Pre-Launch Checklist: Verify Your CRM Setup Before Going Live

Before you go live#

Work through each item on this checklist before inviting your full team to use the CRM for real work. Each section links directly to the setup article where you can complete or verify the step — click any item to go straight there.

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Run this checklist with a test user account — create a user with a Sales Representative profile and role, log in as them in an incognito window, and confirm they see exactly what they should.

✦ Security & Access#

Profiles created — One profile per job type (Admin, Sales Rep, Marketing, etc.)
Role hierarchy built — All roles created top-down with correct parent relationships
Teams created — At least one team per department or region
Users invited — All teammates invited with correct Profile and Role assigned
Sharing Rules configured — Cross-team access rules created where needed

✦ Data & Customisation#

Custom fields added — Business-specific fields added to the Contacts module and any others you use
Required fields set — 3–5 fields marked required to enforce data quality at point of entry
Field layout organised — Most important fields at the top of each form; rarely-used fields at the bottom
Test contact created — At least one contact created manually to verify the form, required fields, and layout work correctly
Import tested — Sample import run with 10–20 rows; records look correct with fields mapped properly

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Do not run your full contact import until you have verified required fields, field layout, and at least one test record. Fixing bad data across thousands of imported records is far harder than verifying first with 20 rows.

✦ Channels & Automation#

Your CRM tracks eight setup steps and a CRM Health Score on your Home dashboard — see Your Getting Started Dashboard & Health Score. Before launch, confirm the channels your team will actually use are connected:

Company profile complete — website, industry, and size set in Organization Settings.
Email connected — a verified sending domain or email account.
WhatsApp connected — if you use WhatsApp for outreach.
Calling set up — if your team makes calls from the CRM.
Pipeline & first automation — at least one deal pipeline and a starter workflow.

✦ Spot-check: log in as a regular user#

This is the most important step. Your settings are correct from an Admin view — but what the team actually sees depends on their Profile and Role.

Create a test user (or use an existing team member's account with their permission) with the Sales Representative profile and role
Open a private/incognito browser window and log in as that user
Confirm they can see the Contacts and Deals modules in the sidebar
Confirm they cannot see Settings, Billing, or Admin-only modules
Confirm they only see records assigned to them — not every record in the CRM (unless your sharing rules allow it)
Create a test contact as that user — confirm required fields are enforced and the record saves correctly
Log out of the test account

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If the test user sees more or less data than expected, review their Role (controls data visibility by hierarchy) and their Sharing Rules (controls cross-team data access). These two settings work together — a user can only see data their role permits, plus anything sharing rules explicitly grant.

✦ Before going live — final checks#

All users have logged in and verified they can access what they need
At least one admin knows how to reset a user password (Settings → Users → three-dot menu)
Your real contact import file is clean and ready (headers match field names, no blank rows, valid emails)
The team knows the CRM URL and their login email

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All items checked? Your CRM is ready. Share your workspace URL with your team and run the full contact import. Daily use can start immediately.

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Nothing in the CRM setup is permanent except deleted records. You can adjust profiles, roles, teams, sharing rules, and field layouts at any time without disrupting your team's daily work.

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