or Opportunities
No tags or labels
No validation rules (anyone can create a record with no email, no amount)
No automatic duplicate prevention at entry time

Intake Source Tracking

Twenty records createdBy.source automatically. This is immutable:

EMAIL CALENDAR WORKFLOW AGENT API IMPORT MANUAL SYSTEM WEBHOOK APPLICATION

Implication: When I log a contact from an email thread, the source shows EMAIL or API, not the actual origin (e.g., "Money20/20 conference," "YC referral"). Use notes to capture true attribution. There is no custom source field.

Deduplication

Prevention: None. The same email can create multiple person records.
Detection: personDuplicates and companyDuplicates queries exist, but require passing data/IDs to check — not automatic scanners.
Resolution: mergePeople mutation can merge two person records. Use during monthly hygiene.

Practical workflow: When logging a new contact, first search:

twenty people search --query "<email>" --limit 10

If a match exists, do not create a duplicate.

Workflow Automation

Twenty has a built-in workflow engine:

Triggers: DATABASE_EVENT (record changes) and CRON (scheduled)
Use case: "When opportunity moves to PROPOSAL, create a follow-up task for Kelvin"
Reality: Building workflows via API is JSON-heavy. Use the Twenty UI for design. The API is for inspection/triggering, not easy authoring.

Workflow statuses: DRAFT ACTIVE DEACTIVATED

Run statuses: NOT_STARTED RUNNING COMPLETED FAILED ENQUEUED STOPPING STOPPED

Task Discipline

Task statuses are simple and effective:

TODO — Open, not started
IN_PROGRESS — Active
DONE — Complete

Use tasks for every concrete next action with a deadline. Link them to the relevant person, company, or opportunity.

Checking Before Logging

Which company does this belong to? → Calibrax, IIMMPACT, or neutral?
If IIMMPACT, is there another place for it? → Yes: local markdown, Notion, Airtable, or a separate CRM.
Would YC/Alex be surprised or concerned to see this? → If yes, do not log it here.

Integration with Email & Calendar

Calibrax-related threads → Log contacts to Twenty

IIMMPACT-related threads → Log to local notes, flag for IIMMPACT CRM

Neutral/shared contacts → Log to Twenty with [Neutral] prefix in notes

Calibrax meeting attendees → Auto-log if not already in CRM

IIMMPACT meeting attendees → DO NOT auto-log to Twenty

Maintenance Cadence

Weekly (Every Friday)

Review new contacts logged this week. Verify company assignment is correct.
Review open opportunities. Update stages, amounts, close dates if changed.
Review overdue tasks. Close completed, reschedule or cancel stale ones.

Monthly (First Monday)

Pipeline review: stage distribution, stale opportunities (>90 days no activity)
Data hygiene: duplicate people/companies, missing emails, incomplete records

Export backup:

twenty people list --limit 200 > /tmp/twenty_people_$(date +%Y%m).json

Future State: IIMMPACT CRM

When IIMMPACT gets its own CRM (separate Twenty workspace, HubSpot, or other):

Export neutral/shared contacts from this workspace
Import into IIMMPACT CRM
Update this skill to reflect the new dual-CRM architecture
Update workflows to route IIMMPACT contacts to the correct system

Until then, IIMMPACT contacts live in:

Local markdown notes (~/notes/iimmpact/)
Notion or Airtable (if Kelvin sets one up)
Kelvin's personal memory / email archives

Emergency: Accidental IIMMPACT Data in Twenty

Immediately delete the record:

twenty people delete --id <uuid>
twenty companies delete --id <uuid>

If linked notes/opportunities exist, delete those first (or they will orphan)
Log the incident locally for awareness
Review what was exposed and whether any follow-up is needed

Skill Invocation

Use this skill when:

Kelvin asks to log a new contact, company, or deal
Processing email/calendar data that might contain CRM-worthy contacts
Reviewing pipeline or preparing for a meeting
Deciding where a piece of business information should live
Setting up CRM integrations or automations

Skill: crm-update-strategy — Category: personal-agent-stack — Related: twenty-crm, composio, gmail-composio-guide, google-calendar-composio-guide