What you need
- An AI app that supports the Model Context Protocol (MCP), the standard way AI apps connect to tools. Claude works on any plan. ChatGPT depends on yours.2
- A computer, if you use Claude Code, Cursor, VS Code, Gemini CLI or Windsurf.
1. Create your account and workspace
Sign up with your email and a password of 8 or more characters, or with Google. You don’t need a card, and Free has no time limit. Then name your business and pick its country, which sets your currency, time zone and how typed dates are read.
Zyflow guesses the country from your browser, and the hint under the field shows what your choice means, for example “Amounts in USD; dates read as MM/DD.” You can change the country later in Settings > General, but amounts you’ve already saved aren’t converted.
In the app and in your AI’s answers, dates show day first, such as “Fri, 9 Oct”, in every country. Invoices and quotes print “Oct 9, 2026”.
One login can own up to 10 workspaces, one per business.
Check: you land on “Now connect your AI”, under “[Business name] is ready.”
2. Connect your AI app
To connect an AI app, paste your Zyflow link into it, then sign in and approve the one workspace it may use. It works like “Sign in with Google”: you never paste a password into your AI app. Claude works on every plan, and Claude Free allows one custom connector. To write from ChatGPT, you need developer mode on a Business, Enterprise or Edu plan.2
Your Zyflow link
https://app.zyflowcrm.com/mcp It’s the same link for everyone. The first time, your AI app asks you to sign in and approve one workspace.
| App | What it takes | Guide |
|---|---|---|
| Claude | Add custom connector | Connect Claude |
| ChatGPT2 | Developer mode, then a connector | Connect ChatGPT |
| Claude Code | One command, below | Set up Claude Code |
| Cursor | One-click install | Set up Cursor |
| VS Code | One-click install | Set up VS Code |
| Gemini CLI3 | Edit settings.json | Set up Gemini CLI |
| Windsurf | Edit mcp_config.json | Set up Windsurf |
| Any MCP app | Your link, an API key or the bridge | Other MCP apps |
Claude Code, one command:
claude mcp add --transport http zyflow https://app.zyflowcrm.com/mcpThen type /mcp in Claude Code to sign in.
New to Zyflow and the window says “Welcome back”? Choose “Create a free account.” After you sign up, you come back to the approve screen. Approve within 10 minutes, before the request expires.
Check: click Approve in the “Claude wants to use your Zyflow” window. The status line on the Connect page changes from “Waiting for Claude to connect. This page updates by itself.” to “Claude is connected.”
3. Say your first sentence
In a new, empty workspace, add a customer first, such as “Add Maya Chen at Northwind as a client.” Your AI can log a call only on a customer Zyflow already has. Then tell it what happened. Your AI logs the call, sets the follow-up and reads back the date, such as Fri, 9 Oct, so you can catch a wrong one. Each change shows the app that made it, with an Undo.1
Try these, in order:
Add Maya Chen at Northwind as a client.
Adds Maya and Northwind in one change.
Had a call with Maya. She wants the revised quote by Friday.
Logs the call and sets the follow-up.
Remember that Maya prefers email to calls.
Saves a fact every connected AI app can read. Zyflow doesn’t decide what to remember. You or your AI do.
Northwind owes $4,800 and will pay by the 15th.
Records the balance and the promise date, with a reminder that closes itself when the balance reaches zero.
What do we know about Northwind?
Facts, follow-ups, money owed and files in one answer.
Maya’s record now says “Added by Claude via MCP.” Live labels and Undo buttons appear in any open Zyflow tab. Every change is also in History.
When a name could mean two people, Zyflow sends your AI the candidates, and your AI asks you which one you mean.4
Zyflow doesn’t read your inbox, calendar, calls or WhatsApp. Tell your AI, or paste the thread, and your AI files it after showing you the list.
Your AI will get things wrong sometimes. Plan for that.
Check: on Today, the Get started card is gone and This week shows in its place.
4. Write your business profile and Notes for your AI
Notes for your AI are standing instructions, such as “We quote before tax,” that you write once in Settings > Business profile, so you stop repeating them in every chat. Zyflow sends them, with your business description, to each AI app when it connects, so start a new chat after you change them.5 Only owners and admins can edit them, in the app or by asking their AI.
The same page holds what prints on your invoices and quotes: “What you do,” address, tax ID, logo and payment instructions.
A first set of notes might be:
- We quote before tax.
- Payment terms are 14 days.
- Write to clients in a plain, warm tone.
The notes hold up to 2,000 characters, but about 1,500 reach each app, along with your business name and “What you do,” so put the important lines first.
You can also say “Add to my Notes for your AI: we quote before tax.” Saving replaces the whole note, so if a line goes missing, undo the change.
Check: in a new chat, ask “What are my standing instructions?”
5. Import your contacts (optional)
Save your spreadsheet, or your old CRM’s export, as a CSV and upload it in Settings > Import and export. Choose People or Companies, then check the column mapping Zyflow guessed in the preview.
Zyflow matches rows to the records you already have, and skips and lists any it can’t place. You get an email when it’s done, and one click undoes the whole file.1
CSV only (no .xlsx or vCard), contacts and companies only, up to 50,000 rows and 10 MB, and 2 emails and 2 phones per row. Free holds 5,000 records.6 The preview doesn’t warn you before the limit yet, so check your count first. See Zyflow limits.
Check: the import ends with added, updated, skipped and failed counts.
6. Invite your team
Free is for one person. Solo covers up to 3 people, Team up to 10 and Pro up to 30, at one price for the whole team.7 When your team joins, each person connects their own AI app to the same workspace, and every change shows who made it, such as “Claude for Dana.”
On a paid plan, owners and admins invite people from Settings > Team > Invite someone. Each invitation link works once, only for the email it was sent to, and expires after 7 days. Pending invitations count as people on your plan.
Every member, and every member’s AI, can see and edit every customer. There are no per-person permissions yet.
7. Check Today and History
Today shows your morning list, ranked: overdue follow-ups, missed payment promises, what’s due today and birthdays. A “What your AI did” card covers the last 24 hours. Ask any connected AI app “What’s on my plate today?” for the same list.
History lists every change by person, AI app or API key, each with an Undo.1 Filter it by AI apps, People, API or Imports, or open the “Changes to this record” tab on any record.
The 8am email8 carries your follow-ups, payments to chase and birthdays. Turn it off in Settings > Profile > Morning digest. Reminders show on Today, in your AI and in the 8am email. Nothing is pushed to your phone.
What to do if something looks wrong
If your AI saves something wrong, undo it. Click Undo on the live label, open History and undo the change under AI apps, or tell your AI “undo that.” Everything from one AI action is one change, so one undo puts it all back, even 40 contacts edited at once.1 You can restore deleted items for 30 days.
| If... | Do this |
|---|---|
| You deleted the wrong customer | Undo the delete in History within 30 days. Records have no trash page; Files has its own Trash |
| Two records for one person | Ask your AI to merge them: one change, one undo.1 Linked files and documents aren’t moved |
| A date is off | Check the country and time zone in Settings > General |
| Your AI ignores your notes | Start a new chat5 |
| Your AI picked the wrong Sam | Undo, then say “Sam at Halden”4 |
| ChatGPT reads but won’t write | Writing needs developer mode on Business, Enterprise or Edu2 |
| Claude won’t add the connector | Claude Free allows one custom connector. Check whether you’ve already added one |
| You connected the wrong workspace | Disconnect it on the Connect page and connect again |
| No live labels appear | Turn on Pop-ups for AI changes in Settings > Profile, on each device |
| You’re still stuck | Read the docs, or contact us |
Common questions
Do I need to import my contacts before I connect my AI?
No. Connect first and let your AI add customers as you talk. Import whenever you like: imports and AI saves both land on the record you already have.
Can I connect more than one AI app?
Yes. Every app uses the same Zyflow link and reads the same customers and facts, so you can move from Claude to Cursor without explaining a client again. Each change is labeled with the app that made it.
Does Zyflow read my inbox or my chats?
No. Zyflow doesn’t read your inbox, calendar, calls or WhatsApp. It receives only what your AI app sends when it saves or looks something up. Tell your AI, or paste the thread, and your AI files it after showing you the list. Read the security page.
Can I take my data with me?
Yes, on every plan. Export your records, documents and history from Settings > Import and export.9 Read the export docs.
Not signed up yet? Set up Zyflow free and say your first sentence today.
Free plan. No card.