BaseCloud Documentation¶
BaseCloud is where a business keeps its clients and everything that happens with them: the notes and follow-ups, the emails, texts and calls, the calendar, the quotes and invoices. On top of that sits automation, so the routine work between those things happens by itself.
These docs cover both: how to use the CRM day to day, and how to build the workflows that automate it.
Start here¶
-
New to BaseCloud?
Sign in, set up two-factor authentication, and find your way around.
-
Use the CRM day to day
Clients, notes, email, calendar, files, quotes and invoices, reports and settings.
-
Automate your work
Build a workflow that reacts to something and does the next step for you.
Using the CRM¶
Each section explains one part of the CRM, one task at a time: where to find it, who can use it, and what happens when you click.
-
Clients & contacts
Find, add, import and update clients and the people at them.
-
Notes & Inbox
Assign work, keep on top of what's due, and answer texts and WhatsApp.
-
Email
Send from your own address, use templates, and send to many clients at once.
-
Calendar
Book meetings, answer invitations, and sync with Outlook or Google.
-
Quotes & invoices
Quote, invoice, take payments, and bill on a schedule.
-
Files
Keep each client's documents, and send PDFs for electronic signature.
-
Custom fields & tables
Record the details that matter to your business, on clients and in tables of your own.
-
Reports
Dashboards of charts, totals and lists for sales, clients, calls and follow-ups.
-
Settings & admin
Users, teams and rights, and setting up phones, WhatsApp and connected apps.
Can't see a button or a page?
What you see depends on the rights your administrator gave you. Every page has a Who can do this box, and Why can't I see something? explains how rights work.
Automation¶
A workflow starts with exactly one trigger and continues through as many actions as you need. The trigger listens; the actions do the work. Each task passes what it produced on to the next. You connect them on a visual canvas, with no code.
flowchart LR
A[Form submitted] --> B[Match to Client]
B --> C{New customer?}
C -->|Yes| D[Send welcome email]
C -->|No| E[Log the enquiry]Here a form submission arrives, the workflow looks the client up in the CRM, checks whether they are new, and takes a different path for each answer.
-
Build your first workflow
A guided walkthrough, start to finish.
-
Browse every task
All triggers and actions, what they output, and how to configure them.
-
Learn from a worked example
Complete workflows built step by step, with the reasoning explained.
What you can automate¶
-
Capture leads automatically
Take enquiries from your website, your ad campaigns or any external system, and turn them into CRM records without anyone retyping them.
-
Answer customers faster
React the moment a WhatsApp or SMS message arrives — reply automatically, or route the conversation to the right person.
WhatsApp Message Received · Text Message Received · Assign Chat Thread
-
Run campaigns that manage themselves
Enrol everyone who matches a set of criteria, nurture them on a schedule, and branch again when they convert.
-
Put AI to work
Classify incoming email, draft replies with the conversation as context, or turn a call recording into a searchable transcript.
-
Keep your systems in step
Sync a spreadsheet, raise an invoice in your accounting package, or push data to any service with an API.
-
Shape the data on the way through
Branch on a condition, loop over a list, combine values from several tasks, or reformat anything before it reaches its destination.
More worked examples¶
Each of these builds a complete workflow and explains why it is put together that way. The examples section has many more, grouped by industry: insurance, accounting, finance, trades, real estate, clinics, IT and food, plus everyday workflows any business can use.
- Payment to invoice — take a Stripe payment, create the customer, generate a PDF invoice and email it
- AI email routing — classify support email with AI, route it, and escalate the urgent ones by SMS
- Support ticket creation — turn a form into a ticket, assign it fairly, and confirm to the customer
- Birthday automation — send birthday messages over WhatsApp from a date on the contact record
- Call tracking attribution — match inbound calls to leads and attribute them to a marketing source
- Daily report by email — read a sheet on a schedule, build a summary and email it to the team every morning
- Email nurture campaign — send a sequence of emails to everyone who reaches a status, and switch sequence when they convert
- Send a message to everyone on a list — loop over a list of contacts, message each one over WhatsApp, then send one summary
- WhatsApp chat assistant — answer WhatsApp messages with an AI assistant that remembers the conversation
Need help?¶
- Contact support — get help with your account, the CRM, or a workflow you are building.
- API reference — for custom applications only. Almost everything is easier to build with the no-code tasks above, so start there unless you specifically need direct programmatic access.
The screenshots throughout come from Neverland Home Services, an invented plumbing, heating and electrical company in Chicago. Every name, phone number and email address in them is made up.