From first setup to confident daily use.

Your onboarding checklist

A good setup gives agents a clear process from the first day and makes reports useful from the beginning. Complete these items in order, then test the workflow with one agent before adding the whole team.

Register your company workspace

The person registering becomes the initial account owner for an isolated tenant workspace. Prepare accurate company and headquarters details before starting.

1. Open registration.Select Start free trial from the public website.
2. Create the account owner.Enter the owner’s name, email, phone number and a unique password of at least eight characters.
3. Describe the company.Provide the company name, industry, phone and email. Choose the closest industry so the initial workspace is relevant.
4. Add headquarters details.Enter the address and optional coordinates requested. These can support attendance and location-aware operations.
5. Submit and sign in.After successful registration, use the owner’s email and password to enter the new workspace.
6. Review company settings.Confirm company details, schedule, location and any policy values before inviting employees.

Before adding users

• Agree on lead stages and what each status means.
• Decide the minimum details required for a usable lead.
• Set expectations for follow-ups, call notes and sales recording.
• Confirm who may view reports, change roles and manage accounts.

Register sales agents for a tenant company

Every agent should have a separate identity. Individual accounts make permissions, activity reporting, coaching and audit history reliable.

1. Open Settings › Users.Sign in as an authorised manager, director or administrator and open the company user-management page.
2. Select Add employee.The secure account form opens above the current team list.
3. Enter the full name.Use the employee’s real working name so assignments and reports are clear.
4. Enter the WhatsApp number.Use international format, including the country code. This is the number the agent will use with Sophia.
5. Choose Sales agent.Managers can create agent accounts. Director or administrator access is required for higher roles.
6. Select Create account & verify.L2S generates a login ID and one-time password and queues WhatsApp verification.
7. Copy the credentials once.Share them through an approved secure channel. Do not post passwords in a group conversation or permanent document.
8. Confirm onboarding status.The team table shows whether WhatsApp verification is queued, processing, verified or needs attention.

Complete the first sign-in and WhatsApp verification

1. Sign in with issued credentials.Use the exact login ID and temporary password supplied by the administrator.
2. Create a private password.The temporary password works for initial access. Replace it with a unique password before entering the workspace.
3. Select the company.If more than one membership appears, choose the tenant company you intend to work in.
4. Verify your profile.Open My profile and check your name, email and WhatsApp number. Report incorrect details before starting work.
5. Complete WhatsApp onboarding.Respond to the verification workflow on the registered number. Sophia access activates only after successful verification.
6. Run a harmless test.Ask Sophia what she can help with or request your assigned priorities before submitting a real business action.

Give each person the access their work requires

If a page or button is missing, the first question is whether the current role should have that capability. Do not solve permission problems by sharing another person’s account.

Use the dashboard as your operating view

Start with priorities, then move into the record that needs action. Available menu items vary by role and industry, but the working rhythm remains consistent.

1. Confirm the active company.Make sure the workspace name matches the tenant whose records you intend to update.
2. Review today’s priorities.Look for assigned leads, overdue follow-ups, active deals, check-ins and recent activity.
3. Use global navigation.Open Leads, Customers, Deals, Inventory, Sales, Reports, Team Activity or Settings according to the task.
4. Search before creating.Search by name, phone, email or record reference to avoid duplicate customers and leads.
5. Open the full record.Read status, ownership, notes and activity before changing important information.
6. Record an outcome and next step.A useful update says what happened, what changed, who owns the next action and when it is due.

Move cleanly from lead to customer and deal

A strong activity note answers four questions

Turn activity into accountable revenue reporting

Record a sale only when the business event occurs. Include the customer, amount, currency, responsible agent, date and payment state. Record later payments against the correct sale rather than creating duplicate sales.

How managers should read reports

1. Set the correct scope.Choose the company, reporting period, team or agent and any relevant status filters.
2. Check data completeness.Unexpected zeros often mean activity was not recorded, falls outside the period or belongs to another filter.
3. Compare effort with outcomes.Review calls, SMS, check-ins and follow-ups together with leads, conversions, sales and revenue.
4. Investigate exceptions.Open stale deals, overdue priority leads and unusual changes to understand the record-level context.
5. Coach, then document the next action.Use evidence to help agents improve and record the agreed follow-up rather than treating one metric as the whole story.

Capture activity where the work happens

With the relevant company configuration, supported mobile version and device permissions, field activity can include GPS sign-in or check-in points, approved route-distance reporting, calls made and SMS sent to customer phone numbers.

1. Sign in with your own account.Individual identity is required for reliable assignment and activity reporting.
2. Review the permission explanation.Only grant location, call or SMS access you understand and that your organisation has lawfully enabled.
3. Submit a check-in.At the work location, choose Check in and allow the device to obtain a clear GPS point. Check-in-only mode does not continuously track movement.
4. Use an authorised route session where enabled.Begin and end the defined work session so distance is calculated for the intended period rather than unrelated personal movement.
5. Connect activity to records.Match calls, messages, visits and outcomes to the relevant lead or customer whenever the workflow supports it.
6. Review your day.Before finishing, confirm that check-ins, communication, follow-ups and sales appear in the correct period.

Ask Sophia like a capable colleague

Change your name, email, phone or password

Update personal details

1. Open My profile.Use the account menu inside your company workspace.
2. Edit Personal details.Update first name, last name, email/login ID or WhatsApp number.
3. Confirm sensitive changes.Enter your current password when changing the email or phone. It is not required when only changing your name.
4. Save and review the message.A changed WhatsApp number disables the old assistant binding until an administrator verifies the replacement.

Change your password

1. Open Change password on My profile.Enter the current password and a unique new password of at least eight characters.
2. Confirm the new password.Both new-password fields must match exactly.
3. Save the password.After success, other signed-in sessions are revoked. Sign in again on devices you still use.

Administrator account changes

Administrators can open Settings › Users › Manage account to change an employee’s name, email, WhatsApp number, role or active status. If a password is forgotten, the administrator can generate a one-time temporary password that must be copied before the dialog closes.

Resolve common issues systematically

Protect people, records and decisions

• Check confirmations after creating or changing important records.
• Provide names, phone numbers, amounts, currencies and dates clearly.
• Do not share passwords, one-time codes or unnecessary sensitive information.
• Use individual accounts and remove access promptly during offboarding.
• Enable mobile tracking only with appropriate notice, authority and device permission.
• Use reports as coaching evidence, not as a substitute for context or fair management.