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IntegrateWise Implementation Guide

How to Set Up Each Step — Plain Language

Step 1: CONNECT

Link Your Existing Tools

What This Step Does

Plug in the apps you already use. IntegrateWise connects to them securely — you don't move any data, you just give permission to read (and optionally write).

Tools You Can Connect Today

Category	Tools	Status
Chat & Messages	Slack	✅ Ready
CRM & Sales	HubSpot	✅ Ready
Notes & Docs	Notion	✅ Ready
Email	Gmail	✅ Ready
Spreadsheets	Google Sheets	✅ Ready
CRM & Sales	Salesforce	🔜 Coming Soon
Support	Zendesk, Intercom	🔜 Coming Soon
Dev Tools	GitHub, Jira	🔜 Coming Soon
Billing	Stripe, Chargebee	🔜 Coming Soon

How to Connect a Tool

Example: Connecting Slack

Go to Settings → Connections
Click + Add Connection
Select Slack from the list
Click Authorize
Slack will ask: "Allow IntegrateWise to access your workspace?"
Click Allow
Done! Slack is now connected.

Same process for all other tools — about 2 minutes each.

What Permissions Mean

Permission Level	What It Does	When to Use
Read Only	Can see your data, can't change anything	Start here — safest option
Read + Write	Can see AND update your data	When you want automation to take action

Our recommendation: Start with Read Only. Add Write access later when you're comfortable.

Connection Settings You Control

Setting	Options	Default
Sync Frequency	Real-time, Every 15 min, Hourly, Daily	Every 15 min
Data Range	Last 30 days, Last 90 days, Last year, All time	Last 90 days
Permission	Read Only, Read + Write	Read Only

Troubleshooting Connections

Problem	Solution
"Authorization failed"	Check if you're logged into the right account
"Insufficient permissions"	You may need admin access in that tool
"Connection timeout"	Try again in a few minutes
"Data not syncing"	Check if the tool's API is working (status page)

Security During Connection

✔ We use OAuth 2.0 (industry standard)
✔ Your passwords never touch our servers
✔ You can revoke access anytime
✔ All connections are encrypted

Step 2: ORGANIZE

Route Data to the Right Teams

What This Step Does

Once your tools are connected, data starts flowing in. This step makes sure the right information goes to the right people — Sales data to Sales, Support tickets to Support, etc.

How Organization Works

Data comes in from your tools
         │
         ▼
    ┌─────────┐
    │ ROUTING │ ← Rules you set
    │  RULES  │
    └─────────┘
         │
         ▼
    Goes to the right team/person

Teams You Can Set Up

Team	What Data Goes Here
Sales	Leads, deals, revenue, pipeline
Marketing	Campaigns, content, social mentions
Support	Tickets, customer issues, escalations
Customer Success	Health scores, renewals, churn risk
Finance	Invoices, payments, billing
Product	Feature requests, bugs, feedback
HR	Team info, hiring, onboarding
Tech/Engineering	Incidents, deployments, code changes
Legal	Contracts, compliance, approvals
Operations	Processes, workflows, efficiency

Setting Up a Team

Example: Creating a Sales Team

Go to Settings → Teams
Click + New Team
Enter name: Sales
Add team members (by email)
Set permissions:
- What can they see? (All sales data / Their deals only)
- What can they edit? (Everything / Nothing)
Click Save

Routing Rules — How Data Finds Its Team

Rule Type	Example	What Happens
By Source	"Anything from HubSpot Deals"	→ Goes to Sales team
By Keyword	"Contains 'refund' or 'cancel'"	→ Goes to Support team
By Person	"Emails from @bigclient.com"	→ Goes to Customer Success
By Amount	"Deals over $50,000"	→ Goes to Sales + Leadership

Setting Up a Routing Rule

Example: Send all support tickets to Support team

Go to Settings → Routing Rules
Click + New Rule
Set conditions:
- Source: Zendesk
- Type: Ticket
Set destination:
- Team: Support
Click Save

Now all Zendesk tickets automatically appear in Support team's view.

Access Control — Who Sees What

Access Level	Can See	Can Edit	Best For
Admin	Everything	Everything	Founders, Ops leads
Manager	Team + cross-team	Team only	Team leads
Member	Own team only	Assigned items	Team members
Viewer	Dashboards only	Nothing	Executives, stakeholders

Audit Log — Track Everything

Every action is logged:

Who accessed what data
When they accessed it
What changes were made
From which device/location

Find this in Settings → Audit Log

Step 3: IMPORT

Pull Your Data In

What This Step Does

After connecting tools and setting up teams, this step actually brings your data into IntegrateWise. Think of it as the "sync" that keeps everything up to date.

What Gets Imported

From This Tool	We Import
Slack	Messages, channels, threads, mentions
HubSpot	Contacts, companies, deals, activities
Gmail	Emails, threads, labels, attachments (metadata)
Notion	Pages, databases, comments
Google Sheets	Rows, columns, named ranges

How Import Works

Your Tool                IntegrateWise              Your Dashboard
─────────                ─────────────              ──────────────

 HubSpot  ───── API ─────▶  Import  ─────▶  Cleaned &  ─────▶  Ready
 Contact                    Process         Organized           to Use
                               │
                               ▼
                         - Remove duplicates
                         - Fix formatting
                         - Add missing info
                         - Link related items

Running Your First Import

Example: Import contacts from HubSpot

Go to Data → Import
Select HubSpot
Choose what to import:
- ☑ Contacts
- ☑ Companies
- ☑ Deals
- ☐ Tickets (skip for now)
Set date range: Last 90 days
Click Start Import
Wait for completion (usually 2-10 minutes)
Review import summary

Import Options

Option	What It Does	Recommendation
Full Import	Everything from all time	First time only
Incremental	Only new/changed items	Daily updates
Selective	Only specific types	When you need specific data

What "Cleaning" Means

When data comes in, we automatically:

Problem	What We Do
Duplicate contacts	Merge into one record
Missing emails	Flag for review
Wrong formats	Fix phone numbers, dates
Broken links	Flag for manual fix
Inconsistent names	Standardize (e.g., "USA" vs "United States")

Scheduling Automatic Imports

Set it and forget it:

Go to Data → Import → Schedule
Select tool: HubSpot
Set frequency: Every 15 minutes
Set time window: All day (or specific hours)
Click Save Schedule

Now HubSpot data syncs automatically every 15 minutes.

Import Status Dashboard

Status	Meaning
🟢 Synced	Up to date, no issues
🟡 Syncing	Import in progress
🟠 Warning	Some items need attention
🔴 Error	Import failed, needs fix

Handling Import Errors

Error	Cause	Fix
"Rate limit exceeded"	Too many requests	Wait 15 min, try again
"Authentication expired"	Token expired	Reconnect the tool
"Data too large"	Too much history	Reduce date range
"Field not found"	Tool schema changed	Refresh connection

Step 4: REMEMBER

Your Second Brain

What This Step Does

Captures all your AI conversations (ChatGPT, Claude, Gemini, etc.) in one searchable place. Never lose an idea again — and finally reuse them.

Why This Matters

Before IntegrateWise:

Great idea in ChatGPT last week? Gone.
That perfect solution Claude gave you? Can't find it.
Brainstorm from 3 months ago? Lost forever.

After IntegrateWise:

Everything searchable
Ideas connected across tools
Brainstorms become action plans

AI Tools You Can Connect

AI Tool	How to Connect	Status
ChatGPT	Browser extension	✅ Ready
Claude	Browser extension	✅ Ready
Gemini	Browser extension	✅ Ready
Grok	Browser extension	🔜 Coming
Perplexity	Browser extension	🔜 Coming
Your own AI	API webhook	✅ Ready

Setting Up AI Capture

Option 1: Browser Extension (Easiest)

Install the IntegrateWise browser extension
Log in with your account
Go to ChatGPT, Claude, or Gemini
Start chatting — conversations auto-save

Option 2: Manual Save

Copy conversation from any AI tool
Go to Brain → + New Note
Paste content
Add tags (optional)
Click Save

Option 3: API Webhook (Advanced)

Go to Settings → Webhooks
Copy your webhook URL
Configure your AI tool to send to that URL
Done — automatic capture

How to Search Your Brain

Simple Search:

Type keywords in search bar
Results show all matching conversations

Advanced Search:

Search	What It Finds
`from:chatgpt`	Only ChatGPT conversations
`from:claude`	Only Claude conversations
`tag:marketing`	Items tagged "marketing"
`date:last-week`	From the last 7 days
`"exact phrase"`	Exact match

Organizing Your Brain

Tags:

Add tags to conversations: #marketing, #product, #ideas
Filter by tags later

Folders:

Create folders: Work, Personal, Projects
Drag conversations to organize

Stars:

Star important items
Quick access to favorites

Turn Ideas Into Action

From Conversation to Task:

Open any saved conversation
Click Create Action
Choose:
- 📝 Task — Add to your to-do list
- 📄 Document — Turn into a doc
- 📊 Plan — Create project plan
Set details and save

Privacy & Security

Feature	How It Works
Encryption	All conversations encrypted
Your data	We never train AI on your conversations
Delete anytime	Remove any conversation permanently
Export	Download all your data anytime

Step 5: AUTOMATE

AI Suggests — You Approve

What This Step Does

Smart automations watch your data and suggest actions. You stay in control — nothing runs without your approval.

How Automation Works

Something happens          AI notices           You get           You decide
in your tools              the pattern          a suggestion      what to do
─────────────              ───────────          ────────────      ───────────

New lead                   "This looks          "Score: 85        ✓ Approve
comes in         ───▶      like a good    ───▶  Assign to    ───▶ ✗ Skip
                           lead"                Sarah?"           ✎ Edit

Key point: AI suggests. You approve. Nothing happens automatically without your say.

Types of Automations

Automation	What It Watches	What It Suggests
Lead Scoring	New leads from forms, ads	Score + who to assign
Email Sorting	Incoming emails	Category + priority + actions
Ticket Routing	Support requests	Priority + team + suggested answer
Health Alerts	Customer activity	Risk level + recommended action
Follow-up Reminders	Stale deals, old tickets	"Time to reach out?"
Document Summary	Long threads, docs	Key points + action items

Setting Up Your First Automation

Example: Lead Scoring

Go to Automate → + New Automation
Select template: Lead Scoring
Configure:
- Source: HubSpot new contacts
- Score based on: Company size, title, engagement
- Notify: Sales team
Set approval mode:
- ☑ Suggest only (you approve each one)
- ☐ Auto-run (runs without asking)
Click Activate

Approval Modes Explained

Mode	What Happens	Best For
Suggest Only	AI suggests, you approve each one	Starting out, high-stakes actions
Auto-run + Notify	AI runs it, tells you after	Routine tasks you trust
Auto-run Silent	AI runs it, no notification	Low-risk, high-volume tasks

Our recommendation: Start with "Suggest Only" for everything. Move to auto-run once you trust the suggestions.

The Suggestion Inbox

All AI suggestions land here:

┌─────────────────────────────────────────────────────────────────┐
│  SUGGESTION INBOX                                    3 pending  │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  🎯 Lead Score: Acme Corp                                       │
│     Score: 85/100 — Assign to Sarah?                           │
│     [✓ Approve]  [✗ Skip]  [✎ Edit]                            │
│                                                                 │
│  📧 Email: Re: Pricing question                                 │
│     Category: Sales inquiry — Priority: High                   │
│     [✓ Approve]  [✗ Skip]  [✎ Edit]                            │
│                                                                 │
│  🔔 Follow-up: Deal with BigCo                                  │
│     No activity for 14 days — Send check-in?                   │
│     [✓ Approve]  [✗ Skip]  [✎ Edit]                            │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Building Custom Automations

Automation Builder:

Trigger — What starts it?
- New record created
- Field changed
- Time passed
- Keyword detected
Condition — When should it run?
- If amount > $10,000
- If status = "Open"
- If no response in 7 days
Action — What should happen?
- Send notification
- Create task
- Update field
- Send email (with approval)

Example Automations

#1: High-Value Deal Alert

Trigger: New deal created in HubSpot
Condition: Deal amount > $50,000
Action: Notify sales manager + create follow-up task

#2: Support Escalation

Trigger: Ticket open > 24 hours
Condition: Priority = High
Action: Alert team lead + suggest response

#3: Churn Risk Detection

Trigger: Daily check
Condition: No login in 30 days + no support contact
Action: Flag customer + suggest outreach email

Automation Dashboard

Metric	What It Shows
Suggestions Made	How many AI suggested this week
Approved	How many you approved
Skipped	How many you skipped
Time Saved	Estimated hours saved

Step 6: CREATE

Turn Data Into Documents

What This Step Does

Take any data from IntegrateWise and turn it into documents, reports, slides, emails, or plans — in one click.

What You Can Create

Format	Use Case	Example
Document	Written reports, proposals	Weekly status report
Slides	Presentations, decks	Quarterly business review
Email	Outreach, follow-ups	Customer check-in
Report	Data analysis, charts	Revenue by region
Plan	Project timelines	Q1 launch plan
SOP	Process documentation	Onboarding checklist

How It Works

Your Data                    Template                    Output
─────────                    ────────                    ──────

Customer health      +      Weekly Report       =      Ready-to-send
scores, recent              Template                   report in 1 click
activity, notes

Creating Your First Document

Example: Weekly Customer Report

Go to Create → New Document
Select template: Weekly Customer Report
Choose data source:
- ☑ Customer health scores
- ☑ Recent activities
- ☑ Open tickets
Set date range: Last 7 days
Click Generate
Review and edit
Export as PDF, Word, or Google Doc

Using Templates

Pre-built templates:

Template	What It Creates
Weekly Status Report	Summary of week's activities
Quarterly Business Review	QBR deck with metrics
Customer Health Summary	Per-customer health report
Pipeline Report	Sales pipeline analysis
Support Summary	Ticket trends and resolution
Executive Dashboard	High-level metrics

Custom templates:

Go to Create → Templates → + New
Design your layout
Add data placeholders (drag and drop)
Save template
Use anytime

Data Placeholders

In templates, use placeholders that auto-fill:

Placeholder	What It Fills
`{{customer.name}}`	Customer name
`{{customer.health_score}}`	Current health score
`{{customer.mrr}}`	Monthly revenue
`{{date.today}}`	Today's date
`{{date.range}}`	Selected date range
`{{user.name}}`	Your name

Export Options

Format	Best For
PDF	Final documents, sending to clients
Word (.docx)	Editable documents
Google Docs	Collaborative editing
PowerPoint	Presentations
Google Slides	Collaborative presentations
Excel	Data exports
Markdown	Technical documentation

Scheduling Reports

Send reports automatically:

Go to Create → Scheduled
Click + New Schedule
Select report template
Set frequency: Weekly, every Monday at 9am
Set recipients: team@company.com
Click Save

Now reports send automatically every week.

One-Click Outputs

From any data view, click Create to instantly generate:

┌─────────────────────────────────────────┐
│  Customer: Acme Corp                    │
│  Health: 🟢 85/100                      │
│                                         │
│  [Create ▼]                             │
│  ├── 📄 Status Report                   │
│  ├── 📧 Check-in Email                  │
│  ├── 📊 Health Summary                  │
│  └── 📋 Action Plan                     │
└─────────────────────────────────────────┘

Step 7: VIEW

See What Matters to You

What This Step Does

Your personalized dashboard. See all your data — from all your tools — in one place. Choose the view that matches how you work.

Four Views Available

View	Who It's For	What You See
Personal	Everyone	Your tasks, ideas, calendar, notes
Team	Team members	Shared projects, team tasks, documents
Business	Managers, execs	Revenue, KPIs, reports, analytics
Customer Success	CSMs	Health scores, renewals, at-risk accounts

Personal View

Your productivity home base:

┌─────────────────────────────────────────────────────────────────┐
│  PERSONAL VIEW                                     Good morning │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  📋 MY TASKS                          📅 TODAY'S CALENDAR       │
│  ┌─────────────────────────┐         ┌─────────────────────┐   │
│  │ ☐ Review proposal       │         │ 9am  Team standup   │   │
│  │ ☐ Send follow-up email  │         │ 11am Client call    │   │
│  │ ☐ Update dashboard      │         │ 2pm  1:1 with Sarah │   │
│  └─────────────────────────┘         └─────────────────────┘   │
│                                                                 │
│  💡 RECENT IDEAS                      🔔 NOTIFICATIONS          │
│  ┌─────────────────────────┐         ┌─────────────────────┐   │
│  │ Pricing model thoughts  │         │ 3 emails need reply │   │
│  │ Q2 campaign ideas       │         │ Deal moved to won   │   │
│  │ Product feedback notes  │         │ New lead assigned   │   │
│  └─────────────────────────┘         └─────────────────────┘   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Team View

Shared workspace for your team:

┌─────────────────────────────────────────────────────────────────┐
│  TEAM VIEW: Sales Team                              5 members   │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  📊 TEAM DASHBOARD                                              │
│  ┌─────────────────────────────────────────────────────────┐   │
│  │ Pipeline: $450,000  │  Deals Won: 12  │  Win Rate: 34%  │   │
│  └─────────────────────────────────────────────────────────┘   │
│                                                                 │
│  📋 TEAM TASKS                        👥 TEAM MEMBERS           │
│  ┌─────────────────────────┐         ┌─────────────────────┐   │
│  │ ☐ Follow up BigCo       │         │ 🟢 Sarah — Active   │   │
│  │ ☐ Prepare QBR deck      │         │ 🟢 Mike — Active    │   │
│  │ ☐ Update CRM records    │         │ 🟡 Lisa — In meeting│   │
│  └─────────────────────────┘         └─────────────────────┘   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Business View

Executive-level insights:

┌─────────────────────────────────────────────────────────────────┐
│  BUSINESS VIEW                                     January 2026 │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  💰 KEY METRICS                                                 │
│  ┌──────────────┐ ┌──────────────┐ ┌──────────────┐            │
│  │ MRR          │ │ Growth       │ │ Churn        │            │
│  │ $125,000     │ │ +15%         │ │ 2.1%         │            │
│  │ ▲ $8k        │ │ ▲ vs target  │ │ ▼ improved   │            │
│  └──────────────┘ └──────────────┘ └──────────────┘            │
│                                                                 │
│  📈 REVENUE TREND                   🎯 GOALS                    │
│  ┌─────────────────────────┐       ┌─────────────────────┐     │
│  │ [Chart: 6-month trend]  │       │ Q1 Target: $150k    │     │
│  │                         │       │ Progress: 83%       │     │
│  └─────────────────────────┘       └─────────────────────┘     │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Customer Success View

CSM command center:

┌─────────────────────────────────────────────────────────────────┐
│  CUSTOMER SUCCESS VIEW                          Your Portfolio  │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  🚦 HEALTH SUMMARY                                              │
│  ┌─────────────────────────────────────────────────────────┐   │
│  │ 🟢 Healthy: 45  │  🟡 At Risk: 8  │  🔴 Critical: 2    │   │
│  └─────────────────────────────────────────────────────────┘   │
│                                                                 │
│  ⚠️ NEEDS ATTENTION                  📅 UPCOMING RENEWALS       │
│  ┌─────────────────────────┐        ┌─────────────────────┐    │
│  │ 🔴 Acme Corp — No login │        │ Jan 15: BigCo $50k  │    │
│  │    30 days, MRR: $5,000 │        │ Jan 22: MidCo $12k  │    │
│  │    [View] [Contact]     │        │ Feb 1: StartUp $3k  │    │
│  │                         │        │                     │    │
│  │ 🟡 TechStart — Usage ▼  │        │ Total: $65,000 ARR  │    │
│  │    Feature adoption low │        │ at risk this month  │    │
│  │    [View] [Contact]     │        │                     │    │
│  └─────────────────────────┘        └─────────────────────┘    │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Customizing Your View

Add widgets:

Click + Add Widget
Choose from:
- Tasks, Calendar, Metrics, Charts, Lists, Notes
Drag to position
Resize as needed

Filter data:

By date range
By team
By status
By custom fields

Save layouts:

Create multiple layouts
Switch between them
Share with team

Switching Between Views

┌─────────────────────────────────────────────────────────────────┐
│  [Personal ▼] [Team ▼] [Business] [CS]                         │
└─────────────────────────────────────────────────────────────────┘

Click any tab to switch. Your last view is remembered.

Mobile View

Everything works on mobile:

Same data, responsive layout
Quick actions on the go
Push notifications
Offline access to recent data

Quick Reference: All 7 Steps

Step	What to Do	Time
1. Connect	Link your tools (Slack, HubSpot, etc.)	5-10 min
2. Organize	Set up teams and routing rules	15-20 min
3. Import	Run first sync, set up schedules	10-15 min
4. Remember	Install browser extension for AI capture	5 min
5. Automate	Start with 1-2 simple automations	10-15 min
6. Create	Try one template (weekly report)	5 min
7. View	Customize your dashboard	10 min

Total setup time: About 1 hour

Need Help?

Question	Where to Go
General questions	help.integratewise.com
Technical issues	support@integratewise.com
Feature requests	feedback.integratewise.com
Community	community.integratewise.com

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