Operating Guide
Linkiz watches for opportunities and work that needs a human. This guide is built for someone handling customers and calls at the same time: read what needs you, act in one tap, and trust that the AI never guesses on the facts that matter.
Your home screen: “N things need you”
Your dashboard home leads with what Linkiz recovered for you this month — a dollar figure built from your own value assumptions in Settings — and then surfaces what needs a human right now. The queue shows two things, newest first:
- New leads — visitors who showed buying intent or shared their contact details. These are the money. Each one is a card you can act on in a single tap.
- Escalated chats — inbox threads where a visitor asked to talk to a real person, so the AI flagged it for you.
The heading literally counts them: “3 things need you.” When there’s nothing pending, you get a plain all-clear — “You’re all caught up / Nothing needs you right now” — with no vanity numbers to wade through. If something isn’t actionable, it’s not on this screen.
Built for your phone
Every button is a full-size tap target. The whole dashboard is mobile-first so you can clear a lead between customer messages without opening a laptop.
The dashboard map
Linkiz is organized around the same six areas you see in the left navigation and mobile menu. Use them as a working loop, not as separate tools:
- Today
- Your daily command center: new leads, replies, booking requests, setup work, and value that needs review.
- Inbox
- Website chats, Lead Gen replies, and owner-reviewed AI replies that need a human decision.
- Contacts
- The person record behind leads, replies, bookings, and Lead Gen outreach, so history is not scattered across pages.
- Bookings
- Requested and confirmed appointments your team can review, confirm, reschedule, or cancel.
- Lead Gen
- Outbound lead generation: find leads, review AI-written messages, approve what can send, and track replies.
- Reports
- Value, funnel, and activity views that show what Linkiz captured, protected, or turned into bookings.
Inbox: reply where the conversation lives
Inbox is the one place for customer threads that need a human: website chats, Lead Gen replies, and owner-reviewed AI replies. Open the thread, read the latest message, decide the next response, and keep the handoff tied to the same contact record.
If a Lead Gen reply is ready for a real-world action, handle it from Inbox first. Contacts, Bookings, and Reports keep the Lead Gen source attached after the conversation moves forward.
Contacts: the history behind every lead
Contacts keeps sourced leads, new leads, customers, and suppressed people in one searchable view. Use it when you need the full history for a person or business: source, messages, Lead Gen outreach, booking requests, and outcome state.
Bookings: confirm requests and outcomes
Bookings is where requested and confirmed appointments are reviewed. Keep the status current: confirmed, completed, rescheduled, cancelled, or no-show. Those outcomes feed Reports so Linkiz can show what turned into real value.
Reports: value, funnel, Lead Gen, and activity
Reports is where you review evidence and performance. Use Value to review recovered outcomes, Funnel to understand where work is moving, Lead Gen to see outbound performance, and Activity to audit recent operational events.
Estimated and confirmed value stay separated. If a number needs review, open the evidence before using it with a customer or team.
The lead card — act in one tap
Each lead card shows you everything you need and nothing you don’t:
- Intent badge
- What the visitor wanted — “Wants to book”, “Asking price”, “Wants a callback”, “Needs help”, or “New lead”.
- Their message
- The visitor’s actual words that produced the lead — so you know why they want a callback before you dial.
- When it came in
- A relative timestamp (“just now”, “12m ago”) so you can prioritize the freshest.
- Contact details
- The real phone and/or email the visitor shared. Nothing here is fabricated — it’s exactly what they typed.
- One-tap actions
- Call, Text, and Email buttons that open your phone’s dialer, Messages app (pre-addressed), or email client. No copy-pasting numbers.
“Notified ✓” means we emailed your team
Each card shows whether the alert reached your escalation inbox. “Notified” (with a time) means the lead email was delivered. If it instead says “Alert didn’t send,” the email couldn’t be delivered — most often because no escalation email is set yet. The lead is still saved either way, so you never lose it; fix the inbox in Settings and future alerts will land.
Marking a lead handled or booked
When you’ve dealt with a lead, tap “Mark booked / handled.” It clears off the “needs you” view so your queue only ever shows what’s still open. Made a mistake, or the customer called back? Tap Reopen to bring it back to new. It’s one tap each way and updates instantly.
Lead Gen: outbound leads without losing control
Lead Gen is where Linkiz helps you create top-of-funnel opportunities without making you manage a spreadsheet. A Lead Gen plan defines who you want to reach, where leads come from, what offer is safe to mention, and how many messages can be released in a day.
The important rule is simple: AI can prepare work, but your business controls what sends. Review generated messages in Lead Gen, approve or rewrite them, then watch replies land back in Inbox and Contacts. Bookings and Reports keep the same Lead Gen source attached so you can see which plan created the opportunity.
Test mode vs. live sending
If your plan says Test mode or a lead shows Test send, Linkiz checked the outreach path without emailing the lead. Live sending should only be enabled after the sender identity, compliance footer, suppression rules, reply capture, and launch checks are green.
How the AI behaves (set your expectations honestly)
It helps to know exactly what the assistant will and won’t do, so you can trust it with your customers:
- It answers only from your indexed site. Everything it tells a visitor comes from your own pages — not the open internet, not its imagination.
- It cites its sources. Answers carry citation links back to the real page on your website where the fact lives. (Empty, broken, or placeholder links are stripped — visitors only ever see genuine sources.)
- When it doesn’t know, it says so. If a visitor asks for a price, hours, policy, or professional detail that isn’t written on your site, the assistant will not guess. It replies that it’ll have your team confirm — and captures the visitor’s name and number so you can follow up with the exact answer.
- It hands off to a human on request. If a visitor asks to “talk to a real person,” the chat is flagged as escalated and appears in your “needs you” queue.
Why “I’ll have your team confirm” is a feature
A wrong price or a fabricated “yes, we can do that” costs you trust and time. Linkiz is built to never confidently invent those facts — it would rather turn the gap into a callback. So when you see a “Wants a callback” lead with a question attached, that’s the system protecting you, not failing.
Settings you’ll touch
Everything you can configure lives in Dashboard → Settings:
- Escalation email & owner alert phone
- Where new leads are emailed, and the mobile number for instant new-lead SMS alerts. Both take effect immediately for the next lead.
- Business hours
- Your weekly open hours in your own timezone, plus optional after-hours messages: a missed-call text-back variant and a chat greeting shown while you're closed. Without hours set, everything keeps the standard copy.
- Value assumptions
- What a new customer and a prevented no-show are worth to you — these drive the recovered-value numbers on your dashboard.
- Review requests & booking handoff
- Your public review link for post-visit review texts, and your existing online scheduler URL for warm booking handoffs.
- Web widget & lead-capture form
- Two install snippets: the chat widget and an embeddable lead-capture form. Both list the domains authorized to use your key.
- Appearance
- Light, dark, or follow-your-device theme for the dashboard. Saved per browser.
- Business profile
- Your business name, website, business type (drives dashboard wording), and your account’s tenant ID for support.
Branding
The widget carries your real business name (learned from your site) so it reads as your AI assistant, not a generic bot. Accent-color and branding controls are part of the product surface; ask your Linkiz contact if you want to adjust the widget’s look.