How do you set up Close CRM?

A CRM is only as good as its setup, and Close rewards a bit of upfront structure. Because reps will live in it all day making calls, the goal is to have clean data, working communication tools, and a short list of “who to contact next” ready before anyone starts selling. Here is the order that works.

What should you do before importing anything?

Decide two things first: your pipeline stages and your required fields. A calling-first team usually needs only a handful of stages (for example: Interested → Qualified → Demo → Proposal → Won/Lost). Keep it short — an over-engineered pipeline is the most common Close setup mistake. Then agree the few fields every lead must have (owner, source, and whatever you report on). Our CRM implementation checklist covers this groundwork in full.

How do you import leads into Close?

Close imports leads from CSV, and the quality of that file decides how clean your CRM starts. Before importing:

1. De-duplicate the source data. Merging duplicates later is far more work than catching them now — see contact deduplication.
2. Map your columns deliberately. Match each spreadsheet column to the right Close field so nothing lands in the wrong place; our guide to field mapping explains why this matters.
3. Import a small test batch first (20–30 rows), confirm it looks right, then run the full file.

If you are moving off a spreadsheet entirely, our spreadsheet-to-CRM migration guide walks through the whole switch.

How do you connect email and calling?

This is what makes Close Close, so do it for every rep:

• Email: connect each rep’s mailbox (Gmail, Outlook/Microsoft 365, or IMAP) so sent and received mail syncs to the lead timeline automatically.
• Calling: set up a calling number for each rep. Close provides numbers in many regions, or you can port existing ones. Test inbound and outbound before go-live.
• SMS: enable texting numbers if your team uses SMS in outreach.

Connecting email early also protects your sender reputation, because you can warm up new domains before the volume ramps — a key part of email deliverability.

How do you build Smart Views for each role?

Smart Views — saved, auto-refreshing filtered lists — are what turn Close from a database into a daily worklist. Build a starter set before launch, for example:

If reps can each open one Smart View and know exactly who to contact next, your setup has done its job.

How do you set up sequences and automation?

Once data and views are in place, add sales sequences for the follow-ups reps repeat constantly — a new-lead cadence, a no-show follow-up, a re-engagement series. Start with one or two, keep the copy human, and make sure each has a clear exit (usually “stop when they reply”). Layer in broader CRM automation — auto-assigning leads, creating tasks when an opportunity stalls — only after the basics are working, so you can tell what is helping.

Should you connect Close to your other tools?

Yes, but sparingly at first. Connect the two or three tools that cause the most copy-paste — often a lead-capture form, a calendar, and a billing or support system. Close has a well-regarded API and native integrations for deeper needs; add the rest only when a real workflow demands it, not on day one.

How long does Close setup take?

For a small inside-sales team with a clean lead list, a working setup is realistically a day or two of focused work, plus a few days of tuning Smart Views and sequences once reps start using it. The variable is almost always data quality — a messy import stretches everything. Budget your time toward cleaning the CSV, not clicking through settings.

What should you do next?

Block a half-day, get your pipeline stages and required fields agreed, and clean your import file before you touch Close itself. Then follow the order above. Once you are live, our guide to using Close day to day shows the workflow reps should settle into, and driving CRM adoption helps make it a habit.