--- title: "Customer Success: welcome, check-ins and renewals with an agent in one Room | Kylon" description: "A client care Room where the agent drafts the welcome on day one, the check-in after the first month and the note before each renewal, from what happened on the account. Built on the General CRM App." url: "https://kylon.io/apps/customer-success" language: "en" --- [Kylon home](https://kylon.io/) [Start free](https://app.kylon.io/sign-up) Customer Success · 1 App # Kylon for customer success Hand the agent the welcome and the renewal dates. You decide what to say. [Start with this](https://app.kylon.io/sign-up?utm_source=gallery&utm_content=customer-success&build_intent=Download+https%3A%2F%2Fkylon.io%2Fapp-templates%2Fsales-crm-template.zip+and+build+me+a+sales+CRM+from+it.+Unpack+it%2C+read+README.md+and+TEMPLATE_GUIDE.md%2C+and+follow+them%3A+create+the+App%2C+provision+its+database%2C+copy+the+source+into+the+checkout%2C+replace+the+placeholder+app+id+and+base+URL%2C+then+push+a+draft+and+send+me+the+link.+Never+run+SQL+by+hand.+The+numbered+files+in+db%2Fmigrations+apply+themselves+in+order+to+a+new+empty+database+and+seed+the+demo+accounts%2C+leads+and+opportunities%2C+so+the+leads+list+and+the+pipeline+are+full+on+the+first+open.+Leave+those+rows+in.+Then+stop.+Do+not+import+our+real+customers+and+do+not+connect+email+or+calendar.+Ask+me+before+anything+real+goes+in.) [Book a demo](https://kylon.io/demo?from=scenario-customer-success-hero&page=%2Fen%2Fapps%2Fcustomer-success) Elmgate Clinic · Renewal \# client-care · Started by Vale Vale8:12 Elmgate renews in three weeks. Anything I should know? Bram8:20 Same price for them this year. LumiClient care8:30 Elmgate renews in 21 days. Their usage is up 30% since July, so I drafted a check-in before the renewal note. Account · Elmgate Clinic Renewal Nov 25 - PlanAnnual, 12 seats - Open issuesNone - Check-in emailDraft ready Review draftRemind me Monday Draft ready · waiting for Vale Reply in thread Client success, owner and an agent, in one thread. Names and numbers are examples. ## The App in this Room Client care runs on the General CRM: accounts, contacts, renewals and the next step for each. Sales · App · sample data ### General CRM Take an enquiry from first contact to closed, without losing where it came from [Make your own](https://app.kylon.io/sign-up?build_intent=Download+https%3A%2F%2Fkylon.io%2Fapp-templates%2Fsales-crm-template.zip+and+build+me+a+sales+CRM+from+it.+Unpack+it%2C+read+README.md+and+TEMPLATE_GUIDE.md%2C+and+follow+them%3A+create+the+App%2C+provision+its+database%2C+copy+the+source+into+the+checkout%2C+replace+the+placeholder+app+id+and+base+URL%2C+then+push+a+draft+and+send+me+the+link.+Never+run+SQL+by+hand.+The+numbered+files+in+db%2Fmigrations+apply+themselves+in+order+to+a+new+empty+database+and+seed+the+demo+accounts%2C+leads+and+opportunities%2C+so+the+leads+list+and+the+pipeline+are+full+on+the+first+open.+Leave+those+rows+in.+Then+stop.+Do+not+import+our+real+customers+and+do+not+connect+email+or+calendar.+Ask+me+before+anything+real+goes+in.)Get the instruction Download https://kylon.io/app-templates/sales-crm-template.zip and build me a sales CRM from it. Unpack it, read README.md and TEMPLATE\_GUIDE.md, and follow them: create the App, provision its database, copy the source into the checkout, replace the placeholder app id and base URL, then push a draft and send me the link. Never run SQL by hand. The numbered files in db/migrations apply themselves in order to a new empty database and seed the demo accounts, leads and opportunities, so the leads list and the pipeline are full on the first open. Leave those rows in. Then stop. Do not import our real customers and do not connect email or calendar. Ask me before anything real goes in. - 01Every client is an account with its contacts and its deals, and a renewal is one more opportunity with a date. - 02Each account holds one next step with a due date, so the next check-in is on the record, not in someone's head. - 03Notes and issues sit on the record, so the renewal email starts from what happened this year. Valein the Room @Lumi which clients renew in the next 30 days, and who has an open issue? ![Pipeline list in the Sales CRM template, with a source lead column next to each opportunity](https://kylon.io/_next/image?url=%2Ftemplate-assets%2Fcrm%2Fpipeline.png&w=3840&q=75&dpl=dpl_88qoYVqh1gA5Tz9bxb7siVRk9bYj) The pipeline. One line per opportunity, and the lead it was converted from in the second column. ## What it works with - 01 ### General CRM + Skills Write down your welcome and check-in steps once. The agent follows them for every new client. - 02 ### General CRM + Automations Every Monday the agent posts the renewals in the next 30 days, with the draft for each one. - 03 ### General CRM + email draft cards Welcomes, check-ins and renewal notes arrive as Gmail or Outlook drafts in the thread. You decide what goes. - 04 ### General CRM + People Search A new contact at a client gets looked up, with the current role checked, before the first email. - 05 ### General CRM + your own agent Bring Claude Code or Codex into the Room. It works on the same accounts and waits for the same approvals. - 06 ### General CRM + your phone Approve a check-in from the Kylon app on iOS and Android. ## Each stage with a client Pick a stage. Each one has a line you can say in the Room as it is. ### Welcome On the day a client signs, the agent opens the account, drafts the welcome with who to call and what happens first, and sets the first check-in. Say this in the Room When a deal closes, open the account, draft the welcome email and set a check-in for day 30. ## One client, start to finish, in one room Elmgate Clinic, from the day they signed to the renewal. Two people and one agent in the same thread. 1. 01 ### Signed Bram Elmgate signed for 12 seats. LumiAgentLumi opened the account, drafted the welcome and set a check-in for day 30. ApprovedVale sent the welcome. 2. 02 ### Day 30 Vale How is Elmgate doing? LumiAgentLumi drafted a check-in from the setup notes and the two questions they asked. ApprovedVale sent it. 3. 03 ### An issue Vale Elmgate asked about their invoice. LumiAgentLumi logged it on the account with Bram as owner and drafted a reply. ApprovedBram checked the figure. Vale sent the reply. 4. 04 ### 21 days out Vale Anything I should know before the renewal? LumiAgentLumi posted the year's notes and drafted a check-in before the renewal note. ApprovedBram kept the price. 5. 05 ### Renewed Vale Elmgate renewed. LumiAgentLumi marked the renewal won and set next year's date. ApprovedBram confirmed the amount. ## What comes with it You connect Nothing to start. It opens with sample data. - Gmail or Outlook, later, for welcomes, check-ins and renewal notes as drafts ## What it connects to The accounts and data this Room uses. Each logo opens its integration page when there is one. - [Gmail](https://kylon.io/integrations/gmail) - Outlook - Google Calendar - [HubSpot](https://kylon.io/integrations/hubspot) - [Slack](https://kylon.io/integrations/slack) ## How teams run it [ Use case ### How a Team Turned Customer Feedback Into a Product Loop Connect customer conversations, support email, call notes, evidence, product decisions, and follow-up in one shared system. ](https://kylon.io/use-cases/customer-feedback-product-loop)[ Use case ### Accounting Firms: Turning Client Follow-Up Back Into Billable Capacity Document chasing, status tracking and re-keying between systems is where an accounting firm's week goes. This is how that coordination layer runs inside one Kylon room, with every client-facing action waiting on a person. ](https://kylon.io/use-cases/accounting-firm-operations) ## Questions ### Who is this for? Service businesses and small teams with recurring clients: agencies, accounting and law firms, clinics, software sold on a plan. ### Does it send anything without me? No. Welcomes, check-ins and renewal notes wait as drafts in the thread until someone on your team sends them. ### Where does the data come from? From the accounts in the General CRM App, the notes your team leaves on them, and the email and calendar you connect. ### How do I start? Press Start with this. The instruction is copied and Kylon opens. Paste it into the chat in your workspace and the agent builds the General CRM with sample data. New here, you sign up first. ### I already use HubSpot. Do I switch? Keep HubSpot. Connect it and the agent reads the accounts and renewal dates you already have, and drafts the emails from the Room. ## Start with your next renewal. Tell the Room which client renews next. The agent pulls the year together and drafts the note for you to send. [Start with this](https://app.kylon.io/sign-up?utm_source=gallery&utm_content=customer-success&build_intent=Download+https%3A%2F%2Fkylon.io%2Fapp-templates%2Fsales-crm-template.zip+and+build+me+a+sales+CRM+from+it.+Unpack+it%2C+read+README.md+and+TEMPLATE_GUIDE.md%2C+and+follow+them%3A+create+the+App%2C+provision+its+database%2C+copy+the+source+into+the+checkout%2C+replace+the+placeholder+app+id+and+base+URL%2C+then+push+a+draft+and+send+me+the+link.+Never+run+SQL+by+hand.+The+numbered+files+in+db%2Fmigrations+apply+themselves+in+order+to+a+new+empty+database+and+seed+the+demo+accounts%2C+leads+and+opportunities%2C+so+the+leads+list+and+the+pipeline+are+full+on+the+first+open.+Leave+those+rows+in.+Then+stop.+Do+not+import+our+real+customers+and+do+not+connect+email+or+calendar.+Ask+me+before+anything+real+goes+in.) [Book a demo](https://kylon.io/demo?from=scenario-customer-success-closing&page=%2Fen%2Fapps%2Fcustomer-success)