Records (CRM)

Records are your companies, people and deals as three ordinary tables — Companies, People, Deals — linked to each other, in an ordinary project of an ordinary workspace. Unlike TMS, Records is part of the product: no add-on, nothing to contact Quanty for.

Where records live

Records have no group of their own in the sidebar. A records project is a project like any other: it sits in the workspace you put it in, and you open it from there, pin its tables to Shortcuts, share it and give access to it the way you do with any project.

What makes a project a records project is a mark on it, which is what lets capturing contacts from a mailbox find its People and Companies tables. There are two ways to get one:

• Use a project you already have. An admin picks Use as records (CRM) in the project's own menu; Stop using as records takes the mark off again. Nothing is moved and nothing is deleted either way.
• Install the starter. Offered when you switch on mailbox capture and the organization has no records project yet. It creates a new project with tables for companies, people and deals, ready to use. Installing costs nothing: no AI runs and no credits are spent.

The starter's tables

Companies and People, and People and Deals, are linked both ways: link a person to a deal on either side and it shows on the other automatically, so a company's list of open deals and a person's list of deals never has to be entered twice. The starter also adds a Pipeline board, stacked by stage.

Capturing contacts from a mailbox

Once a mailbox is connected (see Integrations) and shared with the workspace, its owner — or an admin, once the owner has shared it — can turn on CRM capture: every new person who writes to that mailbox becomes a row in your Companies and People tables, automatically.

Turning it on

Turning capture on requires reading and accepting a plain-language notice first:

You choose the destination project, and two switches, both on by default: Create companies and Create people (at least one has to stay on). A third switch, also on by default, decides whether people copied on a message (To/Cc) are captured alongside the sender — only for messages with 10 recipients or fewer; above that, Quanty treats it as a mass mailing and captures nobody from the recipient list (the sender may still be captured, unless a rule below skips them too).

What is captured

The sender of a message becomes a Person, keyed by their email address. Their email domain becomes a Company, keyed by that domain, unless it is a personal mail provider (Gmail, Outlook, wp.pl, gmx.de and the like) — in that case no company is created, but the person still is. The person is linked to the company.

What is skipped

Every skip is written to the activity log with its reason, in plain language:

• The mailbox's own address, and anyone already an active member of your organization.
• Your own organization's domain — mail from a colleague's address is not a new contact.
• Addresses or domains you chose to ignore, from the capture settings.
• No-reply addresses (noreply@, do-not-reply@, notifications@ and similar, in Polish, German and English patterns too).
• Bounces and mailer daemons.
• Automatic, bulk or newsletter mail — either the message is flagged automatic at the mail-system level, or it comes from a known bulk-mail platform (Mailchimp, SendGrid, HubSpot and others).
• Senders that cannot be verified. A message that fails standard sender authentication is skipped entirely: nobody on it is captured, because Quanty cannot vouch for who really sent it.
• No usable sender address at all.

A no-reply, bounce or bulk-mail sender skips the whole message, nobody on it becomes a record. Any other sender skip still lets people copied on the message through, subject to the same rules individually.

Human edits are never overwritten

Capture only ever fills what is empty. A name, phone number or any other field a person typed by hand is never replaced by a later sync, and a company's or a person's name, once set by a human, is kept even over the AI's own guess at it. Numbers capture updates, such as a message count, only ever grow; if you have typed something other than a number into that field yourself, capture leaves it alone rather than overwrite it.

Backfill

Turning capture on starts reading from that moment forward by default; mail that arrived earlier is not imported. Process retained mail now catches up on anything Quanty still holds from your mailbox's retention window — 14 days by default — so if a contact's first message is older than that, it will not be captured even with this option.

When capture pauses itself

Capture pauses on its own, and says why, when: the person who turned it on leaves the organization, the consent behind it is no longer valid, the destination project becomes unavailable (deleted, unmarked, or you lose write access to it), or the People/Companies tables it needs are missing their key column. Nothing is lost when this happens — capture simply stops until the cause is fixed and it is turned on again.

AI enrichment

Off by default. When turned on, Quanty needs an active plan with AI credits to switch it on at all ("Capture itself works without it"). It runs only for a brand-new person or company, from the sender only, never from people just copied on a message, and it reads only the signature block of their message — nothing above it, and nothing from a quoted reply below it — capped at 800 characters. From that it fills in job title, phone, company name, country, city and industry, whichever are still empty. It is billed to the organization like any AI work, at the usual rate.

The activity log

Every message capture looks at is logged, newest first: what happened, why, and a link to the record it touched or skipped. It is how you audit capture after the fact without opening the tables themselves.

Switching it off

Anyone who manages the mailbox can turn capture off. Nothing is deleted: "People and Companies records already created from this mailbox are kept as they are. No more will be created while capture is off." Turning it back on later asks for the notice again and starts reading from that new moment, the same as the first time.

Privacy

Capture creates ordinary personal data: a name, an email address, a phone number if one is found, a job title, a company, and — only with AI enrichment on — a country and a city. None of this is hidden inside the feature: it becomes rows of the Companies and People tables, visible to everyone who can open that project, the same as any other row. The people captured are not notified; consent is asked only of the mailbox's owner or an admin, on your organization's side.

Quanty never fetches a logo or a photo automatically for a captured company or person — doing so would leak the viewer's own address to a third-party image service, so those fields are always left for a human to fill in.

Related pages

• Integrations: connecting the mailbox capture reads from.
• TMS add-on: the other plugin project, sold as an add-on rather than part of the product.
• Quanty Ghost: marking a sensitive column of Companies or People so it never leaves the organization.
• Billing & credits: what AI enrichment costs, and what an active plan means.