How to use the CRM

1. Getting started #

The MTA CRM is a mobile-first, voice-driven sales tool built specifically for our team. Bookmark it on your phone and your laptop — same URL, same data, layout adapts to whichever you're on.

Where to find it

• Live URL: morris-crm-app.pages.dev — bookmark this on phone and laptop.
• Add to Home Screen (iPhone): open the URL in Safari → tap the share icon → "Add to Home Screen." It becomes a fullscreen app icon, no browser chrome.
• Same on Android: Chrome menu → "Install app" or "Add to Home Screen."

Mobile vs desktop layout

The CRM is mobile-first — every screen is designed for the phone first, then adapts up. Two layouts to know about:

• Phone & tablet: Bottom nav with 6 tabs — Home, Dealers, Contacts, Vendors, Tasks, More.
• Desktop (laptop browser): Left side nav that's always visible plus a few extra tabs (Notifications, Distribution, Pipeline, Activity Feed) that live in More on mobile.

Mobile · BottomNav with 6 tabs

Desktop · SideNav with extra direct tabs

Who can do what

2. Signing in #

The CRM lives at morris-crm-app.pages.dev. You sign in with your @morristait.com Google account (the one we set up for you). No password to remember — Google handles the credentials.

Step 1 · Google asks for your email

Step 2 · then your password (or passkey)

After step 2 you land on the CRM Home — no further setup, no MTA-side password. The first time only, Google may show an "unverified app" screen (see below).

First-time sign-in (about 30 seconds)

1. Open morris-crm-app.pages.dev.
2. Tap Sign in with your @morristait.com Google account.
3. In the Google picker, pick your @morristait.com account.
4. You'll see a screen titled "Google hasn't verified this app." This is expected — it's our internal tool that only the 8 of us use, and we never asked Google to formally review it. Tap Advanced → Continue to MTA CRM (unsafe).
5. You're in. Next time you open the app, you'll be signed in automatically as long as you're signed into your work Google account in that browser.

Multiple Google accounts open at once

If you have a personal Gmail signed into the same browser as your work account (very common on phones), the picker will show both accounts. The CRM will only let your @morristait.com account through — but the friction is wasted taps. Two ways to keep it clean:

• Pick deliberately every time — the picker always shows both, so you just tap the work one. The app uses prompt=select_account so it'll never silently auto-sign-in with the wrong account.
• Use a separate browser profile for work — Chrome and Edge both support "profiles" (top-right avatar → Add profile). If you have one profile signed only into your work Google, the picker shows one account and there's nothing to choose.

If you ever accidentally pick the wrong account, the app will refuse the sign-in (the server checks the email domain). Just sign out and pick the right one.

Signing out

Tap More in the bottom nav → scroll to the bottom → Sign out. Or Settings → Sign out. After signing out you're returned to the sign-in page — signing back in is one tap (no warning screen the second time).

Common gotchas

• The "unverified app" warning only appears once per browser per Google account. If you see it again, clear browser data / switched browsers / Incognito.
• The app only works for @morristait.com accounts. Personal Gmail is hard-rejected, even if you try.
• No password to set, change, or recover. Sign-in is 100% via Google. If you lose access to your work Google account, talk to Kevin — there's no separate CRM password to reset.

3. Home #

The first screen you see after signing in. It's a launchpad — quick stats, universal search, the four most common actions, the Approve Queue preview, and the recent activity feed.

Home — your daily launchpad

What's on the screen

• Greeting — "Good morning / afternoon / evening, <first name>" + today's date.
• Notification bell (top right) — badge shows unread count, tap to jump to Notifications.
• Universal search bar — type a dealer, contact, or vendor name. Live results grouped by entity type. Tap any row to jump to its detail page.
• Stats row — three quick KPIs (see below).
• Quick Actions — four common starting points.
• Approve Queue tile — only visible if you have pending items waiting for review.
• Recent Activity feed — the last 8 things that happened across the CRM (notes, calls, tasks, etc.). Tap any row to jump to that record.
• Floating “+” button (bottom right) — opens the note-type chooser (Voice or Typed).

The stats row

Quick Actions

The four most common “I just opened the app, what do I do?” flows:

• Log Note — opens the note-type chooser (voice or typed). The fastest way to capture something that just happened.
• Add Task — opens the Add Task sheet. See Tasks for the full breakdown of @-mention auto-defaults.
• Dealer — jumps to the Dealers list.
• Contacts — jumps to the Contacts list.

Universal search

The search box at the top is a substring match across dealers, contacts, and vendors. Results appear inline as you type (debounced ~200ms so it doesn't spam the database).

• Type 2+ characters to see results.
• Results group by entity type — Dealers, then Contacts, then Vendors.
• Tap any row to jump straight to the detail page.

Recent Activity

Last 8 things that happened across the CRM. Shows the activity type, a snippet of the body, the entity it's about, who created it, and how long ago. Tap any row to jump to the linked entity. To see the full feed, use the Activity Feed page (desktop side nav, or More → Activity Feed on mobile).

4. Dealers #

Dealers are the heart of the CRM — every account we sell to or are working to win. The Dealers page has two layers: the list (browse + search + filter) and the detail page (everything about one dealer, organized into tabs).

The list page

Dealers list — search, filter, tap a row

Controls

• Search bar — matches name, DBA, city, or state.
• + button (top right) — opens the Add New Account modal.
• Quick-filter chips — swipeable row: All, Mine, Dealer, Prospect, CIS Only.
• Rep dropdown — filter by assigned rep.
• Show archived toggle — bring soft-archived dealers back into view.
• Clear — wipes all filters in one tap.

Reading a dealer row at a glance

• Primary name — what we call them, usually their everyday business name.
• Secondary name / DBA — the other name (legal vs. DBA — see Glossary).
• City, state, buying group — quick context.
• Last activity dot — color-coded freshness: < 30d 30–60d > 60d never
• Assigned rep initials — small avatar on the right.
• Type badge — "Prospect" or "CIS" if applicable (regular dealers have no badge).

Adding a new dealer

Tap the + button (top right). You get three ways to add an account:

• Quick Add · AI — the fast path. Type the dealer in, or paste an onboarding form, business card, or email signature and tap Review It with AI — it splits the text into the right fields (business name, DBA, address, phone, website) plus a primary contact. It saves the account directly — there's no approval step. It also checks for duplicates as you go: if the account already exists you'll see an Already in the CRM banner with an Open Existing button so you don't create a second copy.
• Add one account — the full form (fields below), when you want to set authorized brands, buying group, and control systems at the same time. Also a direct add.
• Import a list — for more than one account at once. Quick Add is single-account only; bulk lists go through the Import tool (handled by a data steward) so they dedupe and reconcile properly. If you paste several businesses into Quick Add it'll notice and point you there.

The full "Add one account" form has these fields:

The dealer detail page

Dealer detail — 7 swipeable tabs

Tabs (swipe ↔ or tap)

1. Overview — Address, buying group, account type, assigned rep, primary contacts, last activity. Quick-edit buttons for address / name / rep.
2. Activity — Every note, call, email, and visit, newest first. Tap a row to open in the Log Note editor.
3. Contacts — People at this dealer. Primary contact is starred. Tap + to add a new contact pre-linked to this dealer.
4. Vendors — Which manufacturer lines this dealer carries, with tier / status per line. Expand a vendor row to see program-specific details.
5. Competition — Lines this dealer does not carry that we know their peers do. Useful for opportunity-spotting.
6. Tasks — Open tasks linked to this dealer.
7. Pipeline — Opportunities tied to this dealer, with stage, value, and close date.

Editing & lifecycle actions

• Edit name / DBA — tap the name in the page header.
• Edit address — tap the address tile (Smarty-validated).
• Assign rep — tap the Rep stat tile to pick a different MTA rep.
• Request info confirmation (stewards only) — full-width button at the very top of the dealer detail page (envelope icon). Generates a tokenized link, emails it to the dealer's primary contact, and shows a bottom sheet with the link to copy or open. See Confirm Info link.
• Archive — soft-archive the dealer. Reversible — they show with the "Show archived" toggle on the list page.
• Delete — hard-delete (rarely used; archive is the default).

5. Contacts #

Contacts are people — usually employees at a dealer or a vendor, sometimes industry contacts who don't belong to a single company. Every contact lives on its own page, can be pre-linked to a dealer or vendor (or both over time), and shows up everywhere that company shows up.

The list page

Contacts list — filtered by where they work

Controls

• Search bar — matches first or last name.
• + button (top right) — opens Add Contact modal.
• Quick-filter chips — All, Dealer (contacts linked to dealers), Vendor (contacts linked to vendors), Industry (unaffiliated; small set today).

Each row shows

• Full name (first + last)
• Title / role at their company
• Company name (dealer or vendor)
• Email + phone if we have them

Adding a contact

Tap the + button on the Contacts page and choose Add Contact. One flow handles both typing and pasting, and saves directly — there's no approval step:

• Paste to Autofill (optional) — paste an email signature or business card and tap Review It with AI to fill the fields automatically. Or just type them in.
• Duplicate & transfer detection — it looks for an existing contact by email or name. If the person is already in the CRM — for example they moved from one vendor to another — you'll see an Already in the CRM banner offering Transfer, which moves the existing record to the new company and keeps all their history instead of creating a duplicate.

The contact detail page

Contact detail — three tabs

Tabs

1. Overview — Name, title, email, phone, mobile, linked company, primary badge, last activity.
2. Activity — Every note tied to this person, newest first.
3. Tasks — Open tasks linked to this person.

Actions

• + button → Log a note or add a task pre-linked to this contact.
• Three-dot menu → Edit contact info, change linked company, archive, delete.

6. Vendors #

Vendors are the manufacturer lines we work with — split into two categories. MTA Brands are the lines MTA actively represents (Sonance, AudioQuest, Sound United, etc.). Ecosystem brands are non-MTA-repped manufacturers we still track for context (competitor lines, partner brands, brands dealers care about).

The list page

Vendors → MTA Brands tab

Two tabs

• MTA Brands — what we rep. Each row: short name, category, deterministic-color initials avatar.
• Ecosystem — everyone else we track. Same row layout.

The + button opens a different modal depending on which tab is active: Add MTA Vendor (for brands we rep) or Add Ecosystem Brand (everything else).

Vendors → Ecosystem tab

How to tell the difference fast

If you're not sure whether a brand belongs in MTA Brands or Ecosystem, check our line card. If we rep them, MTA Brands. If we don't, Ecosystem. Re-categorizing later is fine.

Avatar colors

Each vendor's initials avatar gets a deterministic color based on a hash of the name — same brand, same color, every time. Helps the eye lock onto familiar logos in long lists.

The vendor detail page

Vendor detail — tabs vary by vendor type

MTA Vendor tabs

1. Overview — Name, short name, category, address, contact info, status.
2. Dealers — Which dealers carry this line, with each dealer's tier and status. Tap a row to expand and edit.
3. Contacts — Sales contacts at the manufacturer.
4. Tasks — Open tasks related to this vendor.
5. Notes — Activity / notes log.

Ecosystem Vendor tabs

1. Overview — Name, territory, coverage.
2. Dealers — Dealers in the territory.
3. Contacts — Territory contacts.
4. Notes
5. Field Intel — Competitive notes & market intel. Ecosystem only.

Vendor identities worth knowing

7. Tasks #

Tasks are the team's shared to-do list. Anyone can create one, assign it to anyone, link it to any dealer / vendor / contact, and watch it show up in everyone's inbox. The Tasks page is where you live when you're working a to-do list; @-mentions are how you fan tasks out without manually picking fields.

Tasks — the shared to-do list

Filter chips

Chip	Shows
All	Every open task across the team
Mine	Tasks where you're the assignee
Created	Tasks you created, including ones you delegated
Urgent	Open tasks with Urgent priority
Overdue	Open tasks past their due date
Done	Completed tasks

Mine vs Created — different questions: Mine = "what's on my plate?" · Created = "what did I delegate?" A task you created and assigned to yourself shows in both, which is correct.

Creating a task

Tap the + Task button — available from the Tasks page header, the Home Quick Actions, the dealer/contact detail pages, and the FAB. Where you open it from affects which fields are pre-filled:

Fields

• Task *required — the task statement. Supports @-mentions (see below).
• Urgency — Urgent / High / Normal / Low. Defaults to Normal.
• Due Date — optional.
• Assign To — one MTA teammate (the owner). Defaults to Unassigned.
• Also Notify — additional teammates to notify (not owners).
• Linked Account — the dealer / vendor / contact this task is about.
• Mentions — secondary entities the task involves. They'll see this task on their detail pages.
• Notes — freeform context. Supports @-mentions.

Auto-defaults from the Title field

The Task title field has two smart defaults. Both fire from @-mentions in the title only — the Notes field never auto-defaults.

Auto-link the primary entity

@-mention a dealer, vendor, or contact in the title → that entity becomes the Linked Account automatically.

Auto-assign the owner

@-mention a teammate in the title → that teammate becomes the Assigned To owner automatically.

Worked example

Rules

• Title only. Notes never auto-defaults — it's freeform context, not a routing signal.
• First-typed wins. Both for "who gets assigned" and "what gets linked." A second @-teammate goes to Also Notify; a second @-entity goes to Mentions.
• Only fills empty slots. If you've manually picked an Assignee or Linked Account, auto-default skips.
• On Dealer / Contact pages, the Linked Account is already locked — auto-link doesn't apply. Auto-assign still does.
• Delete the @ to undo. Removing an @-mention from the Title reverses whatever it auto-filled (assignee cleared, linked account cleared, etc.). Title only — deleting an @ from Notes does not reverse anything.

Other ways to undo

• Clear Linked Account: tap the X on the blue chip. The next @-entity in the title will auto-link again.
• Clear Assignee: tap Unassigned in the Assign To row. The next @-teammate in the title will auto-assign again.

Editing or completing a task

Tap any task row to open the full detail sheet. From there you can edit any field — title, urgency, due date, status, assignee, notify list, notes, linked account. Plus:

• Mark Complete — flips the task to Done, records timestamp + who completed it.
• Undo — re-open a completed task.
• Delete — soft-delete (status becomes Cancelled — recoverable in Supabase, not visible in the app).
• Comments — add a comment thread on the task. Notifies everyone on Assigned + Also Notify.

Fan-out (assign to multiple people at once)

When you assign a task, you can pick a group instead of a single person. The task fans out — one parent task with one child task per teammate. Each child is independently completeable; the parent rolls up status.

• Sales Team — everyone tagged as Sales.
• Office — everyone tagged as Office.
• MTA All — the entire team.

On the Tasks list, fan-out parent rows are expandable — tap to see the child tasks and their per-person status.

8. Pipeline #

Pipeline is sales opportunity tracking — every active deal, organized by stage, with a weighted forecast at the top. Reach it via the desktop side nav, or More → Pipeline on mobile, or from your Home My Pipeline stat tile.

The KPI header

• Open Count — number of opportunities not yet Won or Lost.
• Open Value — sum of estimated value across open opps.
• Weighted Forecast — sum of (estimated value × stage probability). Realistic outlook, not best-case.
• Won (30d) — realized value in the last 30 days.

Filter

All vs Mine — toggle between the team's pipeline and just yours.

Stages

Opportunities move through five open stages, plus two terminal states:

1. Prospect — initial lead
2. Proposal — we've sent something for them to review
3. Negotiation — actively in pricing / terms back-and-forth
4. Close — verbal commitment, paperwork pending
5. Won — deal closed (terminal, collapsed by default)
6. Lost — didn't happen (terminal, collapsed by default)

Each stage is a collapsible section on the page. Won and Lost default collapsed so they don't dominate the view.

The opportunity card

Each opportunity row shows: title, dealer, vendor (if set), estimated value, close date (red if overdue and still open), assigned rep initials, and a stage color badge. Tap to open the Opportunity sheet.

Creating / editing an opportunity

9. Voice Notes #

Voice Notes are the headline feature of the CRM. Press record, talk for under a minute, walk away. The app transcribes (Whisper), figures out which dealer / contact / vendor you were talking about, drafts an activity, and queues it in the Approve Queue for you to bless before it lands. No more "I'll log that later" debt.

Voice Notes — library of recordings

The Voice Notes page is your library — every recording with its transcript snippet, duration, the entity it's tagged to, status badge, and how long ago.

The recorder modal itself opens from anywhere with a + button or the Log Note quick action. The interactive walkthrough below has the full capture-to-approval flow.

Recording a note

1. From anywhere, tap the + floating button (Home), the Log Note Quick Action, or the Add note button on any detail page.
2. A bottom sheet asks: Voice or Typed?
3. Pick Voice. Tap the mic. Talk. The waveform pulses to show audio is being captured.
4. Tap the mic again any time to pause (tap once more to resume). When you're finished, tap Done — Transcribe Note. Whisper transcribes within ~5–15 seconds depending on length.
5. Review the transcript + AI-suggested fields. Edit if needed.
6. Tap Approve → activity lands. Or Reject → it discards.

Voice Notes — auto-tagging dealers & contacts

When you record (or type) a note, the app reads the names you said and auto-links the note to the matching dealer, contact, or vendor in the CRM. You can say the everyday name — "Absolute AV Design," "AV King" — and it still matches even when we store the full legal name ("Absolute AV Design, LLC") or a different DBA. If two records are equally close it leaves the note unlinked rather than guess — just link it by hand on the review screen.

New dealers & contacts are picked up automatically

You don't have to "teach" voice notes about anyone new. The matcher always reads the live CRM list, so a dealer or contact you just added — by hand, through Import, or via a confirm-your-info form — becomes taggable on its own. No setup, no rebuild.

The ~5-minute buffer (the one timing gotcha)

Whose dealers & contacts get matched

• Office staff can tag any dealer or contact in the company.
• Sales reps are tuned to their own dealers/contacts — those names are recognized most reliably — but a note about another rep's dealer (the rare cross-territory case) will still tag.

The Voice Notes page

Found at the side nav (desktop) or More → Voice Notes (mobile). It's a library of every voice note you've recorded — transcript snippets, duration, the entity it's tagged to, status badge, and how long ago.

Status badges you'll see:

Tips that pay off

Deleting a voice note

Each row on the Voice Notes page has a delete button. It hard-deletes the voice note and any pending approval tied to it. Approved activities are not deleted — they live in the activities table as the final record; deleting the voice note just removes the raw audio + transcript.

10. Approve Queue #

The Approve Queue is the safety net between AI suggestions and live data. Anything the system guesses — a transcript, a matched dealer, a new contact from a confirmation form — lands here first. You review, you approve, then it touches the CRM. Reach it from the Home tile or More → Approve Queue.

What ends up here

• Voice notes — every recorded or typed note waits here until you approve it.
• Confirmation submissions — when a dealer fills out a tokenized "confirm your info" link, their response lands here for review before touching the dealer record.
• Low-confidence matches — when the auto-matcher isn't sure which dealer you meant, the item routes here so you can pick.
• (Coming soon) — new-dealer creation flows, business-card uploads, and vendor approval will route through here too.

The review flow

Tap a card to open the Review sheet. You see:

• The AI-translated content — what would land if you approved as-is.
• Source details — for voice notes, the original transcript is expandable so you can verify before approving.
• Entity mentions — chips for every dealer / contact / vendor the AI tagged. Tap an X to remove a wrong tag; type @Name in the body to add one.
• Approve / Reject / Edit buttons at the bottom.

Three outcomes

Empty state

When there's nothing to review, you see "You're all caught up" with a sparkle icon. The Home tile hides when the queue is empty too — so the only way the Approve Queue gets your attention is when there's actual work.

11. Activity Feed #

The Activity Feed is a real-time stream of every note, call, email, task, and visit logged across the CRM — by anyone, for any account. Useful for staying aware of what the team's doing without bugging anyone. Reach it via the desktop side nav, or More → Activity Feed on mobile.

Activity Feed — everything the team's doing

Filter tabs

• All — everything
• Note
• Call
• Email
• Task

Activity row anatomy

• Type icon (color-coded by method)
• Entity name (dealer / vendor / contact / "General" if unlinked)
• First ~80 chars of the body
• Time ago
• Tap a row → jumps to the linked entity

Activity type colors

12. Notifications #

Your personal inbox for everything the CRM wants to tell you — task assignments, @-mentions, deal-stage changes, overdue alerts. Find the bell icon in the Home header (badge shows unread count) or open More → Notifications.

Get notifications on your phone & computer (push)

The CRM can buzz your phone or pop a banner on your computer even when the app is closed — task assignments, @-mentions, and the Monday-morning digests all arrive as real notifications. One thing to understand up front: you enable this once per device. Turning it on on your phone does nothing for your laptop, and vice versa — each phone and computer enrolls itself.

Setup (about 20 seconds per device)

1. On the device, open the CRM and go to More → Settings → Push Notifications.
2. Tap On. Your browser asks permission to show notifications — choose Allow.
3. Tap Send Test Notification. Within a few seconds the device should buzz or show a banner. If it does, you're done — repeat on your other devices.

Per platform

Reading a notification row

• Status dot — color varies by type
• Type kicker — "Task," "Mention," "Alert," etc.
• Title + body
• Time ago
• Bold if unread, dimmed if read
• Tap → marks read AND jumps to the linked entity (if there is one)

Notification types

13. Distribution #

Distribution is the channel-partner side of the business — distributors like Snap One, ADI, and KOA, the regional branches they operate, and the people who run those branches. Different shape than dealers (one parent, many child locations), so it gets its own page. Reach via desktop side nav, or More → Distribution on mobile.

The three-level shape

1. Distributor — the corporate parent (Snap One, ADI, etc.)
2. Branch / node — a regional location with territory coverage
3. Contacts — people who work at that branch

Each branch shows

• Branch name + address
• Territory coverage
• Last activity status dot
• Assigned MTA rep
• Open task count badge
• List of people, with the primary contact starred

Adding things

14. Team #

The Team page is the MTA roster — who's on the team, what they do, and what territory they cover. Read-only from this page (role and team changes happen in the admin console). Reach via More → Team Members.

Each team member row

• Initials avatar
• Display name (what you call them) + full name
• Email
• Role badge — "Admin (K2)" · "Admin" · "Sales Rep"
• Team badges — multiple can apply: Sales · Office · Support
• Territory — e.g. SoCal, AZ, NorCal
• Dealer count — how many they're currently assigned

Inactive members render with reduced opacity at the bottom of the list.

Role badges

Team badges

Different from roles — a person can be on multiple teams. Used for fan-out task assignment (see Tasks):

15. More menu #

The "More" tab in the bottom nav is the catch-all hub. It holds your profile card and everything that doesn't fit in the 5 main tabs. On desktop, most of these have their own side-nav entries — More is mostly a mobile thing.

More → top: profile + Team section

User card at the top

• Your initials avatar
• Full name + role + email
• Sign out button at the bottom of the page

Menu sections

Team

• Notifications — your inbox (badge shows unread count)
• Send Feedback — submit a bug, feature request, or compliment
• Team Members — the roster (Team section)
• Activity Feed — global activity stream
• Settings — your profile, top dealers, theme

Data

• Vendor Lines — Vendors page
• Distribution — channel partners
• SOPs — coming soon, currently disabled
• Calendar — coming soon, currently disabled
• Pipeline — opportunity tracking

Admin (visibility depends on role)

• MCP Dashboard — K2 only
• Import & Reconcile — data stewards only

More → bottom: sign out + version

Footer of the More page

• Sign out — same as Settings → Sign out
• App version — current build (e.g. "v0.2 · Built by K2")

If something looks broken, the version number is helpful when reporting it via Send Feedback — Kevin can tell which build you're on.

16. Settings #

Your personal preferences live here. Reach via More → Settings. Two things matter most: My Top Dealers (improves voice-note accuracy) and the dark / light theme toggle.

Sections

1. Profile — display name + full name (editable)
2. Account info — email / role / teams / territory (read-only)
3. My Top Dealers — Whisper vocab primer (see below)
4. Push Notifications — per-device On/Off + test button (setup guide in Notifications)
5. Appearance — dark / light theme toggle
6. Sign out at the bottom

Profile

Two fields you can edit:

• Display name — what other people see in the app. Default is your first name; some folks use a nickname.
• Full name — formal name shown on team rosters and external-facing things.

The Save button stays disabled until you change something. Saved changes propagate instantly across the app — no refresh required.

Account info (read-only)

You can see your role, team memberships, territory, and email but can't edit them here. For changes, ask Kevin (or whoever has admin access) — these affect access control, fan-out routing, and reporting.

My Top Dealers — the hidden power feature

Pin up to 20 of your most-recorded-about dealers. The list is sent to Whisper as a vocabulary primer every time you record a voice note. Net effect: unusual spellings, proper nouns, and dealer-specific terminology get transcribed correctly far more often.

How to set it up (one-time, ~5 minutes)

1. Open Settings.
2. Tap + Add dealer in the My Top Dealers section.
3. Pick a dealer from the picker. Repeat until you've pinned your most-active ones.
4. Tap the X on any pinned dealer to remove it.

Appearance

Dark theme is the default and the one this guide is screenshotted in. Light theme is fully supported (every component has both variants). Toggle is instant — no reload required.

17. Confirm Info link (public) #

Confirm Info is the one page in the CRM that's public — no sign-in required. It exists so we can ask dealers to verify their own info instead of you typing it in for them. Dealers don't see the CRM; they see a clean navy + gold form, fill it out, and the response lands in the Approve Queue for you to review.

Confirm Info — what dealers see

How a dealer gets here

1. You open the dealer's detail page.
2. At the very top, tap ✉ Request info confirmation (stewards only — Kevin, Brenda, Alison).
3. The app generates a unique tokenized link and emails it to the dealer's primary contact. A bottom sheet shows the link with Copy and Open buttons as a backup.
4. The dealer clicks the link in their email — no login required, the token authenticates them.
5. They review and update their info → submit.
6. Their submission lands in your Approve Queue.
7. You approve (or edit-and-approve) → it updates the dealer record.

What dealers can update

• Dealer info — account type · primary contact name · payment terms · groups / memberships
• Billing address — line 1 / 2 / city / state / ZIP · "copy to shipping" checkbox
• Shipping address — same fields, separately editable
• Add new employee — first / last / title / email / phone / mobile. They can add multiple.

States the dealer can hit

18. MCP Dashboard K2 only #

The MCP (Mission Control Panel) Dashboard is K2's home base for keeping the AI machinery running. Connector status, API spend, transcription latency, error logs — all visible at a glance. Hidden from everyone else (route returns to / if a non-K2 hits it directly).

KPI tiles

• Whisper — total transcriptions, average latency (ms), last call time
• Feedback — new (unread) count
• Cost today — combined API spend in USD
• Claude — calls in the last 30 days + cost today
• Failures (24h) — error count from the connectors

Sections on the page

1. Connectors — Supabase · Claude · Whisper · Resend · Outlook (Phase 3) · Cloudflare Pages. Each row shows status + last heartbeat.
2. Failures — 24h error log from error_logs table.
3. Data Health — table integrity + RLS policy spot-checks.
4. Usage Breakdown — API spend by provider (day / week / month buckets).
5. Vocab Insights — Whisper transcription patterns and common terms (informs the My Top Dealers logic).
6. Feedback List — quick link into the Feedback Inbox.

The page footer shows the time of the last data refresh — sections fetch independently, this is the most recently-updated.

19. Feedback Inbox K2 only #

Every More → Send Feedback submission from the team lands in the Feedback Inbox. K2 triages them — sets status, responds, and the response surfaces back to the submitter as a notification.

Status filter tabs

• All
• New (default)
• Reviewed — K2 has seen it
• Planned — on the roadmap
• Done — shipped
• Won't do — declined with reason

Feedback card

Each card shows type badge (Bug · Feature Request · Compliment), title, body snippet, submitter name, and time ago. Tap to expand.

Triage actions (inline)

• Status dropdown — change status; auto-saves.
• K2 response — type a reply; auto-saves with a "Saved ✓" indicator. The submitter sees the response in their Notifications.
• Delete — hard-removes the entry (rare).

20. Import & Reconcile stewards only #

The Import tool brings our old Repbox dealers and contacts into the new CRM. It never writes straight to the live data — everything is staged for review first, and nothing is created until you hit Commit.

Who can use it: K2, Alison, and Brenda. Find it under More → Import & Reconcile.

Before you start

• File format: an Excel (.xlsx) or CSV export from Repbox. (Apple Numbers files won't open — in Numbers do File → Export To → CSV/Excel first.)
• One sheet of Dealers and one of Contacts (a single workbook with both sheets, or two separate files imported one at a time).
• Do dealers first, then contacts — contacts attach to their dealer by name, so the dealers need to exist first.

Step by step

1. Tap New import and choose your file.
2. Assign each sheet to Dealers or Contacts (it usually guesses correctly).
3. Check the column mapping. Each spreadsheet column shows what CRM field it fills. The important ones (name, address, phone, status, Sales Rep, etc.) map automatically. You normally don't need to touch this — see Key terms for "raw stash" and the vendor columns.
4. Tap Stage … rows for review. Nothing is live yet.
5. Work the review screen, then Commit.

The review screen

At the top is the Reconciliation report (counts, plus call-outs for Unassigned dealers and anything that Needs attention). Below it:

• Rep assignments — each "Sales Rep" name from Repbox is matched to an MTA user, so dealers land under the right person (drives the Mine / rep filters and future reporting). Confirm or change each one with the dropdown; anything left Unassigned shows in amber.
• Dealer ↔ vendor links — the importer reads each dealer's manufacturer columns and auto-creates their vendor lines (e.g. AudioQuest, Sonance). Uncheck any you don't want. Brands with no matching vendor are listed as unmatched — tap + {brand} to add it as an Ecosystem vendor and it'll link.
• Dealers / Contacts tabs — every row with a status badge:
  • Ready good to go
  • Duplicate looks like another row in the same file
  • Unlinked (contacts) we couldn't find its company by name; open the row to pick one
  • Needs review missing a required field (e.g. no name)
• Per row: Approve, Edit & approve, Skip, or Archive. Use Approve all ready to clear the clean ones in one tap.
• Commit writes every decided row: dealers first, then contacts. Re-running later updates the same records (matched on Repbox ID) — it never creates duplicates.

Key terms

• Raw stash only — a column we don't have a dedicated field for (fax, secondary email, old per-manufacturer notes, etc.). It's not lost — the entire original Repbox row is saved on the record behind the scenes, just not shown as its own field. Leave these as "raw stash only."
• Vendor columns — the manufacturer columns (AudioQuest, Def Tech Info, etc.) have no field to pick in the dropdown on purpose — they're not a dealer field, they're relationships. Leave them on "raw stash / vendor line (auto)"; the Dealer ↔ vendor links panel handles them. The mapper shows a green "↳ auto-links dealers to {Vendor}" hint so you know it's covered.
• Prospect — a dealer that has a Company Name (non-dealer) value is treated as a Prospect (a dealer we have but who doesn't currently buy from us). It imports under the Prospects filter.
• Latest Comment → note — a dealer/contact's "Latest Comment" becomes a note on that record, authored by "Import" so the source is clear.

Recommended first run

Start small to sanity-check the mapping before doing everyone:

1. Upload the full Dealers file and Stage it.
2. Confirm the Rep assignments and Dealer ↔ vendor links panels look right.
3. Approve ~5–10 dealers (a varied set — different reps, a Prospect, a few carrying several manufacturer lines), then Commit.
4. Open one of them in the app and check: address, status, the assigned rep (does it show under that rep's Mine filter?), the Vendors tab, and the Latest Comment note.
5. If it all looks right, Approve all ready for the rest and Commit — then import Contacts the same way.

After the import: assign reps to unassigned dealers

Some dealers come in Unassigned — Repbox had no Sales Rep for them, or we couldn't match the name. They show in amber ("Unassigned") on the dealer page. Every dealer should have a rep: it drives the Mine / rep filters and reporting.

Other tabs on the Import page

• Confirmations — every tokenized confirmation link sent to a dealer, with status (Pending · Submitted · Expired) and a resend button.
• Review — rows flagged for manual triage (address issues, missing fields, potential duplicates) — surfaces what Approve / Skip / Archive can't resolve in one tap.
• Vendors — vendor catalog import + auto-categorization (MTA rep vs Ecosystem).

21. @-Mentions #

The @-mention is one of the highest-leverage tricks in the app. Type @ anywhere it's supported and pick from the popup — the app handles linking, routing, and notifying. Used heavily in Tasks (for auto-defaulting) and Voice Notes (for tagging entities).

Where it works

The mention picker UX

• Type @ → popup appears, grouped by entity type: Users, Dealers, Vendors, Contacts.
• Keep typing to narrow — substring match, no exact-name required.
• When the list narrows to one match, press Enter to insert it.
• Arrow-key navigation isn't supported yet — type to narrow, then Enter on the single match.

What "tagged" actually does

When an entity is mentioned in an activity, task, or comment, that record shows up on the entity's detail page. Mention "@SoundUnited" in a Sonance-Sonance note? It shows on Sound United's page too. This is how you connect related threads without writing separate notes for each entity.

22. Status badges #

Status badges show up everywhere — dealer status, task urgency, opportunity stage, vendor relationship, import row status. They're consistent across pages: if you see a green pill on the dealer page, the same status on the vendor page is also green. Here's the full legend.

Dealer status

Dealer-vendor relationship status

Task urgency

Opportunity stage

Activity method (Activity Feed icons)

Voice note status

Last-activity dot (on dealer rows)

Role & team

Account type

23. Theme & offline behavior #

A few cross-cutting behaviors that apply across every page.

Dark / Light theme

Default is dark — designed mobile-first for the way reps actually use the app (on a phone, often outdoors, often with screen brightness low). Light theme exists and is fully featured. Toggle in Settings → Appearance. Saves to your profile so it follows you across devices.

PWA — Add to Home Screen

The app is a Progressive Web App. iPhone Safari: share → "Add to Home Screen." Android Chrome: menu → "Install app." After install you get a fullscreen icon with no browser chrome — feels like a native app.

Draft persistence (this is a feature, not a bug)

If you start filling out the Add Task or Add Dealer modal and then the app reloads (phone locks, browser tab refreshes, etc.), your draft comes back. The modal re-opens with everything you typed still in place.

What happens offline?

The app needs network to read or write Supabase data — so offline you can browse cached pages but not save changes. Drafts persist locally; they'll sync when you're back online. Note: there's no offline-first sync layer yet. Don't go into a dead-zone meeting expecting to log notes — record on your phone's voice memo app instead, dictate later.

Scrollbar behavior

By design, scrollbars are hidden on every list view (scrollbarWidth: 'none') for a cleaner mobile feel. You can still scroll — fingers and trackpads work fine — just no visible bar. This is intentional, not a bug.

No floating buttons that block content

The "+" button for adding new items lives in the top right of the page header, not as a floating bottom-right FAB. (Home is the one exception — the FAB there is the note-type chooser.) The reason: on long list pages, a floating FAB blocks the row beneath it. Static header buttons are out of the way.

24. Tips & Tricks #

The best non-obvious things in the app, in one place.

Voice notes

• Pin your top 20 dealers in Settings. Whisper accuracy on proper nouns improves dramatically. Five minutes one-time, payoff every recording.
• Say the dealer name first in every voice note. Locks the matcher onto the right entity immediately.
• Typed mode is just as fast for short notes. No transcription wait — jumps straight to the AI review screen.
• Type @DealerName in the transcript to force-tag if auto-match missed.
• Reopen the app after adding a brand-new dealer if you're going to record about them within 5 minutes — clears the matcher's cache.

Tasks

• The Created filter is your delegation tracker. Skim it daily to follow up on tasks you handed off.
• Auto-defaults are title-only. Type @TeammateName at the start of a task title to fan it out without touching the Assignee field.
• Group fan-out for whole-team tasks — Sales Team / Office / MTA All — creates one parent + child per person, each independently completeable.
• Delete the @ in the title to undo. Removes both the linked entity and the assignee that the @ auto-filled.
• Tasks can be commented on. Use comments for back-and-forth instead of creating a chain of tasks.

Dealers & contacts

• Use Request Confirmation for new dealers, not just for cleanup. Dealer self-fills the form, you skip transcription.
• Don't delete contacts when they leave a job. Change linked company instead — keeps their history.
• Universal search beats list navigation for known dealers. Open the app → type → tap.
• Last-activity dot tells you stale accounts at a glance. Sort by color, work the red dots first.

Navigation

• Add to Home Screen on phone for a fullscreen, app-feel experience.
• Bookmark on laptop too — the desktop side nav has more direct tabs than mobile More.
• Swipe between tabs on detail pages instead of tapping each tab.
• Press / on this guide to focus the section search.

Feedback & bugs

• Send Feedback in the app beats texting Kevin. Lands in a tracked queue, gets a response back as a notification.
• Include the app version (visible at the bottom of the More page) when reporting weird behavior.

Admin / steward

• Import dealers before contacts. Contacts attach to their dealer by name; the dealer needs to exist first.
• Run a small Import first (~5–10 dealers) to sanity-check the column mapping before approving everything.
• Check Unassigned dealers after every import — every dealer should have a rep.

25. What's coming next #

A snapshot of what's coming. The authoritative, forward-looking roadmap now lives in the app — the team feedback board, where items move through planned, in progress, and done.

Phase 2 — Tier 1 finish — ~Sep 2, 2026

After Phase 2, the team operates fully on the CRM and the legacy tool is retired.

Phase 3 — Tier 2 extensions — ~mid-Feb 2027

"Nice-to-have" capabilities that don't block daily use. Sequenced so dependencies land first (Calendar before Pre-Meeting Briefs, etc.).

26. FAQ #

"Google hasn't verified this app — (unsafe)"

You'll see this exactly once per browser per account. It's expected: it's our internal tool that only 8 people use, and we never asked Google to formally review it. Tap Advanced → Continue to MTA CRM (unsafe). Safe — Google just hasn't reviewed.

I added a new dealer and tried to record a note about them — it didn't auto-tag.

That's the ~5-minute buffer (see Voice Notes). The matcher caches the dealer list per session for speed. Two fixes: refresh the app, or tag by hand on the review screen with @DealerName. After the cache refreshes you'll never see this for that dealer again.

I marked a task complete by accident. Can I undo?

Yes — open the task, tap Undo. It re-opens it. No data is lost; the original due date, assignee, and notes are all preserved.

What's the difference between Mine and Created on the Tasks page?

Mine = tasks where you're the assignee (your to-do list). Created = tasks you created, including ones you delegated. Use Created to follow up on what you handed off — you won't see those in Mine.

Why can I see another rep's dealers?

By design — the team is small (8 people) and information silos hurt more than help. The Mine filter shows just yours when you want to focus; the default All view shows the whole team. You can browse anyone's accounts but you should respect that another rep owns it.

Can other people see my voice notes?

Yes — once you approve them, they're activities on the linked entity's page and the team activity feed. Before you approve, the raw voice note + transcript is visible only in your Voice Notes page and Approve Queue.

I clicked Sign In and it said the wrong account.

If you have multiple Google accounts open in the same browser (personal + work), the picker shows both. The CRM only lets @morristait.com through — pick the right one. To stop seeing the picker, use a separate browser profile for work.

The app got slow / weird. What do I do?

Refresh the page. The most common slowness is when the dealer-cache or react-query state gets stale. A refresh blows away both. If that doesn't fix it, send feedback via More → Send Feedback with the page you were on and what you were doing — include the app version (visible at the bottom of More).

How do I find a dealer I just added?

Universal search on the Home page is fastest. Type a couple letters of the name; it shows up immediately. The Dealers list also updates instantly — no refresh needed.

I want a feature that's not in the app.

More → Send Feedback with type "Feature Request." It lands in the Feedback Inbox with a tracked status — you'll see a response and a roadmap placement.

Can I use the app on iPad?

Yes — it shows the mobile layout. The desktop side-nav kicks in only above the laptop breakpoint, so iPad gets bottom nav. Add it to your Home Screen for fullscreen.

What's the data behind the badges?

See the Status badges section for the full legend. Every status has a stable color across pages — same status, same color, every time. To add a new status (admin only), update src/lib/statusStyles.js and it auto-renders everywhere.

The Approve Queue empty state — am I done?

Yes. The Approve Queue tile on Home hides when the queue is zero; if you're seeing the empty state on the Approve page, every AI-suggested item has been blessed or rejected. Go log more voice notes.

27. Glossary #

Quick reference for terms used in the app and this guide.

More sections will appear here as features ship. Spot something missing? More → Send Feedback in the app.