Records (CRM)
Records are your companies, people and deals as three ordinary tables, Companies, People and 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.
Before you start
- Records are part of every plan; the tables are ordinary tables and cost nothing.
- Marking a project as records (Use as records (CRM), Stop using as records) is for organization admins.
- Mailbox capture needs a connected mailbox (see Integrations) and write access to the records project. AI enrichment needs an active plan with AI credits.
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. When you switch on mailbox capture and the organization has no records project yet, the dialog says "Set up records first". A member reads "Ask an organization admin to set one up."; an organization admin gets Set up records, which offers Install the starter ("Creates a new project with tables for companies, people and deals.") or Use a project you already have. The starter is a new project named "CRM" in your default workspace; Fill it with sample rows (off by default) adds example rows. Installing runs no AI and spends no credits, but the new project counts towards the number of projects your plan includes.
Mailbox capture needs a records project with a People and a Companies table that Quanty recognises, which the starter has. A project you mark yourself with Use as records (CRM) is listed with what it is missing, for example "Zlecenia (needs a People and a Companies table)", and cannot be chosen for capture until it has them. In practice, install the starter for mailbox capture.
The starter's tables
| Table | What it holds |
|---|---|
| Companies | Name, logo, domain, industry, country, city, owner, source, first/last contact, notes, and rolled-up counts of linked people and open deals |
| People | Name, photo, email, phone, the company they belong to, role, owner, source, first/last contact, message count |
| Deals | Name, company, contact, stage (Lead, Qualified, Offer, Negotiation, Won, Lost), value, currency, owner, close date, notes |
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 Capture contacts to CRM: 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:
What the notice says
"People who write to this mailbox, and the other people copied on those messages if you include them, become People and Companies records in the project you choose. Everyone who can open that project sees those records. Automatic, bulk and internal mail, senders that cannot be verified, and the addresses or domains you ignore are skipped, and values someone typed are never overwritten. With AI enrichment on, the signature block of a new contact's message is read by an AI model and billed to the organization. You can turn capture off at any time; records already created stay as they are."
Open Integrations, then the mailbox's menu, and choose Capture contacts to CRM. The member who connected the mailbox can turn capture on (or an admin, once the mailbox is shared with the organization), and they need write access to the records project. Tick I understand, and I want to turn this on after reading the notice, then set:
| Setting | What it means | Default |
|---|---|---|
| Records project | Where the People and Companies rows go. | |
| Create companies | A company per sender's domain. | On |
| Create people | A person per sender. At least one of the two stays on. | On |
| Also capture people copied on the message | People in To and Cc are captured too, but only on messages with 10 recipients or fewer; above that it counts as a mass mailing and nobody from the recipient list is captured ("Too many recipients on the message"). The sender still can be. | On |
| Fill in extra details with AI | AI enrichment (see below). | Off |
| Ignored domains, ignored addresses | Never captured. A domain also covers its subdomains. Up to 200 entries each. |
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, Onet, Interia, GMX and the like): then 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 ("Covers only the last 14 days of retained mail."), 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. There is no resume button: once the cause is fixed, turn capture off and on again. Process retained mail now does not run while capture is paused.
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. It reads the sender's name and e-mail address and only the signature block of the message (nothing above it, and nothing from a quoted reply below it), capped at 800 characters and 14 lines. From that it fills in the person's role and phone, and the company's name, country, city and industry, whichever are still empty. It never searches the web. It is billed in credits for what the AI used, like any AI work, and runs at most 200 times per organization per day.
The activity log
The Activity tab lists the last 50 messages capture looked at (kept for 14 days), 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 overview: transport management, 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 and credits: what AI enrichment costs, and what an active plan means.