How to set up Briefi for a 5-person sales team in 30 minutes

If you're running a small sales team and you're shopping AI meeting tools, the demo question that matters most isn't 'what can it do?'. It's 'how long until my team is using it?'. The answer for Briefi, when you're set up by a director who knows what they want, is about 30 minutes. This is the script.

Assumed starting state: a five-person sales team, one Google Workspace, one CRM (any of the ten we support), one director driving the setup, four reps who'll be added as seats. Adapt the steps if you're smaller or shaped differently.

Minute 0–5: create the workspace

The director signs up at briefi.sh, picks the Business plan during onboarding (team seats and the discovery-guide editor are Business-tier features), and lands on the dashboard. First action: rename the default workspace to your company name. Settings, then Workspace, edit the name and the email domain (used to classify internal vs external meetings).

If the founder is the buyer but won't be the daily operator, this is the moment to switch — sign up under the director's email; promote the sales-leader to owner via the team tab once they're added.

Minute 5–10: invite seats + pick roles

Settings, then Team. Invite the four reps by email. Pick roles per invite: typically you want one admin (the sales leader) plus three members (the reps). Members can read the workspace freely, run their own meetings, and use AI features; only owners and admins can change billing or add CRM connections.

Invite emails go out via Resend. They land within 30 seconds. Each rep clicks the link, sets a password (or signs in with Google), and they're in. Total elapsed: about a minute per invite if anyone's actually clicking quickly.

Minute 10–15: connect the workspace Google + the shared inbox

Settings, then Integrations. Click 'Connect Google account' — the OAuth flow grants calendar + Gmail send scopes for the workspace. This is the *workspace* Google, separate from each rep's personal sign-in. Pick the Google Workspace account that owns the team calendar; invites go out from this address.

If the team uses a shared inbox (sales@) and that inbox isn't on Google, connect via IMAP from the same Settings tab. Briefi verifies the IMAP credentials before saving, then pulls the last 30 days of mail on first sync.

Minute 15–20: pick the CRM, run the test push

Settings, then Integrations, scroll to the CRM card. Pick your provider — HubSpot, GoHighLevel, Pipedrive, Monday, Salesforce, Close, Zoho, Copper, ActiveCampaign, or Microsoft Dynamics. The OAuth or API-key flow takes 30 seconds. Once connected, run a test push: open any synced meeting, click 'Push to CRM', confirm the contact + deal + note landed in your CRM. If it did, you're done with the integration layer.

If the test push surfaces a field-mapping issue (mostly with Monday's column-based model), the CRM card has a per-field mapping UI — three minutes to fix, never blocks the rest of setup.

Minute 20–25: choose the discovery guide

Settings, then Discovery guides. Briefi ships 40+ system guides covering most industries. Pick the one closest to your selling motion (we have software consulting, marketing services, solar, trades, professional services, several more), then click 'Fork to workspace' so your team can edit it without breaking the system version.

Edit the guide once for your specific positioning — usually 10 minutes of work, often less. The qualification section is where most teams add their two or three deal-killing questions. The brief generator uses the guide automatically on every meeting tagged for that meeting type.

Minute 25–30: run one real meeting end-to-end

The hardest part of new-tool adoption is the first real use. Don't wait for the next team meeting; pick one rep, find a discovery call they have today, and walk them through the loop live.

Brief (Prepare page, click 'Generate'). Live capture (During page, the chip-and-dictation surface). Follow-up (the AI-drafted email lands in their inbox a minute after the call ends). CRM push (one click, confirm fields). Total time for the rep: about 5 minutes of new behaviour during the day, replacing 25 minutes of post-meeting work. The maths is the entire pitch.

Day 2 onwards

If you've followed the script, the team is set up and one rep has used it for one real meeting. The next day is when adoption either takes or doesn't. Three things help: a daily 'show what worked' Slack thread for the first week, a Friday review of follow-up drafts (catch the AI-voice mistakes early), and clear permission for reps to push back on guides that don't fit — Briefi is designed to be edited per workspace, not used as shipped.

Walk-throughs of the discovery guides we ship by default are on the use cases page. The full feature loop is on product. And for the founder's view of why the loop matters more than the tooling, see why I built Briefi.