# Set up your CRM with AI from a description > Describe your business in a sentence or two, review the pipeline stages, client fields and lead sources AI suggests, edit them, then apply them to your CRM. - Product: Workspace369 - Documentation version: 2026.3 - Section: Client work - Last updated: 2026-10-31 - Canonical source: https://docs.workspace369.com/v/2026.3/core-workflows/set-up-your-crm-with-ai/ --- To set up your CRM from a description, open **Set up your CRM**, write a sentence or two about your business, and select **Preview**. AI suggests pipeline stages, client fields and lead sources. You edit the list, and nothing is saved until you select **Apply to my CRM**. Plans: Set up your CRM with AI starts on Cadet. The preview uses AI usage. Applying the result does not. ## Where to find it The setup is on the **Add your first client** step of the workspace setup. On both tabs of that step, below the client form and the import option, a card reads **Set up your whole CRM with AI**, with the line **Describe your business and review the stages, fields and lead sources**. Select it to open **Set up your CRM**. ## Before you start - You need permission to manage client stages, to edit business details, and to add lead sources. Owners and admins have all three. Without them, you see **You don't have permission to set up the CRM. Ask a workspace admin.** See [Team access and permissions](/v/2026.3/admin/team-access-and-permissions/). - Check your AI usage. The preview uses your monthly AI usage, and your workspace needs some left. See [AI usage and billing](/v/2026.3/automation/tokens-and-ai-billing/). - Your plan must be Cadet or higher. See [Plans, seats and your subscription](/v/2026.3/admin/plans-seats-and-subscription/). ## Set up your CRM 1. Open **Set up your CRM** from the **Add your first client** step. 2. Under **Your business**, describe what you do, where leads come from and how you sell. Use at least 10 characters. The limit is 1,000, and a counter shows where you are. To start from a sample, pick **Car detailing**, **Dental clinic** or **Design agency** under **Or start from an example**, then change the text. 3. Select **Preview**. **Reading your description** shows while AI works. 4. Review the three lists (see the next section). Under the heading, **Review and edit before anything is saved.** 5. Select **Apply to my CRM**. The button reads **Applying…** while it saves. 6. The result page says **Your CRM is set up**. Select **Open clients** to go to your clients, or **Done** to close. To change the description, select **Edit description** and preview again. **Previewing again uses AI usage.** If you would rather not use AI, select **Set up by hand instead**. It opens the client custom fields settings. ## Review the suggestions The preview has three lists. You can edit every one before you apply. - **Pipeline stages**: the steps a client moves through, in order. AI suggests four to seven. Each stage sits in a group: **Lead**, **Client** or **Closed**. - **Client fields**: extra details you keep on every client. AI suggests up to eight. Each has a type: **Text**, **Choice**, **Yes / No**, **Number** or **Date**. A **Choice** field shows its options, for example **Choice of** a list of values. - **Lead sources**: where your leads come from. AI suggests up to ten. On each item you can rename it or remove it. Use **Add stage**, **Add field** or **Add source** to add your own. A name that is already taken shows **Already used**. Items your CRM already has are marked **Already in your CRM**. Items marked that way are skipped. Nothing is changed or deleted. The footer shows a count such as **3 new, 2 already there**. If you remove everything, the app says **Keep at least one item to apply.** ## What apply does - It adds the new stages, fields and lead sources, and leaves the ones you already have untouched. It never deletes or overwrites anything. - Applying again with the same list adds nothing twice. - If your pipeline had no stages yet, the five standard stages are added first, and a notice says so: **Your pipeline had no stages yet, so we added the five standard ones first.** - If a field has the same name as one you already have, but a different type, it is not added. The page says your CRM already has this as a field of that type. - If you deleted a lead source earlier, it stays hidden. The result page lists it under **Left hidden** and tells you to restore it in lead source settings. The result page groups what happened under **Created**, **Already there** and **Left hidden**. You can change any of it later in settings. ## If something goes wrong - **Not enough AI usage left this month to set up your CRM.** Your description is kept. Select **See AI usage** to open the plans, set things up by hand, or try again when your usage renews. - **Setting up your CRM with AI is on the Cadet plan and up.** Your description is kept. Select **Start your free trial** if your workspace can still start one, or **See plans** if the trial was already used. - **We couldn't turn that into a setup. Try rephrasing your description.** Select **Try again** with different wording. - **This took too long. It may have used AI usage, so check your stages before trying again.** Look at your stages before you preview again. - **Nothing was changed. Check your connection and try again.** Applying failed and saved nothing. Select **Try again**. - **Something in the setup needs fixing.** Check the names in each list and apply again. Continue to [Clients and CRM](/v/2026.3/core-workflows/clients-and-crm/) for working with the clients you add, and [Import data from another tool with AI](/v/2026.3/admin/import-data-with-ai/) to bring in an existing client list.