Daily use

This guide is for anyone using CallMerlin as an end user (PIN user). You'll learn how to use Merlin as a personal AI assistant in your daily work.

Getting started

After receiving your PIN code from your administrator, you can start immediately. Open any channel (webcall widget, desktop app, Android app, Slack or Teams), enter your PIN, and you're ready.

First time? Type "help" to get an overview of what Merlin can do for you.

Voice or chat

You can reach Merlin in two ways:

Tip: Combine them. Start a conversation via voice and switch to chat halfway through if you want to see a table or URL.

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Tasks

Merlin remembers your to-dos and reminds you of them.

Creating tasks

• "Create a task: send quote to De Zon Bakery"
• "Remind me tomorrow to review the contract"
• "Add to my tasks: check server backup"

Viewing tasks

• "What are my tasks?"
• "Do I have open tasks?"
• "Show my tasks for this week"

Completing tasks

• "Mark the quote task as done"
• "The server backup is done"

Practical tip

Create tasks during conversations. After a phone call, say: "Create a task: follow up with Jan about the proposal, deadline Friday." Merlin remembers it and you don't have to write anything down.

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Workflows

Workflows are automatic step sequences that Merlin executes for you. They combine multiple actions into a single command.

Starting a workflow

• "Run my morning workflow"
• "Start the week-end workflow"
• "Execute the monthly report"

Viewing my workflows

• "What workflows do I have?"
• "Show my workflows"

Workflow examples for daily use

Morning briefing

"Create a workflow 'morning briefing' that: checks my calendar for today, checks for outstanding invoices older than 30 days, counts unread emails, and gives me a summary."

Result: every morning you say "run my morning briefing" and Merlin gives you a complete overview of your day in 10 seconds.

Daily sales pipeline check

"Create a workflow 'sales check' that: retrieves all deals in the pipeline, shows deals not updated in more than 7 days, counts how many deals are in each stage, and gives a summary with recommendations."

Weekly closing for administration

"Create a workflow 'weekly close' that: retrieves all draft invoices from this week, totals the amount, checks for missing VAT numbers, lists open quotes older than 14 days, and creates a report."

Client onboarding

"Create a workflow 'new client' that: creates a contact in the CRM with the name, email and phone number I provide, creates a welcome invoice for the starter package of €500, creates a task to follow up in 3 days, and schedules a meeting for next week."

Monthly reporting

"Create a workflow 'monthly report' that: retrieves the total invoiced amount this month, compares with last month, counts new clients, calculates the percentage of paid invoices, shows the top 5 clients by revenue, and gives this as a summary."

Lead prospecting

"Create a workflow 'new leads' that: searches businesses in the category I specify in the city I name, filters by at least 4 stars and at least 20 reviews, saves results to my CRM as new leads, and creates a task to call them this week."

Collections workflow

"Create a workflow 'collections check' that: retrieves all invoices more than 60 days overdue, calculates the total outstanding amount, groups by client, and creates a task for each client to send a reminder email."

How workflows are built

You describe the workflow in plain language. Merlin translates this into a series of steps. You can adjust workflows, retest them and make them available per PIN user.

Tip: Start simple. Create a workflow with 2-3 steps first. Once it works well, add more steps.

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Automations and approval

Automations combine workflows with AI analysis. The system reads data from your communication channels, automatically fetches context from CRM and accounting, and sends everything through AI for analysis.

Approving via chat or dashboard

When an automation needs approval, a card appears with:

• Findings with urgency labels (URGENT, ACTION, INFO)
• An Approve and Reject button

Click the button to approve or reject the suggested actions.

Approving via voice

During phone calls, Merlin describes the findings and asks: "Do you want to approve these actions?" Say "yes" or "no".

Example daily automation

"Run my daily com check."

Merlin reads your Slack and email, fetches CRM and accounting data, and sends you a summary: "URGENT: Multivlaai BV is bankrupt. ACTION: New contact Lisa at Acme. INFO: Invoice #2024-789 paid." You approve and Merlin sends the summary to Slack and creates a CRM note.

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Learned facts

Merlin remembers information you tell him and uses it in future conversations.

Saving facts

• "Remember that our standard payment term is 14 days"
• "Remember that Jan de Vries is our contact at ABN AMRO"
• "My favourite meeting room is the Blue Hall"
• "Remember that we always close at 4pm on Fridays"

Retrieving facts

• "What do you know about our payment terms?"
• "Who is our contact at ABN AMRO?"
• "What did I tell you about Fridays?"

Deleting facts

• "Forget what you know about payment terms"

Practical tip

Teach Merlin your company-specific information. The more facts Merlin knows, the better and faster he can help you. Think of: standard prices, contacts, business rules, preferences.

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Alerts

Alerts are proactive notifications. Merlin periodically checks a condition and sends you a notification when it's true.

Setting up via voice or chat

• "Set an alert: notify me if invoices older than 30 days are outstanding"
• "Alert: warn me if the number of draft invoices exceeds 10"
• "Notify me if a deal hasn't been updated for more than a week"

Viewing alerts

• "What alerts do I have?"
• "Show my active alerts"

How alerts work

1. You create an alert rule (via the dashboard or via voice/chat)
2. Merlin checks the rule at the set interval
3. If the condition is true, you receive a notification via email or Slack
4. The rule enters snooze to prevent repeated notifications

Practical tip

Combine alerts with workflows. Set an alert for "invoice overdue > 30 days" and link it to your collections workflow. The entire process becomes automatic.

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Call logs

All conversations with Merlin are logged. You can review transcripts in the dashboard.

What you see

• Date and time
• Duration (minutes vs. billed)
• Source (phone, webcall, chat, desktop, Slack, Teams)
• PIN user
• Full transcript including tool calls

Filtering

• Filter by date range, PIN user or source
• Toggle between "Minutes" (raw duration) and "Billed" (what you pay)

Practical tip

Use the logs to learn which questions work best. If a colleague asked a complex question that was perfectly answered, copy that phrasing.

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Lead Lookup

Search businesses by name, category or location and save them to your CRM.

Searching

• "Find dentists in Rotterdam"
• "Search hotels near Schiphol with at least 4 stars"
• "Find restaurants in Utrecht without a website"
• "Accountants in Antwerp with more than 50 reviews"

Saving

• "Save this business to my CRM"
• "Create a contact for this dentist"
• "Add these 3 leads to HubSpot"

Practical tip

Combine Lead Lookup with your sales workflow: "Search web design agencies in Amsterdam, filter for those without a website (yes, they exist), and save them as leads." Merlin handles the entire process in one command.

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CallMerlin as AI Personal Assistant

Hands-free work

Use Merlin via voice while driving, walking or when your hands are full. Check your calendar, dictate tasks, check invoices, search businesses, all without touching your phone.

In meetings

After a meeting, say: "Create a task for each action item: Jan calls the supplier, Petra sends the quote, I schedule the follow-up." Merlin creates three tasks with the correct assignments.

Between meetings

In the 5 minutes between two appointments: "How are my outstanding invoices?" or "Are there deals that need attention this week?" Merlin gives an overview in seconds.

End of day

"Run my end-of-day workflow" and Merlin gives you a summary: what was done, what's planned for tomorrow, are there urgent matters that need attention.

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Tips for effective use

1. Be specific. "Search invoices" is less effective than "Which invoices from this month are still unpaid?"

2. Use natural language. You don't need to memorise commands. "Hey Merlin, can you check if there are any open quotes?" works perfectly.

3. Combine features. The power lies in combining: search → filter → save → create task → set alert. All in one conversation.

4. Get Merlin to know you. The more facts you tell Merlin about your business, the better the answers become. Start with your 10 most-used business rules.

5. Build workflows gradually. Start with a simple 2-step workflow. Once it works, expand. After a week you'll have a set of workflows that saves you hours per week.

6. Use alerts proactively. Don't wait until you discover that invoices are overdue. Let Merlin warn you.