Your business, running
without you being the glue.

One inbox for all your channels

Email (Gmail, and Outlook if enabled), WhatsApp Business and Instagram live in the same list, and messaging conversations stand out at a glance. Each person connects their own accounts and only sees their own.

• Inbox, Completed and Sent: what is resolved leaves the view without getting lost
• Message types with color and counter (Clients, Supplier, Internal…): you define them, and you can filter or change the type by dragging
• “No AI” types for newsletters and automatic notices, which are stored as they are
• Bulk actions: complete, mark as read, mark as spam or delete several messages at once
• A search box in each section and an account filter when you have several connected
• A proposed-task badge on emails that ask for something, already visible in the list

Every email, summarized and ready to act on

The AI captures each email with a summary organized in sections and links it to its CRM contact. From the email’s own record you reply, create a task or send it to a project.

• A summary with sections (Summary, What it asks, Important links, Details…), so you don’t get lost in the thread
• A proposed task when the email asks for something: you accept it in one click, it is linked to the contact’s project and you can notify the sender with a confirmation email in their language
• One-click quick reply (Accept, Decline, Thank or Acknowledge receipt), drafted by the AI in the message’s language
• Reply by voice or by hand, and proofread or translate with AI; you always go through a review screen before anything goes out
• Send the email or its attachments to the project, the contact or the company, with an AI summary
• AI instructions per sender, to summarize each person’s emails the way you want

From a message to an action, without copying and pasting

Every message follows the same path: it arrives, the AI prepares it and you decide. Nothing gets lost between the inbox, your tasks and your clients.

Tasks: each with an owner, a date and a project

• They come in from anywhere: dictated by voice, proposed by an email, extracted from a meeting or created by hand
• Pending, Kanban, Calendar (week or month, by dragging), No date, Overdue and Completed
• Filter by scope: My tasks, Where I participate or From others
• If you set it up that way, status and date go together: a task moves on its own from “Tomorrow” to “Today” when its day arrives
• A task record with content you can link using @, comments, attachments, participants and task type
• Search by title and a color for each task type, so you see at a glance what each thing is

The project record: everything about the client in one place

Each project gathers its tasks, meetings, messages, documents, notes and contacts, with no need to hunt through five tools.

• General data: status, type, dates, linked companies, owners and other participants
• Tabs for the project’s tasks (list, Kanban, completed and calendar), meetings, messages, documents, notes and attachments
• Subprojects grouped by status: a service with its engagements inside
• CRM contacts and companies linked to the project
• Create tasks by voice from the record itself: Kairos leaves them already linked to the project
• Private projects, marked with a padlock, that only their members can see

Team load: who has how much, at a glance

A panel on Home compares, week by week, each person's hours with the hours they can give. It spots overload before it shows up in your deadlines.

• Weekly indicators: hours worked and planned, team capacity, overloaded people and the companies with the most hours
• Weekly load per person: worked and planned bars against their capacity, with the overload zone marked
• Load per day: each cell is colored by the percentage of that person's daily hours and flags the overloaded day
• Worked comes from time logs; planned comes from the planned time of tasks dated that week
• Supervisors can also move work: they drag a company's card to another person and its open tasks for that week are reassigned

Companies: your sales pipeline, by status

A board with one column per status (not contacted, contacted, client, supplier, collaborators, not achieved…) or a list, to see at a glance where each company stands. You drag the card to change its status.

• Kanban, List, Board and Funnel: four ways to look at your companies
• Statuses you configure: which columns show, their order and color, and an Archive zone
• Each card shows the country, the economic opportunity, the base company and the person responsible
• Filter by project or by owner, and search by name
• The economic opportunity calculates itself, adding up the value of the documents linked to each company
• Base companies: mark the internal ones (yours) to tell them apart and keep them out of the funnel

Contacts: each person, in their status and with their history

Contacts also have their own board and list. Each sender is linked to their record on their own, and their status (client, supplier, tool…) decides how Inbox treats them.

• Kanban and List by status: client, supplier, tool, collaboration…; you drag to change it
• Every email and every WhatsApp message is linked to its contact, by email or by phone; if it does not exist, you create it on the spot
• A contact’s status decides how Inbox treats them (client, supplier, internal, spam, no AI) and can update their company’s
• A WhatsApp badge on contacts with a linked number, and quick actions to call, open WhatsApp or write
• Search by name, email or phone
• A contact can belong to several companies

The company record: the whole history in one place

Each company gathers its data, its contacts, its projects and services, its documents, its attachments and the email of all its contacts, with no need to search anywhere else.

• Company data: status, person responsible, economic opportunity, currency, country, website and client code
• Tabs with the content, received and sent messages, projects and services, contacts, documents and attachments
• Received and sent messages from all its contacts, according to your team’s permissions
• Create projects, documents and contacts already linked to the company
• Linked invoicing, if your account has it configured
• Send a message after choosing which of its contacts to write to

My calendar: your week, your meetings and your tasks in one place

A single calendar that brings together your Google Calendar events, your meetings and your tasks with a date. You see your week as it is and move everything by dragging.

• Events from your Google calendars (or Outlook, if enabled), meetings and tasks with a date, all in a single calendar
• Week and month views; drag an event, a meeting or a task to another day to move it
• Themed days: organize your week by theme and color and link tasks to each block
• Create events by hand or by voice, with a video call (Meet or Teams) and guests from your CRM, and review them before saving
• Each person connects their own calendars and chooses which to show and in what color: you never see a colleague’s
• A “No date” column with your pending tasks, to drag onto a day

Meetings: what is decided becomes tasks

Meetings are transcribed with your database’s native system, so they don’t use up your voice hours. When a meeting moves to the agreed status, the AI extracts the pending tasks and creates them for you.

• A summary with sections and action items, not a word-for-word transcript, and an automatic AI title
• Each task is born with its title, its date (if one was mentioned) and its owner (if one was named): nothing is made up
• Tasks inherit the project linked to the meeting, and ones already done are ignored
• Each meeting is processed only once: no duplicate tasks
• Participants, project and CRM contacts linked to each meeting, visible on their records
• Send the summary by email to a CRM contact, with an introduction of your own

Team calendar: vacations, absences and holidays

A tab in the Calendar to request and approve absences, see who is available each day and have all the planning take it into account.

• Request or register absences (vacation, personal days, sick leave…) by full or half days; only each person’s working days count
• Approval flow: a Member asks their Supervisor and a Supervisor asks an Owner; the approver gets a notice and approves or rejects with a reason
• An annual balance of days per person and type, with what is used and pending, and a warning if a request goes over the balance
• Company holidays and absence types are configurable: name, color, whether they deduct from the balance, whether they need approval and whether they are sensitive data
• Sick leave is shown by name only to the person, the Owner and their direct Supervisor; everyone else sees “Absent”
• The team load panel, the assignment board and the weekly hours subtract holidays and approved absences from capacity

Digital Garden: your notes, organized by topic and by maturity

No folders: the list groups your notes by topic, with favorites and the most recent first, and each note matures from seed to sprout to tree.

• Your garden at a glance: how many notes you have and how many are at each stage: seed, sprout and tree
• One or several topics per note, with a main topic that decides where it appears
• Search, a topic filter and a “Latest notes” block with your 5 most recent notes
• Favorite notes, which come first within their group
• With team privacy, a new note is seen only by whoever creates it, unless you share it or choose who else can see it
• Type @ to link a note with other notes, documents, tasks, projects or contacts

Capture without friction: by voice, by writing or by importing files

Dictate an idea and the AI writes it up with a title, formatting and topics. Or upload your PDF, Word, Excel, PowerPoint, Markdown or audio files, or point to a Google Drive folder, and each file becomes a note.

• By voice: you dictate and the AI writes the note with a title, formatting and the topics that fit best
• Add information: dictate more and it is added at the end of a note you already have, without touching what was there
• Import documents: PDF, Word, Excel, PowerPoint, Markdown and audio; the AI generates a title, icon, topics and a full summary, and attaches the original file
• From a Google Drive folder: the original file is never moved or deleted
• Everything is processed in the background: you can keep working while the notes appear
• Export any note to Word or Markdown

Each note, a living document

A block editor with AI, attachments and control over who sees it. A note can stay yours alone, be shared with the team or become a post.

• Block editor: text, task lists, toggles, tables, code and images, with a formatting bar and drag to reorder
• An AI button to improve the note’s formatting or turn it into a post in one click
• Configuration and attachments tabs: topics, linked project or service, who sees it and files (with their own Google Drive folder, if you connect it)
• Shared or Restricted label: a note just for you is seen by nobody else, not even whoever administers the account
• Add information by dictating, mark it as a favorite, export it and open it in Notion
• Cite it in Kairos with @ and it works with real information

The team Wiki and Kairos’s Skills

The Wiki is the common reference: manuals, procedures and guides organized by type and topic. Mark an article as a Skill and Kairos will follow it step by step, as real instructions.

• Types (tabs), topics and articles, with search; create types and topics from the app, without going into Notion
• Create an article with a title or by uploading a PDF, Word, Excel or PowerPoint file so the AI generates the content
• Visibility per article: shared with the whole team, restricted to its members, and favorites
• Skills highlighted in green and suggested by Kairos when you cite pages
• Cite up to 5 pages per message with @ or with the cite button when recording by voice
• An example: “Prepare the proposal for Acme following the Commercial proposal skill”

Calendar: your planned content, day by day

Week or month, with each post colored by its network. You drag to change the day, and ideas with no date wait on the side until you schedule them.

• Drag a post to another day and it is rescheduled, on the network too if it was already scheduled
• Ideas with no date wait under “No date”, and the “+” on each day creates a post with that date already set
• Clear statuses: Planned, Ready to write, In review, Publishing, Scheduled and Completed
• “Schedule post” puts it in the network’s queue at the chosen time; “Cancel publication” pulls it back without deleting it
• Color by network: red YouTube, blue LinkedIn, orange newsletter, green web, gray TikTok and purple Instagram
• If an account gets disconnected, WorkOS warns you and posting resumes once you reconnect it

Statistics: all your networks in a single panel

Impressions, reach, interactions and new followers from your connected networks, by week, month or year and compared with the previous period.

• Cards with the period total and how much it is up or down against the previous one: impressions, reach, views, interactions and new followers
• A trend chart for the metric you choose, with each day’s value
• Top posts of the period; click one to open its card in WorkOS
• Followers by network, with the current ones and those gained in the period
• Filter by network: All, LinkedIn, LinkedIn Empresa, Instagram, TikTok and YouTube
• Each person sees only the statistics of their own networks, and the figures update once a day

All your documents, by type and by status

Each document has a type (proposal, contract, report…) and a status, and you define both. See them in a list or drag them across a Kanban, with filters by type and by project.

• List sorted by document date, with search and a type filter; each row takes the color of its type
• Kanban with one column per status: drag the card to change it, or drop it on “archive”
• Project or service filter, which also includes the documents of its subprojects
• A “Latest documents” block with the 5 you edited most recently
• Your types, your way: add, reorder or delete types, and mark which ones require a signature
• Total and monthly amounts and the linked company visible on each row

The client portal: your document, with your brand

Your client doesn’t enter WorkOS: they open a separate website where they see the document with your logo and colors, download it as a PDF and approve it. No passwords or accounts to create.

• They sign in with their email and a 6-digit code sent by email, valid for 10 minutes
• Once verified, the session stays open for 24 hours for the documents they have permission for
• Each document has its own authorized people, and WorkOS checks it every time it is opened, not only at sign-in
• Download PDF looking the same on any device, with your template: cover, header, footer, fonts, colors and logos
• Your client can switch between Spanish, English and Polish
• Share it from the document itself: copy the link or email the linked CRM contacts

Sign in with a code and approve with proof

If the document type requires it, your client approves it from the portal: they enter their name and ID number, accept your terms, and it is recorded who approved it and when.

• Each document type decides what the client can do: approve, sign or just view and download
• When approving they enter their full name and their ID number (national ID, tax ID or passport); their email is the one from the already verified account
• A “I have read and approve this document” checkbox before they can approve
• Optional legal terms and conditions: you choose an article from your Wiki and the client must accept it to approve
• The approval is added at the end of the document and the PDF, with a verification reference
• The document can change status by itself as soon as it is approved

Signed document: sealed, locked and verifiable

Once approved, WorkOS keeps an exact copy of what was signed with a record that cannot be altered. The document is locked, and anyone can later check what was signed, by whom and when.

• Sealed copy of the document as it was: content, amounts, attachments, template and accepted terms
• SHA-256 fingerprint: if a single character changed, the fingerprint would be different
• Chained record: no entry can be deleted or modified without it being noticed
• Third-party timestamp (RFC 3161) that certifies the date without seeing the content
• Locked document: it can’t be edited from the app or with Kairos, but you can read it, share it and comment on it
• Public verification page: drag in your PDF and check it is the original, without the file leaving your computer