crm-management

name	crm-management
description	Use when working with contacts, companies, deals, or relationships in the Pagen CRM. This skill ensures proper contact management, duplicate prevention, and interaction logging.

Pagen CRM Management Skill

When to Use This Skill

Use this skill ANY time you:

• Add contacts from emails or conversations
• Create or update deals
• Log interactions with people
• Search for existing contacts or companies
• Work with relationships between contacts
• Backfill CRM data from email history
• Need to check if a contact already exists

Core Principles

1. Always Check Before Adding

NEVER add a contact or company without checking if they already exist first.

# WRONG - adds without checking
mcp__pagen__add_contact(name="John Doe", email="[e-mail]")

# RIGHT - check first
mcp__pagen__find_contacts(query="[e-mail]")
# Only add if not found

2. Associate Contacts with Companies

When you know someone's company, ALWAYS link them:

# Add company first (if needed)
mcp__pagen__add_company(
  name="Acme Corp",
  domain="acme.com",
  industry="Technology"
)

# Then add contact with company association
mcp__pagen__add_contact(
  name="John Doe",
  email="[e-mail]",
  company_name="Acme Corp",
  phone="[phone]"
)

3. Log Meaningful Interactions

After ANY significant email exchange, meeting, or conversation, log it:

mcp__pagen__log_contact_interaction(
  contact_id="abc-123",
  note="Discussed Q4 partnership. They're interested in our AI tool. Follow up after Thanksgiving.",
  interaction_date="2025-11-22"
)

Available CRM Tools

Core Tools

• mcp__pagen__add_company(name, domain, industry, notes) - Add new company
• mcp__pagen__add_contact(name, email, company_name, phone, notes) - Add new contact
• mcp__pagen__update_contact(id, name, email, phone, notes) - Update existing contact
• mcp__pagen__create_deal(title, company_name, amount, stage, contact_name, initial_note, expected_close_date, currency) - Create business opportunity
• mcp__pagen__update_deal(id, title, stage, amount, expected_close_date) - Update deal status

Search & Query Tools

• mcp__pagen__query_crm(entity_type, query, filters, limit) - Universal search (contact/company/deal/relationship)
• mcp__pagen__find_contacts(query, company_id, limit) - Search contacts by name/email
• mcp__pagen__find_companies(query, limit) - Search companies by name/domain

Relationship & Interaction Tools

• mcp__pagen__log_contact_interaction(contact_id, note, interaction_date) - Log interactions
• mcp__pagen__link_contacts(contact_id_1, contact_id_2, relationship_type, context) - Connect contacts
• mcp__pagen__find_contact_relationships(contact_id, relationship_type) - View relationships
• mcp__pagen__add_deal_note(deal_id, content) - Add notes to deals

Advanced Tools

• mcp__pagen__get_record_or_create(...) - Get contact or create if missing

Deal Stages

Use these standard stages for deals:

• prospecting - Initial conversations, exploring possibilities
• qualification - Determining if it's a real opportunity with potential
• proposal - Active proposal or pitch in progress
• negotiation - Terms being discussed, getting close
• closed_won - Deal completed successfully
• closed_lost - Deal didn't happen (still valuable to track why)

Workflow: Adding Contact from Email

When processing an email with a new person:

# 1. Check if contact exists
mcp__pagen__find_contacts(query="[e-mail]")

# 2. If not found, extract info from email:
#    - Full name
#    - Email address
#    - Company (if mentioned)
#    - Phone (if in signature)
#    - Context about them

# 3. Check if company exists (if applicable)
mcp__pagen__find_companies(query="Example Corp")

# 4. Add company if needed
mcp__pagen__add_company(
  name="Example Corp",
  domain="example.com",
  industry="Technology",
  notes="Context from email conversation"
)

# 5. Add contact with company association
mcp__pagen__add_contact(
  name="Jane Smith",
  email="[e-mail]",
  company_name="Example Corp",
  phone="[phone]",
  notes="Met via introduction from Bob. Interested in AI consulting."
)

# 6. Log the interaction
mcp__pagen__log_contact_interaction(
  contact_id="<returned_id>",
  note="Initial email exchange about AI consulting project. Scheduled call for next week.",
  interaction_date="2025-11-22"
)

Workflow: Creating a Deal

When you identify a business opportunity:

# 1. Ensure contact and company exist (see above)

# 2. Create the deal
mcp__pagen__create_deal(
  title="AI Consulting Project - Example Corp",
  company_name="Example Corp",
  contact_name="Jane Smith",
  stage="prospecting",
  amount=50000,  # in cents
  currency="USD",
  expected_close_date="2026-03-01",
  initial_note="Jane reached out about implementing AI workflows. Potential 3-month engagement starting Q1 2026."
)

# 3. Log updates as deal progresses
mcp__pagen__add_deal_note(
  deal_id="<deal_id>",
  content="Had discovery call. They need help with LLM integration into existing platform. Sending proposal next week."
)

# 4. Update deal stage when it changes
mcp__pagen__update_deal(
  id="<deal_id>",
  stage="proposal",
  amount=75000  # updated after scope discussion
)

What Counts as a "Deal"?

Track these as deals:

• ✅ Consulting or advisory opportunities
• ✅ Speaking engagements with compensation
• ✅ Book publishing opportunities
• ✅ Partnership or collaboration opportunities
• ✅ Investment opportunities
• ✅ Real estate transactions
• ✅ Major purchases or sales
• ✅ Sponsorships (being a sponsor or receiving sponsorship)

Don't track as deals:

• ❌ Social lunches with no business angle
• ❌ Informational coffee chats
• ❌ Personal favors or introductions
• ❌ Newsletter subscriptions
• ❌ Generic networking

Email Backfill Best Practices

When backfilling CRM from email history:

1. Work in time-bounded batches - Process 1-2 months at a time
2. Start with SENT emails - You're usually the initiator, so sent emails have better signal
3. Then do INBOX - Catch incoming opportunities you might have missed
4. Skip noise - Ignore newsletters, receipts, automated emails
5. Focus on humans - Only add real people you interact with
6. Log context - Include what was discussed, not just "sent email"
7. Check for dupes - Always search before adding

Common Mistakes to Avoid

❌ Adding without checking

# This creates duplicates!
mcp__pagen__add_contact(name="Bob Jones", email="[e-mail]")
mcp__pagen__add_contact(name="Bob Jones", email="[e-mail]")

❌ Not associating with company

# Missing valuable context
mcp__pagen__add_contact(
  name="Jane Smith",
  email="[e-mail]"
  # Should include company_name="BigCorp"!
)

❌ Vague interaction logs

# Not helpful
mcp__pagen__log_contact_interaction(
  contact_id="abc",
  note="Sent email"
)

# Much better
mcp__pagen__log_contact_interaction(
  contact_id="abc",
  note="Sent proposal for Q1 AI workshop series. They're reviewing with team, follow up Dec 5."
)

❌ Not tracking deals

# Someone asks about consulting work - this is a deal!
# Don't just log it as an interaction
# Create a deal to track the opportunity

Data Quality Guidelines

Good Contact Notes

Include:

• How you met them
• What they're interested in
• Any ongoing projects or conversations
• Relevant personal details (timezone, availability preferences)

Good Company Notes

Include:

• Industry or sector
• Company size if relevant
• What they do (in your own words)
• Any context about your relationship with the company

Good Interaction Notes

Include:

• What was discussed (specific topics)
• Outcomes or decisions
• Next steps or follow-ups needed
• Date of interaction (use interaction_date parameter)

Summary Checklist

Before adding to CRM, ask yourself:

• ☐ Did I search to see if this contact already exists?
• ☐ Did I search to see if their company already exists?
• ☐ Did I include company association if I know it?
• ☐ Did I add meaningful notes with context?
• ☐ Is this a deal I should be tracking?
• ☐ Should I log this interaction?
• ☐ Did I include phone number if available?

Remember: The CRM is only valuable if the data is clean and contextual. Quality over quantity.