Hepscott Recruitment / BG-Demo – Kickoff
Callcompleted
Hepscott Recruitment · 5 Sep 2023 11:00
Kickoff with Nichola Hogg, Operations Manager. She named herself admin, listed the CRM and shared mailboxes as first sources, and said the desk is mixed on replacing spreadsheets. Mailbox access from IT is still outstanding.
What was said
What this says
As at Fri 9 Oct 2026Kickoff with Nichola Hogg, Operations Manager. She named herself admin, listed the CRM and shared mailboxes as first sources, and said the desk is mixed on replacing spreadsheets. Mailbox access from IT is still outstanding.
What happened: Callie Brennan agreed three things with Nichola Hogg: who owns what, which sources connect first, and when the first refresh runs. CRM comes first, then shared mailboxes, with credentials needed in writing.
Customer view: Nichola said the team is mixed, with a few keen and one or two worried about losing their spreadsheets. She called it the first thing this year that came with a proper plan.
Commercial: The Starter order form carries fifteen users as a soft limit, and connectors are the hard limit. Nichola expects the desk, finance and HR to use it, which could press on both limits later.
Watch: Mailbox access is stuck in the IT queue, and Nichola's MD has not yet signed anything and will ask who sees the answers. A changed mailbox password would stop a connector loading and flatten records indexed.
Themes
As at Fri 9 Oct 2026Theme
Kickoff and source setup
Importance
neutral
Sentiment
positive
Voice
champion
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Callie Brennan to send the setup note and checklist on the afternoon of the call.
- Nichola Hogg to supply CRM access, written mailbox permissions and the ownership field name.
- Nichola Hogg to tell IT not to change the mailbox account without warning.
Risks
As at Fri 9 Oct 2026- Mailbox access is stuck in the customer's IT queue, which delays the first full refresh and the first visible value.
- Some consultants fear B-Viz will replace their spreadsheets, which could hold back adoption.
- A mailbox password change by IT would stop the connector loading and leave records indexed flat.
Opportunities
As at Fri 9 Oct 2026- Consultants, finance and HR all want to use it, which supports more users than the fifteen on the Starter order form.
- Showing that answers follow existing source access on the training call should reassure the MD before he signs.
Transcript
Daniel OkaforMorning all, thanks for making the time. Nichola, can you hear us alright?
Nichola HoggYeah, loud and clear. Sorry, I've got the door open, someone's been on the phone since half eight.- Daniel OkaforNo drama, it's a kickoff, we can cope with a bit of noise. Callie has the plan for the hour, so I'll hand over to her.
Callie BrennanThanks Daniel. Right, what I'd like to get through today is three things: who owns what on your side, which sources we connect first, and when the first refresh runs. Before we switch on the refresh I need the connector credentials in writing, and I'd rather have those today than chase them next week.- Nichola HoggYeah, that's fine. I've got a list. Our CRM is the main one, obviously, then the shared mailboxes the consultants use.
- Callie BrennanThat maps cleanly. CRM first, then the mailboxes. Who's going to be using it day to day?
- Nichola HoggHonestly, most of the desk. The consultants want to ask about candidates and placements, finance want the billing questions, and HR keep asking me where the holiday figures are.
- Daniel OkaforHa, that's the one everyone says. How is the team finding the idea of asking a question rather than running a report?
- Nichola HoggMixed. A few are keen already. One or two think it's going to replace their spreadsheets, and they're not sure they like that.
- Callie BrennanThat's normal. We'll keep the spreadsheets for now and see what people actually ask. What I need from your side is a named admin who can approve connectors, and ideally a second person for when they're out.
- Nichola HoggI'll be the admin. Chantelle's going to help me, she's on the resourcing side and knows where everything lives. She's not in today, she's on desk duty until after lunch.
- Callie BrennanPerfect, we'll add her at the onboarding call. Okay, the source list. Let's go through the CRM fields first, because the refresh is only as good as the mapping.
- Nichola HoggGo on.
- Callie BrennanCandidates, clients, placements and jobs. Are there any custom fields that sales have built and you rely on?
- Nichola HoggLoads. There's a field for the consultant who owns the client, and a status that nobody agrees on. Sometimes it says active when the client's gone quiet for months.
- Callie BrennanRight, the ownership one I'd like to see. Can you send me the field name or a screenshot? The status we'll sort out with a short note, because I'm not going to guess what it means.
- Nichola HoggI'll dig it out. Probably tomorrow, I'm chasing IT for the mailbox access anyway, they keep saying it's in the queue.
- Daniel OkaforJust to close the loop on that, Nichola, if the mailbox access comes through, do you want Callie to look at it the same day?
- Nichola HoggYes please. The sooner the better, the consultants keep asking when they can see something.
- Callie BrennanThen I'll put that on the list as same day. Let's talk about the refresh. The data should be fresh by 07:00 on business days, so if a mailbox is connected today, the first full run goes overnight and you'll see records the next morning.
- Nichola HoggSo what does the team actually see when they log in? Is it going to be one search box?
- Callie BrennanOn the Starter plan you get pages, chat and search. So one search box, and a chat window underneath where people ask questions in plain English. Pages are for the bits you want to keep, like a client briefing or a checklist.
- Nichola HoggRight. And how many people can log in? We've got a fair few around the desk, I'd have to count.
- Callie BrennanYour order form has fifteen users on it. That's a soft limit, so if you go a bit over, nothing breaks, but we'd talk about it. Connectors are the hard limit, so each source counts against that.
- Daniel OkaforWhich is worth knowing early, because some people will want their personal inbox too, and we'd need to have that conversation before anyone connects it.
- Nichola HoggOh, we'd never do personal inboxes. That's a no from me.
- Callie BrennanGood, that makes it simple. Shared mailboxes only, with the consultants' agreement. I'll write that into the setup note so it's clear for everyone.
- Nichola HoggAnd who else sees the answers? Our MD is going to ask me that before he signs anything.
- Callie BrennanThe answers follow the access people already have in the source. If a consultant can't see a client record in the CRM, they won't see it in B-Viz either. I'd like to show that on the training call.
- Nichola HoggBrilliant, that'll reassure him.
- Daniel OkaforOkay, shall we run through the next steps, so nobody's left guessing? Callie, do you want to take it?
- Callie BrennanYes. From your side I need the CRM access, the mailbox permissions in writing, and the ownership field name. From ours, the setup note and a checklist, both going out this afternoon. Then we wait for the first full run, and the training call goes in once that has landed.
- Nichola HoggFine. Do I need to do anything with the consultants before that?
- Daniel OkaforTell them it's coming and that it isn't replacing anything yet. Keep the message simple.
- Nichola HoggYeah, I'll do a short email. It'll be a bit rough, but they'll get the idea.
- Daniel OkaforHonestly, rough is better. People trust it more than a polished one from the top.
- Callie BrennanAny questions on the connectors before we finish?
- Nichola HoggWhat happens if the mailbox password changes?
- Callie BrennanThe connector stops loading and the records indexed go flat. We'll spot it on the refresh report and you'll hear from us. Please tell us before you change the account, though, so we can switch it over cleanly.
- Nichola HoggGot it. I'll put that on the IT list so they don't do it by surprise.
- Daniel OkaforLovely. Thanks for your time today, Nichola, I know it's a busy desk.
- Nichola HoggNo, it's been useful. It's the first thing this year that's come with a proper plan.
- Callie BrennanBrilliant. I'll send the setup note and the checklist this afternoon. Thanks Nichola, thanks Daniel.
- Daniel OkaforSpeak soon, all the best.
- Nichola HoggCheers, bye.
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