Complete User Guide
Everything you need to know to run your business on autopilot — from your first login to advanced automations, legal document signing, and multi-agent decision sessions.
1. Your AI Team — 8 Specialists
Eight specialized agents work autonomously from day one. Each has a defined role, personality, and toolset.
2. Getting Started — The 10-Step Onboarding
AEGIS OS walks you through a setup wizard on first login. Takes about 5 minutes.
3. Dashboard & Navigation
AEGIS OS has a desktop layout and a mobile-first layout. Same features, both views.
Desktop Dashboard
Three-column layout:
- Left sidebar — Apps: CRM, Workflows, KB, Schedules, Boardroom, Email
- Center — Main content area for the active app
- Top bar — Briefing banner with today's pipeline value and upcoming activities
Mobile Dashboard
Card-based layout accessible from any phone. All features available including Omni Terminal.
Omni Terminal
The chat bar at the bottom of every page. Type any business task in plain language — Angie routes it to the right agent automatically.
- "Draft a follow-up email for the Acme Corp deal"
- "What's my pipeline value this month?"
- "Schedule a weekly ops review every Monday at 9am"
- "Write an NDA for a new vendor partnership"
4. CRM & Lead Management
Kanban pipeline, lead intelligence, smart proposals, stage automations, and legal document signing — all in one place.
Pipeline
Kanban-style board with drag-and-drop stages. Default stages: New Lead → Contacted → Qualified → Proposal → Negotiation → Won / Lost.
Adding Leads
Click New Lead and fill in name, company, email, and deal value. Source can be Manual, Telegram, Email, or CRM import.
Lead Drawer
Click any lead card to open the full detail view:
- Edit all lead fields inline
- Activity timeline (emails, calls, meetings, notes)
- Agent Intelligence — color-coded memories your agents have built about this lead
- Proposals — draft, review, and send via Ben
- Legal Documents — draft and send for signing via Lex
- Signing Requests — track document signing status
Smart Proposal
Click Proposal in any lead drawer. Ben drafts a personalized proposal using email history, meeting notes, and CRM context. Edit, then send directly or approve via Telegram.
Stage Automations
Click ⚡ Automations in the CRM header. Assign any workflow to fire automatically when a lead enters a stage — for example, send a proposal template when a lead reaches "Qualified".
Legal Documents & Digital Signing
Lex drafts in 30 seconds. Counterparty signs in 2 minutes. Both parties get a signed PDF automatically.
5. Email Intelligence (IMAP)
Connect your business email and AEGIS OS handles the entire inbox loop automatically.
Connect in Settings → Email → IMAP. Once connected, AEGIS OS will:
- Monitor your inbox every few minutes
- Skip automated/notification emails automatically
- Auto-create a Contact and CRM Lead for every new human sender
- Draft and send an intelligent reply using your agent's context and KB
- Extract meeting requests and create Calendar events
- Send .ics calendar invitations to meeting participants
- Index every email to your Knowledge Base for future agent context
- Maintain thread context — the agent sees the last 5 emails from each sender
| Setting | Location | Effect |
|---|---|---|
| Auto-reply | Settings → Email or Email Inbox page | Toggle automatic sending on/off. Off = Aria drafts but doesn't send. |
| IMAP credentials | Settings → Email → IMAP | Host, port, username, password — works with Gmail, Outlook, any IMAP provider. |
| Thread context | Automatic | Agent reads last 5 emails from sender before drafting reply. |
6. Workflows & Automation
Multi-step agent pipelines. Chain agents together, automate on a schedule, deliver results via Telegram.
Workflow Marketplace
Browse 32+ templates across 15 categories: Sales, Legal, Finance, Marketing, HR, Operations, Content, and more. Click Install to add any template to your workspace.
Running a Workflow
Open any installed workflow, enter the input (e.g., a company name for "Company Due Diligence"), and click Run. Results appear in the History tab.
Save to Knowledge Base
Any workflow result can be saved to your KB with one click, making it available for agent context in future conversations.
Scheduling a Workflow
From the workflow detail page, click Schedule and set a cron expression. Examples:
0 9 * * 1— Every Monday at 9am0 8 * * 1-5— Weekdays at 8am0 16 * * 5— Every Friday at 4pm
The workflow runs automatically and delivers results to your Telegram.
Building Custom Workflows
Click Create Workflow and either describe it in plain English (AI generates the steps) or build it step-by-step by selecting agents and writing prompts.
7. Scheduler — Recurring Tasks
All recurring tasks in one view. Each schedule runs automatically and delivers results to your Telegram.
The Schedules page shows all your recurring tasks. Each schedule has:
- A name and cron expression
- The agent that runs it
- The prompt/task
- Enable/disable toggle
- Last run time and next run time
| Schedule | Agent | Timing |
|---|---|---|
| ☀️ Daily Morning Briefing | Angie | Weekdays at 8:00 AM |
| 📊 Weekly Pipeline Review | Ben | Mondays at 9:00 AM |
| 💰 Weekly Finance Snapshot | Viktor | Fridays at 4:00 PM |
8. Knowledge Base
Your agents' long-term memory. Everything stored here is used as context when agents respond.
Adding Content
- Upload files — PDF, DOCX, TXT, CSV — drag and drop or click to browse
- Paste text — directly via the text area
- Emails — automatically indexed from your IMAP inbox
- Workflow results — save to KB with one click from the History tab
- Legal documents — saved automatically when Lex drafts them
Searching
Use the global KB search to find any document. Results show similarity scores: green = high match, amber = partial, red = low.
Google Drive Sync
Connect Google Drive in Settings → Integrations → Google. AEGIS OS syncs your Drive files and keeps them updated as you add new documents.
9. Boardroom — AI Decision Sessions
Run parallel multi-agent decision sessions for complex business questions. 8 perspectives in 60 seconds.
Starting a Session
Go to /boardroom, enter your question or decision, and click Start Session. All 8 agents deliberate in parallel across 2 rounds.
Reading Results
Each agent votes and provides reasoning. The final recommendation synthesizes all perspectives into a majority view with dissenting opinions noted.
Telegram Delivery
If Telegram is connected, the boardroom summary is sent to your chat automatically.
| Best Use Cases for Boardroom | |
|---|---|
| 💰 | Pricing decisions — Should we change our pricing model? |
| 🌍 | Market expansion — Should we enter the German market? |
| 👥 | Hiring choices — Hire a full-time CFO or use fractional? |
| ⚡ | Crisis response — A key client is threatening to churn |
| 🚀 | Product launch readiness — Are we ready to go to market? |
| 🤝 | Partnership evaluation — Should we partner with Company X? |
10. Telegram Integration
How your agents communicate with you outside the dashboard. Morning briefings, lead creation, proposal approvals — all in Telegram.
Quick Connect (recommended)
AEGIS-XXXXXX).Your Own Bot (optional)
Message @BotFather on Telegram → /newbot → get your token → paste into Settings → Telegram → My Own Bot tab. Your personal bot is now your AEGIS OS channel.
What you can do via Telegram
- Receive morning briefings and scheduled reports
- Chat with any agent — just write naturally
- Create CRM leads — the agent walks you through it step by step
- Approve or discard proposals — tap the inline buttons
- Receive signed document notifications
14. WhatsApp Integration
Connect your existing WhatsApp number via QR scan. No Twilio. No Meta setup. Zero extra accounts.
Your WhatsApp, powered by AEGIS. Scan a QR code from the Settings page and your existing number is instantly connected. Inbound messages become CRM leads. Outbound messages go out after your Telegram approval. Full audit trail in the CRM timeline.
1 Connect — Settings → Integrations → WhatsApp → Connect via QR
- Open Settings → Integrations
- Click Connect via QR on the WhatsApp card
- Scan the QR code in WhatsApp → Settings → Linked Devices → Link a Device
- Green checkmark appears — AEGIS is now live on your number
2 Inbound — Every message triggers Telegram approval
- New number: Lead auto-created in CRM with name + message summary
- Known contact: Activity logged in their timeline — no duplicate lead
- Telegram notification: ✍️ Draft Reply → review AI draft → 📤 Send Reply
- Or tap 🚫 Ignore — nothing sent, message silenced
3 Outbound — Send from CRM with one tap
- Open any lead in CRM → click 📲 WhatsApp button
- Type your message in the compose modal
- Click Queue for Telegram Approval
- Telegram notification: tap ✅ Send to confirm delivery
- Message sent + activity logged in CRM timeline automatically
11. Settings & Integrations
Configure your workspace, connect external services, and manage your subscription.
| Setting | What it does |
|---|---|
| Company Settings | Company name, logo, mission statement — injected into all agent contexts |
| Industry | Switch at any time. Agent instructions update automatically. |
| Telegram | Quick Connect or own bot |
| Email (IMAP) | Inbox monitoring and auto-reply |
| Google Workspace | OAuth for Drive sync and Calendar |
| HubSpot | Contact sync (OAuth) |
| HeyGen | Video avatar generation |
| ElevenLabs | Voice generation |
| Password & Security | Change password from Settings → Security |
| Dark/Light mode | Toggle in the top bar. Preference saved per device. |
Tips & Best Practices
How to get the most out of your AI team from day one.
Frequently Asked Questions
15. Memoria — Knowledge Graph
Upload your vault of notes and documents. AEGIS maps them into a living knowledge graph your agents query automatically.
Your agents are smart — but they don't know your business by default. Memoria lets you upload your notes, SOPs, client briefs, and research. AEGIS embeds every document and links related ideas into a graph. From that point on, your agents pull from this context before every task.
Step 1 — Upload your vault
Go to Settings → Memoria. You can upload:
- A .zip file — your full Obsidian or Notion export (up to 50 MB, thousands of notes)
- A single .md, .txt, or .markdown file — one note at a time
Toggle AI Enrichment on to let AEGIS extract topic tags and auto-link related notes after ingestion. Recommended for first upload.
Step 2 — Watch ingestion run
A progress bar shows file-by-file embedding. For a 2,500-note vault, expect 20–35 minutes. You can leave the page — the pipeline runs in the background. Return to Settings → Memoria to check status.
Step 3 — Explore the graph
Click Open Graph Explorer (or go to /memoria). The D3 force-directed graph shows:
- ■ Green nodes — vault notes (your uploaded documents)
- ■ Purple nodes — KB documents (saved via agents or Knowledge Base)
- ■ Yellow nodes — agent memory entries
Zoom in to read note names. Drag nodes to rearrange. Use the search bar to jump to any note by title, tag, or keyword.
Step 4 — Review AI proposals (optional)
When AI Enrichment runs, it may propose new knowledge nodes (summaries, topic clusters, cross-links). These appear with status Agent Proposed. In the Proposals tab you can Approve (promote to trusted knowledge) or Reject (delete). This keeps your graph accurate.
How agents use Memoria automatically
When you send any message to your agents via Telegram or the web interface, AEGIS runs a semantic search against your Memoria graph. The top relevant notes are injected into the agent's context before it responds. This means:
- Aria knows your brand voice (from your brand guide notes)
- Viktor has your company financials context (from your finance notes)
- Ben knows your product catalogue (from your sales deck notes)
- All agents know your SOPs, without you repeating them in every prompt
source_ref (the file path within the ZIP). Re-uploading updates existing nodes rather than creating duplicates. Only new files or changed files are processed as new nodes.Real-World Playbook
A complete, step-by-step example showing how to teach your agents about your business — and put them to work on real tasks.
Your agents are brilliant generalists. They don't automatically know your products, your audience, or your brand voice — until you tell them. This playbook walks through exactly what to load and how to set up a recurring task from scratch, using social media content creation as the real-world example.
1 Load a Business Brief into your Knowledge Base
Before asking Aria (or any agent) to create content, give her a reference document. Go to Knowledge Base → Add Text and paste something like the example below. This becomes her source of truth for every future task.
Alternatively, send it via Telegram: data: [paste your brief here] — it saves automatically to your KB.
2 Create 3 Scheduled Content Workflows
Go to Workflows → New Workflow. Create one workflow per day below. Each tells Aria exactly what to produce and where to save it for your review.
0 9 * * 1
0 9 * * 3
0 9 * * 5
3 Review, Generate Image & Post
Each scheduled run saves 3 items to your Knowledge Base: the X post draft, the LinkedIn draft, and an image prompt.
Open KB, find the latest Social Draft — [Day] [DATE] entries, then:
- Copy the image prompt → paste into Adobe Firefly, Midjourney, or any image generator of your choice → download the result
- Copy the X post → review/tweak → post with your image
- Copy the LinkedIn post → review/tweak → post with your image
Future update: Once image generation is wired directly into the post creation pipeline, the image will be auto-attached to your draft. For now, the image prompt in your KB is the handoff point between the agent and your image tool.
Why This Works — The KB Principle
This is the same principle behind every AEGIS use case. Your agents have deep general intelligence — the Knowledge Base is what makes them specific to your business. The more you put in, the smarter they get.
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