Customer guide

Contents

1. Choose your situation
2. 1. Individual installation
3. 2. Company setup and activation
4. 3. Joining a team
5. 4. Your first working day
6. 5. Updates and saved work
7. 6. Backups and changing devices
8. 7. Problems and support

Choose your situation

1. You received MindyCRM-Setup.exe and want to use CRM on your PC: follow the individual installation steps below.
2. Your company gave you a CRM address: open it in a browser and sign in. Do not install a separate copy or copy the company database to your PC.
3. You are preparing a team server: use the Server Administrator Guide. Customers do not need Mindy Builder.

1. Individual installation

1. Save MindyCRM-Setup.exe obtained from the Mindy store or your administrator, then open it.
2. For an upgrade, close CRM and its launcher first. Select the detected previous installation or its correct folder.
3. Choose individual use and review the application and data folders before continuing. Changing the application folder does not move existing data.
4. Finish the wizard and open Mindy CRM from the desktop or Start menu. If the shortcut is missing, open Repair-Shortcuts.cmd in the installation folder.

2. Company setup and activation

1. On first use, complete the company and administrator setup with accurate email and phone details.
2. Choose the matching option: an existing license, a new purchase code, or an eligible first trial. Continue with an active license if one is detected.
3. Internet access is required for activation. A purchase code is for initial activation; reinstalling does not automatically require another purchase.
4. After verified payment in the Mindy store, retrieve the code from your order and redeem it in the product center. Recover a lost license using the authorized recovery file for its linked device.

3. Joining a team

1. Get the HTTPS address, your personal account and sign-in instructions from your administrator.
2. Open the address at the office. Outside the office, connect to the company VPN first if your company uses that access method.
3. Enter your email or user ID and the PIN configured by your administrator. For public access, complete authenticator enrollment and save recovery codes.
4. If the browser reports a certificate problem, ask your network administrator to fix trust or the address. Do not open a shared database file.

4. Your first working day

1. Choose the correct entity and review the sections available under your license and permissions.
2. Add a customer and contact details, then an opportunity with a clear owner, follow-up date and next action.
3. Prepare a quote when needed and record collections when payment actually occurs. Review follow-up radar and tasks daily.
4. Use the help button at the top of CRM for the in-app guide. Use English / العربية after saving edits to switch language; customer data keeps its original language.

5. Updates and saved work

1. Save your work before updating. Review available releases in Product and modules using an authorized account.
2. Follow download, verification and backup steps, then allow CRM to close and complete the Windows installer. Administrator approval may be required.
3. If you use a team URL, only the server administrator performs the upgrade during maintenance. Installing a separate PC copy does not update the server.
4. Do not use full cleanup for a routine upgrade. Retain the previous data folder when the new application still references it.

6. Backups and changing devices

1. Review backup settings and confirm recent backups exist. Keep a completed backup outside the device.
2. For a device move, use an encrypted transfer backup and keep its password safe, then follow the license transfer/recovery process. Copying one file does not necessarily transfer attachments and keys.
3. Team database restoration is performed locally by the administrator after stopping services and backing up the current state.

7. Problems and support

1. If CRM will not open, check that the application or team server is running and the address is correct.
2. If expected records are missing, check the selected entity, permissions and data location with your administrator before importing anything.
3. Use Report a problem in program support when available and connected. Include reproduction steps, the exact error and build number; follow replies in the same section.
4. Never include PINs, passwords, integration secrets or recovery codes in a ticket.

Team workspace and handoffs

20 active user accounts including the administrator. Enable individual sign-in before using assignments. Resource team-member records do not automatically create login accounts.

Tasks and home

The workspace shows current work, pending acceptance and overdue items. Assign a task with an owner, deadline and instructions. The recipient accepts, completes or returns it with a reason. The sender or administrator can reassign it. Filter by owner, project and status; lists show 10 records per page.

Workflow templates and projects

Administrators save templates with 2–15 stages, departments and day offsets. Choose a start date, owners and agreement reference when applying one to a new project. Template edits do not change existing projects. Administrators can edit titles, departments and dates of unfinished stages with a recorded reason; completed stages and the running stage order stay locked. Workflows are sequential, without electronic signing or parallel branches.

Customers and sales

Open the unified record from a customer card to set an owner, next step and follow-up date. Browse saved interactions, task events, projects, handoffs and stored messages within your permissions. Local WhatsApp chats are not archived here. Opportunity cards show the owner and last logged contact. Follow up to schedule the next step and record actual contact. Stale means 14 days without logged contact, or a missed next-step date.

Manager WhatsApp alerts

1. Add the recipient's international phone number under Users and configure WhatsApp.
2. Settings → Manager alerts: choose up to five active recipients with sales/project view access, alert types and a Riyadh-time delivery time.
3. Confirm their consent, enable and save. The system provides one daily digest and optional notifications of new returned tasks or stages.
4. CRM must remain running. Dry run sends nothing. Changes to the sending account, dry-run mode or recipient phone require renewed authorization.

submitted/queued indicates acceptance, not confirmed delivery. pending/unknown attempts are not automatically retried. Missed days while CRM is offline are not replayed.

Permissions and integrations

View permissions from each user row. Integration health checks WhatsApp, email, Salla, Google Ads and accounting; it records the last check and last success and offers recovery guidance. A successful connection test does not guarantee completed synchronization.

Connected communication — WhatsApp lists and messages

1. Open WhatsApp Message Studio. Upload a CSV and select the name and phone columns.
2. Create a list or merge into a saved list. Review added, duplicate and invalid counts. Phone formats are normalized; existing names are preserved. Each list supports up to 1,000 contacts.
3. For a later campaign, choose Saved list. Preview contacts ten per page. Single-number and CRM-contact sending are also available.
4. Write your message and insert {{name}} for personalization. Use formatting, emoji and links; images and PDFs up to 2 MB each, or MP4 video up to 6 MB.
5. With Meta or 360dialog, select an approved template and fill its variables, media header and supported buttons. Local image and video link buttons require experimental buttons; local PDFs, contact cards and locations are separate message types.
6. Confirm recipient consent and review before sending. The campaign continues with the interface closed or PIN locked while the computer and CRM service run. Pause, resume remaining recipients, and export the report.
7. Refresh delivery status where available. Provider acceptance is not delivery. Local posting to one group depends on account permissions; group status does not confirm every member received the message.

Lists persist in company data and do not automatically create CRM customer records or grant messaging consent. Campaign content is stored locally for execution and history. The local Mindy connection is free for Mindy users with Communication and Marketing; UltraMsg is optional with your own subscription. Customer reminders and manager alerts can be enabled in their settings.

WhatsApp connection options

Message Studio supports direct Meta WhatsApp Cloud API or 360dialog using your account and approved templates. Local QR pairing is included for Communication and Marketing users on their computer or server; UltraMsg is optional. Official connections require WhatsApp Business account setup and credentials. Meta requirements and fees, plus any provider fees, apply; connecting does not bypass business review or account restrictions.

Yes. Meta and 360dialog use approved templates, with text variables, image, video or PDF headers and template buttons as supported by the template. Local image and video link buttons require experimental buttons to be enabled; local PDFs are sent separately from buttons. New campaigns continue with the interface closed or PIN locked while your computer and CRM service run. Provider acceptance does not confirm delivery or reading.

Legacy free-text reminders and alerts do not send through Meta; use approved templates from Message Studio. Meta webhook delivery and read confirmations are currently unavailable in Mindy.