What is Client Tracking?
It is the chronological view of everything that happened with a client in Pilot. Every time a module records an action (you sent an email, opened a proposal, scheduled a call, added a note), it appears here automatically.
What is it for?
- Preparing meetings: before calling someone, you look at the latest events and go in with fresh context.
- Receiving handovers: if a salesperson leaves or changes, the new one reads the timeline and gets up to speed quickly.
- Auditing: if a proposal was lost, you see where it went cold and learn from the process.
- Justifying decisions: 'we gave them a discount because they had already bought from us 3 times in the last year'.
How you read the timeline
Each event in the timeline has 4 clear things:
- An icon indicating the type: email (envelope), call (handset), proposal (folder), task (check), note (pencil).
- A short title: 'Email sent: Pro Plan quote' or 'Proposal moved to Closed won'.
- The exact date and time.
- The author — who performed the action.
Click any event to see the full detail (the email text, the proposal amount, etc.).
Filter by event type
Above the history there is a filter selector. If you only want to see the emails with a client, you deselect them all and leave 'Email'. Useful when the history is long and you want to find something specific.
A real-life example
Karina from Veterinaria Patitas called you. You do not quite remember where things were left.
- You open Client Tracking and search for 'Karina'.
- Her timeline shows you: 10 days ago, you emailed her the annual Pro Plan quote for ₡480,000.
- 7 days ago, your colleague Diego left a note: 'She asked to think it over with her accountant'.
- 2 days ago, she opened the email (the system records it as an event).
You go into the call knowing she is coming to confirm or request an adjustment, not to ask again. You answer with confidence and mention specific points from the quote.
Where each event comes from
How it connects: Client Tracking (consumes)
If something does not work
If something fails
I sent an email but it does not appear here.
The email must be sent from the Email module integrated into Pilot. Emails from your external Gmail do not appear automatically — you need to set up the integration.
A call I logged is missing.
Calls are only recorded if you log them manually on the client's record or use the Transcriptions module.
The timeline is empty.
Check that it is a client that already has activity. If you created them today and did nothing, it is empty for a reason.
