Firmspace AI

Documentation

Detailed step-by-step guides: what every screen and every button does.

Getting started

This page describes Firmspace CRM button by button. Names of buttons, tabs and fields are highlighted exactly as they are written in the cabinet in your language, so you can find them on screen at a glance. Some sections are available only on certain plans or to certain roles; if you do not see a section in the menu, see Plans and billing and Team and access.

firmspace.de/crmF

Workspace

Overview

12 tasks completed out of 20Date 26 September 2026
So26Mo27Di28Mi29Do30Fr31Sa32

Tasks

Send the quote to AcmeOwner: Anna LinkReview invoice RE-2026-19Owner: Maria WeberCall the customer Berger backOwner: Tom Klein

Closed deals

One possible flow

Example
1Detect incoming work2Sort the information3Request approval

Control points

1Set permissions2Define approvals3Trace the results

Registration and sign-in

  1. 1On the website press Sign Up in the top navigation. The form has two tabs: Company for a business and Personal for a single person.
  2. 2In the Company tab fill in Company Name, Company Phone, Company Address, Tax Number, Company Email and Company Password. In the Personal tab enter First Name, Last Name, Personal Phone, Personal Email, Personal Address and Personal Password. All fields are required.
  3. 3The eye icon at the right edge of a password field shows or hides the typed password. Tick Agreement with privacy policy and press Sign Up.
  4. 4To come back later press Sign In, enter your e-mail in User name and the Password, then press Sign In. The cabinet opens on the Dashboard. The link under the form switches between registration and sign-in.
  5. 5A new firm starts on the free plan, which includes the CRM and Tasks sections. Everything else can be unlocked in Upgrade Your Plan.

What you see on screen

  1. 1On the left is the sidebar with the menu. It is split under small headings: Workspace, Collaboration, Customers, Organization, Operations and Administration.
  2. 2Menu items: Dashboard, Collaboration (with Feed, Chat And Calls, Calendar, Online Documents, Web Mails), CRM, My company, Tasks and Projects, Accounting, Marketing, Robot Office, Upgrade Your Plan and Settings. A click on Collaboration unfolds its five sub-items.
  3. 3The menu shows only what you can use: an item disappears if your plan does not include the section or your role has no access to it. If you open a locked section by a direct link, you are taken to the plans page with a note that you must change the plan first.
  4. 4The top bar (header) shows the path of the current page on the left. On the right are: the search field, the AI button, the language switcher, the notification bell and the green “Protected area” chip. On a phone the sidebar is hidden: the header shows the brand mark and a menu button that opens the same list of sections.
  5. 5The search field in the header is a placeholder for the future global search and does not return results yet; use the search field inside each section instead (CRM, Tasks, Marketing and so on).

Language, firm and profile

  1. 1The language switcher in the header offers three languages: English, Deutsch and Українська. The choice changes the whole cabinet immediately and is kept in the address of the page.
  2. 2At the top of the sidebar the card Active organisation shows the firm you are working in. A click opens the list of your firms; each row shows the name and your role there (Owner, Admin, Manager, Employee or Viewer). A tick marks the active firm; a click on another row switches to it and reloads all data of that firm.
  3. 3To add another firm press New firm in the same list, type the name in Firm name and press Create. Every firm has its own data, plan and team. Owners and administrators also see Rename firm: change the name and press Save.
  4. 4At the bottom of the sidebar is your name with the photo. A click opens a small menu. Settings opens the My profile window; Log Out signs you out and returns you to the sign-in page.
  5. 5In My profile you can change First Name, Last Name, Phone, Position, City and Country; the e-mail is your login and is shown for information. Upload photo picks an image up to 5 MB, Remove photo deletes it. Save stores everything and shows “Profile saved”; Cancel closes the window without saving. First and last name cannot be empty.
  6. 6More personal settings (time zone, spoken languages, password, notifications) are on the Settings page of the sidebar; see the section Settings below.

Notification bell

  1. 1The bell in the header shows a badge with the number of unread items. A click opens the list Notifications; when it is empty it says “No notifications yet.”.
  2. 2Notifications arrive for: new e-mail (several at once are combined into one line), a new lead created from an e-mail, a new message in a connected channel, a missed call, a message from a colleague, a calendar event reminder, and deadlines of tasks and deals (24 hours before, 1 hour before and when overdue).
  3. 3Open on a line jumps to the related page (a conversation, mailbox, task or deal). Dismiss removes the line. Mark all read at the top marks everything as read at once.
  4. 4Whether notifications also appear as browser pop-ups or e-mails, and when they are silenced, is set in Settings → Notifications.

Your first day: a suggested order

  1. 1Open Settings and fill in your profile, then connect the channels you need (Settings → Integration).
  2. 2In CRM add your first Companies and Contacts, then create a deal in the Deals tab.
  3. 3Create tasks in Tasks and Projects and give them deadlines: they then appear on the Dashboard and in the calendar.
  4. 4Set up Accounting (company data, tax, products) before the first quote or invoice, and invite colleagues in Settings → Team and access.

Dashboard

The Dashboard is the day at a glance. It is read-mostly: it summarises the other sections and every card leads into its section.

Deals and tasks charts

  1. 1The Deals card shows a chart of Closed deals. The selector at the top right switches the period: Monthly, Weekly or Yearly. Hover over a bar to see the exact number.
  2. 2The Tasks card is a ring chart of tasks by status: Active, Completed and Ended (overdue). Its selector switches between This Month, This Week and This Year. The centre shows the total.
  3. 3When there is nothing to draw yet, the card says “No data yet”.

Finance and ads cards

  1. 1The Accounting card gives the money picture of the firm: Revenue (paid), Outstanding, Overdue, Expenses and Profit. Details opens the Finance section. Without invoices and expenses it says “No invoices or expenses yet. Create your first order or invoice in Accounting.”.
  2. 2The Advertising card shows ad spend, clicks and conversions of the last days from connected platforms. Details opens the ad performance tab. If no platform is connected, the button Connect an ad platform leads to the connection.
  3. 3These two cards appear only if your plan and role give access to Finance and Marketing.

The day: week strip, tasks and events

  1. 1Below the cards is the week strip with the line “{done} tasks completed out of {total}”. Click a day to select it, or use the field Date and the calendar icon (Choose date) to jump to any date. Everything below shows exactly this day.
  2. 2The list of tasks of the chosen day has a search field Filter And Search (by title, responsible person and comments). If there are no tasks it says “No tasks for this day” with the hint “Create tasks in Tasks and Projects”; the button Open Tasks and Projects opens the Tasks section.
  3. 3Each task card shows the title, the Responsible Person and the status. The menu Options contains: Pin / Unpin (a pinned task stays on top), Mark as completed / Mark as active and Delete (the task is removed at once, without a confirmation).
  4. 4To discuss a task press Comment under it: type in the field and press Add Comment. Under a comment Reply answers that comment, and Delete removes your own. Without comments the card says “No comments yet”.
  5. 5The Events card lists calendar events of the chosen day (“No events for this day” if none). Open calendar opens the calendar.

Deals, contacts and companies

The CRM section keeps your customers in three tabs: Deals (the sales pipeline), Contacts (people) and Companies (organisations).

firmspace.de/crmF

Customers

Sales pipeline

New lead2

Acme Ltd

Owner: Sales team

Berger Trading

Owner: Sales team

Qualified1

Nordlicht AG

Owner: Sales team

Proposal2

Weber & Co

Owner: Sales team

Klein Logistics

Owner: Sales team

One possible flow

Example
1Detect incoming work2Sort the information3Request approval

Control points

1Set permissions2Define approvals3Trace the results

Tabs and search

  1. 1Switch between Deals, Contacts and Companies with the tabs at the top. The active tab is stored in the address (?tab=…), so after returning from an edit page you land on the same tab, and you can copy the link.
  2. 2The search field next to the tabs filters the current tab as you type. In Deals it looks at the deal name, the client and the company; in Contacts at name, e-mail, company and position. Switching the tab clears the search.
  3. 3While a search is active, cards cannot be dragged (their positions would be misleading). Clear the field to drag again.

The deals board

  1. 1The row above the board has two views: Kanban (columns with cards, opened by default) and List (one table of all deals). To the right are counters: Inbound is the number of deals in the first column, Planned in the second, and More in all the others. A click on More opens a small list with the count for every further column.
  2. 2Each column is an arrow-shaped stage of your sales process (for example a new enquiry, then offer, then won). In the column header you see the stage name and a gear icon; under it a button Add with the number of deals in the stage.
  3. 3A deal card shows the deal name in bold, under it the contact and the company, on the right the number of entries in its history and small icons for messages, e-mail and calls (they light up when such entries exist). At the bottom of the card you see Activity and how long ago the last entry was made. A click on the card opens the deal window.
  4. 4To change a stage, drag the card by any point into another column, or into another place of the same column to change the order. The move is saved immediately and a “Stage Changed” entry appears in the deal history.
  5. 5Without deals the list view says “No deals yet”.

Creating a deal

  1. 1Press Add in the column where the deal should start. A form unfolds under the button.
  2. 2Name is the only required field (the hint says “New deal”; up to 200 characters). Without a name the Save button stays inactive.
  3. 3In Client start typing a name, phone or e-mail of an existing contact: a list of suggestions appears, and a click on one links the deal to that contact (and fills the company if the contact has one). You can also type a name that does not exist yet.
  4. 4Company works the same way with the companies of the CRM. Start Date and End Date are date pickers for the planned start and end.
  5. 5Save creates the card at the top of the column; Cancel closes the form. The window also reacts to Enter in the name field. The event “Deal Created” is the first entry of the history, and an automation rule “deal created” fires.

Managing stages (columns)

  1. 1To rename a stage press the gear icon in its header (hint “Rename and recolor”). The name turns into an input field: type the new name (up to 60 characters) and press Enter, or click elsewhere, to save. Esc cancels the change.
  2. 2In the same edit mode the pipette icon (Choose a color) opens a colour window: choose one of the ready colours or use Custom Color. The colour applies to the arrow in the board and to the stage chip in the list.
  3. 3The trash icon in edit mode deletes the stage. A window asks “Delete this column? Its cards will move to the neighbouring column.”: after the confirmation the column and every deal in it are deleted, and this cannot be undone.
  4. 4To reorder the stages, grab a column by its arrow header (the hint says “Drag to reorder”) and drag it left or right.
  5. 5The dashed button Add column after the last column adds a stage: type the name (the hint says “New column”) and press Save or Enter; Cancel closes the field.

List view of deals

  1. 1The List view shows all deals in one table with the columns Name, Client, Company, Stage (a coloured chip), Start Date and Last Seen (when the deal was last changed).
  2. 2A click on a row opens the deal window. The search field above applies to the list too. To move a deal between stages use the stage arrows in the deal window.

The deal window

  1. 1At the top of the window is the deal name. The pencil icon (Edit) turns it into an input field: change the name and confirm with Enter or the check mark; cancelling restores the old name. The button AI summary asks the AI assistant for a short description of the deal (who it is, current state, open points, recommended next action). The cross (Close) closes the window.
  2. 2Under the title is a row of arrows with all stages; the current one is highlighted. A click on another arrow moves the deal to that stage at once.
  3. 3On the left are cards. The card More shows Deal Type, Start Date, Available To Everyone, Responsible and UTM Parameters. The button Edit in its header switches to input fields (the availability is a Yes/No list); Save stores the values and Cancel leaves without saving. Delete Section clears all these values after a confirmation.
  4. 4The card About Deal holds the main fields: Name, Stage (a list of your stages), Start Date, Contact (search by name, phone or e-mail; Add Participant adds a further person after a comma) and Company. It opens in edit mode; Save stores the changes, and an empty name is refused with “Please fill in the name”.
  5. 5The card Quotes lists the quotes linked to this deal (number, status and amount) or says “No quotes for this deal yet.”. Create Quote opens Finance → Quotes with a new quote where the customer, contact and company of the deal are already filled in.
  6. 6The card Recurring Deal stores how often the deal repeats: No Selection, Daily, Weekly, Monthly or Yearly. Choose with Edit and Save; Delete Section resets it.
  7. 7The red link Delete deal at the end of the left column removes the deal after the question “Are you sure that you want to delete this deal?” is confirmed. This cannot be undone.

Activity: comments, tasks and messages of a deal

  1. 1On the right side of the deal window is the entry field with tabs: Activity, Comment, Task, SMS, WhatsApp, Telegram and E-Mail. Choose the type of entry with the tab, type the text and press Send (or Enter in the one-line tabs).
  2. 2Activity plans an activity (a call or meeting) and has an extra date field; Task writes a to-do line. In the multi-line tabs Mention inserts an “@” sign at the cursor, Cancel clears the text. The buttons File and Create Document are shown greyed out with the hint “Coming soon”.
  3. 3Important: entries in the tabs SMS, WhatsApp, Telegram and E-Mail are saved as records in the deal history; the message itself is not sent from here. Send real messages in Collaboration → Chat and calls and Web mails.
  4. 4Below the field is the timeline, newest entries first. The link at its top switches the period: All time or Today. Every entry has a title by type (Comment, Task, E-Mail …); system entries “Deal Created” and “Stage Changed” are written by the CRM itself. The bin icon (Delete entry) deletes your entry; system entries cannot be deleted. Without entries the timeline says “No entries yet”.

Contacts

  1. 1The Contacts tab is a table with the columns Name (with round initials), E-Mail, Company, Position, Last Seen and Percent (how completely the card is filled in: e-mail, phone, company, position, website and social links). Without contacts it says “No contacts yet. Add the first one.”.
  2. 2Tick the boxes at the left of rows to select them; the box in the header selects all rows shown. Above the table: Add Contact opens an empty card; Edit Contact is active only when exactly one row is ticked and opens that contact; “Delete (N)” appears when something is ticked and deletes the selected contacts after the question “Delete the selected contacts?”.
  3. 3The contact page has the fields First Name, Last Name, E-Mail, Company, Role, Website, Twitter, Facebook and Phone. At least the first or the last name is required (otherwise “Please fill in the name”). Save stores the contact and shows “Saved”; a new contact then opens on its own page. Back returns to the table (the same tab).
  4. 4Under the fields is the history of the contact. Until the contact is saved for the first time it says “Save the record first to add notes”. After that the tabs New Note, E-Mail, Call, New Activity, Create Task and Schedule add entries in the same way as in a deal; the timeline below can be deleted entry by entry. As in a deal, the e-mail and call entries are records and do not send or dial anything.
  5. 5On the contact page the button AI summary gives a short AI description of the customer: who it is, the history of communication, open points and the recommended next action.

Companies

  1. 1The Companies tab works like the contacts: a table with Company, E-Mail, Field, Last Seen and Percent; the same toolbar with Add Company, Edit Company and “Delete (N)” (the question is “Delete the selected companies?”). An empty tab says “No companies yet. Add the first one.”.
  2. 2The company page has the fields Legal entity's full name (the name), Legal entity's status, USREOU code, Registration date, Authorised person, Type of business entity, Form of ownership, Contacts (address), E-Mail and Field (area of business). Save stores the record and Back returns to the list.
  3. 3As on contacts, the history with notes and tasks appears after the first save, and AI summary gives an AI description of the company. Companies created here appear as suggestions when you fill in the company of a deal or a contact.

Tasks and projects

The Tasks and Projects section has two tabs at the top: Tasks (single to-dos with a deadline) and Projects (cards that show progress). The section is included in every plan, including Free.

Search and filters

  1. 1The search field at the top right filters the tasks as you type: it looks at the title, the responsible person and the author. The cross in the field (Clear search) clears the text.
  2. 2The button with the sliders icon (Filters) next to the field opens a small panel with two lists: Status (All, Active, Completed, Ended) and Owner (All owners or one of the people who appear in your tasks). When a filter is on, the button turns green and shows how many filters are active; Reset filters in the panel switches them all off.
  3. 3A task counts as Ended when its deadline has passed and it is not completed. The search and the filters apply to all three views of the Tasks tab.

Adding and editing a task

  1. 1Press the green button Add Task in the row above the table. The window New task opens.
  2. 2Fill in Title (required, up to 200 characters), Description (up to 500 characters), Deadline (a date and time picker; optional) and Responsible Person (free text, up to 100 characters: type the name of the person). The cursor is already in the title field.
  3. 3Save stores the task and shows “Saved”. Without a title you get “Please enter a title” and nothing is saved; on a server problem “Something went wrong. Please try again.” appears. Cancel, the cross in the corner, the Esc key and a click outside the window close it without saving.
  4. 4To change a task click its title (in any view) or open the row menu and choose Edit task. The same window opens with the current values. The author of the task and the change date are filled in by the CRM.
  5. 5The window does not have a completion switch: to mark a task done use the bulk action Mark as completed (see below). Deleting a task from the window is not possible either; use the row menu or the bulk action.

The List view

  1. 1Under the tabs there is a switch of three views: List, Deadline and Planner. To the right of it a line “My Items” shows two counters: Overdue (how many tasks are late) and Comments (how many comment entries exist in the tasks).
  2. 2The table has the columns Name, the status column (its header reads Active and, under it, the date of the last change of the task), Deadline, Created By and Responsible Person. Completed tasks have a crossed-out title; a task past its deadline shows a red badge with how long it is late; a completed task shows a green badge Completed; without a deadline the cell says “No deadline”.
  3. 3The header of the status column is a button with an arrow: it opens a list (All, Active, Completed, Ended) and filters the table by the chosen status. It is the same filter as in the panel Filters.
  4. 4Next to a title are two small icons. The pin (Pinned) fixes the task at the top of the list: click to turn it on (the icon turns green) and click again to turn it off. The crossed bell (Muted) marks the task as muted in the same way. Both marks are saved at once and stay after a reload.
  5. 5The three dots in the second column (Options) open the row menu: Edit task and, in red, Delete. Deleting asks “Delete the selected tasks?”; Continue deletes the task, Cancel keeps it.
  6. 6The footer of the table shows how many rows are selected and how many there are in total. Without tasks the table says “No tasks yet. Create the first one.”.

Bulk actions

  1. 1Tick the boxes at the left of the rows you need; the box in the header (Select all) selects all rows that the filters currently show. The selected rows are highlighted.
  2. 2Under the table open the list Select Action and choose Mark as completed, Mark as active or, in red, Delete. The chosen action is written on the button.
  3. 3Press Apply (it is active only when an action is chosen and at least one row is ticked). The first two actions change the tasks at once and show “Saved”. Delete first asks “Delete the selected tasks?”, and only Continue removes the tasks.

The Deadline and Planner views

  1. 1Deadline groups the tasks by urgency: Overdue, Today, Upcoming and No deadline. Every block has its own heading with the number of tasks; a group without tasks is not shown. A click on a title opens the task for editing; on the right you see the deadline or the badge of the status.
  2. 2Planner shows 14 days starting from today as small day cards. A card has the weekday and date, a number chip with the count of tasks and a thin load bar (its tooltip says how many tasks fall on this day). Today has a green frame, weekends are slightly tinted. Under the bar the tasks of the day are listed with a coloured dot (amber active, green completed, red late) and the time; a click opens the task. An empty day says “Nothing planned”.
  3. 3Above the cards you see the range of dates and how many tasks fall in it. The buttons ← and → shift the range by one week, Today returns to the current week. If tasks are overdue, a block Overdue with the first 12 of them is shown above the days.

Projects

  1. 1Open the tab Projects. It shows the projects as cards. Without projects the page says “No projects yet”.
  2. 2Press New project on the right. In the window fill in Name (required, up to 200 characters), Description (up to 2000 characters), Status (Planned, Running, Paused, Completed), Owner (free text), Start and End (dates) and choose a colour from six ready circles; the chosen circle gets a light ring.
  3. 3Save creates the project and shows “Project saved”. An empty name gives “Please enter a name”, and an end date earlier than the start date gives “The end date is before the start date”; the window stays open with the message at the bottom.
  4. 4A project card shows a colour dot, the name, the status, a two-line description, the owner and the period, and a progress bar with “done/total · percent” (or “No tasks yet”). The pencil (Edit project) opens the same window for editing.
  5. 5A click on the project name opens under the cards a panel with the tasks of this project (title, a dot for the state and the date); a click on a task opens it for editing; Close closes the panel.
  6. 6At the bottom of a card: Archive moves the project to the archive, Delete deletes it after a confirmation question (the tasks are kept and only lose the link to the project).
  7. 7The button Archived at the left toggles between active and archived projects (a pressed button is green). In the archive the link on a card reads Restore and returns the project to the active list. An empty archive says “No archived projects”.
  8. 8Note: the progress of a project is counted from the tasks that are linked to it. At the moment the task window has no field for choosing a project, so the progress bar stays empty until tasks are linked by other means.

Finance: quotes, orders, contracts

The Accounting section is the accounting side of the CRM: quotes, orders, contracts, invoices, expenses, assets, bank and cash, products, tax reports and settings. It is available in the Professional plan. In a plan without it, a direct link leads to the plans page with a note. Roles: owner, admin and manager can open it; employee and viewer cannot. This part describes the structure, the overview, quotes, orders and contracts; invoices, money and reports follow in the next sections.

firmspace.de/crmF

Accounting

Invoices

RE-2026-18Acme Ltd2.380,00 €Paid
RE-2026-19Berger Trading890,00 €Open
RE-2026-20Nordlicht AG1.150,00 €Overdue

One possible flow

Example
1Detect incoming work2Sort the information3Request approval

Control points

1Set permissions2Define approvals3Trace the results

How the section is laid out

  1. 1Open Accounting in the left menu. The page title is Accounting. On a wide screen the tabs stand in a column on the left; on a phone or tablet they become a scrollable row of pills above the content.
  2. 2The order of the tabs: Overview; group Orders (Quotes, Orders, Contracts); group Invoices (Invoices, Recurring, Dunning); Expenses; Assets; Bank & cash; Products; group Taxes (UStVA, EÜR); group Reports (BWA, SuSa); Settings; Audit log.
  3. 3The group names are only headings: they cannot be clicked. Click a tab to switch; the content on the right changes without reloading the page.
  4. 4Links with a tab in the address (for example from a notification, from an automation rule or from a deal card) open the right tab straight away. On a deal card the button "Create Quote" opens Quotes with the form already filled in and linked to the deal (This quote will be linked to the deal it was created from.).

Overview

  1. 1Overview shows five tiles. Revenue (paid) is the sum of all paid invoices (gross, for all time). Outstanding is the sum of invoices that are sent or overdue and not yet paid. Overdue is the part whose due date has passed; the tile turns red when it is above zero. Expenses is the expenses of the last six months. Profit is revenue minus expenses; green when it is zero or more, red when negative.
  2. 2Note: revenue counts all paid invoices without a time limit, while expenses cover only the last six months, so the profit tile is a rough figure. For an exact period use EÜR or BWA.
  3. 3The chart Revenue vs. expenses shows six months with two bars per month: revenue (by the payment date of invoices) and expenses (by the expense date). Under it, Orders by status counts orders by status, and Low stock lists goods whose stock is at or below the reorder level; when everything is fine it says Stock is fine.

Line items in quotes, orders, invoices

  1. 1Every document form (quote, order, invoice, recurring invoice) has the same table of lines. Columns: Description, Product (a list of your products; — custom — means a free line without a product), Qty, Price and VAT % in percent.
  2. 2When you pick a product in the list, the description, the price and the tax rate are filled in from it; you can still change them in this line. Archived products are not offered.
  3. 3Add line adds a new empty line; the trash icon (Remove line) removes the line. Under the table the form shows Net, Tax and Total and recalculates them as you type.
  4. 4The default tax rate of a new line is the standard rate of the country chosen in Settings; it is 0 for a small business exemption or when no country is set. Lines with an empty description are dropped on save.
  5. 5If you press save without a customer, the form shows Enter the customer's name.; without a single line it shows Add at least one line item.. Nothing is saved until both are fixed.

Quotes

  1. 1Open Quotes and press New quote. Enter Customer (required) and the lines, then save. A draft with an automatic number appears in the list. The validity date (Valid until) is set to today plus 30 days.
  2. 2Each card shows the number, a status chip (Draft, Sent, Accepted, Declined, Expired), the customer with the validity date and the total. The status Expired is never set automatically; it exists for manual bookkeeping only.
  3. 3For a draft press Send. The CRM emails the quote as a PDF from your first connected mailbox in Web Mails. If no mailbox is connected, a message asks you to connect one; unlike invoices there is no window for typing an address, so the recipient comes from the contact or the customer company. After a successful send the status becomes Sent and the automation event "quote sent" is fired.
  4. 4For a sent quote press Mark accepted or Mark declined once the customer has answered. For an accepted quote without an order the button Create order appears: it creates an order with the same lines (a message Order created. confirms it); afterwards the card shows the link View order instead.
  5. 5In every status the card has Download PDF and Design (see "The Design button" below). If a quote was saved again after changes, a chip with the version number and History appears; click it to unfold the list of earlier versions.

Orders

  1. 1Open Orders and press New order. Fill in Customer (required), optionally Responsible, and the lines; save. You can also get an order from an accepted quote with Create order.
  2. 2An order goes through the statuses Draft, Confirmed, Fulfilled, Invoiced, Closed and Cancelled. The main button depends on the status: for a draft it is Confirm, for a confirmed order it is Mark fulfilled.
  3. 3Mark fulfilled also writes off the stock: for every line that has a product of the type "good" the quantity is subtracted from the stock (it may go below zero) and a stock movement is recorded. Lines with a service or without a product do not touch the stock.
  4. 4For a confirmed or fulfilled order without an invoice the button Create invoice appears. It creates an invoice draft with the same lines, moves the order to Invoiced (the order is then locked) and fires the automation event "order status changed". Afterwards the card shows the link View invoice.
  5. 5Other buttons on an order card: Download PDF; Delivery note (the delivery note gets its number the first time you issue it, and later the button shows that number; the tooltip is Issue a delivery note); Design. The text button Cancel is only there for drafts and moves the order to Cancelled.

Contracts

  1. 1Open Contracts and press New contract. The form has Customer, Contract value, Start date and End date. Save creates a contract in the status Draft.
  2. 2The statuses are Draft, Active, Completed and Cancelled. A draft has Mark signed (moves it to active, shows the signature date and fires the event "contract signed") and Delete (after a confirmation). An active contract has Mark completed and Cancel.
  3. 3In every status you can use Download PDF and Design. The contract here is a record with its parameters and a PDF; a scanned signed file is not attached in this tab (put it in Online Documents instead).

The Design button

  1. 1Quotes, orders, contracts and invoices each have a Design button. It opens the window Document design with ten miniature layouts: Classic, Modern, Minimal, Boxed, Sidebar, Banner, Two columns, Compact, Elegant, Swiss. Click one to select it.
  2. 2Preview downloads a PDF with the selected design so you can look at it before deciding; Save stores the design in this very document only; Default goes back to the default design from the accounting settings.

Finance: invoices, recurring, dunning

Everything about billing lives in the tabs Invoices, Recurring and Dunning of the Accounting section.

Create an invoice

  1. 1Open Invoices and press New invoice. Fill in Customer (required), optionally Service date, and the lines (see "Line items" in the previous section). Save.
  2. 2Service date is the date of the delivery or service. On German invoices it is required by §14 UStG; if you leave the field empty, the line is simply not printed on the PDF.
  3. 3The invoice is saved as a draft. It receives a number built from the prefix in the settings (for example RE-2026-1); the number is assigned once and never changes. The due date is today plus the payment terms from Settings (14 days by default).
  4. 4The list card shows the number, the status chip (Draft, Sent, Paid, Overdue, Cancelled) and a line with the customer, the date and the due date. Extra chips: Credit note for a credit note, the dunning level (Payment reminder … Final reminder) and the number of reminders already sent.

Send, pay, correct

  1. 1For a draft press Send. The CRM emails the PDF from your first connected mailbox in Web Mails. The recipient is the address you enter, otherwise the contact's address, otherwise the address of the customer company.
  2. 2If no address is known, the window Send by email opens with the field Email and the buttons Cancel and Send. If no mailbox is connected at all, an error asks you to connect one in Web Mails.
  3. 3The status becomes Sent only after the e-mail has really been sent. If sending fails, the invoice stays a draft and a failed attempt is written into the audit log. A successful send fires the automation event "invoice sent".
  4. 4When the customer has paid, press Money received on a sent or overdue invoice. The status becomes Paid, the card shows the payment date, and the automation event "invoice paid" is fired. Revenue reports count an invoice by this payment date.
  5. 5To correct a sent, paid or overdue invoice, press Issue credit note. A window opens with the field Notes and the buttons to save or cancel. The CRM creates a separate credit note: all lines with a negative price, its own number (prefix from the settings, "GS" by default) and the status sent at once. The original invoice stays unchanged; the automation event "credit note created" is fired.
  6. 6Duplicate (invoices only) creates a new draft with the same customer and lines; the message A new draft was created from this invoice. confirms it. Download PDF downloads the PDF and Design changes the design of this invoice.
  7. 7If reminders have been sent for an invoice, the card shows the block Reminder history with the level, the date and the fee of each reminder.
  8. 8Overdue status is set by a daily background job (about 06:00 UTC): it moves sent invoices with a past due date to Overdue and fires the event "invoice overdue". So the change appears once a day, not the minute the due date passes.

Recurring invoices

  1. 1Open Recurring and press New recurring invoice. The form has Customer, the lines, Repeats (monthly or yearly), Day of month (1 to 28), Next run (the date of the first invoice) and the checkbox Send automatically.
  2. 2Each card shows the chip Active or Paused, the interval with the next run date, and whether it is sent automatically. The button Pause stops creating invoices; Resume starts again.
  3. 3Delete removes the template after a confirmation; invoices that were already created from it stay untouched.
  4. 4The same daily background job creates the invoices: on the run date it makes an invoice from the template (a draft, or already sent when Send automatically is on) and moves the next run date forward by one interval.

Dunning (payment reminders)

  1. 1Open Dunning. The heading is Dunning with an explanation under it. Three tiles sum up the state: Reminders due, Open amount and Fees charged.
  2. 2The table lists invoices that are overdue (or sent with a past due date), the longest overdue first. Columns: Invoice, Customer, Due, Days overdue, Reminder level (levels 1 to 4, level 4 in red; No reminder yet when no reminder has been sent yet), Reminder fees, Open amount, Default interest and Action. When nothing is overdue the tab says No overdue invoices — nothing to remind..
  3. 3Default interest is informational only. It stays empty until you enter an annual rate in Settings; then it is (amount + fees) × rate × days overdue / 365.
  4. 4Press Send reminder in a row (while it works the button says Sending …). The CRM raises the dunning level by one, adds the fee set for that level, gives a new payment deadline and fires the automation event "invoice reminder".
  5. 5Important: this button does not send a letter to the customer. What happens next is up to your automation rules for the event "invoice reminder": they can notify your team or e-mail the firm owner. The action "send an email" to the client cannot find the customer's address for invoice events (it takes the address only from deal or contact data), so send the reminder letter yourself, for example from Web Mails, after pressing the button.
  6. 6In place of a button a row may show a calm notice: This invoice is already paid — no reminder is needed., This invoice is cancelled — no reminder is needed., This invoice has no due date — please set it first., The highest reminder level (final reminder) has already been reached., Only invoices can be reminded. or The invoice was not found — please refresh the list.; if the request itself fails the message is The reminder could not be sent right now — please try again later..
  7. 7Automatic reminders: the daily job raises the level by itself every N days (the interval Payment reminder every (days) from the settings, 7 days by default) up to level 4 and fires the same event. Stages above level 4 (legal steps) are always decided by a person.

Finance: expenses, products, assets, bank

These tabs record where money goes and what you own: Expenses, Products, Assets and Bank & cash. Everything entered here feeds the tax reports and the overview.

Expenses

  1. 1Open Expenses. There are two buttons: New expense for manual entry and Scan receipt to read a receipt automatically.
  2. 2New expense opens a form: Vendor (required; without it the form shows Enter the vendor's name.), Category, Amount, VAT % in percent and Date. Press Save or Cancel.
  3. 3Scan receipt opens a file picker (JPEG, PNG, WebP or PDF). The file is uploaded (a message Reading the receipt… shows the progress) and the AI reads the vendor, category, amount, tax, currency and date. On success (Receipt read — check the fields below before saving.) the expense form opens already filled in with the note Fields filled in from a scanned receipt — check them before saving.. Nothing is saved until you check the values and press Save. If reading fails the message is Could not read this receipt..
  4. 4Scanning needs the AI to be configured on the platform and uses the same daily AI request limit of your plan as Firmspace AI. If the receipt is in another currency than your firm's, the form additionally shows the field Currency.
  5. 5The table shows Date, Vendor, Category and Amount. The trash icon at the end of a row deletes the expense after a confirmation.
  6. 6Expenses feed the profit tile, the input tax in UStVA, EÜR, BWA and the matching of outgoing bank payments.

Products

  1. 1Open Products. The search field (Search) finds products by name or SKU. New product opens the form.
  2. 2The form fields: Description (required; otherwise Enter a name.), SKU, Type (Service or Good), Purchase price, Sale price, VAT % (empty means the default rate, hint country default) and Unit ("pcs" by default).
  3. 3For a good the form also shows Stock (the starting quantity; when you edit an existing product this field is locked) and Reorder below. The hint Stock here changes only via order fulfilment, not by editing this number. explains that the stock later changes only through order fulfilment.
  4. 4The table has Description, SKU, Type, Price and Stock. The stock is shown only for goods; it turns red with a warning icon when it is at or below the reorder level. Click a row to edit the product (Edit product); the trash icon deletes it after a confirmation.

Assets and depreciation

  1. 1Open Assets. At the top switch the period with Month, Quarter or Year; it always means the current calendar month, quarter or year, and the range is written next to it (Period).
  2. 2Four tiles: Total acquisition cost, Depreciation in period, Accumulated depreciation and Total book value.
  3. 3Press Add asset. The form: Name, Category, Acquisition date, Cost (net of VAT, hint Amount excluding VAT — depreciation is calculated on the net amount.), Useful life (years) (1 to 100 years), Residual value (not depreciated) (the part that is not depreciated) and Notes. The hint Depreciation is straight-line over the useful life, starting in the month of acquisition. The residual value is not depreciated. explains the method: straight-line, starting in the month of acquisition.
  4. 4If a field is wrong, a calm line inside the form says which one (Enter a name., The acquisition date must be in YYYY-MM-DD format., The cost must be greater than zero., The useful life must be between 1 and 100 years.); nothing is saved until it is fixed.
  5. 5The table shows Name, Category, Acquisition date, Cost, Useful life (years), Depreciation and Book value. In every row: the link Depreciation schedule opens a window with a month-by-month table (depreciation and book value, with a total); the calendar icon (disposal) opens Record disposal; the trash icon deletes the asset after a confirmation.
  6. 6In the disposal window enter Disposal date and save; from that month the asset is no longer depreciated and the row shows a chip with the disposal date. Undo disposal undoes the disposal. Depreciation feeds EÜR and BWA.

Bank and cash: accounts

  1. 1Open Bank & cash. The heading is Bank and cash book with a hint. Add account opens the form: Name (must be unique), Type (Bank account or Cash box), IBAN, BIC, Opening balance and Opening date (hint The opening balance is the balance on the cut-off date before the first movements are recorded.).
  2. 2Under Accounts and cash boxes each account is a card with the name, a chip bank or cash, the number of unmatched movements (or All matched) and the number of movements. Click a card to open the account.

Bank and cash: movements and import

  1. 1Inside an account, Back to overview returns to the list. The header shows the name, the kind, the IBAN and the period switch (month, quarter, year; always the current one). Tiles: Opening balance, Movements in period and the balance as of the end of the period.
  2. 2Note: this balance is the opening balance plus only the movements of the selected period. Movements booked before the period are not included, so for a long history choose the year or check the opening balance.
  3. 3The chip Only unmatched toggles a filter that shows only movements that are not linked yet (it turns green with a check mark when on).
  4. 4Two buttons add movements: Import statement (choose a CSV file; while it works it says Importing …) and Add movement. For a bank account the import is the main button; for a cash box Add movement is the main one, because a cash book is kept by hand.
  5. 5The manual movement form has the hint Record a movement right away — for a cash box this is the usual way: every payment in and out is entered directly. and the fields Date, Amount (positive means incoming, negative means outgoing, hint Positive amount = incoming, negative amount = outgoing.; zero is refused), Counterparty, Reference and Notes.
  6. 6CSV import: the separator is detected automatically. The header row is recognised by German or English names. Date: Buchungstag, Buchungsdatum, Datum, Valuta, Wertstellung, Date, Booking date. Amount: Betrag, Umsatz, Amount, Summe, Soll, Haben. Counterparty: Begünstigter, Auftraggeber, Empfänger, Name, Zahlungspflichtiger, Payee, Payer. Reference: Verwendungszweck, Buchungstext, Referenz, Beschreibung, Description, Details, Payment reference. Optional transaction id: Auftragsnummer, Referenznummer, Belegnummer, Transaktionsnummer, ID, Transaction id.
  7. 7Without a recognisable header the columns are taken in the order date, amount, counterparty, reference. Accepted dates: 31.12.2026, 2026-12-31, 31/12/2026, 20261231. Accepted amounts: 1.234,56, 1,234.56, -1234.56. Lines that cannot be read are skipped; rows whose transaction id was already imported are skipped; a file without rows gives the error No movements were found in the file..
  8. 8After the import a line reports the result: how many rows were imported, how many skipped and how many suggestions were found. On import the CRM links a movement automatically only when the match is confident (the document number is in the reference, or the amount and the date fit closely). A weak match (amount only) is not linked; it only counts as a suggestion.

Bank and cash: matching

  1. 1The movements table has the columns Date, Counterparty, Reference, Amount and Match. The last column shows the chip Unmatched or the link to the target (an invoice with its number, an expense with its vendor, or a manual entry).
  2. 2Press Match on a movement. The window Match movement looks at documents within 90 days around the booking date. An incoming amount is matched against open invoices (sent or overdue); an outgoing amount against expenses. Up to 50 candidates are listed, closest first, with the badges Suggestion (and the reason: Number in the reference, Amount and date or Amount) and Amount matches. With no candidates the window says No matching open invoice or expense found..
  3. 3Important: linking only stores the connection on the movement. It does not mark the invoice as paid; do that separately with Money received in Invoices. Unlink removes the connection again.
  4. 4The trash icon of a movement deletes it after a confirmation. Under the table you see the number of movements; Delete imported (shown only when imported rows exist) deletes all imported movements after a confirmation, while movements you entered by hand are kept.

Finance: taxes and reports

The tabs UStVA, EÜR, BWA and SuSa calculate management figures from your invoices, expenses and assets. They help you prepare, but they are not bookkeeping: a tax adviser must check the numbers before they are filed (These are management figures produced from the documents in the system — the app keeps no chart of accounts and no bookkeeping; a tax adviser must check the figures before filing.).

Period switch

  1. 1Every report has the switch Month / Quarter / Year. It always refers to the current calendar month, quarter or year; the exact range is written next to it (Period).

VAT return (UStVA)

  1. 1Open UStVA (VAT return (UStVA)). Turnover is counted by the issue date of the invoice (Soll-Versteuerung). Drafts and cancelled invoices are left out; credit notes are subtracted.
  2. 2Two tables, Sales and Input VAT on expenses, each list the tax rates with Rate, Net and Tax. Under them the summary shows VAT on sales, Deductible input VAT and the result: Payable or Refund.
  3. 3The block ELSTER: where it goes (hint Line number (Kz) and field on form USt 1 A — enter the amounts there in ELSTER.) shows the figures ready for the ELSTER form, each with a chip "Kz N": Kz 81 (turnover at 19 %), Kz 86 (turnover at 7 %), Kz 43 (zero-rated or tax-free turnover), Kz 66 (input tax), Kz 83 (amount payable) or Kz 84 (refund).
  4. 4The block Check before filing lists hints when something needs a look: the small business exemption, mixed rates in one period, invoices to customers with a VAT ID (possible intra-EU supplies), or no turnover and no expenses at all.
  5. 5With the small business exemption turned on, an info banner (Your firm uses the small-business rule (§ 19 UStG): no VAT is charged and no VAT return is filed. The figures below are for your information only.) says that no VAT return is due and the numbers are for information only.

Income and expense statement (EÜR)

  1. 1Open EÜR (Income–expense statement (EÜR)). Income is the paid invoices counted by the payment date, less credit notes. Expenses are grouped by category, with the depreciation of assets as a separate line. Each block ends with Total.
  2. 2The bottom line is Profit; when the result is negative it is shown in red as Loss.

BWA and trial balance (SuSa)

  1. 1BWA (BWA — business analysis) shows the chart Revenue and costs per month with revenue against costs per month and a legend; the table with Month, Revenue, Costs and Profit with a totals row; and the block Costs by category by category with the percentage and the amount.
  2. 2SuSa (SuSa — trial balance) is a management trial balance built from receivables, revenue by tax rate, payables and tax. The table has Account, Description, Debit, Credit and Balance, with totals at the end.

Analysis with AI

  1. 1Under each report (UStVA, EÜR, BWA, SuSa) there is the button Analyse with AI; while it works it says AI is reading the report …. The result appears in a card titled AI analysis.
  2. 2The request counts against the daily AI limit of your plan. If the limit is used up you see The daily AI limit for your plan is used up — it resets the next day.; if the AI is not configured on the platform AI is not configured for this site.; any other failure gives The AI analysis is not available right now. Please try again later..

Finance: settings and audit log

The tab Settings holds everything that goes into your documents: legal data, logo, footer, design, numbering and dunning fees. It is one form with a single button Save at the bottom; after saving the message Saved. appears.

Tax and company data

  1. 1Section Tax: choose the Country (the option Not set — 0% by default means 0 % by default) — its standard VAT rate is used for new lines; enter the Currency (it is converted to upper case). The checkbox Small-business exemption (no tax charged, e.g. §19 UStG) switches every line to 0 % and prints the §19 note on documents (hint All new documents get 0% on every line and the §19 UStG note instead of a tax line.).
  2. 2Section Company details (shown on invoices): Legal name, Address, Tax / VAT ID, VAT ID, Register number, Managing director, IBAN and BIC. These go into the header and the footer of the PDFs.
  3. 3Section Contact: Phone, Email and Website.

Documents: logo, footer, design

  1. 1Section Document: Upload logo chooses an image (up to 5 MB; it is resized automatically, hint Printed in the top-right corner of the document. PNG or JPEG — the image is resized automatically.) and shows a preview; Remove logo deletes it. The field Footer text takes up to 1200 characters that are printed at the bottom of every document (hint Printed at the bottom of every document — e.g. a thank-you note, payment terms or notes.).
  2. 2Section Document design: pick one of the ten designs; it is used for every document that has no design of its own (hint Design used for documents that do not have their own. Each document can override it.). The checkbox Payment QR code on invoices prints a Girocode (EPC069-12) payment QR next to the bank details, so the customer can pay by scanning it in a banking app (hint A Girocode (EPC069-12) is printed next to the payment details: the client scans it and their banking app fills in the IBAN, amount and reference. Requires IBAN, company name and an amount above zero.).

Numbering, terms, dunning fees

  1. 1Section Invoicing: Payment terms (days) (days from issue to due date; 14 by default), Payment reminder every (days) (days between automatic reminders; 7 by default) and the number prefixes Invoice number prefix, Quote number prefix and Credit note number prefix (converted to upper case).
  2. 2Section Dunning (explanation Fees are charged only if you enter amounts here — leave a field empty and no fee is charged for that level. The default interest is for information only: its amount depends on the contract and the base rate.): a fee for each reminder level. The field for level 0 is disabled (Level 0 — unused); the fields Payment reminder to Final reminder take the fee, and an empty field means no fee. Default interest (% per year) takes 0 to 30 % per year and is informational; New payment deadline per reminder (days) is the new deadline (1 to 60 days) given with each reminder.
  3. 3Press Save once at the bottom; all sections are saved together.

Audit log

  1. 1Open Audit log. It lists financially significant actions: who sent an invoice, marked it as paid, signed a contract, deleted an expense, and also failed sends. Each row has a short summary and, under it, the user and the date with the time. When nothing has happened yet the tab says No actions logged yet..

Automation: rules that work for you

The Robot Office section lets the CRM react to events by itself: “when a deal reaches a stage, create a task”, “when an invoice is paid, notify the team”. It is included in the Professional plan. For the roles Manager, Employee and Viewer the section is closed by default; the owner or an admin can open it for a person in Settings → team and access. The section has four tabs: Automation Rules, Variables, Constants and Test Logs.

The rules tab: what you see

  1. 1Open Robot Office in the left menu. The first tab, Automation Rules, opens. Under the tab bar there is a short help text: rules run on the server when something happens in the CRM, and you choose the event, the delay and the action.
  2. 2Below the help there is a plan banner. It tells how many rules your plan allows and shows the name of the plan as a small chip and a counter “used / limit”. If your plan has no automation at all, the banner says that automation is not included and, instead of the counter, there is the link Change plan that leads to the plans page.
  3. 3The green button Add rule creates a rule. When the limit of your plan is reached (or is 0), the button is inactive: delete a rule you do not need or change the plan.
  4. 4While there are no rules, an empty state appears with an example: “No rules yet. Add the first one: for example, when a deal enters “Contacted”, create a task to call the client.”
  5. 5Every rule is a card (two columns on a wide screen). The card shows the rule name, one line “event · stage → timing → action”, the message text of the rule, the checkbox On and three buttons: Test, Edit, Delete. A switched-off rule is shown dimmed.
  6. 6The checkbox On saves at once, without any other button: untick it to pause the rule, tick it to start it again.
  7. 7Delete opens a confirmation window with the rule name. Confirm to delete the rule for good; cancel to keep it.

Creating and editing a rule

  1. 1Press Add rule (or Edit on an existing card). A window opens with the rule form. Fill in the fields from top to bottom.
  2. 2Rule name — a short name of the rule (up to 100 characters). It is required and is shown on the card, in the notification title of some actions and in the log.
  3. 3When — the event that starts the rule. Choose from the list of 18 events (they are described in the next block).
  4. 4Stage — this field appears only for the two deal events (A deal is created and A deal moves to a stage). Choose the stage of the deals board that the rule watches, or leave Any stage to react to every stage. If you have not created any deal stages, the window says so: rules are attached to stages, so create them first in CRM.
  5. 5Run — when to run: immediately, after 1 hour, after 1 day or after 3 days. With a delay the action is queued and performed later (see the block “When and how the rules run”).
  6. 6Do — the action. Seven actions are available; they are described below. After you choose one, extra fields appear under it.
  7. 7The large text field is the message of the action (up to 1000 characters). Its label depends on the action: Text for a notification and a note, Message / title for the other actions, Instruction for the AI for the AI action. Under the field the block What you can insert into the text: lists the placeholders you can insert (see “Placeholders in texts”).
  8. 8Press Save. Before saving the form checks: the name must be filled (“Enter a rule name.”), for the action Move the deal a stage must be chosen (“Choose the stage to move the deal to.”), for Call a webhook the address must start with https:// (“The webhook address must start with https://”), for the AI action the instruction must be filled (“Enter an instruction for the AI.”). A red message with the problem appears and the window stays open.
  9. 9On success the window closes and the message “Rule saved.” appears. If the server refuses (for example because the rule limit of the plan is reached), you see “The rule was not saved.” or the server’s own explanation and the window stays open so that nothing you typed is lost. Cancel closes the window without saving.

The 18 events

  1. 1Deals: A deal is created and A deal moves to a stage. For both you can choose the stage. With A deal moves to a stage the rule fires when a deal is moved into the chosen stage (by drag and drop, by the deal card or by another automation action).
  2. 2Contacts and inbound: A contact is created, A lead arrives from email (a lead created from an incoming e-mail), A message arrives in a channel (a message arrives in a connected channel), A call is missed.
  3. 3Tasks: A task is created and A task/deal deadline is near. The deadline event fires once per threshold for tasks and deals: 24 hours before, 1 hour before and when the deadline is overdue. It is detected in the browser of a person who has the CRM open, so it works only while someone from your firm is working in the CRM.
  4. 4Finance: An order is created, An order changes status, A quote is sent, A contract is signed, An invoice is sent, An invoice is paid, An invoice is overdue, A credit note is issued, A recurring invoice is generated, A payment reminder is sent.
  5. 5Invoice events carry the customer name, the invoice number and the invoice itself, but not an e-mail address. Therefore the action Send an email addressed to the client cannot find an address for them; use a notification or the e-mail to the firm owner instead.

The 7 actions

  1. 1Send a notification — sends a notification to the team with your text. In the notification bell it has a link that leads to the relevant section: deals to CRM, tasks to Tasks and Projects, invoices, orders, quotes and contracts to the matching tab of Accounting, contacts to Contacts; for other events it leads to the chat.
  2. 2Create a task — creates a task. The title is your message text (or the rule name if the text is empty), the author is shown as “Automation”. The extra field Assign to chooses who is responsible: Manager (the first name of the firm owner) or Responsible Person (the person responsible for the event; if there is none, the owner).
  3. 3Add a note — adds a note with your text to the history: to the deal if the event has one, otherwise to the contact. If the event has neither, the action fails and the log says that there is nothing to attach the note to.
  4. 4Move the deal — moves the deal to the stage chosen in the extra field Move the deal to. It works only for events that have a deal. If the stage or the deal no longer exists, the action ends with an error in the log.
  5. 5Send an email — sends an e-mail from the first mailbox connected in Web Mails. The extra field Send to chooses the recipient: The client (deal or contact email) or The firm owner. The subject is the rule name, the body is your message text. Errors: no mailbox is connected, or no address could be found for the client.
  6. 6Call a webhook — sends a POST request with JSON (the rule, the event, its data and the text) to the address in the extra field Webhook address (https). Only https addresses of public hosts are allowed; the action is an error if the other side does not answer with a success code.
  7. 7AI decides and acts — the AI reads the event and decides on ONE action that fits your instruction (a task, a note, a deal, an e-mail…) and performs it without asking for confirmation. Under the field Instruction for the AI a warning says exactly this, and a hint explains that the AI can use everything it can read in the CRM, so no placeholders are needed. The action needs the AI feature of the Professional plan and spends the same daily AI quota as the Firmspace AI chat, receipt scanning and finance analysis.

Placeholders in texts

  1. 1Under the text field the block What you can insert into the text: shows small clickable tokens. A click copies the token to the clipboard and shows the message “Copied”; paste it into the text with Ctrl/⌘+V. If copying is not possible in your browser, a message asks you to select the token and copy it manually.
  2. 2When the rule runs, the server replaces the tokens with real values: {{deal.name}} (deal name), {{deal.stageName}} (the stage the deal moves to), {{deal.contactName}} (contact person of the deal), {{contact.name}} and {{contact.email}} (client), {{message.text}} and {{message.from}} (an incoming message and its sender), {{task.title}} (task title), {{constants.NAME}} (the value of a constant with this name) and {{variables.name}} (the value of a variable with this name).
  3. 3The block is not shown for the AI action: there the AI reads the data itself.

Testing a rule and the log

  1. 1Press Test on a rule card. The action is performed right now on sample data (a deal “Test deal”, a client “Test Client” and similar), so you can see what your text and the action look like. A toast “Test: …” shows the result.
  2. 2Attention: a test really performs the action. A test of Create a task creates a real task, a test of Send an email really sends an e-mail (to the owner or to the address it finds), a test of Call a webhook really calls the address. The result of every test and of every real run is written to the tab Test Logs.

When and how the rules run

  1. 1When an event happens, the server looks for enabled rules with this event (and, for deal events, this stage). Rules with immediately run at once. Rules with a delay put a job into a queue.
  2. 2Queued jobs are performed when they are due: while someone from your firm works in the CRM (the browser checks for new notifications about every 20 seconds and that also runs due jobs), and by a daily background run on the server. So a delay of 1 hour is exact only while the CRM is open; otherwise the job waits for the daily run.
  3. 3A delayed rule of a deal event is skipped if by the time of the run the deal has already left the stage; the log then says “Skipped: the deal left this stage”. If the rule was deleted or switched off while waiting, the job is dropped.
  4. 4Loop protection: what an automation itself changes (for example a task that it created, or a deal that it moved) does not start further rules. This prevents endless chains.

The tabs Variables, Constants and Test Logs

  1. 1These three tabs are ordinary tables (how they work — search, sorting, columns, adding — is described in the section “Tables” below). Their content is real data of your firm; the automation reads it through the tokens {{constants.NAME}} and {{variables.name}}.
  2. 2Variables: fields Name (required), Value, Type (Text, Number or Date) and Description. Use a variable for a value that changes: for example a name of the person on duty.
  3. 3Constants: fields Name (required), Value and Description. Use a constant for a value that stays the same, for example a phone number or a link that you insert in many rule texts.
  4. 4Test Logs: columns Name (the rule), Date, Status (Success with a green dot or Error with a red dot) and Message (what was done or why it failed). The engine keeps the latest 200 entries. This is the first place to look when a rule “does nothing”.

Firmspace AI: the assistant

Firmspace AI is a chat assistant that looks things up in your CRM (customers, deals, tasks, employees, e-mails, uploaded PDF files) and prepares actions. It never changes anything by itself: every change is shown as a card that you must confirm. The assistant is part of the Professional plan; in other plans the button is not shown. It also needs an AI key on the server; if the site administrator has not added one, the assistant says so and the input stays disabled.

Opening and closing

  1. 1Click the button with the sparkles icon in the header (its tooltip reads “Firmspace AI (Ctrl/⌘ K)”) or press Ctrl+K (⌘+K on Mac) on the keyboard. The same shortcut closes the window again.
  2. 2The assistant opens as a window at the top of the screen (up to 720 px wide). It closes with Esc, with a click outside the window or with the cross (Close) in the header.
  3. 3The window header shows the title Firmspace AI, a counter with the number of requests left today (hidden on a phone), the button New chat and the cross. New chat is inactive while the chat is empty; pressing it clears the conversation.
  4. 4The daily quota depends on the plan and is shared between the chat, the receipt scanner and the finance analysis in Accounting and the AI action of Robot Office. When it is used up, the assistant answers with an error that the daily limit of the plan is used up and resets tomorrow.

The empty window: hints and recent questions

  1. 1An empty chat shows the introduction: “Ask about your customers, tasks, employees and e-mails, or tell me what to prepare. I never change anything without your confirmation.”. If your role is read-only (Viewer), there is also the note “Your access is read-only: I can look things up, but not change data.”.
  2. 2Under the introduction there are up to seven suggestion buttons; a button appears only if you have access to the data it needs. Five of them send the question at once: “Show customers I haven’t contacted for 30 days”, “What are my most important tasks today?”, “Which tasks are overdue?”, “Draft a reply to my latest e-mail” and “Which employees have overdue tasks?”. Two only fill the input and wait for you to finish the sentence: “Summarize the customer ” (type the customer name) and “Create a task for tomorrow: ” (type the task).
  3. 3Below the suggestions the block Recent lists up to four of your latest questions (kept in this browser). A click puts the question into the input, marked with ↺, so you can send it again or change it.

Asking a question

  1. 1Type in the input at the bottom (up to 2000 characters, the placeholder says “Ask or tell me what to do…”). Enter sends the message; Shift+Enter starts a new line. The button Ask does the same and is inactive while the field is empty or the assistant is working.
  2. 2Your message appears as a bubble on the right. While the assistant works you see “Thinking…”. Its answer appears as a bubble on the left: first small “step” chips show what it looked at (for example “Searched contacts”, “Read the tasks”, “Searched e-mails”, “Read the document”), then the text of the answer with lists and bold highlights. An error is shown in red.
  3. 3The assistant can read: contacts, companies, deals and their stages and history, tasks, employees with their open and overdue tasks, e-mails and correspondence with one address, uploaded PDF files in Online Documents. It only reads what your role and your plan allow: for example without access to Web Mails it cannot search e-mails. A note under the input says: “AI can make mistakes. Check important facts before you act on them.”.

Action cards: confirm or cancel

  1. 1When you ask the assistant to do something, it does not do it. It shows a card with the proposed action and its data. Seven actions exist: Create a task, Update a task, Create a deal, Create a contact, Add a note, Send an e-mail and Save contract details (it saves the type, the start date and a short note of an employment contract to the employee’s profile, after it has read the PDF).
  2. 2The card lists the data line by line with captions such as Title, Deadline, Responsible, Stage, E-mail. For the e-mail card the fields To, Subject and Message are editable: correct the text before sending.
  3. 3Press Confirm (for the e-mail card the button is called Send) to perform the action, or Cancel to drop it. After a confirmation the card shows a green result line (for example a created task or “Note added”) and the button Open: it goes to the created or changed record and closes the assistant. After a cancel the card says Cancelled. If the action fails, a red message explains why.
  4. 4Which actions you get depends on your role: a Viewer sees none, because a card would change data. A person needs access to the module of the action: tasks for task actions, CRM for deals, contacts and notes, Web Mails for e-mails, My company for the employee contract.

AI buttons in other sections

  1. 1AI summary on a deal card and on the edit pages of a contact and of a company: it opens the assistant and asks it at once for a summary — who this is, the current state, open points and the recommended next action.
  2. 2Analyze in the reader of an e-mail in Web Mails: the assistant reads the message and tells whether it is a sales inquiry, a question or something else, names the priority and intent, gives a short summary and says whether it is worth creating a lead or a task.
  3. 3Analyze in Online Documents on an uploaded PDF: the assistant reads the document, tells what it is and, if it looks like an employment contract, finds the employee and offers a card Save contract details.
  4. 4These buttons are hidden if the AI is not switched on for the site, if your plan has no assistant or if you lack access to the data they need.

Marketing: channels, campaigns, segments

The Marketing section is included in the Professional plan. For a Manager it is open by default; an Employee or a Viewer gets it only if the owner or an admin opens it for them. The tabs are: Start, Campaigns, Ads, Ad performance, Segments, Sales Boost and My Templates. Important to know: the tables Campaigns, Ads, Segments, Sales Boost and My Templates are registers for planning and record keeping. The CRM does not send mailings or place advertisements from them by itself; the only live part is the tab Ad performance (real statistics from Google Ads and Meta Ads).

The Start tab: choose a channel

  1. 1Start opens first. It shows the heading Create Campaign and a grid of ten cards: E-Mail Campaign, SMS Campaign, Messengers, Voice Broadcasting, Audio Call, Facebook Ads, Google Ads, LinkedIn Ads, Twitter Ads and E-Mail. The search field of the page filters the cards by their names; if none matches, the page says Nothing found.
  2. 2The four advertising cards (Facebook Ads, Google Ads, LinkedIn Ads, Twitter Ads) open at once the window of a new record of the tab Ads with the platform already chosen.
  3. 3The other six cards (the channels of a mailing) open a channel window first. It has the card name as a title and the hint “Marketing here is a planner: campaigns, ads, segments and templates are kept together with your CRM data. Nothing is sent from this section — write to customers from Chat and calls (channels), send documents from Accounting, and the website chat answers visitors on its own.”.
  4. 4The window lists the integrations that the channel needs, each with its state: Connected (green with a tick), Not connected or Connection error (red). Under the state, the connected mailboxes, numbers or bots are listed line by line. The integrations by channel: e-mail campaign and e-mail — mailboxes; SMS — the SMS providers Twilio, Vonage, Plivo, Telnyx; voice broadcasting and audio call — Twilio or a SIP provider; messengers — Telegram, Viber, WhatsApp, Messenger and online chat.
  5. 5For the mailbox line there is a link Mailboxes in Web Mails that goes to Web Mails. For the other integrations there is a button: Connect (if nothing is connected yet) or Configure. It opens the same window for the access data as in Settings → Integration, so the keys are entered once and in one place.
  6. 6At the bottom: the link All integrations (to Settings → Integration), the button Close and the main button Create Campaign. When no integration of the channel is connected, the main button is pale and a note says “The campaign is saved as a plan. Sending it is not part of this section: write to customers from Chat and calls once a channel is connected there.”; it still works. It closes the window and opens a new record of the tab Campaigns with the channel already chosen.

Campaigns, Ads, Segments, Sales Boost, My Templates

  1. 1These five tabs are ordinary tables; the toolbar, search, sorting, column list, row selection, record window and deletion are described in the section “Tables” below. Here are the fields of each table.
  2. 2Campaigns (record type “Campaign”): Name (required), Channel (E-Mail Campaign, SMS Campaign, Messengers, Voice Broadcasting, Audio Call or E-Mail), Segment (free text), Status (Draft, Scheduled or Sent), Date and Recipients (a number).
  3. 3Ads (record type “Ad”): Name (required), Platform (Facebook, Google, LinkedIn or Twitter), Budget (a number), Status (Draft, Active, Paused or Finished), Start and End (dates).
  4. 4Segments (record type “Segment”): Name (required), Description (a wide field), Contacts (a number) and Updated (a date). A segment is a note about a group of customers; the numbers are entered by hand.
  5. 5Sales Boost (record type “Boost”): Name (required), Type (Discount, Bundle, Loyalty or Upsell), Value, % (a number), Status (Draft, Active or Finished), Start and End (dates).
  6. 6My Templates (record type “Template”): Name (required), Channel (the same list as for campaigns), Author (free text) and Updated (a date).

Ad performance: Google Ads and Meta Ads

The tab Ad performance of Marketing connects your Google Ads and Meta Ads (Facebook and Instagram) accounts and shows real spend, clicks and conversions. It reads the data only; your campaigns on the platform are never changed. The feature is included in the Professional plan. In addition the site administrator has to set up the platform keys; otherwise the platform card says “Not set up on this site yet. The site administrator needs to add the platform keys (see docs/INTEGRATIONS.md).”.

Connecting a platform

  1. 1Open Ad performance. Under the heading Ad platforms there are two cards: Google Ads and Meta Ads (Facebook & Instagram). Each card has the platform logo above it.
  2. 2Press Connect on the platform card. Your browser goes to the login page of Google or Meta; sign in and allow access. You return to the tab with the message “Ad platform connected”. If you refuse access, you see “Access was not granted”; if something else fails, “Could not connect the ad platform” or the explanation of the platform.
  3. 3The button is inactive if the platform keys are not set up on the site (the card says so) or if your plan does not allow advertising.
  4. 4After the connection the card shows a status line: green “Connected”, for Meta “Connected · access valid until” followed by a date, or red “The access has expired. Reconnect to continue.” (press Reconnect). If the platform reports an error, its text is shown in red.
  5. 5The list Ad account under the status selects which of your ad accounts is shown (name and currency); while none is chosen, the list says Choose an ad account. The choice is saved at once.
  6. 6Reconnect (in place of Connect once connected) repeats the login. Disconnect asks for a confirmation (“Disconnect the platform? Your campaigns stay untouched on the platform.”) and removes the connection from the CRM.

Reading the statistics

  1. 1Once an account is connected and chosen, the block Ad performance appears with a list Period at the top right with the options “Last 7 days”, “Last 30 days” and “Last 90 days”. Changing the period reloads the figures.
  2. 2For every connected account there is a card with the platform and the account name. At the top six figures: Spend, Clicks, Impressions, Conversions, CTR (clicks divided by impressions, in percent) and Cost per click (spend divided by clicks). They are totals of the chosen period.
  3. 3Under the figures a bar chart shows the spend by day. Move the mouse over a bar: the top line of the chart shows the date, the spend and the clicks of that day. Without hovering, the day with the highest spend is highlighted.
  4. 4Below the chart a table lists the campaigns with the columns Campaign, Status, Spend, Clicks and Conversions. If there were none in the period, the table says No data for this period. On a narrow screen the table scrolls sideways.
  5. 5When no platform is connected, only the two cards are shown. If the platform returns an error for an account (for example the access has expired), the card shows the error text in red instead of the figures.

Tables: search, sorting, columns, adding and deleting

Several sections show their data in the same kind of table: the tabs of Marketing (except Start and Ad performance), the tabs Variables, Constants and Test Logs of Robot Office, and the tables of My company. Everything below works the same way in all of them.

Tabs, search and filters

  1. 1The tab bar at the top switches between the tables of the section. If not all tabs fit on a wide screen, an arrow button (Show more tabs) at the right end scrolls the bar. The address of the page remembers the tab, so a link with ?tab= opens the needed tab directly.
  2. 2The field Search filters the rows of the current table as you type. Next to it there is a filter list for each column that has fixed values (for example a status or a channel); its first option is “All — <column>”. Search and filters combine. At the top right a chip shows how many rows are shown.
  3. 3If nothing matches, the table shows Nothing found. If the table is really empty, it shows No records yet. Use the button above to add the first one..

The toolbar above the table

  1. 1The primary green button on the right of the toolbar has the caption “Add …” with the type of record (for example “Add Campaign” or “Add Variable”). It opens an empty record window.
  2. 2Left of it stands the button “Edit …” (for example “Edit Campaign”). It becomes active only when exactly one row is ticked; it opens that row for editing.
  3. 3As soon as at least one row is ticked, a red button Delete with the number of ticked rows appears. It asks for confirmation (with the number of rows) and deletes all ticked rows at once. The toast Deleted confirms.

The table itself

  1. 1The checkbox in the header row ticks or unticks all rows that are currently shown (after search and filters). The checkbox in a row ticks that row only.
  2. 2The gear icon in the header opens the list Columns with a checkbox for every column. Untick a column to hide it, tick it to show it again. The name column cannot be hidden. Your choice is remembered in this browser.
  3. 3A click on a column header sorts the table by this column: first ascending, a second click descending, a third click removes the sorting. Rows with an empty value always go to the end.
  4. 4Status columns show a coloured dot before the text (for example green for success or active, red for an error). A click on any row, or on the pencil icon (Edit row) at its end, opens the record window for this row.

The record window

  1. 1The window has a cross in the corner and the fields of the table: text fields (up to 100 characters), number fields (0 or more), date fields and drop-down lists. Some fields are wide and take the whole row. Required fields are the name (and in some tables more).
  2. 2The bottom buttons are Cancel (closes without saving) and Create for a new record or Save for an existing one. If a required field is empty, a message names it; if a number field has something else than a number, a message asks for a number of 0 or more. After a successful save the message Saved appears.
  3. 3When you edit an existing record, a red link Delete appears at the bottom left of the window. It asks “Delete this record?” and, after confirmation, deletes it (the message Deleted).

Feed: posts, news and task cards of the team

The feed (Collaboration → Feed) is the shared wall of your company. Colleagues write short posts, publish news and see the cards of tasks that somebody created in Tasks and Projects. The page asks the server for news every 20 seconds, so posts of colleagues appear without reloading. The feed shows the 100 latest entries.

Writing and publishing a post

  1. 1Click into the large text field “Write something for your team…” and type your text. A post can have up to 2000 characters; line breaks are kept. The button Publish stays grey while the field is empty (spaces alone do not count).
  2. 2The date field next to the text (calendar icon, hint “Due date”) is optional. Choose a date and time if the post is about something with a deadline. The date is shown as a small chip under the post text, and if you later turn the post into a task it becomes the task deadline.
  3. 3The button Choose recipients chooses who gets the post. By default it goes to everyone in the team. Click it to open a list: the first line Everyone in the team resets the choice; below it every colleague has a checkbox. The list is loaded when you open it for the first time and contains the company members with a login and the employees of the directory My company (the latter are marked “From the employee directory, without their own login”; they can be named as recipients, but without a login they cannot get a notification). If nobody is there, the list says “No colleagues yet”. After you tick people, the button shows “To” and their number, and a second button Everyone in the team with a cross appears next to it, which clears the choice.
  4. 4The smiley button Emoji opens a picker with three tabs — Faces, Work and Marks. A click on a symbol inserts it at the place of the text cursor (not at the end), so you can put an emoji in the middle of a sentence.
  5. 5The toggle News marks the post as news. When it is on, the button is highlighted green. A news post is shown in the feed with the label “News” and can be found with the filter of the same name.
  6. 6Click Publish. The post appears at the top of the feed, the field is emptied, and the date, the recipients and the news switch are reset. If the server refuses (for example, because of the plan or an error), a red message appears and the text stays in the field. All colleagues (or only the chosen recipients) get a notification “team”, except you.

Search and filters of the feed

  1. 1The field “Filter And Search” at the top right filters the posts as you type. It looks in the author name, the post text, the task title, the responsible person, the names of the recipients and in all comments of the post.
  2. 2Under the composer there are three chips: All, News and Task. The active chip is highlighted. News shows only news, Task only task cards, All everything. Search and chip work together.
  3. 3Pinned posts are always at the top, then the other posts in the order of publishing (newest first). If nothing matches, the feed shows “Nothing found”.

A post and what you can do with it

  1. 1The head of a post shows the avatar, the author and the date. A post of the kind “task” is a card created automatically when somebody creates a task in Tasks and Projects: it shows the chip “Task”, the title after “Task:” and the line “Responsible Person:” with the responsible person.
  2. 2The pin icon at the top right of a post pins the post to the top of the feed for everybody; the icon turns green and tilts. A second click unpins it. Any member may pin or unpin.
  3. 3The three-dot button (More) opens a small menu with one item, Delete post (red). The post is removed from the list at once. Only the author of the post, the owner and administrators can delete; for anybody else the server refuses and the post comes back.
  4. 4Under the text there is a row of actions. The grey label at the left is the kind of the post (Post, News or Task). Then: Comment puts the cursor into the comment field of this post; Follow subscribes you to the post (the button is green and reads Unfollow while you follow it); More opens the same menu as the three dots.
  5. 5To tasks appears on posts that are not task cards. It creates a real task in Tasks and Projects: the title is the first line of the post (up to 200 characters), the description is the whole text, the deadline is the date of the post. On success the message “Task created” appears and the card of the new task shows up in the feed. The original post stays.
  6. 6To news appears on posts that are not news. It changes the kind of the post to news and shows “Published as news”. This is allowed to the author, the owner and administrators; for others the server refuses and the post silently returns to its old kind (the message still appears).
  7. 7A row of six reaction buttons follows: 👍 ❤️ 😄 🎉 👏 🚀. A click puts your reaction (it turns green, the number next to it grows); a second click on the same one takes it back. One person can give each of the six reactions once. The counter shows how many people gave it.

Comments and notifications

  1. 1Under the reactions the existing comments are listed: avatar, name, date and text. Below them is the comment field “Add Comment”. Type up to 500 characters and press Enter — the comment is added at once. There is no separate button and no editing or deleting of comments.
  2. 2A new comment is sent as a notification to: the author of the post, everybody who follows the post (Follow) and everybody who has already commented in this thread — but never to the author of the new comment.

Chat and Calls: customer conversations and the phone

Chat And Calls is the inbox for conversations with customers from the channels that you connected in Settings → Integration (Telegram, Viber, Messenger, WhatsApp, SMS providers, SIP phone and the chat on your website). A conversation is created by the customer: as soon as somebody writes to your bot, page, number or website chat, it appears in the list. You cannot start a conversation from here; you answer the ones that arrived. The section belongs to the feature “channels” of the plan.

The screen while there are no conversations

  1. 1Until the first customer writes, the page shows a chat icon and the text “No conversations yet”.
  2. 2If no channel is connected yet, under the text you see the explanation “Connect Telegram, Viber, Messenger, SMS or the website chat — and the messages will appear here.” and the button Open Integration settings, which opens Settings → Integration.
  3. 3If channels are connected, the page says “Your channels are connected. As soon as someone writes, the conversation appears here.” and lists each channel as a card: the icon in the brand colour of the channel, the name of the channel and of your bot or number, and a status at the right — Connected (green) or Needs attention (orange). Under the name there is a short instruction what to do to start a conversation, for example for Telegram: write any message to your bot; for the website chat: put the code from Settings → Integration → Online Chat on your website and send a test message from the chat bubble.
  4. 4On opening the page the CRM also checks Telegram (are messages reaching us?) and WhatsApp (does the number still answer to the saved token?). If a channel has a problem, an orange box with the reason appears under its card. The known reason “webhooks need a public https address” is translated; other texts come from the provider as they are. For a Telegram bot in local mode a note explains that new messages are fetched while the page is open (“Local mode: new messages are fetched while this page is open. On a public https address the site switches to webhooks.”).
  5. 5The button Open Integration settings at the bottom opens Settings → Integration, where you can fix the channels.

The list of conversations

  1. 1On a wide screen the list stands in a column at the left and the open conversation at the right. On a tablet only the conversation is shown, and the list slides in from the right when you click the messages icon (Conversations) in the header of the conversation; a click outside the panel closes it. On a phone the list is a separate screen: a tap on a conversation opens it, and the arrow Back in its header returns to the list.
  2. 2Each row shows an avatar with initials, a small icon of the channel, the name of the person (or the phone number), the time of the last message (on a tablet it is hidden) and the beginning of the last message. A green round counter is the number of unread incoming messages. The conversation that is open is highlighted. When you open the page on a wide screen, the first conversation is opened at once.
  3. 3The list is refreshed every 6 seconds and the open conversation every 3 seconds, so new messages appear by themselves. A conversation counts as read only when you actually open it (on a phone — when you tap it), and its counter is reset.

Reading and answering

  1. 1The header of a conversation shows the name of the person and the icon of the channel. The messages go one under another: your outgoing ones on the right with a green tint and the label “You”, incoming ones on the left with the name of the person; next to each one is the time. The view scrolls to the last message by itself.
  2. 2Type your answer into the line at the bottom (“Write Your Message Here...”, up to 2000 characters) and press Enter. There is no send button: Enter is the only way. The message goes to the customer through the same channel — Telegram, Viber, Messenger, WhatsApp or an SMS provider. In the chat of the website the visitor picks the message up at the next poll of the bubble.
  3. 3If the channel refuses (for example, the token is wrong or the customer has blocked the bot), a red message appears (its text is the reason of the provider, or “Message was not sent”), and your text stays in the line so that you can send it again.
  4. 4For a conversation of the channel SIP phone the line at the bottom is replaced by the note “This provider handles calls only, use the call button.”: this provider works with calls only.

Files, photos and voice messages

  1. 1Only in conversations of Telegram and Viber, two more buttons appear at the right end of the input line: the microphone (Record a voice message) and the paper clip (Attach a file). In other channels they are not shown.
  2. 2The paper clip opens the file dialog of your computer. Choose a photo or a file (up to 4 MB): it is first saved in the storage of your company and then sent to the customer. If you have typed some text in the line before, that text goes as the caption of the file (in Viber the caption goes as a separate message). If file storage is not connected on the server, an error appears instead.
  3. 3The microphone starts a voice recording (the browser asks for permission for the microphone the first time; if it is denied or missing, the message “The microphone is not available. Allow access in the browser.” appears). While recording the button is red, pulsing and turns into a stop square (Stop and send). A click on it stops the recording and sends the voice message at once as an audio file. In Telegram it is converted into the voice format of Telegram.
  4. 4Incoming and outgoing attachments are shown in the conversation: a photo as a picture (a click opens it in a new tab), a voice message as a player with the usual audio controls, any other file as a card with an icon, the file name and the size, which downloads the file on a click. While the file is being prepared the bubble shows “Loading file…”.

Calls from a conversation and deleting

  1. 1In conversations of the channels SMS / Phone and SIP phone the header has a phone icon (Call). It starts a call to the number of the customer through the phone widget (see the next block). If the phone is not connected, the message “The phone is not connected. Check Twilio in Settings → Integration.” appears; if a call is already going on, the click does nothing. When the provider of the conversation differs from the one that is chosen in the phone, the phone switches to the provider of this conversation first.
  2. 2Every call — incoming, outgoing, missed — leaves a line in the conversation, centred between the messages: the direction icon, the result and the time. Texts of the result: “Incoming call · duration”, “Missed call”, “Outgoing call · duration”, “No answer”, “Line busy”, “Call failed”. The icon is green for a completed call and red otherwise.
  3. 3The three-dot button (More) at the right of the header opens a menu with the red item Delete conversation. A dialog asks “Delete this conversation with all its messages?”. After the confirmation the conversation and all its messages are deleted from the CRM and the view goes back to the list (on the mobile). The conversation on the side of the messenger is not touched. If the customer writes again, a new conversation appears.

The phone widget (bottom right)

  1. 1The phone is not a part of the page Chat And Calls: it is attached once to the whole CRM, so it is available on every page, and a running call is not interrupted when you go to another page. It is started only if the plan includes the feature “channels”. The round green button with a dial pad at the bottom right (Open phone) opens it; a small dot on it shows the connection: green — Connected, orange — Connecting…, grey — Not connected.
  2. 2If no phone provider is connected, the panel shows “Connect a provider first”, the text “No phone provider is connected yet.” and the button Connect a provider, which leads to Settings → Integration. The dialling appears after a provider is connected. The cross at the top right (Close) closes the panel.
  3. 3The header of the panel shows the provider. If several providers are connected, it is a drop-down list (Provider) where you choose the provider for the next call; during a call it is locked. Below there are two tabs: Keypad and Recent.
  4. 4Keypad: the field “Phone number” accepts digits, +, * and #; any other characters you type are removed at once. The 12 keys work like on a phone (digits with letters under them). The backspace icon (Delete digit) deletes the last symbol. The green round button (Call) starts the call; Enter in the field does the same. It is inactive while the number is empty or the phone is offline; in the latter case the red text “Not connected” is shown under the keys.
  5. 5Recent: the list of recent calls with a phone arrow for the direction, the name (if the number is known) or the number, the result (duration, “Missed”, “No answer”, “Busy”, “Failed”) and the time. A click on a line puts the number into the keypad and switches to the keypad, so that you can call back at once. An empty list says “No calls yet”.
  6. 6An outgoing call: the panel changes to the call view — “Calling…” with the number. When the other side answers, the status becomes “In call” and a timer runs. During the call three round buttons are available: the microphone (Mute microphone, grey when muted), the dial pad (opens a keypad to send digits into the call, for example to pass a voice menu; the digits you sent are shown above it) and the red handset (End call).
  7. 7An incoming call: the panel opens by itself, even if it was closed, and plays a ringtone (two short beeps every 3 seconds; the browser may keep the sound off until you have clicked on the page once, but the panel still appears). It shows “Incoming call” and the number. The red button Decline rejects it, the green one Answer takes it; after that the call runs as described above.
  8. 8For calls the browser needs access to the microphone. If it is refused, the message “Allow access to the microphone in the browser to make and receive calls.” appears. If the provider rejects the keys (Twilio), the message “Twilio rejected the connection. Check the Twilio keys in Settings → Integration.” appears.

Calendar: events, reminders and Google / iCloud

Calendar (Collaboration → Calendar) shows a month or a week with your events and with the deadlines of your tasks. There are two calendars: My Calendar is private, only its author sees the events; Company Calendar is shared, every member of the company sees the events.

The page: tabs, views and navigation

  1. 1At the top left two tabs switch the calendar: My Calendar and Company Calendar. Tasks with a deadline are shown only in My Calendar.
  2. 2The field “Search Calendar” filters the events and the tasks by title as you type.
  3. 3The list Month / Week chooses the view. In the month view you see the full weeks that cover the month; in the week view seven days around the chosen date, with much more room per day. The week always starts on Monday. Above the grid on a wide screen the current date is written as a heading.
  4. 4The arrows Previous and Next move by one month (or by seven days in the week view); the word Today between them jumps back to today. Today is marked with a green frame and, on a wide screen, a green number.
  5. 5Every event is a coloured bar with the start time and the title. A month cell fits three bars; when there are more, a small “+ number” shows how many are hidden (switch to the week view to see all). Tasks with a deadline are blue bars with the time and the title; a completed task is grey and struck through.
  6. 6On a phone the grid shows only coloured dots. A tap on a day selects it, and under the grid you see the date, the button Add event and the list of events and tasks of this day (or “No events for this day”). On a tablet and a computer a click on an empty place of a day opens the window of a new event at once, and a click on a bar opens the existing event (or the task).

Creating and editing an event

  1. 1Click a day (or on a phone the button Add event). The window opens with default values: the chosen day, 09:00 – 10:00, the calendar you are currently in, no reminder. To edit an event, click its bar; the same window opens with its data. On a phone the window covers the whole screen.
  2. 2The first line is the title (Event Name, up to 100 characters, required). At its right there is a colour square with an arrow (Event color): it opens a palette of six colours (orange, blue, turquoise, red, violet, light blue); a click on a colour applies it and closes the palette. The cross closes the window without saving. Escape closes the palette first and only the second Escape closes the window, so you do not lose the typed event.
  3. 3Description (up to 2000 characters) is a free field for the agenda, participants and links; the field can be stretched in height.
  4. 4“Calendar:” is a list with My Calendar and Company Calendar. It decides who sees the event: only you, or the whole company. You can move an event from one calendar to the other later by editing it.
  5. 5The row of four fields sets the time: the start date (Start date), the start time (Start time), the end time (End time) and the end date (End date). A click on a field opens the picker of the browser. If the end is earlier than the start, the save is refused with the message “The end can't be before the start”. An event may last several days.
  6. 6Attendees is a free text line (up to 200 characters, the grey hint says “Change”): write the names of the participants as you like. This is only a note; nobody gets an invitation from it. The link Open Chat at the right leads to Chat And Calls.
  7. 7Location is another free line (up to 200 characters; the hint says “Add”).
  8. 8Reminder: the word Add is a list with four choices — 5, 15, 30 or 60 minutes before the start. The chosen value is shown in green with a small cross (Remove reminder) that removes it. There can be one reminder per event.
  9. 9At the bottom: Cancel closes without saving, Create (for a new event) or Save (for an existing one) saves it. An empty title gives “Enter an event name”. After success the message “Event saved” appears and the window closes; if the server fails, the window stays open with what you typed so that you can try again.
  10. 10When you edit an existing event, a red word Delete appears at the left of the bottom row (on a phone — below the buttons). It deletes the event at once, without a further question, and shows “Event deleted”.
  11. 11If Google Calendar is connected (see below) and the event is in Company Calendar, it is also written to Google. If that fails, the event stays saved in the CRM, and a red message names the reason (the event is saved but not transferred) for 7 seconds; the same holds for deleting (the event is deleted, but not in the external calendar).

Reminders

  1. 1When the reminder time comes, a notification of the type “event” is created (the bell in the header): for an event of My Calendar only for its author, for Company Calendar for all members. The link of the notification leads to the calendar. A reminder is created exactly once per event and value.
  2. 2The same reminder goes by e-mail to those people who switched on e-mail notifications in their profile, if a mailbox of the company is connected in Web Mails. The e-mail text is in German.
  3. 3Important: the reminder is checked every 30 seconds while somebody from your company keeps the CRM open in a browser, and once a day by the server. If the CRM is closed for everybody, a reminder that should come in the minutes before the event may come late; a delayed reminder is still delivered while the event is running (and for one more hour after it), but not later.

Tasks in the calendar

  1. 1In My Calendar every task of Tasks and Projects that has a deadline is drawn on the day of the deadline as a blue bar with the time of the deadline. A click opens the preview window of the task.
  2. 2The window shows the title, the line “Task #N – status” (N is the position in the list) with the status — In Progress (green), In Progress, Overdue (red) or Completed (green) —, the description (or the title if there is no description) and, if set, “Responsible Person:” with the person. The number is the position of the task in the list. The star at the right of the description (Pin) marks the task as important for you: it turns orange; a second click removes it.
  3. 3The button Edit leads to the page Tasks and Projects (it opens the task list, not the task itself). The button Finish (hidden for a completed task) marks the task as completed, shows “Task completed” and closes the window; on an error a red message appears and the window stays open.

Google Calendar and iCloud

  1. 1The button Calendars at the top right (its outline is green as soon as at least one external calendar is connected) opens the window “External calendars”. The text at its top explains the rules: events from Google appear in the Firmspace calendar; events of the company calendar are written to Google and deleted there as well; private events (“My calendar”) stay in Firmspace; iCloud is read-only.
  2. 2Google Calendar, not connected: the button Connect. It is inactive if Google sign-in keys are missing on the server. A click takes you to the consent page of Google in the same tab; after the consent Google brings you back to the calendar with the message “Calendar connected”; if you decline, the window shows “The permission request was declined.”.
  3. 3Google Calendar, connected: at the right of the title a green chip with your Google e-mail. Under it the list of your Google calendars with checkboxes — only ticked calendars are imported. If the list is empty, the link Load calendar list loads it. The list Calendar for new events chooses into which Google calendar events created in the CRM are written; the first choice is Primary calendar.
  4. 4An old connection that was given only read rights shows the orange note “This connection is read-only — events from Firmspace are not written to Google.” with the link Reconnect: click it and give the consent again, otherwise events from the CRM will not reach Google.
  5. 5The button Sync now fetches the events at once (the message “Calendars updated”, the arrows turn meanwhile). Otherwise the exchange runs by itself, at most every 15 minutes, while somebody uses the CRM and by the schedule of the server. Only the window from one month back to six months ahead is exchanged. The grey link Disconnect disconnects the calendar. An error of the connection is shown under the title in orange.
  6. 6iCloud: Apple does not offer a sign-in dialog for calendars, so the block shows the hint “Apple does not offer a sign-in dialog for calendars. Create an app-specific password at appleid.apple.com and enter it here.” and two fields, Apple ID (e-mail) and App-specific password (both required). Create an app-specific password at appleid.apple.com, enter it and click Connect (while it works, “Connecting…”). After success the message “Calendar connected” appears, the password is cleared, and you see the list of iCloud calendars with checkboxes, the buttons Sync now and Disconnect. iCloud events only come into the CRM (into the company calendar); nothing is written back to iCloud.

Online documents: Google Docs, files and folders

Online Documents (Collaboration → Online Documents) keeps the documents of the company in one place, in folders. There are two kinds of things here: Google documents (text, spreadsheet, presentation), which are created in the Google Drive of the company and edited in Google, and ordinary files and photos, which are uploaded and stored by Firmspace itself. The section is included in the Professional plan.

Connecting Google Drive

  1. 1Google documents can be created only after Google Drive is connected. While it is not connected, a card “Connect Google Drive” is shown above the tiles. It explains that Docs, Sheets and Slides are created in your own Drive and open in the editor of Google, and that the CRM can also bring in the files you already keep there.
  2. 2Click Connect Google Drive. The browser goes to the consent page of Google in the same tab; give the two rights it asks (to create and change the files the CRM made, and to read the files of your Drive for the import). After the consent you return to the page and see “Google Drive connected.”. If you decline, the message “Google Drive was not connected.” appears; on another error a red message names the reason.
  3. 3If the site has no Google sign-in keys, the card says “Google Drive is not switched on on this site yet (Google sign-in keys are missing).” and has no button: this must be fixed by the administrator of the site, not by you.
  4. 4When Drive is connected, the card is replaced by a thin line “Google Drive connected as <your Google e-mail>” with three controls: the button Add files from Drive, and the links Reconnect and Disconnect. The connection belongs to the whole company: one Google account serves everybody.
  5. 5Reconnect repeats the consent (use it when the import asks you to reconnect, or to switch to another Google account). Disconnect disconnects Drive at once: the documents already in the list stay, but new Google documents cannot be created until you connect again.
  6. 6Add files from Drive brings in the files that already lie in your Drive: the button changes to “Importing…” and is inactive while it works. One run takes up to 200 new files; press it again to get the next ones, nothing is duplicated. Folders and shortcuts of Drive are not imported, and the imported files land in the root folder Documents (the folders of the CRM and of Drive are not linked). A message tells how many files were imported, or “No new files found on Google Drive.”. If Drive was connected long ago with narrower rights, a message with the button Reconnect appears for 10 seconds: press it and give the consent again.

Creating a Google document

  1. 1Under the toolbar there is a row of square tiles: three Google types (Google Docs, Google Sheets, Google Slides) and the tile Upload file or photo. The tiles are dimmed when the thing is not available (Drive is not connected, or file storage is off), but they can still be clicked and explain what is missing.
  2. 2Click a Google tile. Without Drive a message for 10 seconds says “Connect Google Drive first to create Google documents.” and offers the button Connect Google Drive right in the message. With Drive a window “New document” opens: the name field is already filled with “New document” and focused (up to 100 characters), under it a hint that the document opens in Google in a new tab, edited there, saved by Google automatically and stays in the list.
  3. 3Type the name and press Create (or Enter). An empty name gives “Enter a name”. The browser opens the new Google document in a new tab at once; in the CRM the message “Document created.” appears and the window closes. If the browser blocks the new tab, the message “The document was created. Open it from the list.” tells you to open the document from the list.
  4. 4The document is created in the folder you are currently in (see the folder path below) and in the matching folder of your Drive. Edit it in Google as usual; you do not have to save. Names, changes and the modified date come back to the CRM when the page is opened or refreshed. A document you moved to the trash in Google disappears from the CRM list at the next refresh.

Uploading files and photos

  1. 1Click the tile Upload file or photo — the file picker of your device opens; you can choose several files at once. If the file storage is not connected on the site, the message “File storage (Firebase) is not connected on this site yet.” appears instead.
  2. 2The files go one after another; for each one a message “Uploading <name>” is shown, then a red message names a failure. When the series is finished a green message tells how many files were uploaded. Big photos are reduced in size before they are sent. A single file may be at most 4 MB.
  3. 3The whole company has a total storage limit that depends on the plan (Free 500 MB, Standard 2000 MB, Professional 10000 MB). When it is full, the upload is refused with the advice to upgrade the plan (see Upgrade Your Plan). The file goes into the current folder.

The toolbar, views, search and folders

  1. 1At the top left three tabs switch the look of the list: List (a table), Grid (small cards in up to six columns) and Tile (wide cards in up to three columns). The choice is not remembered after you leave the page.
  2. 2The search field “Filter And Search” looks for folders and files by name as you type. Its filter menu narrows the files: Type (all, Google Docs, Google Sheets, Google Slides or file), Source (all, From Google Drive or In Firmspace) and Created By (a person who made a file; the choice appears only when there are authors).
  3. 3The circular arrows (Refresh) reload the list and, when Drive is connected, pull the new names, dates and deleted documents from Google; they turn while it works. The button New folder opens the window “New folder” with a name field (“Folder name”, up to 100 characters; the server keeps 80) — press Create or Enter. A folder with the same name in the same place is refused. The green message “Saved” confirms it.
  4. 4The line “Folders” under the tiles is the path: the first word Documents is the top level, then every folder you went into. Click any part of the path to jump back there; the last part (where you are) is white and not clickable. Folders can be nested; create a new folder inside the folder you are in.
  5. 5The area under the path shows first the folders (with a folder icon), then the files. An empty section says “No documents here yet. Choose a type above to create one.”, an empty folder “This folder is empty.”.

Working with folders and files

  1. 1In the List view the columns are: File Name (with an icon of the type and, under the name, the type or the size or “From Google Drive”), a status column, Created By and Modified. A click on the header File Name sorts the names A→Z / Z→A (the arrow shows the direction). For folders the status column says Folder, and the author and date are dashes.
  2. 2The header of the status column is a drop-down. Choose Active (the default), Archived or All — archived files are hidden from the normal view, so this filter is the way to find them again. The filter works only in the list view.
  3. 3A click on the name of a folder goes into it. A click on the name of a file opens it: a Google document or an imported Drive file opens in Google in a new tab; a photo or PDF you uploaded opens in a new tab of the browser; any other uploaded file is downloaded. If it fails, the message “Could not open the file.” appears.
  4. 4At the right end of each row (or card) there are three dots (More). For a folder the menu has: Open, Rename, Move to… and, separated by a line and red, Delete.
  5. 5For a file the menu has: Open in Google (for Google documents and imported Drive files) or Open / download (for uploaded files), then Rename, Move to…, Archive (or Restore for an archived file) and the red Delete. For a PDF you uploaded there is one more item, Analyze: it opens the assistant Firmspace AI and asks it to read the document and say what it is; if it is an employment contract, the assistant offers to save the contract type, the start date and a note in the profile of the matching employee. It appears only when the assistant is switched on for your plan.
  6. 6Rename opens a window with the current name (up to 100 characters); press Save. For a Google document made by the CRM, the new name is also written to Drive; for an imported Drive file the name changes only in the CRM. An empty name gives “Enter a name”.
  7. 7Move to… opens a window with the name of the item and a list of all folders: the top item Documents, then the folders with an indentation and an arrow for each level of nesting (a folder cannot be moved into itself or into its own subfolders, so they are missing from the list). Choose the target and press Move; the message “Moved.” confirms it. Google documents of the CRM are also moved in Drive.
  8. 8Archive hides a file from the normal list without deleting anything; Restore (in the status filter Archived or All) brings it back. It happens at once, without a question.
  9. 9Delete always asks first. For a folder: “Delete this folder? Only empty folders can be deleted.” — only an empty folder can be deleted; if it still holds folders or files, the server refuses and asks you to move or delete the contents first. For a Google document: “Delete this document?” — it goes to the trash of your Drive as well. For an uploaded file: “Delete this file? It will be removed from storage.”. An imported Drive file is removed only from the CRM; the file itself stays in your Drive.
  10. 10In the Grid and Tile views the same actions are available: a click on the card opens the folder or the file, the three dots give the menu described above. The column filters and the archive filter of the table do not exist in these views (the archive shows only active files there).

Web mail: your mailbox inside the CRM

Web Mails (Collaboration → Web Mails) connects the company mailbox (Gmail, Outlook, Office 365, Yahoo, iCloud or any IMAP mailbox) so that you read and write e-mails without leaving the CRM, and so that new senders become leads. The mailbox belongs to the whole company: everybody who has access to the section sees the same letters. The section is included in the Professional plan.

Connecting a mailbox

  1. 1While no mailbox is connected, the page shows a grid of provider tiles: Outlook, Google Mail, Yahoo, iCloud, Office 365 and IMAP. Click the tile of your provider — a window with its name opens. The cross at the top right (or a click outside) closes it.
  2. 2At the top of the window a grey text explains the way for this provider. For Gmail: sign in with Google, or turn on 2-step verification in your Google account, create an app password and enter it. For Outlook and Office 365: sign in with Microsoft, or enter an app password if the account allows it. For Yahoo, iCloud and IMAP an app password is needed (for iCloud it is created at appleid.apple.com, your usual Apple ID password will not work).
  3. 3For Gmail, Yahoo and iCloud a green link Create an app password opens the page of the provider where you create the app password (in a new tab).
  4. 4Gmail, Outlook and Office 365, when the site has the sign-in keys of Google or Microsoft: a green button Sign in with Google / Sign in with Microsoft. It takes you to the sign-in page of the provider in the same tab. After you agree, you return to Web Mails with the message “Mailbox connected” and the new mailbox is selected. If you cancel there, the message “Sign-in was cancelled” appears; another failure gives a red message “Sign-in failed” with the reason. The link Or use an app password under the button shows the password form instead.
  5. 5The password form has the fields Email address and Password (app password) (both required; up to 200 characters; spaces in an app password are removed automatically, so you can paste “abcd efgh ijkl mnop”). The password is sent to the server and stored encrypted. Press Connect: the server first checks the connection, and only if it works, the mailbox is saved. A wrong password or an unreachable server is shown in red under the form and nothing is saved.
  6. 6For the tile IMAP the form has four more fields: IMAP server and its Port (default 993), SMTP server and its Port (default 465); the hints show imap.example.com and smtp.example.com. Yahoo, iCloud and the others use ready settings. Server addresses that point inside a private network (localhost, 10.x, 192.168.x and the like) are refused for safety.
  7. 7After a successful connection by password the window closes, the new mailbox is selected and a green message with its address appears.

The mailbox screen

  1. 1On the left there is the list of folders: Inbox (with the number of unread letters on the right), Starred, Snoozed, Sent and Draft. A click switches the folder and clears the selection of letters. The current folder is green. On a narrow screen the list stands above the table.
  2. 2Inbox shows the received letters that are not snoozed; Starred all starred letters of any folder; Snoozed the snoozed letters; Sent the letters you sent (including those you sent from the CRM); Draft the drafts that are stored in the CRM.
  3. 3Above the table there is a line “Mail account:” with the address of the mailbox and the provider in brackets. When several mailboxes are connected, it becomes a drop-down where you choose the one to work with. Next to it: the circular arrows (Check for new mail) check for new letters at once (they turn while it works; a failure is shown in a red message), the link Add mailbox returns to the provider tiles (the link “← Back” above them brings you back), and the link Disconnect with a cross.
  4. 4Disconnect asks for confirmation: the question names the address and says that the letters will be removed from the CRM while on the mail server they stay. After the confirmation the mailbox and its letters disappear from the CRM; if it was the last one, the provider tiles are shown again.
  5. 5When the server cannot load the mailbox (a changed password, a revoked consent), a red frame appears above the search with the text “Could not load the mailbox” and the reason. Fix it by disconnecting and connecting the mailbox again.
  6. 6New letters are fetched automatically once a minute while the page is open, and at once when you press the arrows. Each check takes the latest 30 letters of the folders Inbox and Sent (for Gmail and Outlook) or the latest 40 (for other IMAP mailboxes); the table shows up to the latest 300 letters. Letters that were already loaded are never overwritten: read marks, stars and snoozing are kept only in the CRM, they are not sent back to the mail server.
  7. 7The search field “Filter And Search Mail” looks (after a short pause of 0.3 s) in the subject, the sender, the recipient and the text of the letters of the selected mailbox; up to 100 characters.
  8. 8The table has three columns: a check box, Name and Date. In the column Name there are a star and the line “sender — subject” (in the folders Sent and Draft the recipient instead of the sender; a letter without a subject shows “(no subject)”). Unread letters are white and bold, read letters grey. When there is nothing to show, the table says “No e-mails here”, and while the mailbox is loading — “Loading mail…”.

Reading, writing and organising letters

  1. 1Click the line of a letter: a window opens with the subject, the line “sender → recipient · date and time” and the text (plain text, line breaks are kept). The letter is marked as read at once (the unread number of the Inbox goes down). The cross closes the window. A link with a spark, Analyze, is next to the cross: it opens Firmspace AI and asks it whether the letter is an enquiry, a question or something else, with priority, a short summary and a suggestion to create a lead or a task. It is shown only when the assistant is switched on for your plan and your role may search mail.
  2. 2The star at the left of a row (Star) toggles the star of this letter at once: yellow when set. The starred letters are collected in the folder Starred.
  3. 3The check box in a row selects letters; the check box in the header (Select all) selects all letters shown. As soon as at least one is selected, three actions appear at the left of the button New E-Mail: Star (sets the star on all selected), Snooze (moves the selected letters to Snoozed, they disappear from the Inbox) — inside the folder Snoozed the same button reads Move to inbox and returns them to the Inbox — and the red Delete with the number of letters.
  4. 4Delete asks “Delete N e-mails?” first. After the confirmation the letters disappear from the CRM only; on the mail server they stay. The bulk star can only set stars: to remove a star, click the star of the row.
  5. 5The green button New E-Mail opens the window “New E-Mail” with three fields: To (up to 300 characters; several addresses are separated by a comma or a semicolon, at most 20), Subject (up to 200) and “Write your message” (up to 5000 characters, plain text, no attachments). Below: Cancel, Save draft and Send (Enter in a field does not send).
  6. 6Send checks the address (if it is wrong: “Enter a valid recipient e-mail”), sends the letter from the selected mailbox (through the API of Google/Microsoft or through SMTP), shows “E-mail sent”, closes the window and opens the folder Sent. When the sending fails, the message “The email was not sent” (or the reason) appears and the window stays open with your text.
  7. 7Save draft stores the letter as a draft in the CRM without sending it (the address is not checked), shows “Draft saved” and opens the folder Draft. A click on a draft opens the same window with the saved fields; if you send it, the draft is removed, if you save it again, it is updated (no second copy is created). Cancel closes the window without saving.

Leads from incoming mail

  1. 1The check box Create leads from new emails in the line above the table (it is on by default; a hint under the mouse explains it) makes the CRM turn new senders into leads. The setting belongs to the selected mailbox and is saved at once; if saving fails, the box returns to its old state and a red message appears.
  2. 2How it works: for each new letter from a person who is not yet in Contacts, the CRM creates a contact (source “email”) and a card in the first column of the deal board of CRM (the title of the card is the subject of the letter). If the sender is already a contact, the letter is just added to the activity of that contact. One sender gives one lead per check.
  3. 3Not counted as leads: newsletters and automatic replies (letters with unsubscribe headers or marked as bulk), addresses of robots (no-reply, notifications, mailer-daemon and the like), letters from the mailbox itself, and old letters — the first check after the connection only remembers the moment, so that your old correspondence does not become hundreds of leads. If a card or a contact appears by mistake, delete it by hand.
  4. 4After a check that created leads, a green message “New leads from e-mail: N” appears. The event also starts the automation trigger “new lead” (see Robot Office) and creates a notification in the bell; with the check box on you also get a bell notification for each new incoming letter (at most five at once, then one summary).
  5. 5The same connected mailbox is used by the CRM to send e-mails on its own: reminders of the calendar to people who switched on e-mail notifications, and invoices and quotes that you send from Accounting. Without a connected mailbox these e-mails are not sent.

My company: employees and knowledge base

My company has two tabs: Employees (a directory of the people of your company) and Knowledge Base (articles for the team). The section is included from the Standard plan; it is available to the owner, administrators, managers and to anybody who has the “Company” access ticked in Team and access.

Employees tab: search and filters

  1. 1Open My company and stay on the first tab, Employees. The table lists the employee records of the current firm, newest first.
  2. 2The field Search searches the first name, last name and e-mail on the server. The search starts by itself 300 ms after you stop typing (no button to press), takes up to 100 characters and always returns to the first page. The small cross at the right end of the field clears the text and shows everybody again.
  3. 3The filter button next to the search (sliders icon) opens a small window. It shows a number on the button when filters are active. Inside are two lists: Department (first entry All departments) and Position (first entry All positions). Choose a value and the table is filtered at once; the two filters combine, and the match must be exact. A link at the bottom of the window resets both filters. Note: the lists offer only the values that occur in the rows currently loaded on the page.

Adding an employee: the Invite Employees window

  1. 1Press the green button Invite Employees (with a plus) above the table. A window titled Invite employee opens.
  2. 2Fill in the fields: First Name and Last Name (both required, up to 100 characters), E-Mail (required, up to 200 characters), Work Phone, Internal Phone (both accept a telephone number), Position, Department, Contract type (a free text; the field shows a hint with an example) and Contract start (a date picker).
  3. 3Press Invite to save, or Cancel (or the cross at the top right) to close the window without saving. If the name or the e-mail is empty, the message “First name, last name and e-mail are required” appears and the window stays open. After a successful save you see “Employee added”, the window closes and the person appears at the top of the table; a server failure shows “Something went wrong. Please try again.”.
  4. 4Important: by itself this only creates an entry in the directory, without an account. Owners and administrators also see a frame with a tick box Also give access to the CRM (with a note Without this the employee is only a directory entry with no account. With it they can sign in (existing account) or register with this email.) and, once it is ticked, a list Role (Manager, Employee or Viewer). With the box ticked the person is added to the firm at the same time exactly as in Team & access (an existing account gets access at once, otherwise an invitation is stored) and you see “Employee added and given access to the CRM.”, or “Employee added and given access; an email was sent from your firm mailbox.” when an e-mail was also sent from the mailbox connected in Web Mails. If the access cannot be given (for example the plan’s user limit is reached), the entry is still saved and a red message “Employee added to the directory, but access was not granted: …” names the reason.

The table, the row menu and paging

  1. 1The table has the columns: a gear icon (the row menu), Photo (the picture, or a circle with the initials when there is none — a photo cannot be uploaded in this window), First And Last Name, E-Mail, Work Phone, Position, Department and Internal Phone. It is at least 1040 px wide, so on a small screen you scroll it sideways.
  2. 2At the start of every row there is a three-dots button. It opens a menu with two entries. Edit opens the same window as for adding, titled Edit employee, with the data filled in; its button is Save and after saving you see “Saved”. The red entry Delete opens a confirmation window “Delete this employee?”; confirm it to remove the entry (the person’s account, if one exists, is not touched), or cancel.
  3. 3Twenty rows are shown per page. Under the table you see the total number of entries (“TOTAL”), the number of pages (“PAGES”) and the buttons PREVIOUS and NEXT; they are grey at the first and last page. When nothing is found the table shows “No employees yet. Invite the first one.”.
  4. 4The same people are also shown in a compact form under Colleagues in the settings (see the section “Settings”).

Knowledge base tab

  1. 1Open the second tab Knowledge Base. It works like the other list pages of the CRM (tabs, search, filters, Delete, the record window) — all these mechanics are described in the section “Tables”. Here the record is an “article”, so the toolbar buttons are named “Add Article” and “Edit Article”.
  2. 2Four sub-tabs group the articles: General, Sales, Accounting and Team. The window of an article has the fields Title (required), Category (a list; General: Process, Tools, Policy, Onboarding — Sales: Call script, Pricing, Objections, Process — Finance: Invoices, Taxes, Expenses, Deadlines — Team: Onboarding, Holidays, Contacts, Policy), Text (a wide text field for the article text), Author and Last reviewed (a date).
  3. 3Until your firm changes a sub-tab, it shows a few starter articles as examples (they are written in German in all languages). The first time you edit or delete one, all the examples of that sub-tab become ordinary records of your firm that you can change freely.

Settings: tabs, colleagues, team and access

Settings is opened from the menu on the left. On the left of the page a card lists five tabs; the active one is green and every tab has its own address, so you can bookmark it: Account, Notifications, Integration, Colleagues and Team & access. The first two are described in the section “Account and notifications”, the third in “Integrations”, the last two below. Colleagues and Team & access belong to the “multi-user” feature and need the Standard plan or higher.

Colleagues tab

  1. 1Colleagues shows the same employee directory as My company → Employees, only more compactly, and both pages edit the same records. Above the table: the field Search (with the same filters All departments and All positions behind the filter button) and the green button Add Employee, which opens the same window as in My company (fields, required name and e-mail, messages — see the section “My company”).
  2. 2The table has a checkbox in the header (Select all) and a checkbox in every row. As soon as at least one row is ticked, a red text Delete selected with the number appears above the table; it asks for a confirmation for the selected employees and deletes them together.
  3. 3Columns: Name (the picture or initials, the name, the position below it, a green dot with the tooltip “Active”, then a red cross Remove that deletes just this person after a confirmation, and a pencil Edit that opens the edit window), Position, Department, Phone and E-Mail. While loading the table says “Loading…”, when there is nobody “No colleagues yet. Add the first one.”.
  4. 4Two limits of this page: the green dot is always shown (it does not tell whether the person is really online), and there is no paging — only the first 20 people are listed. For a long list use the search here or the paged table in My company.

Team and access tab: adding a person

  1. 1Open Team & access. This is where people receive a real login to the CRM of your firm. The tab is meant for the owner and administrators; everybody else sees the text “Only the owner and administrators can manage the team.”. The heading of the page is the name of the firm and a grey help text Add colleagues and choose what each of them can do. Owner and administrators manage the team; a viewer can only read. explains what the tab does.
  2. 2The card Add a colleague has: an e-mail field (required; the hint shows colleague@example.com), a list Role and the button Add. In the list you choose Manager, Employee or Viewer; the entry Administrator is offered only to the owner. The owner role cannot be given to anybody.
  3. 3Under the fields there is a frame Sections available to them (leave empty for the role's defaults): with tick boxes for the sections: CRM, Tasks, Company, Collaboration, Mail, Marketing, Inventory and Automation (the frame is hidden for the role Administrator, who sees everything). If nothing is ticked, the person gets the standard sections of the role (see the table below). If you tick at least one box, exactly the ticked sections are given and the role’s standard sections no longer apply. A grey note If the person already has an account they get access at once; otherwise the invitation works when they sign up with this email. under the button repeats how this works.
  4. 4Press Add. The server checks: the e-mail must be valid; only the owner can add an administrator; the plan’s seat limit counts the members plus the open invitations (Free: 1 person, Standard: 50, Professional: no limit) — beyond it you get a message “Your plan allows N team members. Upgrade the plan…”; a person who is already in the firm gives “This person is already in the firm”.
  5. 5Two outcomes are possible. If a Firmspace account with this e-mail already exists, the person is added at once and you see “Colleague added to the firm.”; the firm appears in their firm switcher. If there is no such account, an invitation is stored for 30 days and you see “Invitation saved: access appears as soon as this email registers.”; it is applied automatically when a person registers with exactly this e-mail. If a mailbox is connected in Web Mails, a short e-mail with the way to sign in or register is also sent from it, and you see “Colleague added to the firm; a notification email was sent from your firm mailbox.” or “Invitation saved and emailed from your firm mailbox: access appears as soon as this email registers.” instead. Without a connected mailbox the CRM sends nothing, so tell the person to register (or sign in) with the address you entered.

Team and access tab: the list of people

  1. 1Below the card the members of the firm are listed: the name (your own row has “you” after it) and the e-mail. The owner has a green chip Owner; the owner’s role can be neither changed nor removed.
  2. 2For all other people the row has a list of roles: choose another role and it is saved at once (no button). A red cross Remove removes the person after a confirmation “Remove … from the firm? They will lose access to its data.” Only the owner can change or remove an administrator.
  3. 3For everybody except the owner and administrators, a row of tick boxes with the sections is shown under the name. It displays the access the person really has now (the role’s standard sections, or the ones you ticked). A tick or an un-tick is saved at once. The first click starts from the role’s standard sections. If you un-tick the very last section, the person really has no sections at all. A blue link Reset to role defaults (shown as soon as the access is customised) returns the person to the role’s standard sections.
  4. 4The list Pending invitations shows the invitations that are still waiting (the e-mail, the role and a cross to cancel the invitation). An invitation disappears from it when the person registers.

Roles and what each one sees

  1. 1Owner (the person who created the firm): all sections, including Upgrade Your Plan (payments) and the team. Only the owner can pay, change the plan and assign administrators.
  2. 2Administrator: all sections except the payments; can manage integrations and the team (add, change and remove people, but not other administrators).
  3. 3Manager: CRM, Tasks, Company, Collaboration, Mail, Marketing and Inventory. Not: automation, integrations, payments, team.
  4. 4Employee: CRM, Tasks, Collaboration and Mail.
  5. 5Viewer: the same sections as an employee, but read-only — the person can open and read everything, while every attempt to create, change or delete is refused by the server.
  6. 6Two independent conditions decide whether a section opens: the person’s role or ticks (above) and the plan of the firm (see the section “Plans and billing”). If either is missing, the section is hidden in the menu; a direct link to a section that the plan does not include leads to Upgrade Your Plan with an explanation, while for a section that the role does not include the server refuses the data even if the address is typed by hand.

Account and notifications

The first two tabs of Settings belong to you personally, whichever firm you work in: Account (your profile, picture and password) and Notifications.

Profile picture

  1. 1At the top of Account you see your round picture (or the initials of your name if you have none). A small camera button on it (Change photo) opens the file dialog of your device, filtered to images.
  2. 2Choose a picture. If the file is not an image you see “Please choose an image file”; if it is larger than 5 MB, “The image is larger than 5 MB”. Otherwise the picture is cropped in the centre to a square, reduced and saved immediately — there is no separate save button — and “Saved” appears. The new picture shows in the header and in every list where you appear.

Personal data

  1. 1The block Basic Information has the fields First Name and Last Name (both required — without them the message “First and last name are required” appears), E-Mail (locked: it is your login and cannot be edited; the tooltip says “The e-mail is your login and can't be changed here”), Phone, Role (your job title as a free text), Department, Post Code, Spoken Languages and Time Zone (a free text). Every field takes up to 100 characters.
  2. 2The block Additional Information has City, State and Country; the block Job has the field Company. On a desktop the blocks stand in three columns, on a phone under each other.
  3. 3The button Save changes is not visible until you change something. Once a field differs from the saved value, it appears at the bottom; press it to save all the fields of both blocks at once. You see “Saved” or, if the server refused, “Something went wrong. Please try again.”.

Changing the password

  1. 1The block Change Password is a separate form with its own button; it is independent of the profile fields. Enter Previous Password, New Password and Confirm New Password (up to 128 characters each), then press the button of the block.
  2. 2The checks run in this order and stop at the first failure: an empty field gives “Fill in all password fields”; different new passwords give “The new passwords don't match”; a new password shorter than 8 characters gives “The new password must be at least 8 characters”; a wrong old password (checked by the server) gives “The previous password is incorrect”. On success you see “Password changed” and the three fields are emptied.

Notifications tab

  1. 1Notifications (heading Notification Preferences) has three settings. The tick box Browser Tab Notifications turns on system notifications of the browser. When you tick it for the first time, the browser asks for permission — allow it. Such a notification (titled “Firmspace CRM”) appears only while the CRM tab is hidden, so it does not duplicate what you already see on the screen.
  2. 2The tick box E-Mail Notifications allows e-mails. At present the e-mails cover reminders of calendar events. They are sent through the mailbox that your firm has connected in Web Mails, so nothing is sent while no mailbox is connected. The entry in the notification bell (see the section “Getting started”) is created in any case.
  3. 3The third line is the quiet hours: a text Automatically Disable E-Mail Notifications with two time fields From and To and a tick box Automatically Disable E-Mail Notifications. When the box is ticked, no e-mail is sent between the two times; the interval may cross midnight (for example 22:00 – 07:00). The default is 10:00 – 10:00, which means no effect. The time is the time of the server, not your local time zone. Quiet hours concern e-mails only.
  4. 4Press Save to store the three settings; you see “Notification settings saved” (or “Something went wrong. Please try again.”). Nothing on this tab is saved before you press it.

Integrations: connecting channels

The tab Integration of Settings connects the channels through which your customers reach you: calls, SMS, Viber, Telegram, Messenger, WhatsApp and the chat on your website. Everything you connect appears in Chat And Calls. Only the owner and administrators can connect or disconnect a channel; other people who have the section see the cards but cannot change them. Passwords, tokens and secrets that you enter are stored encrypted and are never shown again. The tab has no plan lock of its own, but the channels work only where the plan includes “Chat and calls”.

The cards

  1. 1The tab shows eight cards in a grid (two columns on a phone and tablet, three on a desktop); each has an icon and a name: Call Provider, SMS Provider, Viber Integration, Telegram Integration, Messenger Integration, WhatsApp Integration, Online Chat and Widget For Website.
  2. 2The colour of a card is its state: green — the channel is connected; orange — it is connected but needs attention (for example a token was revoked, or the webhook is not registered); grey — not connected. Click a card to open its window.
  3. 3Online Chat and Widget For Website both open the same dialog of the chat for your website. Mailboxes are not connected here but in Web Mails.

The dialog: buttons and messages

  1. 1The window has the name of the card as its title and a cross (Close) at the top right. Under the title a grey help text explains what to prepare at the provider and where to find the data. Below are the fields of the channel; the fields for secrets do not show what is saved, so to change a secret enter it again.
  2. 2The main button is Connect (it shows “…” while the request runs). It first checks the data with the provider — a wrong key is reported right in the window in red and nothing is saved. On success the window closes and you see a message that the channel is connected; the card turns green.
  3. 3Once a channel is connected, a green line at the top of the window shows “Connected” with the name of the account. If the state is “needs attention”, an orange line says so and shows the error text. The red button Disconnect at the left asks for a confirmation (all conversations of this channel will be deleted from the CRM!) and then disconnects it. For Telegram and Viber in the error state there is also the button Register webhook; on success you see “Webhook registered”.
  4. 4Where a field has a value to copy (an address, a token, an embed code), a button Copy puts it into the clipboard; you see “Copied” or, if the browser refuses, “Could not copy”.

Call Provider and SMS Provider

  1. 1These two cards first show a row of provider tiles. Click the tile of your provider. For calls: Twilio, Telnyx, Asterisk / FreePBX, FreeSWITCH and Other provider (manual) (any operator or PBX with SIP over WebSocket, wss://). For SMS: Twilio, Vonage, Plivo and Telnyx. Until a tile is chosen, a hint “Choose your provider. If it is not in the list, pick “Other provider (manual)”: any operator or PBX with SIP over WebSocket (wss://) works.” is displayed (the SMS card has its own similar hint). If a provider is already connected, the window opens on its tile and the tile is highlighted.
  2. 2Fields per provider. Twilio: Account SID, Auth Token, Phone number. Vonage: API key, API secret, Sender (a name or a number). Plivo: Auth ID, Auth Token, Phone number. Telnyx (SMS): API key, Phone number. Press Connect. For Twilio the incoming SMS and calls are set up automatically; calls from the browser need HTTPS and access to the microphone.
  3. 3Note for SMS: incoming SMS are accepted only for Twilio for now; with Vonage, Plivo and Telnyx only sending works (the window shows the note “Incoming SMS are accepted for Twilio only for now — with the other providers, sending works for the time being.”).
  4. 4SIP providers (Telnyx, Asterisk / FreePBX, FreeSWITCH, Other provider (manual)) have these fields: WebSocket server (wss://…) (a wss:// address), SIP domain, Username / extension, Auth username (only if different) (optional), SIP password and Display name (optional) (optional). For Telnyx, Asterisk and FreeSWITCH the server and the domain are pre-filled or explained by a hint under the field. Press Connect: the button shows “Checking…” while your browser itself tries to register with the provider, and only if that succeeds are the data saved. Calls are made and received in the browser and every call is recorded in the CRM; incoming calls ring only while a CRM tab is open.
  5. 5A user has one SIP connection at a time; choosing another tile replaces the existing connection (a warning says so). After connecting or disconnecting Twilio or SIP, the phone in Chat And Calls is initialised anew by itself.

Telegram and Viber

  1. 1Telegram: in Telegram open the bot @BotFather, create a bot and copy its token. Open the card Telegram Integration, paste the token into the field Bot token and press Connect. The CRM asks Telegram for the bot (getMe) and names the channel by its @username. The webhook is registered automatically on your public https address; if the site runs on localhost, the messages are instead fetched while Chat And Calls is open (the window says so).
  2. 2If the site has no public https address, the error “Webhooks need a public https address. Set APP_URL (or open the site on its public domain), then press «Register webhook».” is displayed. Set it up, then press Register webhook in the same window.
  3. 3Viber: create a bot account at partners.viber.com and copy its authentication token. Open Viber Integration, paste it into Bot auth token and press Connect. The webhook is registered automatically, with the same rule about the public https address as for Telegram.

Messenger and WhatsApp (via Facebook)

  1. 1Both channels belong to Meta. Their windows have a framed block Connect via Facebook at the top and a manual form below it, separated by the line “or manually:”. Use the block first: it takes the tokens automatically.
  2. 2If the platform’s Meta app is already set up on this site, the block shows only the note “The Meta app is already configured for this site — just press Connect.” and the button Connect with Facebook. Otherwise it asks for the fields App ID and App secret (both required — the button stays inactive without them; take them from Meta → Settings → Basic) and shows a copyable “Return address”: add it in Meta → Facebook Login → Settings as a valid OAuth redirect URI.
  3. 3Press Connect with Facebook. The browser goes to Facebook; sign in and agree. Then you return to the CRM. If exactly one page (or number) was found, you see “Connected — the tokens were taken automatically” and the channel is connected. If there are several, you see “Choose what to connect” and a list of pages (Messenger) or numbers (WhatsApp) — click the one to connect. An error is shown as a message with its reason.
  4. 4After connecting, the CRM subscribes the page (or WhatsApp account) and registers the webhook by itself. If that step fails, a warning shows the Callback URL and the Verify token to enter by hand in Meta.
  5. 5Manual way — Messenger: Page access token and App secret. WhatsApp: Phone number ID, Access token, App secret and, optionally, WhatsApp Business account ID (optional). Press Connect. For WhatsApp the window then shows the Callback URL and the Verify token with copy buttons; enter both in the Meta app under WhatsApp → Configuration → Webhooks and subscribe to the field “messages”. Only after that do incoming messages appear in Chat And Calls.

Chat for your website

  1. 1Open Online Chat (or Widget For Website — it is the same window). Fill in: Chat title, Greeting, Color (a colour picker), the working hours Workday starts (e.g. 09:00) and Workday ends (e.g. 18:00), the working days (Working days (0–6, 0 = Sunday); for example 1-5 means Monday to Friday) and, optionally, Button text and Button link for an extra button in the chat.
  2. 2Press Connect. A block Code for your website appears with a script line of the form <script src=…/widget.js data-token=… async> and a copy button. Paste it into the HTML of your website just before the closing body tag on every page where the chat should appear (see the help under the code: “Paste it just before the closing body tag on every page where the chat should appear.”). The chat button then shows on your site; what visitors write arrives in Chat And Calls.
  3. 3For an already connected chat the main button is Save: you can change the title, greeting, colour, hours and button at any time, and the change takes effect on the site at once, without touching the code. Disconnect removes the chat (and its conversations) from the CRM.

Plans and billing

Upgrade Your Plan is the page where the plan of the firm is chosen and paid. The plan belongs to the firm, not to a person, and decides which sections and how much of them are available. Only the owner of the firm can pay and change the plan; the page and the payment functions are not available to other roles.

What each plan contains

  1. 1Free: €0. One user; CRM: deals, contacts, companies and Tasks and Projects; no automation rules, no AI requests and no document storage.
  2. 2Standard: €20 per month. Up to 50 users; everything of Free plus Company: employees and directory, Feed and calendar and Multiple firms and team roles; no automation, AI assistant or document storage.
  3. 3Professional: €53 per month. Unlimited users; all sections, including Online documents: shared files and folders, Chat and Calls (Telegram, Viber, Messenger, web chat, SIP/Twilio), Web Mails with automatic leads, Warehouse, orders, invoices and accounting, Automation rules, Firmspace AI assistant, Marketing campaigns, Ad performance (Google Ads / Meta Ads) and "AI decides and acts" in Automation; 10 GB of storage. The card carries the line “Full access”.
  4. 4Under the price the card names the limits that really apply to the plan (“rules · AI requests/day · storage”). Free and Standard show no such line, because automation, the AI assistant and document storage are part of Professional; Professional shows 200 rules, 300 AI requests a day and 10 GB.
  5. 5If a section is not in the plan, its menu item is hidden, its data are refused by the server, and an attempt to open it by a direct link leads to this page with an orange notice at the top (see below).

The page: period, notices and cards

  1. 1At the top is a switch Monthly / Yearly. The yearly option carries a badge “2 months free”: a year costs ten months (€200 for Standard, €530 for Professional). The prices on the cards change at once, with “per month” or “per year” next to them.
  2. 2Above the cards a notice may appear. Orange: you came from a locked section — “… is not included in your current plan. Please change your plan first.” with the name of that section. If you already have an unpaid invoice, a list Open invoices shows it with the status (awaiting payment / awaiting confirmation) and the link Open.
  3. 3Three cards stand in a row: Free, Standard, Professional. Each shows an icon, the name, the price, “Up to N users” (or Unlimited users), the line with limits and the list of all fourteen features: what is included has a green tick, what is not is grey and struck through. The card of your current plan has a green border and a chip Current plan.
  4. 4On the current paid card a line under the price tells how long the plan runs: “Active until <date> (paid in advance)”. Prices are shown in the currency of your market: euro for Germany, hryvnia for Ukraine (the market follows the country set in the finance settings of the firm).

Paying for a plan

  1. 1Plans are paid by transfer, without payment services and their fees: by bank transfer or in USDT. Press Buy on the plan you want (choose the period first). A window Pay for your plan opens: pick Bank transfer or USDT, fill in Company name and address (and, if you wish, VAT ID (optional)) and press Create invoice. The button is inactive while the platform has not set up any payment method; then write to the Firmspace team and they will invoice you by hand.
  2. 2The invoice (number FS-year-number) shows the amount to pay, a QR code and the details with copy buttons. The currency and the details are chosen for you: Germany — euro with German bank details (the QR code is a Girocode that banking apps of the SEPA area understand); Ukraine — hryvnia with Ukrainian details (QR code of the National Bank of Ukraine); USDT — the exact amount to a wallet in the TRC-20 (Tron) network, other networks are not credited. The button Download invoice (PDF) saves the same invoice as a PDF.
  3. 3Pay in your banking app (scan the QR code or copy the details; put the invoice number into the payment reference) or send USDT from a wallet, then press I have paid. You can add the payment date and payer name, or the transaction hash for USDT. The status becomes “awaiting confirmation”: the platform team checks that the money has arrived and confirms the payment — usually within a day. After that the plan is on for a month or a year; renewal of the same plan counts from the end of the current term.
  4. 4If you registered from the price list of the public website by pressing a plan there, the CRM opens this same invoice window for that plan and period by itself right after registration — you do not have to press Buy again.
  5. 5When the paid term ends, the firm returns to Free; nothing is deleted, but sections that are not in Free become unavailable until you pay again. The platform team can also assign a plan to a firm directly (for example for a trial or a partner). Such an assignment is shown as “Active until <date>” when it has an end date.
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