Demodesk's AI CRM Concierge automatically captures information from your meetings and updates your CRM with minimal setup. Instead of manually logging notes and entering data after each call, CRM Concierge analyzes conversation details, prepares suggested updates, and lets you review and confirm changes. This helps keep your CRM complete, accurate, and up-to-date without interrupting your workflow.
How does it work?
Right after you wrap up a meeting with a prospect or customer, CRM Concierge analyzes the conversation and prepares suggested updates. You’ll receive a quick email with recommendations. Nothing is ever changed without your confirmation, unless you’ve enabled automatic syncing.
If the automatically selected deal or opportunity isn’t correct, you can use the dropdown to search and select a different one from your CRM. Related deals are shown by default, but you can search all available deals as well. Once a different deal is selected, the meeting will be reanalyzed to reflect the correct context before syncing.
If no related deal is found, the AI CRM Concierge will suggest creating a new deal based on the insights from your meeting. A chat message will prompt you with pre-filled details, allowing you to review, adjust, or confirm the deal creation in just a few clicks. This ensures that important opportunities are captured and synced without manual effort.
Note: Creating a new deal instead of updating an existing one only works when you explicitly select that option from the dropdown. This action can't be triggered via natural language in the chat.
When creating a new deal, required fields will be pre-selected and cannot be removed to ensure successful CRM updates. These fields are determined by your CRM’s requirements, making sure the deal is created with all necessary information.
When updating an existing deal, AI CRM Concierge displays a tooltip next to the deal name. This tooltip provides context on why the deal was selected, based on meeting insights. This helps ensure transparency and clarity when syncing information to your CRM.
Note: New data does not automatically override existing CRM entries. Instead, the AI CRM Concierge suggests updates, and users must confirm the changes before they are applied.
How to Configure and Manage the AI CRM Concierge?
To access the settings of AI CRM Concierge, click on the Manage button after clicking on Coaching & AI > Automations here:
Setting up automations
The first area you will work with is Automations. Here, you can define rules that determine which meetings trigger AI CRM actions. This allows you to customize how information is synced based on different conditions.
Click Add automation to create your first automation.
Define a rule by setting conditions, for example:
Meeting audience = External meeting
AI Meeting Category = Demo
Other criteria, such as Meeting type or User group
Select the CRM object you want to update:
Note: Currently, only syncing Deals is supported. Syncing to Companies, Contacts, and Meetings objects will be available soon.
Mode: You can choose how much data is filled automatically:
Magic mode: Demodesk fills as many relevant fields as possible based on meeting content.
Selected Fields (Strict Mode): Only the fields you explicitly select will be filled.
You can toggle Magic mode on or off for each automation.
Advanced Settings (Selecting fields)
When setting up an automation, you can define:
Permission: Whether Demodesk is allowed to create Objects only or just update them (Available Soon!)
Important fields (optional): Fields you prefer to fill if information is available.
Excluded fields (optional): Fields that should never be updated.
Automatic sync
You can choose whether syncs should be applied automatically or require manual approval:
Automatic sync: Updates are applied without review.
Manual approval: Users review and confirm each suggestion.
When manual approval is toggled, users can manage email notification preferences to be notified when a sync is pending approval.
Teammate access
You can control which teammates can use each automation:
Allow access for all team members.
Select specific teammates and toggle their access on or off.
Language: You can also choose the language the AI CRM Concierge uses when syncing information.
How to Train the CRM Concierge?
Adding context
The CRM Concierge will provide better results when you add a description to your fields in the CRM. Ideally, you describe what to extract there ("Please extract the pain points from the prospect, typically X or Y") and if the field can be ignored or not (e.g., "Ignore this field").
Note: If it seems like the AI has ignored the description you added, please double-check that you're using the correct field in your CRM. The field name can vary slightly depending on the CRM:
In Salesforce, the relevant field is called “InlineHelpText”
In HubSpot and Pipedrive, it's simply “Description”
How to Use It: Best Practices and Use Cases
FAQs
1. How does Demodesk decide whether to update an existing deal or create a new one?
This behavior depends on your CRM integration’s approval settings:
If approval is enabled, Demodesk will suggest creating a new deal or updating an existing one, but you must confirm the action.
If approval is disabled, Demodesk will automatically update or create a deal based on meeting context.
You can disable auto-creation in the CRM integration settings.
2. What happens if multiple deals already exist for the same company in HubSpot?
Demodesk automatically selects the deal that best matches the meeting context and displays a tooltip explaining its choice. You can always switch to a different deal using the dropdown or by searching manually.
3. How does Demodesk determine which pipeline and stage to use for new deals?
If not manually defined, Demodesk’s AI CRM Concierge suggests the most relevant pipeline and deal stage based on meeting context. These values are pre-filled and can be reviewed or changed before confirming the deal creation.
4. Which fields can Demodesk populate on a deal?
Demodesk can populate any deal-level field as long as:
Strict field mode is not enabled. If it is, only listed fields will be synced.
5. Can I control which fields get synced and how data is extracted?
Yes. Admins can:
Add descriptions to fields for better extraction,
It's listed in the “Include fields” section of your CRM Concierge settings.
Use “Exclude fields” to ignore irrelevant fields,
Enable Strict mode to sync only specified fields.
6. Can I trigger the CRM sync for other users' meetings if the feature is enabled for me?
No. Only the host of the meeting, with the feature enabled, can trigger the CRM sync. Manual syncing for meetings hosted by other users is not supported.
7. Which license includes this feature?
The AI CRM Concierge is available exclusively for users with the Coaching & AI license.
8. Do I need to use the API name or label name of Salesforce fields in the “Include fields” section?
Demodesk supports both. You can enter either the API name or the label name of the field in the “Include fields” section.