User Walkthrough

1.1 Sign Up /signup

1.2 Sign In /login

Option A — Email and password: enter your credentials and sign in.

Option B — Google: click Continue with Google, complete the consent screen, and you are returned through /auth/callback.

1.3 Team Invitation /invite/[token]

Admin side — sending the invite:

Invitee side — accepting:

Everything on this page also exists inside the product. Agency Beats ships a guided walkthrough that runs in a panel beside the real application — not a video, not a screenshot tour, but the actual workspace with your own data in it.

Opening it

• Walkthrough at the bottom of the sidebar, next to your avatar
• Run the walkthrough in the command palette — press Cmd+K on a Mac or Ctrl+K elsewhere

How it behaves

The morning read on the agency: what is due, what is waiting on someone, and who is loaded.

The five counters

The panels below

• Both task lists show up to eight rows with a count badge beside the title
• Tasks already marked Done or Published are left out
• Workload bars go amber at one overdue task and red at three, and are scaled against the busiest person rather than a fixed capacity

4.1 Brands List /brands

A brand is the client record, and everything else hangs off it — projects, tasks, content, knowledge and social connections all trace back to a brand. Four counters run across the top, then a row of controls, then the cards.

• Search brands — filters by name after a short pause
• Platform filter — Instagram through Newsletter
• Status filter — All Status, Active or Archived
• Sort — Name, Recently Updated, Most Projects or Most Tasks
• New Brand — top right, for managers and admins

Each card carries the logo (or a coloured initial), the description, platform badges in each platform's colour, Website and Guidelines markers, and three counts — projects, tasks and team members. Hover a count for its breakdown.

4.2 Create a Brand /brands/new

4.3 Brand Detail /brands/[id]

4.4 Archiving

Hover a card for a three-dot menu with Edit Brand, View Projects and Archive Brand. Archiving is not deletion: the card stays on the list at reduced opacity, drops out of the Total Brands counter, and can be restored at any time.

5.1 Projects List /projects

Projects are a vertical list rather than a grid — one row each, with four counters above them for Active, Completed, With Overdue and Total.

• Search projects — filter by name
• Type filter — Content Operations, Web Build, Full Service
• Status filter — Active, Draft, Paused, Completed, Archived
• Sort — Recently Updated, Due Date, Progress or Client Name

A row carries the brand logo, the project and brand names, the end date, type and status badges, and a health dot. Below that sits a progress bar with completed over total tasks, an overdue count in red when there is one, and the assignees' avatars.

5.2 Create a Project /projects/new

5.3 Project Detail /projects/[id]

A project page is a set of tabs, with a Room button in the header and a Settings button for managers and admins. Two tabs only appear for certain project types.

6.1 Task Statuses

Backlog → To Do → In Progress → Internal Review → Client Review → Approved
                                                                      ↓
                                        Done ← Published ← Publishing ← Scheduled

Blocked can be set on any task at any point.

Eleven statuses in total. The later ones — Scheduled, Publishing, Published — are what put a content item on the Publishing Queue, so a task's status is also its position in the publishing pipeline.

6.2 The Board (Content Ops and Full Service)

Six columns — To Do, In Progress, Internal Review, Client Review, Approved, Done. Cards drag between them.

• Task title, assignee avatar, due date and priority on every card
• A purple sparkle on tasks the AI generated from a brief, with its reasoning in the tooltip
• Drag a card to change status
• Click a card to open the task detail panel

6.3 Task Detail

6.4 Phases (Web Build and Full Service)

Discovery → Wireframe → Design → Development → Testing → Launch

• Phase name, description and completion status
• An optional milestone date, which draws a diamond on the Project Timeline
• The tasks that belong to each phase

The calendar merges three things that live elsewhere in the app: task due dates, content items scheduled from a task, and meetings. The header keeps a running count of each for the range you are looking at, plus a red deadline count for tasks still open.

Moving around

• Month, Week and Day tabs on the right
• Back and forward arrows — they step by whichever view you are in — plus a Today button
• Brand filter — narrows the whole page to one client, with a colour dot per brand
• Legend showing which colour belongs to which event type

Drag to reschedule

In Month and Week views you can pick an event up and drop it on another day. Tasks get a new due date; content and meetings keep their time of day and only move the date. A toast confirms the move, and a failure puts the event back. Dragging only starts after a short movement, so a click never moves anything. Day view is read-only for dragging.

Creating something on a date

Hover any day cell in Month or Week view and a small plus appears in its corner; Day view has an Add Event button instead. Both open the same dialog with the date filled in.

• The Task tab needs a title and an active project
• The Meeting tab takes a time, duration and Internal, Client or Review type
• The Meeting tab is disabled unless you are a manager or admin

When a day gets busy

A month cell shows three events, then a "+N more" link. That link and the day number both switch you into Day view, which splits the day into timed events and an All Day group with the brand and project named on each. On a wide screen an Upcoming panel sits to the right listing the next ten events, with Today and Tomorrow spelled out.

A Gantt chart of every task in your active projects, drawn as bars and grouped by brand and then by project down the left-hand side. Projects that are not active are left out entirely. When the chart loads it scrolls itself so today sits near the left.

Controls

• Scale — Day, Week, Month and Quarter change how wide a day is
• Filters — brand, project, assignee, status and priority, plus Clear to drop them all at once
• Zoom — a slider from 50% to 300%
• Collapse — click a brand or project row on the left to fold it away

Editing by dragging

Drag a bar sideways to shift a task, or drag its right edge to change only the due date. The chart updates as you drag and saves when you let go, rolling back if the save fails. These are the same task records your project boards use, so the change is immediately visible everywhere else.

• Hover a bar for status, priority, assignee and both dates
• Overdue tasks get a red outline and turn red in the left-hand column
• Double-click empty chart space to open Quick Add Task against that row’s project, starting on the day you clicked and due three days later

Reading the chart

• A blue Today line runs the full height
• Weekends are shaded
• Dashed arrows join tasks that depend on each other
• Amber diamonds sit on a project row wherever one of its phases has a milestone date

The queue gathers every content item whose task has reached the publishing stretch of its life. Two dropdowns at the top — brand and platform — narrow the whole board. A Pipeline / List toggle switches between the columns and a flat view grouped by date.

Four columns

Scheduling

Drag a card from Approved onto Scheduled, or use the Schedule button on the card. Either way the Schedule Content dialog asks for a date and time, starting at 09:00. Reschedule reopens it with the current date filled in, and the small cross — or Remove Schedule — sends the item back to Approved. Past days are disabled in the picker.

Publish Now is not the same as Publish

Which button a scheduled card offers depends on whether that brand has a live connection for that platform, shown as a green or red dot beside the platform badge.

• Publish Now — really posts to Facebook, Instagram, X or LinkedIn through the brand's connected account
• Publish — records the item as published inside Agency Beats and nothing more
• Accounts are connected per brand, under Brands then the Social tab
• The history icon on a card opens its publish log

What actually posts it

A scheduled job runs every fifteen minutes, claims anything whose time has passed and sends it out. A failed attempt is put back and retried up to three times before it is treated as a permanent failure, and you are notified at every stage. If the platform token has expired the app tries to refresh it first, and only asks you to reconnect when that also fails.

10.1 Meetings List /meetings

Every meeting in the organization, grouped by when it happens — Today, Tomorrow, This Week, Upcoming and Earlier. Three counters under the title track upcoming meetings, meetings completed this week, and completed meetings that still have nothing written up.

• Next Up cards at the top show only the meetings you are on
• Filters — search, brand, type, status and a date range
• Schedule Meeting — title, an Internal, Client or Review type, a duration from 15 to 90 minutes, date and time, and optionally a brand and project

10.2 Meeting Detail /meetings/[meetingId]

10.3 Transcripts

Leave "Also mark this meeting completed" ticked when you save one. A project's Intake & Briefs tab only offers meetings that are marked completed and have a transcript, so an untidied meeting is invisible to the intake pipeline.

Once a transcript exists, the AI tab writes a summary from it. With a summary in place, the Brief Generator underneath can turn that into a content brief, a set of project requirements, or a change request.

10.4 Joining the Call

Press Join Meeting to drop into a full-screen video room powered by LiveKit — camera, microphone and screen sharing. Only people on the participant list can get a way in, and anyone added as a viewer can watch and listen without publishing camera or microphone. The status moves to In Progress and then Completed as the room opens and closes.

10.5 Project Rooms /projects/[id]/room

Every project also has a standing room, which is the richer of the two surfaces. Start Session opens the video room with a side panel beside it.

• Five side panels — Participants, Transcript, Notes, Chat and an AI panel that answers questions about the project's transcripts
• Session history — the ten most recent sessions with duration, participant count and a Transcript badge where one exists
• Copy Guest Link — a shareable URL that needs no account
• Managers can import an external transcript against the room, tagged Zoom, Google Meet, Teams or upload

10.6 Guest Rooms /meet/[slug]

Guests take part in the call itself and nothing more — they never reach the dashboard, and the side panels are for signed-in team members.

Two organization-wide channels — General and Announcements — plus direct messages, created for your organization the first time anybody opens the page. Project-specific conversation lives on each project's Chat tab instead.

• Unread conversations show a red count and a bolder name
• New DM opens a searchable list of your teammates
• Everyone can read Announcements, but only admins can post there
• Enter sends, Shift+Enter adds a line, and typing @ mentions a teammate and notifies them
• The paperclip attaches a file of up to 10 MB

Slash commands

Start the message box with / to reach the AI commands. Each reads the recent messages in the channel and posts its answer back into the conversation.

• /ai summarize — a summary of the recent conversation
• /ai tasks — pulls actionable tasks out of the chat
• /ai decisions — picks out the decisions that were made

Per-message actions

• React from a grid of emoji, and click again to take it back
• Reply in a thread, which opens in a panel on the right rather than filling the channel
• Pin a message — five per channel, reachable from the banner at the top
• Edit or delete your own messages

The intake pipeline turns a kickoff transcript into structured service briefs, and those briefs into a real task list. It is the bridge between the conversation you had with the client and the work you are about to do.

Completed meeting with a transcript
        ↓  Extract
Intake record (draft) → review and edit → Approve
        ↓  Generate briefs
One brief per service discussed → Approve → Complete
        ↓  Generate Tasks
Tasks in the project, each with the AI's reason attached

12.1 Creating an Intake

12.2 Service Briefs

Once the intake is approved, Generate Briefs writes one brief per service the meeting discussed. Each brief has fields built for that service.

A brief starts as a draft you can edit freely, becomes approved when it is signed off, and complete when it is final. Only a complete brief can generate tasks.

12.3 AI Task Generation

Afterwards a collapsible panel shows the full decision log: included tasks with a green border and a check, excluded ones with a red border, an X and an Addbutton so a project manager can pull any of them back in with one click.

• Generated tasks carry a purple icon on the project List view and the Board, with the reason as a tooltip
• Tasks you add back manually from the excluded list are ordinary tasks — they carry no AI reason and no sparkle

The sidebar calls it AI Agents; the page is headed Marketing AI Workspace. It is a grid of seven cards in three groups — click one to open its form underneath, click it again to close. Output streams in as formatted markdown, using the Anthropic Claude API through the Vercel AI SDK.

Content Creation

Research & Analysis

Performance & Strategy

What the model is given

Picking a brand does more than label the output. Each request is assembled from:

• The brand profile — platforms, description, guidelines
• Passages retrieved from the knowledge base for that brand
• That brand’s recent content items and non-internal client comments
• Its saved brand strategy
• How you rated earlier outputs for the same brand and the same tool

Variations and feedback

• Ad Copy, CTA Suggestions, SEO Research, Competitor Analysis and Performance Report keep each run as a numbered variation — up to five, switched with the V1 / V2 tabs
• Copy puts the current variation on your clipboard; Clear discards them and starts over
• Under a finished output: Save or Discard, Save to Brand (which appends the text to that brand’s guidelines), and a 1-to-5 star rating
• Saved and highly rated results are fed back as examples of what worked, discarded ones as what to avoid — scoped per brand and per tool, so rating one client’s ad copy never bends another client’s work

AI elsewhere in the product

• Meeting summariser and brief generator — on a meeting's AI tab (see Meetings)
• Intake extraction and task generation — on a project's Intake & Briefs tab
• Ask Knowledge Base — semantic Q&A over your indexed documents
• Transcript Q&A — in the project room side panel, across that project's transcripts
• Chat slash commands — summarise a conversation, or pull tasks and decisions out of it
• AI Insights — short observations on velocity and capacity on the Analytics page

Headed Agency Intelligence Hub, this is the material the AI tools read. Add a document and its text is extracted, split into segments and embedded, which is what lets the tools retrieve passages by meaning rather than by keyword match.

Eight ways to add knowledge

Every tab has an Assign to Brand select and an Agency / Brand / Project scope. Fields on the five structured forms are embedded individually, so an AI tool can pull one persona's goals rather than a whole document.

Retrieval is scoped by brand

AI Auto-Fill

Any structured form can be populated from existing material instead of typed out.

Watching a document become searchable

A stats bar at the top counts Documents, Segments Indexed and Total Words for whichever brand you have filtered to.

Asking it questions

The purple Ask Knowledge Base card runs a semantic search across your documents and answers from the passages it finds, with four suggested questions to start from. When nothing relevant matches it says so rather than guessing.

Version history and sharing

• Documents created through a structured form get a History button — browse earlier versions, preview the differences, and restore one (restoring is non-destructive: it creates a new version)
• Share generates a public link at /kb/share with an optional password and expiry date, counts views, and can be revoked at any time
• Presence avatars show who else has a document open at the same time

What else gets indexed

Uploaded documents are only one of six sources the RAG index draws on:

• Knowledge base documents
• Brand guidelines and saved brand strategy
• Meeting transcripts
• Content items
• Service briefs generated from intake
• Comments

Upload / Paste / URL / Form → Text extraction → Segmenting → Embedding (1536-dim) → pgvector
                                                                                       ↓
Structured forms → per-field embedding ──────────────────────────────────────────────→ ↓
                                          AI request → semantic search (brand-scoped) → context → response

126 ready-made task templates covering the ten service types the app knows about. It is a catalogue you read from and copy into projects — templates are read-only here, and no work is tracked on this page.

Using it

• Choosing a service in the left sidebar loads its templates and shows the task count and total estimated hours
• Templates are grouped under phase headings, each group a small table of task, type and estimate
• Search matches on task name and description; the chips underneath filter by task type, and only types present in the current service are offered
• Add to Project — pick a project, then Open Task Drawer takes you there with the picker already filtered to the service you were browsing

Connect Gmail or Outlook and project-related threads land inside the project, so the client conversation sits next to the work it is about.

Connecting

Inside a project

How syncing works

• Provider push notifications deliver new mail as it arrives
• A scheduled job also sweeps every active mailbox each fifteen minutes, with mailbox watches renewed nightly
• One Gmail and one Outlook account can be connected per organization
• Disconnect asks for confirmation, and only the person who connected an account can disconnect it

Connect Google Calendar so your organization's event data is available to Agency Beats without anyone re-entering it.

What it does

• Events are pulled hourly by a scheduled job and stored against your organization
• The sync is strictly read-only — Agency Beats never creates, modifies or deletes anything in your Google Calendar
• Disconnecting stops the sync; events already pulled in remain until removed

Analytics reports on the work that lives in this app — projects, tasks and content items. Nothing here comes from ad platforms or social accounts, so the numbers move when your team moves work through the board. Charts are built with Recharts.

Two filters drive everything

• Brand — All Brands, or a single brand
• Date range — Last 7 days, Last 30 days, Last 90 days, Last year, All time

What is on the page

Drill down to the tasks behind a chart

Three of the charts are clickable. Clicking one opens a sheet from the right listing the matching tasks with status, project and due date, each row linking through to its project.

• Task Status Distribution — click a slice of the donut
• Team Workload — click a bar for one team member
• Project Progress — click a project bar

The Intelligence row

AI Insights sends your task counts to the model and returns three to five one-line observations about velocity, bottlenecks and capacity; it shows an empty state until there are tasks in range. Compare Periods puts two ranges side by side for Tasks Created, Tasks Completed and Overdue Tasks.

19.1 The Bell

In the top bar on every dashboard page. An unread count badge, a popover with recent notifications grouped for compactness, and a View All link through to the full page.

19.2 Notifications Page /notifications

Full-text search across titles and bodies, a filter by event type with an active-filter count, and three tabs:

Each row carries an icon, title, body preview, relative timestamp, group badge, action buttons and archive or delete controls, with Load more pagination at the bottom.

19.3 Channels

19.4 Events you can tune

Seven event types have per-channel switches in Settings:

Everyone in the organization, grouped by department with an Unassigned group at the end, and what each person is currently carrying. Stats along the top count Team Members, Departments and Active Tasks.

Member cards

• Name, job title, skills and a colour-coded role badge
• Active task count and the number of projects they span
• An overdue count in red when any assigned task is past due
• A capacity bar with a workload label beside it

Inviting someone (admin only)

Pending invitations

Once there is at least one outstanding invitation, admins see a Pending invitations card above the member list with each address, the role it was sent for, and either its expiry date or the word Expired. Cancel revokes it and the link stops working immediately; you can always send a fresh one.

Departments

Admins can open Departments to add, rename, recolour or delete departments, and can edit any member's role, department and job title from the menu on their card. Deleting a department moves its members to Unassigned rather than removing them.

Role badges

Settings is a single page with a searchable nav down the left. Picking a panel swaps the content on the right and writes the choice into the address bar, so every panel is linkable and bookmarkable.

The panels

Auto-assignment rules

A rule matches on what kind of work it is, and then routes it.

• Conditions — project type, platform, task type, service type
• Actions — assign to a specific member, round robin across several, or assign to a department

Webhooks

• Payloads are signed with HMAC-SHA256 — verify the signature header before trusting a request
• The panel sends a test payload and reports the status code it got back
• A delivery log sits underneath the configuration
• Leaving the event list empty subscribes you to everything; tick specific events only when you want to narrow it

22.1 The Page

Two tabs under the title: Invoices for one-off bills, Recurring for retainers. The Invoices tab has a status filter and, when anything is outstanding, a running total of everything sent but unpaid. Each row shows the reference, status, client, issue and due dates, and total.

22.2 Building a Draft

22.3 Sending

Send to client flips the invoice to sent, renders the PDF on the server, stores it, and emails it to the brand's primary contact with the PDF attached and a link to their portal. A Download PDF entry then appears in the row menu.

22.4 What Can Still Change

An issued invoice is a document of record, so the lifecycle is deliberately strict.

Draft ──edit / delete──▶ Draft
  │
  └─send─▶ Sent ──▶ Paid   (final)
             │
             └────▶ Void   (number retained)

• Edit and Delete only appear on drafts
• Mark paid and Void only appear on sent invoices
• A paid invoice cannot be voided
• Voiding keeps the number, so the sequence never has gaps

22.5 Retainers

A retainer is a schedule that issues the same invoice every month, quarter or year. Set the client, cadence, billing day, first issue date, optional end date and the line items once, and each period produces an invoice from them.

• New retainer to create one, then Pause, Resume, Edit or Delete
• A banner appears when schedules are due, with Generate due invoices
• A daily job also issues anything that has come due
• Deleting a schedule keeps every invoice it has already issued

What your agency pays for Agency Beats. Everything here is backed by Stripe. The bar across the top gives your plan name, subscription status, next billing date and current member count, and counts down the remaining days of a trial.

Plan limits

Two things are actually capped — team members and brands — and both are enforced, not advisory.

On the page

Changing plan

Upgrade hands you to Stripe Checkout and returns you here with a confirmation. Checkout charges the plan price plus a per-seat line for your current member count. Update Payment Method opens the Stripe customer portal, which is also where you change the card, cancel, or pull older receipts.

A separate, stripped-down surface for your clients — no sidebar, no dashboard, just the brands they have been given access to.

24.1 Granting Access

24.2 Portal Home /portal

A grid of the brands the client can see, each card showing the logo or initials, name and description, linking into that brand's portal.

24.3 Brand Portal /portal/[brandId]

What the client can do

• Read content drafts and view attached deliverables
• Leave pin-on-image annotations on image deliverables
• Approve a piece of content, which moves the task to Approved
• Request changes with a comment, which sends the task back to In Progress
• Track project phase progress and download issued invoices

What the client cannot do

• Reach the dashboard, projects, brands or any internal page
• See comments your team marked internal
• See invoice drafts, or pay online — the portal shows the document, not a checkout
• Create or manage anything: projects, tasks, team, AI tools, brand settings

Platform-level administration, for whoever operates the platform rather than for agencies using it. It has its own sidebar — Overview, Organizations, Subscriptions, Platform Admins — and a link back to the dashboard.

25.1 Overview

• Three stat cards: Organizations, Active Users, Active Subscriptions
• The ten most recent organizations with member count, plan and creation date

25.2 Organizations /super-admin/organizations

• Search by name, with a total count
• Per row: slug, member count, plan, active or disabled state, created date
• Disable or enable an organization in one click

Opening one gives member, brand and project counts, a subscription card that can override the plan between Starter, Pro and Agency, a member list where individual accounts can be banned or re-enabled, and the brands on the account.

25.3 Subscriptions /super-admin/subscriptions

A searchable table of organization, members, plan, status and a plan override select, for support and testing.

25.4 Platform Admins /super-admin/admins

• Add a platform admin by user ID, with optional notes
• List current admins with the date granted
• Remove admin rights — you cannot remove yourself

25.5 Impersonation

From an organization's detail page, Impersonate switches your context into that organization so you see exactly what they see. An amber banner across the top of every dashboard page reads "You are viewing this organization as a Super Admin" with a Return to Super Admin button, so the state is never ambiguous.

Role Hierarchy

Admin > Manager > Creator > Developer > Viewer > Client

What is enforced

• A meeting host is the only person who can cancel their meeting or change its status, whatever their role
• Participants added to a meeting as viewers can watch and listen but cannot publish camera or microphone
• Client is granted per brand from the brand’s Client Access tab, never from the Team page
• Super Admin is a separate platform-level flag, outside this hierarchy entirely