If you’re tired of chasing reps for updates or second-guessing your pipeline numbers, this is for you. Sales leaders, ops folks, and anyone wrangling forecasts know the pain: activity data is always late, incomplete, or just plain wrong. But if you can automate tracking in Aviso, you can finally get forecasts you trust—without nagging your team or wasting hours on spreadsheets.
Here’s how to actually set up automated sales activity tracking in Aviso, what to watch out for, and some honest tips from people who’ve been burned by “set it and forget it” promises.
Why Automate Sales Activity Tracking Anyway?
Let’s get clear on what you’re trying to fix. Manual tracking is a mess:
- Sales reps forget to log calls, meetings, or emails.
- Data is outdated or entered as an afterthought (if at all).
- Forecasts are built on wishful thinking, not facts.
Automating sales activity tracking means pulling real data—emails sent, meetings booked, calls made—without extra work for reps. If you do it right, you get:
- Cleaner forecasts: Less guessing, more reality.
- Saved time: Reps focus on selling, not updating CRM fields.
- More trust: Leadership stops “gut checking” the pipeline.
Is automation perfect? No. But it’s way better than herding cats every week.
Step 1: Get the Basics Set Up in Aviso
Before you automate anything, make sure Aviso is connected to your core systems. Aviso doesn’t replace your CRM—it sits on top of it, pulling in data and layering on AI. If your CRM integration is shaky, nothing else will work right.
Checklist: - Connect your CRM: Aviso integrates with Salesforce, Microsoft Dynamics, and others. Double-check your API connections. If you don’t have admin access, get someone who does. - Map your objects: Make sure opportunities, activities, contacts, and accounts are correctly mapped. If these don’t line up, you’ll see missing or mismatched data later. - Check permissions: Aviso needs to “see” activity data (emails, meetings, calls). If permissions are too tight, the automation can’t do its job.
Pro tip: Don’t try to automate activity tracking if your CRM is full of junk data. Clean it up first, or you’ll just automate garbage.
Step 2: Turn On Activity Capture
Aviso’s activity capture tools can automatically pull in sales activities from your email, calendar, and even call systems. This is where the real automation happens.
What You Can Track
- Emails sent/received (Gmail, Outlook)
- Meetings booked and held (Google Calendar, Outlook Calendar)
- Calls and call logs (VOIP or dialer integrations)
- CRM updates (opportunity stage changes, notes)
How to Set It Up
- Email and Calendar Integration:
- Aviso supports OAuth connections for Gmail and Outlook. This lets it pull activity data directly.
- You’ll need your IT team on board, especially if you have strict email security policies.
- Connect Call Tracking:
- If you use tools like Outreach, Salesloft, or a VOIP system, Aviso can often connect via API.
- Not every call system plays nicely—test with a few users first.
- Map Activity Types:
- Define what counts as “sales activity” for your team. Logging every marketing email is pointless.
- In Aviso, set rules for which emails, meetings, or calls get tracked.
- Test with a Small Group:
- Always test with 2-3 reps before rolling out broadly. Look for missing activities or weird duplicates.
Heads up: If your reps use personal email accounts or book meetings outside the official calendar, those won’t get tracked. Automation only works if people use the right tools.
Step 3: Customize What Gets Tracked (and What Doesn’t)
Automation is only as good as the rules behind it. Out of the box, Aviso will try to grab everything, but that’s not always useful. You want signal, not noise.
Focus on High-Value Activities
- What to track: Genuine sales conversations (emails, calls, meetings with prospects)
- What to ignore: Internal team chats, non-sales meetings, marketing blasts
How to customize in Aviso: - Use filters to exclude domains (e.g., don’t track emails to @yourcompany.com). - Set up keyword rules to include/exclude activities. - Fine-tune which objects are linked (e.g., only log meetings if they’re tied to an opportunity).
Why This Matters
Too much data is just as bad as too little. If your dashboard fills up with “activity” but none of it moves deals forward, you’ll lose trust in the numbers fast.
Pro tip: Review your tracked activities after a week. Are the right things showing up? If not, tweak your rules. Don’t “set and forget.”
Step 4: Set Up Automated Alerts and Reporting
Now that activities are flowing in, make it work for you. Aviso can push alerts and reports to help managers and reps stay on top of real sales work.
Useful Alerts
- Deal inactivity: Flag deals with no logged activity in X days.
- Stalled pipeline: Alert when big opps haven’t had a call or meeting recently.
- Unmatched activities: Get notified if an email or call isn’t linked to an opp (common if reps forget to log contacts).
Custom Reports
- Activity by rep: See who’s actually working their deals.
- Activity by deal stage: Are late-stage deals getting neglected?
- Forecast accuracy: Compare activity-based forecasts to what’s actually closing.
What works: Automated alerts keep things from falling through the cracks. Just don’t go overboard—too many pings and people tune them out.
Step 5: Coach and Course-Correct with Real Data
This is where automation pays off. When you can see who’s really putting in the work (and where deals are stalling), you can actually coach instead of guess.
How to Use the Data
- Spot “quiet” deals: If a big deal has no real engagement, call it out early.
- Coach reps: Show them their own activity patterns—no more “I’m working hard, I swear.”
- Fix process gaps: If certain activity types aren’t getting logged, fix the workflow or the tool, not the people.
What Not to Do
- Don’t use the data to micromanage. If you turn this into a surveillance program, reps will find ways to game it.
- Don’t assume all activity is good activity. One thoughtful call beats ten pointless emails.
Honest take: Automation gives you the facts, but it won’t magically improve your sales process. Use the insights to have better conversations—not just to fill out a dashboard.
What to Watch Out For (and What to Ignore)
Let’s get real—automation isn’t magic, and Aviso has limits.
- Garbage in, garbage out: If your CRM is a mess, automation just gives you faster bad data.
- Blind spots: Personal devices, “shadow IT,” or reps who refuse to use the official calendar won’t get tracked.
- Privacy concerns: Some reps (and IT) will push back on email/calendar integrations. Be up front about what’s tracked—and why.
- AI hype: Aviso talks a lot about “AI-powered insights.” It’s useful, but don’t expect it to spot every risk or coach every rep for you.
Ignore flashy dashboards that don’t answer real questions. Focus on the basics: are deals moving, are reps engaged, and are forecasts lining up with reality?
Keep It Simple—and Iterate
Automation should make your life easier, not more complicated. Start by tracking the essentials, fix issues as they pop up, and ignore the noise. The best setups are the ones that get used—and trusted—by real people, not just the ones that look good in a demo.
If you keep it simple and tweak as you go, you’ll end up with sales activity tracking that actually helps you forecast, manage, and grow—without the usual headaches.