Settings
Company Information
Manage your company details, address, and contact information.
π’ Business Details
π Address
πΌοΈ Company Logo
π
Company Logo
PNG, JPG, SVG or WebP. Max 2MB. Recommended: 400x400px.
π Business Info
Contact admin to update tax ID
If mileage calculation is less, charge this minimum
Miles before charges start (0 = charge from first mile)
Branding
Customize your logo, colors, and brand appearance across the app.
πΌοΈ Logo
π
Current Logo
Recommended: 400x400px, PNG with transparent background
π¨ Brand Colors
Gold β used for buttons, accents, active states
Navy β sidebar background
β
π Invoice & Quote Branding
Custom Icons
Upload custom icons to replace default icons across the platform. If no custom icon is uploaded, a clean SVG silhouette is used.
Vehicle Default
Replaces default vehicle icon
Delivery Icon
Delivery job type icon
Pickup Icon
Pickup job type icon
Setup Icon
Setup job type icon
Notifications
Configure email, SMS, and in-app notification preferences.
π§ Email Notifications (to Clients)
Contract sent email
Email client when a contract is sent for signature
Contract signed confirmation
Confirmation email to client after signing
Payment receipt
Send receipt email when a payment is processed
Payment due reminder
Remind client before a payment due date
Send reminder
Event reminder
Remind client before their event date
Send reminder
Delivery confirmation
Email client when delivery is confirmed
Pickup confirmation
Email client when pickup is confirmed
Proposal expiring reminder
Remind client before unsigned proposal expires
Send reminder
βοΈ Email Templates (Customize Messages)
Proposal expiring reminder template
Body text sent to clients when their unsigned proposal is about to expire. The Review Proposal button is added automatically.
Available variables:
{{contract_number}}
{{expiry_date}}
{{total_amount}}
{{event_date}}
{{client_name}}
π§ Email Notifications (to Admin)
New lead received
Get emailed when a new inquiry comes in
Payment overdue alert
Alert when a payment becomes past due
Alert after
Contract expiring soon
Alert when an unsigned contract is about to expire
Alert
Daily summary report
End-of-day recap of all activity
Weekly revenue report
Weekly financial summary every Monday
Change request received
Email when a client requests proposal changes
Admin notification emails
Where admin alerts are sent (separate multiple with commas)
Also notify these users:
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📨 Contract Reply Inbox
Contract Reply Inbox Password
Password for info@beautifulweddingsllc.com β used to read contract replies via IMAP
π± SMS Notifications
Not Configured
Delivery day reminder
SMS to client on delivery day
Send
Pickup day reminder
SMS to client on pickup day
Payment overdue SMS
SMS when payment is past due
Contract expiring SMS
SMS when contract is about to expire
QO (OpenPhone) credentials are configured in Phone (QUO) settings.
π± Internal Team SMS
All Off
New lead received
Text team members when a new lead comes in
Proposal approved
Text team when a client approves a proposal
Contract signed
Text team when a client signs a contract
Payment received
Text team when a payment is processed
New form submission
Text when a website form inquiry arrives
Event reminder (day before)
Text assigned salesperson/crew the day before an event
Change request received
Text team when a client requests proposal changes
Returns ready to process
Text team when a driver completes a pickup and returns need processing
Uses QO (OpenPhone) API. Configure credentials in Phone (QUO) settings. Users without phone numbers will be skipped.
📢 Team Event Alerts (SMS)
Upcoming Event Touchpoints
SMS alerts at set intervals before each event
days
days
days
Notify these users:
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Contract Change Alerts
Change Order Signed
Change Order Confirmed
Venue/Date Change
days
Notify these users:
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New Contract Confirmed
SMS when a contract is signed within X days of the event β last minute booking alert
days of signing
Notify these users:
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⚠️ Client Distress Alerts (SMS)
Enable distress detection
SMS team members when a client message contains distress keywords
💰 Section Subtotal Drift Health Checks (SMS)
Enable section drift checks
Platform Health Checks #39/#40/#41 β detect when contracts.subtotal, contract_sections.subtotal, or contracts.total_amount drift from the canonical formula. Catches the 6-month silent under-billing bug class at the next health sweep.
Future signed contracts with drift larger than this dollar amount escalate to Critical and fire SMS. Smaller drifts and unsigned contracts are Warning/Notice only.
Tighter than drift threshold β total_amount should match the formula exactly modulo rounding. Honors override_total_enabled = 1 (overrides are never flagged).
Notify these users on Critical findings (one SMS per day max):
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📋 Orphaned Items Review
Contract items where
section_id is NULL β these don't render in any section on contract-view.html.
Review each, pick the correct section, and click Assign. NO auto-assign.
π In-App Alerts
Inventory conflicts
Alert when items are double-booked
Callback reminders
Popup when a scheduled callback is due
Driver status updates
Real-time delivery/pickup status changes
β±οΈ Contract & Proposal Auto-Expiration
Automatically expire proposals and contracts that haven't been signed within a set window after sending. Expired contracts move the linked lead to a configured pipeline stage. Admins can revive expired contracts via the Revive button in the contract builder.
Enable auto-expiration
Master toggle for the entire feature. When off, no contracts are auto-expired and no expires_at is auto-set on send/approve/convert.
Same window applies on send, approve, convert-to-contract, resend, refresh-token, and revive.
Reviving a contract automatically pulls its lead back from "Lost" if it was moved by the sweep.
π¦ Warehouse Prep Alerts
Notify warehouse crew (Marlene, Austin, Mikey, etc.) via SMS/email when prep is needed N days before a delivery. Cron sends one alert per event when its delivery date crosses the threshold. Default OFF β turn on and add recipients to start.
Enable warehouse prep alerts
Master toggle. Cron only sends alerts when ON and at least one recipient is configured.
Hold Ctrl/Cmd to select multiple. Pulled from active staff. SMS requires phone, email requires email β recipients missing the chosen channel are skipped at send time.
AI Assistant Feedback
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Contract Settings
Configure change order behavior and contract automation.
Change Orders
Auto-apply change orders when approved
When enabled, approved change orders are automatically applied to the parent contract. When disabled, an admin must manually click Apply.
Remove empty sections after change order
When a change order removes all items from a section, automatically remove the empty section.
Terms & Conditions Defaults
Default terms auto-populated on new contracts. Admin can still edit per-contract after creation.
Default Contract Terms
Only non-empty fields will be saved. Existing per-contract terms are never overwritten.
Backfill empty contracts
Populate missing terms on draft / sent / viewed contracts using the defaults above. Signed contracts are never touched (legal safety). Safe to re-run.
Proposal Settings
Configure client-facing proposal wording and behavior.
Proposal Approval Message
This message appears above the Approve/Request Changes buttons when clients view a proposal.
The deposit percentage shown to clients on proposals (e.g. "a 50% deposit of $X will be required").
%Users & Roles
Manage team members, assign roles, and control access.
My Account
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β
β
Email
β
Phone
β
Team Members
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Role Descriptions
| Role | Description | Users |
|---|
Permissions
Manage permissions for each role. Changes are saved immediately.
Permission Matrix
Security
Configure session security and auto-logout behavior.
Auto-Logout on Inactivity
Auto-logout on inactivity
Automatically log out admin users after a period of inactivity. A warning countdown appears before logout.
Audit Log
Track all user actions across the system.
Activity Log
| Timestamp | User | Role | Action | Details | IP Address |
|---|---|---|---|---|---|
| Select a date range or filter to view audit log | |||||
Bundle & Package Defaults
Default settings for bundle child items when packages are added to contracts.
Stripe Integration
Connect your Stripe account to process credit card payments online.
Stripe
Payment processing for credit cards, ACH, and more
π API Keys
Find this in your Stripe Dashboard β Developers β API keys
Never share your secret key. It will be stored securely.
From Stripe Dashboard β Developers β Webhooks β Signing secret
Test Mode
Use test keys for development (no real charges)
Enable Online Payments
Show Pay Now button in client portal
π° Processing Fees
Stripe standard: 2.9%
Stripe standard: $0.30
These fees are added to the client's total at checkout so you receive the full payment amount.
βοΈ Payment Settings
Require Signed Contract Before Payment
Blocks Pay Now buttons unless a signed contract exists for the lead/event. Strongly recommended on. (Fixes BW-250198 class of bug where clients pay on unsigned proposals.)
Auto-send payment receipts
Email receipt to client after each payment
Allow partial payments
Clients can pay less than the full amount
Require email before checkout
Pre-fill the customer's email on Stripe Checkout. When enabled, clients must provide an email before payment so receipts are delivered correctly.
Require full payment when event is within threshold
When enabled, clients must pay the full remaining balance instead of just a deposit if their event is within the configured number of days
Number of days before the event date when full payment is required instead of deposit only
When creating a new contract, auto-set the balance due date this many days before the event date
QuickBooks Integration
Sync invoices, payments, and customers with QuickBooks Online.
QuickBooks Online
Accounting sync for invoices, payments, and customers
π OAuth Credentials
From Intuit Developer β My Apps β Keys & credentials
Never share your client secret.
Must match the redirect URI in your Intuit app settings
Use Sandbox for testing, Production for live data
π Sync Settings
Auto-sync invoices
Push new invoices to QB when contracts are signed
Auto-sync payments
Record payments in QB when received
Auto-sync customers
Create/update customers in QB automatically
π Account Mapping
Connect to QuickBooks first to load your chart of accounts.
Email & AI
Configure IMAP email ingestion and AI-powered lead parsing.
π§ Email Accounts
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π€ AI Classification Settings
Automatically create pipeline leads from new inquiry emails
70%
Only auto-create leads when AI confidence is at or above this threshold
Controls which confidence levels auto-link emails to leads
Display confidence badges on linked emails
Re-evaluates all auto-linked emails with strict matching rules. Incorrect links get unlinked and flagged for review.
πΌοΈ Photo Gallery
Scaffolds the βRun AI Taggingβ button on the Photos gallery. AI vision tagging arrives in Phase 2 β leaving this off hides the button. Default: OFF.
π WeddingPro Domains
Emails from these domains are flagged as WeddingPro lead inquiries
✍️ Email Signature
This text is appended to all outbound emails when enabled
🔔 Email Notification Preferences
New lead email notification
Get notified when a new lead is auto-created from email
Lead reply email notification
Get notified when a lead replies to an email
Mark emails as read in Gmail after processing
When OFF, emails stay unread in Gmail. When ON, emails are marked as read in Gmail after BW processes them.
Email open tracking
Embed a tracking pixel in outbound emails to detect when recipients open them
🚫 Blocked Senders (Unmatched)
Phone numbers blocked from appearing in the Messages → Unmatched tab. Future messages from these senders are silently ignored.
| Phone Number | Blocked On | Blocked By | Actions |
|---|---|---|---|
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π¬ Email Delivery Health
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Recent events
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Webhook endpoint (for SendGrid β Mail Settings β Event Webhook)
🔒 Internal Email Addresses (self-loop protection)
Outbound emails to these addresses will be rejected, and inbound from these addresses will be skipped by the email parser. The full
@beautifulweddingsllc.com domain is always blocked regardless of this list. Default covers the standard BW addresses; rarely needs editing.
Gmail Setup: Gmail requires an App Password for IMAP access (not your regular password). You must have 2-Step Verification enabled. Go to myaccount.google.com/apppasswords to generate one.
Phone System (QUO / OpenPhone)
Configure QO (OpenPhone) for business calling, SMS, and inbound webhooks.
QO (OpenPhone)
Business phone, SMS, call recording, voicemail transcripts
API Credentials
Get from QO workspace settings > API tab
Your QO business phone number (E.164 format)
Webhook Configuration
Copy from QO > Webhooks > your webhook details
Subscribe to events: message.received, message.delivered, call.completed
Behavior
SMS Enabled
Master switch: enable outbound SMS sending via QO
Auto-match incoming calls/texts
Match phone numbers to existing leads/contacts and auto-create leads for unknown numbers
Store voicemail transcripts
Save QO voicemail AI transcripts in call records
Contact Sync
Auto-push lead contacts to QO when created, updated, or stage changes. Custom fields (Lead #, Stage, Source, Event Date, Type) must be created in QO first.
Sync from QO (per-lead button)
Enables the "Sync from QO" button on lead message threads, which pulls that one client's QO message and call history into the platform. Turning this off makes the button return a disabled error.
Harvest photos from texts
When a client texts a photo, copy it onto our server as a Vision Board document (inbound files as "client_sent", outbound as "other"). QO's image links expire β once they do the photo is gone for good, so leave this ON.
QO Reconciliation Poller
Periodically asks QO what changed and pulls anything the webhook missed. Forward-only β it never backfills history; use the per-lead "Sync from QO" button for that. Leave ON unless you are debugging.
How often the poller actually runs. This is the authoritative setting β cron fires more often and this gate decides. Blank or 0 falls back to 15.
A failed pass holds the cursor and retries the same window. After this many consecutive failures the poller skips the window anyway, logs CRITICAL and emails admins β a cursor pinned forever is the same silent failure it exists to prevent. Blank or 0 falls back to 3.
"Push Only" sends your lead data to QO but never overwrites local lead names with QO data. This is the safest option.
Contact Sync
Push all active leads with phone numbers to OpenPhone. Creates new QO contacts or updates existing ones with name, email, stage, event info, and custom fields.
Update unnamed leads (e.g. "Phone Inquiry") with contact names from OpenPhone.
Fix Contamination β Resets the lead name, deletes the QO contact, and clears the link so a fresh sync can recreate it correctly.
Delete QO Contact β Remove an API-created contact from OpenPhone by phone number. Does not change the lead name.
Sales Team Mapping
Map OpenPhone user IDs to your sales team members. This tracks which salesperson handles each conversation.
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Google Maps Integration
Configure Google Maps for dispatch route display, optimization, and live GPS tracking.
Google Maps Platform
Maps, Directions, Distance Matrix, Geocoding APIs
API Configuration
Get from Google Cloud Console. Enable Maps JS, Directions, Distance Matrix, and Geocoding APIs.
Phase 1 β Map Display & Status Tracking
Always ActiveMap view on the Dispatch page showing color-coded pins for all stops, route lines between stops, and real-time status updates from drivers. No toggle needed β this is active whenever an API key is configured.
Phase 2 β Route Optimization
Enable Route Optimization
Auto-calculate efficient routes, show time estimates, enable drag-to-reorder stops
Phase 3 β Live GPS Tracking
Enable Live GPS Tracking
Track driver locations in real-time on the dispatch map. Drivers must grant browser location permission.
Catalog Sync
One-way mirror that pushes live inventory + images from this platform to the public rental catalog at beautifulweddingsllc.com/rentals/. Direction is one-way only β the public site is never read back into the platform.
π Mirror Configuration
DisabledEnable Catalog Sync
When on, inventory edits (create, update, image, show/hide, featured) push to the public catalog automatically, and the reconcile cron keeps it in sync.
The SiteGround receiver endpoint. Must be the full https:// URL to /rentals/sync-receiver.php.
Must match the value returned by /public_html/rentals/sync-secret.php on SiteGround. Leave blank to keep the existing secret.
How often the safety-net reconcile cron pushes the full catalog + mirrors changed images.
π οΈ Tools
Run a schema check first to confirm the SiteGround mirror has the expected columns, then run a full reconcile to push everything (this is when the public catalog goes live with current data).
Fleet Management
Manage your vehicles and crew members for dispatch assignments.
Vehicles
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Crew Members
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Dispatch Operations
Configure default values for operational scheduling fields used in dispatch job planning.
How long it typically takes to load a truck at the warehouse.
Buffer time before scheduled delivery to set as departure deadline.
How long setup typically takes on site.
How long breakdown/teardown typically takes.
Default hourly pay rate for temporary day-of workers.
Enable phase-by-phase tracking for driver dispatch
When enabled, drivers advance through Load, Dispatch, Arrive, Setup, Breakdown, Return phases with GPS timestamps at each step.
Dispatch β Status Automation
Control how status transitions flow through the platform. Settings-driven; no code changes needed to adjust behavior. Fixes BW-250206 class of bug where return-checklist finalize didn't update dispatch views.
When ON, completing a return checklist automatically marks the pickup trip as Complete on dispatch views.
When ON, returns with damage/missing items require manual completion. Zero-issue returns auto-complete.
When ON, submitting pull sheet checkout writes the Loading Truck phase automatically.
OFF by default. Walk-in customer pickups have no assigned driver and must be able to flow through status without one. Turn ON only if your operation requires driver assignment before any status change.
Dispatch β Phase Types
Configure the operational phases used by the dispatch board and Gantt view, plus phase scheduling behavior. Settings-driven β no code changes needed to adjust behavior.
Phase Types
System phase types cannot be deleted but can be renamed, recolored, reordered, and deactivated.
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Phase Behavior
Days of leeway beyond contract logistics dates before a warning fires when scheduling phases outside the contract window.
Show a confirmation modal when reassigning a phase whose status is In Progress to a different driver.
Create separate Walk-In Out and Walk-In Return phases instead of one combined phase.
When ON, scheduling outside the window only warns. When OFF, it is blocked.
Show the "Add Truck" button on phase detail so a phase can span multiple trucks with independent per-truck status.
Standard Fees & Services
Define reusable fee templates that can be added to contracts and proposals. These are service fees, not physical inventory items.
Fee Templates
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Service Types
Configure the service types available throughout the platform β for events, dispatch jobs, and contract logistics.
Service Types
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Lead Sources
Manage where your leads come from and set conversion goals.
π Active Sources
| Source | Leads (YTD) | Close Rate | Goal | Status | Actions |
|---|---|---|---|---|---|
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Quick Response Templates
Create reusable text templates for emails, SMS, and portal messages. Use variables like {client_name}, {event_date}, {event_name}, {salesperson_name}, {company_phone} that auto-replace with real data.
π Templates
| Name | Category | Preview | Status | Actions |
|---|---|---|---|---|
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Inventory Categories
Manage your inventory categories and subcategories.
π Categories
| Category | Items | Description | Actions |
|---|---|---|---|
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Tax Rates
Configure sales tax rates for invoices and quotes.
π΅ Tax Rates
| County | State | Rate | Zip Codes | Default | Actions |
|---|---|---|---|---|---|
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Zip Code Lookup Test
Auto-apply tax to new contracts
When ON, tax is automatically calculated and applied to all taxable sections when a contract is created or venue zip is entered
Always skip service and labor items
Tax is never applied to service, labor, delivery, or setup items β required by Georgia law
Tax Lookup API Key
API Ninjas key for automatic county lookup when a zip code isn't in the table. Get a free key at api-ninjas.com
Job Numbers
Configure the format and sequence for job/document numbers assigned to contracts and proposals.
#οΈβ£ Job Number Format
Text before the number (e.g. "BW-", "BWL-")
The next number to be assigned. Cannot be decreased below the current value.
Minimum number of digits (padded with leading zeros).
BW-250001
API Keys
Manage API keys for system access and third-party integrations.
π Active Keys
jwt_β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’
Used for authentication tokens
whsec_β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’β’
For verifying Zapier webhook requests
https://app.beautifulweddingsllc.com/api/
Units of Measure
Manage the unit options available when configuring inventory items with rental/inventory unit conversions.
Unit Options
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Public Catalog
Configure the public-facing rental catalog, wishlist, and quote request settings.
ποΈ Catalog Settings
Catalog Enabled
Show the public rental catalog at /rentals/. When off, visitors see a "Coming Soon" page.
Show Prices
Display rental prices on catalog pages. When off, shows "Contact for Pricing" instead.
Wishlist Enabled
Allow visitors to add items to a wishlist and submit quote requests.
π§ Quote Notifications
Quote Notification Email
Email address to receive quote request notifications. Leave blank to use admin email.
Auto-Create Lead
Automatically create a lead in the pipeline when a quote request is submitted.
Default Lead Source
The source name assigned to leads created from catalog quote requests.
Inventory Attributes
Define structured attributes for each inventory category. These enable AI auto-fill, filtering, and structured data on items.
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Website Forms
Configure public wedding and floral inquiry forms, auto-reply emails, and spam protection.
π Form Status
Wedding Inquiry Form
Accept submissions from the wedding rental inquiry form.
Floral Design Form
Accept submissions from the floral design inquiry form.
π§ Auto-Reply Email
Send Auto-Reply
Automatically send a confirmation email to the client after form submission.
Email Subject
Email Body (HTML)
Variables: {bride}, {groom}, {event_date}, {guest_count}, {venue}, {style}, {color}
π‘οΈ Spam Protection
Rate Limit (per hour per IP)
Maximum form submissions from a single IP address per hour.
Built-in protections: honeypot field, timestamp validation (rejects submissions < 3 seconds), and IP rate limiting are always active.
π Lead Settings
Default Pipeline Stage
Stage to assign new leads created from form submissions.
Duplicate Detection Window (days)
If a lead with the same email was created within this many days, skip creating a duplicate.
Wedding Form Redirect URL
Optional URL to redirect after wedding form submission (leave blank for in-page thank you).
Floral Form Redirect URL
Optional URL to redirect after floral form submission (leave blank for in-page thank you).
π·οΈ Form Field Display
Customize how form fields appear in the Forms tab on lead details. Rename labels and mark fields as required. Required unanswered fields show in red; optional unanswered fields show in yellow.
Select a form type to configure fields.
π Recent Submissions
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Backup & Data
Database backup, data export, and system maintenance.
πΎ Database Backup
Last Backup
Feb 7, 2026 β 3:00 AM (auto)
Database Size
dbmjwymgl7y7ft on SiteGround
Auto Backup Schedule
Daily at 3:00 AM EST
π₯ Data Export
β οΈ Danger Zone
Clear Demo Data
Remove all sample data from the system
Reset to Factory
Reset all settings to defaults (keeps data)
Delete All Data
Permanently erase everything β cannot be undone
Triggers & Automation
Configure automatic stage changes when events occur. Triggers fire in order and only advance stages forward.
Pipeline & Project Triggers
| Name | Board | When | From Stage | To Stage | Notify | Active | Actions |
|---|---|---|---|---|---|---|---|
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Scheduled Automations
Time-based rules that run automatically on a schedule. Unlike triggers (which fire on events), automations check conditions daily and take action.
Automations
| Active | Name | Description | Last Run | Actions |
|---|---|---|---|---|
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Pull Sheet Columns
Configure the checkmark columns that appear on every pull sheet. Drag to reorder.
Checkmark Columns
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Pull Sheet Layouts
Define how items are grouped and sorted on pull sheets. Three built-in layouts are provided by default.
Print Layouts
| Layout Name | Group By | Sort By | Default | Actions |
|---|---|---|---|---|
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Pull Sheet Defaults
Set the default view when opening pull sheets.
Stage Mirroring
Link pipeline stages to project stages. When a card moves to a mirrored stage, the linked board updates automatically.
Mirror Rules
| Pipeline Stage | Direction | Project Stage | Auto-Create | Active | Actions |
|---|---|---|---|---|---|
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Pipeline Stages β Terminal Flags
Mark stages as "terminal" (closed deals: won, lost, signed, etc.). Terminal leads are protected from automatic stage moves like contract auto-expiration. The "Lost" stage is always terminal and cannot be unchecked.
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Real-Time Updates
Configure polling for automatic data refresh when team members make changes.
Polling Settings
Enable Real-Time Updates
Automatically check for changes made by other team members
Auto-Refresh Data
Automatically reload page data when changes are detected
Show Toast Notifications
Display a notification popup when updates are received
Polling Interval (seconds)
How often to check for updates (minimum 10 seconds)
Enabled Pages
Select which pages should poll for real-time updates
Return Checklist
Configure default fees, damage protection, and return workflow settings.
Equipment Protection Plan (EPP)
EPP Percentage
Percentage of rental total charged for equipment protection coverage
%
Missing Item Policy
Auto-Charge Threshold (Days)
Number of days after return before missing items are automatically flagged for full replacement charge
Workflow
Require Return Checklist Before Completion
Prevent projects from being marked "Completed" until the return checklist is finalized
Default Cleaning Fees by Category
Set default cleaning fee amounts that auto-populate when an item is marked Dirty
Category
Fee ($)
π Sales Follow-Up Automation
Configure automatic follow-up reminders, stale lead alerts, and task notifications
Follow-Up Reminders
Enable follow-up reminders
Automatically remind salespeople about scheduled callbacks
Follow-up check frequency
How often the system checks for due callbacks
Email salesperson on callback due
Send email reminder to assigned salesperson
SMS salesperson on callback due
Send SMS reminder (requires SMS to be enabled)
In-app notification for callbacks
Show in notification bell when callback is due
Escalate overdue callbacks after (days)
Alert admin when a callback is overdue by this many days
Send overdue escalation to admin
Email admin when callbacks are overdue past threshold
Default follow-up interval (days)
Auto-suggest next follow-up date when logging a call
Stale Lead Alerts
Enable stale lead alerts
Alert when leads have no activity for too long
Stale lead alert threshold (days)
Alert salesperson after no activity for this many days
Escalation threshold (days)
Escalate to admin after no activity for this many days
Auto-reassign stale leads
Automatically reassign leads to next available salesperson
Auto-reassign after (days)
Number of days before stale leads are auto-reassigned
Task Reminders
Enable task reminders
Send notifications about tasks via cron
Morning task summary email
Email each salesperson their task list every morning
Overdue task alerts
Email when a task passes its due date
π Reminders & Alerts
Configure default reminder settings, notification channels, and alert behavior for the pipeline reminder system.
Default Reminder Settings
Default reminder type
Pre-selected type when creating new reminders
Default alert timing
How far before the reminder time to send the alert
Default snooze duration
Pre-selected snooze duration when snoozing a reminder
Notification Channels
Platform notifications (in-app)
Show reminders in the notification bell and as toast alerts
Email notifications
Send reminder emails to assigned team members
SMS notifications
Send reminder SMS via OpenPhone (requires SMS enabled in Phone settings)
Notification sound
Play a chime sound when reminder toast alerts appear
Alert Behavior
Toast alert polling interval (seconds)
How often to check for fired reminders on the pipeline page
Max overdue days before auto-complete
Automatically mark reminders as completed after this many days overdue (0 = never)
Cron job frequency (minutes)
How often the reminder cron job runs (must match SiteGround cron setting)
Sales Coach AI
AI-powered communication scanner that detects unanswered questions, missed topics, and client escalations.
General Settings
Response Deadlines by Urgency
Scanning & Analysis
Alerts & Notifications
Actions
Last scan: never
AI Sales Summary
Global AI summary accessible from every page β provides full sales overviews, per-salesperson breakdowns, and lead deep dives.
Saved with the Sales Coach settings below.
Used by the in-store assistant, bulk import and attribute classifier.
Runs on every inbound message. Deliberately a cheaper model β keep it on Haiku unless you have a reason.
Sales AI β Scan Scope
Exclude settled/inactive leads from the global Sales AI scan (Executive Summary + Priority Leads) so won/fulfilled/lost/snoozed clients stop appearing as "needing attention" and stop skewing the unanswered / response-time metrics. Read-time only β message history is never modified.
Exclude terminal pipeline stages
Leads in a stage flagged terminal (won/lost) in board settings
Exclude signed contracts
Leads with a signed contract (approved-but-unsigned proposals stay in scope)
Exclude fulfilled / completed / cancelled events
Leads whose event status matches the list below
Exclude future-dated follow-ups
Snoozed or Replied-Externally leads with a follow-up scheduled in the future
Comma-separated, lowercase aβz/underscore only.
An outbound older than this from the client message is not counted as the first response β caps the response-time metric and prevents multi-day phantom durations. Default 72.
Calendar
Controls the status filter on the Calendar page. The filter has two groups — Project Status (from the Projects board) and Pipeline Stage (from the Pipeline board) — both read live from Board Stages, so renaming or reordering a stage there is picked up automatically.
Show the status filter on Calendar
When off, the "All Statuses" control is hidden and no status filtering is applied — every event shows.
Comma-separated stage_db_key values from the Projects board. Leave empty for "all checked" (the recommended default). Only applies the first time a user opens the calendar — after that their own saved selection wins.
Comma-separated stage_db_key values from the Pipeline board. Leave empty for "all checked".
These defaults cover stages that exist on the boards. Any status found on an event that has no matching board stage (legacy values such as
inquiry) is always shown as a "(legacy)" entry and is always checked by default — an event can never be hidden just because its status is missing from Board Stages.
Urgent Alerts
Configure automatic urgency detection for inbound messages. Flagged messages appear as a red banner on every admin page.
General Settings
Alert Statistics
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Keyword Rules
Messages containing these phrases will trigger urgent alerts. Case-insensitive matching.
Team Notifications
Configure who gets notified when an urgent alert is triggered.
Alert Log
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AI Sales Assistant
Configure the public-facing AI chat assistant that helps customers find rentals on the in-store kiosk and client portal.
General Settings
Enable Public AI Assistant
Show the chat bubble on the in-store kiosk and client portal.
Knowledge Base
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Upsell Rules
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Import & Migration
Configure AI-powered bulk import settings and view import history.
Import Defaults
Where signed/confirmed contracts land on the Projects board
Pipeline stage for imported quotes
Pipeline stage for imported leads
70%
Contracts below this confidence are flagged for review
Auto-create inventory items
When an imported item doesn't match existing inventory, create it as a draft item (inactive)
Auto-detect project list
When uploading 1 spreadsheet + other files, automatically treat the spreadsheet as a master project list
Skip Terms & Conditions pages
Automatically strip T&C boilerplate from PDFs to reduce AI processing costs
files per batch (1-10, default 3)
How many files to send to AI at once. Lower = more reliable, higher = faster
Import History
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Warehouse Operations
Configure warehouse task automation and item tracking settings.
Task Automation
Auto-generate tasks on job confirm
Automatically create warehouse tasks from templates when an event is confirmed
Auto-generate tasks on pickup complete
Create post-event warehouse tasks (unload, count, clean, inspect, restock) when a driver completes a pickup
Require photo for inspections
Crew must upload a photo when completing inspection tasks
Require count for linens
Crew must enter a count when processing linen items
Require count for dishes
Crew must enter a count when processing dish items
hours (default 24)
Tasks older than this are flagged as overdue
Category-Specific Settings
Comma-separated damage types for linen items
Comma-separated damage types for dish/glassware items
$
per item
$
per item
$
per damaged item
Default charge-to-client amount per damaged linen item
$
per damaged item
Default charge-to-client amount per damaged dish/glass item
Repair Vendors
Manage vendors used for item repairs and outsourced maintenance.
Vendors
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Warehouse Task Templates
Define reusable task templates that auto-generate when events are processed.
Templates
| Name | Type | Category | Seq | Photo | Count | Pre | Post | Priority | |
|---|---|---|---|---|---|---|---|---|---|
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Warehouse Crew PINs
Manage PIN-based access for warehouse crew on the mobile interface.
Crew Tokens
| Name | Role | Status | Last Accessed | Logins | |
|---|---|---|---|---|---|
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Vision Board Templates
Manage templates for the Vision Board media library. Templates define placeholder slots for client events.
Templates
| Name | Description | Slots | Active | Actions |
|---|---|---|---|---|
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Department Management
Configure departments that manage specific inventory categories. Each department receives SMS alerts for incoming returns and upcoming events with their items.
Departments
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Back-Charge Notifications
Templates for client notifications when items may be charged. Use merge tags: {client_name}, {item_name}, {damage_type}, {event_name}, {charge_amount}