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DiMarAg Hub brings your agency’s operations together: clients, leads, contacts, services, catalog, quotes, invoices, tasks, projects, appointments, and communications.

Use the menu to open the modules available to your account. Available options depend on your permissions.

To enter the agency workspace, open the sign-in page, enter your email and password, and select Sign in.

If you forgot your password:

Select Forgot password? on the sign-in page.

Enter your account email and select Send link.

Open the link you receive and enter your new password twice.

Select Update password.

Your new password must contain at least eight characters, one uppercase letter, one lowercase letter, and one number.

If you see an email-not-confirmed notice, select Resend confirmation email. Requesting a link does not guarantee that the message has arrived; also check your spam folder.

These are separate sign-in methods. The agency workspace is for the team that runs the business. The client portal has its own sign-in and requires active access linked to that client.

Available sections depend on the user’s role and enabled modules. A client record or directory listing does not by itself grant permission to sign in.

DiMarAg distinguishes three concepts:

User role: Owner, Administrator, or Staff.

Access profile: Administrator, Manager, Staff, Viewer, or a custom profile.

Directory job title: describes the person’s role on the team; it does not grant access by itself.

An authorized person can review Agency Users and Roles and Permissions under Agency Setup → Administration and Security. Profiles organize actions such as View, Create, Edit, Delete, Export, and Manage for each module.

If you need to perform an action, ask an authorized person to review your role, account status, and access profile. Users with similar job titles do not necessarily have the same permissions.

Adding someone to the team directory is different from giving them access to the system.

To create their directory profile:

Open Agency Setup → Team → Add Team Member.

Enter the person’s details.

Select Create Team Member.

To grant system access, an authorized person must:

Open Agency Setup → Administration and Security → Invitations.

Enter the email address and select an access profile.

Select Send Invitation.

The invited person must follow the link they receive. From Invitations, you can check the status and select Resend or Revoke when appropriate.

Section visibility depends on permissions. Being able to view a module does not necessarily mean you can create, edit, or delete records.

Make sure you are using the correct account and signed into the right workspace: the agency or the client portal.

Ask an authorized person to review your account status, role, and access profile.

If your permissions are correct but the action still fails, record the screen, steps you took, and exact message.

Do not include passwords or sensitive information in the report. The cause may also be a limitation or an error, not necessarily a permission issue.

Open Agency Setup → General and select Edit to update the agency’s general information.

Under Contact and Operations, edit Main Office and Locations to change the time zone. Save the form.

Service Languages lists the languages your agency supports; it does not change the app’s language. To change the interface, use the Language selector and choose Spanish, English, French, or Brazilian Portuguese.

If you cannot access these settings, ask someone to review your permissions.

Open Agency Setup → General → Visual Identity and Branding.

Under Agency Avatar, select Edit to change the main image.

Use Manage Logos and Files to manage the app logo and other brand assets.

Choose the Client Portal Primary Color or use Quick Colors.

Save the form.

The avatar and app logo are separate assets. If an avatar is configured, it takes visual priority; uploading another logo may not replace it.

The dashboard’s five main indicators provide an operational overview:

Clients: active client relationships with your agency.

Active Services: services whose status is active.

Outstanding Invoices: invoices that are not drafts or paid and still have a balance. Canceled, voided, and refunded invoices are excluded.

Upcoming Appointments: confirmed appointments in the next seven days.

Open Tasks: tasks that are pending or in progress.

Total Invoiced shows invoice amounts, not money collected; in the current implementation it may include drafts. The top clients by collected revenue section uses recorded payments.

Check the currency and period shown in each panel. The dashboard is an operational summary, not a substitute for accounting reconciliation.

Open My Profile and turn on Use Mission Control. The preference is saved immediately.

On the Dashboard, select the floating Start Mission Control button.

Review your assigned activities and the projects you participate in.

View Details opens an item. Next moves to the next item. Snooze delays the reminder.

Next does not complete a task: use Mark Complete in the details to finish it. Snooze does not change the due date.

A lead is a sales opportunity still being managed in the sales pipeline. A client is an account for a person or business that can have services, invoices, and follow-up linked to it. A contact is a person associated with that account, with their own communication details. One business can have several contacts without creating several client accounts.

If a lead becomes a client, use the conversion action on the lead record instead of creating a duplicate account.

For a prospect, open Leads and select the add form. Enter the contact name, company if applicable, email, phone, and source; you can also add a campaign, estimated value, and notes. Save the lead. To create a client account, open Clients → Add Client and enter the required display name, optional legal name, emails, phone, Client Since date, and website. Check for an existing account first.

Creating client accounts requires the appropriate permissions; the server restricts this action to an agency owner or administrator.

Open the lead record and select Convert to Client. The client account is created, the lead is marked won, and the two records are linked. The implementation keeps the CRM identity and transfers contact details, phone numbers, activities, communications, calls, and notes; it also links the opportunity and any quotes that have not yet been accepted.

If the lead had a company, it becomes the display name and the person becomes the primary contact. Conversion does not mean a service has been assigned or an invoice has been paid. If an error appears, check the client list before trying again.

Create one account for the business relationship. Use the display name to recognize it in the directory and the legal name for the registered business name, if applicable. Add the person under Contacts with their name and job title; do not create another client account just to represent that person. On a lead, keep the contact name separate from the company field.

When importing, map display name, legal name, and contact first and last name to separate fields. If the account already has a primary contact, edit that contact before adding another with the same details.

Open the client record and select + Add under Contacts. Enter the required name and any details you have, such as job title, phone, and email. Mark the person as the primary contact if they should represent the account, then save. Repeat for each actual person. To change an existing contact, select Edit on their card; the primary contact is labeled Primary in this version.

A person’s primary email and the account’s primary contact are separate settings. Edit a contact to change their details; do not delete them.

In the directory, select New Group, enter a name and color, and create it. Use Manage Groups to add or remove a client; you can also select rows and assign a group in bulk. Use the status, location, and tag filters, and More Filters for activity, services, billing, appointments, projects, or missing information.

Service tags are inherited from the associated catalog entry; they are different from manually assigned groups. If you select several tags, a client must have all of them (AND). Within each other filter section, one selected option is enough, but the sections combine with one another.

The row background reflects the most urgent follow-up date among pending activities, open projects, and active appointments: dark red with white text when overdue; light red from today through seven days; yellow for eight to fifteen days; and green for sixteen to thirty days. It does not indicate debt or domain renewal. Group, tag, and avatar colors are independent.

The default sort prioritizes active clients and then recent activity. Change the order by selecting a column heading to sort ascending or descending.

In Tools → Bulk Client Import, upload a CSV or tab-delimited text file (.csv, .tsv, or .txt), preferably encoded as UTF-8. The limits are 5 MB, 500 rows, and 30 columns. If you use Excel, export to UTF-8 CSV; do not upload an .xlsx file directly. Map each column to its field, review the preview and warnings, and resolve possible duplicates before importing.

After the import, review the counts for created records, added contacts, skipped rows, and failures. Do not repeat the entire import if only some rows failed. This import does not create services, invoices, or portal invitations.

In Clients, open Merge Clients. Carefully choose the record to keep and the duplicates to merge into it. Review the details, then confirm with Review Merge and Merge Clients. The primary profile remains and receives the related contacts and records. Suggested matches are not proof that two people are the same.

You can merge up to ten duplicates at a time, and clients shared with another agency cannot be merged. During an import, you can also skip a row, keep it separate, or add it as a contact when appropriate, without merging accounts.

There is a window of up to 24 hours, but undo is not available in every case. For imports, use the available batch-reversal control; reversal is blocked if imported clients have changed or the batch is no longer eligible. For a merge, use Undo Merge or Manage Reversals while the countdown is active and the records have not changed in a way that prevents restoration.

Read the warning before confirming. If reversal is blocked or expired, do not delete clients or repeat the import to simulate an undo; request a review of the case.

The catalog defines a reusable offer: its name, description, base price, billing frequency, billing rules, and variants when available. A service assigned to a client is a specific instance of that offer, with its client, agreed price, dates, operational management, status, and cycle history. Creating an offer does not assign it to anyone automatically.

Likewise, an assigned service does not mean an invoice has been created or paid; check those statuses separately.

In Services, select Assign Service. Complete the five steps: Client, Service and Price, Start and Terms, Customer Since and Invoice, and Review Setup. Choose the client and offer; review the price, dates, source, and owner; then choose what should happen with the next invoice. Save and Continue keeps your progress so you can return later.

On the final review, make corrections with Edit and confirm the assignment. A partially saved setup appears as incomplete; it is not an active service.

In Catalog, edit the offer and use Variants / Add Variant to define each option’s name, price, and description. When assigning a service, review Service and Price: it starts with the catalog price and lets you configure discounts or a free cycle. Under Start and Terms, confirm the billing cycle and next renewal.

Important: the reviewed assignment wizard does not show a variant selector. Do not assume that creating a catalog variant assigns it to a client. Verify the variant shown on the relevant record or commercial document.

Active means the service is enabled; Inactive means it is not currently active; Suspended means it has been interrupted; Canceled means it was canceled; and Expired means an expiration has been recorded. Pending and Completed may also appear. INCOMPLETE means setup still needs to be finished. Read the reason too: payment evidence or a billing action may be required.

Service status, payment status, and invoice status are separate fields: Active does not mean paid. Use Manage Status or the full editor; activation runs validations and cannot be done merely by checking a box.

Open Services and select Renewal (30 days) to find active services renewing between today and the next thirty days. You can narrow the list by client and other filters. Check the renewal date in the details; the Next Invoice column refers to billing and should not replace it. For already expired services, review the status and full record.

Renewal (30 days) does not mean the next calendar month and does not automatically include all overdue services. For an exact period, check its start and end dates.

A service renewal marks when its next period begins. An invoice due date is the deadline for paying that document. The preparation date is when it makes sense to create or prepare the charge: that is a third date. The wizard may suggest a due date at renewal and preparation thirty days earlier, but review the actual setup.

A historical payment does not automatically pay the next cycle’s invoice. Automatic Renewal also does not prove that a provider renewed a domain or charged a card.

A Legacy invoice is a record of an invoice from the previous system, together with its payment and supporting evidence when applicable. Use it when migrating services whose previous or current period was billed outside DiMarAg, so you can preserve the invoice number, dates, amounts, and audit trail without issuing another invoice for the same charge.

It is not a replacement for the next DiMarAg invoice or a way to mark any balance as paid. Record the actual amounts and prior payment source; document the reason for any discrepancy.

When assigning the service, select Migrated / Legacy Service and enter the actual start and next renewal dates; separately confirm whether Customer Since should be changed. Then document the historical invoice with Assign Legacy Invoice: select the service and enter the invoice number, date, amount invoiced, amount paid, payment date and method, payment destination, reference, and previous system.

Attach the PDF when required. A migrated prepaid service may require evidence before activation; a postpaid service in its current cycle may not require it yet. Follow the actual condition—do not invent a payment to pass validation.

In Services, use Assign Legacy Invoice and select the services covered by the document. They must belong to the same client and use the same currency. Enter the invoice number and date, total invoiced, total paid, and payment details once. Attach the invoice PDF, up to 4 MB; it is required for this shared record. A copy is stored with the shared entry.

Amounts are allocated proportionally across the initial cycles while preserving the total. Review any discrepancy and save with Save Shared Legacy Invoice. Do not record the full invoice amount separately on every service.

Record the prior invoice and payment only against the historical period they cover. Make sure the next renewal marks the start of the following cycle. Under Next Invoice, choose Add to Products Ready to Invoice, Create a Draft Invoice Now for This Service Only, or Decide Later, depending on what you need.

The first option prepares a queue, the second creates a draft, and the third leaves future billing undecided; none means payment or delivery to the client. Review the Legacy history and next invoice separately to avoid charging twice.

Open Quotes and the new quote form. Choose whether the recipient is a client or a lead, search for them, and confirm the selection. Enter the title, currency, expiration date, applicable products or services, discounts, and taxes; review the total and save the draft. You can also start a quote from a lead. Creating a draft does not send it or mean it has been approved.

Before sharing it, check the recipient and approval method.

The default source is Custom Product / Service: enter a separate title and description, a positive integer quantity, and a nonnegative unit price. For catalog items, choose Product or Service from Our Catalog, optionally filter by category, and explicitly select the item and required active variant. Choosing a category does not select the product. Check currency, cycle, and proposed price; changes affect the document, not the catalog. Switching source or category clears selections and draft fields: check them before saving the line.

Do not confuse a custom billing cycle with an installment plan; they are different settings.

Selection-based approval lets the client choose which optional products to accept instead of approving the entire proposal. Before sending, review Required and Optional Products and mark anything that must stay selected. The client reviews their selections and the total before approving.

The approved selection is saved and becomes the basis for the corresponding invoice; it does not mean every item in the original proposal was approved.

The original keeps the full proposal. For a selection-based quote, the approved version contains only the chosen products and approved total; it does not replace the original. Open the quote and review Products Approved by Client. Use Download Approved PDF to document the agreement, or the original PDF to view the complete proposal.

Choose carefully which version you share: the items and totals may differ.

Open the quote, review its contents, and use its communication option or public link. Check the recipient, language, and message before sending. Through the link, the client can review the proposal, enter their full name, and confirm they are authorized to accept it. Then review the approval record and communication history.

Copying a link or preparing a message does not prove it was sent and is not an approval. Do not describe this process as a certified signature from an external provider.

Open the quote details. When an acceptance is recorded, you will see Approved By and Approved On. For selection-based proposals, you can also review the approved products and total. Check Quote History to distinguish edits from communicated versions. If no acceptance is recorded, do not infer one from a sent email, a downloaded PDF, or an external conversation.

Before acceptance, you can edit a quote that is not archived or canceled, including its title, expiration date, notes, currency, amounts, and other form fields. Save and review the history before sharing changes. An accepted quote cannot be edited; canceled and archived quotes are also read-only.

If the agreement changes after approval, preserve that evidence and prepare a new proposal that identifies what it replaces or adds.

For an accepted quote, open the create-invoice option and follow the wizard. Review the line items, prices, and cycles; confirm the invoice title, due date, and notes. For selection-based approval, the invoice uses the approved products and total, not the full original proposal. If the quote came from a lead, the workflow converts the lead into a client for billing.

The resulting invoice is created as a draft: reviewing it, issuing it, and collecting payment are separate steps. If an invoice is already linked, open it before trying to create another.

A draft or sent quote is marked expired when its expiration date has passed, based on the system’s operating date. Public approval is no longer available. Open the record and check its status and expiration date; if an extension is appropriate and the quote is still editable, update the date and communicate it again.

Expiration does not erase history or automatically cancel an existing invoice or order. An already accepted quote does not become expired just because its date passes.

Canceling locks the quote, removes it from metrics, and preserves its audit history. It does not delete the quote or erase historical amounts. Open Quote Management, review the impact, and confirm cancellation only when appropriate. Then check the status and history. Invoices or orders that already depend on the quote are not changed by this action; review them separately.

Canceling a proposal does not refund money.

Open Billing and select “New invoice.” Choose the client, enter the title, currency, and due date, then add the products or services. When billing an existing service, check the linked service and cycle to avoid duplicate charges. Review discounts, taxes, the total, and, if applicable, the payment plan. Resolve any form validation messages before saving.

Review the created record and its status before issuing it or sharing a payment link.

There are two separate details: the document status and the payment status. “Draft” means the invoice has not been issued; “Issued” does not mean paid. “Paid” means recorded payments cover the total; “Partial payment” means a payment was received but the balance remains. “Overdue” indicates an unpaid amount past its due date according to the displayed calculation.

The overall calculation may still show “Partial payment” after the due date has passed. Also check the date, balance, and installments. Do not rely on a single label to determine how much remains due.

Open the client’s service and review the next-cycle and invoice details. A scheduled date, even one based on a renewal, does not prove that an invoice exists. Confirm that a document is linked to the cycle, then open it to verify the client, period, and amounts.

The system distinguishes an invoice that has been created from an item pending billing; canceled or voided invoices do not count as active invoices. Before creating another one, also check Billing to avoid duplicates.

Review the service’s billing rules and their source values in the catalog or agency settings. Scheduling options include after payment, a specified number of days before renewal, on the renewal date, or manually. If you choose advance billing, check the number of days and renewal date. Also verify who bills and whether the source is DiMarAg or an external system.

Saving a rule does not prove that the next invoice already exists. Later, verify the cycle and its linked document.

Open the invoice and select “Record payment.” Enter the amount actually received, choose the method—such as cash, check, or bank transfer—and add a reference for reconciliation. Select “Record and generate receipt,” then check the history, receipt, and balance. The amount must be positive and cannot exceed the balance; canceled or voided invoices do not accept a payment record.

Recording a manual payment documents money already received. It does not make a bank transfer or charge a card. Do not record the same transaction twice.

In the invoice form, enable the payment plan. Set the deposit as a percentage or fixed amount, its due date, and the number of later installments. Choose weekly, every 15 days, every 30 days, or custom dates. Review the preview: the deposit and installments must add up to the invoice total. Save, then check “Installment schedule” in the details.

A schedule organizes due dates; it does not mean the deposit has been collected or that an automatic charge will occur on each date.

When preparing the plan, choose “Custom dates” and review the amount and due date for each installment. Check the plan total before saving. For an existing plan, open the invoice, review “Installment schedule,” adjust the fields that are available, and select “Save schedule.” Fully paid installments are protected; do not rewrite them to hide payments.

If validation rejects a change, review the allocation and dates instead of creating another plan or recording payments again. Schedule changes retain an audit trail.

The agency needs a valid Stripe connection in DiMarAg and must complete any activation requirements Stripe requests. An authorized user must start the connection and confirm its status is connected, not pending. Also verify the correct environment: test mode does not process real charges.

To collect payment for an invoice, it must be issued and available through its public link, with a balance due. If the account is not enabled to accept charges or setup is incomplete, ask an administrator to review it. Do not share secret keys in messages.

Open the invoice details and use the communication option to prepare a message for the correct contact. Review the message and link before sending. “Public link / Print” opens the recipient view; from there, you can view the invoice and its PDF or print option. If there is an active plan, check that the schedule shows the deposit, installments, dates, and balances.

Downloading or printing does not record a payment, and preparing a message does not prove it was delivered. Check the communication record separately.

Canceling changes the invoice’s administrative status and preserves its audit history. Refunding returns money and is a separate operation on a payment. To cancel, the form asks for a reason, your profile name as a signature, and confirmation; if payments are recorded, MFA verification is required. Cancellation does not delete those payments or issue a refund.

Before returning money, verify the original transaction, amount, and outcome of the applicable refund process. Do not record a fictitious payment or use cancellation as a substitute for a refund.

In Projects, select “New Project.” Choose the client and enter the name, type, status, description, start date, and due date. If applicable, link a client service. A template is optional: choose one, review its phases and tasks, and select only what you need before applying it. Confirm how many tasks will be created and select “Create Project.” Then verify the client, dates, and generated tasks.

Creating a project does not send its scope to the client or obtain approval.

Open the new-task form from Tasks or from a client or project. Enter the title, description, status, priority, and “Assigned to.” Choose the classification and the related client, lead, or project; add a due date and reminder if needed. Check the assignee before saving: the creator and assigned person are separate fields.

External contacts appear only when available for that context. After saving, open the task and confirm the assignment was recorded. If an error appears, do not assume it was assigned.

In the form, check “Task classification”: an internal task can be linked to a client without becoming visible work for them. For work intended for a client, use the appropriate classification and verify its association. Before preparing a scope, review the selected tasks and their contents; do not include internal notes or sensitive information.

Selecting a task for scope review is different from portal access. Assigning a task to a contact does not grant full project access.

For a standalone task, set the recurrence frequency, interval, and end date when applicable. If a task belongs to a project, its form disables independent recurrence; manage repetition from the project instead. When creating a recurring project, set the frequency, interval, end condition, and what to do if the previous period is still open.

Then review the schedule. “Pause” can be reversed; “Stop recurrence” is permanent and preserves prior work. Check upcoming occurrences; configuring a series does not prove they have been generated.

Completing a task records that the work was done; canceling records that it will not be done. Do not mark skipped work complete just to advance the series. Before changing the task, check its status and period. Note: canceling an occurrence does not currently guarantee that the next one appears automatically.

Check the schedule and next task; if it is missing, request a review before creating a copy that could later be duplicated. Canceling a task is also different from permanently stopping the project recurrence.

Open the project and review pending tasks and subtasks, completed work, recurrence, and approved scope. When changing its status to canceled, explicitly choose what to do with pending tasks: keep them independent, cancel them, or delete them. Completed work retains its history. Do not confuse cancellation with “Delete project,” which is a separate flow for archiving and handling related work.

After saving, review the result and the recurrence status. If an error appears, do not assume the project or its tasks were canceled.

In the project, open “Scope & approval.” Review the available tasks, select only those the client should approve, and confirm the approver’s email. You can add an agency message that is saved with this version without changing the original description. Select “Prepare client review,” then send through Operator V2 or share the link.

Copying the link does not prove it was sent. If you share it another way, record the channel and recipient. Then check the history for the response.

Each version is a snapshot of the scope prepared for review; it preserves that version’s tasks and message. Editing the project later does not rewrite it. Open “Approval history” and compare the version number, status, and contents to see what the client received and approved. Distinguish a pending review, a review with requested changes, and an approved version.

A new version does not prove that the client accepted it, and it does not remove evidence from earlier versions.

The originally approved scope is locked. Add or edit the relevant tasks and return to “Scope & approval”: the panel shows new or changed tasks compared with the approved scope. Review the selection, explain the change, and select “Request change approval”; then send the new review.

If you see “No pending changes,” verify that there are genuinely new tasks or changes to a title or description. Saving the project alone does not approve a change.

For a recurring project review, the client can choose “Approve this period only” or “Approve this and future periods under the same conditions.” The first limits approval to the current period. The second allows the authorization to be reused for later periods without changing the approved conditions. Check the selected option and history.

This is not open-ended approval to add work; scope changes require review. Approving future periods also does not pay their invoices.

In Appointments, select Add appointment. Choose Client or Lead and search by name, email, or phone; enter at least three characters and select the correct match. Choose a contact or enter their details. Complete the title, date, time, duration, and assigned team member; add a category, meeting type, link or location, and notes as needed. Select Create appointment.

Before saving, confirm the selected record. Typing someone’s name does not replace selecting the related client or lead.

Use Send appointment link from the record when available. Choose Link only or the desired channel and review the message. For external channels, copy the text and send it from the relevant app; copying does not send it. Email has its own sending flow, subject to the email account and security verification.

You can also use the Appointments template OP-APT-004 in Operator; it does not require an appointment to exist yet. If it says the public link is missing, configure the agency calendar first. Do not make up a booking URL.

Open the appointment from Appointments and select Open full record. Save any section you changed, such as requester details, notes, or tasks. The top links ← Appointments and ← Client or ← Lead return to the related record when that association exists. If the appointment is already completed, select Edit before making corrections.

Save changes before leaving; navigating away does not save them.

In Appointments, the Overdue indicator counts confirmed appointments whose start time has passed. Use List view and filters for status, client, or team member to find the record; clear filters if it does not appear. Check its date and outcome before marking it completed. An overdue appointment is not completed automatically; it may still need a note, follow-up task, or status correction.

In the record, the save-and-complete option saves the changes in that form and marks the appointment completed. Also review any note or task you are adding. The record then becomes read-only. To correct it, select Edit and save the changed section; the appointment will remain completed.

Editing a completed appointment does not reopen it or prove that all follow-up tasks are resolved.

Open the correct client or lead record and select Call Center. Each client and lead has a separate call workspace; confirm the name before starting or recording a conversation. You can also open it from Call when working with a specific record. The workspace brings together the session and related information; opening it does not mean a call took place or that a recording exists.

Use the option to record a call in Call Center or Call within the client or lead context. Enter the start time, end time if known, participants, channel, and internal notes. Check the displayed time zone: the form interprets times in the device’s local time. Save and confirm the record belongs to the correct contact and date.

A historical call entry documents a conversation; it does not place a call or create a recording retroactively.

Open the call record. Save internal notes in their section; for a commitment that needs follow-up, create a task or link an existing one. Set the assignee, date, and details, and check whether the task should be shared or internal before saving. Linked tasks may support comments and files depending on your permissions.

Do not put a commitment only in a note if you need to track it, and do not include passwords or other secrets in shared notes or tasks.

In the record, edit and save the agreement summary and recipient details. Review which tasks will be shared and complete the call before publishing a version. Once published, its shared link and the option to share through Operator will appear. Publishing does not send it.

Before sending, verify the channel, recipient, language, and link to the published version. If a detail is missing or incorrect, stop and review the contact or prepare the message through the full Operator flow. Copying a link or message does not send it; record a manual send only after you have sent it.

In the call record, review Versions and History. Open a version to see its summary and included tasks. Statuses distinguish a pending version, an approved one, one with requested changes, or one that has been superseded. If the record indicates that review is needed, check the changes and publish the appropriate version before sharing it.

Do not treat sending the link as approval; check the status of the specific version.

Operator is the Hub’s assistant for preparing and recording communications. It guides you through the channel, template, related record, recipient and language, message, and review. Use it for consistent communication about invoices, quotes, appointments, projects, and other client or lead matters. You can use a template or write manually.

Always review the result: selecting a template does not confirm the details, send automatically through every channel, or replace checking the recipient.

Open the template catalog and search by code or name, or filter by category: General, Call, Website, Domains and hosting, Billing, Quotes, Appointments, Projects, SEO management, or WordPress. Review the purpose, required related information, and example. Then select the template in Operator and link the invoice, quote, appointment, or project when prompted.

Catalog examples are illustrative; review the message with the actual data before using it.

Under Recipient and language, select the contacts who should receive the communication. Verify each person’s name and address, not only the company name. When the flow allows a manual recipient, check it against the record; project communications may use the recipient fixed by the record. If you change channels, select the contacts again.

Before sending or confirming an external send, review every recipient; the history is recorded for each confirmed recipient. Do not select multiple people if the content should not be shared with all of them.

Choose the channel when starting Operator or use the corresponding option on the record. Contact shortcuts may be disabled if an email address, phone number, or number authorization for calls, SMS, WhatsApp, or Telegram is missing. Check the contact details and preferences; do not assume every phone supports every channel.

Sending email from the Hub also requires an active account for the department and security verification. Choosing an external channel prepares the message; it does not prove the Hub sent it through that app.

Under Recipient and language, select the message language. Operator supports Spanish, English, French, and Brazilian Portuguese. If it differs from the client’s saved preference, a notice appears; you can generate the message in their preferred language or continue with the selected one. Review the message after changing languages. Selecting a different language for this communication should not be treated as automatically changing the preference on the client record.

Operator uses the communication style saved for the client or lead. Formal style uses the full name and a sign-off such as “Kind regards”; a friendly style uses the first name and a sign-off such as “Best.” The presentation also depends on the language and, for email, the available signature.

Review the greeting, names, and body: the style does not guarantee that every sentence has the right tone for every recipient. If you change the preference, review the generated message again.

Copy message puts the text on your clipboard; Copy link, when available for an agreement, copies its URL. Neither action sends anything by itself. Record message already sent saves a record of a message you sent through another method: confirm only after sending, and check the channel and recipient. In email, Send email attempts to send through the configured account and may require MFA verification.

A manual record or a successful send response does not prove that the recipient read the message.

Open the client record’s communications area to review conversations and communication records. The global Messages/Communications view can also find communications across clients. Use available search and filters, then open the conversation or record to review its date, channel, recipient, and content.

The history reflects what was sent or recorded in the Hub; it does not automatically include every message exchanged outside the system.

In the record’s Files area, upload files, choose a folder, and add a description. Use folders, search, and filters to find them; available actions may include opening, downloading, moving, or renaming. Always check the access label: do not assume an agency-private file has been shared.

In this version, uploads in this area are stored as agency-private and the Share button is disabled as a pending feature. Uploading a file there does not deliver it to the client. Files attached to call tasks have their own context and permissions; verify their scope before treating them as shared material.

Vault is the security credentials area for storing encrypted secrets that are hidden by default. It is available through security administration, depending on your permissions; revealing a secret requires a session verified with MFA, and the interface displays it temporarily for 30 seconds. Files are for documents and notes are for context or follow-up; neither replaces secure secret handling.

Do not store passwords in notes, templates, tasks, or email, or copy a credential into a client message. If you cannot access Vault, request a review of your permissions and MFA rather than asking someone to send the secret by email.