Living document (updated in place; prior versioned copies removed 2026-10-01 — history in git) · Web address: https://www.voxoplan.com · Reference workspace: Tenant I — All Modules (Dubai, AED)

This guide explains every screen of VOXOPlan: what it is for, exactly how to perform each action, what happens in the rest of the system when you do it ("Impact"), and the web address (URL) of the page. It follows the same order as the VOXOPlan acceptance test plan, so a customer can use it for self-onboarding instead of a live demo.

Screenshots: each section has a marked spot — [Screenshot: …] — where the screen image is inserted.

How to read this guide

💡 Prefer learning inside the app? Open Quick tours (/tours, also in the sidebar): a guided walkthrough of the whole platform plus a detailed step-by-step tour for every module you have enabled. Each step takes you to the real screen and tells you exactly what to do there — tours never change your data, and your progress is saved so you can resume any time.

• URL — add it after https://www.voxoplan.com. Example: /crm → https://www.voxoplan.com/crm.
• Steps — the clicks and fields, in order.
• Impact — what else updates automatically. The short tags used:
• List — the new record shows in the page list
• KPI — the numbers on the page header cards change
• Calendar — the item shows on the shared calendar
• Notification — someone gets an alert (bell icon)
• Audit — the action is recorded in the audit log with your name
• Portal — the customer sees it in their self-service portal
• Public — it shows on your public website pages

• Who can do it — Owner/Admin can do everything. Manager runs operations. Employee sees their own work. If a button is missing, your role doesn't allow that action.

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Part A — Getting in

A1. Public home page

URL: /

[Screenshot: public landing page]

• What it is: Your public marketing page. Visitors don't need to sign in.
• Steps: Scroll the page. Click any button (for example Get started or a module card) to open that page.
• Impact: None on your data. Visitors who submit booking or contact forms show up as leads/bookings in the matching workspace.

A2. Sign in

URL: /auth

[Screenshot: sign-in form]

1. Enter your Work email and Password.
2. Click Sign in. You arrive on the Dashboard (/dashboard).
3. A wrong password shows a safe error message. Your account isn't locked, so check the password and try again.

• Sign out: click your initials (top right) → Sign out. Protected pages then send you back to /auth.
• Impact: Your session starts. Every action you take from here is recorded against your name (Audit).

A3. Forgot password

URL: /reset-password

1. Enter your email → Send reset link.
2. Open the email, then click the link and choose a new password.

• Impact: Your old password stops working right away.

A4. Create a new company (onboarding)

URL: /onboarding

[Screenshot: onboarding wizard]

1. Enter the organization name, city, currency and time zone. (The form does not ask for a separate short name or country.)
2. Choose the workspaces (modules) you want, for example Property, Hotel or Restaurant.
3. Enter the name of your first branch (for example "Head Office") → Create organization.

• Free trial: every new company starts on a 90-day free trial that covers every module — no per-module licence is needed during the trial. The days remaining and the trial end date are shown on /billing.
• Impact: The new company appears in the company switcher (top left) with you as its Owner. Its data is completely separate from any other company you belong to; the company you were already in is untouched.

First‑run Quick Tour

The first time you open a workspace, a short Quick Tour appears (press Skip to dismiss it, or replay it later). Its 13 stops follow the same path as this guide — Welcome → Dashboard → shared Inbox → AI Employees → Approvals → your industry workspaces → CRM → Planning → Analytics → Governance → Billing & usage → Integrations → done — and each stop auto‑skips if your role or plan can't open that area. Use it as a 60‑second orientation; use this guide for the detail.

A5. Public pages your customers see

Page	URL	What customers do	Impact
Property listings	/properties	Browse published listings	Only listings you publish appear (Public)
Property detail	/properties/<property>	View gallery, units, contact	Enquiries become Leads in /property/leads
Unit detail	/properties/units/<unit>	View one unit	—
Programmes	/programmes	Browse courses/activities	Only published programmes appear
Programme detail	/programmes/<programme>	Read details, enrol/contact	Enrolment lands in /education/enrolments
Module landing	/modules/<module>	Book a service (home services, car, room, table, trip)	Booking lands in that workspace's queue + Notification
Item detail	/modules/<module>/listing/<item>	View a car, room or package	Same data as the workspace
Module website (NEW)	/?org=<company>&module=<module> — or the root of a custom domain assigned to that website	Your branded mini-site for one module: hero, announcement bar, promo banners, a button into booking/browsing, your pages	Configure + publish it under Settings → Website; until you publish, nothing changes
Website pages (NEW)	/p/<page> (same ?org/?module rules)	Read your pages (about, terms, opening hours…)	Written as plain text under Settings → Website → Pages
Service page	/services/<service>	Book a service	Starts the booking flow
Blog	/blog/<post>	Read articles	—

Branding tip: once a module's website is published, its look (your colours, header, footer) also wraps that module's public pages above — e.g. /properties renders inside your Property website's branded shell. Unpublished = everything stays plain, exactly as before.

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Part B — Finding your way around (applies on every page)

[Screenshot: full screen with sidebar and top bar labelled]

Element	Where	How to use	Result
Sidebar	Left	Click a group to expand it and a page to open it. Collapse (bottom) shrinks the menu to icons.	The current page is highlighted. The collapsed setting is remembered.
Company switcher	Top left	Click it and pick another company	Every page reloads with that company's data only
Search (⌘K / Ctrl+K)	Top centre	Type a customer, record or page name → press Enter	Opens the matching record
Ask AI	Top bar	Type a question, for example "How many rooms are free tonight?"	The AI answers from your data
Bell	Top bar	Open → Mark all read / View all	The unread count updates
Language	Settings → Organization (Interface language)	Switch English ↔ العربية and Save	The whole layout flips right-to-left for Arabic (the interface translates); switch back to English to return to left-to-right
Theme	Moon icon	Light / dark mode	Display only; remembered on this device
Your menu	Initials, top right	Profile, Organization settings, Sign out	—
Mobile	Screens under 1024 px	Tap ☰ to open the menu. Tap outside it or press Esc to close.	The menu closes after you pick a page. (Verified: pages stay within the screen with no sideways scrolling at phone (375 px) and tablet (768 px) widths.)
Dialogs	Any form	Close with Esc, the X, Cancel or by clicking outside	Nothing is saved until you click Save/Create
Greyed-out "Add" buttons	Lists that build on another record	Some Add buttons stay disabled until the parent exists — e.g. add a property before buildings/units, a collection before knowledge sources, a client before a project/tender	Create the parent first, then the button turns on
Uploads	Any file field	Drag and drop a file or click to browse	Files that are too large or the wrong type are rejected with a message
Form messages	Any form	—	If a value breaks a rule — too long, out of range, wrong format, or a required field left blank — the form shows a short, plain-English message that names the field (for example "Seats: Number must be less than or equal to 1000"), not a technical code block. Correct the named value and save again.
Wrong address	—	—	A branded "page not found" screen with a link home

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Part C — Company-wide pages

C1. Dashboard

URL: /dashboard

[Screenshot]

• What it is: Your home page. It shows live totals from every workspace you have switched on.
• Steps: Click any card to open the page behind it.
• Impact: The numbers come from your real records. For example, add a hotel booking and it counts here.

C2. Command Center

URL: /command-center

[Screenshot]

• What it is: What needs attention now: AI-detected risks, overdue work and pending approvals. Each item is marked Low / Medium / High.
• Steps: Click Review on an item to open the record behind it, then act on it there.
• Impact: Once the cause is fixed (for example the overdue rent is paid), the item disappears.

C3. Executive Center

URL: /executive

• What it is: Revenue, pipeline, occupancy and trend charts for owners and directors.
• Steps: Switch tabs and change the date range.
• Impact: Read-only. The figures match the individual workspaces.

C4. Unified Inbox

URL: /inbox

[Screenshot]

• What it is: Every customer conversation in one place: web chat, WhatsApp, email, SMS and voice.
• Steps:

1. Click a conversation to read the full history.
2. Type a reply → Send. You can also let the AI employee answer.
3. Assign it to a colleague.
4. Resolve it when the matter is finished.

• Impact: The assignee gets a Notification. New messages appear live. Resolved threads leave the open list.

C5. Tasks

URL: /tasks

[Screenshot]

1. Click New Task.
2. Fill in the title, description, priority (Low/Medium/High/Urgent), due date and assignee. You can also link a customer or workspace.
3. Save.
4. Open a task to edit it, change its status (Open → In progress → Waiting/Blocked → Completed) or delete it.

• Impact: List. The assignee gets a Notification. The task appears in their My Work, and on the Calendar if it has a due date. Workflows and AI employees also create tasks here automatically.

C6. My Work

URL: /my-work

• What it is: Only the tasks, approvals and follow-ups assigned to you.
• Steps: Tick items off as you finish them.
• Impact: Completing an item here updates the same record everywhere else.

C7. Calendar

URL: /calendar

[Screenshot]

1. The month view shows every event; the Agenda on the right lists the selected day.
2. Click New Event → enter Title, Date and Time → Create event. You'll see "Event created" and the event appears on that day.

• Impact: Property viewings, hotel stays, restaurant reservations, service jobs, education sessions and shared bookings appear here automatically, so the whole company works from one schedule.

C8. Notifications

URL: /notifications

• Steps: Click a notification to open the related record. Use Mark read on one or Mark all read.
• Impact: The bell count goes down.

C9. CRM — Customers

URL: /crm

[Screenshot]

1. Click New Customer → choose Individual or Company → enter the name, phone, email, city and tags → Save.
2. Use the search box, All Statuses and All Types filters to find people.
3. Click a customer to open their profile (/crm/<customer>). From there you can edit details, add a note or activity and upload attachments. Use Remove customer on the row to delete one.

• One shared record: a customer is the same record everywhere — a diner you add in Restaurant, a guest in Hotel, or a client on a job all appear here. The module screens let you add (and, for Restaurant, adjust loyalty points); edit and remove are always available here in the CRM.
• Tabs (Segments, Opportunities and Follow-ups are part of Growth intelligence — if your plan doesn't include it, these tabs show a "available on another plan" message with a link to Plan & Usage):
• Segments (/crm/segments) — build a group with filters, for example "VIP + Dubai".
• Opportunities (/crm/opportunities) — create a deal, drag it through the stages, and mark it Won or Lost.
• Follow-ups (/crm/followups) — schedule a reminder and mark it done.

• Impact: There is one customer record for all workspaces. The same person can be a tenant, a hotel guest and a rental customer, and their profile shows all of that history. Follow-ups send a Notification when due. Won deals feed Analytics.

C10. Directory

URL: /directory

• What it is: Branches, departments and staff.
• Steps: Browse the tabs and open a person or branch. Add employees and assign them to a department or branch.
• Impact: Staff added here can be picked as assignees across the system.

C11. Files

URL: /files

1. Click Upload (or drag files in) → add tags. Allowed types are images, PDF, Office documents, text/CSV, audio and video; anything else is rejected with a clear message (e.g. "File type not allowed").
2. Search by name or tag. Click a file to open its detail panel (size, type, visibility, status, upload date).
3. Open / download fetches the file through a short-lived secure link; Delete removes it.

• Impact: Files are private to your company and stored in access-controlled buckets. Files linked to a record also show on that record. Your total storage counts against your plan's file-storage limit (see §Plan & Usage) — once you reach the cap, new uploads stop with a clear "Storage limit reached — free up space or ask an owner to raise your file-storage limit." message.

C12. Documents (version control)

URL: /documents

1. Click Upload and link the document to a record (customer, contract, project…).
2. To revise it, choose Upload new version.

• Impact: Older versions are kept, and the newest one is marked as current. The document shows on the linked record.

C13. Knowledge Base

URL: /knowledge

1. Click New Collection (your knowledge base) and give it a name.
2. Add sources: Text, FAQ, Web page (URL) or Document upload.
3. Delete a source you no longer want.

• Tip: Add Source stays greyed out until you've created at least one collection — make a collection first, then the button turns on.
• Impact: AI employees linked to this knowledge base answer from it. If you delete a source, the AI stops using it.

C14. AI Employees

URL: /agents

[Screenshot]

1. Open an AI employee, or create one with Hire AI Employee: give it a Name, a Role, pick its Module (workspace), and set its Languages as short codes — e.g. en or en, ar. (Keep each language code short; a long value is rejected.) You can also set its tone and allowed actions and connect a knowledge base.
2. Click Chat to try it, for example "Book a viewing for the Downtown 1BR tomorrow at 4pm".

• Impact: The action the AI takes (a viewing, job or reservation) appears in the matching workspace and is recorded in the Audit log. Risky actions go to AI Approvals first.

C15. AI Manager

URL: /manager

• What it is: A supervisor view of everything the AI employees have done.
• Steps: Click an activity to see the conversation and the result.

C16. AI Approvals

URL: /approvals

[Screenshot]

1. Open a pending request and read what the AI wants to do.
2. Click Approve or Reject.

• Impact: If you approve, the action runs, the requester gets a Notification and the decision is recorded in the Audit log. If you reject, nothing is changed.

C17. Workflows (automation)

URL: /workflows

[Screenshot]

1. Click New Workflow. Enter a Name, optionally a module, and choose the Trigger: Manual or Event. (If you pick Event, you must also give it an event key.)
2. Add at least one step (give it a name and pick the action: create task, send notification, AI analysis, request approval, branch and more) → Create workflow. It is saved as a draft. (Each step's config must be valid JSON — e.g. {"title":"Follow up"} — otherwise Create is blocked with a message.)
3. Click the Activate button on the row. Use Test run to try it once.
4. Schedule it: click the Schedules button (calendar-clock icon) on the row. Choose Repeat: Once (date & time), Daily (time), Weekly (day + time), Monthly (day of month + time) or Every… (a number of minutes, hours, days or weeks) → Add schedule. The message shows the next run time.
5. Each schedule shows its Next and Last run. Use Turn off / Turn on to pause it, or the bin icon to remove it.

• Impact: Schedules only run while the workflow is active. Times use your company's time zone. The system checks for due schedules every 5 minutes, so a scheduled run can start up to about 5 minutes after its set time, and it never runs twice for the same slot. Every run appears in Run history (history icon) with the trigger "schedule".

C18. Voice AI

URL: /voice

• Steps: Pick an agent → Test call. Allow the microphone, speak, and hear the reply. You can also type instead.
• Impact: The call and its outcome appear in the Inbox. Phone numbers must be connected under Integrations first.

C19. Analytics

URLs: /analytics, /analytics/revenue, /analytics/customers, /analytics/operations, /analytics/trends

• Steps: Open a page and change the date range.
• Impact: Read-only charts. Revenue matches your invoices, Customers matches the CRM, and Operations matches the workspaces.

C20. Reports

URL: /reports

• Create a report: Click New Report → give it a Name, pick a Data source (required — e.g. Tasks by status, Customers by type, Opportunities by stage) and a Visibility (Private or Whole organization) → Save report. The report is saved as a reusable definition.
• Tip: The Data source is required — if you leave it on Select… the Save button won't complete.
• Impact: Your saved report appears in the list; open it to view the matching rows. Use Run / Generate on a saved report to re-aggregate it against the latest data (the "generated" timestamp updates).
• Note: There is currently no file export (CSV/PDF) from Reports — reports are viewed on screen. To share one with a colleague, set its Visibility to Whole organization.

C21. Planning

Page	URL	Actions	Impact
Overview	/planning	View rollups	—
Objectives	/planning/objectives	New objective: title, owner, period, target date, priority	Shows in the list
Objective detail	/planning/objectives/<id>	Link KPIs and initiatives, update progress %	Progress rolls up
KPIs	/planning/kpis, /planning/kpis/<id>	Create a KPI, record a value, see its history	Trend chart updates
Initiatives	/planning/initiatives	Create one, link it to an objective, set status	The objective's progress changes
AI Workforce	/planning/workforce	Review AI employee capacity	—
Reviews	/planning/reviews	Record a periodic review	Recorded in the Audit log

C22. Governance and audit

Page	URL	What you do
Governance home	/governance	Cards linking to each area
Audit log	/governance/audit, /audit	Filter by person, action or date. AI-employee actions, approvals, and key changes — settings, domains, website, security, compliance and tasks — are listed (each with who and when).
AI activity	/governance/ai-activity	Inspect each AI employee run
AI policies	/governance/ai-policies	Set how much the AI may do on its own — the maximum autonomous risk level, the approval threshold, and a set of toggles (financial and destructive actions always require human approval; four-eyes for critical actions; review for sensitive actions; etc.). Editing is part of the Advanced governance plan feature — on plans that include it you can change and Save the policy (the AI follows the new setting straight away, and the change is recorded in the Audit log); on other plans the page shows your effective policy read-only with a short note and a link to Plan & Usage. A policy can only tighten the built-in safety floors, never weaken them.
Data governance	/governance/data	Data retention and data-subject requests
Security	/governance/security	Security overview
Access review	/governance/access	Review who has access to what

C23. Resources and Bookings (shared booking engine)

URLs: /resources, /bookings

1. Resources: choose a Type (vehicle, room, table, meeting room, classroom, equipment and more), type the Resource name → Add resource. It appears in the list as Active and bookable. Filter the list by type.
2. Adoption tab: shows, for Car Rental, Hotel and Restaurant, how many existing cars, rooms and tables are linked to the shared resource list.
3. Bookings: lists every booking made against a shared resource by any workspace (for example hotel stays), with start, end and status. Use Cancel to cancel one. Bookings are created from the workspace pages (for example Hotel › Bookings).

• Impact: One shared check refuses a booking that overlaps an existing one for the same resource, or falls in a closed period. Back-to-back bookings (one ends exactly when the next starts) are allowed. Another company can never check or book your resources. Bookings show on the Calendar.

C24. Contracts

URL: /contracts

1. Choose a Type, optionally a Number (left blank, one is made automatically) → New contract. It is added as Draft.
2. Use the Set status menu on the row to move it to active, pending signature, expired, terminated or renewed. You'll see "Contract updated".
3. Filter by status with the buttons above the list.

• Impact: A single register of agreements across all workspaces. Property leases also appear here as lease-type contracts.

C25. Integrations

URL: /integrations

• Steps: Pick a channel or provider (WhatsApp, email, SMS, voice…) → Connect → enter the credentials. You can Rotate credentials, Disconnect, and view the connection's health.
• Impact: Messages from connected channels arrive in the Inbox. Credentials are stored securely and never shown again.

C26. Billing

URL: /billing

• What it shows: Your plan and (on a trial) the days remaining with the trial end date — a new company's trial runs 90 days and covers every module. The Module licenses card lists one row per workspace: during the trial it says the trial covers every module; on a paid/lifetime company each row shows its licence state (for example LIFETIME, with copy that renewals are arranged with VOXOPlan — online payment is not enabled). Below that, the Resource usage card shows file storage, Database, AI, Network, team members, monthly active users and customers, each with how much you've used and what remains.
• Licence states you may see: a module row can read covered by trial, Active (with an end date), Lifetime, Expiring, or Expired — the Expiring state appears as a module nears its end date (within about two weeks) and shows the days left (for example "Expiring — until 6 Oct (4d)"); you also get a Notification that the licence is expiring. Once a licence's end date passes (or it is withdrawn by VOXOPlan) the row reads Expired. A company can be licensed for several modules at once through a pack (a bundle) — those rows show the pack as their source. If a module licence ever lapses, that workspace shows a renewal screen ("your data is safe — renew from Billing"); no data is deleted, and access returns the moment it is re-licensed.
• Limits: Your plan's numbers are real: rows marked "Enforced limit" block the action at the cap — file storage (uploads stop with a clear "Storage limit reached" message; the free-trial cap is 500 MB) and team members (activating someone over your plan's user limit is refused with "You've reached your plan limit…"); likewise adding knowledge sources past your plan's limit is refused. The storage cap is enforced in the database itself (so it can't be bypassed); once your usage reaches the cap, new uploads are refused until you free up space or your limit is raised. The other rows (Database, AI, Network, monthly active users, customers) are informational — signing in is never blocked. Any active licence lifts the free-trial caps. Need more? Limits are adjustable per company — the platform team can set individual allowances above your plan (e.g. extra storage or team seats as part of your agreement); contact support. The Resource usage card always shows the limits that actually apply to you.
• Steps: View plans to compare plans and upgrade.
• Impact: Workspaces you are licensed for appear in the sidebar.

C27. Organizations, Settings, Users, Roles

Page	URL	Actions	Impact
Organizations	/organizations	List your companies, switch between them	Each company only ever sees its own data
Settings	/settings	Company profile, logo upload (drag it in, preview, Clear, or paste a URL), tagline, accent colour, notification preferences, language/time zone. Website tab (NEW): pick a module → set colours, announcement, hero (headline, image, button), banners, navigation links and pages → Publish → "View site". Domains tab: connect your own domain (A record + Mark live) and choose what it Serves — your whole organization or ONE module website (e.g. restaurant.yourcompany.com → the restaurant site)	The logo appears on the customer portal and on exported documents; published websites appear to your customers at the URLs in §A5
Users	/users	Invite user (email + role), suspend, remove	The invitee gets an email and can then sign in
Roles & Permissions	/roles	See or adjust what each role can do	The sidebar and buttons change for that role

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Part D — Industry workspaces

D1. Property Suite (AI concierge "Aria")

[Screenshot: /property]

Page	URL	How to	Impact
Listings	/property	New listing: reference, title, address, rent/sale, residential/commercial, bedrooms, bathrooms, size (sq ft), price, owner, description. Add a virtual tour by upload or tour link. Set the status (Available / Reserved / Leased / Sold). You can edit, delete and compare listings.	List and KPI (available listings, occupancy) update. Published listings appear on /properties (Public).
Media	inside a listing	Upload photos, set the main photo, remove photos	The main photo is used on public pages
Leads	/property/leads	New lead: name, phone, email, budget, rent/sale, listing, source. Move it through the stages New → Qualified → Viewing → Offer → Won/Lost.	Pipeline value KPI updates
Viewings	/property/viewings	Schedule viewing: pick the lead and listing, date/time and agent. Then mark it Completed or Cancelled.	Shows on the Calendar. The agent gets a Notification.
Tenants	/property/tenants	Add a tenant: listing, lease start/end, monthly rent	Linked to the contract and payments
Owners	/property/owners	Add an owner (name, phone, email)	Selectable on listings
Contracts	/property/contracts	Create a contract that links listing + tenant + owner. Terminate ends it.	Shows on the listing and the tenant
Payments	/property/payments	Record payment against a contract (amount, date, method)	Collected/overdue KPI updates
Maintenance	/property/maintenance	Raise a request → assign it → mark Resolved	Assignee gets a Notification. Tenant sees the status in the Portal.
Commissions	/property/commissions	Record a deal commission (calculated from %)	Commission totals update
Mortgage	/property/mortgage	Enter price, deposit, rate and years	Shows the monthly instalment
Analytics	/property/analytics	View charts	Matches the data above

D2. Property Operations (buildings and portfolio)

Page	URL	How to	Impact
Overview	/property-ops	View KPIs	—
Properties	/property-ops/properties, /property-ops/properties/<id>	New property, then edit it, add photos and attach documents	Top of the building structure
Buildings	/property-ops/buildings	Add a building under a property	Structure: Property → Building → Floor → Unit
Units	/property-ops/units, /property-ops/units/<id>	Add a unit and assign a lease	Unit status and occupancy
Leases	/property-ops/leases	New lease (unit + tenant picked by name + rent + dates). End lease.	A rent schedule is created automatically
Rent	/property-ops/rent	Record rent, mark it Paid or Overdue, log cheques	Arrears KPI and owner statements update
Owners	/property-ops/owners	Add an owner and assign properties	—
Statements	/property-ops/statements	Generate owner statement for a period	Income minus expenses minus fees
Payouts	/property-ops/payouts	Record a payout to an owner (search owner by name)	The statement shows it as paid
Maintenance	/property-ops/maintenance	Ticket: open → assigned → done	Notification
Preventive	/property-ops/preventive	Create a recurring schedule (for example "AC service every 3 months")	Future visits appear on the Calendar
Analytics	/property-ops/analytics	View charts	—

D3. Home Services

Page	URL	How to	Impact
Jobs	/home-services	New job: customer, category (AC, plumbing, electrical, painting, cleaning, pest control), description, address, time, price, emergency flag → assign a technician → Pending → Confirmed → In Progress → Completed	List and KPI update. The customer sees progress live in the Portal.
Technicians	/home-services/technicians	Add or edit technicians, their skills and availability	They can be picked on jobs
Customers	/home-services/customers	Add a customer	Same record as the CRM
Billing	/home-services/billing	Invoice a completed job → Mark paid	Revenue KPI and Analytics update
Inventory	/home-services/inventory	Add parts. Use them on a job.	Stock goes down
Reports	/home-services/reports	View	—

D4. Auto Services (workshop)

Page	URL	How to	Impact
Job cards	/auto-services	New job card: customer, vehicle, category, description, estimate → assign a mechanic or bay → status chain (Confirmed → In Progress → Awaiting Parts → Completed)	List and KPI update live
Mechanics	/auto-services/mechanics	Add, edit or remove mechanics	Assignable to job cards
Customers	/auto-services/customers	Add, edit or remove customers and their vehicles	—
Inventory	/auto-services/inventory	Add parts. Use them on a job card.	Stock is recalculated
Billing	/auto-services/billing	Invoice the job card (parts + labour) → Paid	Revenue KPI
Reports	/auto-services/reports	View	—

D5. Car Rental

Page	URL	How to	Impact
Fleet	/car-rental	Add vehicle: make, model, year, category, plate, seats, daily/monthly rate, insurance expiry	Available count. Insurance expiry is also tracked in Compliance.
Bookings	/car-rental/bookings	New booking: vehicle, customer, pick-up/drop-off place and time, insurance plan → Confirm → Pick-up → Return	Booking the same car for overlapping dates is rejected. The customer sees the booking in the Portal.
Customers	/car-rental/customers	Add, edit or remove	—
Drivers	/car-rental/drivers	Add chauffeurs with licence expiry	Expiry is tracked in Compliance
Maintenance	/car-rental/maintenance	Log damage on return. Create a maintenance record.	The car can't be booked while it is in service
Reports	/car-rental/reports	View	—

D6. Hotel (AI receptionist "Zeno")

[Screenshot: /hotel]

Page	URL	How to	Impact
Rooms	/hotel	Add room: number, type, floor, rate/night, max guests, beds, view, amenities. Set the status.	Available rooms and occupancy KPI. Note: adding a room makes it bookable in your admin Bookings screen; the public /portal/hotel catalogue uses a separate availability/opt-in check, so a brand-new room may still show "no rooms available" to customers until it's made publicly available.
Bookings	/hotel/bookings	New booking: guest, room, check-in/out, adults/children → Check in → Check out	Overlapping stays in the same room are rejected. Room status changes Occupied → Cleaning → Available. Arrivals and revenue KPI update.
Guests	/hotel/guests	Add or edit guests	Linked to their bookings
Housekeeping	/hotel/housekeeping	A Checkout Clean task is created automatically on check-out (or add one yourself) → move it Pending → In Progress → Completed → Inspected	The room returns to Available once inspected
Staff	/hotel/staff	Add, edit or remove staff	—
Maintenance	/hotel/maintenance	Mark a room Out of order → fix → close	That room can't be booked while out of order
Billing	/hotel/billing	Add charges to the guest bill → Settle at check-out	Revenue KPI
Reports	/hotel/reports	View	—

D7. Restaurant

Page	URL	How to	Impact
Orders	/restaurant	New order: table or delivery, items → Send to kitchen	Appears live on the kitchen screen
Kitchen display	/restaurant/kds	Bump each ticket through the kitchen: New → Confirmed → Preparing → Ready → Served	The order page and KPIs update live
Menu	/restaurant/menu	Add or edit categories, items and options. Change prices. Mark items sold out.	New orders use the new price
Tables	/restaurant/tables	Add tables (seats, section). Seat guests.	Table status colours
Reservations	/restaurant/reservations	New reservation (guest, party size, time, table) → Seat or No-show	Shows on the Calendar
Delivery	/restaurant/delivery	Delivery order: preparing → out for delivery → delivered	—
Customers	/restaurant/customers	Add, edit or remove	—
Loyalty	/restaurant/loyalty	Enrol a guest	Points are earned on each order
Coupons	/restaurant/coupons	Create a code (% or fixed amount, validity). Apply it on an order.	The discount is taken off the bill
Inventory	/restaurant/inventory	Stock items	Stock goes down as orders are made
Billing	/restaurant/billing	Settle the bill	Revenue KPI
Reports	/restaurant/reports	View	—

D8. Travel

Page	URL	How to	Impact
Bookings	/travel	New booking from a package → Confirm or Cancel	KPI. The customer sees it in the Portal.
Packages	/travel/packages	Create or edit packages with images and prices	Shown on your public module page
Customers	/travel/customers	Add, edit or remove	—
Visas	/travel/visas	Create a visa case → move it through the statuses	Notification on each change
Itineraries	/travel/itineraries	Build a day-by-day plan and attach it to a booking	Shows on the booking
Reports	/travel/reports	View	—

D9. Construction

Page	URL	How to	Impact
Overview	/construction	View contract value, progress and risks	—
Projects	/construction/projects	New project: code, name, type, client, consultant, project manager, dates, contract value, retention %, location. Update progress %, attach drawings/documents, then Close the project.	Shows in the list. Files and changes are recorded in the Audit log.

D10. Tender & Bids

Page	URL	How to	Impact
Overview	/tender	Win rate, bids due	—
Tenders	/tender/tenders	New tender: number, title, client, type, sector, value, due date, owner → Bid / No-bid → build the proposal → Export (with your company logo from Settings) → Submit → Awarded or Lost	The proposal file downloads. Status changes are recorded in the Audit log.

D11. Fleet & Local Logistics

Page	URL	How to	Impact
Overview	/fleet	View active trips and on-time rate	—
Jobs	/fleet/jobs	Create job: choose the Customer (optional — search by name), and enter the Description, Pick-up and Delivery.	The job shows in the list with the customer's name. A job assigned to a customer appears in that customer's Deliveries portal (/portal/fleet), where they can track its progress and see proof of delivery.
Dispatch	/fleet/dispatch	Assign a job to a driver and vehicle	The driver sees it immediately in the Driver app (/driver)
Trips	/fleet/trips	Open a trip to assign a vehicle/driver, add stops, and confirm pickup / confirm delivery on each stop.	Confirming delivery records proof of delivery for that stop (recipient + time). The signed POD — a captured photo + signature — is added by the driver in the Driver app (/driver).
Vehicles	/fleet/vehicles	Add or edit vehicles (plate, type, capacity, odometer)	—
Drivers	/fleet/drivers	Add drivers with licence and expiry	Driver app login. The licence is tracked in Compliance.
Maintenance	/fleet/maintenance	Service record	The vehicle is unavailable during the service
Incidents	/fleet/incidents	Log an incident	Notification and Audit
Analytics	/fleet/analytics	View	—

D12. Education & Facilities

Page	URL	How to	Impact
Overview	/education	View KPIs	—
Campuses	/education/campuses	Add, edit or remove campuses	—
Facilities	/education/facilities	Add a hall, pool or classroom and link it to a campus	Bookable
Programmes	/education/programmes	Create a programme (code, name, capacity, duration, waitlist, visibility) → Publish	Appears on /programmes (Public)
Sessions	/education/sessions	Schedule sessions (date, facility, instructor)	Shows on the Calendar and in the instructor app
Enrolments	/education/enrolments, or a Session page	Enrol a participant — on a session, pick them from Enrol participant; the Roster then lists each person as Confirmed or Waitlisted #n.	When the session is full, new people go on the waitlist (you'll see "Enrolment waitlisted (#1)"). They move up automatically when a place frees — e.g. cancelling a confirmed enrolment promotes the next person ("Cancelled · waitlist promoted"); Promote waitlist does it on demand.
Participants	/education/participants	Register a participant by searching the customer by name; edit or remove	—
Instructors	/education/instructors	Add an instructor and assign them to sessions	/instructor shows their schedule
Analytics	/education/analytics	View	—

D13. Compliance

[Screenshot: /compliance]

Page	URL	How to	Impact
Overview	/compliance	See active, expired, due in 7/30/60/90 days, missing evidence and high-risk items	Counts are calculated from your register
Register	/compliance/register	New item: category (licence, permit, insurance, certificate), authority, reference no., issue/expiry dates, renewal window, owner, risk	Status changes automatically: Active → Expiring → Expired. The owner gets a reminder task and Notification.
Requirement library	/compliance/requirements	Define what you must hold (for example "Trade licence — yearly") and link it to register items	Missing items are highlighted
Inspections	/compliance/inspections	AI checklist advisor: describe the inspection (e.g. "annual fire check of a 3-storey building with car park") → Recommend checklist → review templates, questions and uncovered risks → Use this template. Then create the inspection: published template → subject Customer (search by name) or Other subject → Create inspection → complete the checklist	AI uses only your published templates and never invents questions. Failed answers become findings
Findings	/compliance/findings	Log a finding (severity)	Leads to corrective actions
Actions (CAPA)	/compliance/actions	Create a corrective action with an owner and due date → close it	Status chain and Notification
Evidence requests	/compliance/evidence-requests	Request a document from a customer or supplier	They get an upload link in their Portal
Evidence review	/compliance/evidence	Approve or Reject each uploaded file	The item becomes Verified. The submitter is notified.
Instruments	/compliance/instruments	Guarantees, bonds and policies with expiry dates	Expiry reminders
Templates	/compliance/templates	Build a checklist template and use it in inspections	—
Analytics	/compliance/analytics	View	—

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Part E — Customer portal and staff apps

Customers sign in at /portal (customer portals have their own separate sign-in from your staff workspace). The first time a customer opens a portal, it looks for a record that matches their email: if you have already added them (as a customer/diner/traveller in the relevant module), they tap "Link my account" to connect and the portal opens; if not, they see a friendly "we could not find a record matching your email — contact us to be registered" message. So the flow is always: you add the customer first → they sign in and link → they can self-serve. Each portal shows your branding (name, logo, colours). They only see the workspaces your company uses.

Portal page	URL	What the customer does	What you see
Portal home	/portal	Tiles for each service	—
Property (tenant)	/portal/property, /portal/property-hub	View contract and payments, raise maintenance	The request lands in /property/maintenance
Home services	/portal/home-services	Book, track the technician, rate the completed job	The rating shows on the job
Auto services	/portal/auto-services	Book, track the job card	—
Car rental	/portal/car-rental	Book, view the reservation	—
Hotel	/portal/hotel	Book, view the stay	—
Restaurant	/portal/restaurant	Order, reserve	The order appears on the kitchen screen
Travel	/portal/travel	Book a package, view the itinerary	—
Education	/portal/education	View programmes and enrolments	—
Fleet	/portal/fleet	Track a delivery and view proof of delivery	Create the job in /fleet/jobs with the customer assigned — it then appears here for them to track.
Compliance	/portal/compliance	Upload the requested evidence	It goes into your Evidence review queue
Documents	/portal/documents	Open shared documents through a secure link	—
Notifications	/portal/notifications	Their alerts	—

Driver app — /driver: the driver accepts a job, captures a photo and signature as proof of delivery, then taps Complete. The job shows as completed in /fleet live. Instructor app — /instructor: the instructor sees their schedule and marks attendance for each session.

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Part F — Platform administration (VOXOPlan staff only)

Only platform administrators see these pages, at /platform/*. They manage all customer companies, plans, module licences, usage and platform activity. Customers don't see this area.

• Plans & entitlements (/platform/plans): define what each plan includes — every feature capability (knowledge, workflows, Manager AI, Command Center, advanced reporting, external channels, white-label, advanced governance, strategic planning, advanced analytics, growth intelligence), every limit (users, branches, AI employees, modules, workflows, storage, knowledge sources) and every permitted industry module (all 12, including construction, tender, fleet, education and compliance). Changes apply live to every organization on that plan, and the save shows how many organizations are affected.
• Organizations (/platform/organizations/<id>): per-company subscription (assign a plan), module licences (grant/revoke/extend), resource-limit overrides, and the read-only "included capabilities" summary.
• Module packs, Usage, Activity, Admins and Settings round out the console.

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Appendix — Test status on the reference workspace

Reference company Tenant I — All Modules (account voxiralabs@gmail.com, 12 workspaces switched on). Sample business data was loaded so every screen has realistic content: 14 customers, 5 staff, 9 tasks, 8 property listings with leads, viewings and tenants, 6 rental cars and 8 rental bookings, 10 hotel rooms and 8 stays, restaurant menu, tables and reservations, home-services technicians and jobs, workshop job cards, 3 construction projects, 3 tenders, 5 fleet vehicles with drivers and 8 delivery jobs, 3 education programmes, 6 compliance items, and 2 objectives.

Area	Result
Sign in / sign out	Passed
Company opened by default	Fixed: a platform-admin account used to open another company's workspace by default. It now opens the account's own company first.
Every main page opens for this account	Passed (45 pages)
Sample data shows on CRM, Tasks, Planning, Dashboard, Command Center	Passed
Workspace pages (Property, Hotel, Car Rental, Compliance, etc.)	Data loads, but these pages were slow to finish loading in the test environment. Retest on the live site.
Full create/edit/delete run of every row in the test plan	Create flows: largely verified on the live site — customers, tasks, collections, jobs, reports, employees, coupons, plus module creates (Property listing, Restaurant order, Hotel room & booking, Car-rental booking, Travel booking, Home-services & Auto job, Construction project, Tender) and all 10 customer portals (restaurant/car-rental/travel/home-services/auto/compliance end-to-end). Remaining for a manual pass: in-row status changes (the dropdown "state" pickers — e.g. confirm/cancel, workflow stages), the right-to-left (Arabic) check, and features that need external keys (email send, card payments, voice/WhatsApp, custom-domain DNS).
AI governance policy editing (Advanced governance plans)	Passed — on a plan that includes Advanced governance, /governance/ai-policies shows the editable policy; changing the risk level / toggles, Save, persists and is recorded in the Audit log. On plans without it, the page is correctly read-only.
Plans & entitlements admin (/platform/plans)	Fixed & verified live: the plan editor lists all plan features (including advanced governance, strategic planning, advanced analytics, growth intelligence) and all 12 modules, and Save entitlements now works correctly — saving a plan preserves every toggle (confirmed on Free Trial and Enterprise after a save + reload), with no duplicate-key error and no data loss.
Licence timers & expiry display (Billing / platform)	Passed — the trial countdown ("90 days remaining · Ends …"), the Expiring licence badge with days-left, the Expired state, the platform "licences expiring" overview, and the matching customer Billing rows all display correctly; a licence nearing its end also logs an audit event. (The automatic lock at period end is only active on a staging environment with enforcement switched on, so it isn't exercised on the live site.)
Demo-readiness of the reference workspace	Substantially ready — the cross-module demo path (dashboard → property → fleet → compliance → executive) renders cleanly in both light and dark themes, and most areas have realistic data (30 customers, property pipeline, fleet, compliance obligations, bookings across modules). Before a live demo, top up: consider tidying the Tasks board (it currently has a large number of auto-generated follow-up tasks). Opportunities/Segments and white-label branding only appear on higher plans. (The Education module was previously thin; it is now demo‑seeded — 2 campuses, 4 facilities, 3 instructors, 5 sessions this week, 7 confirmed enrolments, and a live waitlist (3 Confirmed + 2 Waitlisted) on the cap‑3 Swim Academy session.)

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Appendix — Choosing a customer

Wherever a form asks for a customer, tenant, owner or participant, type part of their name, email or phone in Search customers… and click the right person. The box then shows their name; click Change to pick someone else. Only customers of your own company appear. This applies to Leases, Ownerships, Owner statements, Payouts, Education participants, Compliance inspections and inspection schedules.

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Appendix — Connecting an AI agent (Claude, ChatGPT, Cursor)

Where: https://voxoplan.com/integrations → Developer API tab (owners and admins only).

Steps:

1. On the Developer API tab, create an API key and tick only what the agent should be allowed to do:

• Read customers
• Read tasks
• Create & update tasks
• Read hotel bookings
• Read property leases

1. Copy the key. It is shown only once.
2. In your agent app, add a new MCP (remote) server with the address https://voxoplan.com/api/v1/mcp, and put the key in as a Bearer token.
3. Ask the agent things like "find customer UAT", "list my open tasks", "create a high-priority task in Hotel", or "show this month's hotel bookings".

What to expect:

• The agent only sees your own company's data, and only what the key allows.
• Tasks the agent creates or changes appear in the activity log, marked as agent actions.
• A key without permission for an action is refused. You can delete a key at any time to cut off the agent straight away.

Appendix — How AI requests and approvals work

• Ask an AI employee from inside a workspace, for example Restaurant → Chat with Remy or Hotel → Chat with Zeno.
• Low-risk actions (for example adding a hotel guest) run straight away, and the chat shows a tick and the result.
• Sensitive actions (for example adding a restaurant diner) wait for approval, and the chat shows "Submitted for approval".
• Go to https://voxoplan.com/approvals, find the request under Pending, and press Approve to run it or Reject to cancel it. Once approved, the record appears in the workspace.

Appendix — Automatic schedule timer

VOXOPlan checks every 5 minutes for due workflow schedules and compliance reminders, and runs them. Confirmed working on voxoplan.com from 29 Sep 2026. A schedule can start up to about 5 minutes after its set time. You don't need to do anything to keep it running.