A System Solutions product
Smart CRM keeps contacts, companies and deals in one tenant-isolated workspace - with fields you define yourself, a pipeline board that remembers every move, cold-call queues, team messaging, and an append-only history of who changed what.
Designed, built and operated by System Solutions.
Full functionality
Nineteen modules, from the first cold call to the closed deal and the audit trail that follows it. Here is all of it, in detail.
Records
Contacts, companies and deals are first-class objects that can be linked to each other in any combination. The shape of each one is yours to define - without a database migration.
The three core objects, each with full create, read, update and delete, and each scoped to your workspace at the query layer so one tenant can never read another's rows.
Add a field to any object type from the admin UI and it appears immediately on forms, list views and detail pages. Definitions live in their own table and values in JSONB, so a new field costs no schema change and no deploy.
A generic join between any two records: a contact to a company, a deal to several contacts, a company to another company. One table, no bespoke foreign keys, so new relationship types need no migration.
Any combination of search text, sort order and structured filters can be named and saved. Views are shared across the workspace, so a team agrees on what an “active enterprise lead” means once.
Upload a spreadsheet, map its columns onto fields including your custom properties, and preview what will be created before anything is written. The server re-parses the raw file rather than trusting the browser's preview.
Every record carries an append-only event log: notes, calls, meetings, tasks, and each individual property change with its before and after value. Nothing in the timeline can be edited or deleted, which is what makes it usable as an audit trail.
Pipeline
Pipelines and their stages are configurable per workspace. Every stage change is recorded, so the board shows you where deals are and the history explains how they got there.
Define the pipelines your business actually runs, each with its own ordered stages. Renaming or reordering a stage never rewrites the history of the deals that already passed through it.
A drag-and-drop board with one column per stage, showing deal value and owner at a glance. Dropping a card onto a new column writes a stage-change event rather than silently overwriting a field.
Each transition is stored with its timestamp, so you can see how long a deal sat in every stage and which stages leak. The dashboard aggregates the same events into funnel and pipeline-value views.
Deal values render in the currency your workspace trades in, set once in settings and applied consistently across records, boards, totals and the dashboard.
Outreach
Most CRMs start at the opportunity. Smart CRM also covers the grind that comes first - the call list, the follow-up, and the notes nobody remembers to write down.
A purpose-built queue for working a call list: each lead carries a state, an outcome and a running set of timestamped notes, so picking up where you left off does not depend on memory.
The Tasks tab embeds Cadence, System Solutions' task and follow-up app, signed in automatically against your CRM identity so there is no second login to manage.
Reusable message bodies stored per workspace, so the same follow-up is not rewritten from scratch, with transactional mail for invitations and password resets on the same infrastructure.
Team
Permissions, presence and internal conversation are part of the product rather than a bolted-on afterthought.
Admins group people into teams and grant each team a named set of pages. A member who is not entitled to a page never sees it in navigation and cannot reach it by typing the URL either.
Admin and member roles, invitations, a forced password change on first sign-in, and an admin console for managing every seat in the workspace.
A real-time chat widget on every page: admin-created group threads, plus direct messages that need admin approval before a conversation opens. Delivery is instant over WebSockets, with polling as an automatic fallback.
A silent, append-only record of successful sign-ins, visible only to admins. It is written after a session is minted, and a failure to record it can never block or slow down a login.
Workspace KPIs the moment you sign in: pipeline value, deals by stage, recent activity and team throughput, rendered as native SVG so the charts arrive with the page.
Security
Which is why the defences here are part of the architecture rather than a checklist bolted on at the end.
Sign in with a WebAuthn passkey - Windows Hello, Touch ID or a hardware key - or with a password plus a time-based code. Single-use recovery codes cover a lost device, and admins can be required to enrol a second factor before they reach any data.
Passwords are hashed with scrypt. Sessions are signed tokens in HTTP-only cookies with a 15-minute access window and a separately rotated refresh token, so a leaked cookie has a short and shrinking life.
Every read and write goes through a tenant-scoped database client that injects the workspace filter. Isolation is a property of the data-access layer rather than a rule each individual query has to remember to follow.
Scripts and styles run only under a per-request nonce - no inline script, no inline style, no eval in production. Framing is denied outright, except for the single origin that serves the embedded Tasks app.
Requests are budgeted by client type: search engines and AI assistants are welcome to read this page, scripted harvesters are throttled, and vulnerability scanners are refused outright. Behind the sign-in page a guard watches how many distinct records one identity touches, and stops enumeration before it becomes an export.
Sign-ins, property changes, deal movements and message moderation all land in append-only logs. Deleting a contact raises a request for an administrator to approve rather than removing the row outright.
Platform
One deployable application, divided into nineteen modules with clear seams between them. It is fast to reason about and cheap to run today, and every module is drawn so that it could be lifted out later if it ever needs to scale on its own.
Database migrations are applied automatically on every deployment - there is no manual step between a merge and a running schema.
Made by
Smart CRM is designed, engineered and operated in-house by System Solutions - the same team behind the Cadence task app that powers its Tasks tab.
Every layer - the authentication, the properties engine, the pipeline model, the messaging transport - is written and maintained by System Solutions rather than assembled out of third-party services.
Smart CRM signs you in to Cadence automatically, so tasks and follow-ups live alongside the records that created them, without a second account to manage.
Workflow automation and a public API with webhooks are the next modules on the roadmap, building on the job queue and the event log that are already in place.
Creating a workspace sets up your tenant, makes you its administrator, and takes about a minute. Already part of a team? Your administrator will have sent your invitation.