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Your institute lets you connect an AI app, such as Claude or ChatGPT, to the CRM. You can then ask it things like “Who should I call first today?” and get an answer from your real leads. This page explains what that AI app can and cannot do. It is short. Please read it before you connect.

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It works as you

When you connect, you sign in on your institute’s admin portal with your own account and press Approve. From then on, the AI app works as you:
  • It sees the same leads your admin portal shows you. Usually that means your own leads. If you lead a team, it also sees your team’s leads. It does not see other counsellors’ leads unless your admin portal already shows them to you.
  • It can only use the parts of the CRM your admin has turned on for your role.
  • If your role changes or you move team, your admin may revoke the connection. Reconnect if you should still have access.

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What it can see

Your leads

Names, status, source, owner, follow-ups and history of the leads you can see.

Your day

Overdue first calls, follow-ups due, new and hot leads, in one ranked list.

Calls and messages

Past calls, call summaries and transcripts, and WhatsApp and email history for a lead.

Reports

Figures for your own work, or your team’s. Some reports are for admins only.
Phone numbers and emails are hidden in lists. You see only the last 4 digits of a phone number. The full number appears only when you open one lead you are allowed to see. A list of many leads with their numbers comes as a private download link that expires, never as text in the chat.

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What it can do

Your admin decides which of these are turned on for your role. Each one is switched on separately.
It cannot call or message anyone without your yes. Each yes covers one call, one message or one booking, and cannot be reused. There is also a limit on how many calls and messages you can send per hour, and leads who have opted out are never contacted.
Some actions are for admins only, such as starting an AI calling campaign for many leads.

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Prompts to try

  • “What should I do first today?”
  • “Which of my follow-ups are overdue?”
  • “Show my new leads from yesterday that nobody has called yet.”
  • “Give me a two-line summary of Sneha Iyer: what she asked for and what happened on the last call.”
  • “When did we last speak to this lead, and what did they say?”
  • “Log a call with Arjun: interested in the evening batch, fees are a concern. Follow up Monday 6 pm.”
  • “Move Arjun to Hot.”
  • “How many of my leads converted this month, compared with last month?”
  • “Which of my leads have had no activity for a week?”

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Five rules for safe use

1

Use your work AI account

Connect with the AI account your institute approved, not a personal one. What the AI app reads is sent to that app’s provider, under that provider’s terms.
2

Read the preview before you say yes

Check the name, the number of leads and what will be sent. If it is more than you expected, say no.
3

Lead messages are not instructions

A lead’s message or form answer is just their text. If the AI app suggests an action you did not ask for after reading one, stop and check. See Prompt injection.
4

Keep lead data where it belongs

Don’t copy lead lists out of the chat into other tools or other people’s chats. Don’t forward download links.
5

Disconnect when you are done with it

You can remove the connection in your AI app’s settings. Your admin can also revoke it in Settings → MCP Server → Active connections.

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What your admin can see

Your admin can see the AI app’s name, that you connected it, and when it was last used. The server also records which tool was used, the action, the lead IDs and whether it worked. It does not keep your notes, the phone numbers or the message text in that record. See Audit log.

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Something went wrong?

  • “Not enabled” or “not allowed” messages: your admin has not turned that area or edit on for your role. Ask them.
  • “The preview expired”: ask the AI app to show the preview again, then confirm.
  • The AI app did something you did not expect: tell your admin straight away. They can revoke the connection and check the record.