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Getting started with Capstone Outreach

Six steps, about ten minutes. By the end you will have scanned a card, sent a follow-up from your own inbox, and put someone on a cadence.

1. Create your account

If someone sent you an invite link, open it. It creates a free account with no card needed. Use the email address you will sign in with everywhere; the web app and the iPhone app share one account.

No invite? Start the 14-day free trial at capstoneoutreach.com/signup. Card at checkout, no charge for 14 days, cancel anytime in Stripe.

2. Get the iPhone app

1. On your iPhone, open this link: Capstone Outreach on the App Store. Or open the App Store, search Capstone Outreach, and look for the blue C icon by Capstone Tech.
2. Tap Get, then Open.
3. Sign in with the same email and password as the web. Do not create a second account.
4. Allow the camera when it asks. That is what reads business cards and QR codes.

The app is where scanning, texting from your own number, keep-in-touch reminders and meeting follow-ups live. It needs iOS 16 or later.

Updates arrive on their own. If a feature you read about is missing, open Settings in the app and tap Check for updates.

3. Connect email and calendar

Follow-ups send from your own Gmail or Outlook, so replies land in your normal inbox. Nothing works until this is connected.

1. Web: Settings, then Connect next to Gmail or Outlook. App: Settings, Connections.
2. Sign in with Google or Microsoft and tick every box on the permission screen. The box that matters most is "Send email on your behalf".
3. Back in Connections, allow calendar access too. That is what fills the Meetings screen and lets the notetaker join calls.

Saw "access denied"? You closed Google's screen early. Tap Connect again and allow every box.

4. Scan your first card

1. In the app, tap Scan a card on Home.
2. Point the camera at a business card and tap the shutter. QR codes and LinkedIn codes scan on their own. On newer iPhones the NFC button reads tap-to-share cards.
3. Check the name, email and phone it read. Add where you met and what you talked about; you can dictate with the mic.
4. Mark the lead Hot, Warm or Cold, then tap Save and draft follow-up.

Scanning the same person twice updates their contact instead of adding a copy. No card? Home has Add a contact and Import iPhone contacts. On the web, Contacts has a CSV upload and a mailbox import.

5. Send your first follow-up

Open a contact and tap Draft follow-up. The draft is written from your notes about that person, in your voice, with your signature. Read it, change anything, and send. It goes out from your own address.

Want more than one email? Sequence drafts two to five emails spaced over days. It stops the moment they reply. Every sequence lands in Drafts first; nothing sends until you approve it.

6. Put people on a cadence

1. Open the Keep in touch tab and tap Add people.
2. Pick who: search, or use the chips for hot leads, people added this month, or anyone quiet for 90 days.
3. Pick a rhythm: weekly, monthly or quarterly. Pick a channel: email, text, WhatsApp or a call reminder. Add a line about what the outreach should be about.

When a touch is due, the draft comes to you: an email in your inbox ready to send, or a text in Texts to send. Nothing goes to the contact on its own. Home shows how many are due this week.

7. Meetings and the notetaker

With your calendar connected, Meetings lists what is coming up and what just happened. Turn on Auto-record external meetings and the notetaker joins your Zoom, Meet, Teams and Webex calls a few minutes early, skips internal ones, and when the call ends drafts a follow-up for each attendee into Drafts. The summary also lands on each contact's page under Meetings.

For a single call, tap Record this meeting on its card. For a meeting that was not recorded, tap Follow up next to the attendee and the draft is written for that meeting.

What to read next

• The full manual, chapter by chapter: sign in and open Tutorial in the sidebar. In the app: Settings, Tutorial.
• Let your AI agent do the work: connect Claude, ChatGPT or Cursor and say "record my external meetings" or "text Dana a nudge about Thursday".
• Questions: contact us. A real person answers the same day.

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