Common questions

Yes. Every feature is included at no cost, with no credit card and no limit on clients, contacts or records. The free service is provided as is, with community help. Teams that want premium support, guided onboarding, data migration or training can contact us about Enterprise.

Your workspace data (database, sign-in data and uploaded files) is stored in the European Union, in Ireland. The app is delivered through Cloudflare's global network. Encrypted weekly backups are kept in the EU. The full list of services we use is in our Privacy policy and in Annex 3 of the Data Processing Agreement.

Only members of your workspace, according to their role. Each workspace is separated from all others by rules enforced in the database itself. We never sell your data, use it for advertising, or use it to train AI models.

Yes, at xpicrm.com/legal/dpa. It's part of our Terms and applies automatically; a signed copy is available on request.

All traffic is encrypted (HTTPS), data is encrypted at rest, roles are enforced by the database, API keys are stored only as fingerprints, sign-up and forms are protected against bots, and every change is recorded in an audit log. We back up daily and keep encrypted weekly backups.

Every list has Export CSV. Developers can read everything through the API. Files can be downloaded from the Files page or from each record.

Yes. Use Import CSV on any list (clients, contacts, invoices, usage and so on). The import matches your columns to fields, can update existing records instead of creating duplicates, and shows a preview before anything is saved. Enterprise customers can get help with data migration.

No. XPI CRM sends only account emails to your team: sign-up confirmation, password reset, invites and security notices. You log your own emails and calls with clients as conversations. It doesn't send survey emails either; you can import survey responses or send them through the API.

Yes:

• the REST API with API keys reads and writes any object (see the developer docs);
• webhooks notify your other systems within seconds when records change;
• tools like Zapier, Make and n8n can use both;
• the OpenAPI file lets tools that understand it (for example custom GPT "Actions") connect without extra setup.

Yes. XPI CRM has an AI connector that works with Claude, ChatGPT, Microsoft Copilot, VS Code and Cursor. Add it once in your assistant, sign in and approve, and you can ask about your accounts and add or update records in plain language. It acts as you, with your permissions, and can't delete anything. Every change it makes shows in History. See "Connect an AI assistant" in the developer docs.

Yes, without code. Administrators can add your own fields and objects, use formulas, change page layouts, create saved views, adjust the health score weights and alert limits, and set up playbook templates that start automatically.

The health score (0–100) is calculated automatically from usage, engagement, sentiment, NPS, billing and overdue tasks. The Health field (Healthy, At Risk, Critical) is what your team decides. The client page suggests a value when they differ, and administrators can let the Health field follow the score automatically.

A playbook template has an automatic start rule, for example "When Health becomes At Risk" or "90 days before the Renewal date". The playbook's Started field explains the rule, and the bar at the top of the app lists what started since your last visit.

A client becomes Churned when a Lost renewal brings its ARR to 0, or when someone sets it to Churned by hand. If its ARR goes above 0 again, it becomes Active again.

Setup is for administrators. If you can see records but not change them, your role is View only. Ask an administrator in your workspace to change your role.

Check your spam folder, and that the address is spelled correctly. Emails come from notify.xpicrm.com. For an invite, ask your administrator to send it again. For sign-up, you can also use Continue with Google or Continue with Microsoft.

Click Forgot your password? on the sign-in page and follow the email. If you normally use Google or Microsoft, use that button instead.

Click Delete on the record and confirm. Deleting a client also deletes its playbooks and their tasks; other linked records are kept without the link. Deletions can't be undone, so check the confirmation bar before you confirm. Every deletion is recorded in the audit log, with who deleted what and when.

Search this help centre, or click ? in the app's top bar for help with the page you're on. If you can't find the answer, contact us through the Contact page at xpicrm.com. Enterprise customers get premium support with agreed response times.