ANY CRM or progress.md write, log call, add contact, pipeline lookup, paste transcript/email. Runs lifecycle routing in Step 0 — delivery work goes to progress.md not Won CRM Next Action. Query before create. For week view use week-scan not this skill. OM-Repo SKILLS-MAP.md.
ANY CRM or progress.md write, log call, add contact, pipeline lookup, paste transcript/email. Runs lifecycle routing in Step 0 — delivery work goes to progress.md not Won CRM Next Action. Query before create. For week view use week-scan not this skill. OM-Repo SKILLS-MAP.md.
Ops Machine CRM Skill
Mitch's CRM lives in Notion. This skill is the agent layer that makes it actually usable —
handling the query-before-write logic, deduplication, and create-vs-update decisions that were
missing from his previous n8n/ClickUp automation.
Notion Database IDs
Database
Notion ID
Data Source ID
👥 Contacts
33b19fba-015d-8085-9b67-f55896a46171
33b19fba-015d-80b0-8bf4-000bd8f6ecdf
🤝🏽 Deals
33b19fba-015d-80f8-929e-d371a570d625
33b19fba-015d-8024-895e-000b5cf4b801
Always use the data source ID (collection ID) when creating or updating records.
Data Model
Contacts
Field
Type
Notes
Name
Title
Full name
Type
Select
Prospect / Client / Partner
Partner Funnel Stage
Select
Identified → Intro Made → Active → Referring (only relevant when Type = Partner)
Company
Select
Org name — select field, options grow over time
Role
Text
Job title / role
Relationship / Met at
Text
How Mitch knows them, where they met
Last Contact
Date
Last time Mitch had a real touchpoint
Next Action
Text
What Mitch intends to do next
LinkedIn
URL
Profile URL — enrichment field, populate when available
🤝🏽 Deals (Client)
Relation → Deals
For prospect/client contacts
🤝🏽 Deals (Partner)
Relation → Deals
For partner contacts
Deals
Field
Type
Notes
Name
Title
Deal name (usually "[Client] - [Service]" format)
Type
Select
Client / Partnership — used for subgrouping in pipeline view. Client = revenue deal, Partnership = referral/partner development track
Stage
Select
Lead → Q Call Booked → Qualified → Proposal Sent → Hourly Funnel → Launching → Won / Lost — leave BLANK for pre-funnel / radar deals where no action is being taken yet. Blank is the default "on my radar" state. Hourly Funnel = paid/hourly exploration underway, no commitment yet. Launching = proposal accepted, work is starting. Won = commercial close (includes active delivery — use Next Action for live work, not Stage).
true = ongoing monthly revenue (MRR). Deal Value = monthly run rate in deal currency. false = one-time or hourly-cumulative.
Size
Select
Large / Medium / Small — deal size estimate
Last Contact
Date
Last touchpoint on this deal
Next Action
Text
Next step on this deal
Next Action Date
Date
When the next action should happen — populate whenever a real date is known or implied; leave blank if no date is inferable
👥 Contact(s)
Relation → Contacts
Primary contact(s) for this deal
👥 Partner(s)
Relation → Contacts
Partner contact(s) involved in this deal
☑️ Tasks
Relation → Tasks
All tasks linked to this deal
☑️ Next Action
Relation → Tasks
Next/current task only (separate field by design — don't merge)
Structural principle: Contacts are identity records — who someone is, how Mitch knows them, when he last spoke to them. All actionable work (next steps, tasks, dates, follow-ups) lives on Deals. This is intentional. Contacts don't have Next Action Date, task relations, or action-oriented fields because they're not the unit of work — Deals are. If there's no Deal yet and action is needed, create one.
Important: The two task relation fields (Tasks and Next Action) on Deals are intentional.
Notion can't filter completed vs. incomplete tasks cleanly, so these two fields act as a
manual workaround. Do not suggest consolidating them.
Deal Value semantics
Deal Value + Recurring + Currency work together. Value (CAD) is a formula — don't write to it.
Shape
Recurring
Deal Value means
When to update
Fixed project
false
Total contract value
At close; rarely after
Recurring retainer / MRR
true
Monthly run rate (e.g. $2,500/mo)
When commercial terms change
Hourly (no floor)
false
Cumulative billed or agreed-to-date
After each invoice tranche or when Mitch says total accrued
Hourly with monthly target
true
Target MRR equivalent
Even if actual billing is hourly — note rate in deal body
Stage = Won + active delivery: Run launch transition (engagement-lifecycle). Won = commercial close. Delivery next actions live in progress.md, not CRM.
Core Workflow: Query Before Write
This is the most important rule. Never create a new record without first checking if one exists.
Step 0 — Route by lifecycle (before any write)
Read OM-Repo .claude/skills/engagement-lifecycle/SKILL.md (in Mitch's OM-Repo checkout) or the copy at OM-Repo/.claude/skills/engagement-lifecycle/SKILL.md. Router: SKILLS-MAP.md.
If found and phase ≠ delivery: update YAML frontmatter to match CRM (stage, status, next_action, next_action_date, last_contact, temperature, updated, deal_value, recurring when set). Append one dated line to the Log section.
If delivery phase: update progress.md only; if CRM Next Action was written by mistake, clear it on confirm.
If not found and deal is active (not blank radar): note in confirmation — "No progress.md yet — run launch transition?" Don't create without Mitch confirming unless he explicitly asked to scaffold the engagement.
If frontmatter changed: refresh that engagement's row in clients/INDEX.md (OM-Repo workspace).
Skip Step 6 for read-only queries (pipeline lookup, status check, week-scan) with no writes.
Common Scenarios
"Add this person to my CRM"
Search Contacts for the name
If not found: create Contact with whatever info is available, set Type appropriately
If found: confirm with Mitch and offer to update fields
"Log this call / meeting / transcript"
Parse the content for: who, what was discussed, any deal context, next steps
Search for the contact(s) mentioned
Update Last Contact date on the Contact record
Update Next Action if next steps were mentioned
If a deal was discussed: update the Deal's Last Contact and Next Action too
If no deal exists yet but one is implied: ask Mitch if he wants to create one
"Forward this email"
Treat like a transcript. Extract the sender/recipient, subject/context, any commitments or next steps. Query before writing.
"What's in my pipeline?"
Fetch Deals, filter by Stage (exclude Won/Lost unless asked). By default summarize Client-type deals first, then Partnership-type separately. Keep it conversational — not a wall of data.
"What's in my partner pipeline?"
Filter Deals by Type = Partnership. Summarize by Stage.
"Who should I follow up with?"
Look at Contacts where Last Contact is old or Next Action is populated. Surface the ones that seem stale or have pending actions. Mitch doesn't want a full dump — give him the 3-5 most actionable ones.
"X booked a call" / "call is booked with X"
If someone books a call and their deal is at blank Stage or Lead, move the deal to "Q Call Booked". Don't ask — just do it and confirm. This is an unambiguous signal.
Counter-sale handoff (incoming from counter-sale skill)
When the counter-sale skill has finished research and produced a brief, the CRM write protocol is:
Search Contacts for the person — confirm no duplicate exists
Check Company field options — if their company isn't in the select list yet, add it via notion-update-data-source before creating the contact (include all existing options + new one)
Create Contact — Name, Type: Prospect, Company, Role, LinkedIn, Relationship/Met at: "LinkedIn cold outreach", Last Contact: today, Next Action: "Accept call, run counter-sale script"
Create Deal — Name format: "[Company] - Sales Process Automation", Type: Client, Stage: blank (pre-funnel), Next Action: "Run counter-sale on [call type] call"
Link the Deal to the Contact via "👥 Contact(s)"
Paste the counter-sale brief (research summary + hypotheses + call script notes) into the Deal body as page content
Confirm back in one line: "Added [Name] as Prospect, created [Deal name], brief is in the deal."
This handoff is automatic — don't ask Mitch to confirm each step. Do it all, then report.
"What's the status of [person/deal]?"
Fetch the record and summarize in plain language. Don't just dump fields — tell him what matters.
Create/Update Field Guidance
Next Action Date rule (Deals only)
Next Action Date exists on Deals only — not on Contacts. All action tracking lives on the Deal.
Whenever you write or update a Next Action (text) on a Deal and a real date is known or clearly implied (e.g. "follow up Thursday", "call booked for the 15th", "check back end of month"), also set Next Action Date. This is what triggers Notion reminders at 9:00 AM Toronto time on the day of.
Use the expanded date field syntax:
date:Next Action Date:start → ISO-8601 date string (e.g. 2026-04-15)
date:Next Action Date:end → leave NULL (single date, not a range)
date:Next Action Date:is_datetime → 0 (date only, not datetime)
Rules:
If no date is inferable, leave Next Action Date blank — don't default to today or guess
If a date is explicitly stated, always populate it — this is not optional
If a next action is completed or cleared, also clear the Next Action Date
When creating a Contact
Always set Name and Type at minimum
Type inference rule: Default to Prospect unless Mitch explicitly uses words like "partner", "referral source", or "collaboration". "Add X and ping them about Y" = Prospect. Don't infer Partner from context alone.
Set Partner Funnel Stage only if Type = Partner
Don't leave Company blank if you know it — if the company isn't already a select option, add it first using notion-update-data-source with ALTER COLUMN "Company" SET SELECT(...) including all existing options plus the new one, then set it on the contact
Last Contact = today if this came from an active conversation
Add LinkedIn URL if provided — don't chase it if not
When creating a Deal
Name format: "[Company/Person] - [Service or Context]" (e.g. "Acme - AI Jumpstart")
Always set Type: Client for revenue deals, Partnership for referral/partner development
Default Stage to "Lead" unless context says otherwise — leave blank for pre-funnel
Always link to at least one Contact if one exists
Link via "👥 Contact(s)" for clients/prospects, "👥 Partner(s)" for partners
Relation linking
To link a Deal to a Contact (or vice versa), you need the page URL of the target record.
Use the URL returned from search or fetch results.
Tone and Interaction Style
Mitch built this CRM to be usable — not to be another system that collects dust.
Be brief in confirmations. "Added Sarah Chen as a Prospect, linked to Acme deal." Not a paragraph.
When something's ambiguous, ask one question. Not three.
If Mitch pastes a wall of text, extract what's useful and tell him what you pulled. Don't ask him to clean it up first.
Never suggest adding more fields or complexity unless Mitch asks. The model is intentionally lean.
If a deal or contact doesn't exist and the context is thin, create a minimal record and say so. He can fill it in later.
