1. Invite your team

Go to Settings → Team. Each invite generates a one-time link the new user opens to set their own password and enroll in 2FA. Roles are simple today: Admin (everything) and Salesperson (CRM data + their own settings). You can change a role at any time.

Heads-up: each active seat counts toward your monthly bill. We sync seat counts to Stripe automatically. See Billing and trials.

2. Customize your pipeline stages

The default pipeline is New → Contacted → Qualified → Proposal → Negotiation → Won / Lost / On Hold. If that doesn’t match how your team sells, rename or reorder stages in Settings → Pipeline. You can also add custom fields (Settings → Custom Fields) for any data the built-in fields don’t cover.

Customizing pipeline before you import data avoids a lot of re-mapping work later.

3. Log your first lead

Hit + New lead from the top nav. The required fields are name, email, and stage; everything else is optional. The lead view becomes the single place to log activities (calls, meetings, notes), attach files, and send emails — once Gmail is connected.

4. Connect Gmail (optional but recommended)

If you want to send and receive on your real Gmail address from inside Vanta CRM, follow Connecting Gmail. Without this, you can still log activities manually and send via our transactional mailer — it just won’t look like it came from your inbox.

5. Send your first follow-up

From any contact or lead, click Compose. The AI drafter will read prior activity and propose a follow-up; you edit and send. Drafts are never sent automatically — you always confirm. Sent emails log back to the contact’s timeline.

What to do next

Import contacts/leads in bulk: Importing your data
Lock down access: Security basics
Understand billing: Billing and trials

Stuck on any of the above? Send a quick note via contact. We respond within one business day.