Rapidbott CRM

Overview

The Rapidbott CRM Mini App Integration helps users manage chatbot contacts, pipelines, tasks, and follow-ups inside a CRM experience built for Rapidbott workspaces.

This project includes:

• Workspace eligibility validation

• Secure workspace access (OTP and embed token options)

• Contact sync from chatbot subscribers

• Manual and CSV contact import

• Multi-pipeline CRM boards (Kanban / list / flow views)

• Pipeline record assignment, movement, and activity logs

• Analytics dashboard, AI-style insights, and agent follow-up task generation

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What This Integration Is For

If users want to move contacts from the chatbot into CRM, they should use the Mini App Integration built for this purpose.

Where to Install

Install it from the Dashboard Mini App Store.

What Users Must Provide During Installation

Users must enter the Workspace ID for the workspace where they want to install and use the CRM Mini App.

Where to Find Workspace ID

Users can find the Workspace ID in their Workspace Settings.

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Eligibility Requirements (Important)

Please mention this clearly in the documentation:

A workspace is eligible for CRM access only if:

• The workspace exists

• The workspace is active (not paused)

• The workspace has an active paid plan (Pro Plan or higher) OR an active trial

If a workspace is on a free plan (without an active trial), CRM access is not available.

Additional OTP Requirement

For OTP login, the workspace must have a valid workspace owner email available (used to send the verification code).

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Authentication & Access Flow

The project supports secure workspace access with two methods:

1. OTP Verification (Email)

• User enters Workspace ID

• System validates workspace eligibility

• OTP is sent to the workspace owner email

• User verifies OTP to start a CRM session

2. Embed Token Authentication

• Supports secure embedded access using a signed embed token

• Used when launching CRM inside another experience securely

Session Validation

• CRM session tokens are validated before allowing access to workspace data

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Core Features

1. Workspace Access Gate

• Validates workspace eligibility using partner workspace data

• Shows access reason (eligible / paused / no valid plan / workspace not found)

• Supports OTP and embed-token login flows

• Session validation for protected CRM usage

2. Contacts Management

Manual Contact Creation

• Add contacts manually from the CRM UI

• Supports details like:

  • name

  • email

  • phone

  • company

  • title

  • address

  • notes/description

  • tags

Contact Editing & Deletion

• Update stored contact details

• Delete a single contact

• Clear all workspace contacts

CSV Contact Import

• CSV upload for bulk importing contacts

• Column mapping support

• Duplicate detection / skip duplicates option

• Import report with imported / skipped / failed rows

• CSV export for contacts list

Contact Routing to Pipeline

• Route a contact into a selected pipeline/stage as a pipeline record

• Useful for converting contacts into sales/support/project workflow records

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3. Pipelines & Boards (CRM Workflow)

Pipeline Templates

Includes prebuilt templates across categories such as:

• Sales

• Customer onboarding

• Customer support

• Recruitment

• Project tracker

• Account management

• Marketing campaigns

• IT helpdesk

• Event management

• Finance collections

• Product launch readiness

• Industry-specific templates (real estate, healthcare, education, insurance, legal, construction, ecommerce, agency, etc.)

Pipeline Management

• Create custom pipelines

• Create pipelines from templates

• Duplicate pipelines (with optional record copy)

• Update pipeline name/stages

• Delete pipelines

• Auto-seed starter board for new workspaces

Board Views

• Kanban board view

• List view with filters and pagination

• Flow view (visual flow-style board)

• Stage totals and pipeline summaries

Pipeline Records (Deals/Tickets)

Supports creating and managing pipeline records with fields like:

• title

• value / currency

• stage

• company

• contact name/email/phone

• description

• priority

• owner / assignee

• expected close date

• source (chatbot, manual, api)

• channel

• chat URL

• Rapidbott user namespace

• tags

Record Actions

• Create record

• Edit record

• Delete record

• Move record between stages

• Move record to another pipeline

• Assign record to workspace members

• Optional assignment notification email

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4. Workspace Members Integration

• Loads workspace members from partner API

• Supports pagination and optional filtering (role/name)

• Used for assigning pipeline records to users

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5. Analytics Dashboard

The dashboard provides workspace-level CRM analytics including:

• Total pipelines

• Total pipeline records (deals/tickets)

• Total contacts

• Open support contacts

• High-priority contacts

• Total pipeline value

• Deal stage breakdown

• Top companies by deal value

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6. AI-Style Insights

The system generates workspace insights automatically, such as:

• Deals needing follow-up (stale for 72+ hours)

• High-value opportunities

• Lead-signal detection from tags/priority/value

• Urgent pending support tickets

• Unassigned critical records

• Stage concentration/bottleneck warnings

• Low assignment coverage warnings

• Missing value coverage suggestions

• Stable workspace message (when no critical alerts)

These insights are designed to help teams act faster without manually reviewing every pipeline.

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7. Tasks & Agent Follow-Ups

Task Management

• Create manual tasks

• List workspace tasks

• Mark tasks open/done

• Link tasks to pipeline/deal/stage context

• Store due dates, priority, and source

Agent Follow-Up Automation (Manual Trigger)

• Generates follow-up tasks from high/medium-priority insights

• Deduplicates tasks to avoid repeated open follow-ups

• Adds due date and context links to task items

Smart Task Cleanup Behavior

• Tasks linked to closed/moved-complete records can be auto-marked done when listing tasks

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8. Pipeline Activity Logs

• Logs key pipeline/deal activities (create, move, assign, update, delete)

• Workspace-level activity feed

• Retention cleanup and item limits to keep logs manageable

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9. Notifications (From Rapidbott System Email)

OTP Email

• Sends verification OTP to workspace owner email

Assignment Email

• Sends assignment notification when a pipeline record is assigned (optional)

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UI Features (Frontend Experience)

The CRM interface includes:

• Workspace gate/login screen

• Theme mode toggle

• User profile chip/menu

• Navigation tabs:

  • Pipelines

  • Contacts

  • Dashboard

• Guided CRM tour overlay (onboarding tour)

• Toast notifications and loading/progress UI

• Pipeline sidebar + collapsed switcher

• Template previews

• Record modals (create/edit/preview/move)

• Contact modals (create/edit/preview)

• CSV import modal with mapping and report

• Tasks panel and pipeline logs panel

• Dashboard insights and analytics cards

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API Overview (Project Functional Endpoints)

Access & Auth

• GET /health

• GET /api/access

• POST /api/auth/request-otp

• POST /api/auth/verify-otp

• POST /api/auth/embed

• GET /api/auth/session

Workspace Settings & Members

• GET /api/settings

• POST /api/settings/rapidbott-key

• GET /api/workspace-members

Contact Sync & Contact Management

• PUT /api/workspace-contacts/:contactId

• DELETE /api/workspace-contacts/:contactId

• POST /api/workspace-contacts/manual

• POST /api/workspace-contacts/upload

Analytics / Insights / Agent Actions

• GET /api/analytics

• GET /api/insights

• POST /api/agents/followups

• GET /api/tasks

• POST /api/tasks

• PUT /api/tasks/:id/status

• GET /api/pipeline-logs

Pipelines & Templates

• GET /api/templates

• GET /api/pipelines

• POST /api/pipelines

• POST /api/pipelines/from-template

• POST /api/pipelines/:id/duplicate

• PUT /api/pipelines/:id

• DELETE /api/pipelines/:id

• GET /api/pipeline-board

Pipeline Records

• POST /api/pipeline-deals

• PUT /api/pipeline-deals/:id

• DELETE /api/pipeline-deals/:id

• PUT /api/pipeline-deals/:id/assign

• PUT /api/pipeline-deals/:id/move

Generic CRM Entity APIs (Base Entities)

• GET /api/companies, POST /api/companies

• GET /api/contacts, POST /api/contacts

• GET /api/deals, POST /api/deals

• GET /api/:kind/:id

• PUT /api/:kind/:id

• DELETE /api/:kind/:id

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Environment & Configuration (for Deployment/Setup Docs)

Required / Common Environment Variables

• RAPIDBOTT_API_BASE_URL (optional, contact sync source)

• PORT (optional, default 8000)

Embed Authentication

• CRM_EMBED_TOKEN_SECRET (or RAPIDBOTT_CRM_EMBED_TOKEN_SECRET)

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Suggested Documentation Note for Users (Mini App Install)

Use this note on the install/setup page:

To move chatbot contacts into CRM, install the Rapidbott CRM Mini App Integration from the Dashboard Mini App Store. During installation, enter the Workspace ID of the workspace where you want to use CRM. You can find the Workspace ID in Workspace Settings. CRM access is available only for eligible workspaces (active workspace with Pro Plan or higher, or an active trial).

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Summary

This project is a workspace-gated CRM mini app that combines:

• chatbot contact sync

• CRM contact management

• pipeline workflows

• analytics

• insights

• agent follow-up tasks

• secure workspace authentication

It is designed to help users move from chatbot conversations to structured CRM operations inside their Rapidbott workspace.