Team Onboarding Guide
This guide takes you from a fresh workspace to a fully operational team in under 15 minutes. Follow the steps in order and your colleagues will have the right access, the right tools, and their first leads ready to work — before your first all-hands call.
What you'll complete
Set up your business profile
Before anything else, give Appalix context about your business. This powers the AI throughout the platform — bot responses, lead triage, deal suggestions, and Sage assistant answers all draw from your business profile.
- Go to Settings → scroll to Business Profile.
- Enter your company name and industry.
- Write a brief description of your target customers — who they are, their job title, their biggest pain points.
- Describe your product or service — what it does, the key value props, and what makes it different.
- Click Save profile.
Invite team members with the right roles
Go to Settings → Team members → + Invite member (Owner and Admin only). For each person you invite, choose their role carefully — it determines what they can do in the platform.
Can do
Configure bots, integrations, knowledge base, invite members, full CRM access
Cannot do
Access billing, delete workspace, change other admins' roles
Can do
Full Sage CRM, pipelines, tickets, conversations, forms, analytics
Cannot do
Configure bots or integrations, invite colleagues
Can do
View all data across the workspace — contacts, deals, tickets, analytics
Cannot do
Create, edit, or delete anything
Each invited person receives an email with a magic link. They must click it to join — their seat is only consumed once they accept. You can see pending invitations in the Team members section with an “Invitation pending” badge.
Choose a lead distribution strategy
Decide how new inbound leads (from the bot, email, and forms) should be assigned. You have two options:
Manual assignment
New contacts arrive unassigned. Team leads review them and assign to reps as needed.
Best for: small teams, territory-based sales, high-value named accounts.
Round-robin (recommended)
New contacts are automatically assigned to the next rep in rotation — no manual step.
Best for: high-volume inbound, equal-share teams, reducing admin overhead.
Create your first pipeline
A pipeline represents your sales process from first contact to closed deal. Appalix includes templates to get you started in seconds.
- Go to Sage → Pipelines.
- Click Create Pipeline.
- Give it a name (e.g. “New Business”, “Enterprise”, “Renewals”).
- Choose a template — Sales, Agency, Consulting, Support, or Onboarding — or start blank.
- Click Create. The pipeline opens with its stages ready to go.
You can customise stages from inside the board using Manage Stages. Add, rename, reorder, or delete stages to match your exact process.
Import or create your first contacts
You have three ways to get contacts into Sage:
A — Manual entry
Go to Sage → Contacts → + New Contact. Fill in the details and create. Good for a handful of named accounts you want in the system right away.
B — Inbound from the bot
Once your AI bot is live, every visitor who shares their contact details in a chat conversation is automatically added as a Sage contact. Enable round-robin in step 3 and they'll be assigned to a rep instantly.
C — Lead ads & form submissions
Connect Meta Lead Ads or Google Ads Lead Forms in Forms → Sources. Every submission creates a scored Sage contact automatically. Email triage from connected mailboxes works the same way.
Assign leads to your team
If you enabled round-robin in Step 3, inbound leads are already being assigned. For any existing or manually created contacts that are unassigned:
- Go to Sage → Contacts.
- Open the Filter panel and set Assigned To → Unassigned.
- For each contact that needs an owner, click the edit (pencil) icon.
- In the Settings section, pick a team member from the Assigned to dropdown.
- Save. Repeat until the Unassigned view is empty.
Orient your team members
Once your team has accepted their invitations, share this quick orientation. Each role has a slightly different starting point.
For Admins — your first 10 minutes
- Settings → Bots: Review bot configurations, knowledge base sources, and response style.
- Settings → Integrations: Connect your email provider, CRM webhooks, and any Zapier automations.
- Settings → Automation: Configure email sending (Resend) and approval routing.
- Sage → Pipelines: Check the pipeline stages and customise them to match your sales process.
For Members (sales reps) — your first 10 minutes
- Sage → Contacts → Filter → Assigned To → [your name]: See all leads assigned to you.
- Sage → Pipelines → [pipeline name]: Open the board and review deals in your stages.
- Dashboard → Conversations: Check any open chat conversations that need a response or handoff.
- Dashboard → Tickets: Review any support tickets assigned to your queue.
For Viewers — your first 5 minutes
- Dashboard → Overview: High-level metrics — message volume, lead counts, conversion trends.
- Analytics: Detailed charts across conversations, deals, and response performance.
- Sage → Pipelines: Read-only view of active deals across all stages.
Quick reference — feature access by role
| Feature | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| Conversations, Emails, Tickets | ✓ | ✓ | ✓ | View only |
| Sage CRM — view | ✓ | ✓ | ✓ | ✓ |
| Sage CRM — create/edit/delete | ✓ | ✓ | ✓ | — |
| Pipelines — view | ✓ | ✓ | ✓ | ✓ |
| Pipelines — create/manage/drag | ✓ | ✓ | ✓ | — |
| Bots & Integrations | ✓ | ✓ | — | — |
| Knowledge Base | ✓ | ✓ | — | — |
| Analytics | ✓ | ✓ | ✓ | ✓ |
| Invite team members | ✓ | ✓ | — | — |
| Billing | ✓ | — | — | — |
| Delete workspace | ✓ | — | — | — |
Common onboarding questions
A team member never received their invitation email.
Check the spam folder first. You can also copy the invite link from the Team members section in Settings and send it directly.
I invited someone but they can't see Bots or Integrations in the sidebar.
They are likely a Member or Viewer. Bots and Integrations are visible only to Admins and Owners. Promote their role if they need access.
Round-robin assigned a lead to someone who is on holiday.
Override the assignment by opening the contact, clicking Edit, and changing the Assigned to field. The round-robin counter continues unaffected.
How do I see only my own leads without filtering every time?
This is a saved-filter feature coming soon. For now, open Contacts → Filter → Assigned To → [your name]. The filter persists for your session.
Can I have two Owners?
No — there is exactly one Owner per workspace. If you need someone with Owner-level trust, promote them to Admin (which gives nearly identical access except billing and workspace deletion).
🚀
Ready to invite your team?
Head to Settings → Team members and send your first invitation. The whole process takes under two minutes per person.
Further reading
Team Seats, Roles & Permissions
Full breakdown of the four-tier role hierarchy and seat limits.
Manual Lead Assignment
How to assign contacts to reps and filter by owner.
Round-Robin Distribution
Auto-assign every inbound lead in fair rotation.
Permission Reference
Full permission matrix for every role across every section.