AI CRM Chief FAQ
Questions on data privacy, accuracy, differences from the Opportunities board, departing agents, update frequency and access.
3 min read
The questions clinic owners and sales managers ask most often about the AI CRM Chief.
Data and security
Does the Chief change anything in my CRM? No. The Chief works read-only: it reads opportunities, contact records and conversations. It doesn't message patients, move opportunities, change owners or delete records. The action behind every alert is taken in the panel by an agent or manager.
What data does it read? Opportunities in the audited pipeline (stage, status, owner, value, source, lost reason, phone), the list of team users, and details of call and message records in Conversations (channel, direction, who sent it, time, call duration). Alerts and the scorecard show results calculated from this information. For general information on how patient data is processed, see Data privacy.
Who can see it? Anyone who can see the link in the left menu sees all tabs and every agent's scorecard; there are no per-user views. We recommend showing the link only to managers; to change visibility, message our support team. The settings additionally require an email sign-in link.
The numbers
Why don't the numbers match the Opportunities board? There are three reasons. (1) The Chief audits only the one pipeline you selected. (2) The scorecard and conversion use cohort logic: the current status of leads created in the selected period, while the board shows today's cards. (3) The Chief interprets stages through the stage mapping you approved; for example, an opportunity whose status is still Open but which sits in "Deposit Paid" counts as a sale if that stage is mapped to Won.
How accurate are the alerts? Alerts aren't predictions; they are calculated by rules from the actual dates, stages and contacts on record. Accuracy depends on three things: a correct stage mapping, calls made through the panel and stages updated on time. The Chief can't see calls made outside the panel, which can cause false "Unproven progression" alerts.
Why does conversion for "this month" look low? The current month is an immature period: most patients who came in this month haven't decided yet. To compare agents, use Geçen ay (Last month) or Son 30 gün (Last 30 days).
Do automatic welcome messages count as first contact? No. Automation, campaign, bulk and AI assistant messages don't count as human contact. See Contact audit.
The team
What happens when an agent leaves? Hand over their open leads to other agents and mark them Ayrıldı (Left) in the Satışçılar (Agents) step of the Chief's settings. Handed-over open leads keep counting on the departed agent's scorecard (so the new owner's rate isn't distorted); if the new owner wins the lead, the sale is credited to the closer. Alerts go to the new owner's list. Do this before deleting the user.
A new agent joined but doesn't appear in the Chief. Open the wizard via Ayarlar ↗ (Settings), leave the new person as Aktif (Active) in the Satışçılar step and save. Until you do, they may show as "Bilinmeyen kullanıcı" (Unknown user) in alerts.
The doctor or clinic owner is on the agent list. Mark users who don't sell as Hariç (Excluded); they won't appear on the scorecard or in the load tables.
How it works
How often does it update? Automatically every 30 minutes. To update immediately, use Şimdi yenile (Refresh now). The daily alert record is rewritten at every sync; past days open from the Gün (Day) list on the Alerts tab.
Does the Chief send me notifications or emails? No; there are currently no automatic notifications, emails or WhatsApp reports. You can save an agent's alert list as a PDF and share it. See Reports, printing and refresh.
Can it audit more than one pipeline? No, the Chief audits a single pipeline. You can change which pipeline is audited in settings; when you do, the stage mapping starts again.
One rule doesn't suit our clinic. Switch it off or change its threshold in the Kurallar (Rules) list in settings. A disabled rule raises no alerts and is left out of the discipline score. See Setup and settings.
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