# my Secretary App — User Guide The complete guide to using **my Secretary App**. **App version this guide describes:** 0.0.44 --- # Getting Started --- ## Welcome & Install **Overview:** my Secretary App is a work app for a whole company. It puts team chat, reports, notes, meeting recordings, a shared calendar, announcements, tasks and an AI assistant into one place, so a team does not need five separate apps. It is built for companies, not for one person alone. You work inside a **Company**. Most people belong to one company only. Three roles — **Owner**, **BOD** and **Contractor** — can belong to more than one company and switch between them; every other role stays in a single company. What you can see and do depends on your role in that company — an owner sees more than a staff member. If a button described in this guide is missing on your screen, your role most likely does not have that permission. The app runs on: - **Android phone / tablet** — Android 10 or newer - **iPhone / iPad** — iOS 13 or newer - **Windows** — Desktop app - **macOS** — Desktop app - **Linux** — Desktop app On a computer the window cannot be made smaller than 1280 × 800, because the wide two-panel screens need that space. Phones stay in portrait (upright) only. Tablets can rotate freely — turned sideways, a tablet is wide enough to show the computer-style two-panel layout. **Step-by-Step Instructions:** 1. Install the app for your device, then open it. 1. You see one loading screen, then the sign-in screen. It shows the app logo, the name **my Secretary App**, and a card titled **Login**. [IMAGE: 00-01-1 — Login screen on a phone, light theme, showing logo, app name and the Login card] 1. There is **no password** in this app. You type your **Email** and the app sends a short code to that email address. Full details are in *Sign In*. 1. After signing in, the app decides where to send you: to create a company, to choose a plan, or straight to the main screen. This is automatic — just follow what is shown. [IMAGE: 00-01-2 — Login screen on a desktop window, showing the wider layout] 1. On a computer, the app version is shown at the bottom of the left sidebar, like **V 0.0.44**. If a newer version exists, a small red dot appears next to it. Tap the version to open the update box. [IMAGE: 00-01-3 — bottom of the sidebar showing the version row with the red update dot] **Tips & Best Practices:** - Because there is no password, your work email is the key to your account. Keep access to it. - The same account works on your phone and your computer at the same time. You do not need to sign out of one to use the other. - A red dot next to the version number means an update is waiting. Update when you can — some updates are required. - On a tablet, turn the device sideways to get the wider layout with two panels side by side. [VIDEO: 00-01-V1 — First launch on a phone: opening the app, the loading screen, the sign-in screen appearing, and arriving at the main screen] --- ## Finding Your Way Around **Overview:** The app has two layouts and picks one automatically from the width of your screen. - **1024 px and wider — computer, or a tablet turned sideways**: The sidebar stays open on the left, beside your work - **Narrower — phone, or a tablet held upright**: The sidebar is hidden. A menu button ☰ at the top-left slides it open over the page Everything you open lives in that sidebar. It holds your company, your list of sections (Chat, Note, Calendar and so on), and the way into your own settings. The list of sections is **not the same for everybody**. The app hides anything your role is not allowed to open, so a staff member and a company owner see different lists. This is normal, not a fault. **Step-by-Step Instructions:** 1. **Open the sidebar on a phone.** Tap ☰ at the top-left of any screen. The sidebar slides in and covers most of the page. To close it, tap the strip of page still showing beside it, or simply tap the section you want — it closes by itself. [IMAGE: 00-02-1 — Phone Chat screen with the ☰ menu button marked at the top-left] [IMAGE: 00-02-2 — Phone with the sidebar slid open over the page] 1. **Make the sidebar narrow or wide on a computer.** Tap the logo at the very top of the sidebar. Wide shows icon + name; narrow shows icons only and gives your work more room. Tap the logo again to bring it back. [IMAGE: 00-02-3 — Desktop with the wide sidebar, company pill and section list visible] [IMAGE: 00-02-4 — The same desktop screen with the sidebar collapsed to icons only] 1. **Read the sidebar from top to bottom.** The order never changes: - **Top** — the logo. Tap it to make the sidebar narrow or wide (computer only). - **Below it** — the **company pill**: your company logo, its name, and a down arrow. - **Next** — **My Core Memory**, shown to the company owner only. - **Middle** — the section list (see step 4). - **Bottom** — the app version, e.g. **V 0.0.44**. On a computer this shows only when the sidebar is wide. 1. **Choose a section.** Tap any row to open it. The list holds up to nine entries, in this order: - **Chat** — owner and management - **AI Assistant** — roles allowed to use the AI assistant - **Ticketing System** — only when your company has connected a ticket system - **Notifications** — owner and management - **Note** — owner and management - **Announcement** — roles allowed to create announcements - **Contact Book** — owner and management - **Calendar** — roles allowed to see the calendar - **Meeting Minutes** — owner and management If you were invited into a chat but do not belong to a company yet, you will see only **Chat** and **Notifications** until you create or join one. 1. **Open the company menu.** Tap the company pill. A card opens with: - **Your companies** — tap one to switch to it. The one you are in is highlighted. Only **Owner**, **BOD** and **Contractor** can switch; other roles see only their own company here. - **Company Settings** — only if your role is allowed to open it. - **Your name and photo** — opens your own profile panel. - **Profile Setting** — opens Personal Setting, where theme and language live. - **Create New Company** — a dashed button at the bottom, for company owners only. [IMAGE: 00-02-5 — Company pill menu open, showing the company list, Company Settings, the user row, Profile Setting and the dashed Create New Company button] 1. **Set your theme on day one.** Company pill → **Profile Setting** → **Interface Setup**. Pick **Light Mode**, **Dark Mode** or **System**, then tap **Update**. **System** means the app follows your device — dark at night if your phone does that. [IMAGE: 00-02-6 — Interface Setup panel showing the Light Mode, Dark Mode and System cards, with one selected] 1. **Set your language.** Company pill → **Profile Setting** → **Language**. Pick **International Language** (English) or **မြန်မာဘာသာစကား**, then tap **Update**. The whole app changes at once. [IMAGE: 00-02-7 — Language panel showing the two language cards] 1. **Set the text size.** Company pill → **Profile Setting** → **Display Setting**. Choose **Small**, **Default**, **Large** or **XL**, tap **Update**, then **Confirm** on the "Are you sure to change?" question. On a phone, tapping a size first opens a preview so you can see the result before you keep it. [IMAGE: 00-02-8 — Display Setting showing the four text-size cards and the live preview] **Tips & Best Practices:** - On a computer, the narrow sidebar is worth using when you are reading a long chat or a report — it gives the page noticeably more width. - The **Update** button stays grey until you actually change something. That is on purpose: it stops you saving a setting that has not moved. - Personal Setting also holds **Chat Setting**, **Notification Sound**, **Archived Chat**, **Auto Download** and **Access Logs**. These are covered in *Personal Settings*. - Switching company reloads everything for that company — chats, notes and members all change. Check the name in the company pill if something looks unfamiliar. - If a section named in this guide is missing from your sidebar, ask your company owner about your role's permissions. [VIDEO: 00-02-V1 — A tour on a phone: opening the ☰ drawer, moving between two sections, opening the company menu, switching to Dark Mode, then switching the language to Myanmar] --- # Account & Access --- ## Register a New Account **Overview:** You create your own account with a name and an email address. There is no password anywhere in this app. Instead, the app emails you a **6-digit code** each time you need to prove who you are. That code is how you register, and later how you sign in. **Step-by-Step Instructions:** 1. On the sign-in screen, scroll to the bottom and tap **Register Now.** [IMAGE: 01-01-1 — Sign-in screen with the "Don't have an account? Register Now." link marked at the bottom] 1. The **Register** card opens. In the first box, type a **Username**. It must be between 3 and 30 characters. Letters, numbers and spaces are all allowed. 1. In the second box, type your **Email**. Use the work address you will keep — the code is sent there, and the email cannot be changed later. [IMAGE: 01-01-2 — Register card with the Username and Email boxes filled in] 1. Tap **Register**. The button stays grey until the username is filled and the email looks valid, so if it will not press, check those two boxes first. 1. The card changes to **"Enter the 6-digit code sent to your email"** with six empty boxes. Open your email and find the code. [IMAGE: 01-01-3 — OTP step showing six empty boxes and the "Resend OTP in 03:00" timer] 1. Type the code. **The moment the sixth digit is entered the app submits by itself** — you do not have to press a button. If the code is already copied on your device, just tap the boxes and it fills in on its own. 1. A timer under the boxes counts down from **03:00**. While it runs you cannot ask for a new code. When it reaches **00:00** a **Resend OTP** button appears — tap it to have a fresh code sent. [IMAGE: 01-01-4 — OTP step after the timer has finished, showing the Resend OTP button] 1. When the code is accepted, the app takes you onward — to create a company, to choose a plan, or straight to the main screen, depending on your situation. **Tips & Best Practices:** - If the email does not arrive within a minute, check your spam or junk folder before waiting out the 3-minute timer. - Copy the code from your email rather than typing it. The app reads your clipboard when you tap the boxes and fills all six at once. - Your name can be changed later from your profile. Your email cannot — choose carefully. - Already have an account? Use **Login Now** at the bottom of the Register card instead. [VIDEO: 01-01-V1 — Registering from scratch: tapping Register Now, filling name and email, receiving the code, watching it auto-submit, and landing on the next screen] --- ## Sign In **Overview:** Signing in works the same way as registering: you give your email, the app sends a **6-digit code**, you enter it. There is no password to remember and none to forget. The card heading is shown in your chosen language, but the **Email** box and the **Login** / **Resend OTP** buttons are still in English. 🔸 **Social sign-in is not available.** It is switched off in this build, so neither a social button nor the **or** divider appears on the sign-in screen. Email is the only way in. **Step-by-Step Instructions:** 1. Open the app. If you are not signed in, the sign-in screen appears by itself. [IMAGE: 01-02-1 — Sign-in screen showing the logo, the app name and the Login card with the Email box] 1. Type your **Email** into the single box, then tap **Login**. The button is grey until the address looks valid. 1. The card switches to the six code boxes. Open your email and get the 6-digit code. [IMAGE: 01-02-2 — Sign-in screen at the code step, six boxes with the countdown below] 1. Enter the code. **It submits automatically on the sixth digit** — there is no Confirm button to press. 1. **Clipboard shortcut:** if you copy the code from your email first, then tap the boxes, the app reads it from the clipboard and fills all six at once. It only does this when the copied text is exactly six digits. 1. **If the code does not arrive:** the timer under the boxes counts down from **03:00**. Only when it reaches **00:00** does the **Resend OTP** button appear. Tap it for a new code. [IMAGE: 01-02-3 — Sign-in code step after the countdown ends, showing Resend OTP] 1. Once accepted, the app opens your workspace. Where you land depends on your account — your company's main screen, the plan chooser, or the company-creation screen. **Tips & Best Practices:** - The code is tied to the email you just typed. If you change the email, request a new code. - Do not close the app while waiting for the email — reopening returns you to an empty sign-in screen and you must request the code again. - If you are signed in on your phone already, you can sign in on your computer at the same time. Both stay active. - Wrong code? The error appears in red under the boxes. Clear the boxes and type it again; you do not need to restart from the email step. [VIDEO: 01-02-V1 — Signing in: entering the email, copying the code from an email, tapping the boxes to auto-fill, and the automatic submit] --- ## Sign Out, Devices & Account Deletion **Overview:** Three separate things live here, from mildest to most serious: - **Logout** — Signs this device out. Your account and data stay untouched. - **Access Logs** — Shows every device signed in to your account, and lets you sign any of them out remotely. - **Delete Account** 🔸 — Intended to erase the account permanently. Not connected yet — see the note below. **Step-by-Step Instructions:** **Signing out** 1. Open the company pill → **Profile Setting**, then open your profile. The orange **Logout** card sits near the bottom. [IMAGE: 01-03-1 — Profile sheet showing the orange Logout card] 1. Tap **Logout**. A confirmation appears: *"Are you sure you want to logout?"* with the message *"Confirm logout to exit your account."* 1. Tap **Logout** to confirm, or **Cancel** to stay signed in. [IMAGE: 01-03-2 — The logout confirmation dialog with its Logout and Cancel buttons] 1. You are returned to the sign-in screen. Signing back in needs a fresh 6-digit code. **Checking your devices** 1. Company pill → **Profile Setting** → **Access Logs**. A panel lists every device currently signed in to your account. [IMAGE: 01-03-3 — Access Logs panel listing several devices] 1. Each row shows the device, plus **Last used** and **Location** (city, region and country, worked out from the connection). 1. To sign a device out remotely, tap **Remove Device** on its row. The device you are using right now has no Remove button — you cannot remove yourself this way; use Logout instead. 1. Confirm on *"Are you sure you want to remove this device? It will be signed out of your* account."* That device is signed out immediately.* [IMAGE: 01-03-4 — Remove Device confirmation dialog] **Deleting your account** 🔸 🔸 **Preview — not fully live.** The screens below are built and you can walk through them, but the final step is not connected to the server yet. Your account is **not** actually deleted. Treat this as a preview of how deletion will work. 1. Open your profile and scroll to **Danger Zone** at the very bottom. Tap **Delete Account**. [IMAGE: 01-03-5 — Danger Zone card with the Delete Account button] 1. A full screen of **Deletion Warning Notices** opens, listing what you would lose: permanent loss of all server data, removal from every group and individual chat, deletion of your AI settings and custom assistants, and no refund for remaining subscription days. [IMAGE: 01-03-6 — Deletion Warning Notices screen with the four warning bullets] 1. Tick **I agree to delete my account.** Only then does a text box appear. 1. Type your account name exactly into **Fill User Name to Account Delete**. The red **Account Delete** button appears only when what you typed matches your name exactly. [IMAGE: 01-03-7 — Confirmation step with the checkbox ticked, the name typed and the red Account Delete button showing] **Tips & Best Practices:** - Logging out does not delete anything. Your chats, notes and files stay on the server. - Check **Access Logs** if you ever suspect someone else has your email. Removing a device signs it out at once. - You cannot remove the device you are holding — that is deliberate, so you never lock yourself out by accident. - The two-step guard on deletion (tick the box, then type your name) exists because the action cannot be undone. If the red button will not appear, your typed name does not match exactly — check spaces and capital letters. [VIDEO: 01-03-V1 — Signing out and confirming; then opening Access Logs, removing a second device, and seeing it disappear from the list] --- # Company & Workspace Setup --- ## Companies **Overview:** A **Company** is your workspace. Every chat, note, meeting and member belongs to one. You cannot use the app without being in a company — if you sign in and have none, the app asks you to create one before anything else. Creating a company makes you its **Owner**. Owners can create more companies later and move between them; most other roles stay in the single company they were invited to. **Step-by-Step Instructions:** **Creating your first company** 1. Sign in. If your account belongs to no company, the **Create a Company** screen opens by itself — there is nothing to tap to reach it. [IMAGE: 02-01-1 — Create a Company screen with the Company Name field and Confirm button] 1. Type a name under **Company Name**. The hint reads *"Enter your company name"*. 1. Tap **Confirm**. If the box is empty the app shows *"Please enter company name"* and nothing is sent. 1. On success a message confirms the company was created, and the app moves you straight on — to choosing a plan, or to the main screen. 1. There is a **Logout** link on this screen if you want to leave without creating anything. **Creating another company** *(owners only)* 1. Tap the company pill in the sidebar, then the dashed **Create New Company** button at the bottom of the menu. The same Create-a-Company screen opens, this time with a back button. [IMAGE: 02-01-2 — Company menu with the dashed Create New Company button at the bottom] **Switching between companies** 1. Tap the company pill, then tap the company you want in the list. The app reloads everything for that company — chats, notes, members, settings. 1. Only **Owner**, **BOD** and **Contractor** can switch. Other roles see only their own company in this list. **Changing the company logo** *(owners only)* 1. Open **Company Setting** from the company menu. The company's logo and name sit in a banner at the top. 1. Tap the logo and pick an image. Only the owner can change it; for everyone else the logo is just a picture. [IMAGE: 02-01-3 — Company Setting header banner showing the company logo and name] **Cancelling a company registration that is still pending** 1. If a company you registered is still waiting for approval, you land on the subscription screen instead of the main app. Tap the building icon in the top bar. 1. The **Company List** dialog opens — *"Choose a company to continue."* Any company that can still be withdrawn shows a red **Cancel Registration** pill. [IMAGE: 02-01-4 — Company List dialog showing a company row with the red Cancel Registration pill] 1. Tap it and confirm on *"Are you sure you want to cancel your registration in …? This* action cannot be undone."* A message confirms when it is done.* **Tips & Best Practices:** - Choose the company name carefully. Once created, there is no screen in the app for renaming a company or editing its details. - Switching company is a full reload, not a filter. Anything you had open closes. - If the sidebar looks wrong or empty after switching, check the name in the company pill first — you may be in a different company than you think. - Cancelling a registration cannot be undone. You would have to register again from the start. [VIDEO: 02-01-V1 — Creating a first company from the sign-in flow, then opening the company menu and switching between two companies] --- ## The Company Setting Hub **Overview:** **Company Setting** is where a company is run: who its members are, what they may do, what it pays for, and which AI services it uses. Open it from the company pill → **Company Settings**. If that row is missing from the menu, your role is not allowed in. The hub looks different on each device but holds the same things: - **Computer** — A list of sections on the left; whatever you pick opens in the panel on the right - **Phone** — A grid of cards grouped by section; tapping a card opens it as a full screen Both start with a banner showing the company logo and name. **What each card opens:** **User Management** - **Role & Permission** — create roles and choose what each one may do - **Member List** — invite people, see who is active or pending, ban or restore - **Organization Chart** — build the department tree *(computer and tablet only)* **Subscription & Billing** - **Subscription Plan** — the plan the company is on - **Billing History** — past and pending invoices **AI Service Integrations** - **AI Usage Policy** — whether AI is set up once for everyone or per person - **Chat AI Integration** — connect a model provider and test its key - **AI Behaviors** — manage the assistant's behaviors - **Voice AI Integration** — connect a voice provider **App Preferences** - **AI Mention** — set up `#keyword` shortcuts that call the AI inside a chat **Third Party Integrations** - **Ticketing System** — connect the ticket system - **Odoo** — shown dimmed with a *Coming soon* tag; not tappable yet Each of these has its own section later in this guide. **Step-by-Step Instructions:** 1. Tap the company pill in the sidebar, then **Company Settings**. [IMAGE: 02-02-1 — Company menu with the Company Settings row marked] 1. **On a computer:** the sections run down the left. Tap any one and it opens in the panel on the right. The page stays open while you move between them. [IMAGE: 02-02-2 — Company Setting on a computer: section list on the left, open panel on the right] 1. **On a phone:** you get a grid of cards under each section heading. Tap a card to open it full screen, and use the back arrow to return to the grid. [IMAGE: 02-02-3 — Company Setting on a phone showing the card grid grouped by section] 1. **Organization Chart** needs more than permission. It appears only on a computer or tablet, and only on a **Pro** or **Enterprise** plan with **30 or more seats**. On a smaller plan, tapping it shows **Upgrade Plan** with the message *"The Organization* Chart is available on the Pro and Enterprise plans with 30 or more seats."* — choose* **View plans** or **Cancel**. [IMAGE: 02-02-4 — Upgrade Plan dialog shown when Organization Chart is not available on the current plan] 1. **Odoo** is a placeholder. It is greyed out with a *Coming soon* tag and does not respond to a tap. [IMAGE: 02-02-5 — Third Party Integrations section showing Ticketing System active and Odoo dimmed] **Why some cards are missing — this is the important part:** 1. Every card is tied to a permission. If your role does not hold it, the card is not dimmed or locked — it is **not shown at all**. - **Role & Permission** — permission to view roles - **Member List** — permission to view users - **Organization Chart** — permission to view departments - **AI Usage Policy**, **Chat AI Integration**, **Voice AI Integration** and **Ticketing System** — permission to configure AI/integrations - **AI Behaviors** — permission to view AI behaviors - **AI Mention** — permission to view AI mentions - **Subscription Plan** and **Billing History** — no permission needed; everyone who can open the hub sees these 1. **A whole heading can disappear too.** If you cannot see any card in a section, its heading is removed as well, so you never see an empty section. 1. **Chat AI Integration** hides for a second reason: when the company's AI Usage Policy is set to **Individual**, there is nothing company-wide to configure, so the card is removed even for people who hold the permission. **Tips & Best Practices:** - If a colleague describes a card you cannot find, the answer is almost always permissions. Ask an owner rather than hunting for it. - The hub is per company. Switch company and you are looking at that company's settings, its members and its plan. - On a computer, if the panel opens on something other than what you last had selected, your previous choice is no longer visible to you and the page moved to the first one that is. [VIDEO: 02-02-V1 — Opening Company Setting on a computer, moving through several sections, then the same hub on a phone as a card grid] --- # Conversations --- ## Chat Basics & the Four Tabs **Overview:** Tapping **Chat** in the sidebar opens **Chat & Report** — the busiest screen in the app. Across the top sit four tabs, shown as icons rather than words: - **All Chat** — Your internal team conversations — people inside your company - **All Clients** — Conversations that include people from outside your company - **Reports** — The report feed, gathered for you rather than typed by hand - **Collection** — Groups of chats that you create and name yourself Each of the first three icons can carry a small number badge. That number is **unread** messages**, not unread conversations — a single chat with twelve new messages shows 12.** The Collection tab never shows a badge. How the screen is laid out depends on your device: - **Computer** — The list stays on the left; the conversation you pick opens beside it on the right - **Phone** — You see the list only; tapping a row opens the conversation full screen, with a back arrow **Step-by-Step Instructions:** 1. Open **Chat** from the sidebar. The page opens on **All Chat**. [IMAGE: 03-01-1 — Chat & Report on a computer: the four icon tabs, list on the left, conversation open on the right] 1. Move between tabs by tapping their icons. Each tab loads its own list the first time you open it, so a brief loading moment on first visit is normal — after that it is instant. [IMAGE: 03-01-2 — The four-tab bar close up, showing unread count badges on the first three icons] 1. **Read a conversation.** Tap any row in the list. - On a computer it opens in the right-hand panel and the list stays visible, so you can move between chats quickly. - On a phone it opens full screen. Use the back arrow to return to the list. [IMAGE: 03-01-3 — The same screen on a phone, showing the list only] 1. Opening a conversation marks it read. Its unread badge clears, and the tab's number drops by that amount. 1. **Search within a tab.** Use the search box in the header. It applies to the tab you are on — searching in All Chat does not search your client conversations. [IMAGE: 03-01-4 — Search box open in the header with results filtered in the list] 1. **All Clients** works the same as All Chat; the difference is who is in the conversation. Anything with an outside guest appears here rather than in All Chat. 1. If you were invited to a conversation but do not belong to a company yet, this page shows your client conversations only, and the other tabs do not apply to you. **Tips & Best Practices:** - The tab badges count messages, so a single busy group chat can make a tab look alarming. Open it and the number drops at once. - On iPhone and Mac, the same unread total also appears on the app icon. Android, Windows and Linux do not show a number on the icon. - A conversation that disappears from your list usually means you were removed from it — the app tells you when that happens. - On a computer, use the list-and-detail layout to your advantage: you can leave a chat open on the right while scanning the list on the left. [VIDEO: 03-01-V1 — Moving through all four tabs, opening a conversation on the computer's split layout, then the same flow on a phone] --- ## Start a Conversation & Invite People **Overview:** You start a conversation by giving it a name and choosing two things about it: whether people from outside the company may ever be added, and whether the company owner joins it. Members are added afterwards, from inside the conversation. **Step-by-Step Instructions:** **Creating a conversation** 1. On the **Chat & Report** page, tap the create-conversation icon in the header. On a phone it is the round button in the bottom corner. [IMAGE: 03-02-1 — Chat & Report header with the create-conversation icon marked] 1. **Create Conversation** opens — from the right on a computer, sliding up from the bottom on a phone. 1. Type a **Conversation Name**. The hint shows an example: *"e.g., Marketing Group"*. The name must be **2 to 50 characters**; shorter or longer and the sheet tells you so instead of submitting. [IMAGE: 03-02-2 — Create Conversation sheet with the name typed and both checkboxes visible] 1. Decide on **Available Invite External Member**. Tick it if people from outside your company may be added to this conversation later. Leave it clear for an internal-only conversation. 1. Decide on **Hidden Owner**. Ticking it means the **company owner is not added** to the conversation. Left clear, the owner joins automatically. 1. Tap **Create**. The new conversation appears in your list — under **All Chat** if it is internal, under **All Clients** if outside members are allowed. **Group Info — the conversation's own settings** 1. Open the conversation and tap the group-info button in its header. The **Group Info** panel slides in from the right. [IMAGE: 03-02-3 — Group Info panel showing the photo banner, name, and the member sections] 1. At the top is a banner with the group photo and the name over it, plus two small round buttons: a pencil to rename and a camera to change the photo. 1. **Rename:** tap the pencil, type into **Group Name**, then tap **Update**. A message confirms the name was updated. Note that the pencil does **not** appear on your company's main conversation — that one cannot be renamed. 1. **Change the photo:** tap the camera, pick an image from your gallery. A message confirms when the new photo is saved, and tells you if the upload failed. 1. Below the banner the panel lists **Members** and **Pending Members**, with a **Search Member** box for long lists. **Adding and removing people** 1. Tap **Add Members**. You get your company's member list with a search box. Pick who you want and tap **Invite**, then confirm. [IMAGE: 03-02-4 — Add Members list with people selected and the Invite button] 1. If the conversation was created with **Available Invite External Member** ticked, an **Invite External Member** option is available here for people outside the company — you invite them by email address. 1. **Remove Members** works the same way in reverse, and asks you to confirm before anyone is taken out. **Chasing invitations that have not been accepted** 1. Open **Pending Members**. Everyone here has been invited but has not joined yet. Anyone from outside the company is tagged **External User**. [IMAGE: 03-02-5 — Pending Members list showing a pending invite with Resend and Cancel Invitation] 1. Each row offers **Resend** to send the invitation again, or **Cancel Invitation** to withdraw it. Both confirm before acting. **Tips & Best Practices:** - Decide **Available Invite External Member** carefully at creation time. It determines which tab the conversation lives in and whether outside guests can ever join. - Use **Hidden Owner** for conversations the owner should not sit in — a team's internal working chat, for example. - A name between 2 and 50 characters is enforced. Long project names may need shortening. - If someone says they never got the invitation, check **Pending Members** and use **Resend** before creating a second invite. [VIDEO: 03-02-V1 — Creating a conversation with both options explained, then opening Group Info to rename it, change its photo, and add two members] --- ## Sending Messages **Overview:** The box at the bottom of a conversation sends more than text. From it you can attach pictures and files, take a photo, add emoji and stickers, and record your voice. Links you type get a preview automatically. One message may carry up to **10 attachments**. **Step-by-Step Instructions:** **Text** 1. Tap the message box, type, and send. On a computer, **Enter** sends and **Shift + Enter** starts a new line. **Pictures and files** 1. Tap the attach button. You are offered **Image**, **Files**, and on a phone also **Camera**. [IMAGE: 03-03-1 — Attach menu open showing the Image, Camera and Files choices] 1. **Image** opens your photo gallery. **Camera** takes a new photo there and then. **Files** opens the document picker. 1. The app accepts a wide range: PDF, Word, Excel and PowerPoint documents; JPG, PNG, GIF, WEBP and BMP pictures; MP4, MOV, AVI and MKV video; MP3, WAV, M4A and FLAC audio; ZIP, RAR and 7Z archives; TXT, CSV, JSON and XML; and design files such as PSD, AI, SVG, EPS and INDD. 1. Anything outside that list is refused with **"Unsupported file type: …"**, naming the file. A file over the size limit is refused with **"File too large (max …)"**. [IMAGE: 03-03-2 — Composer with three attachments queued below the text box] 1. Go past ten and the app tells you: **"Maximum 10 files allowed"**, or **"Only … files added due to limit"** when it took some and left the rest. 1. **On a computer** you can also paste a picture straight from the clipboard into the message box, or drag files onto it. **Emoji and stickers** 1. Tap the emoji button. A picker opens above the message box with two tabs: **Emoji** and **Stickers**. [IMAGE: 03-03-3 — Emoji and Sticker picker open above the message box, Stickers tab active] 1. The Stickers tab groups its stickers into packs, shown as small pills along the top. Along the bottom are mood chips — tap one to narrow the grid to that mood, tap it again to clear. 1. Tapping any emoji or sticker drops it into your message, where you can keep typing around it. **Voice messages** 1. Tap the microphone. The message box is **replaced** by a recording bar with a live sound wave, so you cannot type while recording — that is deliberate, and stops a clip being lost. [IMAGE: 03-03-4 — Recording bar in place of the message box, showing the live sound wave] 1. To keep the clip, tap the **stop** button on the right. Uploading starts immediately. 1. To throw it away, tap the **bin** on the left. Nothing is sent. **Links** 1. Type or paste a web address. After a moment a slim preview bar appears above the message box with the site, the page title, a short description and a thumbnail. [IMAGE: 03-03-5 — Compose area showing a link preview bar above the message box] 1. Tap the ✕ on the preview to send the link without it. If a page offers nothing to preview, no bar appears — you will not see a spinner or an error. **Tips & Best Practices:** - Ten attachments is the cap for one message, not per conversation. Send a second message for more. - Pasting a screenshot straight into the box on a computer is much faster than saving the file first and attaching it. - Check the sound wave is moving before you speak — a flat line means the microphone is not picking you up. - Once you tap stop on a recording, the upload begins. Use the bin *before* stopping if you change your mind. - If some attachments fail, the message says so and lets you retry or remove just the ones that failed, rather than starting over. [VIDEO: 03-03-V1 — Sending a text message, attaching two pictures, adding an emoji, recording and discarding a voice clip, then recording and sending one] --- ## Message Actions **Overview:** Every message has a menu of things you can do with it. Open it by **long-pressing** the message on a phone, or **right-clicking** it on a computer. Not every action appears on every message. Two rules decide: - **Edit** and **Delete** appear only on **your own** messages. - **Edit** works on text messages, and on pictures **that have a caption**. A file or a voice message has no text to change, so Edit does not appear. **Step-by-Step Instructions:** 1. Long-press (or right-click) any message. The action menu opens. [IMAGE: 03-04-1 — Message action menu open on a received message] 1. **Reply** — quotes the message above your message box so the other person can see what you are answering. Your reply carries that quote with it. 1. **React** — adds an emoji to the message. A row of quick reactions appears at the top of the menu; tap one, or open the full picker for anything else. [IMAGE: 03-04-2 — Quick reaction row above the action menu] 1. **Forward** — sends the message on to another conversation. A picker opens listing your conversations; choose one and it is sent there. 1. **Pin** — keeps the message at the top of the conversation so everyone can find it. A pinned message shows **Unpin** in its menu instead. 1. **Copy** — copies the message text to your clipboard. 1. **Edit** *(your own messages)* — puts the message back in the box for changing. Send again to save. Edited messages keep a record; anyone can open **Edit History** from the menu to see what changed. [IMAGE: 03-04-3 — Edit History showing an earlier version of a message] 1. **Delete** *(your own messages)* — removes the message from the conversation. 1. **Translate** — translates the message into your language. While it works the message shows **Translating…**, then a small line appears under it offering **Show Original Text**. Tap that to switch back, and **Show Translated Text** to return to the translation. [IMAGE: 03-04-4 — A translated message with the Show Original Text link beneath it] 1. **Seen by** — tap a message you sent to see who has read it. The list separates **Seen** from **Unseen**, so you know who is still to catch up. [IMAGE: 03-04-5 — Seen-by panel listing who has and has not read a message] 1. If a message failed to send, its menu offers **Retry** to try again, and **Delete** to discard it. **Tips & Best Practices:** - Reply rather than sending a bare "yes" in a busy group — the quote tells everyone what you are answering. - Reactions are the quiet way to acknowledge something. They do not create a new message, so they do not add to anyone's unread count. - Pin the decisions, not the discussion. A conversation with thirty pins is as hard to search as one with none. - Editing leaves a visible history. For anything sensitive, delete and repost instead. - Translation is per message, not per conversation — translate each message you need. [VIDEO: 03-04-V1 — Long-pressing a message to reply, adding a reaction, forwarding it to another chat, then editing and checking the edit history of your own message] --- ## Finding Things in Chat **Overview:** Long conversations bury things. There are four ways to get back to something: search inside one conversation, search across all your conversations, the pinned-messages list, and the new-message marker that shows where you left off. **Step-by-Step Instructions:** **Searching inside one conversation** 1. Open the conversation and tap its search button. A search panel opens with the box **Search message**. 1. Before you type it says *"Type something to search messages"*. Start typing and results appear as you go. [IMAGE: 03-05-1 — In-chat search panel with results listed under the Message tab] 1. Results are split across four tabs, so you can look for the right kind of thing: - **Message** — text in messages - **File** — attached documents by name - **Image & Video** — pictures and video - **Link** — web addresses that were shared 1. If nothing matches, the panel says so and repeats what you searched for — for example *"No messages found for …"*. 1. Tap any result to jump straight to that message in the conversation. The chat scrolls to it and highlights it. **Searching across all conversations** 1. From the **Chat & Report** page, use the search in the header. Results are grouped under **All Chats**, **All Clients** and **All Reports**, so you can see which conversation a result came from before opening it. [IMAGE: 03-05-2 — Global chat search showing results grouped by All Chats, All Clients and All Reports] **Pinned messages** 1. When a conversation has pinned messages, a banner sits at the top of it showing the most recent one and a count — for example *"3 pinned"*. [IMAGE: 03-05-3 — Pinned banner at the top of a conversation showing the pinned count] 1. Tap the banner to open the full pinned list. If there are none, it says *"No pinned messages yet"*. 1. In the list, each pinned message offers **Jump to message** to go to it in place, and **Unpin** to remove it. Unpinning asks *"Are you sure to unpin message?"* first, and confirms with *"Message unpinned"* when done. [IMAGE: 03-05-4 — Pinned messages list with the Jump to message and Unpin options] **Finding where you left off** 1. When you open a conversation with unread messages, a line is drawn across it showing how many are new — for example *"5 new messages"*. Everything below that line arrived since you were last here. [IMAGE: 03-05-5 — New-message divider drawn across a conversation] 1. If you scroll up a long way, a button appears to take you back to the newest message in one tap. 1. A message that has been changed carries a small **Edited** mark, so you can tell it is not the original wording. **Tips & Best Practices:** - Use the **File** and **Image & Video** tabs rather than scrolling — finding a document someone sent last month takes seconds this way. - In-chat search only looks in the conversation you have open. To search everywhere, go back to the Chat & Report page and search from there. - Jumping to a message from search or from the pinned list keeps its place in the conversation, so you can read what came before and after it. - The new-message line disappears once you have read past it. If you want to keep your place, leave the conversation before scrolling to the bottom. [VIDEO: 03-05-V1 — Searching inside a conversation across all four tabs, jumping to a result, then opening the pinned list and unpinning a message] --- ## Archive & Collections **Overview:** Two different ways to tidy a long chat list, often confused: **Archive** - **Affects:** everyone in the conversation - **What it does:** closes the conversation — hidden, read-only - **Who can do it:** the company owner, or whoever created the conversation - **Reversible:** yes — restore it **Collections** - **Affects:** only you - **What it does:** groups chats under a name you choose - **Who can do it:** anyone, for their own view - **Reversible:** yes — move it back out Archiving is the serious one. It shuts a conversation down for the whole team. **Step-by-Step Instructions:** **Archiving a conversation** 1. In the chat list, open the conversation's menu and choose **Archive Conversation**. On a phone you can also swipe the row. [IMAGE: 03-06-1 — Conversation menu open with Archive Conversation marked] 1. A confirmation appears: *"Are you sure to Archive this chat?"* — and it is explicit about the consequences: *"This will hide the conversation for all members, show an* 'Archived' watermark, and disable sending new messages." 1. Confirm and the chat is archived for everyone. A message confirms with *"Chat archived"*. 1. **Archive is not available to everyone.** Only the **company owner** or the person who **created** the conversation can archive it. For everyone else the option does not appear. **Finding and restoring archived conversations** 1. Go to the company pill → **Profile Setting** → **Archived Chat**. The list shows every archived conversation, each labelled with who archived it and when — *"Archived By … | …"*. If there are none it says *"No archived chats"*. [IMAGE: 03-06-2 — Archived Chats list showing who archived each conversation and when] 1. Use **Search chat** at the top to find one in a long list. 1. Open an archived conversation and you can still read it, but an **Archived** watermark sits over it and the message box is disabled — nobody can add to it. [IMAGE: 03-06-3 — An archived conversation showing the Archived watermark and disabled message box] 1. To bring it back, choose restore. You are asked *"Are you sure to Restore this chat?"* and told *"This conversation will become visible to all members again."* Confirm, and a message reports *"Chat unarchived"*. **Collections — your own grouping** 1. Open the **Collection** tab on the Chat & Report page. If you have none it says *"No collections yet"*. 1. Tap **Create New Collection**. The **New Collection** sheet opens, subtitled *"Group related chats together"*. [IMAGE: 03-06-4 — New Collection sheet showing the name field, icon picker and colour picker] 1. Fill in three things: - A name — the hint suggests *"Collection Name eg. Learning"* - An **Icon**, picked from the grid - A **Colour** 1. Tap **Create Collection**. The new collection appears in the tab. 1. **Put a chat into it:** open the conversation's menu and choose **Move to Collection**, then pick the collection. A message confirms *"Moved to …"*. [IMAGE: 03-06-5 — Move to Collection menu listing the available collections] 1. **Take it out again:** the same menu offers **Remove from Collection**. 1. **Change or delete a collection:** from the collection's own menu, use **Edit Collection** to change its name, icon or colour, or **Delete Collection**, which asks you to confirm first. An empty collection reads *"No chats in this collection yet"*. **Tips & Best Practices:** - Archive when a project ends and the conversation should stop, not to clean up your own list. Everyone loses the ability to post. - Use collections for personal tidiness — nobody else sees them, so you can group chats however suits you. - A chat can be archived *and* in a collection. Archiving does not remove it from your collection. - Give collections distinct colours and icons. At a glance the colour does more work than the name. - If **Archive Conversation** is missing from the menu, you did not create the conversation and you are not the company owner. Ask whoever started it. [VIDEO: 03-06-V1 — Archiving a conversation and seeing the watermark, restoring it from Archived Chats, then creating a collection and moving two chats into it] --- # Reports & Core Memory --- ## Reports **Overview:** The **Reports** tab is where written updates live. A report is a conversation like any other, but built for reporting: you write an entry, other people comment on it, and every change is recorded. You can write now or write later — a report can be scheduled to send at a chosen time, and anything unsent waits in a pending list. **Step-by-Step Instructions:** **Reading a report** 1. Open **Chat** from the sidebar and tap the **Reports** tab. Pick a report from the list. [IMAGE: 04-01-1 — Reports tab with a report open] **Writing an entry** 1. Use the box at the bottom — the hint reads *"Write your report..."*. It takes the same attachments as a normal chat: **Image**, **Camera**, **Files**, **Emoji** and the **Microphone**. [IMAGE: 04-01-2 — Report composer showing the attachment and AI Generate options] 1. **AI Generate** drafts the report for you. If the result is not right, **Regenerate** asks for another version. There is a length limit on what can be regenerated; past it the app says so. 1. Send it one of two ways: - **Send Now** — posts it immediately. - **Send Later** / **Schedule Send** — pick a date and time and the report goes out then. **Reports waiting to go out** 1. Open the pending list to see everything saved but not yet sent. Each row shows *"Report scheduled for: …"*. [IMAGE: 04-01-3 — Pending reports list showing a scheduled report] 1. Empty, it reads *"No pending reports"* with *"Saved reports will appear here"*. 1. To drop one, delete it — the app warns that the draft will be permanently removed. **Commenting** 1. Open a report entry's comments. The box hint is *"Say something..."*. [IMAGE: 04-01-4 — Comment panel on a report entry with several replies] 1. Each entry shows its reply count — **1 Reply**, **3 Replies**, and so on. With none it reads *"No replies yet. Be the first to reply!"*. 1. Your own comments can be edited or deleted. Deleting asks you to confirm and warns the action **cannot be undone**. An edited comment is marked **Edited**. 1. You can react to comments the same way as chat messages. **Edit history** 1. Any edited report entry offers **Edit History**. It lists each version with who changed it and when — *"… edited at"*. [IMAGE: 04-01-5 — Edit History panel listing previous versions of a report entry] 1. With no history it says *"No edit history found."* **Tips & Best Practices:** - Use **Schedule Send** for routine reports — write the weekly update on Friday and let it go out on Monday morning. - Treat **AI Generate** as a first draft. Read it before sending; it writes from what it has, which may not be everything you meant. - Comments keep the discussion attached to the report instead of scattering it across chat. - Because edits are recorded and visible, correcting a number in place is safer than deleting and reposting — the trail stays honest. [VIDEO: 04-01-V1 — Writing a report with AI Generate, scheduling it for later, checking the pending list, then commenting on an existing report and viewing its edit history] --- ## Core Memory **Overview:** **My Core Memory** is where an owner records things the company should remember — decisions, policies, announcements. Unlike a chat message, a memory has a chosen **audience**, can be **scheduled** for later, and can be marked so that people **must** confirm they have read it. The pinned **My Core Memory** entry sits near the top of the sidebar, shown to company owners. **Step-by-Step Instructions:** **Creating a memory** 1. Tap **My Core Memory** in the sidebar. The create panel opens. [IMAGE: 04-02-1 — Create Core Memory panel showing the title, body, audience and options] 1. Fill in the **Title**, then write the body — the hint reads *"Write something..."*. 1. Attach anything you need: **Image**, **Camera**, **Files**, **Emoji**, or the **Microphone** for a voice note. **Choosing who sees it** 1. Open the audience list and pick one: - **All** — everyone in the company - **Only Me** — nobody else; a private note - **BOD** — board members - **Management** — management only - **Supervisor** — supervisors only - **Custom** — a list of people you choose yourself [IMAGE: 04-02-2 — Audience list open showing All, Only Me, BOD, Management, Supervisor and Custom] **Requiring people to read it** 1. Turn on **Force to Read** for anything nobody may miss. 1. Those people then get a **Critical Update** screen when they next open the app, with *"This announcement requires your acknowledgment"* and who published it. [IMAGE: 04-02-3 — Critical Update screen with the scroll prompt at the bottom] 1. They cannot dismiss it straight away. The prompt reads *"*↕* Scroll to bottom to enable* acknowledgment"* — the ***Make As Read*** button only becomes usable once they have* scrolled to the end. **Sending now, or later** 1. Choose how it goes out: - **Release** — publishes it immediately. - **Release Later** / **Set Schedule** — pick a date and time. Confirm with **Set**. - **Save Draft** — keeps it without publishing. [IMAGE: 04-02-4 — Set Schedule dialog with a date and time chosen] 1. **Record** saves the memory into the company's record. It asks you to confirm first. **Memories waiting to be released** 1. Open the pending list. Each row shows *"Scheduled for: …"*. A scheduled memory can be **Rescheduled** to a different time, or deleted. [IMAGE: 04-02-5 — Pending memories list showing a scheduled memory] 1. Empty, it reads *"No pending memories"* with *"Saved memories will appear here"*. 1. Deleting asks *"Delete memory?"* before it removes anything. **Reading memories** 1. The memory list shows how many there are — *"12 Memories"* — and reads *"No memories yet"* when there are none. Open any one to read it in full, copy its text, or delete it. **Tips & Best Practices:** - Use **Force to Read** sparingly. If every memory demands acknowledgment, people stop reading and start clicking. - **Only Me** turns Core Memory into a private notebook that no one else can see — useful for drafting before you choose a wider audience. - Schedule policy changes for the morning they take effect rather than announcing them early and hoping people remember. - Pick the narrowest audience that works. A memory sent to **All** that only concerns management trains everyone to ignore them. [VIDEO: 04-02-V1 — Creating a core memory, choosing an audience, turning on Force to Read, scheduling it, then seeing the Critical Update screen from a recipient's side] --- # Contacts & Notifications --- ## Contact Book **Overview:** The **Contact Book** holds people you deal with — colleagues from the company directory and outside contacts you add yourself. From a contact you can open a chat, or start one if there is not one yet. Contacts come in two kinds, and the difference matters: **Company member** - **Where it comes from:** your company's own directory - **Can be archived:** no **Third-party Member** - **Where it comes from:** added by you - **Can be archived:** yes **Step-by-Step Instructions:** **Adding a contact** 1. Open **Contact Book** from the sidebar and tap **Add Contact**. [IMAGE: 05-01-1 — Contact Book list with the Add Contact button] 1. Fill in the **Name**, **Email**, **Phone** and **Company Name**. Some fields are marked *optional* — only what is marked required must be filled. [IMAGE: 05-01-2 — Add Contact form with the Share with Company option] 1. **Share with Company** decides whether your colleagues can see this contact too. Leave it off to keep the contact to yourself. 1. Tap **Save Contact**. A message confirms it was saved. **Finding someone** 1. Use **Search Contact** at the top of the list. Results appear as you type. If nothing matches it says *"No contacts found"*. 1. There is also **Search with social user** for finding people by their social account. **Opening a contact** 1. Tap any row to open **Contact Details** — their information, their **Contact Type**, and whether the contact is shared with the company. [IMAGE: 05-01-3 — Contact Details panel showing contact type and actions] 1. The icon at the end of each row opens that person's chat. If there is no conversation yet, tapping it starts one. 1. A contact who has been invited but has not joined shows as pending. Tap to send the invitation again — a message confirms it was resent. 1. **Edit Contact** changes their details. **Archiving** 1. **Archive** is offered on **third-party contacts only**. Company members have no archive button at all — their entry belongs to the company directory, not to your book, so there is nothing for you to archive. 1. Archive a contact and a message confirms it. The contact leaves your main list. 1. To see them again, open **Archived Contact**. The list has its own search box, and reads *"No archived contacts"* when empty. [IMAGE: 05-01-4 — Archived Contact list with the restore action] 1. Restore from there and the contact returns to your main list. **Tips & Best Practices:** - Turn on **Share with Company** for suppliers and clients the whole team deals with; leave it off for personal contacts. - Archive rather than delete when someone leaves a company you work with — you keep the history and can restore them if they come back. - If you cannot find the archive button on a contact, they are a company member. Ask an owner to handle their membership instead. - Search matches as you type, so a few letters of a name or company is usually enough. [VIDEO: 05-01-V1 — Adding a contact with Share with Company on, searching for them, opening their details to start a chat, then archiving and restoring a third-party contact] --- ## Notifications **Overview:** **Notifications** collects everything that happened while you were away — messages, mentions, replies, comments, invitations, announcements and reminders. Open it from the sidebar. The page has three tabs and a filter, so you can go from "everything" down to "just the invitations I have not answered". **Step-by-Step Instructions:** **Reading notifications** 1. Open **Notifications** from the sidebar. It opens on **Unread**. [IMAGE: 05-02-1 — Notifications page on the Unread tab with the filter and Mark All Read visible] 1. The three tabs are: - **Unread** — only what you have not opened - **Read** — only what you have already seen - **All** — everything, in order 1. Each row carries a small badge saying what kind of notification it is — **Message**, **Invitation**, **Reminder**, **Comment**, **Reply** or **Announcement**. [IMAGE: 05-02-2 — Notification rows showing their type badges] 1. Tap any notification to go straight to whatever it refers to — the chat, the report, the announcement. **Clearing the list** 1. **Mark All Read** clears every unread item at once. A message confirms with *"Marked All Read"*. 1. The button only appears when there is something to clear, and never on the **Read** tab — there would be nothing for it to do there. **Filtering by type** 1. Tap the filter. You get the list of notification types — *"You were mentioned"*, *"Private Message"*, *"Invitation Sent"*, *"Announcement"* and the rest. [IMAGE: 05-02-3 — Filter dropdown open with several notification types ticked] 1. Tick the types you want and tap **Confirm**. The filter then shows *"Applied Selected Options"* so you know a filter is on. 1. **Reset** clears the filter and brings back everything. **Accepting an invitation** 1. An invitation to join a conversation arrives as a notification. Open it and you get the invitation panel, which names who invited you and offers **To Join Chat Room**. [IMAGE: 05-02-4 — External invitation panel with the join action] 1. Accept and the conversation appears in your chat list. **Notification sound** 1. Open **Notification Setting** — also reachable from the company pill → **Profile Setting** → **Notification Sound**. [IMAGE: 05-02-5 — Notification Setting panel showing Sound On, Sound Off and Choose Sounds] 1. Switch between **Sound On** and **Sound Off**, and use **Choose Sounds** to pick which sound plays. Tap **Confirm** to save. **Tips & Best Practices:** - Work from the **Unread** tab and use **Mark All Read** at the end of the day; the **All** tab is for going back and finding something specific. - The filter is the fastest way to answer "did anyone invite me to anything?" — filter to invitations and the list becomes short. - The type badges are worth learning. A glance tells you whether a row needs an answer or is just news. - Turning the sound off does not stop notifications arriving; it only silences them. [VIDEO: 05-02-V1 — Moving through the three tabs, filtering to invitations only, accepting an invitation, then marking everything read and changing the notification sound] --- # Ask (AI Assistant) --- ## Ask Basics **Overview:** **Ask** is the AI assistant, called **Secretary AI**. You ask a question and it answers, writing the reply out as it goes. It can also look through your own work — your conversations, notes and memories — to answer from what your company actually has, rather than from general knowledge. Every conversation with it is kept in a history list you can return to. **Step-by-Step Instructions:** **Starting** 1. Open **AI Assistant** from the sidebar. It greets you by name — *"Hi, …!"* and *"How can I help you today?"* [IMAGE: 06-01-1 — Ask page greeting with the model picker at the top] 1. On first use it may show *"Initializing Secretary AI..."* while it sets up. Wait for that to finish. **Choosing a model** 1. Tap the model name at the top to pick which AI answers you. Models are grouped by maker, and carry small badges — **NEW**, **PRO**, **FAST**, **BETA** — plus what each one can handle: **Text**, **Image**, **Voice**, **Code**, **Reasoning** and so on. [IMAGE: 06-01-2 — Model picker open, showing grouped models with their badges and capabilities] 1. If your company has not connected any model yet, this reads *"No models available"* — see *Chat AI Integration & AI Behaviors*. **Asking** 1. Type your question and send. The answer streams in, word by word, instead of appearing all at once. 1. While it works, it tells you what it is doing: *"Rewriting query..."*, *"Searching memory..."*, *"Searching note..."*, *"Searching conversation..."*, then *"Generating response..."*. [IMAGE: 06-01-3 — An answer streaming in with the progress line showing underneath] 1. **Stop** halts a reply mid-answer. **Retry** asks the same question again. 1. **Deep Research** makes it work harder on a question — slower, but it looks further. 1. Attach an image with your question if the model you picked supports images. 1. **Copy** on any answer puts it on your clipboard; a message confirms. **Your chat history** 1. **Chat History** lists your past conversations in a sidebar. **New Chat** starts a fresh one. [IMAGE: 06-01-4 — Chat History sidebar with pinned and recent chats] 1. Search the history from its box. With none it says *"No chats yet"*; with a search that matches nothing, *"No matching chats"*. 1. Each chat offers **Rename**, **Pin Chat** to keep it at the top, **Archive**, **Share** and **Delete**. Deleting asks you to confirm. 1. **Collapse sidebar** hides the history to give the answer more room. **How much you have left** 1. **Balance Question Count** shows how many questions remain, along with the date your allowance resets. Some plans are **Unlimited**. [IMAGE: 06-01-5 — Balance question count with the reset date] **Tips & Best Practices:** - Pick the model to suit the job — a **FAST** one for quick questions, a **PRO** or **Reasoning** one for something hard. - Use **Deep Research** when the answer must be right rather than quick. - Start a **New Chat** when you change subject. A long chat about one topic gives better answers than one that wanders. - Pin the chats you return to; everything else can be found by searching the history. - Watch the progress line. If it says *"Searching note..."*, it is answering from your own material — worth knowing when you judge the answer. [VIDEO: 06-01-V1 — Picking a model, asking a question and watching the answer stream, stopping one mid-reply, then renaming and pinning a chat in the history] --- ## Bot Behavior & History Cleanup **Overview:** Two settings shape how Ask works for you: **Behavior**, which decides how the assistant writes, and **Clear Session**, which decides how long your chat history is kept. How much of Behavior you can change depends on your company's AI Usage Policy: - **Individual** — Everything — name, gender, tone and working style - **Global** *(company-wide)* — Name and gender only. Tone and working style come from the company's AI Behavior and are locked **Step-by-Step Instructions:** **Shaping the assistant** 1. Open **Behavior** from the Ask page. [IMAGE: 06-02-1 — Behavior panel showing the agent name, gender, tone and working style] 1. At the top is your assistant's identity — its avatar and name under **My Agent**. Use **Edit Name** to rename it. 1. Choose a **Tone** — how it sounds: - **Formal** — correct and businesslike - **Casual** — relaxed and everyday - **Friendly** — warm - **Professional** — neutral and workplace-appropriate - **Humorous** — light, with jokes 1. Choose a **Working Style** — how it structures answers: - **Concise** — short, straight to the answer - **Detailed** — full explanations - **Step By Step** — numbered instructions - **Creative** — suggests ideas and alternatives - **Analytical** — weighs options and reasons through 1. Tap **Update**. A message confirms the behavior was saved. 1. On a **Global** policy, the tone and working-style chips are locked — your company has chosen them for everyone. You can still change the name and gender. **Clearing your chat history** 1. Open **Clear Session** from the Ask page menu. You get three choices: - **Schedule Weekly Cleanup** — history is cleared every week, automatically - **Schedule Monthly Cleanup** — history is cleared every month, automatically - **Delete All Records** — everything is cleared now [IMAGE: 06-02-2 — Clear Session options showing the weekly, monthly and immediate choices] 1. Picking one opens a confirmation panel describing exactly what it will do. Tap **Confirm** to set it. [IMAGE: 06-02-3 — Confirmation panel for Delete All Records] 1. **Delete All Records** is immediate and cannot be undone — the panel is styled as a warning for that reason. **Tips & Best Practices:** - **Concise** with a **Professional** tone suits most work. Switch to **Step By Step** when you are asking how to do something. - If the tone chips will not respond, your company is on a Global policy. That is a company decision, not a fault — ask an owner. - A monthly cleanup is a sensible default: recent chats stay searchable without the list growing forever. - Before running **Delete All Records**, copy anything from an answer you still need. It does not come back. [VIDEO: 06-02-V1 — Setting a tone and working style and saving, then scheduling a monthly cleanup and confirming it] --- ## AI Mention **Overview:** **AI Mention** lets you call the AI from inside an ordinary conversation, without leaving it for the Ask page. You set up a shortcut once — a name plus the keywords that trigger it — and afterwards typing **#** followed by the keyword brings it up. It is set up in **Company Setting → AI Mention**. **Step-by-Step Instructions:** **Creating a shortcut** 1. Open **Company Setting** → **AI Mention**. Existing shortcuts are listed, with **Search Mention Key** to find one in a long list. [IMAGE: 06-03-1 — AI Mention list showing existing shortcuts and the Create button] 1. Tap **Create**. The **Create AI Mention** panel opens. 1. Give it a **Name** — what this shortcut is for. 1. Add the trigger words with **Add Keyword**. A shortcut can hold several, so the same action answers to more than one word. [IMAGE: 06-03-2 — Create AI Mention panel with a name and several keywords added] 1. Tap **Create** to save it. **Using it in a chat** 1. In any conversation, type **#** in the message box. A list of your keywords appears above it, each shown as a tag. [IMAGE: 06-03-3 — Typing # in a chat with the keyword suggestions listed above the box] 1. Keep typing to narrow the list, then pick one — with a tap, or with the arrow keys and Enter on a computer. 1. The keyword is inserted into your message and calls the AI when you send it. **Managing shortcuts** 1. Tap any shortcut to open **AI Mention Details**, showing its name and all its **Keywords**. [IMAGE: 06-03-4 — AI Mention Details showing the keyword list] 1. **Edit** opens **Edit AI Mention**, where you can change the name, add keywords or remove them. Tap **Update** to save. **Tips & Best Practices:** - Give a shortcut several keywords covering how people actually write — a shortcut that only answers to one exact word gets forgotten. - Keep keywords short. You type them mid-sentence, so a long one is slower than just asking in the Ask page. - Name shortcuts after the job they do, not after the AI. The name is what you and your colleagues will look for. - AI Mention lives in Company Setting, so the shortcuts are shared — worth agreeing on names with your team rather than each person inventing their own. [VIDEO: 06-03-V1 — Creating an AI Mention with two keywords, then using it inside a chat by typing # and picking it from the list] --- # AI Service Setup *(admin)* --- ## AI Usage Policy **Organization Owner only.** This page decides how AI is paid for and controlled across the whole company. If you are not the owner, you will not see it. **Overview:** Before anyone can use AI, the company has to decide **who supplies the AI key**. There are two answers, and this page is where the owner picks one. **Global Policy** *(Centralized Control)* - **Logic:** only the Organization Owner configures the AI API key and settings - **Access:** members can use AI only if the Owner grants them access - **Best for:** companies wanting full control over AI cost and security **Individual Policy** *(Decentralized Access)* - **Logic:** every member connects and manages their own AI API key - **Access:** each person handles their own configuration and usage limits - **Best for:** freelance teams where members use their own AI resources The choice changes what everyone else sees. On **Global**, members cannot edit the assistant's tone or working style — the company's AI Behavior sets those. On **Individual**, each person controls their own. **Step-by-Step Instructions:** 1. Open **Company Setting** → **AI Usage Policy**. [IMAGE: 07-01-1 — AI Usage Policy page showing both options as radio choices] 1. Read the two cards. Each spells out its **Logic:**, **Access:** and **Best For:** so the trade-off is visible before you choose. 1. Select **Global Policy** or **Individual Policy**. 1. Tap **Update**. You are asked to confirm — *"Are you sure to change?"* — because this affects every member. 1. Confirm. A message reports *"AI Usage Policy updated successfully"*. **What changes afterwards** 1. On **Global**, you as owner then connect the company's model provider in **Chat AI Integration**, and members use what you connected. 1. On **Individual**, **Chat AI Integration** disappears from the Company Setting hub — there is nothing company-wide left to configure — and each member connects their own key instead. **Tips & Best Practices:** - Decide this before inviting people. Switching later changes what every member can do and which keys are in use. - **Global** is the right default for most companies: one bill, one set of keys, and you can see what is being spent. - Choose **Individual** only when members genuinely have their own AI accounts and you do not want to pay centrally. - Under Global, remember that granting a member access is a separate step — choosing the policy alone does not give anyone AI. [VIDEO: 07-01-V1 — Reading both policy cards, switching from Individual to Global, confirming, and seeing Chat AI Integration appear in the settings hub] --- ## Chat AI Integration & AI Behaviors Needs permission to configure AI integrations. On an **Individual** AI Usage Policy, **Chat AI Integration** does not appear at all — each member connects their own key instead. **Overview:** Two related jobs live here: - **Chat AI Integration** connects the company to an AI provider using an API key. - **AI Behaviors** creates named AI personas — a tone, a working style, an instruction set — that members then use. **Step-by-Step Instructions:** **Connecting a provider** 1. Open **Company Setting** → **Chat AI Integration**. [IMAGE: 07-02-1 — Chat AI Integration page showing the available providers] 1. Choose a provider: **ChatGPT**, **Claude** or **Google Gemini**. 1. Paste your **API Key** into the field. The hint shows the shape of a key so you can check you have the right thing. [IMAGE: 07-02-2 — Provider panel with the API Key field and the Test button] 1. Tap **Test** before saving. This checks the key actually works, so you find a bad key here rather than when a member asks a question. 1. Tap **Connect** to save it. The provider then appears under **Active API**. 1. Before connecting you must accept the **Terms and Conditions for API Access**. These cover keeping keys confidential, not sharing them, not reverse-engineering the API, not exceeding rate limits, and reporting unauthorised use. [IMAGE: 07-02-3 — Terms and Conditions panel shown before connecting] 1. To remove a provider, use **API Disconnect**. **Creating an AI Behavior** 1. Open **Company Setting** → **AI Behaviors**. Existing ones are listed under **Active AI Behaviors**, with a search box. [IMAGE: 07-02-4 — AI Behaviors list showing active behaviors] 1. Tap **Create AI Behavior**. The form runs in two steps, labelled **STEP**: - **Identity & Personality** — name, avatar, tone and working style; who this behavior is - **AI Brain** — the model behind it and its instructions [IMAGE: 07-02-5 — Create AI Behavior on the Identity & Personality step] 1. Move between steps with **Next** and **Back**, then save. 1. To retire one without deleting it, use **Deactivate AI Behaviors**. It moves out of the active list and members stop seeing it. **Tips & Best Practices:** - Always **Test** a key before connecting. A key that fails silently looks to members like the AI is broken. - Treat API keys as passwords. The terms you accept make you responsible for keeping them confidential. - Name behaviors after the job — "Support Replies", "Meeting Summaries" — not after the model. Members pick by task, not by provider. - Deactivate rather than delete when a behavior stops being useful. You keep it if the need comes back. - Remember the connection here powers everyone on a Global policy. Disconnecting it stops AI for the whole company. [VIDEO: 07-02-V1 — Connecting a provider by pasting a key and testing it, accepting the terms, then creating an AI Behavior through both steps] --- ## Voice AI Integration Needs permission to configure AI integrations. **Overview:** **Voice AI Integration** decides which service turns text into speech. There are two kinds of entry on this page, and they connect differently: - **Secretary** *(built in)* — A switch. It ships with the app — no key, nothing to sign up for - **Outside provider** *(e.g. Google Gemini)* — An API key you paste in, like Chat AI Integration **Step-by-Step Instructions:** 1. Open **Company Setting** → **Voice AI Integration**. The providers are listed under **Voice API Access Services:**. [IMAGE: 07-03-1 — Voice AI Integration page listing the built-in Secretary voice and outside providers] **Using the built-in voice** 1. The **Secretary** entry has a switch rather than a key field. Turn it on and it is linked — nothing else to do. [IMAGE: 07-03-2 — Secretary voice card with its link switch turned on] 1. This is the quickest way to have voice working, and it costs nothing extra. **Connecting an outside provider** 1. Tap the provider you want. A panel opens with an **API Key** field. [IMAGE: 07-03-3 — Voice provider panel with the API Key field, Test and Update] 1. Paste the key, then tap **Test** to check it works before saving. 1. Tap **Connect** to save it, or **Update** to change a key already stored. 1. As with Chat AI, you must accept the **Terms and Conditions for API Access** first. 1. Whatever is live appears under **Active Voice API**. Use **Refresh** if the page looks out of date. **Tips & Best Practices:** - Start with the built-in **Secretary** voice. Connect an outside provider only when you need a specific voice or language it does not cover. - **Test** the key before saving, for the same reason as Chat AI — a bad key fails quietly and users blame the app. - Voice and chat AI are configured separately. Connecting one does not connect the other. - If voice stops working across the company, check **Active Voice API** first — an expired key shows up here before anywhere else. [VIDEO: 07-03-V1 — Turning on the built-in Secretary voice, then connecting an outside provider by pasting and testing a key] --- # Notes & Knowledge --- ## Notes **Overview:** **Notes** is your own writing space. Notes are formatted text, sorted with tags, findable by search, and each one can carry a reminder that tells you to come back to it. **Step-by-Step Instructions:** **Writing a note** 1. Open **Note** from the sidebar, then start a new one. The **Create Note** panel opens. [IMAGE: 08-01-1 — Create Note panel with the title and body] 1. Give it a **Note Title**, then write the body — the hint reads *"Write your note..."*. The editor takes formatted text, not just plain typing. 1. Tap **Create** to save it. Reopening a note shows **Edit Note** with **Update** instead. 1. If you try to close with unsaved work, the app asks **Save Changes?** and offers **Discard** — it will not silently lose what you wrote. [IMAGE: 08-01-2 — Save Changes prompt shown when closing an edited note] **Tags** 1. Use **Add tag...** on a note to sort it. **Choose Tags** picks from tags that already exist; **Create Tag** makes a new one, asking you to confirm. [IMAGE: 08-01-3 — Choose Tags panel with several tags selected] 1. Back on the notes list, filter by tag to see only what you want. **Reminders** 1. Tap **Set Reminder** on a note. The **Reminder Setup** panel opens. [IMAGE: 08-01-4 — Reminder Setup panel showing date, time and repeat] 1. Choose **Set Date** and **Set Time**, then a repeat if you want one. A custom repeat lets you tick individual days of the week. 1. Tap **Save**. The note will remind you at that time. **Finding a note** 1. Use **Search Note** at the top of the list. With no match it says *"No notes found"*. [IMAGE: 08-01-5 — Note search with results] **Deleting** 1. **Delete Note** asks *"Are you sure you want to delete this note?"* before removing it. **Tips & Best Practices:** - Tag as you write. Adding tags later to fifty notes is a job nobody does. - A reminder on a note is the simplest way to turn "I should look at this again" into something that actually happens. - Search looks at what you wrote, so a distinctive word in the body finds a note faster than scrolling. - The unsaved-changes prompt is your safety net, but do not rely on it — save long notes as you go. [VIDEO: 08-01-V1 — Writing a note with formatting, tagging it, setting a weekly reminder, then finding it again with search] --- ## Secure Notes **Overview:** Any note can be locked with a **6-digit PIN**. A locked note stays in your list but its contents are hidden until you enter the PIN. ⚠️ **A forgotten PIN cannot be recovered.** The app says so plainly when you set one: *"If you forget your PIN, we won't be able to recover your note."* There is no reset, no email link, and no way for an owner to unlock it for you. **Step-by-Step Instructions:** **Locking a note** 1. On the note, choose **Lock Note**. You are asked *"Do you want to lock this message?"* [IMAGE: 08-02-1 — Lock Note prompt on a note] 1. The PIN panel opens with *"Set up PIN to lock this note."* Enter a 6-digit PIN. [IMAGE: 08-02-2 — PIN entry panel with the six boxes and the recovery warning] 1. Read the warning under the boxes before you confirm. It is not a formality — a lost PIN means a lost note. 1. Confirm. The note now shows as a **Locked Note** in your list. **Opening a locked note** 1. Tap it. The panel says *"This note is currently secured."* with **Enter PIN to unlock**. [IMAGE: 08-02-3 — Locked note panel asking for the PIN] 1. Enter the PIN and it opens as normal, shown as an **Unlocked Note** while you have it open. **Changing the PIN** 1. Choose **Change PIN**. The panel reads *"Change PIN to this note."* 1. Enter your **Enter Current PIN**, then **Enter New PIN**. 1. You are asked *"Are you sure to edit PIN?"* before it is changed. [IMAGE: 08-02-4 — Change PIN panel with current and new PIN fields] **Removing the lock** 1. Choose **Remove PIN**. The panel reads *"Remove lock to this note."* with *"Please enter your current PIN to remove the lock."* 1. Enter the current PIN. You are asked *"Are you sure to remove PIN?"* to confirm. 1. The note goes back to being an ordinary note that anyone with your account can read. **Tips & Best Practices:** - Use a PIN you will remember without writing down, but not one someone could guess from your birthday. - Lock the note, not the whole app. The app has no biometric lock of its own, so your device's screen lock is what keeps other people out of it — see *Privacy, Security & Storage*. The PIN protects one note from anyone already signed in. - Because there is no recovery, keep genuinely irreplaceable information somewhere with a backup as well. - Removing the PIN does not delete the note — it just makes it readable again. [VIDEO: 08-02-V1 — Locking a note with a PIN, closing and reopening it, changing the PIN, then removing the lock] --- ## Knowledge Library 🔸 🔸 **Preview — not in the released app.** Knowledge Library is built but not finished. It is switched off in the version you have, so **you will not find it in Company Setting**. Even where it can be opened, nothing is saved to the server: entries live only in that session and disappear when the app closes. This section describes what it will do. **Overview:** **Knowledge Library** is intended as the company's reference shelf — written entries that stay useful over time, such as how something works or why a decision was made. Unlike a chat message it is meant to be found later, and unlike a note it is written for other people rather than for yourself. **What it will do:** 1. Entries are listed under **Knowledges**, with a detail panel beside the list on a computer. Empty, it reads *"No knowledge yet"*. [IMAGE: 08-03-1 — Knowledge Library list with an entry open in the detail panel] 1. Creating an entry asks for a **Title** and a body — *"Write something..."* — and takes **Attachments**. 1. **AI Generate** drafts the entry for you, as it does for reports. 1. An **audience** decides who the entry is for: **All**, **Management**, **Supervisor** or **Custom**. Note that unlike Core Memory, Knowledge offers no **Only Me** or **BOD** — it is written to be shared, so a private option would not make sense. [IMAGE: 08-03-2 — Create Knowledge panel showing the audience choices] 1. **Preview** shows how the entry will read before anyone sees it. 1. You then either **Release** it, **Save Draft** to finish later, or **Skip & Release** to publish without setting a date. 1. Entries show **Created By** and can be searched — before you type, the search says *"Type something to search Knowledge!"* **Tips & Best Practices:** - Nothing here is worth relying on yet. Until it saves to the server, treat anything you write in it as temporary. - If your company needs a reference shelf today, **Core Memory** with an **All** audience is the closest working equivalent. - Watch for it in a future release — when it appears in Company Setting, it is live. [VIDEO: 08-03-V1 — Walkthrough of the Knowledge Library preview: creating an entry, choosing an audience, previewing and releasing it] --- # Meeting Minutes --- ## Record a Meeting **Overview:** **Meeting Minutes** records a meeting as it happens and writes down what was said. While it records you can shrink it away and carry on using the app — the recording keeps running. **Step-by-Step Instructions:** **Starting** 1. Open **Meeting Minutes** from the sidebar and start a recording. The **Record Meeting Minute** panel opens. [IMAGE: 09-01-1 — Record Meeting Minute panel before recording starts] 1. Recording begins. The panel shows **Recording…**, a moving sound wave, and the words appearing under **Live Transcription** as people speak. [IMAGE: 09-01-2 — Live recording with the waveform moving and transcription appearing] 1. If the live text cannot keep up, the panel says *"Live captions unavailable — recording continues"*. This is important: **the audio is** still being recorded**. Only the on-screen text has stopped.** **While it records** 1. **Pause Meeting** stops temporarily — for a break, or something off the record. Resume when you are ready. 1. **Minimise** the panel and it shrinks to a small badge that floats above whatever you do next. The recording carries on, and the badge shows it is still going. [IMAGE: 09-01-3 — Minimised recording badge floating over another screen] 1. Tap the badge at any time to bring the full panel back. **Finishing** 1. **End Meeting** stops the recording and starts turning it into a written record. 1. You are then taken on to name it and file it — covered in *After the Meeting*. **Drafts — who still owes their notes** 1. Open **Drafts** to see who has not yet submitted their key note for a meeting. The hint explains it: *"Members who have not submitted their key note appear here"*. [IMAGE: 09-01-4 — Drafts list showing members who have not submitted key notes] 1. When everyone has, it reads *"All key notes submitted"*. **Tips & Best Practices:** - Say who you are the first time you speak. The transcript captures words, and names in the room help far more than trying to work them out afterwards. - Use **Pause Meeting** for side conversations rather than stopping and starting a new recording — one meeting should be one record. - Minimising is safe and is the point of the badge. Look something up mid-meeting without losing the recording. - If you see the live-captions warning, do not restart. The audio is fine and the full transcript is produced afterwards. - Check **Drafts** before writing the summary — a missing key note is easier to chase on the day than a week later. [VIDEO: 09-01-V1 — Starting a recording, watching live transcription, pausing and resuming, minimising to use another screen, then ending the meeting] --- ## After the Meeting **Overview:** Once a meeting ends you get a record with three tabs. Between them you have what was said, what people thought was important, and a short version of both. - **Transcript** — Everything that was said, written out - **Key Note** — Notes that attendees added during the meeting - **Summary** — A short version, written by AI or by you The original audio is kept too, so you can always listen back. **Step-by-Step Instructions:** **Correcting the transcript** 1. Open the meeting and go to **Transcript**. The header shows *"Full transcript · [date]"*. [IMAGE: 09-02-1 — Meeting detail on the Transcript tab] 1. Speech-to-text is never perfect — names and technical words are where it slips. Tap **Edit Transcript**, correct what is wrong, and tap **Save**. A message confirms *"Transcript saved"*. [IMAGE: 09-02-2 — Edit Transcript panel open with the text being corrected] 1. **Translate** turns the transcript into another language. 1. Long transcripts are shortened on screen with **See More** and **See Less**. **Listening back** 1. The **Voice Recording** player sits with the record. Play it to check anything the transcript got wrong. [IMAGE: 09-02-3 — Voice Recording player on the meeting record] **Key notes from attendees** 1. Open **Key Note**. Notes people added during the meeting appear here. Empty, it says **No Key Notes Yet** with *"Key notes added by attendees during the meeting will appear* here." [IMAGE: 09-02-4 — Key Note tab showing notes from several attendees] 1. Use **Drafts** to see who has not submitted theirs yet. **The summary** 1. Open **Summary**. Before one exists it reads *"No summary has been generated yet."* 1. **Summarize AI** writes a summary from the transcript. 1. **AI Generate All Note** goes further — it merges everyone's key notes together with the transcript into one combined write-up. [IMAGE: 09-02-5 — Summary tab with AI Generate All Note available] 1. **Who can run these:** the **company owner**, and the **person who recorded the** meeting**. An organiser who is not the owner is not locked out of writing up their own** meeting. 1. **Edit Summary** lets you rewrite it by hand. Tap **Save** and a message confirms *"Summary saved"*. 1. **Copy** puts the summary on your clipboard. **Tips & Best Practices:** - Correct the transcript before generating the summary. The AI summarises what the transcript says, so an error there becomes an error in the summary. - Ask attendees to add key notes *during* the meeting rather than after. They capture what mattered to them, which the transcript alone cannot show. - Use **AI Generate All Note** when several people took notes — it is the difference between one person's view and the room's. - Always read an AI summary before sharing it. It is a good first draft, not a record of decisions. - Keep the audio. When someone disputes what was agreed, the recording settles it. [VIDEO: 09-02-V1 — Correcting a transcript, playing back the audio to check it, reviewing key notes, then generating a combined summary and editing it] --- ## Meeting Minute Templates **Overview:** **Templates** are ready-made meeting structures — an agenda shape to follow so a meeting covers what it should. Five come with the app: - **Standard Project** — Ordinary project meetings - **Decision Making** — Meetings that must reach a decision - **Brainstorming** — Idea-generating sessions - **Design Review** — Reviewing work - **Sprint / Agile** — Sprint planning and reviews 🔸 **The chosen template does not survive a restart.** Marking a template as current is remembered while the app is open, but resets when you close it. Templates themselves come with the app and are always there. **Step-by-Step Instructions:** 1. Open **Meeting Minutes** and tap the settings icon in the header. The **Template** page opens. [IMAGE: 09-03-1 — Template page listing the five available templates] 1. On a computer the templates are listed on the left with the document beside them. On a phone the list comes first; tap one to open it. 1. Tap a template to read it. It shows the full structure — the headings and prompts the meeting should cover. [IMAGE: 09-03-2 — A template document open, showing its structure] 1. Tap **Use Template** to make it the current one. The button then reads **Current Template**, and a tick marks it in the list. [IMAGE: 09-03-3 — Template marked as Current Template with the tick in the list] 1. On a phone the **Use Template** bar floats at the bottom of the document, over the text. 1. Pick a different template at any time — the mark simply moves. **Tips & Best Practices:** - Read the template before the meeting, not during it. It is an agenda, and an agenda works best when the person running the meeting already knows it. - **Decision Making** is worth using for anything that must end in an answer. It prompts you to record what was decided, which is the part people forget. - Because the choice resets when the app closes, set the template at the start of the meeting rather than the night before. - Templates guide what you record; they do not change how recording works. Everything in *Record a Meeting* applies either way. [VIDEO: 09-03-V1 — Browsing the five templates, opening Decision Making to read its structure, and marking it as the current template] --- # Calendar, Announcements & Tags --- ## Event Calendar **Overview:** The **Calendar** holds three kinds of entry, chosen when you create one: - **Meeting** — Something you can record minutes for - **Event** — Anything happening that people should know about - **Appointment** — A booked slot A **Meeting** is the only kind that can be recorded, so pick the type deliberately. **Step-by-Step Instructions:** **Looking at the calendar** 1. Open **Calendar** from the sidebar. Switch between month, week and day views to move from the overview to a single day. [IMAGE: 10-01-1 — Calendar in month view with events shown] 1. Tap a day to see everything in it; tap an entry to open its details. **Creating an entry** 1. Start a new entry. The panel is titled after the type you pick — **Create Meeting**, **Create Event** or **Create Appointment**. [IMAGE: 10-01-2 — Create panel with the Meeting / Event / Appointment choice at the top] 1. Choose the type first, then fill in: - **Add title** — required; the entry will not save without it - **Add location** — where it happens - **Add Agenda** — what it is about - **Add attachment** — files people need beforehand 1. Set the time. Either turn on **All-day**, or set **Start Time** and **End Time**. The end must be after the start — the app says so if it is not. [IMAGE: 10-01-3 — Time section with All-day off and start and end times set] 1. Add people under **GUESTS**. The heading shows how many you have added. 1. **Remind me** sets a reminder — **5 minutes before**, **10 minutes before** or **15 minutes before**. 1. **Choose Highlight Color** gives the entry a colour so it stands out in the calendar. [IMAGE: 10-01-4 — Highlight colour picker open] 1. Tap **Save**. A message confirms it was created. **Recording a meeting from the calendar** 1. Open a **Meeting** entry. It offers **Record Meeting Minute**, explaining *"Want to keep track of this meeting? Record Meeting Minute to get a transcript."* [IMAGE: 10-01-5 — Meeting detail offering Record Meeting Minute] 1. Tap it to start recording — the same recorder described in *Record a Meeting*, already attached to this meeting. 1. Attendees can add their key note from here too, under **Type Your Meeting Key Note**. **Editing and deleting** 1. Open an entry and edit it, or delete it — deleting asks you to confirm first. **Tips & Best Practices:** - Choose **Meeting** whenever there is any chance you will want a record. You cannot record an Event or an Appointment. - Put the agenda in when you create the entry. Guests see it before the meeting, which is when it is useful. - Colours are worth a convention — one colour per team or project makes a busy month readable at a glance. - A 15-minute reminder beats a 5-minute one for anything you need to prepare for or travel to. - Starting the recording from the calendar entry keeps the meeting and its minutes tied together. [VIDEO: 10-01-V1 — Creating a meeting with guests, agenda, reminder and highlight colour, then opening it on the day and starting the recording from it] --- ## Google Calendar **Overview:** You can link your **Google Calendar** to this app so the two work together. The link is personal — you connect your own account, not the company's — and it is set up from your profile rather than from Company Setting. **Step-by-Step Instructions:** **Connecting** 1. Open your profile from the company pill, and find **Link with personal tools**. [IMAGE: 10-02-1 — Link with personal tools section in the profile panel] 1. Tap **Google Calendar**. Your browser opens for Google sign-in. 1. Sign in and approve the access Google asks about. When it finishes, you are returned to the app and the card updates on its own — you do not need to reopen anything. [IMAGE: 10-02-2 — Google Calendar card showing the connected state] 1. If the browser does not open, the app says *"Couldn't open Google sign-in. Please try* again."* Try again from step 2.* **Checking whether it is linked** 1. The **Google Calendar** card shows its own state. Connected, it is marked as linked; not connected, it offers to connect. **Disconnecting** 1. Tap the card while connected and choose **Disconnect**. 1. You are warned first: *"If you disconnect from Google Calendar, you'll no longer be able* to use its integration services. If you change your mind, you can reconnect this app later." [IMAGE: 10-02-3 — Disconnect confirmation with the warning message] 1. Confirm, and the link is removed. Reconnecting later is the same as step 2. **Other tools** 1. Other personal tools listed here are not ready. Tapping one says *"… integration coming soon!"* **Tips & Best Practices:** - This is your own link, not the company's. Each person connects their own Google account. - The card updates by itself when you come back from the browser. If it looks unchanged, give it a moment before trying again. - Disconnecting does not delete anything from either calendar — it only stops them working together. - Do the connection on a device where you are already signed in to Google; it turns a multi-step sign-in into two taps. [VIDEO: 10-02-V1 — Connecting Google Calendar from the profile, returning to see the linked badge, then disconnecting with the warning shown] --- ## Announcements Needs permission to create announcements. Without it, **Announcement** does not appear in your sidebar. **Overview:** **Announcements** are company notices — written once, sent to a chosen group, and kept where people can find them again. They can go out now or on a date you set, and can be marked so people must confirm they read them. The list is split three ways: - **All** — Everything - **Scheduled** — Written but not sent yet - **Released** — Already sent **Step-by-Step Instructions:** **Writing one** 1. Open **Announcement** from the sidebar and create a new one. [IMAGE: 10-03-1 — Announcement list with the All, Scheduled and Released tabs] 1. Write the announcement and add **Attachments** if people need files with it. 1. Choose the **audience** — **All**, **Only Me**, **BOD**, **Management**, **Supervisor** or **Custom**. With **Custom**, use **Select User** to pick people, or **Select All**. [IMAGE: 10-03-2 — Audience section with Custom chosen and users being selected] 1. Add **Tags** so it can be found later. **Choose Tags** picks existing ones; the box *"Search or create tag..."* both searches and makes new ones. 1. Mark it **Forced To** if everyone in the audience must confirm they have read it — the same acknowledgment screen described in *Core Memory*. 1. **Preview** shows how it will look before anyone sees it. 1. Send it now, or set a date and leave it under **Scheduled**. Scheduled items show *"Scheduled for: …"*. [IMAGE: 10-03-3 — Scheduled tab showing an announcement with its release date] **Finding one** 1. **Search Announcement** looks through them. Before you type it says *"Type something to search announcement"*; with no match, *"No results found"*. 1. An empty list reads *"No announcements yet"*. **Editing** 1. Open an announcement and **Edit** it. An edited announcement is marked **Edited**, and shows **Created By**. **Announcement tags** 1. Open **Announcement Tags** to manage them in one place. **All Tags** lists them; empty, it says *"No tags yet"*. [IMAGE: 10-03-4 — Announcement Tags page listing existing tags] 1. **Create Tag** adds one and **Edit Tag** renames it. **Search Tags** finds one in a long list. 1. Filter tags by date using **Start Date** and **End Date**. **Tips & Best Practices:** - Use **Scheduled** for anything time-sensitive — a policy that starts on the first of the month should arrive that morning, not a week early. - Tag every announcement. Six months later, tags are the only realistic way to find one. - **Forced To** should be rare. Reserve it for things with consequences; use a normal announcement for news. - Preview before sending, especially with attachments — it is the last point at which a mistake costs nothing. - Pick the narrowest audience that fits. Company-wide notices that do not apply to most people train them to ignore the rest. [VIDEO: 10-03-V1 — Writing an announcement with tags and attachments, choosing a custom audience, previewing it, scheduling it, then managing the tag list] --- ## Tags **Overview:** **Tags** are the labels you put on notes to sort them. This page manages them all in one place — what exists, who made each one, and when. Note that announcements have their own separate tag list, described in *Announcements*. The two do not share tags. **Step-by-Step Instructions:** 1. Open **Note** from the sidebar, then open **Tags**. [IMAGE: 10-04-1 — Tags page showing the tag table on a computer] 1. **On a computer** the tags are shown as a table with four columns: - **Created Date** — when the tag was made - **Tag Name** — the label itself - **Created By** — who made it - **Action** — edit or remove it 1. **On a phone** the same tags are shown as a list instead of a table. 1. With no tags at all it reads *"No data here"*. **Creating a tag** 1. Tap **Create Tag**. The panel opens from the right on a computer, and up from the bottom on a phone. [IMAGE: 10-04-2 — Create Tag panel] 1. Type the **Tag Name** and save. It becomes available to every note straight away. **Renaming a tag** 1. Use the edit action on its row. Renaming a tag changes it everywhere it is used — the notes keep the tag, they just show the new name. **Finding a tag** 1. **Search Tags** narrows the list as you type. With no match it says *"No results found"*. 1. Filter by when tags were created using **Start Date** and **End Date**. [IMAGE: 10-04-3 — Tags page with a date-range filter applied] **Tips & Best Practices:** - Agree on tag names with your team early. Two tags meaning the same thing split your notes in half. - Renaming is safe and better than making a new tag — every note that used the old name follows the change. - **Created By** is useful when tidying up. It shows who added a tag, so you know who to ask before removing it. - Keep the list short. Tags only help while there are few enough to remember. [VIDEO: 10-04-V1 — Opening the tag manager, creating a tag, renaming an existing one, then filtering the list by date range] --- # Tasks (Ticketing) --- ## Dashboard & Analytics **Ticketing appears only when your company has connected a ticket system.** If your company has not, the **Ticketing System** entry is not in your sidebar at all. See *Third-Party Integrations*. **Overview:** Ticketing has two sides — a **vendor** company that does the work, and a **customer** company that raises requests. What you see is decided by which side your company is on and what your role is there. This is the single most important thing to understand about this feature. **Company Management** — vendor company: owner, BOD, management, contractor - **Lands on:** the operational dashboard - **Can see:** tickets and tasks - **Can create:** both tickets and tasks **Coordinator** — vendor company: supervisor - **Lands on:** the ticket list - **Can see:** tickets and tasks - **Can create:** both tickets and tasks **Developer** — vendor company: staff - **Lands on:** the task board - **Can see:** tasks only — **there is no Tickets tab at all** - **Can create:** tasks only **Customer Management** — customer company: owner, BOD, management - **Lands on:** the analytics dashboard - **Can see:** tickets only — **there is no Tasks board** - **Can create:** tickets only **Customer Staff** — customer company: supervisor, staff, contractor - **Lands on:** the ticket list - **Can see:** tickets only — **there is no Tasks board** - **Can create:** tickets only If your role does not map to any of these, ticketing is locked and you see an empty state. **Step-by-Step Instructions:** **The operational dashboard** *(Company Management)* 1. Open **Ticketing System** from the sidebar. The dashboard opens, subtitled *"System overview at a glance"*. [IMAGE: 11-01-1 — Operational dashboard showing summary cards and status panels] 1. The cards along the top give the totals — **Total Tasks**, **Total Tickets** and how many clients. 1. **Tasks by Status** and **Tickets by Status** break the work down by where it has got to. Each panel has a **View →** to open that list filtered. 1. **Tasks by Client** shows which client the work belongs to. Switch between **Table** and **Chart** to read it either way. [IMAGE: 11-01-2 — Tasks by Client panel switched to Chart view] 1. **Task Workload** and **Team Load** show how work is spread across people — the panel to check before assigning anything else. 1. **Staff Presence** groups people by when they were last active: **Today**, **This week**, or **Inactive**. [IMAGE: 11-01-3 — Staff Presence panel grouping members by last activity] 1. **Refresh** pulls the latest figures. **The analytics dashboard** *(Customer Management)* 1. Customers get a different dashboard, focused on their own tickets rather than on the team doing the work. [IMAGE: 11-01-4 — Analytics dashboard showing Total tickets and Ticket Trend] 1. It shows **Total tickets** and a **Ticket Trend** over time, with **View Tickets →** to open the full list. **Tips & Best Practices:** - Check **Team Load** before assigning. The totals at the top tell you how much there is; the workload panel tells you who can take it. - **Staff Presence** is for spotting who has gone quiet, not for monitoring people. Someone under **Inactive** may simply be on leave. - Use the **View →** links rather than opening the list and filtering by hand — they carry the filter with them. - On the customer side, the trend matters more than the total. A rising line is worth raising before it becomes a complaint. [VIDEO: 11-01-V1 — Touring the operational dashboard: summary cards, switching a panel between table and chart, reading staff presence, then following a View link into the filtered list] --- ## The Task Board **Overview:** Work is tracked as two things: - A **Ticket** is a request — raised by a customer, describing what they need. - A **Task** is the work itself — created by the vendor team, and it can be linked to the ticket it answers. Which of these you can see and create depends on your role (see the table in *Dashboard & Analytics*). **Step-by-Step Instructions:** **Three ways to look at the same work** 1. Open the task board. Switch between three views: - **Board** — kanban columns by status; seeing where everything has got to - **List** — a table, for comparing many items at once - **Todo** — a simple checklist of what is outstanding [IMAGE: 11-02-1 — Task board in Board view showing kanban columns] 1. In **Board** view, each column is a status and tasks sit in the column they have reached. [IMAGE: 11-02-2 — The same board switched to List view] 1. **Search Tasks** narrows what is shown. With no match it says *"No tasks found"*. 1. On a phone the board becomes cards with a status row across the top, and a round button in the corner to create. **Creating a task** 1. Tap create and choose **Create Task**. Fill in: - **Title** — what needs doing - **Description** — the detail; *"Enter task description..."* - **Status** — where it starts - **Assignees** — who is doing it; search by name - **Linked Tickets** — the customer request this answers [IMAGE: 11-02-3 — Create Task form with assignees and a linked ticket] 1. Tap **Create**. A message confirms the task was created. **Creating a ticket** 1. Choose **Create Ticket** instead. Tickets carry more: - **Title** and **Description** — what is being asked for - **Client** — which customer it is for - **Priority** — how urgent - **Due Date** — when it is needed - **Assignee** — who owns it, or leave it unassigned - **Department**, **Projects**, **Service Types** — how it is classified - **Observers** — people who should follow it without owning it - **Tags** and **Attachments** — labels, and any files [IMAGE: 11-02-4 — Create Ticket form showing client, priority and due date] 1. Tap **Create**. A message confirms the ticket was created. **Tips & Best Practices:** - Link tasks to their ticket. Without the link, nobody can tell which customer request a piece of work belongs to. - Use **Board** for standups and **List** when you need to sort or compare — same work, different question. - Add **Observers** rather than assigning several people. One owner and several watchers is clearer than shared ownership. - Set a **Due Date** even when it is approximate. An undated ticket drifts to the bottom of every list. - Fill **Department** and **Service Types** consistently — the dashboard's breakdowns are only as good as these fields. [VIDEO: 11-02-V1 — Switching between Board, List and Todo views, searching, creating a task with assignees, then raising a ticket with client, priority and due date] --- ## Task Detail & Integration **Overview:** Opening a task shows everything about it in one place — what it is, where it has got to, who said what, and how long each stage took. Below that, the setup needed to make ticketing work at all. **Step-by-Step Instructions:** **Reading a task** 1. Open any task from the board or list. [IMAGE: 11-03-1 — Task detail showing description, assignee and linked tickets] 1. The detail shows its **Description**, **Assignee**, **Attachments**, **Linked Tickets** and any **Subtasks**, with a count. Where something is empty it says so — *"No description"*, *"No attachments"*. 1. **Related Tasks** shows other work connected to the same ticket. **Changing status** 1. Tap **Change Status** and pick the new one. [IMAGE: 11-03-2 — Change Status picker open on a task] 1. Some status changes require an explanation. When they do you get **Add a remark** with *"This status change requires a remark"* — the change will not go through until you write one. 1. Every change is recorded in **Status History**, reading *"[who] changed status from* [old] to [new]"*, so the whole path is visible.* [IMAGE: 11-03-3 — Status History timeline showing several changes] **Comments** 1. Open **Comments**. The box says *"Write a comment... type @ to mention someone"* — the **@** pulls a specific person's attention to it. [IMAGE: 11-03-4 — Comments on a task with an @ mention] 1. Empty, it reads *"No comments yet"*. **How long things took** 1. **Performance** shows **Total Time**, **First Response** and **Time Per Status** — how long the task sat at each stage. [IMAGE: 11-03-5 — Performance panel showing time per status] 1. **Edit History** lists changes made to the task itself. **Connecting the ticketing system** *(admin)* 1. Open **Company Setting** → **Ticketing System**. The panel is titled **Connect Ticketing System** and explains: *"Enter the API Key and Secret provided for* your organization to connect the ticketing service." [IMAGE: 11-03-6 — Connect Ticketing System panel with API Key and Secret fields] 1. Enter the **API Key** and **API Secret**, accept the terms, and tap **Connect**. A message confirms *"Ticketing connected successfully"*. 1. ⚠️ **The connection is per device.** On another device you will see *"Connected on another device. Re-enter the API Key and Secret here to use ticketing on* this device."* — you must enter them again there.* 1. **Reconfigure** changes stored credentials. **Disconnect** removes them, warning: *"This removes the saved API Key and Secret. You'll need to enter them again to* reconnect." **Tips & Best Practices:** - Write the remark properly when asked for one. Six months later the status history is the only record of why something moved. - Use **@** in comments rather than messaging separately — the question stays attached to the work it is about. - **Time Per Status** is the panel to look at when work feels slow. It shows which stage is actually holding things up. - Keep the API Key and Secret somewhere you can get at them. Because each device needs them, you will need them again on a new phone or laptop. - Disconnecting affects only that device, but everyone who uses ticketing there loses access until it is reconnected. [VIDEO: 11-03-V1 — Opening a task, changing its status with a required remark, reading the status history and performance panel, then commenting with an @ mention] --- # People & Organization --- ## Members Needs permission to view users. Without it, **Member List** is not in Company Setting. **Overview:** **Member List** is where people are added to the company, given a role, and removed again. Above the list sit your seat figures, because members cost seats: - **Total Seat Package** — How many seats your plan includes - **Active Member** — Seats currently in use - **Reserve Member** — Seats still free - **Deactivate Member** — People removed, no longer using a seat **Step-by-Step Instructions:** **Reading the list** 1. Open **Company Setting** → **Member List**. [IMAGE: 12-01-1 — Member List showing seat figures above the member table] 1. Members are grouped by state — **Active**, **Pending** and **Removed**. 1. The table shows **User Name**, **Role**, **Status**, **Last Login** and **Device**, with an **Action** column. Search narrows it; with no match it says *"No members found"*. **Inviting someone** 1. Tap **Invite Member**. The invite runs as a short sequence of steps. [IMAGE: 12-01-2 — Invite Member panel on the email step] 1. Add email addresses. There are two paths, depending on who you are inviting: - **Add Email To Access Members** — people joining your company - **Add Email To Invite External Members** — people outside it 1. Choose the role under **Permission Access For**. The link *"Learn about each role & it's permission"* explains what each one allows. [IMAGE: 12-01-3 — Role step of the invite with the permissions link] 1. **Skip** passes over any optional step. 1. Send. A message confirms *"Invite Sent Successfully!"* **Chasing invitations** 1. Open **Pending**. Everyone there has been invited but has not joined. 1. **Resend** sends the invitation again; **Cancel Invitation** withdraws it. Both confirm first, and report when done. **Changing someone's role** 1. Use the action on their row and choose **Update Member Role**. Pick the new role and confirm — the app asks before applying it. [IMAGE: 12-01-4 — Update Member Role panel] **Removing and restoring** 1. **Remove Member** takes someone out of the company, after a confirmation. 1. Removed people appear under **Removed**, where **Restore** brings them back — also after a confirmation. [IMAGE: 12-01-5 — Removed tab with the Restore action] **Tips & Best Practices:** - Watch **Reserve Member** before inviting. At zero, you need a bigger plan before anyone else can join. - Removing frees the seat, and the person moves to **Removed** rather than disappearing — so you can restore them without re-inviting. - Check **Last Login** before removing someone. It is the quickest way to find accounts nobody uses. - Invite with the right role from the start; it saves a second trip through **Update Member Role**. - Use the permissions link during the invite rather than guessing — the role you pick decides what they see for as long as they are here. [VIDEO: 12-01-V1 — Reading the seat figures, inviting a member with a chosen role, resending a pending invite, changing someone's role, then removing and restoring a member] --- ## Roles & Permissions Needs permission to view roles. Without it, **Role & Permission** is not in Company Setting. **Overview:** A **role** is a named set of permissions. Everyone in the company has one, and it decides what they see — which sidebar entries appear, which Company Setting cards exist, which buttons they get. Most "why can't I find that?" questions end here. Permissions are organised in three levels: a **group**, its **sub-groups**, and the individual permissions inside them. That is why the form is long — you are ticking exact abilities, not broad categories. **Step-by-Step Instructions:** **Seeing the roles** 1. Open **Company Setting** → **Role & Permission**. Existing roles are listed with their **Position Name**, **Created Date** and an **Action** column. [IMAGE: 12-02-1 — Role & Permission list showing existing roles] 1. Search and filter narrow a long list. **Creating a role** 1. Tap create. The **Create Role & Permissions** form opens. 1. Type a **Role Name** — the hint reads *"Enter role name"*. Without one the form says *"Please enter a role name"* and will not save. [IMAGE: 12-02-2 — Create Role form with the name filled and permission groups below] 1. Work down the permission groups, ticking what this role may do. Each group holds sub-groups, and each sub-group holds individual permissions. 1. **Select All** ticks everything in that group at once — useful for a senior role, then untick the few exceptions. [IMAGE: 12-02-3 — A permission group expanded with Select All ticked] 1. At least one permission is required. With none the form says *"Please select at least one permission"*. 1. Tap **Create**. The role becomes available immediately when inviting or changing someone's role. **Editing a role** 1. Open an existing role. The form is titled **Edit Role & Permissions** and works the same way, with **Update** instead of Create. [IMAGE: 12-02-4 — Edit Role form showing existing permissions ticked] 1. Changes apply to everyone holding that role — you are editing the role, not one person. **Tips & Best Practices:** - Name roles after the job, not the person — "Sales Supervisor", not "Ko Aung's role". People change; jobs stay. - Start narrow and add. It is easier to grant a missing permission than to discover someone had access to something they should not. - **Select All** then untick is quicker for senior roles; tick individually for junior ones. - Remember that editing a role changes it for everyone holding it. To change one person, move them to a different role instead. - When someone reports a missing button, check their role here before treating it as a fault. [VIDEO: 12-02-V1 — Creating a role, using Select All on one group and ticking individual permissions in another, saving it, then editing an existing role] --- ## Organization Chart **Three things must all be true before this opens:** 1. Your plan is **Pro** or **Enterprise** with **30 or more seats** 2. Your role has permission to view departments 3. You are on a **computer or tablet** — it is not available on a phone On a smaller plan, tapping it shows **Upgrade Plan** rather than opening. **Overview:** The **Organization Chart** is your company's structure drawn as a tree — departments, the departments under them, and who belongs to each. It is a canvas you pan and zoom, not a list, which is why a phone is not offered. **Step-by-Step Instructions:** **Starting from nothing** 1. Open **Company Setting** → **Organization Chart**. Empty, it invites you to **Create your first department**, subtitled *"Map out your company structure"*. [IMAGE: 12-03-1 — Empty Organization Chart inviting the first department] 1. Tap it. Give a **Department Name** — the hint suggests *"eg. BOD"* — and create it. This first one is marked **TOP-LEVEL**. **Growing the tree** 1. Each department card has an add menu with two choices, and the difference matters: - **Add sub-department** — *underneath* this one, a level down - **Add same-level department** — *beside* it, a sibling at the same level [IMAGE: 12-03-2 — Department node add menu showing both choices] 1. A department below another is labelled **SUB-DEPARTMENT OF [name]**, so you can always see where you are. **Assigning people** 1. Open a department and use **Assign Staff**. Pick from **Members** — your company's people. [IMAGE: 12-03-3 — Assign Staff panel with company members listed] 1. A department shows its count — *"8 members"* — or *"No members assigned"* when empty. 1. **View details** opens the full department, and **Edit department** changes its name, its people or its highlight colour. **Moving around the canvas** 1. The hint reads *"Drag to pan · scroll to zoom"*. Drag the background to move, scroll to zoom, and **Reset** returns to the default view. [IMAGE: 12-03-4 — Organization chart canvas with several levels visible] **Deleting** 1. Deleting a department warns you first — *"This will also remove [n] sub-departments* nested under it. This action cannot be undone." [IMAGE: 12-03-5 — Delete warning naming the sub-departments that will go too] 1. Everything beneath it goes with it. Move sub-departments elsewhere first if you want to keep them. **Tips & Best Practices:** - Build downward from the top. Create the top-level department first, then work down — adding a parent afterwards means rebuilding. - Read the add menu carefully. **Sub-department** and **same-level** look similar but put the department in different places. - Colours make a large chart readable — one per division works well. - Before deleting, check the warning's count. It tells you exactly how many departments go with it. - Keep it current. An org chart nobody updates is worse than none, because people trust it. [VIDEO: 12-03-V1 — Creating a first department, adding a sub-department and a same-level one, assigning staff, then panning and zooming the canvas] --- ## Business Infra 🔸 🔸 **Preview — not in the released app.** Business Infra is switched off in the version you have, so you will not find it in Company Setting. Where it can be opened it is **owner-only** and **computer or iPad only**. ⚠️ **Nothing is saved to the server.** The canvas lives in memory and is wiped when the app closes. **Exporting a **`.md`** file is the only way to keep your work.** **Overview:** **Business Infra** is a canvas for mapping what a company actually runs on — its businesses, its servers and domains, its apps, and how they connect. Think of it as a wiki you draw rather than write. Cards come in three kinds: - **General Business / Task** — A business line or piece of work - **Web / Server** — Domains, IP addresses, SSL, CPU, RAM, storage - **Mobile / Desktop App** — Apps, with platform, version and store link **What it will do:** 1. Open the canvas. Empty, it says *"No businesses yet — tap Add Business to create your* first card, or import a .md file"*.* [IMAGE: 12-04-1 — Empty Business Infra canvas with the add prompt] 1. **Add Business** or **Add Entity** creates a card. Choose its type, then fill in the fields for that type — a server card asks for **Domain**, **IP Address**, **SSL**, **CPU**, **RAM** and **Storage**; an app card asks for **Platform**, **Version** and a **Store Link**. [IMAGE: 12-04-2 — Business card form for a Web / Server entity] 1. Record who owns it: **Ownership / Contract Type** — corporate, private, one-off or maintenance — with an **Owner Name**, **Owner Contact**, **Internal PIC** and contract dates including **Expiry Date**, **Auto Renew** and **Reminder Date**. Cards show how many **days left** and mark themselves **Expired** when the date passes. 1. Add an **Ownership Note** for anything that needs explaining. 1. **Connect** two cards to draw a line between them, showing what depends on what. A card already joined says so rather than making a duplicate. [IMAGE: 12-04-3 — Two cards connected on the canvas] 1. Move around with pan and zoom — **Zoom In**, **Zoom Out**, **Fit View** and **Reset View**. **Quick guide** explains the gestures. 1. **Export .md** writes the whole canvas to a Markdown file. **Import .md** loads one back, warning first that it replaces what is on screen. [IMAGE: 12-04-4 — Export .md action on the canvas toolbar] 1. Closing with unsaved work warns you before you lose it. **Tips & Best Practices:** - **Export before you close. Every time.** There is no autosave and no server copy — an unexported canvas is gone. - Keep the exported `.md` in your normal document storage. That file *is* the record. - The expiry dates are the most valuable part — a domain or certificate that lapses is expensive, and this is the one place it is written down. - If your company needs this today, a note in **Notes** with the same details is less elegant but actually saved. [VIDEO: 12-04-V1 — Walkthrough of the Business Infra preview: adding a server card with ownership details, connecting it to a business card, then exporting the canvas to .md] --- # Personal Settings --- ## Profile & Personal Settings **Overview:** Your **profile** is what colleagues see: your name, your photo and how to reach you. It is personal — nothing here affects the company. One thing cannot be changed: **your email**. It is the key to your account, so it is fixed at registration. **Step-by-Step Instructions:** 1. Tap the company pill, then your name and photo at the bottom of the menu. Your profile opens. [IMAGE: 13-01-1 — Profile panel showing name, photo and contact details] 1. **Change your photo** by tapping it and picking an image. If the picture cannot be read, the app says so rather than failing quietly. 1. **Change your name** with the edit action — the hint reads *"Enter your name"*. Save, and a message confirms *"Profile updated successfully"*. [IMAGE: 13-01-2 — Editing the profile name] 1. **Add Phone** records a contact number. 1. Your **role** is shown here but you cannot change it yourself — an owner does that from **Member List**. 1. **Connect with Social** links a social account to your profile, showing as **Connected Social Auth** once done. It can be disconnected the same way. [IMAGE: 13-01-3 — Connect with Social section on the profile] 1. Below everything are the two serious actions — **Logout** and, in **Danger Zone**, **Delete Account**. Both are covered in *Sign Out, Devices & Account Deletion*. **Tips & Best Practices:** - Use a real photo. In a long chat list, faces are found faster than names. - Your name is what colleagues see everywhere — in chats, on tasks, in meeting minutes. Keep it as people would address you. - The email cannot be changed, so everything stays tied to that address for as long as you keep the account. - Personal Setting is reached from the same menu and holds appearance, language and the rest — see the next two sections. [VIDEO: 13-01-V1 — Opening the profile, changing the photo and name, and adding a phone number] --- ## Appearance & Language **Overview:** Four settings control how the app looks and reads. All live under **Personal Setting**, reached from the company pill. - **Interface Setup** — Light, Dark or System theme - **Language** — English or Myanmar - **Display Setting** — Text size across the whole app - **Chat Setting** — The order your conversation list is sorted in The first three are covered step by step in *Finding Your Way Around*. This section adds the detail and covers the fourth. **Step-by-Step Instructions:** **Theme** 1. **Personal Setting** → **Interface Setup**. Pick **Light Mode**, **Dark Mode** or **System**, then **Update**. 1. **System** means the app follows your device. If your phone darkens at night, the app does too — nothing for you to switch. [IMAGE: 13-02-1 — Interface Setup showing the three theme cards] **Language** 1. **Personal Setting** → **Language**. Choose **International Language** for English or **မြန်မာဘာသာစကား** for Myanmar, then **Update**. 1. Most of the app changes at once. A few screens are still English only — this guide marks each one where it appears. **Text size** 1. **Personal Setting** → **Display Setting**. Choose **Small**, **Default**, **Large** or **XL**. 1. The preview beside the options shows a real chat list at that size, so you can judge it before committing. On a phone, tapping a size opens the preview as a sheet. [IMAGE: 13-02-2 — Display Setting with the phone preview at Large] 1. Tap **Update** and confirm *"Are you sure to change?"*. The whole app rescales — every screen, not just chat. **How your chat list is sorted** 1. **Personal Setting** → **Chat Setting** → **Conversation List Sorting**. There are two choices, and the panel explains each in full: [IMAGE: 13-02-3 — Chat Setting showing both sorting options with their descriptions] - **Sort by Newest Message First** — chats with the most recent messages go to the top. Best if you want to see and answer the latest activity across everything. - **Sort by Unread Messages Pending Count** — chats with unread messages go to the top, and within those, the ones with the most unread come first. Best if you want to clear what needs attention. 1. Pick one, tap **Update** and confirm. A message reports *"Chat setting updated"*. **Tips & Best Practices:** - **System** theme is the setting to choose and forget. It matches whatever your device is already doing. - Try **Large** before deciding it is too big — most people reading a lot of chat find it easier, and nothing is lost from the screen. - The two sorting options suit different jobs. **Newest first** is for staying current; **unread count** is for catching up after time away. - Change the sort when your work changes. Back from leave, unread-count clears the backlog faster. [VIDEO: 13-02-V1 — Switching theme to Dark, changing the language, previewing and applying a larger text size, then switching the chat list to unread-count sorting] --- ## Privacy, Security & Storage **Overview:** The rest of **Personal Setting** covers what the app downloads, what it keeps on your device, and who is signed in to your account. 🔸 **Biometric unlock is not available.** Fingerprint and face unlock are not built into this version of the app. Your device's own screen lock is what protects it. To protect a single note, use the PIN described in *Secure Notes*. **Step-by-Step Instructions:** **Controlling what downloads automatically** 1. **Personal Setting** → **Auto Download**. [IMAGE: 13-03-1 — Auto Download settings showing media and file switches] 1. Two switches: - **Media Auto-Download** — *"Automatically download photos and videos"*; covers **Photos** and **Videos** - **Files Auto-Download** — *"Automatically download document and files"*; covers **Documents & files** 1. Turn them off on a limited or expensive connection. Attachments still arrive; you tap to download the ones you want instead of getting all of them. **Freeing up space** 1. **Clear Cache** removes offline data from this device. 1. Read what it says before confirming: *"This removes offline data on this device —* cached chats, conversations, and downloaded files. They will be re-downloaded as needed. Meeting minute transcripts, unsent messages, and drafts are kept." [IMAGE: 13-03-2 — Clear cache confirmation showing exactly what is removed and kept] 1. That last sentence matters — **your unsent messages, drafts and meeting transcripts** survive**. Only the re-downloadable copies go.** 1. Confirm and a message reports *"Cache cleared"*. **Checking who is signed in** 1. **Personal Setting** → **Access Logs** lists every device signed in to your account, with **Last used** and **Location**, and lets you sign any of them out remotely. This is covered in full in *Sign Out, Devices & Account Deletion*. [IMAGE: 13-03-3 — Access Logs listing signed-in devices] **Notification sound** 1. **Personal Setting** → **Notification Sound** turns sound on or off and picks which one plays. See *Notifications*. **Tips & Best Practices:** - Turn auto-download off when travelling or on mobile data. It is the single biggest saving the app offers. - **Clear Cache** is safe. It is the right first step when the app feels slow or storage is short — nothing you have written is lost. - If storage is still tight after clearing, the culprit is usually downloaded files rather than the app itself. - Check **Access Logs** occasionally. A device you do not recognise is worth removing at once. - Because there is no biometric lock in the app, set a screen lock on your device if you handle sensitive conversations. [VIDEO: 13-03-V1 — Turning off auto-download for files, clearing the cache and reading what is kept, then reviewing signed-in devices] --- # Plan, Billing & Integrations --- ## Choose a Plan **Overview:** Choosing a plan runs as a short wizard: pick the plan, pick how much chat storage you need, then confirm and pay. You meet it when you first create a company, and again if a subscription lapses. The opening screen sets out the choice — *"Choose a plan that grows with your team. Yearly* plans unlock the AI Assistant suite." **Step-by-Step Instructions:** **Picking a plan** 1. The plans screen opens automatically when your company needs one, headed *"Take Your Productivity to the Next Level"*. [IMAGE: 14-01-1 — Plans screen showing the available plans side by side] 1. Compare the plans. They differ on how many people they cover and what they include — note that **yearly billing unlocks the AI Assistant**, so the billing cycle changes more than the price. 1. Choose your **seat count** — how many people will use the app. This is what **Total Seat Package** shows later in Member List, and it caps how many people you can invite. **Choosing storage** 1. Next comes **Choose Your Chat Storage** — *"Start free with 1 GB, or upgrade for more* storage." [IMAGE: 14-01-2 — Storage tier screen with the 1 GB free option and paid tiers] 1. Pick a tier and tap **Continue**. Storage covers what your chats keep — messages, photos and files. **Confirming** 1. **Confirm Your Subscription** shows everything together under **Billing Summary**: the plan, the storage, any **Yearly discount**, and the **Total Payable**. [IMAGE: 14-01-3 — Billing Summary showing plan, storage, discount and total] 1. The line beneath says whether it is **billed monthly**, **billed quarterly** or **billed yearly**. **Using a code** 1. Tick **I have a promo / invitation code** and type it in — the placeholder shows the shape, *"E.G. AI2026"*. [IMAGE: 14-01-4 — Promo code field expanded on the checkout screen] 1. The total updates to reflect the code before you pay. 1. Choose your payment method under **Select payment method**, then continue to checkout — covered in *Bank Transfer Checkout*. **Tips & Best Practices:** - Decide the billing cycle before the plan. Yearly is not just cheaper per month — it is what unlocks the AI Assistant. - Count seats generously. Running out means returning to this wizard before anyone new can join. - 1 GB is genuinely free and fine for a small team that mostly sends text. Photos and files are what consume it. - Enter a promo code before paying. The total updates first, so you can see it worked. [VIDEO: 14-01-V1 — Working through the wizard: comparing plans, setting seats, choosing a storage tier, applying a promo code and reading the final summary] --- ## Bank Transfer Checkout **Overview:** Payment is by **bank transfer**, checked by a person. You transfer the money at your bank, photograph the slip, and upload it. Someone reviews it, and your subscription starts once it is approved. The checkout explains itself: *"Review your selection, choose a payment method and upload* your transfer slip." **Step-by-Step Instructions:** **Choosing how to pay** 1. On the checkout screen, look under **Select payment method**. **Bank Transfer** is described as *"Manual transfer + slip upload"*. [IMAGE: 14-02-1 — Payment method selection with Bank Transfer chosen] 1. **Choose Bank** lists the banks you can transfer to. Pick the one you will use — its account details are what you transfer to. [IMAGE: 14-02-2 — Choose Bank list with a bank selected] 1. There is also **Choose Wallet** where a wallet payment is offered. **Making the transfer** 1. Transfer the **Total Payable** to the chosen bank, using your own banking app or a branch. The app does not move the money — you do. 1. Keep the receipt or take a screenshot. That is the slip. **Uploading the slip** 1. Fill in the **Transfer date** — the format is **DD/MM/YYYY**. [IMAGE: 14-02-3 — Transfer date field with the date picker open] 1. Upload the slip. On a computer you can **Drop your slip here**, *"or click to browse —* PNG, JPG up to 5 MB"*.* [IMAGE: 14-02-4 — Slip upload area with an uploaded image and the Remove option] 1. Two rules are enforced, and the app tells you plainly if you break them: - **Only PNG or JPG images are supported.** - **File too large. Max 5 MB.** 1. **Remove** replaces a slip you uploaded by mistake. While it uploads it says *"Uploading slip…"*. 1. Tap **Confirm Payment**. **Waiting** 1. You land on *"Wait verifying your transaction..."*, which explains: *"We're reviewing* your payment slip. Your AI assistant will be ready shortly — usually within a few minutes." [IMAGE: 14-02-5 — Awaiting verification screen] 1. You do not need to stay on this screen. When it is approved the app moves on by itself. **Done** 1. On approval you get *"Congratulations, You're all set!"* — *"Your subscription is* active. Your AI assistant is ready to help your team work smarter." [IMAGE: 14-02-6 — Success screen showing the storage, users and AI Assistant cards] 1. The cards summarise what you bought — your storage, your user count, and **AI Assistant Pro** where the plan includes it. **Start Now** opens the app. **Tips & Best Practices:** - Photograph the slip clearly. A blurred or cropped slip is the usual reason verification takes longer. - Transfer the exact **Total Payable**. A different amount has to be queried, which delays approval. - Enter the real transfer date, not today's — the reviewer matches it against the bank record. - PNG or JPG only, under 5 MB. A PDF receipt will be refused; screenshot it instead. - If you are still waiting well beyond a few minutes, contact whoever handles billing at your company before paying again. [VIDEO: 14-02-V1 — Choosing a bank, entering the transfer date, uploading a slip, confirming payment, and the awaiting-verification screen resolving into success] --- ## Billing **Overview:** Two pages in Company Setting cover money: - **Subscription Plan** — What you are on now — *"Manage your plan, storage and AI add-ons in one place."* - **Billing History** — Every invoice, paid and unpaid **Step-by-Step Instructions:** **Your current plan** 1. Open **Company Setting** → **Subscription Plan**. [IMAGE: 14-03-1 — Subscription Plan page showing the current plan and capacity] 1. **Add-ons & Capacity** shows what you are using against what you bought — seats and storage. This is where you find out you are close to a limit before you hit it. 1. **Compare plans** opens the plans wizard again if you want to move up, and **Upgrade Plan** takes you straight there. **Your invoices** 1. Open **Company Setting** → **Billing History**, also titled **Billing & Invoices**. [IMAGE: 14-03-2 — Billing History table listing invoices with their status] 1. Invoices are grouped by status. Empty lists say so plainly — *"No invoices yet"*, *"No pending invoices"*, *"No paid invoices"*. 1. Each row shows the **invoice date**, **billing period**, **amount** and **status**. A paid one also shows **Paid On**. 1. **Search Invoice** narrows a long list. With no match it says *"No invoices match your search"*. 1. Filter by year, or choose **All years**. **Opening an invoice** 1. Tap an invoice to open it in full. It shows **Billed From** and **Billed To**, the **Invoice Items** with **Qty**, **Unit** and **Amount**, then **Subtotal**, **Tax**, any **Promotion**, and **Total Payable**. [IMAGE: 14-03-3 — Invoice detail showing items, subtotal, tax and total] 1. **Payment Details** records how it was settled — the **Payment Method**, **Transaction Number**, **Bank Information**, **Account Holder Name**, and who it was **Received By** and **Approved By**. 1. An invoice that was written off is marked **Waived Invoice**. **Keeping a copy** 1. **Download PDF** saves the invoice to your device. A message confirms *"Invoice saved"*, and tells you if the download failed. [IMAGE: 14-03-4 — Download PDF and Send invoice by email actions] 1. **Send invoice by email** mails it instead — useful for forwarding to whoever does your accounts. **Tips & Best Practices:** - Check **Add-ons & Capacity** monthly. Running out of seats or storage mid-month is disruptive; seeing it coming is not. - Download the PDF rather than screenshotting. It is the document your accountant needs. - **Received By** and **Approved By** are worth knowing about — if a payment is queried, those names are who handled it. - Use the year filter for annual accounts rather than scrolling — the list grows quickly. [VIDEO: 14-03-V1 — Reading the current plan and capacity, browsing invoices, opening one to see its breakdown, then downloading it as a PDF] --- ## Third-Party Integrations **Overview:** **Third Party Integrations** in Company Setting is where outside services connect. Only one of them actually works today, so it is worth being clear about which is which: - **Ticketing System** — **working today**; connect with an API Key and Secret - **Odoo** — Shown but dimmed, tagged *Coming soon* — cannot be tapped - **API Integration** *(Agora)* 🔸 — Not in the released app at all Some services you might expect are absent by design: **Google Calendar** connects from your own profile, not here, because it is a personal link (see *Google Calendar*). **Step-by-Step Instructions:** **Ticketing System** *(working)* 1. Open **Company Setting** → **Ticketing System**. Enter the **API Key** and **API Secret** for your organization, accept the terms, and **Connect**. [IMAGE: 14-04-1 — Third Party Integrations section showing Ticketing System active and Odoo dimmed] 1. Full instructions, including the per-device warning, are in *Task Detail & Integration*. **Odoo** *(placeholder)* 1. **Odoo** appears in the list greyed out with a **Coming soon** tag. Tapping it does nothing — this is deliberate, not a fault. 1. When it ships, it will describe itself as *"Connect and manage this third party* integration"* like the others.* **API Integration — Agora** 🔸 🔸 **Not in the released app.** This screen is switched off in the version you have. Even where it can be opened, connecting is not real: entering a key shows a success message but nothing is saved and nothing is connected. 1. The screen asks for an **API Key**, with a **Test** button beside it. 1. In its finished form this will connect voice and video calling. For now, treat anything it reports as a placeholder. [IMAGE: 14-04-2 — API Integration screen with the API Key field and Test button] **Tips & Best Practices:** - Only **Ticketing System** does anything today. If you are planning around integrations, plan around that one. - A dimmed row with **Coming soon** is a promise, not a broken button. There is nothing to troubleshoot. - Google Calendar is not missing from this page — it is a personal connection made from your profile. - Before entering credentials anywhere, check the row is actually active. A stub that reports success is worse than one that refuses. [VIDEO: 14-04-V1 — Touring the Third Party Integrations list: the working Ticketing System, the dimmed Odoo placeholder, and where Google Calendar actually lives] --- # Appendix --- ## Bilingual Glossary **Overview:** This glossary pairs each English term used in this guide with the exact Myanmar label the app shows. **How to use this:** 1. When a colleague uses the English term and your app shows Myanmar, look it up in the lists below. 1. Product names such as Google Calendar stay in English in both languages. **Navigation & structure** - **Chat** → စကားပြောခန်း - **AI Assistant** → AI အကူအညီ - **Ticketing System** → နည်းပညာအကူအညီ - **Notifications** → အကြောင်းကြားချက်များ - **Note** → မှတ်စု - **Announcement** → ကြေညာချက် - **Contact Book** → အဆက်အသွယ် စာအုပ် - **Calendar** → ပြက္ခဒိန် - **Meeting Minutes** → အစည်းအဝေး မှတ်တမ်း - **Company** → ကုမ္ပဏီ - **Company Setting** → ကုမ္ပဏီ ဆက်တင် - **Profile Setting** → ပရိုဖိုင် ဆက်တင် - **Personal Setting** → ကိုယ်ရေး ဆက်တင် - **My Core Memory** → အဓိကမှတ်တမ်းများ - **Create New Company** → ကုမ္ပဏီအသစ် ဖန်တီးရန် **Account & access** - **Login** → အကောင့်ဝင်ရန် - **Register** → အကောင့်ဖွင့်ရန် - **Logout** → အကောင့်ထွက်ရန် - **Email** → အီးမေးလ် - **Access Logs** → အသုံးပြုမှု မှတ်တမ်းများ - **Remove Device** → စက်ဖယ်ရှားရန် - **Last used** → နောက်ဆုံး အသုံးပြုခဲ့ချိန် - **Location** → တည်နေရာ - **Delete Account** → အကောင့်ဖျက်ရန် - **Danger Zone** → အန္တရာယ်ရှိသော ဇုန် **Conversations** - **Create Conversation** → စကားဝိုင်းဖန်တီးရန် - **Conversation Name** → စကားဝိုင်းအမည် - **Hidden Owner** → ပိုင်ရှင်ကို ဖျောက်ထားရန် - **Group Info** → အုပ်စုအချက်အလက် - **Add Members** → အဖွဲ့ဝင်များ ထည့်ရန် - **Remove Members** → အဖွဲ့ဝင်များ ဖယ်ရှားရန် - **Pending Members** → စောင့်ဆိုင်းဆဲ အဖွဲ့ဝင်များ - **External User** → ပြင်ပ အသုံးပြုသူ - **Reply** → အကြောင်းပြန်ရန် - **Forward** → ထပ်ဆင့်ပို့ရန် - **React** → တုံ့ပြန်ရန် - **Pin / Unpin** → ပင်တွဲရန် / ပင်ဖြုတ်ရန် - **Translate** → ဘာသာပြန်ရန် - **Edit History** → ပြင်ဆင်မှုမှတ်တမ်း - **Seen / Unseen** → ကြည့်ရှုပြီး / မကြည့်ရသေး - **Archive Conversation** → စကားဝိုင်းကို မှတ်တမ်းတင်ရန် - **Archived Chat** → မှတ်တမ်းတင်ထားသော စကားဝိုင်း - **Move to Collection** → ကော်လက်ရှင်သို့ ရွှေ့ရန် **Reports, memory & notes** - **Send Now** → ယခု ပို့ရန် - **Send Later** → နောက်မှ ပို့ရန် - **Schedule Send** → စီစဉ်ပို့ရန် - **AI Generate** → AI ဖြင့် ဖန်တီးရန် - **Regenerate** → ပြန်လည်ထုတ်လုပ်ရန် - **Release** → ထုတ်ပြန်မည် - **Save Draft** → မူကြမ်း သိမ်းရန် - **Force to Read** → ဖတ်ရန် တောင်းဆိုရန် - **All / Only Me / BOD / Management / Supervisor** → အားလုံး / မိမိသာ / BOD / စီမံခန့်ခွဲမှု / ကြီးကြပ်သူ - **Create Note** → မှတ်စု ဖန်တီးရန် - **Set Reminder** → သတိပေးချက် ထားရှိရန် - **Lock Note** → မှတ်စု လော့ချ်ချရန် - **Change PIN / Remove PIN** → PIN ပြောင်းရန် / PIN ဖယ်ရှားရန် - **Tags** → တဂ်များ **Meetings & calendar** - **Record Meeting Minute** → အစည်းအဝေး မှတ်တမ်းတင်ရန် - **Live Transcription** → တိုက်ရိုက် မှတ်တမ်းစာ - **Pause Meeting** → အစည်းအဝေး ခဏရပ်ရန် - **End Meeting** → အစည်းအဝေး အဆုံးသတ်ရန် - **Transcript** → မှတ်တမ်းစာ - **Summary** → အကျဉ်းချုပ် - **Key Note** → အဓိကမှတ်စု - **Drafts** → မူကြမ်းများ - **Template** → ပုံစံ - **Meeting / Event / Appointment** → အစည်းအဝေး / ပွဲ / ချိန်းဆိုမှု - **All-day** → တစ်နေ့လုံး - **Remind me** → ကျွန်ုပ်ကို သတိပေးရန် **People & settings** - **Member List** → အဖွဲ့ဝင်စာရင်း - **Invite Member** → အဖွဲ့ဝင် ဖိတ်ကြားရန် - **Total Seat Package** → စုစုပေါင်း Seat အထုပ် - **Active Member** → အသက်ဝင်သော အဖွဲ့ဝင် - **Reserve Member** → လက်ကျန် အဖွဲ့ဝင် - **Role & Permission** → ရာထူး နှင့် ခွင့်ပြုချက် - **Organization Chart** → ဖွဲ့စည်းပုံဇယား - **Department Name** → ဌာနအမည် - **Assign Staff** → ဝန်ထမ်းသတ်မှတ်ရန် - **Interface Setup** → အင်တာဖေ့စ် ပြင်ဆင်မှု - **Light Mode / Dark Mode / System** → လင်းသောမုဒ် / မှောင်သောမုဒ် / စနစ် - **Language** → ဘာသာစကား - **Display Setting** → ဖန်သားပြင် ဆက်တင် - **Auto Download** → အလိုအလျောက် ဒေါင်းလုဒ် - **Clear Cache** → Cache ရှင်းရန် **Common actions** - **Create** → ဖန်တီးရန် - **Update** → အပ်ဒိတ်လုပ်ရန် - **Confirm** → အတည်ပြုရန် - **Cancel** → ပယ်ဖျက်ရန် - **Delete** → ဖျက်ရန် - **Edit** → ပြင်ဆင်ရန် - **Search** → ရှာဖွေရန် - **Copy** → ကူးယူရန် - **Restore** → ပြန်လည်ရယူရန် - **Retry** → ပြန်လည်ကြိုးစားရန် - **Resend** → ပြန်ပို့ရန် - **Connect / Disconnect** → ချိတ်ဆက်ရန် / ချိတ်ဆက်ဖြုတ်ရန် **Tips & Best Practices:** - Agree on one vocabulary inside the team — English or Myanmar. Mixing the two is what causes confusion, not either language on its own. --- ## Troubleshooting & FAQ **Overview:** Most problems reported with this app are not faults. They are permissions, sync, or a feature that is not switched on yet. This section covers what people actually ask. --- **"Why can't I see this button / section?"** This is the most common question, and the answer is almost always **permissions**. 1. The app **hides** what your role cannot use rather than greying it out. A missing card is not broken — it was never shown to you. 1. Whole headings disappear too. If you can see no card in a section, its heading is removed as well. 1. Ask an owner to check your role under **Company Setting → Role & Permission**. Some things are hidden for other reasons: - **Ticketing System** — Your company has not connected a ticket system - **Chat AI Integration** — Your AI Usage Policy is set to Individual - **Organization Chart** — Needs Pro/Enterprise with 30+ seats, and a computer or tablet - **Archive** on a contact — That contact is a company member, not a third-party one - **Archive Conversation** — You did not create it and you are not the company owner - **Knowledge Library**, **Business Infra**, **API Integration** — Not in the released app yet --- **"Why is the app in English when I chose Myanmar?"** Product names such as Google Calendar stay in English in both languages — that is by design. Everything else follows your language setting. If you meet a screen that stays in English, report it with a screenshot. --- **"I forgot my note PIN."** There is no recovery. The app warns about this when you set one: *"If you forget your PIN,* we won't be able to recover your note."* No owner, and no support process, can unlock it.* The note itself stays in your list but its contents cannot be read. --- **"Why does my list look out of date?"** The app keeps an offline copy so it opens instantly, then refreshes underneath. A moment of old data on opening is normal. If it persists: 1. Check your connection — a red strip appears under the header when live updates are down. 2. Pull to refresh, or use the refresh action where one exists. 3. **Personal Setting → Clear Cache**. It is safe: unsent messages, drafts and meeting transcripts are kept. --- **"I didn't get the sign-in code."** 1. Check spam or junk before waiting out the timer. 2. The timer runs **3 minutes**. **Resend OTP** only appears at **00:00**. 3. The code is tied to the email you typed. If you change the address, request a new one. 4. Do not close the app while waiting — reopening returns you to an empty sign-in screen. --- **"Someone says they were invited but nothing arrived."** 1. Check **Pending** — in **Member List** for company invites, or **Group Info** for conversation invites. 1. Use **Resend** rather than creating a second invitation. 2. If they are outside the company, confirm the conversation was created with **Available Invite External Member** ticked. Without it, outside people cannot be added at all. --- **"Can I get back a conversation that disappeared?"** - **It was archived** — **Personal Setting → Archived Chat**, then restore it - **You were removed** — the app tells you when this happens. Ask to be re-added - **It moved to a collection** — it is still in All Chat; collections do not remove it --- **"Recording stopped showing text mid-meeting."** The message *"Live captions unavailable — recording continues"* means only the on-screen text stopped. **The audio is still recording.** Do not restart — you would lose what you have. The full transcript is produced after the meeting. --- **"Why can't I edit this message?"** **Edit** appears only on your own messages, and only where there is text to change — a text message, or a picture that has a caption. A file or voice message cannot be edited. --- **"Ticketing works on my computer but not my phone."** Ticketing credentials are stored **per device**. Enter the API Key and Secret again on the second device — the app tells you this: *"Connected on another device."* --- **"My subscription is still verifying."** Bank transfers are checked by a person. If it is taking much longer than a few minutes: 1. Check the slip was clear and the **Transfer date** correct. 2. Check you transferred the exact **Total Payable**. 3. Contact whoever handles billing at your company — **do not pay twice**. --- ## Media Asset Checklist **Overview:** Every `[IMAGE:]` and `[VIDEO:]` placeholder in this guide is catalogued in a separate file: `MEDIA_CHECKLIST.md`, beside this one. It lives apart because its audience is different. This guide is for the people using the app; the checklist is a working list for whoever takes the screenshots and recordings, and it is never uploaded or rendered in the app. **What the IDs mean:** - An ID reads **chapter–section–number**. `03-04-2` is chapter 03, section 04, asset 2. - IDs are stable. Re-capturing a screenshot after a UI change is a lookup, not a hunt. - 📷 IDs are screenshots; 🎬 IDs (with a `V`) are screen recordings. - Each ID appears in both language files but is **one asset** — capture it once, both use it. **Totals:** 245 assets — 198 screenshots and 47 recordings. --- ## Document Status - **Feature sections** — 50, across 16 chapters - **Language** — English. The same guide in Myanmar is `USER_GUIDE_MY.md` - **Media assets referenced** — 245, catalogued in `MEDIA_CHECKLIST.md` - **Formatting** — deliberately table-free: the in-app renderer cannot draw Markdown tables, so every comparison is written as a list. Please keep it that way when editing. - **Still needed** — the screenshots and recordings themselves, and published video URLs to replace the `[VIDEO: …]` descriptions Every step was written against the app's own code and its shipped `app_en.arb` strings. Where a feature is not finished, it carries a 🔸 banner rather than a description that would over-promise.