Documentation
How to set up NeoKivo, move your pipeline in, and connect it to the tools you already use. Start with the guides below, or jump straight to the developer reference for webhooks, the REST API, and the MCP server.
Getting started
Set up your workspace and move your pipeline in.
- Create your workspaceNeoKivo is in private beta. Join the waitlist or accept an invite, name your workspace, and request access so we can activate it. Your data stays yours and stays viewable and exportable while the workspace is read-only.
- Import your pipeline from a CSVMove your contacts, companies, deals, notes, and talent into NeoKivo from a CSV. The import wizard reads your file in the browser, maps columns for you, and lets you resolve owners and stages before anything is saved.
- Invite your teamBring teammates into your workspace from Settings → Members. Invites go out by email, and new members land straight in the workspace.
- Keyboard shortcutsThe command menu, the context-aware C shortcut, and the other real keyboard shortcuts built into NeoKivo.
Core concepts
The ideas NeoKivo is built on: deals, next actions, and Home.
- Next actions and the Home pageEvery deal in NeoKivo carries at most one open next action: the single concrete step, with a due date, that moves it forward. Home ranks the deals that need you today so your day starts with follow-ups, not a scroll through the pipeline.
- Pipelines and stagesA pipeline is an ordered set of stages a deal moves through. A workspace can run several pipelines side by side, each with its own stages, and a deal belongs to a pipeline through the stage it sits in.
- Deal healthEvery open deal gets a health score out of 100, computed live from four signals: whether it has a next action, whether that action is overdue, how recently anything happened, and whether the expected close date has passed.
- Talent managementTalent: the represented person or entity a commission rate lives on, distinct from a company or a contact. What it is, and how it relates to deals.
Features
Working with pipelines, contacts, documents, and reports.
- DealsCreate a deal, work it from its detail page, and move it to won or lost. How the stepper, composer, timeline, and rail fit together, and how archive differs from delete.
- Mentions and repliesType @ in a deal composer to mention a teammate, and reply to a note, email, or call entry in a single level of thread. Both stay inside deal visibility.
- Contacts and companiesThe People and Companies pages, contact fields, stakeholder roles on a deal, the keep-warm signal for cold contacts, and bulk actions.
- Custom fieldsAdd your own fields to deals, contacts, and companies: the field types, sections and drag ordering, conditional visibility, the 50-per-entity cap, and how financial fields are hidden from people without finance access.
- Saved viewsSave a filter combination on the pipeline board so you can get back to it in one click. What gets saved, how to manage a view, and who can see it.
- DocumentsUpload files, get them tagged and previewed automatically, link them to deals, contacts, companies, and talent, and trust that deal-restricted documents stay restricted.
- EmailCapture email by BCC, receive replies on your own domain, send from a deal with a connected Gmail account, and see it all land on the deal timeline.
- NotificationsThe bell and the Notifications page, captured emails that need a deal, the eight notification categories, per-category in-app and email preferences, and how notifications get marked read.
- AutomationsWhen/If/Then rules that react to deal, contact, and company events: the triggers, the step types, who can create and manage a rule, and how run history works.
- Stage preflight checksGate a deal from moving into a stage until an automated check passes or a teammate confirms it by hand. A special kind of automation, and always synchronous.
Money
Invoices, accounts receivable, and commission splits.
- Invoices and accounts receivableBuild invoices with line items and tax in NeoKivo, record full and partial payments, follow the money on each deal, and watch what is outstanding with the AR aging view.
- Commission splits on dealsHow a deal’s commission pool is derived from a linked talent’s rate, split between external claims and your team, and auto-managed for the deal’s owner and co-owners.
- ContractsThe Contracts section is your documents library filtered to one thing: every document tagged as a contract, workspace-wide, with uploads filed as contracts automatically.
- Required documents on dealsDefine the paperwork a deal needs — per stage or for every deal — and choose whether a missing document merely nags or actually blocks the deal from advancing.
Access control
Roles, permissions, deal visibility, and the audit log.
- Roles and permissionsThe six built-in roles, how custom roles work, and what each permission in the Settings → Roles matrix actually controls.
- Deal visibilityThe four visibility levels a deal can have, who gets explicit access regardless of visibility, and what happens when you narrow a deal that people currently see.
- Deal collaborationThe Primary Owner, Co-Owners, Collaborators, and Followers on a deal — what each can do, how it affects editing, and what happens on owner reassignment.
- Teams, the audit log, and trashHow teams and team managers work, what the audit log actually records, and how deal trash and restore are scoped.
Integrations
Webhooks, the REST API, the MCP server, and email capture.
- API keysOne key mechanism authenticates the REST API, the MCP server, and Zapier. Here is how to create one, what it can do, and how revoking it works.
- The REST APINeoKivo's public API at /v1 lets any script or platform read deals and create records. Every endpoint, real request/response examples, and how errors look.
- WebhooksSubscribe a URL to deal, invoice, requirement, and contact events and NeoKivo POSTs a signed payload as they happen. The event catalog, delivery and retry behavior, and what happens when a webhook stops working.
- Verify webhook signaturesEvery NeoKivo webhook is signed with HMAC-SHA256 so you can prove it came from us and was not replayed. Here is the exact scheme and a Node.js verifier that checks the signature and rejects stale deliveries.
- Connect ZapierNeoKivo's Zapier app watches for new deals, stage changes, and due actions, and can create deals or contacts from any Zap. Here's the trigger/action list and how to connect.
- Connect Slack and DiscordConnect a Slack or Discord bot so automations can post to a channel, DM a teammate, and @-mention a user group or role. Owner-only to connect or disconnect.
- Connect Claude and other AI assistants (MCP)NeoKivo runs a Model Context Protocol server, so an AI assistant like Claude, Cursor, or ChatGPT can read and act on your pipeline directly. Create an API key, point your client at the server, and start asking.
- Subscribe to your calendarShow your NeoKivo deadlines in Google Calendar, Outlook or Apple Calendar with a private, read-only link.
AI
The Copilot, suggested next actions, and AI credits.
- CopilotNeoKivo's built-in assistant: ask it about your pipeline, or let it make changes for you. It answers with numbers and lists, not just prose, and always asks before it deletes anything.
- Suggested next actionsNeoKivo watches for deals that have gone quiet and proposes a concrete next step. Nothing is written to the deal until you accept it.
- AI credits and limitsHow NeoKivo's AI usage is metered: a monthly allowance, top-up credits (not yet on sale during the private beta), and what's unmetered.
Account & access
Workspace activation, seats, read-only workspaces, and exporting your data.
- Workspace access and seatsHow a NeoKivo workspace is activated during the private beta, how seats are counted, and what read-only means while a workspace waits for activation.
- Your data: export, deletion, and retentionWhat you can export and when, how to delete your account, and the retention window that protects you if a workspace lapses by accident.
- Security overviewA plain account of how NeoKivo protects your data: authentication, encryption, access control, and how we handle disclosures.
Can't find what you need? Email hello@neokivo.com.