How to Use Capsule CRM: Master It in Under 10 Minutes

Quick Start

This guide will cover how to use Capsule CRM feature:

• Empezando — Create account and basic setup
• How to Use Contact Management — Store and organize every customer record in one place
• How to Use Sales Opportunities — Track deals from first contact to closed won
• How to Use Task Tracking — Never miss a follow-up with built-in task reminders
• How to Use Email Marketing — Send targeted campaigns directly from your CRM
• How to Use Sales Analytics — Measure team performance and forecast revenue
• How to Use Integrations — Connect Capsule to Gmail, Outlook, Xero, and 70+ apps
• How to Use Custom Fields — Capture the data that matters most to your business
• How to Use Mobile App — Manage your CRM from anywhere on iOS or Android

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Solución de problemas | Precios | Alternativas

Why Trust This Guide

I’ve used Capsule CRM for several months and tested every feature covered here.

This tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Cápsula CRM is one of the most straightforward CRM tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Capsule CRM Tutorial

This complete Capsule CRM tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

CRM de cápsula

Capsule CRM keeps your contacts, deals, and tasks in one clean workspace. It takes minutes to set up and grows with your negocio. Try it free — no credit card required.

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Getting Started with Capsule CRM

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Step 1: Create Your Account

Go to capsulecrm.com and click “Try Free.”

Enter your name, work email, and create a password.

Capsule offers a free plan with no credit card required.

✓ Checkpoint: Comprueba tu bandeja de entrada for a confirmation email and click the link inside.

Step 2: Access the Dashboard

Capsule CRM runs in your browser — no download needed.

Log in at capsulecrm.com to open the dashboard.

The left sidebar shows People, Opportunities, Projects, Tasks, and Calendar.

✓ Checkpoint: You should see the main dashboard with a clean left-hand menu.

Step 3: Complete Initial Setup

Click your name in the top right and go to Account Settings.

Add your company name, time zone, and currency.

Then import your existing contacts from a CSV file using the import tool under People & Organizations.

How to Use Capsule CRM Contact Management

Gestión de contactos lets you store every customer, lead, and partner in one organized place.

Here’s how to use it step by step.

Watch Contact Management in action:

Now let’s break down each step.

Step 1: Add a New Contact

Click “People” in the left menu, then hit the green “+ Add Person” button.

Enter the contact’s name, email, phone number, and company.

Step 2: Organize with Tags

Open any contact record and click “Add Tag” in the top area.

Tags like “Lead,” “Customer,” or “VIP” let you filter and find contacts fast.

Here’s what this looks like:

✓ Checkpoint: Your contact appears with the correct tag in the People list.

Step 3: View the Full Contact Record

Click any contact to open their full record.

You’ll see their tasks, emails, files, notes, and linked opportunities all in one view.

How to Use Capsule CRM Sales Opportunities

Sales Opportunities lets you track every deal through your pipeline from first contact to close.

Here’s how to use it step by step.

Watch Sales Opportunities in action:

Now let’s break down each step.

Step 1: Add a New Opportunity

Click “Sales” in the left menu, then hit “+ Add Opportunity.”

Enter the deal name, expected value, close date, and link it to a contact or organization.

Step 2: Move Deals Through Pipeline Stages

Switch to the Kanban board view inside Sales to see all your deals as cards.

Drag and drop each deal card to move it between pipeline stages.

Here’s what this looks like:

✓ Checkpoint: Your deal card appears in the correct pipeline stage on the board.

Step 3: Set Up Multiple Pipelines

Go to Account Settings > Sales Pipelines to add a second pipeline for a different product or team.

Name each pipeline and define the stages that fit your sales process.

How to Use Capsule CRM Task Tracking

Task Tracking lets you assign, schedule, and complete follow-up actions tied directly to your contacts and deals.

Here’s how to use it step by step.

Watch Task Tracking in action:

Now let’s break down each step.

Step 1: Add a Task to a Contact or Deal

Open any contact or opportunity record and click “Add Task.”

Set the task type (call, email, meeting), due date, and assign it to a team member.

Step 2: View All Tasks on the Calendar

Click “Calendar” in the left menu to see all upcoming tasks in a weekly or monthly view.

Filter by team member to see who has what on their plate.

Here’s what this looks like:

✓ Checkpoint: Your task appears on the calendar on the correct due date.

Step 3: Automate Recurring Tasks with Tracks

Go to Account Settings > Tracks to create a templated task list.

Attach a Track to any contact or deal to instantly add all tasks in the right order.

This works great for client onboarding, sales follow-up, or project kick-off sequences.

How to Use Capsule CRM Email Marketing

Marketing por correo electrónico lets you send targeted campaigns to segmented contact lists directly from Capsule.

Here’s how to use it step by step.

Watch Email Marketing in action:

Now let’s break down each step.

Step 1: Build a Segmented Contact List

Go to People and use filters to narrow contacts by tag, location, or custom field value.

Click “Save List” to create a dynamic list that updates automatically as contacts match the criteria.

Step 2: Connect Your Email Tool

Go to Account Settings > Integrations and connect Transponder (Capsule’s built-in email marketing tool).

You can also connect Mailchimp or other email tools via the integrations panel.

Here’s what this looks like:

✓ Checkpoint: Your contact list syncs to the email tool and shows the correct number of recipients.

Step 3: Send and Track Your Campaign

Compose your email, choose the saved list, and click Send.

Open rates and click datos feed back into each contact’s record in Capsule automatically.

How to Use Capsule CRM Sales Analytics

Análisis de ventas lets you measure team performance, track win rates, and forecast revenue with clear visual reports.

Here’s how to use it step by step.

Watch Sales Analytics in action:

Now let’s break down each step.

Step 1: Open the Reports Section

Click “Reports” in the left menu — this is available on the Growth plan.

You’ll see a summary of won deals, lost deals, total pipeline value, and average deal size.

Step 2: Filter by Team Member or Date Range

Use the date picker to view performance for the last 30, 60, or 90 days.

Select a specific team member from the dropdown to see their individual results.

Here’s what this looks like:

✓ Checkpoint: The report shows deals won and lost for the selected period with a clear chart.

Step 3: Export Your Report

Click the export icon to download the report as a CSV file.

Share it with your team or import it into a spreadsheet for further analysis.

How to Use Capsule CRM Integrations

Integraciones lets you connect Capsule to Gmail, Outlook, Xero, and over 70 other apps to keep all your tools in sync.

Here’s how to use it step by step.

Watch Integrations in action:

Now let’s break down each step.

Step 1: Go to the Integrations Panel

Click your account name at the top right, then select Account Settings > Integrations.

You’ll see all available integrations grouped by category — email, contabilidad, marketing y mucho más.

Step 2: Connect Gmail or Outlook

Click the Gmail or Outlook tile and follow the on-screen authorization steps.

Once connected, emails you send or receive are automatically logged against the matching contact record in Capsule.

Here’s what this looks like:

✓ Checkpoint: Open a contact record and confirm their recent emails are visible in the activity feed.

Step 3: Connect Xero for Accounting

Click the Xero tile and authorize access with your Xero account credentials.

Capsule will link invoices and payment history from Xero directly to each contact record.

How to Use Capsule CRM Custom Fields

Custom Fields lets you capture any business-specific data on your contacts, deals, and projects that Capsule doesn’t track by default.

Here’s how to use it step by step.

Watch Custom Fields in action:

Now let’s break down each step.

Step 1: Open Custom Fields Settings

Go to Account Settings and click “Custom Fields” in the left sidebar.

Choose whether you want the field on People, Organizations, Opportunities, or Projects.

Step 2: Create a New Custom Field

Click “Add Custom Field” and choose the field type — texto, number, date, dropdown, or checkbox.

Name the field (e.g., “Contract Value,” “Industry,” or “Renewal Date”) and click Save.

Here’s what this looks like:

✓ Checkpoint: The new field appears on every contact or deal record in that category.

Step 3: Fill In and Filter by Custom Fields

Open any record and fill in the custom field value in the right-hand details panel.

Go to People or Sales, click “Filter,” and select your custom field to find all matching records instantly.

How to Use Capsule CRM Mobile App

Aplicación móvil lets you manage contacts, update deals, and complete tasks from your phone — wherever you are.

Here’s how to use it step by step.

Watch the Mobile App in action:

Now let’s break down each step.

Step 1: Download the App

Search for “Capsule CRM” in the App Store (iOS) or Google Play (Android) and install the free app.

Log in with the same email and password you use on the desktop.

Step 2: Access Contacts and Deals on the Go

Tap the People or Sales icon at the bottom of the screen to navegar your contacts and pipeline.

Open any contact to see their full record, add a note, log a call, or create a follow-up task.

Here’s what this looks like:

✓ Checkpoint: Your mobile app shows the same contacts and deals as your desktop — synced in real time.

Step 3: Log Activity After a Meeting

Right after a client meeting, open the contact on your phone and tap “Add Note.”

Type your meeting summary, then tap “Add Task” to schedule the next follow-up before you leave the room.

Capsule CRM Pro Tips and Shortcuts

After testing Capsule CRM for several months, here are my best tips.

Atajos de teclado

Hidden Features Most People Miss

• Enriquecimiento de datos: Capsule automatically fills in LinkedIn profiles and company info when you add a contact — check the “Enrich” button on any record to pull in missing details instantly.
• Workflow Automations: Go to Account Settings > Automations to trigger automatic tasks, emails, or stage moves when a deal reaches a certain point — most users never find this menu.
• Dynamic Saved Lists: When you save a filtered contact list, Capsule keeps it live — new contacts that match your criteria are added to the list automatically without any manual work.

Capsule CRM Common Mistakes to Avoid

Mistake #1: Importing Contacts Without Cleaning the CSV First

Mistake #2: Skipping Tracks for Recurring Processes

Mistake #3: Ignoring the Stale Opportunities Warning

Capsule CRM Troubleshooting

Problem: Emails Are Not Logging Against Contacts

Cause: The Gmail or Outlook integration is connected but the contact’s email address doesn’t match exactly.

Arreglar: Open the contact record and confirm the email address matches what’s in your inbox exactly — even a small typo will break the auto-log.

Problem: Imported Contacts Show as Duplicates

Cause: The CSV contained contacts that already exist in Capsule under a slightly different name or email.

Arreglar: Go to People and use the “Find Duplicates” option under the Actions menu — Capsule will flag likely duplicates and let you merge them in a few clicks.

Problem: A Team Member Can’t See Certain Records

Cause: Records were assigned to a specific user or access is restricted by role permissions.

Arreglar: Go to Account Settings > Users and check the team member’s role — the super admin can adjust visibility settings for each user level.

📌 Nota: If none of these fix your issue, contact Capsule CRM support via the Help icon inside the app.

¿Qué es Capsule CRM?

CRM de cápsula is a cloud-based customer relationship management tool that helps small and mid-sized teams manage contacts, track deals, and stay on top of every client interaction.

Think of it like a smart address book that also runs your entire sales process and task list.

Watch this quick overview:

It includes these key features:

• Gestión de contactos: Store every contact, note, email, and file in one searchable record
• Sales Opportunities: Drag-and-drop pipeline board with multiple pipeline support
• Task Tracking: Assign and automate follow-up tasks using Tracks templates
• Marketing por correo electrónico: Send segmented campaigns with engagement tracked per contact
• Análisis de ventas: Activity reports and win/loss tracking on the Growth plan
• Integraciones: Connect to Gmail, Outlook, Xero, and 70+ apps
• Campos personalizados: Capture any business-specific data on contacts, deals, and projects
• Aplicación móvil: Manage contacts, deals, and tasks from iOS and Androide

For a full review, see our Capsule CRM review.

Precios de Capsule CRM

Here’s what Capsule CRM costs in 2026:

Prueba gratuita: Yes — the free plan is available with no credit card required and no time limit.

Garantía de devolución de dinero: Capsule does not advertise a formal money-back guarantee — check their website for current terms.

💰 Best Value: Growth Plan — it unlocks sales analytics, workflow automations, and multiple pipelines that give growing teams everything they need to scale.

Capsule CRM vs Alternatives

How does Capsule CRM compare? Here’s the competitive landscape:

Watch this comparison:

Quick picks:

• Best overall: Capsule CRM — clean interface, fast setup, and a free plan that’s actually useful
• Best budget: HubSpot Free — unbeatable free tier with marketing tools included
• Best for beginners: Capsule CRM — minimal learning curve and helpful onboarding guides
• Best for sales teams: Pipedrive — purpose-built for sales reps who live in their pipeline

🎯 Capsule CRM Alternatives

Looking for Capsule CRM alternatives? Here are the top options:

• 🌟 HubSpot: The most popular free CRM — includes marketing, sales, and service tools. Best for teams that want everything in one place without paying upfront.
• 🚀 Pipedrive: A sales-first CRM with one of the best pipeline boards available. Great for teams whose whole job is closing deals and tracking activity.
• 🧠 Zoho CRM: A deep, feature-rich platform with AI sales assistant and advanced automatización. Best for teams that need more power than Capsule offers at a mid-range price.
• ⚡ Ventas frescas: An AI-powered CRM with a built-in phone dialer and email sequencing. Ideal for inside sales teams that make high volumes of calls and emails each day.

For the full list, see our Alternativas a Capsule CRM guide.

⚔️ Capsule CRM Compared

Here’s how Capsule CRM stacks up against each competitor:

• CRM de cápsula frente a HubSpot: HubSpot has a bigger free plan and more marketing tools, but Capsule is far simpler to set up and use for teams that just need a clean CRM without the complexity.
• CRM de cápsula frente a Pipedrive: Pipedrive wins on pipeline customization and activity tracking, but Capsule offers better contact management depth and a more affordable entry point for small teams.
• Capsule CRM vs Zoho CRM: Zoho packs in far more features including AI and deep automation, but Capsule beats it on simplicity and speed — Capsule takes hours to set up, not days.
• Capsule CRM vs Freshsales: Freshsales includes a built-in phone and email sequences which Capsule lacks, but Capsule’s cleaner interface and Tracks feature make it better for service-based businesses.

Start Using Capsule CRM Now

You learned how to use every major Capsule CRM feature:

• ✅ Contact Management
• ✅ Sales Opportunities
• ✅ Task Tracking
• ✅ Email Marketing
• ✅ Sales Analytics
• ✅ Integrations
• ✅ Custom Fields
• ✅ Mobile App

Next step: Pick one feature and try it now.

Most people start with Contact Management.

It takes less than 5 minutes.

Preguntas frecuentes

How do you add a new person or organization?

Click “People” in the left sidebar, then click the green “+ Add Person” or “+ Add Organization” button in the top right. Fill in the name, email, phone, and any other details, then click Save. The new record appears instantly in your contact list. You can also import contacts in bulk from a CSV file using the import tool under People & Organizations.

¿Puedo usar Capsule CRM en mi teléfono?

Yes — Capsule CRM has a dedicated mobile app for both iOS and Android. You can add contacts, update deals, log notes, and complete tasks from your phone. The app syncs in real time with your desktop account so your data is always up to date. Search for “Capsule CRM” in the App Store or Google Play to download it.

How to create custom fields for my business?

Go to Account Settings and click “Custom Fields” in the sidebar. Choose whether the field applies to People, Organizations, Opportunities, or Projects. Click “Add Custom Field,” pick a field type (text, number, date, dropdown, or checkbox), give it a name, and click Save. The field will appear on every relevant record across your account immediately.

Is there a free version for small teams?

Yes — Capsule CRM has a free plan that supports up to 2 users and 250 contacts with no time limit. It includes contact management, the sales pipeline, tasks, and basic integrations. For growing teams that need reporting, automations, or multiple pipelines, the Starter plan starts at $18/user/month. The free plan is a solid starting point for freelancers and very small teams.

How do I invite my team to the account?

Go to Account Settings > Users and click “Invite User.” Enter their email address and choose their role — Admin, Owner, or User — then click Send Invitation. They’ll receive an email to create their own password and join your workspace. The account super admin can manage user roles, adjust permissions, and remove users at any time from the same panel.

Can I connect Capsule CRM to Xero or QuickBooks?

Yes — Capsule integrates natively with Xero for accounting. Once connected, invoices and payment history from Xero appear directly on each contact record in Capsule. For QuickBooks, you can connect via Zapier or a third-party integration. Go to Account Settings > Integrations to set up both accounting connections.

How to set up multiple sales pipelines?

Multiple pipelines are available on the Growth plan. Go to Account Settings > Sales Pipelines and click “Add Pipeline.” Name it (e.g., “Enterprise Sales” or “Renewals”), then define the stages for that pipeline. When adding an opportunity, you can assign it to any pipeline. Each pipeline has its own Kanban board view so teams can manage different sales processes without mixing them.

What is the best way to organize contacts with tags?

Use regular tags for broad categories like “Lead,” “Customer,” or “Partner” and Data Tags for structured values like “Industry: SaaS” or “Region: EMEA.” Apply tags from any contact record by clicking “Add Tag” in the top section. You can then filter your entire contact list by one or multiple tags to build targeted lists for campaigns or follow-up sequences.

How do I see my tasks on a calendar?

Click “Calendar” in the left sidebar to see all upcoming tasks laid out in a weekly or monthly calendar view. You can filter the calendar by team member to see each person’s workload. Capsule also offers an Outlook Calendar integration so your CRM tasks sync directly to your Microsoft Outlook calendar and appear alongside your meetings.

Can I generate reports to see my sales growth?

Yes — the Reports section is available on the Growth plan and shows deals won, deals lost, total pipeline value, average deal size, and activity by team member. You can filter reports by date range, pipeline, or individual user. Reports can also be exported as a CSV file for further analysis in a spreadsheet. The Growth plan also gives access to advanced activity reporting and sales forecasting data.