How Livespace freed up the team’s time and organized sales
Kaleta Group organized sales, shortened customer service time, and improved team collaboration thanks to implementing Livespace CRM, which has become their everyday operational hub.
About Kaleta Group
Kaleta Group is a family-owned business with many years of experience, operating in two segments. One of them is the sale of professional ice makers used in hospitality, gastronomy, bakeries, and sports facilities. Equipment is delivered both through a dealer network and directly to end customers.
The sales team for this segment consists of just two people — one working in the office, the other in the field. This setup made efficient information management, quick customer service, and smooth cooperation essential.
Company profile:
- Industry: refrigeration equipment (ice makers)
- Team: 2 operational staff (office + field sales)
- Sales channels: dealer network + direct to end customers (HoReCa)
- Previous tools: proprietary CRM + Excel spreadsheets
Challenges
Before implementing Livespace, the company relied on an outdated, proprietary CRM and extensive Excel spreadsheets. Data was scattered, updates were not synchronized, and preparing for sales or internal meetings required time-consuming information gathering from multiple sources.
It was a big challenge — everyone spent far too much time tracking down matters that should have been stored and accessible to everyone in one place.
Anna Gratkowska
Sales & Marketing Director at Kaleta Group
There was no shared space for passing on customer topics between team members, which was particularly problematic during holiday periods. Much of the communication happened via email or verbal updates — leading to lost time and unnecessary confusion.
The decision to implement a CRM
When Anna Gratkowska returned to the company and took over responsibility for sales, one of her top priorities was to organize dispersed data and improve daily workflows.
Livespace appeared on the shortlist early — and quickly became the favorite. Three factors made the difference:
- strong brand visibility and regular activity on LinkedIn,
- webinars and educational content showing how to structure sales in practice,
- being a Polish product developed by a team familiar with the local business context.
“Before we even made the decision, I watched your webinars. They convinced me that you’re not just a CRM provider — but a partner that actually helps you structure sales.”
Kaleta Group tested Livespace on the free plan, which was flexibly extended. After about a month of testing, the decision was made: we’re implementing Livespace.
Implementation and the “Aha!” Moment
The team handled the implementation themselves, with ad-hoc technical support from Livespace via email and chat.
Even during testing, they set up three separate sales processes — for end customers and for dealers — based on their real-life workflows. Livespace webinars served as inspiration for building processes without overcomplicating them.
For the first 2–3 months, they fine-tuned the stages, tested automations, and got the team used to the new way of working. Connecting email inboxes to the CRM was a big step — despite initial concerns, it quickly proved convenient and useful.
The breakthrough came after about six months, when sales reps started praising the system.
The best sign that the implementation had succeeded was when the team started saying on their own: ‘this really makes work easier.
How Livespace helps today
Structured sales process
The system now holds three different sales paths — for dealers and end customers. Each was designed based on real workflows.
One source of truth
Livespace has become the team’s operational hub. Notes, contact history, deal terms, and offers — all in one place, always up to date.
““I open Livespace and see the customer has already been replied to. I don’t have to call or ask. That’s a huge change.”
Time savings
While not yet precisely measured, time savings are obvious: shorter one-on-one meetings, faster offer preparation, and fewer unnecessary calls.
Better team workflow
Livespace helped break the stereotype of a CRM as a control tool. Instead, it’s seen as genuine support — especially during holiday periods or handovers.
Before: phone, email, Excel. Today? I open Livespace and see everything. The time savings are huge.
Features they use most
Calendar and tasks
Planning meetings, follow-ups, and reminders
Notes
Essential for handovers and meeting preparation
Workflows
Automatically assigning next steps based on simple “when-then” rules.
What’s changed?
Livespace has not only streamlined daily work but also improved the efficiency of the entire sales process — without increasing headcount. Thanks to the CRM:
- The team responds faster to customer inquiries
- No time is lost gathering information from different sources
- Handovers during holiday periods are easier
- They can continually refine and optimize the sales process
Summary
For Kaleta Group, Livespace has become more than a CRM — it’s the foundation of daily operations and collaboration. It has organized sales, improved communication, and given the team more space to act.
It’s not just a system to click through — it’s a tool that truly supports us in our daily work.
Want to see how easy it is to set up and use Livespace?
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