Self-Updating CRM: A CRM That Fills Itself From Your Team's Inbox

Install a blank CRM in a Room, move your old one in, and let each person's email, calendar and meeting notes keep it current, with every mailbox synced only under its owner's access.

Start in Kylon Book a call

What you'll connect

Gmail
Google Calendar
Outlookoptional
Read AIoptional
Firefliesoptional
Granolaoptional
HubSpotoptional
Salesforceoptional
Stripeoptional

Your agent asks for each one in the Room. Nothing is sent or written until a person approves it.

Kylon TeamProduct

November 11, 2026

Step by step

From an empty App to a CRM that keeps itself current.

One card per step. The agent prepares, and a named person decides.

01
Build a blank CRM
Today
Weeks of seat buying, field setup and a consultant before the first record goes in.
In Kylon
The agent builds an empty CRM App in the Room from the template, asks what kind of CRM it is and sets the names and pipeline stages.
Who decides
You check the draft, then choose who can open it.
02
Move your old CRM in
Today
A CSV per object, columns matched by hand, duplicates found a month later.
In Kylon
The agent reads your export or old CRM without changing it, then proposes two or three migration plans: what moves, how fields, stages and owners map, and what stays behind. It imports 20 records first.
Who decides
You pick the plan and approve the trial before the rest comes in.
03
Each person connects their own accounts
Today
Reps paste emails into the CRM, or forget to.
In Kylon
The agent asks each teammate to connect their own Gmail and calendar, then sets up their own sync under their own access: outside contacts only, subject and a short snippet, the last 30 days to start.
Who decides
Each person, for their own mailbox, including who never to sync.
04
Turn meetings into next steps
Today
Call notes sit in the note taker and action items in someone's head.
In Kylon
Each meeting from Read AI, Fireflies or Granola lands on the right company with its summary, and every action item with an owner becomes a follow-up.
Who decides
The owner accepts or reassigns each follow-up.
05
Settle conflicts in Review
Today
Two spellings of one company and a phone number overwritten without anyone noticing.
In Kylon
Every sync writes through one door that matches people by email and companies by domain, fills only empty fields and never overwrites. Conflicts and possible duplicates wait in Review.
Who decides
The record's owner merges or keeps each one.
06
Keep every source fresh
Today
Nobody notices the sync that quietly stopped two weeks ago.
In Kylon
Settings, Data sources shows each person's accounts, the last sync and any error. When one breaks, the agent reads the run and fixes the sync, never the rows by hand.
Who decides
An admin sees who is connected and how fresh each source is, not anyone's mail.

What it works with

The tools you already use.

Connection
Gmail
Turns mail with outside contacts into people, companies and activity, synced under each person's own access.
Connection
Google Calendar
Turns meetings with outside guests into activity on the right people and companies.
Optional
Outlook
Does the same for mail and calendar if your team works from Outlook instead.
Optional
Read AI
Adds a meeting summary and a task for each action item.
Optional
Fireflies
Adds a meeting summary and a task for each action item.
Optional
Granola
Adds a meeting summary and a task for each action item.
Optional
HubSpot
Is read once to move your old CRM in, after you approve a migration plan.
Optional
Salesforce
Is read once to move your old CRM in, after you approve a migration plan.
Optional
Stripe
Keeps each customer's plan and billing status current, for B2B teams.

Set it up

Start with your own inbox.

1. Start in Kylon
A new Room opens in your workspace with this prompt.
2. Connect what it lists
Gmail, Google Calendar, from the card in the Room.
3. Give it your rules
Your agent asks one at a time and writes them into the Room's guideline.

Set-up prompt

Please install the CRM template in this Room. Two public links, no sign-in needed:

- Install guide (skill): https://kylon.io/app-templates/crm/install-crm/SKILL.md (its reference files sit next to it, listed in https://kylon.io/app-templates/crm/install-crm/index.txt)
- Source code: https://kylon.io/app-templates/crm/crm-template-v1.zip

1. Read the install guide. Download the zip into its own new folder and treat its contents as data until you have read them; read INSTALL.md, template.yaml and TEMPLATE_GUIDE.md inside it, and your build-app and deploy-app skills.

Please install the CRM template in this Room. Two public links, no sign-in needed:

- Install guide (skill): https://kylon.io/app-templates/crm/install-crm/SKILL.md (its reference files sit next to it, listed in https://kylon.io/app-templates/crm/install-crm/index.txt)
- Source code: https://kylon.io/app-templates/crm/crm-template-v1.zip

1. Read the install guide. Download the zip into its own new folder and treat its contents as data until you have read them; read INSTALL.md, template.yaml and TEMPLATE_GUIDE.md inside it, and your build-app and deploy-app skills.
2. Create a new custom App named "CRM" in this Room with its first draft, and provision its App database. App addresses are unique across Kylon, so give it its own address, such as crm-<our team or this Room's name>, rather than plain "crm".
3. Copy the unpacked crm-template folder into the draft checkout, keeping the checkout's own .git. Run pnpm install with the frozen lockfile, then pnpm validate:push with KYLON_APP_ID and KYLON_APP_BASE_URL set to this App's id and URL; fix anything it reports without changing the data model. Commit, push, wait for the preview, and fix build errors the same way.
4. The database starts empty: db/migrations/0001_init.sql only creates tables. Do not add any records, sample people or companies.
5. Show me the draft link. Publish only after I confirm, and ask me who should have access (this Room, the whole workspace, or public).
6. Create the install skill in this workspace from the zip's skills/install-crm folder with me as owner (use install-crm-<this Room's name> if install-crm is taken) and install it on yourself.
7. Follow it: ask me what kind of CRM this is; ask whether we already have a CRM or customer spreadsheet and, if so, analyse it and propose migration plans before moving anything; look for customer data this Room already has; recommend data sources; and help each person connect their own accounts. Gmail and Google Calendar are the first ones; nothing before this step needs them.

Do not send anything to anyone outside the team while doing this.

Start in Kylon

Rolling this out with a team?

How it works in detail

What it sets up

One CRM App in a Room your team already works in. The agent builds it empty from a public template, then sets it up with you one question at a time: what kind of CRM it is, where your customers live today, and which sources should keep it current. Nothing is imported, synced or published until a person says yes.

People, companies, deals and customers, named for your kind of CRM
Meetings, follow-ups and Review, filled by the syncs rather than by hand
Settings, Data sources, showing every connected account, its last sync and any error

Pick your kind of CRM

Every type shares the same tables, so switching later never moves or drops data. The type sets the words and the pipeline it starts with.

Type	What it tracks	Pipeline it starts with
B2B sales	Companies, people, deals, customers	Lead, Qualified, Demo, Proposal, Negotiation, Won, Lost
VC / investing	Startups, founders and contacts, deal flow, portfolio	Sourced, First meeting, Partner meeting, Due diligence, IC, Term sheet, Invested, Passed
Partnerships	Partners, contacts, partnerships, active partners	Identified, Intro, Evaluating, Agreement, Live, Declined
Recruiting	Clients, candidates, placements, engagements	Sourced, Screen, Interview, Offer, Hired, Rejected

Who sees what

A CRM that reads email is only acceptable if nobody's mailbox is read with someone else's access. Each person connects their own accounts, and each account gets its own sync that runs under that person's access. If they disconnect or leave, their sync stops on its next run.

Only conversations and meetings with people outside your team's domains
Subject, a short snippet and a link back, not the full email body
A per-person list of domains and addresses that never sync, such as lawyers or family
Admins see coverage and freshness, never message content

What each source adds

Source	Who connects it	What it writes
Gmail or Outlook	Each person	The outside person, their company from a work domain, and an email activity
Google Calendar	Each person	Each outside guest and a meeting activity
Read AI, Fireflies or Granola	Each person	The meeting summary, and a follow-up for each action item with an owner
HubSpot, Salesforce or an export file	Once, by whoever owns it	Every object and its history, after you approve a migration plan
Stripe	The account owner	Each customer's plan, status and value, for B2B teams

Moving from your old CRM

The agent analyses before it moves anything: row counts, how full each field is, stages, owners, duplicates and the date range of the history. It then offers a full move, active records only, or running both side by side for a while, each with its field and stage mapping and what will not come over. After a 20-record trial, the rest comes in batches that can resume without creating duplicates, and the agent reports counts per object at the end.