# SignalBox: questions worth asking > Plain answers about SignalBox, the relationship CRM for expert businesses. Updated 2026-10-20. Web version: https://signalboxcrm.com/faq ## Is it right for me? ### What is SignalBox? SignalBox is a relationship CRM for expert businesses: consultants, coaches, advisers, strategists, creators and specialist practitioners whose work comes from their reputation and their network. It tells you who to reach out to today, keeps a timeline of every conversation, and shows what your pipeline is worth. ### Who is it for, and who is it not for? It is built for one person, or a very small team, who wins work through relationships rather than cold volume. If you run a sales team with territories, quotas and hundreds of new leads a week, a sales CRM such as HubSpot or Pipedrive will suit you better. ### How is it different from a sales CRM? A sales CRM pushes strangers through a funnel. SignalBox looks after the people who already know you: it groups them into circles, gives each circle a follow-up rhythm, and surfaces whoever is due each morning. Deals are there when a conversation turns into work, but they are not the centre of the product. ### How much time does it take? The daily habit is a few minutes: open your Follow-up list, reach out to the people on it, and log what happened. Logging an interaction sets the next follow-up date for you, so the list keeps itself up to date. ## How it works ### What are circles? Circles are groups of people you treat the same way, such as clients, prospects or partners. Each circle can have its own follow-up rhythm (for example every 21 days) and its own stages. One person can be in several circles. A circle can also be kept off your Follow-up list, which suits a cold prospect list you are working through with a sequence. ### How does SignalBox decide who to follow up with? Each person has a next follow-up date. When you log an interaction, the date moves on by their circle’s rhythm. You can also pick a date yourself. Everyone whose date has arrived appears on your Follow-up list. ### What is the difference between a follow-up and a reminder? A follow-up is the regular rhythm of keeping in touch. A reminder is something specific to do on a given day, such as “send the proposal”. A person can have several reminders; when one falls due they appear on your Follow-up list, and a notice in the top bar shows how many are due. ### Does it track deals? Yes. You can run several pipelines, each with its own stages, add products and services to a deal, and see open pipeline value in your own currency. Moving a deal to a won stage records when it was won. ### Can it track referrals? Yes. Record who referred each person, see what every introduction led to, and see who you still need to thank. ## Email ### Can I send email from SignalBox? Yes, from your own Gmail address. You connect Gmail once with an app password, then write to anyone from their contact page, with templates and your signature. Each email is logged on the person’s timeline and moves their follow-up on. ### Does it see replies? Yes, for email sent through your connected Gmail. Replies are added to the person’s timeline. With any other email app, you can BCC your personal SignalBox logging address to record the email. ### Does it work with Outlook or Microsoft 365? Partly. You can choose Outlook as your email app so compose links open there, and you can log email by BCC from any app. Sending from SignalBox and reading replies currently need Gmail. ### What are sequences? A sequence is a short series of emails that SignalBox sends for you, spaced over the days you choose, at the times you choose, in your own time zone. It stops as soon as the person replies. Sequences send from your own Gmail, up to 40 emails a day, to keep your account in good standing. ### Can I email a group? Yes, three ways from any list: BCC everyone in your own email app, write one email that goes to each person separately, or add everyone to a sequence. ## Your data ### Where is my data stored? In the European Union. The database is hosted in Frankfurt, Germany, and the app runs in the same region. ### Can I get my data out? Yes, at any time. Settings lets you download all your contacts as a CSV file, and you can connect Dropbox for scheduled backups. ### Can I import my existing contacts? Yes. Import a CSV from another CRM, a spreadsheet or LinkedIn. You can also add people from their LinkedIn or Instagram profile with the browser extension, or from your phone. ### Can I delete my account? Yes, from Settings, and it is permanent. ### Who can see my contacts? Only the members of your workspace. Each workspace’s contacts are kept separate from every other workspace’s. ## AI assistants and integrations For people using an assistant such as Claude, and for the assistants themselves. ### Can an AI assistant use SignalBox? Yes. SignalBox has an MCP server, so Claude or any MCP-compatible assistant can work with it once you connect your account. The assistant only sees your own workspace. ### What can an assistant do? Search contacts and read their details; list who is due a follow-up; log an interaction or add a note; list circles or create one; add a contact or import a list of up to 500 (matching existing people by email, so nobody is duplicated); and list, create or update website forms and read their submissions. ### Is there a summary for AI tools? Yes: https://signalboxcrm.com/llms.txt describes the product, and this page is available as plain Markdown at https://signalboxcrm.com/faq.md. ### What else does it connect to? Gmail, Zapier, MailerLite, Dropbox, LinkedIn and Instagram (through the browser extension), and SignalFeed, which turns who is due in SignalBox into a feed on LinkedIn. Website forms add enquiries straight into a circle, from your own site or a Notion page. ## Price, access and devices ### How much does it cost? It is free during the private beta. Beta members lock in low founder pricing at launch, for as long as they stay. ### How do I get access? Request access at https://signalboxcrm.com/#join, or join straight away with an invite code from an existing user. Each user has five invite codes to give away. ### Does it work on my phone? Yes. On a phone, SignalBox opens a version made for small screens: your Follow-up list, contacts, circles, deals and quick add. You can add it to your home screen to open it like an app.