Ninox CRM – Unified Lead Management

Context

Lead tracking lived in fragmented Microsoft Access files and ad-hoc spreadsheets. Sales consultants duplicated data across databases, version control was nonexistent, and GDPR compliance was difficult to enforce. We needed a unified CRM that could scale across project teams while keeping data on-premise.

Approach

• Ninox on-premise deployment: Containerised with Docker Compose, fronted by Apache with SSL via Let's Encrypt, hosted at a dedicated subdomain.
• Standardised data model: Companies, Contacts, Meetings, and GDPR "Right to be Forgotten" tables with clear relationships and audit trails.
• Template-based rollout: New project databases are cloned from a vetted template, with qualifiers and automation scripts pre-configured.
• Outlook integration: Office 365 "Send As" delegation allows emails to go out as the consultant, keeping outreach branded and auditable.

Highlights

• One-click contact and meeting logging via Ninox scripts reduces missed entries.
• GDPR request tracking ensures deletion requests are handled consistently across teams.
• CSV import/export with field mapping and format validation prevents dirty data.
• Governance model defines roles for Project Leads, Super Users, and Dev Team.

Impact

• Replaced 8+ fragmented Access databases with a single source of truth.
• Eliminated duplicate data entry across sales and support teams.
• GDPR-compliant with structured request tracking and audit trails.
• Repeatable deployment lets new project teams spin up in hours, not days.