Managing Records, Activity Logs & Trash

CRM Record Limit

What is CRM Record Limit?

CRM Record Limit defines the maximum number of records that can be stored in your CRM based on your subscription plan.

The limit includes all records across all CRM modules (Leads, Contacts, Deals, etc.).

How CRM Record Limit Works

• Every record created in any CRM module is counted towards the total limit

• The total number of records allowed varies based on the plan

• Once the limit is reached:

  • New records cannot be created

  • Existing records must be deleted or the plan must be upgraded

How to Check CRM Record Usage

• Go to All Menu

• Navigate to Billing

• Click on Usage Stats

• Check CRM Module Records

This shows the total number of records used across all CRM modules

How to Manage Record Limit

• Monitor usage regularly

• Delete unnecessary or duplicate records

• Clear records from Trash to free space

• Upgrade plan if required

How to Delete CRM Records

Delete Multiple Records

• Go to the Picky Assist Dashboard

• From the left-side menu, click on the CRM Modules icon

• Select the required module (Leads / Deals / etc.)

• Use the checkbox on the left side to select records

• After selecting, options will appear at the top:

  • Select All,Mass Export,Delete etc..

• Click on Delete

Delete Single Record

• Go to the CRM module

• Click on the update record icon(pen icon) of a record

• A panel will open on the right side with record details

• Click on the Delete icon (top right)

• Confirm deletion

Permanently deleted records: Will not appear in Recycle Bin Cannot be recovered Will instantly reduce CRM record count

Permanent Delete Option (Important)

• While deleting a record, a popup will appear

• In the popup, there is a checkbox: “Delete records Permanently”

• If checkbox is:

  • Unchecked → Record moves to Recycle Bin (Trash)

  • Checked → Record is permanently deleted immediately

Permanently deleted records: Will not appear in Recycle Bin Cannot be recovered Will instantly reduce CRM record count

Activity Log

What is Activity Log?

Activity Log tracks all actions performed on a record, including:

• Record creation

• Updates

• Deletion

• Permanent deletion

• Mass updates

• Other user activities

How to View Activity Log

• Go to the Picky Assist Dashboard

• From the left-side menu, click on the CRM Modules icon

• Select Activity Log from the modules

• You will be able to view all activities such as update, delete, mass actions, and other actions associated with records

How to Delete Activity Logs

• Use the checkbox on the left side of each record to select it

• Once selected, options will appear at the top (Select All, etc.)

• Click on Delete

• A popup will appear → click on Yes to confirm

If you want to delete the record permanently: Enable the checkbox “Delete records Permanently” in the popup This will remove the record completely and it will not appear in the Recycle Bin

Trash / Recycle Bin

What is Trash?

Trash (Recycle Bin) stores deleted records temporarily before permanent removal.You can also restore the records if required before they are permanently deleted.

How to Access Recycle Bin

• Open any CRM module

• Click on the Settings icon (top right corner) you will see options like Manage Columns, Extend Text, and Recycle Bin

• Select Recycle Bin

• You will see the records that were temporarily deleted and moved to the Recycle Bin

Trash is available module-wise Contacts module does NOT have Trash Records deleted from Contacts are permanently deleted directly

Delete Records from Trash (Permanent Delete)

• Go to the Recycle Bin inside the module

• Use the checkbox on the left side to select records

• After selecting, options will appear at the top (Restore, Delete, etc.)

• Click on the Delete icon to permanently delete the records

• Click on the restore icon to restore the deleted record.