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Setting up Niona for the first time
Welcome to Niona AI. This guide will walk you through the initial setup process, connecting your CRM account, and making your first AI-powered entry.
1. Create your account
Before you can automate your CRM, you need a Niona workspace. It takes less than 2 minutes.
Sign up via Email or Google
Navigate to the Registration Page. You can use your corporate Google Workspace account for one-click login.
Verify your email
We'll send a 6-digit code to your inbox. Enter this code to verify your identity.
2. Connect Your CRM
Niona needs permission to read and write data to your CRM. We use OAuth 2.0 for secure authorization.
⚠️ Prerequisite
You must have admin or standard access with "Edit" permissions for Contacts and Deals in your CRM portal.
Navigate to Integrations
Go to Settings > Integrations in your Niona dashboard.
Authorize Access
Select your CRM provider and follow the authentication flow. Click "Grant Access" to authorize Niona.
If successful, you will see a green "Connected" status in your integrations panel.
Connection Security
Niona implements enterprise-grade security for all CRM integrations to protect your data.
One Account, One Connection
Each user can only connect to one CRM account. Once connected, you cannot switch to a different account — this prevents unauthorized access to other organizations' data.
Team Verification Required
To join an existing organization's CRM connection, you must first be invited as a team member. This ensures only authorized personnel can access your company's CRM.
Owner-Only Disconnect
Only the organization Owner can disconnect a CRM integration. This prevents team members from accidentally or maliciously disconnecting critical integrations.
Token Revocation
When disconnected, Niona automatically revokes the access token, ensuring no residual access remains.
3. Test your first command
Once connected, try creating a contact using natural language.
"Create a contact for Elon Musk and create a company named SpaceX, then associate them together."
Niona will parse this and automatically create the Contact (Elon Musk), the Company (SpaceX), and associate them together.
CRM Record Management
Create and manage Contacts, Companies, Deals, and Tasks in your CRM using natural language. Niona automatically detects entity types, maps fields, and handles associations between records.
Supported Record Types
- Contacts: Name, email, phone, job title — parsed and validated automatically.
- Companies: Domain lookup, duplicate detection, and data enrichment built-in.
- Deals: Pipeline stage recognition, currency parsing, close date interpretation.
- Tasks: Natural language scheduling — "tomorrow", "next Tuesday", "in 3 days".
Voice Command Examples
✨ Smart Associations
Auto-Linking: Contacts are automatically associated with existing companies.
Duplicate Detection: Prevents creating multiple records for the same entity.
Custom Properties: Supports your custom CRM fields like "Lead Source" or "Product Line".
Action Center: Import Emails from Your CRM
The Action Center pulls emails from your connected CRM and turns them into actionable records with AI-powered analysis.
How It Works
Niona imports your CRM emails and provides a review-and-approve workflow:
- Import from CRM: Pulls email activity from your connected CRM account.
- AI Pre-Analysis: Each email shows suggested actions (Create Contact, Update Deal, Add Note).
- One-Click Approval: Review suggestions and approve with a single tap — no manual entry.
💡 Benefits
Quality Control: Prevent incorrect or duplicate records by reviewing before creation.
Time Savings: Reduce email processing time by 80%.
Audit Trail: Every action is logged for compliance.
Meeting Transcription
Turn your sales calls and client meetings into actionable CRM data. Upload a recording, and Niona will transcribe the conversation, summarize key points, extract action items, and sync everything directly to your CRM records.
Team Management
Collaborate efficiently with role-based access and granular permissions.
Role Hierarchy
Niona supports four built-in roles with escalating privileges:
- Guest: View-only access to assigned records.
- Member: Can create and edit records they own.
- Admin: Full access to all organization records + team management.
- Owner: Complete control including billing, integrations, and settings.
CRM Integration for Team Onboarding
Import your existing CRM users directly:
Navigate to Import
Go to Team Management > Import from CRM.
Select Users
Choose users to import (Niona matches by email).
Assign Roles
Set roles and permissions in bulk.
Use Case: Onboarding a 20-person sales team takes less than 5 minutes.
Organization Settings
Configure your workspace to match your business. Set company information, timezone, branding, and default preferences so every team member operates with consistent settings across all CRM interactions.
Field Configuration
Customize which CRM fields Niona displays and prioritizes during data entry.
Why Customize Fields?
Every CRM is different. You might have custom properties like "Lead Source Campaign" or "Product Interest" that are critical to your workflow.
How It Works
- Field Visibility: Toggle which fields appear in action confirmation screens.
- Required Fields: Mark fields as mandatory to prevent incomplete records.
- Field Order: Drag-and-drop to prioritize important fields at the top.
Data & Privacy
Niona integrates with your CRM using OAuth 2.0, ensuring secure and transparent data access. Below is an overview of how your data is protected.
Security & Compliance
- Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
- OAuth 2.0: Secure token-based authentication with your CRM
- No Data Storage: Voice commands are processed ephemerally - not stored after execution
- Password Security: All passwords hashed with bcrypt
🚫 What We Don't Do
- We do not sell or share your data with third parties
- We do not use your data to train public AI models
- We do not access data beyond the scopes you authorize
- We do not retain voice recordings after processing
📋 Data Retention
Conversation history is retained for 90 days to provide context for follow-up queries. You can delete your data at any time from Settings > Privacy > Delete My Data.
Frequently Asked Questions
Can I use Niona on mobile devices?
Yes, Niona is a Progressive Web App (PWA) that works on any modern browser.
How accurate is the voice transcription?
95%+ accuracy for clear English audio. Background noise may reduce accuracy.
Is my data secure?
Yes. All data is encrypted in transit (TLS 1.3) and at rest. All passwords are securely hashed.
Can multiple team members use Niona simultaneously?
Yes, Pro and Enterprise plans support unlimited concurrent users.
How do I cancel my subscription?
Go to Billing Dashboard > Manage Subscription > Cancel. Access continues until period ends.
Does Niona work offline?
Basic UI caching works offline, but AI processing requires internet connection.
Contact Us
We offer tiered support channels based on your subscription.
- Knowledge Base: 24/7 Self-service docs at docs.niona.ai
- Email Support: support@nionaai.com (Response < 24h)
- Priority Support: Dedicated Slack channel for Enterprise customers
- System Status: Check real-time uptime at status.niona.ai