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Register New Customer
Fill in required fields (*) — you will confirm before saving to database.
Business Details
Sales Information
Founding 50 (optional)
Plan — Pricing from leadhubai.io
Starter
✓$250
per month
- Inbox only
- 150 leads
- 2 team members
- 180-day retention
Growth
✓$399
per month
- Inbox + Dashboard
- 500 leads
- 5 team members
- 1-year retention
Pro
✓$599
per month
- Everything
- 2,000 leads
- 10 team members
- 2-year retention
✓ Customer Saved — 14-Day Trial Started
Customer ID:
✓ Registered
✓ Email sent
⏱ 14-day trial
○ Agreement pending
Connection status for every customer across all channels. Green = connected, Yellow = token expiring within 7 days, Red = disconnected or expired, Gray = not set up.
Customer
SMS / WhatsApp
FB
IG
FB Token Expiry
Web Chat
Plan
Actions
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Email: —
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City: —
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Biggest lead problem
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🚀
Active Trials
— accepted customers in their 14-day trial
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Total Trials
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Active
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Onboarded
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Guided
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Self-Service
📋 Guided Trial Playbook
Step-by-step guide for onboarding guided trial customers
1
Call the Customer
Before sending email
Introduce yourself and LeadHub AI. Ask the customer:
- What services they offer (plumbing, HVAC, roofing, etc.)
- How they currently get leads (Facebook, website, referrals)
- Which plan interests them: Starter ($250), Growth ($399), or Pro ($599)
Tip: All trials get Pro access for 14 days. They can downgrade when they subscribe.
2
Send the Setup Email
Stay on the phone
Click the 📧 Send Setup button next to the customer's name. Tell them:
"I just sent you an email from LeadHub AI. Can you check your inbox? It should be there in a few seconds. Click the green button that says 'Complete Your Setup'."
3
Walk Through the Setup Steps
The customer will see 3 steps. Walk them through each one:
Step 1 — Consent & Permissions
"Check the boxes to authorize Facebook, Instagram, and SMS access. This lets the AI respond to leads on your behalf. Then click Continue."
Step 2 — Connect Facebook (Optional)
"If you have a Facebook Business page, click Connect to link it. This lets the AI capture leads from Facebook and Instagram DMs. If you don't have one or want to skip, click Skip for Now."
Step 3 — Set Password
"Create a password you'll remember. This is what you'll use to log in to both the mobile app and the dashboard. Must be at least 8 characters with a number and uppercase letter."
4
Install the Mobile App
Guide the customer to install the LeadHub AI app on their phone:
📱 iPhone
1. Open Safari → app.leadhubai.io
2. Tap the Share button (⬆️)
3. Tap "Add to Home Screen"
4. Tap "Add"
2. Tap the Share button (⬆️)
3. Tap "Add to Home Screen"
4. Tap "Add"
🤖 Android
1. Open Chrome → app.leadhubai.io
2. Tap the ⋮ menu (top right)
3. Tap "Install app" or "Add to Home Screen"
4. Tap "Install"
2. Tap the ⋮ menu (top right)
3. Tap "Install app" or "Add to Home Screen"
4. Tap "Install"
"Now log in with the email and password you just created. The first thing you'll want to do is go to Settings → Service Pricing and add your services with prices. The AI uses this to give accurate quotes to your leads."
Tip: Ask them to enable push notifications so they never miss a lead.
5
Show the Dashboard
Growth & Pro only
If the customer is on Growth or Pro, walk them through the dashboard:
"You also have access to a full dashboard at dashboard.leadhubai.io. Log in with the same email and password. Here you can see:"
- Analytics — Lead counts, conversion rates, response times
- Leads — Full lead list with search and filters
- Service Pricing — Manage your services (also in the app)
- Lead Generation — AI creates Facebook/Instagram ads (Pro)
- Content Planner — Schedule social media posts (Pro)
- Company — Profile, brand assets, billing, and team management
🎯 Before You Hang Up
- Confirm they can log in to the app and dashboard
- Make sure push notifications are enabled
- Remind them: "Your 14-day Pro trial is active — the AI will start responding to leads automatically"
- Let them know they can upgrade anytime from the app or dashboard
- Give them your direct number/email for follow-up questions
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LeadHub AI — Response Configuration
Controls how the AI responds to inbound leads on your LeadHub AI account. Does not affect other customers.
📋 Inbound Leads Playbook
Complete guide to managing LeadHub AI's own inbound leads
🧭
Two tracks per lead: AI Status and Sales Pipeline
Every lead has two independent states. Don't confuse them:
🤖 AI STATUS
Set by the AI automatically as the conversation progresses. You don't change it manually.
NEW
CONTACTED
QUALIFIED
ASSIGNED
BOOKED
COMPLETED
CLOSED_LOST
CLOSED_NO_RESPONSE
SPAM
CONTACTED
QUALIFIED
ASSIGNED
BOOKED
COMPLETED
CLOSED_LOST
CLOSED_NO_RESPONSE
SPAM
📋 SALES PIPELINE
Set by YOU as you follow up. This is how LeadHub AI staff track progress toward closing the prospect.
🆕 NEW
👁 REVIEWED
📞 CONTACTED
✅ PROCESSED
🎉 REGISTERED
👁 REVIEWED
📞 CONTACTED
✅ PROCESSED
🎉 REGISTERED
Temperature (separate again) is how hot the lead is: 🔥 HOT / 🟠 WARM / ❄️ COLD / ⏳ PENDING. Temperature only changes AI behavior — it doesn't progress the pipeline.
Rule of thumb: AI Status = what the bot knows. Sales Pipeline = what YOU've done about it.
📊
The full lead cycle
Prospect contacts LeadHub AI via Website chat, FB DM, IG DM, or SMS
↓
Lead created — AI Status: NEW · Pipeline: 🆕 NEW
↓
Leo (the AI) replies in <2 seconds, starts qualifying
↓
AI Status → CONTACTED · Temp starts evolving
↓
Prospect shares details. AI captures name, email, phone, industry
↓
AI Status → QUALIFIED when all qualification info is collected
↓
You open the lead → change Pipeline to 👁 REVIEWED
↓
You call / demo / email → Pipeline: 📞 CONTACTED
↓
Prospect agrees to a plan → Pipeline: ✅ PROCESSED
↓
Click 🎉 Register as Customer → form prefills → complete missing fields → save
↓
Pipeline: 🎉 REGISTERED · Customer account created
↓
Lead created — AI Status: NEW · Pipeline: 🆕 NEW
↓
Leo (the AI) replies in <2 seconds, starts qualifying
↓
AI Status → CONTACTED · Temp starts evolving
↓
Prospect shares details. AI captures name, email, phone, industry
↓
AI Status → QUALIFIED when all qualification info is collected
↓
You open the lead → change Pipeline to 👁 REVIEWED
↓
You call / demo / email → Pipeline: 📞 CONTACTED
↓
Prospect agrees to a plan → Pipeline: ✅ PROCESSED
↓
Click 🎉 Register as Customer → form prefills → complete missing fields → save
↓
Pipeline: 🎉 REGISTERED · Customer account created
🗂️
The two tabs
🌐 Website
Prospects who chatted with the bot on leadhubai.io. Columns: Name · Email · Phone · Industry · Recommended Plan · Temp · AI Status · Pipeline · Date. Click any row to see the full chat transcript and change pipeline status.
📱 Leads (FB / IG / SMS)
Prospects who DM'd the LeadHub AI Facebook Page, Instagram account, or texted the LeadHub AI phone number. Columns: Name · Channel · Phone or PSID · Temp · AI Status · Pipeline · Last Message · Date. Click any row to see the message thread and change pipeline status.
🤖 AI Config
Controls how Leo (the AI) responds to LeadHub AI's own inbound leads. This does not affect any customer's AI — each customer configures their own in their dashboard.
🎉
Registering a lead as a customer
When a prospect is ready to sign up, click the 🎉 Register as Customer button in the lead detail modal. The button:
- Marks the lead as 🎉 REGISTERED in the pipeline
- Navigates to Register Customer page
- Pre-fills what the AI already captured
- Highlights the first empty required field so you know what's missing
Before saving, confirm ALL of these are filled in:
✓ Business Name
Legal company name (often missing from FB/IG — ask the prospect on the call if not captured)
✓ Owner / Contact Name
Who you're actually selling to
✓ Email
For onboarding emails, contract, login credentials
✓ Phone Number
Required for STOP/HELP/START branded SMS replies and carrier compliance
✓ Type of Business (Industry)
Drives AI qualifier checklist. Pick the closest match from the 28-vertical list.
✓ Address (City / State / Zip)
Needed for service-area targeting and billing. Full street address can come later.
✓ Plan
Starter $250 / Growth $399 / Pro $599. Match to what the prospect agreed to.
✓ Sales Person
Who closed the deal — drives attribution reporting
○ Website, Notes
Optional but recommended — helps the AI personalize responses
If the prospect ghosted between AI qualification and your call, message them back in the Inbox before registering. Never register a lead you haven't spoken to directly.
🤖
AI Config (Tab: AI Config)
Controls how Leo responds to LeadHub AI's own inbound leads. These settings do not affect any customer's AI.
AI Persona Name
Currently Leo. This is the name Leo signs messages with and how he introduces himself.
AI Response Enabled
Toggle auto-reply ON or OFF. When OFF, leads still come in but you reply manually from the inbox.
Response Delay
Currently set to 2 seconds — fast feels premium for B2B. If you want Leo to feel more human, raise to 8–15 seconds.
AI Greeting
Optional first message. Usually better to leave blank so Leo tailors the opener to the lead's channel and message.
Custom AI Instructions (Niche Prompt)
Leo's full playbook: pitch, pricing, qualification questions, trigger phrases, handoff rules. Updates take effect on the next inbound message — no restart.
📅
Daily routine
- Open Channels → Inbound Leads. Review overnight leads on both Website and Leads tabs.
- Click every 🆕 NEW pipeline lead → read the transcript → change to 👁 REVIEWED so nothing falls through.
- Call or email the 🔥 HOT or QUALIFIED ones first → mark 📞 CONTACTED.
- When a prospect commits → ✅ PROCESSED, then click 🎉 Register as Customer when contract is signed.
- Confirm all register-form fields (see checklist above) before saving.
- End of day: Pipeline should have zero 🆕 NEW leads. Everything is at least 👁 REVIEWED.
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+ Create Support Ticket
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💬 Conversation
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✏️ Add note
🤖
Ops AI Assistant
Read-only · Claude Haiku 4.5 · Can auto-file bug tickets
Enter to send · Shift+Enter for newline
Operational alerts from across the platform — failed Facebook connections, deauth events, expired tokens, and other issues that need attention. Open the customer's record from any alert to take action; acknowledge to keep on the list, resolve to clear it.
📋 Alerts Playbook
Quick reference for triaging the Alerts page. Full source-of-truth doc in Notion → Alerts.
What status means
Open — fresh alert, nobody's looked at it yet. Acknowledge to claim it, resolve when fixed.
Acknowledged — someone's on it. Still active. Move to Resolved when the underlying issue is actually fixed.
Resolved — the issue was real and is now fixed. Kept for history.
Dismissed — false alarm or no action needed. Kept for history.
What the alert types mean
auth-user / login_* — login service slow or hung. Critical. Check Supabase status first.
monitor_* — usage spike or anomaly (AI generations, webhook flood, lead flood, spam, cost). Verify it's not a real campaign before acting.
capacity_* — runtime infra under pressure. Check the Infra Health page's Runtime canaries; consult the Capacity Playbook.
client_error_* — JS exception in inbox / dashboard / internal app. Customer email + business name are auto-enriched on the right side of the alert row — reach out proactively if it looks impactful.
meta_oauth_* / meta_deauth — Facebook/Instagram connection issue. Open the customer record from the alert to see what state they're in.
Triage workflow
- Look at the Active filter (Open + Acknowledged). Anything red severity goes first.
- Click Acknowledge on the ones you're claiming — others see you're handling them.
- Open the customer record (right-side button) to see context — recent activity, status, history.
- Take action (reconnect Meta, refund a flood, etc.). Then click Resolve.
- If it was a false alarm, click Dismiss instead. Both clear the row from Active.
When to use ⚡ Bulk action
Only when a known infra event flooded one alert type — e.g. a webhook misconfig that fired 200 alerts for the same root cause. Apply the type pill filter first, then click Bulk action to resolve all of them at once. Bulk action operates on whatever filter you have active — read the confirm prompt carefully.
Industry-keyed AI templates served to customers. Click an industry to view the AI instruction prompt (used by the AI assistant when replying to leads) and the three suggestion cards (shown in Lead Generation when a customer doesn't have enough lead history yet).
—
| Industry | Instruction | Suggestions | Customers | Last edited |
|---|
Self-monitor of LeadHub AI's own infrastructure. Daily check at 08:00 UTC compares key metrics against Supabase Pro-tier thresholds and alerts at 70% (warn) and 90% (critical). See the Tech Stack Scalability doc for what each threshold means.
⚡ Runtime canaries
Real-time. See Capacity Playbook for what each zone means.
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📊 Daily capacity
Refreshed daily at 08:00 UTC by infra-metrics-cron.
📧 Alert Configuration
Where to send alerts and which channels are active. Applies to all thresholds.
🚨 Active Alerts
Un-acknowledged breaches. Click acknowledge to clear from the banner.
📋 Alert History (last 30)
Every threshold event, including already-acknowledged ones.
🧪 Test & Monitor
Run health checks, API monitor pings, and execute the workflow test suite from the terminal.
📸
Visual QA — Screenshot Tests
Captures 16 screenshots across all 3 apps to verify pages render correctly
# Run from terminal:
cd ~/code/leadhub-tests
TEST_PASSWORD=xxx INTERNAL_PASSWORD=xxx npm run test:visual
# Watch in real-time (opens Chrome):
npm run test:visual:all-headed
# Test one app only:
npm run test:visual -- --app # inbox only
npm run test:visual -- --dashboard # customer dashboard
npm run test:visual -- --internal # internal dashboard
Screenshots saved to leadhub-tests/screenshots/ with HTML report that opens automatically
🔄
Workflow Tests — Business Flow Validation
Test critical paths end-to-end. Run the specific flow you changed.
Click the card title/body to copy its command. Click ▸ What this checks to expand the full assertion list. Run from ~/code/leadhub-tests/.
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Your Customers
Earnings shown at the AE rate (40% of monthly billing for active customers).
Estimated monthly
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Customer Roster —
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Commission rate is the AE Y1 rate; renewal commission is 15% lifetime (computed separately at billing time).
See your AE agreement for the full schedule. Numbers update as customers are added, change plan, or cancel.
Role Reference
Owner
Full access. Billing, role assignment, destructive ops.
Global Admin
All customers, all pages. Cannot manage staff or change defaults.
Basic Admin
Read/write customers. No infra, no secrets, no SQL.
Support
Read-only customers + reply-as for tickets. Time-boxed impersonation.
AE / Sales
Only own customers + own commissions. Can register + support own accounts.
Staff Members —
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Activity —
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Default Business Hours applied to new accounts
Customers can edit after onboarding. Uses customer's local timezone.
Plan Caps monthly limits
GenerationsDrafts
Starter
Growth
Pro
Trial & Onboarding
Branding & Sender
Flags —
Toggle a flag globally, or target it to specific customers. Changes take effect within 60s.
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