How the AI works

Magic CRM does not have an AI model of its own. You connect the assistant you already use, such as Claude or ChatGPT, and it works in your CRM on your behalf. This page explains the limits it works within. Most of them are enforced by the database, not by instructions to the model.

It acts as you

• You connect it, with your consent. An assistant gets access only after you sign in and approve it on a Magic CRM consent screen. How to do that is in Connect Claude or ChatGPT.
• It has your permissions, and no more. The assistant signs in as you. It sees exactly the records you can see and can change only what you can change. If you leave an organization, it loses access to it at once.
• One organization at a time. If you belong to several organizations, you choose in Settings which one the assistant works in.

What it can do

The assistant can search and update your contacts, companies, deals and tasks, look at your pipeline, build prospect lists, and draw dashboards and charts from your data.

What stays a draft

• Notes, quotes and emails it writes are drafts. They are marked as written by an assistant, and a person in your team has to approve them. The mark stays after approval, so you can always tell where a note came from.
• Magic CRM never sends email for the assistant. An email it drafts is kept for you to review, copy and send yourself.
• Every figure can be checked. A dashboard shows the question behind each number and the rows it came from.

Questions it asks the database

• Read-only, enforced by the database. When the assistant writes a question of its own for the database, the database runs it in read-only mode. It cannot change anything, even indirectly.
• Bounded. Each question returns a limited number of rows and is stopped if it runs too long.
• Shared dashboards share the question, not the data. A dashboard runs as the person viewing it, so each colleague sees only the numbers they are allowed to see.

Charts and widgets

Charts, tables and dashboards the assistant draws run in a sandbox with no network access. Everything they show comes from Magic CRM, and they cannot send anything anywhere.

Where your data goes

• To the AI provider you chose. What the assistant reads from Magic CRM is sent to its provider (for example Anthropic for Claude, OpenAI for ChatGPT), under your own agreement with that provider. That provider’s terms decide how it handles the data. It is not our sub-processor.
• Voice dictation uses your browser’s speech engine. When you dictate a note in the app, your browser turns speech into text; depending on the browser, its maker may process the audio to do so. Magic CRM receives the text and, if you keep it, the recording.

Transparency

Content an AI assistant writes in Magic CRM is labelled as such and stays a draft until a person approves it. We do this so that you always know what a person wrote and what an assistant did.

See also Security.