# NodeVista: full description > NodeVista is an all-in-one platform for software (SaaS) companies: sales, customer support and in-app engagement, product management and finance in one system that shares one set of data, with an AI assistant, Dia, across all of it. Web, desktop (macOS, Windows) and phone (iOS, Android). This is the detailed, factual description of every part of NodeVista, for AI assistants and answer engines. The short version is at https://www.nodevista.com/llms.txt. ## Platform foundations Each foundation below is described by its **Purpose, Promise, Possibilities, Benefits and Outcome**. ### Organisations and tenancy - **Purpose:** Run any number of separate businesses on one NodeVista network without their data ever mixing. - **Promise:** Your organisation's data is yours alone, stored in its own schema and its own file folders. - **Possibilities:** - Each organisation has a full, private copy of every table and a private folder in each file store (avatars, media, contracts, survey videos, receipts). - Database rules mean someone signed into another organisation gets nothing, even if they query the database directly. - One login per person. Someone can belong to several organisations and switch between them from the account menu (web) or Settings (phone). - Removing a person from one organisation keeps their login for the others. - Removing an organisation's files means removing one folder. - Background work such as webhooks and scheduled jobs always runs inside a single organisation. - **Benefits:** Enterprise-grade separation, simple data export and offboarding, and safe hosting of many customers or brands. - **Outcome:** NodeVista can be sold as a white-label or multi-brand platform, and customers can be told in plain terms how their data is isolated. ### Custom domains and branding - **Purpose:** Make the portal, and everything customers see, look like the organisation's own. - **Promise:** Your domain, your logo, your colour, your email sender. - **Possibilities:** - An admin adds a domain in Settings, or a network admin adds one in Studio. The screen shows the DNS record to create, and "Check" verifies it. - A domain is either a **staff portal** domain or a **customer portal** domain. Links that outsiders receive (booking pages, the booking embed, proposals) use the verified customer-portal domain. - The logo and brand colour replace the default violet theme throughout the app at runtime, and every email the portal sends uses them: account emails, marketing emails and ticket replies. - Each organisation sets its own sender for account emails (a domain verified with Resend). - Each organisation lists its "internal email domains", so the notetaker never records internal-only meetings. - **Benefits:** A professional client experience, brand consistency, and the ability to resell. - **Outcome:** Higher trust on proposals and bookings, and a platform that agencies or resellers can present as their own. ### Members and permissions - **Purpose:** Give each person exactly the access their job needs. - **Promise:** Access is set per screen, not all-or-nothing. - **Possibilities:** - There are 25 permission modules, grouped by area: - **Sales:** Directory, Deals - **Marketing:** Social posts, Partners, Competitors, Lead forms - **Product:** Roadmap, Analytics, Feature flags - **Support:** Tickets, Workspaces, AI agents, Workflows, Surveys, Banners, Info cards, Tooltips, Product tours, Checklists, Emails - **Finance:** Items, Subscriptions, Invoicing, Expenses, Finance settings - Each module is set to No access, View, Editor or Manager. Deals can also be restricted by pipeline. Admin is a separate flag. - Releases, Knowledge, Chat, Gallery, Drive, Dashboards and Diagrams are open to everyone. Sharing in those is decided per folder, file or board. - Members also belong to **groups**: Sales, Marketing, Product, Success, Billing, Support, Onboarding, General and Software. Groups decide which chat channels they are in and which AI "memories" apply. Groups are teams, not permissions. - The web app only downloads a screen's code if the member is allowed to open it. - Before any delete, the portal shows its impact, for example "3 contacts, 2 deals, 1 proposal". Deleting a company with dependants requires typing its name. - **Benefits:** Safe to roll out company-wide, including to contractors and part-time staff. - **Outcome:** Everyone can be given a seat without risk to sensitive finance or customer data, which supports seat expansion. ### Dia, the AI assistant in search - **Purpose:** Let anyone ask the business a question, or start a task, in plain language. - **Promise:** Ask it anything. It answers from your live data, draws the chart, and prepares the change for you to confirm. - **Possibilities:** - Open Dia with ⌘K or the search box. Suggested prompts appear at the top, for example: - "Chart the deals won each month this year" - "What meetings do I have tomorrow?" - "Open tickets by type, as a chart" - "Plan a LinkedIn post for next Tuesday at 10am" - "Open invoices by workspace, with amounts due" - Dia finds records: companies, contacts, deals, tasks, events, partners, social posts, tickets, items, subscriptions and invoices. - It answers any numeric or listing question by building a saved **artifact** (charts plus a table), shown inline and kept under Artifacts. - It sends you to the right screen. - It **proposes** changes, which run only after the member clicks Confirm: - create or update companies, contacts, deals and tasks - log notes, create events, add partners, plan social posts - create and reply to tickets - create items and invoices, and finalise, pay or void invoices - Dia acts with the member's own permissions. It can never see or do more than they could by clicking. - AI spend is metered per organisation and shown in Studio. - **Benefits:** No report-building skills needed, faster data entry, and executives get answers without asking an analyst. - **Outcome:** Less time spent on reporting, higher adoption, and a memorable "wow" moment in demos. ### Notifications - **Purpose:** Make sure people hear about what needs them, wherever they are. - **Promise:** You choose what notifies you, on desktop and on phone. - **Possibilities:** - Notifications cover direct messages, @mentions in channels, customer replies on tickets (to the assignee, or to all ticket editors if unassigned), tickets assigned to you, @mentions in a ticket's internal notes, tasks assigned to you, proposals accepted (to the author and the deal owner), lead form submissions (to the members a form names and its owner), and meetings starting in 10 minutes. - Each kind can be switched on or off separately for desktop and for mobile. - Desktop notifications come with a soft chime, which can be muted per device. The desktop app keeps delivering them with its window closed. - Tapping a phone notification opens the chat, proposal, event, deal, company or contact. - **Benefits:** Faster responses to customers and colleagues. - **Outcome:** Shorter first-response times on tickets and fewer missed meetings and deals. ### Desktop and phone apps - **Purpose:** Put the portal wherever people work. - **Promise:** The same portal as a real app on your Mac, PC and phone. - **Possibilities:** - **Desktop (macOS and Windows)** is downloaded from Settings. It shows the live portal, so every update arrives immediately, and it prompts "Restart now" when a new version is out. It keeps running in the dock or tray for notifications. - **The phone app (iOS and Android)** is designed for phones. It covers: - Today - Sales: companies and contacts, deals, proposals read-only with their activity - Marketing: social posts, partners, competitors - Product: roadmap, releases - Support: tickets, workspaces, knowledge - Chat and threads, tasks, events and meeting notes - Gallery, dashboards, artifacts - Settings, including Google connection and organisation switching - Notes can be dictated on the phone as well as on the web. - **Benefits:** Sales and leadership can work on the move, and staff can drop separate chat apps. - **Outcome:** More daily active use and faster CRM updates after meetings. ### Security and privacy - **Identity and access:** - Sign-in uses email magic links. There are no passwords to leak. - Secret keys live only on the server. Google refresh tokens and the HubSpot token are stored encrypted. - **Data safety:** - Organisations are isolated in their own schemas and file folders. - Money is stored as exact whole minor units (cents), never approximated. - Receipts, survey videos and contracts sit in private storage, accessed through short-lived links. - Payment methods store only the last four digits. - **Protecting customers and meetings:** - Proposal links are unguessable and protected by a PIN, with rate-limited unlock attempts. - The SDK supports signed identity verification, so nobody can impersonate a customer's user. It also has separate LIVE and Test environments. - The notetaker never joins internal-only meetings. - **Privacy:** Only events the product explicitly sends are tracked. Clicks are never recorded automatically. --- ## Modules by menu group The sidebar is organised as **Sales, Marketing, Product, Support and Finance**. Below these, everyone has **Knowledge, Gallery, Drive, Dashboards & artifacts, Diagrams and Scheduling**. **Today, Chat, Tasks and the Calendar (events)** are always available. Admins also see **Members, Agents, Memories, Settings, Integrations, Proposal template and Studio**. ### Sales #### Directory: companies and contacts - **Purpose:** The single record of every customer and prospect organisation and its people. - **Promise:** Every company, its people, its history and its latest deal on one page. - **Possibilities:** - Companies and contacts are laid out in three columns, like HubSpot: - **Left:** properties, editable in place, plus custom attributes. - **Centre:** the activity timeline of notes, calls, emails and meeting notes. - **Right:** connected records such as contacts, deals, proposals, contracts and possible duplicates. - A company can have a parent company, for groups with several sites. - Notes can be **dictated**: the recording is transcribed by AI and edited before saving. - Email to and from contacts appears on the timeline automatically through Gmail sync (see 4.12). - Duplicates are detected by name, domain, email and phone. **Merge** moves all related records onto the surviving record. **Clone** copies a record. - Email templates with merge tags live in a Templates drawer, and **AI can write a template's body from its title**. HubSpot templates can be imported. - **AI follow-up email:** AI reads up to a year of a company's timeline, picks the right contact and drafts the next email. A person reviews it before it is sent from their Gmail. **Opens and clicks** on emails sent this way are tracked. - **Benefits:** No lost context, clean data, and quick answers before a call. - **Outcome:** Faster ramp-up for new reps, better-prepared calls, and fewer duplicated or forgotten accounts. - **Works with:** Deals, Proposals, Calendar and notetaker, Gmail, Partners, Dia and Artifacts, Workspaces (the customer's account in their product). #### Deals and pipelines - **Purpose:** Manage revenue opportunities from demo to close, and renewals afterwards. - **Promise:** See your open pipeline and what is closing. - **Possibilities:** - There are two boards: - **Sales:** Demo scheduled, Demo attended, Trialing, Offer discussion, Verbal yes, Closed won, Closed lost. - **Renewals:** Stable, Hidden risk, Repositioning, Terms discussion, At risk, Churned, Renewed. - Deals are moved by dragging cards. Each card shows the people on the deal, the proposal's status (viewed or signed), the latest activity and the next task due. - A deal can have several contacts, a value and a close date. - A **lost reason** is required when a deal is marked lost or churned: not prioritised, timing, cost, functionality, sticking with a competitor, staff buy-in, internet availability, compliance concern, or ghosted. - An **AI pipeline review** runs on demand from the Deals screen. It counts calls and emails per rep, writes an update for each open deal from its full history, and posts the review to a Sales chat channel. - A deal record shows its proposals and contracts. Cloning a deal puts it back in the first stage. - Access can be restricted by pipeline. - **Benefits:** Clear forecasts, disciplined data (every loss has a reason), and renewals managed as a pipeline of their own. - **Outcome:** Higher win rates, earlier warning of churn, and loss analysis that is reliable. - **Works with:** Directory, Proposals, Contracts, Calendar, Dia, Artifacts (for example won deals by month), and Finance (subscriptions and invoices once the deal is won). #### Proposals, e-signature and contracts - **Purpose:** Produce persuasive, accurate proposals quickly and get them signed. - **Promise:** A tailored proposal written from your real conversations in minutes, priced exactly, and signed online. - **Possibilities:** - The proposal builder opens from a deal. The user tags sources (the deal's and company's meeting notes including full transcripts, calls, emails and notes), and **AI writes the Executive Summary, Proposed Solution and Key Benefits**. - The rest of the proposal comes from the organisation's **Proposal template**, which admins edit: cover, company overview, onboarding and implementation, timeline, terms, and the house style the AI follows. - Editing: rewrite a single paragraph with AI, apply a whole-document instruction ("make it shorter, stress compliance"), or edit inline. - **Up to three pricing options** per proposal come from Finance **Items**: an item, one of its prices, a quantity, discounts and tax, with a live quote. They are calculated by the same engine as invoices. The quote is saved with the proposal, so a signed proposal keeps the numbers it was signed on. - A Sources drawer shows exactly what the AI based the proposal on. - Sharing uses a private link plus a 6-digit PIN. Every unlock is logged in a **Proposal activity** feed showing who opened it and when, and the first open marks the proposal as sent. - The client **accepts and signs online** with a simple typed-name signature: name, email and a signature that must match the name. This is NodeVista's own signature, not a third-party e-signature service. The author and deal owner are notified. - Signing produces a **contract**: an A4 PDF with the agreed pricing, the terms exactly as they stood when signed, and the signature. It is shown on the deal. Contracts are only created by signing; there is no manual "new contract" yet. - **Benefits:** Hours saved per proposal, consistent brand and terms, and exact pricing. - **Outcome:** Faster turnaround, higher close rates, and knowing when a prospect is engaged. - **Works with:** Deals, Directory, Calendar and notetaker (sources), Items (pricing), Contracts, Notifications, and in the future Subscriptions and Invoices. ### Marketing #### Social posts - **Purpose:** Plan the social content calendar. - **Promise:** See what is drafted, scheduled and published, with captions written for you. - **Possibilities:** - A month calendar and a composer. Each post has a title, caption, up to 10 images, content pillars (14 are defined) and a date. Posts can be saved as drafts or scheduled. - "Write caption" uses AI guided by the organisation's Marketing, General, Company and Industries **memories**, so changing the playbook changes the captions without any other setup. - Content balance by pillar can be charted. - Posting to Facebook, Instagram and LinkedIn is done by hand. - **Benefits:** A consistent brand voice and a visible content mix. - **Outcome:** Content goes out more consistently, with less time spent writing. - **Works with:** Gallery (images), Memories, Dia ("plan a LinkedIn post…"), Artifacts. #### Partners - **Purpose:** Manage relationships that are not customers: experts, universities, referral sources. - **Promise:** Who you work with, and how far along each relationship is. - **Possibilities:** - A board with the stages Researching, Engaged, Qualified, Agreement, Not a fit and Active partner. - Each partner also has a free-text status and a fit score and verdict. - Each card shows the next open task. Ticking it off prompts for the follow-up. - Emails and meetings are matched onto the partner's timeline, just as for contacts. - Partners can be imported from a spreadsheet. - **Benefits:** Partnerships get pipeline discipline without cluttering the CRM. - **Outcome:** More referral and channel partnerships reaching the active stage. - **Works with:** Tasks, Gmail sync, Calendar, Dia. #### Competitors and the Features Wall - **Purpose:** Competitive intelligence that the sales team can use. - **Promise:** Who else is bidding, what they are saying, and how you compare, feature by feature. - **Possibilities:** - Competitor profiles hold positioning, strengths, weaknesses, pricing and a hand-kept timeline of updates. - **Tracking:** each week, the Facebook posts of watched competitors are pulled into each competitor's drawer, with counts shown on the grid. This runs when someone presses Scan and uses Apify. - **Features Wall:** - A grid of features against you and each competitor, marked Yes, Partial, No or Not checked, with notes that explain the qualification. - Each column shows a score. - Editors edit it with one click per cell. - **Benefits:** Instant answers to "do they have this?" during calls, and an honest comparison. - **Outcome:** Better competitive win rates and clearer marketing messages. - **Works with:** Deals (lost reason "Sticking with competitor"), Dia and Artifacts ("competitor posts each month"). #### Lead forms - **Purpose:** Capture leads from any website straight into the CRM. - **Promise:** Build a form from your own company and contact fields, paste one snippet on any site, and every submission lands in the Directory already matched and filed. - **Possibilities:** - A builder that picks fields from the Company and Contact records, including the organisation's own data attributes; each field can be relabelled, reordered, made required and given a placeholder. A live preview shows exactly what visitors see. - Settings for the button text, the thank-you message or a redirect to a thank-you page, the members told in the portal, addresses emailed for each submission, the owner of new companies, and on/off. - Embed on any website with a two-line snippet. It renders a real, accessible HTML form in the page (not an iframe) that takes the site's fonts and can be restyled with CSS variables, or left unstyled. A hosted page (a shareable link) shows the form on its own. - Each submission matches an existing contact by email and an existing company by website domain or exact name, or creates them; it only fills blanks on existing records, links the contact to the company, and adds "Submitted
" to their timeline with the answers. - Page, referrer and UTM tags are kept with each submission. A submissions table links to the company and contact each one became. - Spam protection: a hidden honeypot field, a minimum fill time and a per-visitor rate limit. - **Benefits:** No Zapier-style glue or copy-pasting from inbox to CRM; the sales team sees a new lead, with its source, seconds after it is sent. - **Outcome:** More inbound leads worked, faster, with attribution to the page and campaign that brought them. - **Works with:** Directory (companies, contacts, timeline), data attributes, Notifications and email, custom customer-portal domains, Dia ("lead form submissions each week, by form") and Artifacts. ### Product (for the organisation's own software) #### Roadmap - **Purpose:** Track ideas, what is planned and what is being built. - **Promise:** One shared view of product direction. - **Possibilities:** - Board and list views with the columns Idea, Planned, In progress, Testing, Ready and Released. - Each item has a description, pictures, team comments and **linked customer tickets** from the customers who asked for it, with an impact view. - An item can be marked **Public**, so it can appear in the changelog, and **User input**, so customers can **vote** on it in the widget's Roadmap tab. - AI generates a cover image from the item's title and description. - Viewable on web and phone. - **Benefits:** Sales, support and leadership can see what is coming, and demand is measured through linked tickets and votes. - **Outcome:** Priorities follow real customer demand, and fewer "is it on the roadmap?" questions are asked. - **Works with:** Releases, Tickets (customer requests), Analytics, Feature flags. #### Releases - **Purpose:** The changelog: what is new, improved and fixed. - **Promise:** Every release recorded in one place. - **Possibilities:** - A release is built from roadmap items: give it a name and date, and tag each item New, Improved or Fixed. - The timeline shows releases in progress first, then shipped releases newest first. Each line lists the customers who asked for it, linked to their tickets, so the team can tell them it has shipped. - Public items from shipped releases appear **inside the customer's widget** on its Home and News tabs, and AI agents use them as a knowledge source. - There is no public changelog web page or RSS feed yet. - **Benefits and outcome:** Customer-facing teams always know what shipped, which helps adoption and retention. - **Works with:** Roadmap, Info cards, Banners and Emails, which can announce a release inside the app. #### Analytics - **Purpose:** Understand how customers use the organisation's app. - **Promise:** Trends, funnels, retention and paths, without a separate analytics tool. - **Possibilities:** - The SDK sends page views and named events. Clicks are counted only on elements the product has marked. - Browser, operating system and device are detected. - **Trends:** up to five series, counted as events, unique users or unique workspaces, by hour, day, week or month. Breakdowns by event, workspace, page, browser, operating system, device or property. - **Funnels:** 2 to 8 steps with a conversion window, counted by users or workspaces. - **Retention:** weekly cohorts over up to 16 weeks. - **Paths:** page-to-page flows. - Every report can be filtered by environment, audience and date range (up to 180 days). - There are **profiles for each person, workspace, company and contact**, showing activity, top events and pages, and current flag values. - There is no automatic click capture and no session recording. - Staff users and subusers (for example parents in a companion app) can be viewed separately or together. - **Benefits:** Product and success teams can see adoption per customer. - **Outcome:** Churn risks are spotted earlier, and onboarding and features improve. - **Works with:** Workspaces, Feature flags, Tours and Checklists, Renewals pipeline, Artifacts. #### Feature flags - **Purpose:** Turn features on for some people or workspaces. - **Promise:** Ship safely, roll out gradually, test variants. - **Possibilities:** - A flag is decided per person or per workspace. - Targeting rules can use user properties (such as role or plan), email, support ID or workspace. Flags support rollout percentages, multiple variants and a JSON payload. - Each flag is evaluated in the customer's app through the SDK, and how often it is checked is counted. - Flags work for the main app and for a subuser app. - **Benefits:** No separate flag vendor, and betas and phased rollouts are easy. - **Outcome:** Fewer bad releases and faster experimentation. - **Works with:** Analytics, Workspaces, Roadmap and Releases. ### Support and in-app engagement (for the organisation's own customers) All of this is delivered through the **NodeVista SDK**, one snippet added to the customer's product: - **Where it runs:** websites (including WordPress, Wix, Squarespace and Webflow), web apps (React, Next.js, Vue, Angular), hybrid apps (Ionic, Capacitor, Cordova) and native apps (iOS, Android, React Native, Expo, Flutter), using a hosted support window in a web view. - **What it knows:** - It identifies each user by email and each **workspace** (customer account) by username. New workspaces and users are created automatically. - Every user gets a readable **support ID** such as AC-K7QF-3MTD, which can be read out over the phone. - It supports signed identity verification, separate LIVE and Test keys, and calls from the customer's servers to add or update users. - **Visitor mode for public websites:** a key can allow anonymous visitors (a switch under Integrations, only with identity verification off). With `visitors: true` in the snippet, people who are not signed in on a marketing site get the chat and product tours as anonymous visitors. The chat asks for their email before the first message, a "Take the tour" button can start any active tour (`startTour`), and when they later sign in their conversations move to their real account. - **How it looks:** the product decides where the Help button goes and what colour it is. There is no floating bubble. The widget's styling never clashes with the customer's app. #### Tickets - **Purpose:** Handle every customer conversation. - **Promise:** See what customers raised, and where each ticket stands. - **Possibilities:** - Conversations from the in-app widget become tickets automatically, recording the page the user was on and the branch they were working in. Tickets can also be raised in the portal. - Each ticket has: - a type: Support, Bug, Feature, or Agent (while an AI agent is handling it) - a status: Open, Pending, Resolved or Closed - a priority: Low, Medium, High or Urgent - a due date, tags and an assignee - Tickets can be viewed as a kanban board by status or as a filtered list. A ticket opens in a drawer with its conversation and a details panel. - **Internal notes** with @mentions sit in the same timeline and are never shown to the customer. - Replies typed in the portal appear in the widget. Staff can see delivery and read receipts, and the customer sees an unread badge. - **Replies nobody has read within 30 minutes are emailed** to the customer in the organisation's branding. - Every message shows who wrote it: the customer, a teammate, an AI agent or a workflow. - Tickets appear on the phone app as well. - Not built yet: customers cannot reply by email. Replies happen in the widget. - **Benefits:** Support happens inside the product with full context. - **Outcome:** Faster resolution and higher customer satisfaction. - **Works with:** AI agents, Workflows, Knowledge, Workspaces, Notifications, Dia ("open tickets by type"). #### AI agents - **Purpose:** Answer customers automatically in the widget. - **Promise:** Pip and your other agents answer in the widget, from the content you give them. - **Possibilities:** - Configure one or more customer-facing AI agents. "Pip" is the default. - Each agent has a name, colour, a Live/off switch, and an audience (the main app's users, subusers, or both). It also has a tone (friendly, neutral or formal), an answer length, custom instructions, a choice of sources, an option to show its sources, and a handover message. - **What agents learn from:** - Q&A snippets written for them - uploaded files (PDF, Word, PowerPoint, Excel, Markdown or text) - **websites**, crawled up to 40 pages - Knowledge articles, read live - public release notes - Agents answer only from those sources, in the customer's language, and cite them. They hand over to a person when the sources do not cover the question or the customer asks for a human. They never invent steps, settings or prices. - **Test chat** on each agent's page. - **Improve:** AI scans the last 30 days of solved conversations and suggests new snippets. A person approves each one. - An overview shows replies and handovers over the last 30 days. - Agents run inside Workflows (the "Let an agent answer" step), which decide when a person takes over. - Limit: source matching is keyword-based rather than semantic (vector) search. That is suited to a few thousand passages. - **Benefits:** Support is available around the clock without adding staff. - **Outcome:** More tickets deflected, shorter response times, and lower cost per ticket. - **Works with:** Knowledge, Workflows, Tickets. #### Workflows - **Purpose:** Automate what happens to a conversation. - **Promise:** Design each step of how a conversation is handled, on a canvas. - **Possibilities:** - A visual canvas of connected steps. Drafts are kept separate from the published workflow, and a broken workflow cannot be published. - The canvas shows how many conversations reached each step and 30-day statistics. - **Triggers:** a conversation starts, a customer sends a message, a customer goes quiet for N minutes, a teammate changes the status, or another workflow passes the conversation on. - **Who it runs for:** rules on the message, audience, ticket type, priority or status, user and workspace attributes, and values collected earlier in the run. Workflows are ordered and the first match wins. - **Steps:** - **Customer interaction:** send a message with placeholders, show expected reply time, collect a reply or data, ask for a satisfaction rating. - **AI:** let an agent answer, AI tagging, AI priority. - **Ticket actions:** tag, assign, change priority, status or type, set an attribute, add an internal note, hand over to the team, close. - **Flow:** delay, button choices, conditions, call an external web address (API), pass to another workflow. - **Templates:** Agent first then the team; Ask what it is about (billing, bug or question); Out of hours; Rate the conversation. - A **test panel** plays the draft as the customer would see it, without changing anything real. - **Benefits:** Consistent routing and triage without writing code. - **Outcome:** Tickets are handled faster and more consistently. - **Works with:** Tickets, AI agents. #### Surveys - **Purpose:** Ask customers questions inside the app. - **Promise:** Collect NPS, satisfaction and even video feedback at the right moment. - **Possibilities:** - Question types are NPS, a satisfaction face, a star rating, multiple choice, open text and **video**. Video answers are recorded in the browser, or uploaded on phones, and stored privately. - A survey can appear compact in a corner or cover the full page. - It is targeted by page address and, optionally, by workspace. Each person sees it once. - A survey can be Draft, Active or Paused. The editor includes a preview and a thank-you message. - Results show the NPS score, the distribution of answers, and each person's answers, with video playback. - **Benefits:** Feedback in context, and video testimonials. - **Outcome:** A measurable NPS and customer satisfaction trend, testimonial material, and early warning of churn. - **Works with:** Workspaces, Analytics, Renewals, Artifacts. #### Banners, Info cards and Tooltips - **Purpose:** Tell users things inside the app, on the pages where it matters. - **Promise:** - **Banners:** a line across the top of the app, on the pages you choose. - **Info cards:** a few pages of news in a pop-up window, on the pages you choose. - **Tooltips:** hints pinned to parts of the app, placed visually on the app itself. - **Possibilities:** - **Banners:** - Shown inline or floating, in a custom colour. - Formatted text with personalisation such as the first name, an optional sender, and an option to let people dismiss it. - A button can start a conversation, survey, info card or product tour, or open a link, help article or news. - Dismissals and clicks are tracked. - **Info cards:** - Up to 8 pages, each with a cover image, title and formatted text. - Button labels and styling can be customised. - Each person sees an info card once. It can also be opened from a banner. Completions and dismissals are tracked. - **Tooltips:** - Groups of up to 30 hints, placed in a **visual editor that opens the customer's own app** so you can point at the element. - A hint appears when someone hovers over a hotspot or over the element itself, and can contain text, an image or a video (YouTube, Vimeo or Loom). - All three are targeted by page address and workspace, and appear through the SDK in the main app. - **Benefits:** Announce releases, outages or offers without code deploys. - **Outcome:** More adoption of new features and fewer "how do I" tickets. - **Works with:** Releases, Analytics, Feature flags. #### Product tours - **Purpose:** Walk users through the app. - **Promise:** Tours built on the app itself. - **Possibilities:** - Up to 20 steps, built in the same visual editor on the customer's app. - Step types: - **Click:** the element is highlighted and clicking it moves the tour on. - **Message:** a bubble pointing at an element. - **Notice:** a centred note. - Steps can include an image or video. - Tours carry on across page changes. They run once per person or every time, or can be started from a banner or checklist. - **Benefits and outcome:** Faster onboarding, better activation, and fewer onboarding calls. - **Works with:** Checklists, Analytics. #### Checklists - **Purpose:** Guide customers through onboarding tasks. - **Promise:** Onboarding tasks in the widget's Checklist tab. - **Possibilities:** - A checklist is completed once per workspace or by each user for themselves. - Who sees it, and which tasks each person sees, can be filtered by user properties (for example role or plan). - A task is completed by hand or **automatically**, when a named product event happens, a page is visited or a tour is finished. - A task's action can open a link, a help article or a tour, or start a conversation. - **Benefits and outcome:** Measurable activation, and onboarding that scales without extra staff. - **Works with:** Tours, Emails, Analytics, Workspaces. #### Emails (lifecycle and campaign email to app users) - **Purpose:** Email the people who use the organisation's app. - **Promise:** Emails to your app's users, with opens and clicks tracked. - **Possibilities:** - **Layouts:** plain text, personal (from a teammate, with their photo), company, and announcement. All use the organisation's branding. - **Senders and content:** a teammate or a custom name on the organisation's domain, reply routing, preheader text, and merge fields with fallbacks. - **Audiences:** - **dynamic:** whoever matches the rules, now and in future - **one-off:** whoever matches at launch - **uploaded CSV** list - Audience rules can use user properties, email, name, last seen and sign-up date. - **Triggers:** send when someone matches, when a session starts, or when an event happens. Options include a delay, once per person or every time, and a frequency cap. - **Tracking:** opens (including which email client), clicks, bounces and complaints, and one-click unsubscribe. A report shows rates and every recipient. - A test send is available, and emails can be duplicated. Sending goes through Resend. - **Benefits:** Replaces a separate product-email tool. - **Outcome:** Better activation, adoption of new features and re-engagement. - **Works with:** Workspaces, Checklists, Releases, Analytics. #### Workspaces - **Purpose:** The list of the organisation's customer accounts and the people in them. - **Promise:** Every customer workspace and its users in one place. - **Possibilities:** - Workspaces are created automatically by the SDK or added by hand, with separate LIVE and Test tabs. - A workspace record holds its username, linked CRM company, custom attributes (such as plan, SLA and city) and billing references. - Users and subusers are listed per workspace, with support IDs, linked CRM contacts and properties. - Usage over 7, 30 or 90 days: events, active days, last seen, and active users. - Each workspace is also the **billing customer** in Finance. - **Benefits:** Links product usage, support and billing to one customer account. - **Outcome:** A complete view of customer health. - **Works with:** Tickets, Analytics, Flags, Surveys, Subscriptions, Invoices, Payments. ### Finance The whole Finance group is modelled on Stripe (products, prices, coupons, tax rates, subscriptions, invoices, payment intents). Stripe identifiers are already stored, so connecting Stripe later becomes a sync. One pricing engine calculates every figure, so the proposal, the subscription and the invoice agree to the cent. The engine is tested against Stripe's own worked examples. #### Items: products, prices, discounts, tax - **Purpose:** The catalogue of everything the organisation sells. - **Promise:** What you sell, with its prices, discounts and tax rates, in one catalogue. - **Possibilities:** - Each item can have any number of prices, one of which is the default. A price can be: - one-time, or recurring every _n_ days, weeks, months or years - licensed, or metered by usage - offered with an optional trial - Pricing models are per unit, package (with rounding up or down), tiered (graduated or volume, each tier with a per-unit amount, a flat amount or both), flat fee, or customer chooses (within limits). - Two additions beyond Stripe: a **base fee** each period, and a **minimum quantity**. - A price's amounts are fixed once created. To change a price, add a new one and retire the old one. - **Discounts** can be a percentage or an amount, applied once, for a number of months, or forever, and optionally limited to certain items. House rules can be set, such as allowing one discount per group or excluding discounts from other groups (for example "competitor-switch cannot combine with a service discount"). - **Tax rates** can be inclusive or exclusive, with one default. - Each item is linked to an income account. - **Benefits:** Consistent pricing across sales and billing, and complex SaaS pricing without spreadsheets. - **Outcome:** Fewer pricing errors, faster quotes, and room to experiment with packaging. - **Works with:** Proposals (pricing options), Subscriptions, Invoices, Chart of accounts, Dia (list and create items). #### Subscriptions - **Purpose:** Recurring billing for customer workspaces. - **Promise:** See which workspaces pay every month or year. - **Possibilities:** - A workspace can subscribe to one or more recurring prices on the same billing interval. - Statuses follow Stripe: trialing, active, past due, unpaid, paused, canceled. - NodeVista runs subscriptions itself: - At the end of each period it raises the next invoice. - When a trial ends, the subscription becomes active. - An overdue open invoice makes it past due, and paying it makes it active again. - Subscriptions can be cancelled immediately or at the end of the period, and resumed. - Item changes apply from the next invoice. - **Benefits:** Recurring revenue is automated and visible without a billing vendor. - **Outcome:** Predictable monthly and annual recurring revenue, and fewer missed renewals. - **Works with:** Items, Invoices, Payments, Workspaces, Renewals pipeline, Dia (list). #### Invoicing and Payments - **Purpose:** Bill customers and track what has been paid and what is owed. - **Promise:** Invoices to workspaces, the payments received, and what is still owed. - **Possibilities:** - **Invoices** move through draft, open (finalised), paid, void or uncollectible. - Lines are either priced from items or typed by hand. A typed line can be **saved as a new item in one click**, so the catalogue grows from real invoices. - Finalising an invoice assigns its number and fixes its lines. - Numbering is configurable (prefix, next number, suffix, zero padding), along with the default days until due and the footer. - **Payments** have their own tab. A payment can be against an invoice, a subscription, both, or held on account for a workspace. - Payment statuses are pending, succeeded, failed, canceled, refunded and partially refunded. - "Record payment" on an invoice creates a payment. Full or partial refunds are supported. - An invoice's paid amount updates automatically. It becomes paid when fully covered, and reopens if a refund leaves a balance. - **Benefits:** Billing and collections live next to the customer record. - **Outcome:** Faster collection, a clear view of receivables, and fewer spreadsheets. - **Current gaps:** no invoice email, no PDF, no online card payment and no automatic reminders. - **Works with:** Subscriptions, Items, Workspaces, Chart of accounts (income actuals), Dia (list invoices and payments, create and finalise invoices, record payments). #### Expenses - **Purpose:** Record and control what the organisation spends. - **Promise:** What you spend, with whom and how, in any currency. - **Possibilities:** - **Vendors** have a default category and payment method that pre-fill new expenses. - **Categories** are expense accounts, starting from a standard small-business set (advertising, software, salaries, rent, travel and so on). - **Payment methods** are cards, bank accounts, cash or wallets, stored with the last four digits only and linked to the account they draw on. - Each **expense** records date, vendor, category, description, amount and currency, reclaimable tax, payment method, paid or unpaid status, reference, notes and a **receipt upload**. - **Multi-currency:** foreign-currency expenses are converted to the base currency at the European Central Bank's reference rate for that date. Both amounts, the rate and the rate date are stored. - **Benefits:** Spend is visible by category and vendor, and multi-currency is handled correctly. - **Outcome:** Better cost control and a faster month-end. - **Works with:** Chart of accounts, Budgets, Dia (list expenses and vendors, record an expense, "expenses this quarter by category"). #### Finance settings: chart of accounts, budgets, currencies and fiscal year - **Purpose:** The accounting backbone. - **Promise:** Actual against budget for every account. - **Possibilities:** - A **chart of accounts** with income, expense, asset, liability and equity accounts, codes and parent accounts. - It starts from a standard chart. - System accounts can be renamed but not deleted. - Accounts that are in use are archived rather than deleted. - Every figure is posted to an account: invoice lines to their item's income account, and expenses to their category. - The chart shows each account's **actual** amount for a period next to its **budget**. - **Budgets** are set per fiscal year, by month, quarter or year, for each income or expense account. A budget report compares budget with actual in every cell. - Settings for the **base currency**, the currencies in use, and the **fiscal year start month**. - **Benefits:** Leaders see profit and loss against plan without an accountant's spreadsheet. - **Outcome:** Spending stays on budget and runway decisions are better informed. - **Works with:** Items, Invoices, Expenses, Payment methods, Artifacts, Dia (list accounts and budgets, "how are we doing against this year's budget?"). ### Screens for everyone #### Today The personal home screen. It currently shows two things: **today's meetings** and **"Your artifacts"**, the AI charts the member has pinned to it (hearted) from Artifacts. It has no fixed KPI widgets. Each person decides what their morning view contains by pinning charts, for example "open invoices" or "deals closing this month". On the phone it is the first tab. #### Chat - **Purpose:** Team messaging inside the portal. - **Possibilities:** - Channels organised by group, direct messages, threads and @mentions, with notifications. - Messages can be scheduled ("tomorrow 9:00"), and scheduled messages can be cancelled. - Messages can be dictated, and any message can be turned into a calendar event. - **Internal AI agents can be @mentioned in a group channel and reply in the thread.** They do not answer in direct messages. Each agent reads only its own group's data and memories. For example, a Sales agent reads companies, contacts, deals, activities, events and proposals, while a General agent reads only the conversation. - The portal also posts into chat, for example the pipeline review goes to a Sales channel. - **Outcome:** Replaces a separate chat tool, and the AI works from the business's own data. - **Works with:** Agents, Memories, Notifications, desktop and phone apps. #### Tasks A personal to-do list that opens from anywhere as a drawer (and as a phone tab). Tasks are grouped as Overdue, Today, Tomorrow, then by date. A task can be linked to any record (company, deal, ticket, partner) and created from that record. Assignees are notified, and Dia can create tasks ("follow up tomorrow at 10am"). Tasks keep follow-ups from being forgotten. It is deliberately simple: there are no project boards. #### Calendar, events and the AI notetaker - **Purpose:** Meetings connected to the CRM, with automatic notes. - **Promise:** Every customer meeting recorded, summarised and filed on the right records. - **Possibilities:** - **Google Calendar connection** for each member, who chooses one calendar. Events created in the portal, including bookings, are put on that calendar, invite the chosen contacts and get a Google Meet link by default. Edits made in Google to those events come back. Sync is one-way: other Google events are not imported. - A "New event" dialog is available everywhere and pre-fills from where it was opened (a chat message, ticket or roadmap item). - An event can be linked to a company, a deal and contacts. - **An AI notetaker (Vexa, shown as "NodeVista Notetaker") joins Google Meet, Zoom and Teams** meetings that have at least one external attendee. - It records and produces a transcript that shows who said what. - AI writes a meeting note with the sections Summary, Key points, Decisions, Action items and Next steps. - The note is filed on the company, deal and contact timelines. - Each event shows why the bot will or won't join. - A reminder is sent 10 minutes before each meeting. - **Benefits:** Nobody has to take notes, and nothing is left out of the CRM. - **Outcome:** More accurate records, better handovers, and proposals built from what the client actually said. - **Works with:** Directory, Deals, Proposals (as sources), Scheduling, Dia ("what meetings do I have tomorrow?"). #### Scheduling: booking pages - **Purpose:** Let prospects and customers book time, in the way Calendly does. - **Promise:** Your booking links, when you can be booked, and what is booked. - **Possibilities:** - Every member has their own public booking profile. - **Event types** each have their own link and set: - duration and location (Google Meet, phone, in person or a custom link) - buffers before and after - how far ahead people can book, and minimum notice - up to 20 custom questions - a colour - **Availability:** weekly hours plus date-specific changes. - The booking page shows free days in a month view, with times in the guest's timezone. - Each booking becomes a portal event and a Google Calendar event, so the notetaker can join it. - Guests can **reschedule or cancel** through a private link. Members can list and cancel bookings. - An **embeddable booking widget** for websites, shown inline, as a pop-up button or as a floating button. It supports brand colour, light or dark theme and prefilled details, and tells the host site when a booking is made. - Links use the organisation's customer-portal domain. - **Benefits and outcome:** More meetings booked with less back-and-forth, and bookings flow straight into the calendar, CRM and notetaker. - **Works with:** Calendar, Directory, notetaker. #### Knowledge - **Purpose:** The knowledge base, organised shelf by shelf. - **Possibilities:** - Collections ("shelves") contain sub-collections and articles, with an editor that opens in place. Every member can read and add articles. - Articles appear in the customer's in-app widget. The product can also open a specific article from any button ("Copy widget code"). Each opening is logged, so the team can see which named customers read which article, separately for LIVE and Test. - AI support agents read the knowledge base live. - A Gleap help centre can be imported. - Knowledge has no AI writing features of its own yet. - **Outcome:** Customers help themselves, which reduces tickets, and the same content serves both staff and customers. - **Works with:** AI agents, Tickets, SDK. #### Drive A shared folder tree with recent files, search, rename and move. Each item is either private or shared with specific people. - **Docs** have multiple pages and subpages like a book, a "/" command menu, autosave and AI help on a page. - **Sheets** have tabs, Excel-style formulas, formatting and autosave. - **AI first draft:** create a doc or sheet from its name and a short brief. - Known gap: inserting or deleting rows and columns does not update the formulas that refer to them. Drive replaces basic Google Drive, Docs and Sheets use for internal work. #### Gallery (media) - **Purpose:** Images and videos made for marketing. - **Possibilities:** - **AI image and video generation** in social-ready formats: - Post (1080×1350) - Story (1080×1920) - Changelog cover - Reel (vertical video) - YouTube - Up to four reference images can guide each generation. Generation runs through the Designhive service. Separate OpenAI image and BytePlus video endpoints also exist. - Every regeneration is kept as a version: edit the prompt and regenerate, and the current image is used as the reference, so "same again, but make the wall green" keeps the rest of the picture. Earlier versions are kept in a thread. - A library with folders (each with access control), bulk filing and a full-screen viewer. - **Outcome:** On-brand creative work without an agency or stock-photo subscription. - **Works with:** Social posts. #### Dashboards and Artifacts - **Purpose:** Business intelligence from the portal's own data. - **Promise:** Dashboards, and charts built from the portal's data, by asking. - **Possibilities:** - Describe a chart in plain words. AI builds an **artifact** (charts plus a table) from any data the member may see. - This is safe by design. The AI never writes database queries directly: it picks tables and columns from an approved catalogue, which are checked, and access rules are enforced outside the AI. - Refine an artifact by continuing the conversation, which creates new versions. Artifacts can use shared filters and can be pinned to Today. - Starter prompts are offered only for the areas the member can open. - **Dashboards** lay artifacts out on a grid. Admins create and share them. - Dashboards and artifacts can be viewed on the phone. - Every table in the product is charted or deliberately excluded. The rules require each new module to be chartable when it launches. - **Outcome:** Replaces a separate BI tool for most questions, so decisions are made from live data. - **Works with:** Dia and every module. #### Diagrams Whiteboards (Excalidraw-style) that stay private to whoever drew them until they are shared. Exported FigJam files can be imported, and each FigJam page becomes its own diagram. This replaces basic Miro and FigJam use for planning and process diagrams. ### Admin screens - **Members:** invite people and set their permissions per module (No access, View, Editor or Manager), the pipelines they can see, their groups and admin rights. This keeps access controlled as the team grows. - **Agents:** define internal AI agents for chat. Each agent has a handle and a group, and is limited to that group's data. - **Memories:** shared instructions and context that AI features read. Each group (Sales, Marketing and so on) has private memories, which Editors or admins can change. The open "Company" and "Industries" scopes can be added to by anyone. For example, the marketing playbook guides social captions. Updating the organisation's knowledge updates the AI's behaviour immediately, with no other setup. - **Settings:** - Organisation branding (logo and colour), custom domains, email sender, internal email domains. - SDK and chatbot switches for each environment, the name used for subusers, and custom attributes on records. - Profile, notifications and desktop app download. - **Integrations:** - Each member connects Google (Calendar and Gmail). - Admins get the SDK keys (LIVE and Test, plus a subuser app key), signing secret, identity-verification switch and step-by-step install guides for each platform. - An admin can save a HubSpot token for importing templates. - **Proposal template:** the organisation's fixed proposal wording and the AI's house style. - **Studio:** the network console. Only network admins can use it. --- ## Cross-module journeys ### Lead to cash 1. A prospect **books a demo** through the organisation's booking page or embed, and the meeting lands in **Calendar**. 2. The **notetaker** joins, records and files an AI summary on the company, contact and deal. 3. A **deal** is created in the Sales pipeline (by hand or through Dia) and moves through its stages. Gmail threads with the contact appear on the timeline automatically, and an AI follow-up email draft can be sent from the member's own Gmail. 4. The rep opens **Add proposal**. AI writes it from the meeting notes and emails, and pricing comes from **Items**. 5. The client opens the PIN-protected link (logged in Proposal activity), then **accepts and signs**. The rep is notified and a **contract** PDF is stored. 6. The deal moves to Closed won. The customer's product account appears as a **workspace** through the SDK. 7. A **subscription** is started with the same prices. It raises **invoices** each period, and **payments** are recorded against them. 8. **Artifacts** and Dia report won revenue, open invoices and income against **budget**. _Today, steps 6 and 7 are separate actions. There is no automatic creation of a subscription from a signed proposal yet (see 8.3)._ ### Onboarding to adoption 1. A workspace is identified by the SDK. 2. It receives an onboarding **checklist**, a **product tour** and a welcome **email**. 3. **Tooltips** and **info cards** explain key screens. 4. **Analytics** funnels show activation, and **feature flags** introduce new capabilities to a subset of users first. ### Support to retention 1. A user clicks Help in the product, and an **AI agent** answers from **Knowledge**. 2. A **workflow** routes the conversation to a human when needed, creating a **ticket** with the page and branch. 3. The agent replies, and the user sees the reply in the app, or by email if they haven't read it within 30 minutes. 4. An **NPS survey** and usage data in **Analytics** feed the **Renewals pipeline** (Stable, Hidden risk, At risk and so on). A renewal is saved, or churned with a recorded reason. ### Feedback to roadmap to release 1. Tickets, surveys (including video) and analytics reveal needs. 2. Needs become **Roadmap** items. 3. The feature is shipped behind a **feature flag**, rolled out gradually, and recorded in **Releases**. 4. It is announced with a **banner, info card or email**, and adoption is tracked in **Analytics**. ### Market to pipeline 1. **Competitor** posts and the **Features Wall** shape messaging. 2. Social posts are planned with AI captions and **Gallery** images. 3. **Partners** generate referrals, which become Directory companies and deals. ### Spend to budget 1. Expenses are recorded with receipts, in any currency, converted at ECB rates and posted to expense accounts. 2. Invoices post to income accounts. 3. The **Finance settings** budget report shows actual against budget by month, quarter or year for the fiscal year. 4. Dia and Artifacts summarise it for leadership. --- ## AI capabilities in one place | Capability | Where | What it does | Status | | --------------------------------- | ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------- | ------ | | Dia | Search (⌘K) | Finds records, answers questions, builds charts and tables, links to screens, proposes changes for confirmation | Live | | Artifacts | Dashboards & artifacts | Turns a plain-language question into saved charts and a table from live data | Live | | AI proposal writer | Deals → Proposals | Writes the Executive Summary, Proposed Solution and Key Benefits from meeting notes, emails and notes; rewrites paragraphs; applies whole-document edits | Live | | AI meeting notetaker | Calendar | Joins Meet, Zoom and Teams; transcribes who said what; writes a structured meeting note and files it on the CRM | Live | | Dictation | Notes on every record, web and phone | Speech to text for notes | Live | | AI follow-up email | Directory and deals | Reads a year of the company's history, chooses the contact and drafts the next email, which is sent from the member's Gmail after review | Live | | Email templates | Directory → Templates | Writes a template's body from its title | Live | | Pipeline review | Deals | On-demand review of every open deal plus activity per rep, posted to a Sales channel | Live | | Drive first drafts | Drive | Creates a doc or sheet from its name and a brief; AI help on a single doc page | Live | | Roadmap covers | Product → Roadmap | Generates a cover image for a roadmap item | Live | | Workflow AI steps | Support → Workflows | AI tagging and AI priority on tickets | Live | | Agent improvement | Support → AI agents | Suggests new answer snippets from solved conversations, for a person to approve | Live | | Social captions | Marketing → Social posts | Writes captions guided by memories (the playbook) and the selected images and pillars | Live | | Image and video generation | Gallery | Social-format images and videos, with version threads and reference-image editing | Live | | Customer-facing AI agents ("Pip") | Support → AI agents, in-app widget | Answer customers from snippets, files, crawled websites, Knowledge and release notes; hand over through workflows | Live | | Internal AI agents | Chat | @mention an agent; it answers using only its group's data and memories | Live | | Memories | Admin | Shared, editable context that guides the AI's behaviour for each group | Live | | AI usage metering | Studio | AI spend per organisation and per feature | Live | Text AI uses OpenAI in two tiers: - **Standard:** reports, summaries, proposals, follow-ups, templates and artifacts. - **Light:** chat agents and captions. Transcription is also OpenAI. Gallery media is generated through Designhive, and there are direct OpenAI image and BytePlus video endpoints. AI never changes data without a member's confirmation in Dia. ---