Successful Laylah CRM Implementation: It All Starts with Your Team

A guide for lead advisors and team managers.

Implementing Laylah CRM isn’t just about importing your data. It’s first and foremost about discipline and collaboration. By setting clear rules and shared expectations, you give your team a solid framework to get the most out of the CRM.

Build the winning duo: Leader + CRM Manager.

As a leader, you’re responsible for accountability and continuous improvement. Even if you’re not the technical expert, it’s up to you to set the rule: “If it’s not in Laylah, it doesn’t exist.”

To support you, appoint a CRM Manager. This person bridges technology and the daily reality of your practice. The leader keeps the vision and authority; the CRM Manager handles the operations. Together, you increase your chances of lasting adoption.

Prepare the ground.

Explain the “why.”

Using Laylah consistently isn’t a constraint—it’s a gain: protection in case of audit, time saved, and better client service. Provide concrete examples to help your team buy in.

Adopt the right habits from day one.

Implementing Laylah also means building new work habits:

• Log every client interaction within 24 hours.
• Always complete essential fields (phone number, date of birth, status).
• Connect your emails and calendars to centralize your follow-ups.
• Store your notes and documents directly in Laylah.
• Enable two-factor authentication to secure your access.

Implement gradually.

Adopting Laylah doesn’t happen overnight. The key is to start simple, build habits, then add complexity over time.

This approach keeps your team from feeling overwhelmed and helps anchor good practices from the start.

Step 1: Start with the basics.

Begin with what keeps your practice running daily.

• Data sources: connect your various sources (insurers, investment platforms, etc.) to bring everything together and eliminate silos.
• Tasks and follow-ups: use Laylah to assign tasks and track progress.
• Communications: connect your emails and calendars for automatic synchronization (Google or Microsoft 365).
• Essential fields: agree on the minimum required data to always complete (e.g., contact info, date of birth, status).
• Note-taking: document all client interactions and follow-ups in Laylah to build a clear, auditable history.

Goal: get everyone used to entering their information and working in Laylah, not alongside it.

Step 2: Introduce advanced practices.

Once the basics are solid, add practices that bring more rigor and visibility.

This is where compliance becomes a natural part of your operations.

• Compliance: perform a quick review of new client files each month and a full audit quarterly.
• Security: require two-factor authentication and a security key, and ensure no one shares their credentials.
• Ongoing training: include a 5-minute “CRM tip” in your meetings, schedule quarterly refreshers, and clearly document your processes.
• Feedback: open a simple channel (Slack, email, form) for the team to suggest improvements or report issues.

Goal: reduce risks, improve data quality, and build a proactive compliance culture.

Step 3: Customize Laylah for your practice.

Once your team is comfortable, tailor Laylah to your specific reality.

• Clients: segment according to your needs (prospects, active, inactive, etc.).
• Processes: standardize workflows so everyone follows the same steps (service offer, pipeline, etc.).
• Tools: connect useful integrations.
• Tasks and templates: set up recurring tasks, recommendations, and document templates that reflect how your team works.

Goal: make Laylah a true reflection of your practice—without unnecessary complexity.

Follow a sample implementation timeline.

A solid plan helps your team stay aligned, progress at a realistic pace, and avoid change fatigue. Here's a simple model based on best practices observed in teams of 1–6 people. You can adjust it based on your team size and current stage.

From implementation to success.

Success with Laylah isn’t a one-time event—it’s a continuous evolution. The more you build strong habits, the more agile, secure, and efficient your practice becomes. The best time to start? Now.