# Welcome CleanDesk.AI offers an AI Chat Site for your website A “WebAssist” is an AI conversational site added to your existing website. It enables real-time interaction, providing personalised information about your business, and creating a dynamic experience that exceeds that of a traditional website. The “AI Chat Site” can be added as a widget, accessed through a dedicated domain (e.g., ai.yoursite.com), or seamlessly integrated into your existing website via a URL. Today’s audience, having encountered AI platforms like ChatGPT, Gemini, Meta AI, and others, now expects quick, concise, straightforward, and personalised responses and interactions. AI Chat Site, through conversational interface can fulfil these expectations by providing instant responses and tailored recommendations, complementing your traditional navigational website.\ \ CleanDesk.AI offers a platform that allows you to seamlessly integrate an interactive AI Chat Site into your website with user-friendly methods. Our goal is to simplify the process of preparing your business and website for AI. Our interactive AI Chat Site and AI Chat Box are fully automated. They engage with your visitors, customers, channel partners, and employees to gather valuable information and address their queries, requests, complaints, and tasks. Installation is as easy as copy-paste, and the chat support is available 24x7 to your customers.\ \ CleanDesk.AI seamlessly integrates with your existing platforms such as CRM, ERP, HelpDesk, DMS, and others. This integration enables you to provide real-time data, information, and updates in response to your audiences' queries. # Introduction This document provides details about "How to use" on various aspects of CleanDesk Ai. **Introduction** Welcome to CleanDesk AI, a multilingual conversational automation platform that leverages generative AI to enhance the efficiency and speed of addressing a significant portion of queries, requests, complaints, and tasks for both customers and employees in businesses. **Key Features** * **Multilingual Conversational Capabilities:** CleanDesk AI is designed to communicate seamlessly in multiple languages, ensuring that your global customer base receives the support they need. * **Automate Interactions:** CleanDesk AI empowers you to automate and manage a significant portion, approximately 70-80%, of enquiries, requests, complaints, and tasks for both customers and staff. This automation enables your team to redirect their efforts toward tackling more intricate assignments and delivering exceptional service. * **Tailored for Businesses:** CleanDesk AI offers a wealth of pre-designed process templates, including various joblines (pipelines) and industry lines (packages). These templates are meticulously crafted to cater to the distinct requirements of businesses, simplifying the process of automating tasks through natural and conversational interactions. **Getting Started** Before you dive into harnessing the power of CleanDesk AI, this document will walk you through the initial setup process, system requirements, and best practices for integration within your organization. **Setup Process:** 1. **Assess Your Needs:** Begin by understanding the specific business processes and tasks you want to automate through CleanDesk AI. Identify the areas where conversational process automation can bring the most value. 2. **System Requirements:** Ensure that your organization's infrastructure meets the system requirements for CleanDesk AI, including hardware, software, and network connectivity. 3. **Account Creation:** Sign up for a CleanDesk AI account or access the API credentials if you already have an account. 4. **Client Integration:** Client integrations involve incorporating CleanDesk AI's clients into your system, enabling your employees and customers to utilize them effectively. Please review the document on client integration for more details. 5. **Custom Client:** Utilize our API to create your personalized client. Explore the client API documentation for guidance on how to proceed. An API key is required to access. 6. **API Access:** Obtain API keys and credentials necessary to access CleanDesk AI's API. Follow the provided API documentation for guidance. 7. **Integration:** Develop or configure the integration between CleanDesk AI and your existing systems or applications. This could involve using webhooks, endpoints, or SDKs provided by CleanDesk AI. 8. **Testing:** Thoroughly test the integration to ensure that it functions as expected. Identify and address any issues or discrepancies. 9. **Training:** Train your team on how to utilize CleanDesk AI for conversational automation effectively. Ensure that they understand the capabilities and limitations of the system. # UI Components The “AI Chat Site” can be added as a widget, accessed through a dedicated domain (e.g., ai.yoursite.com), or seamlessly integrated into your existing website via a URL. ## Widgets The CleanDesk.AI widget is a visual component that appears on your website or application, enabling users to engage in real-time text-based conversations. It is typically accessed by clicking the launcher button that appears in the bottom corner of your webpage, allowing users to connect with our AI assistant and participate in conversations. The launcher button can be customized and animated to give a catchy visual appearance, along with a Widget Invitation Text. The widget invitation will display the default welcome message unless changed. #### Launcher Button

Launcher Button is customisable

CleanDesk.AI offers two types of UI through the widgets: **ChatBox** and **ChatSite**. By default ChatSite is selected. The ChatBox provides a smaller UI component that covers a lesser portion of your website, visible in the right side of your website. On the other hand, the ChatSite is a full-page UI that offers a visually impressive and more convenient experience for your audiences to receive better responses. ### Chat Site

Chat Site mockup representation

### ChatBox

ChatBox Mockup on your website Representation

# Dedicated Domain or Page AI ChatSite can be accessed through a dedicated domain (e.g., ai.yoursite.com), or seamlessly integrated into your existing website via a URL. ## URL Integration The AI Chat Site can be seamlessly integrated into your existing website through a URL. This integration method allows you to incorporate the AI chat functionality directly into your web pages, providing a convenient and user-friendly way for visitors to interact with the AI assistant without leaving your site. By simply adding a URL link or button to your website, visitors can access the AI chat feature and engage in real-time conversations to get the information and support they need. ## Domain Mapping (URL Forwarding with Masking) The AI Chat Site widget can be seamlessly integrated into your existing website using URL forwarding with masking. This integration method allows you to create a dedicated domain for the AI chat widget (e.g., ai.yoursite.com) and forward it to the actual URL of the widget, while masking the original URL. This means that when visitors access the dedicated domain, they will see the AI chat widget embedded within your website, but the URL in their browser will display the dedicated domain. #### How to set up domain fowarding with Masking To set up domain forwarding with masking, you'll typically need access to your domain registrar's control panel or DNS settings. Here's a general guide on how to do it: 1. **Log in to your domain registrar**: Go to the website of your domain registrar and log in to your account. For ex: 2. **Locate domain settings**: Find the domain for which you want to set up forwarding with masking and locate the domain settings or DNS settings section. 3. **Set up forwarding**: Look for an option like "Forwarding" or "URL Forwarding" in your domain settings. Enter the domain or subdomain (ex: ai) you want to forward to the target URL of your AI chat site (ex: ) and choose the option for masking or URL forwarding with masking. 4. **Enter masking details**: You may be prompted to enter the masking details, such as the title and description you want to display in the browser when visitors access the forwarded domain. Enter these details as desired. 5. **Save changes**: Once you've entered the forwarding and masking details, save your changes. It may take some time for the changes to propagate, so be patient. 6. **Test the setup**: After the changes have propagated, test the setup by entering the forwarded domain in a web browser. You should see your website with the AI chat widget embedded, and the URL in the browser should display the forwarded domain. Note: The exact steps may vary depending on your domain registrar, so it's a good idea to refer to their documentation or support for specific instructions tailored to your registrar's interface. # Credentials CleanDesk AI credentials are the necessary details used for authenticating and authorising customers to access services via widget clients. ## Widget credentials Before you begin the installation of the widget process for support, ensure that you have obtained the necessary credentials from CleanDesk Ai: * **app\_id:** The unique identifier for your CleanDesk application. * **app\_secret:** The secret key associated with your CleanDesk application. # Web widget This documentation will provide step-by-step instructions on how to integrate the CleanDesk AI Chat Widget into your web application. ## Widgets The CleanDesk.AI widget is a visual component that appears on your website or application, enabling users to engage in real-time text-based conversations. It is typically accessed by clicking the launcher button that appears in the bottom corner of your webpage, allowing users to connect with our AI assistant and participate in conversations. Click here for more on Widget detaiils {% embed url="" %} # Sales Assistant Sales support entails offering chat assistance to unidentified visitors, aiming to address all public inquiries. ## Sales **(No authentication)** To implement a conversational sales assistant on your website's homepage or other pages where user identity is unknown, and chat functions are enabled for any visitor, follow these steps. Identify all the pages where you desire customers to access the chat function, allowing them to interact with an AI for responses. ### Place the JavaScript code in the HTML #### Add the script to the \ section Copy the following JavaScript code and paste it before the closing \`\\` tag of your website's HTML file: ```html ``` When you want to initiate the logout process, call the CleandeskWidgetLogout() function from the widget\_logout.js script. This function clears all relevant cookies and handles the logout process. # Customer profile API This guide explains how to integrate your customer details API with our support system. The API should provide customer information based on your customer ID. **Purpose** This API is necessary to associate a given customer ID with the corresponding customer. Customer support can only be provided when the customer is identified by the AI. When a customer initiates a conversation and provides their customer ID, this API is used to collect the customer's information, enabling the system to respond to all queries related to that customer.\ \ **Do you need to create a new API** You don't need to create a new API; you can use any existing API that provides these details. **API Requirements** Your API should provide the following details for a given customer ID: * Customer Name (Required) * Customer Avatar (Optional) * Phone (Optional) * Email ID (Optional) * Customer Type (e.g., Business, Home - Optional) * Customer Business Name (Optional) **Integration Steps** To integrate your API with our support system, please follow these steps: 1. **Provide API Documentation**: Share the documentation for your API, including the endpoint and any required parameters. 2. **API Key or Credentials**: If your API requires an API key or other forms of credentials for authentication, please provide us with the key. 3. **Test API**: Before integration, we will test your API to ensure it provides the required customer details correctly. 4. **Integrate API**: Once testing is successful, we will integrate your API with our support system using the provided documentation. **Contact Information** If you have any questions or need further information, please contact us at +91 9810359840 or # Sample Codes This gives sample codes that can used to understand how the CleanDesk Ai's web widgets can be enabled to provide both sales and customer support assistants in your web environment. ## In HTML In a typical HTML environment, the following code could be used to learn how to enable conversational AI-based sales and customer support assistants. ```html ``` # App Integrations # Widget in WordPress This documentation will provide step-by-step instructions on how to integrate the CleanDesk AI Chat Widget into your Wordpress website User Manual: Installing CleanDesk AI WordPress Plugin **Step 1: Download the Plugin Zip File** * Visit the CleanDesk AI website and navigate to the downloads section. * Locate the WordPress plugin and download the zip file to your computer. **Step 2: Login to Your WordPress Admin Panel** * Open your web browser and enter your WordPress website's URL. * Enter your username and password to log in to the WordPress admin panel.
**Step 3: Install the Plugin** * In the WordPress admin panel, navigate to the "Plugins" section and click on "Add New." * Click on the "Upload Plugin" button. * Choose the CleanDesk AI plugin zip file you downloaded earlier and click on "Install Now."
**Step 4: Activate the Plugin** * Once the plugin is installed, click on the "Activate" button to activate the CleanDesk AI plugin.
**Step 5: Configure the Plugin** * After activating the plugin, navigate to the CleanDesk AI settings page. * Generate an App Id and App Secret by visiting [www.cleandesk.ai/settings/credentials](http://www.cleandesk.ai/settings/credentials). * Insert the App Id and App Secret in the plugin settings and save the changes.
**Step 6: Clear Server-Side Cache** * To ensure the plugin works correctly, clear your site’s server-side caching. * Navigate to Settings > Hosting Configuration > Cache and clear the cache.
**Step 7: Test the Integration** Visit your WordPress website and ensure that the CleanDesk AI Chat Widget is visible and functional. Test the chat functionality to confirm successful integration. Congratulations! You have successfully integrated the CleanDesk AI Chat Widget into your WordPress website. If you encounter any issues, refer to the CleanDesk AI documentation or contact CleanDesk AI support for assistance. * The CleanDesk AI plugin is now installed and configured on your WordPress site. * You can now use the plugin to automate customer inquiries, requests, and complaints on your website. *** This concludes the installation and configuration of the CleanDesk AI WordPress plugin. If you encounter any issues during the installation process, please refer to the CleanDesk AI documentation or contact support for assistance. # Widget in WooCommerce This documentation will provide step-by-step instructions on how to integrate the CleanDesk AI Chat Widget into your WooCommerce website ## User Manual: Installing CleanDesk AI WordPress Plugin **Step 1: Download the Plugin Zip File** * Visit the CleanDesk AI website and navigate to the downloads section. * Locate the WordPress plugin and download the zip file to your computer. **Step 2: Login to Your WooCommerce Admin Panel** * Open your web browser and enter your WooCommerce website's URL. * Enter your username and password to log in to the WooCommerce admin panel.
**Step 3: Install the Plugin** * In the WooCommerce admin panel, navigate to the "Plugins" section and click on "Add New." * Click on the "Upload Plugin" button. * Choose the CleanDesk AI plugin zip file you downloaded earlier and click on "Install Now."
**Step 4: Activate the Plugin** * Once the plugin is installed, click on the "Activate" button to activate the CleanDesk AI plugin.
**Step 5: Configure the Plugin** * After activating the plugin, navigate to the CleanDesk AI settings page. * Generate an App Id and App Secret by visiting [www.cleandesk.ai/settings/credentials](http://www.cleandesk.ai/settings/credentials). * Insert the App Id and App Secret in the plugin settings and save the changes.
**Step 6: Clear Server-Side Cache** * To ensure the plugin works correctly, clear your site’s server-side caching. * Navigate to Settings > Hosting Configuration > Cache and clear the cache.
**Step 7: Generate RestAPI Keys** * Click on Settings > WooCommerce > Advanced > RestAPI. * Generate an API key with read-only access. * Copy both the consumer key and consumer secret to use later.
**Step 8: Test the Integration** Visit your WooCommerce website and ensure that the CleanDesk AI Chat Widget is visible and functional. Test the chat functionality to confirm successful integration. Congratulations! You have successfully integrated the CleanDesk AI Chat Widget into your WooCommerce website. If you encounter any issues, refer to the CleanDesk AI documentation or contact CleanDesk AI support for assistance. **Step 9: Usage** * The CleanDesk AI plugin is now installed and configured on your WooCommerce site. * You can now use the plugin to automate customer inquiries, requests, and complaints on your website. *** This concludes the installation and configuration of the CleanDesk AI WooCommerce plugin. If you encounter any issues during the installation process, please refer to the CleanDesk AI documentation or contact support for assistance. # Theme Here you can understand about the various themes you can choose for the WebAssist to be looked at by your users on your website. Home page > WebAssist > Theme How should WebAssist appear to your customers, when they visit your web site? There are two themes available for WebAssist to choose from: ## ChatBox The Chat Box is an embedded solution that integrates seamlessly into your existing website or platform. It is designed for businesses that want to provide real-time customer support or engage visitors directly on their current website. ## ChatSite The Chat Site is a comprehensive standalone platform where live chat is the central feature. It is perfect for businesses or communities that want to create a dedicated space for real-time conversations, consultations, or customer support. Choose the Chat Box if you want to integrate chat with your current website, while the Chat Site is ideal for those needing a dedicated communication hub. **To select a theme, simply click on the check box of the chosen theme, as shown in this video:** {% embed url="" %} How to set the WebAssist chat widget theme {% endembed %} # Widget Appearance Learn how to customise your widget to best align it with your brand and logo. Home page > WebAssist > Appearance ## Theme (Colour) To customize or modify the theme color of your selected template, simply click the **Edit** button. From here, you can browse through the color options and select the one that suits you best. Once you've chosen your preferred color, click **Update** to apply the changes instantly, giving your interface a fresh new look. ## Widget Customisation To customise the appearance of the widget, click the **Edit** button. This section allows you to update key branding elements, including: * Custom Logo: Upload or change your company’s logo. * Brand Name: Set or update your business name as you would like it to appears on the widget. * Slogan: Add or modify your company’s tagline or slogan. * Widget Button Shape: Choose the shape of the floating widget button (e.g., round, square) to match your design preferences. * Custom Button Text: Personalise the text that appears on the widget button to guide users effectively. Additionally, in the other fields on the same page you can fine-tune the widget's position on the screen (e.g., bottom-left, bottom-right), add animation effects for a dynamic feel, and set invitation text to encourage user engagement. You can also select a welcome image from pre-loaded options or upload a custom image. Once you've made all your desired updates, click **Update** to save and apply the changes. View this video for easy understanding: {% embed url="" %} How to set the WebAssist chat widget appearance {% endembed %} ## Assistant Settings Upon registering your company, a default Assistant will automatically be available under Assistant Settings. However, you have the flexibility to add multiple Assistants to enhance customer interaction. You can either select from a variety of pre-loaded avatars or upload your own custom avatar. To add a new Assistant follow these steps: 1\. Select an Avatar: Choose an avatar from the available options or upload a custom image. 2\. Assign a Name: Give your Assistant a unique name. 3\. Click Add: Once the name and avatar are selected, click **Add** to finalize and introduce the Assistant into the system. Your selected Assistants will appear randomly within the chat widget, engaging with customers to create a more dynamic experience. You can easily modify any Assistant’s name or avatar by clicking the **Edit** button under Actions. To remove an existing avatar, simply click the **Remove** button under Actions, and the selected Assistant will be deleted from the system. \
# Credentials This page describes the criticality of your CleanDesk AI credentials. Home page > WebAssist > Credentials To obtain the necessary credentials from CleanDesk AI, click on the **Generate Credentials** button, as shown in the screenshot below:

Click on Generate Credentials to obtain your CleanDesk AI credentials

After clicking the **Generate Credentials** button, your credentials will be generated and displayed as shown in the sample image below:

Your CleanDesk AI credentials will appear on the screen, but only once

**Please note that we do not display your secret API keys again after their generation. For security reasons, we must reset the APP Key to view it.** You will need to change your keys on the client side if you reset them. Avoid resetting unless you are sure it is necessary, and ensure that you change it on the client side.
If you are sure that you wish to reset your App Key, select the check box where it says **YES I WANT TO RESET** and click on the **Reset App Secret** button to confirm. Your new App Key will then be displayed on this page. Remember, this will be displayed only once, for security reasons. | | | - | # Menus Index Here you will find information about the menus that will appear within the chat widget, and how to best customise them. Home page > WebAssist > Menus Index > Chat Menus ## Chat Menus Chat Menu settings allow you to create and manage personalized menu listings that help users easily get responses in the form of messages. It enables you to organize your content and responses for queries according to your business, improving the user experience. Once you create your menus, you can train each menu item to get conversational responses. To do this, click AI Training > Passive Data or simply click here. The Chat Menu appears as a vertical sidebar within the chat widget, positioned on the left-hand side. This menu is fully customizable and allows you to modify the default menu options such as Home, Products, About Us, and so on. \- Customizable Menu Items: You can easily modify the default menu headings or add new ones. \- Menu Weightage: Each menu item comes with a default weightage that determines its order of appearance. You can adjust this weightage to prioritize certain menus. \- Visibility Options: Menus can be individually enabled, disabled, or made invisible based on your preferences. ### To add a new menu: 1. Click on **New Menu Title**: Enter a name for the new menu. 2. Parent or Child Menu: Decide if the new menu will be a parent item or a sub-menu (child) under an existing menu. 3. Assign an Icon: Choose an icon for the menu from available options or upload your own. Icons can be in various formats. 4. Click **Submit** to save all changes. 5. Use the **Preview** button to see how the updated Chat Menu will appear within the widget, ensuring it looks and functions as intended. View this video for better understanding: {% embed url="" %} How to change settings for your WebAssist Chat menu {% endembed %} Home page > WebAssist > Menus Index > List Menus ## List Menus List Menu settings allow you to create and manage listings that help users easily see information related to products, leadership, campaigns, etc. This menu appears on the right side within the chat widget. The List Menu is customisable from the default menu available, with headings such as Home, Products, About Us and so on, up to 7 such headings (in order to create more than 7 headings, please contact the CleanDesk customer care team). \- Customizable Menu Items: You can easily modify the default menu headings or add new ones (up to 7). \- Menu Weightage: Each menu item comes with a default weightage that determines its order of appearance. You can adjust this weightage to prioritize certain menus. \- Visibility Options: Menus can be individually enabled, disabled, or made invisible based on your preferences. Once you've configured the menu: \- Click **Submit** to save all changes. \- Use the **Preview** button to see how the updated List Menu will appear within the widget, ensuring it looks and functions as intended. Here is a video representation to understand this process better: {% embed url="" %} How to change settings for your WebAssist List menu {% endembed %} # AI Training This is where you can train the AI model, using multiple methods such as Active Data, Passive Data and Industry Data. **AI Training** is the process of teaching the AI model how to respond accurately and efficiently to user queries by feeding it different types of data. This training ensures that the AI understands both the content it needs to provide and how to interact with users. Home page > WebAssist > AI Training > Active Data ### Active Data Active Data is often updated regularly and directly influences how the AI responds to user queries. It allows you to craft specific responses to common questions, making the AI's interactions more accurate and tailored. Active data is organized and formatted for easy searching, processing, and analysis via APIs. It's stored in databases or business applications like CRM, ERP, and HelpDesk. This section tackles the AI training for the previously mentioned List Menu, which appears on the right side in the chat widget. There are multiple ways to train Active Data: #### Integration Integrate with your existing platforms by clicking on Integration in the menu on the left side, or use our data models for creating and managing your details. Contact us for specific integrations or data structures. Within Integrations you will see all the available integrated apps such as WhatsApp, Shopify and many more. #### Use CleanDesk AI’s DB This allows you to utilise CleanDesk’s resources and database, to create Products, Campaigns, Services and so on. Let us take an example, say, 'Products'. To train a new product, click the **New Product** button and fill in the required fields, such as: \- Product Name: Enter the name of your product. \- Product Category: Select the appropriate category for your product. \- Product Description: Provide a clear and concise description of the product, detailing its features and benefits. \- Price Range: Specify the price range for the product. \- Discount: Mention any applicable discounts to attract customers. \- Product Image: Upload an image that best represents the product. Additionally, you can add a detailed description to provide more in-depth information and set a call-to-action (CTA) button (such as “Buy Now”) linked to a specific URL or webpage. Once all the details are filled in, click **Submit** to save your changes. View the following video for better understanding: {% embed url="" %} How to train AI with Active Data - create a new Product {% endembed %} Similar to the above example of 'Products', you can also add various other data sets to enhance your platform such as: * Campaigns: Promote your offers or schemes. Click the **Create New Campaign** button, then fill in details such as the Campaign Title, Applicable Dates, and upload a relevant image. You can also provide a detailed description and set a CTA button linked to a specific URL. Click **Publish The Content** to save the campaign. Multiple campaigns can be created and managed easily. This video shows how to add a Campaign: {% embed url="" %} How to train AI with Active Data - train a new Campaign {% endembed %} * Services: Provide detailed descriptions of the services your company offers. Use the same format as products to add services. * Teams: Share information about your team members, including their roles, expertise, and profiles. * Portfolio: Highlight key projects or company achievements by adding a portfolio section. Include descriptions, images, and any relevant links to showcase your work. * Testimonials: Display customer feedback and reviews to build trust with potential clients. Add customer testimonials with names, feedback, and images if available. * Contact: Provide essential contact information, including phone numbers, email, physical address, or any other relevant ways for customers to reach out to your company. Each of these sections can be customised with images, descriptions, and action buttons, providing a comprehensive overview of your business and offerings. #### Generate with AI You can also add products using the Generate with AI feature by clicking the **Generate with AI** button. This option offers three convenient methods to choose from: 1\. Upload Document: Upload a document that contains detailed information about the product. 2\. Fetch from URL: Provide a URL link to a webpage that has all the relevant product details. 3\. Train Custom Data: Enter a set of custom questions and answers to train the AI on the specific product information.
After selecting one of these methods, click **Generate** to generate and save the details. \ The following video shows how to add multiple team members under Teams, using the Generate with AI option: {% embed url="" %} How to train AI with Active Data - train multiple team members using Generate with AI {% endembed %} ### Passive Data Home page > WebAssist > AI Training > Passive Data Passive data refers to the Assistant’s abilities gained by training it with documents, URLs, or text. By assembling a diverse collection of documents and utilizing CleanDesk AI’s pre-built index displayed in the left menu, you'll enable your assistant to understand nuanced information and provide precise, contextually accurate responses. As an example, let’s look at the Home page under Passive Data. This is where you will train the AI for the main landing page of your web site. First click on the **Train** button, next use any of these 4 available options for AI training: \ 1\. Upload Document: Upload a document that contains detailed information about the data you wish to train. This video shows how to train Passive Data by uploading a document, while training a Package (for instance): {% embed url="" %} How to train AI with Passive Data - train a Package using a Document Upload {% endembed %} 2\. Fetch from URL: Provide a URL link to a webpage that has all the relevant details of the data you wish to train. Here is an example of training Passive Data using a URL: {% embed url="" %} How to train AI with Passive Data - train a Home page using a URL or web site {% endembed %} 3\. Create Custom Text: Provide the test you would like to use, to train the AI. The following video explains how to generate Passive Data by creating custom text: {% embed url="" %} How to train AI with Passive Data - train Service related information using custom text {% endembed %} 4\. Create Q\&A: Enter a set of custom questions and answers to train the AI on the specific product information. Here is how you can generate Passive Data by using Q\&A, for AI training: Click on **Upload** to proceed, and then click on the **Published** toggle button. To verify that your document has been published, click on Sample Queries under Action on the right hand side. In case the Sample Queries are not available, try clicking on the **Published** toggle button (off and then on again) once more. Check Sample Queries again, to verify. \[Sample Queries are the potential intentions that users might be inquiring about, and the generated responses are based on this training.] To edit any document, for that particular document, first click on the **Published** toggle button to unpublished. Changes can only be made after a document is unpublished. Make the necessary changes in the document, then upload and publish it as mentioned above. To delete any document, for that particular document, first click on the **Published** toggle button to unpublished. A document can be deleted only after it is unpublished. \ \ \
# Intro Messages Intro responses are brief messages that appear when a user selects a menu item, providing them with a concise understanding of what they are looking for. ### Generating Intro Messages To create introductory messages for your chat system, follow these steps: 1\. Click on Generate Intro Responses: Begin by selecting the **Generate Intro Responses** button. 2\. Select Menu Topic: Choose the menu topic for which you want to generate the intro messages. This will determine the focus of the intro responses based on the topic’s content. \ Please note that the Intro Responses are automatically generated using the content you've previously uploaded under Passive Data in the AI Training section. If you have not yet uploaded any content, a link will appear here, guiding you to complete that step first. Once the necessary content is uploaded into the AI Training (Passive Data) section, you’ll be taken to the next screen where draft Intro Responses will be displayed. ### Customizing Intro Messages: \- Edit the Drafts: You have the ability to review and edit the draft intro responses to better suit your tone, style, and business requirements. \- Upload Media: If needed, you can enhance your messages by uploading corresponding media, such as images, videos, or documents. \- Add Additional Intro Messages: Want to add more variations? Simply click the Add Intro Message button to input further messages. Once you're satisfied with the content, click **Submit** to save your changes. This video describes the above process for a better understanding: {% embed url="" %} Learn how to create customised, professional intro messages that align with your brand {% endembed %} \
# Customer Relationship Management (CRM) # Leads Visitors who engage with the chat widget to ask questions are considered Potential Customers (Leads). All leads are displayed within the "Leads" section. The leads are assimilated from all applicable channels, such as CleanDesk chat widget, Whatsapp and social media such as FB Messenger, Instagram and so on. To view channel specific leads, simply click on the Filter icon and click on the specific channel. * Info Tab: This tab shows visitors who shared their contact information (name, email, phone number). * No Info Tab: This tab displays visitors who did not provide any contact details. Adding Leads Manually: 1. Click the **New Lead** button. 2. Fill out the required information in the form. 3. Click the **Create** button to add the new lead to the system. The leads may be viewed in a chat or table format - use the 4-box icon on the top to switch between these 2 views. \
# Customers Customers are individuals who have created an account on your website to access your services. All registered customers are displayed within the "Customers" section. **Adding New Customers** * **Manual Addition:** 1. Click the **New Customer** button. 2. Fill out the required information in the form. 3. Click the **Add** button to save the new customer. * **Importing Customers:** 1. Click the **Import** button. 2. Click **Click to Upload** to select your CSV file. 3. Click **Submit** to import the customer data. 4. Download the *Sample.csv* file for the correct CSV format. **Customer Management** * **Customer Details:** * Click the "View Details" button to see a customer's complete information. * Click the "Edit Details" button to modify their information. * Set credit limits and specific conditions for individual customers. * **Customer Status:** * New customers are initially set to "Unverified." * After verifying a customer's information, click **Verify Customer** to update their status. # Cart This feature is not available currently. # Orders This feature is not available currently. # Jobs Welcome to the Jobs management module in RecruitAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage jobs efficiently. ### Table of Contents 1. Accessing the Jobs module 2. Switching Views & Filters 3. Job Reports 4. Creating a New Job 1. Filling Out the Job Form 2. Submitting the Job 3. Examples & Tips 5. Managing Jobs 6. Managing Job Screenings 1. Accessing Job Screenings 2. Selecting Screening Questions 3. Customizing Screening Questions 4. Adding Custom Questions 5. Submitting Screening 6. Tips ### Accessing the Jobs Module 1. On the left-hand menu, hover over and click **'Jobs'**. 2. From the submenu, select **'Job List'**. 3. The **Job List view** will open, displaying all available jobs. ### Switching Views & Filters 1. At the top of the Job List view, locate the **Toggle Button**. 2. Use the toggle to switch between: * **Table View**: Displays jobs in a tabular format. * **List View**: Displays jobs in a more detailed list format. 3. You will also find the first (from the left) **dropdown menu** that lets you switch between: * Jobs for **Your Client**: jobs you created for your clients. * Jobs for **Your Office**: jobs you created for your own office. 4. Use the **dropdown menu** to filter jobs by status such as Open, Completed, On Hold, Withdrawn. ### Job Reports This job reporting feature enhances job application activity tracking. Users can generate customized reports by applying the following filters: * **Stage Selection**: Choose a specific stage (e.g., Applied, Interview) to filter job activities. * **Status Selection**: Generate reports based on application status (e.g., Screening Scheduled, Interview Scheduled). * **Application Date Range**: Specify a "From Date" and "To Date" to retrieve reports for applications submitted within that timeframe. These filters can be used individually or in combination for tailored reporting. a. Full Job Activity Report * If no filters are applied, clicking on **Generate Report** will display all job application activities associated with the selected job. * The report can be downloaded in Excel (.xlsx) format for further analysis. b. Filtered Job Activity Report * When one or more filters (Stage, Status, Date) are selected, the report will display only the application activities matching the chosen criteria. * The filtered report can also be downloaded in Excel (.xlsx) format for ease of access and evaluation. The video below shows the generation of a job report: {% embed url="" %} How to create a customized Job Report with RecruitAssist {% endembed %} ### Creating a New Job 1. To create a new job, click the **Create button** at the top of the screen. 2. This will open the **Add Job Form**, where you can enter all relevant details for the new job. 3. Filling out the job form: Make sure to complete the fields marked with a **red asterisk (\*):** 1. **Customer Name**: Select from the dropdown list. 2. **Job Code**: * Click the **Generate Code** button for an automatically generated code. * Or, enter a **custom code** manually using your preferred format. 3. **Posted Date**: Specify when the job is posted. 4. Although some fields are not mandatory, completing them adds value. Here are some examples of fields that are crucial for a job posting, which we recommend that you fill in: 1. **Job Title**: Add a clear and concise title. 2. **Job Description**: Provide a detailed job description for better visibility. Use the formatting tools such as Bold and Underline to highlight the most important skills the job requires. 3. **Department**: Assign the job to a relevant department. 4. **Job Location**: Specify the location for the job. 5. **Employment Type**: Indicate if the job is full-time, part-time, or contractual. 6. **Closing Date**: Mention the last date for applications. 5. After filling in all mandatory fields and important details, click the **Submit button**. 6. The job will now appear in the **Job List view**. 7. Use the **Search Bar** or filters to locate and manage the newly created job. #### Examples & Tips for Job Creation Example Job Posting: * Creating a Marketing Manager Job: * Customer Name: **ABC Corp** * Job Title: **Marketing Manager** * Job Description: **Lead the marketing team in planning and executing marketing strategies. Responsibilities:** Develop and execute integrated marketing campaigns, manage marketing budgets, conduct market research, **analyze marketing data**, build and maintain strong brand awareness, collaborate with cross-functional teams, and drive **lead generation** and **customer acquisition**. **Skills Required:** Excellent communication and interpersonal skills, strong analytical and problem-solving abilities, creativity and innovation, experience with **digital marketing channels (SEO/SEM, social media, email marketing)**, project management skills, and a data-driven approach. * Department: **Marketing** * Job Location: **New Delhi** * Employment Type: **Full-time** * Salary Range: **5L-8L per annum** * Posted Date: **01/01/2025** * Closing Date: **15/01/2025** Tips**:** * Ensure that you complete the fields marked with a **red asterisk (\*)**; these are mandatory fields that must be completed before you can submit the form. * Although some fields are optional, providing detailed and comprehensive inputs significantly enhances the relevance of search results. Include clear and concise information, ensuring the use of essential keywords related to the job to improve its visibility and searchability. * In the **Job Code** field you can easily use a custom format as per your internal or client's specifications, by entering it manually (instead of clicking the **Generate Code button**). * Use the **Upload button** to include an image relevant to the job. Following is a video showing how to create a job for your customer. The same process may be used for creating a job for your own company, by selecting **My Office** in the filter first. {% embed url="" %} How to create a job with RecruitAssist, for your client {% endembed %} ### Managing Jobs Perform various actions on job profiles using the following features: #### **View Details** Click on a job to view detailed information such as job title, description, status, and more. #### **Edit** Click the Edit Button to modify job details such as job title, description, location, and more. #### **Manage Status** Change the job status to: * **Open**: For active jobs accepting applications * **Completed**: For jobs where the position is filled * **On Hold**: For temporarily paused jobs * **Withdrawn**: For jobs that are no longer active #### **Manage Screening** Enhance the recruitment process by adding or editing screening questions for candidates by clicking on Manage Screening: * Add new screening questions or edit existing ones. * Click **Submit button** to save the changes. #### **Manage Templates** Create templates to streamline communication with applicants: * Email Templates: Add email templates for notifications such as application submissions. Preview messages by clicking **Preview button.** * WhatsApp Templates: Add WhatsApp templates for notifications related to applications. Preview messages by clicking **Preview button**. #### **Scheduling Interviews** Schedule interviews efficiently with the following steps: 1. Click **Create Interview Slot button**. 2. Fill out the required fields: 1. **Title**: Enter a descriptive title for the interview. 2. **Round Name**: Specify the round (e.g., Initial Screening, Final Interview). 3. **Location**: Indicate where the interview will take place. 4. **Time**: Set the interview time. 5. **Duration**: Specify the expected duration of the interview. 3. Click the **Submit button** to create the interview slot. #### Deleting Jobs To remove a job, click the **Delete button**. Confirm the action to finalize deletion. #### Tips for managing jobs: * **Double-Check Before Making Changes:** When editing job details, managing statuses, or adding templates, always review the information carefully before clicking **Submit**. This ensures accuracy and prevents errors that might affect the recruitment process. * **Keep Communication Templates Updated:** Regularly update email and WhatsApp templates to reflect the latest messaging tone, job-specific information, or company branding. Use the **Preview** feature to ensure messages are clear and professional before saving. * **Organize Interview Scheduling:** When scheduling interviews, ensure all required fields (e.g., time, location, and duration) are accurate and consider potential candidate availability. Providing clear titles and round names helps everyone stay aligned on the interview process. ### Managing Job Screenings This section guides you through creating, customizing and finalizing screening questions to streamline your candidate evaluation process. **Accessing Job Screenings** 1. In the left-hand menu, navigate to **Jobs List** and select it. 2. Locate and select the job you wish to manage. 3. Click on **Manage Screening** to begin. **Selecting Screening Questions** 1. Click on the **Select Questions** button. 2. Review the list of available questions. 3. Choose the questions you’d like to include by checking their respective boxes. 4. Once you’ve made your selections, click **Add** to proceed. **Customizing Screening Questions** 1. On the next screen, you’ll see the list of selected questions. 2. Edit the questions to suit your specific requirements. 3. Adjust the order of the questions as needed. 4. Define the question type, such as: * Text * Multiple Choice * Yes/No **Adding Custom Questions** 1. Click the **Add New Question** button. 2. Enter the details for your custom question. 3. If you choose **Multiple Choice** as the question type: * Click **Add Option** to create answer choices. * Add as many options as needed. **Submitting Your Screening** After finalizing your screening questions and customizations, click **Submit** to save and create your screening. The following video is about managing a job screening: {% embed url="" %} How to manage a job screening with RecruitAssist {% endembed %} #### Tips for Job Screening: **Prioritize Key Qualifications**: When selecting or creating screening questions, focus on the skills and qualifications that are most critical for the role. This ensures that your screening process effectively identifies the best candidates early on. **Test Your Screening**: Before finalizing and submitting your screening, consider testing it by reviewing how the questions flow and ensuring all options are clear and concise. This can help avoid candidate confusion and improve the quality of responses. Congratulations! You are now equipped to create a jobs effectively in the Jobs management module of RecruitAssist. For further assistance, feel free to consult our support team or additional documentation. # Candidates Welcome to the Candidates management module in RecruitAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage candidates efficiently. ### Table of Contents 1. Accessing the Candidates module 2. Switching Views & Filters 3. Creating New Candidates (manual) 1. Filling Out the Candidate Form 2. Submitting the Candidate 3. Examples & Tips 4. Creating New Candidates (import) 5. Managing Candidates ### Accessing the Candidates Module * On the left-hand menu, hover over and click **'Jobs'**. * From the submenu, select **'Candidates'**. * The **Candidates view** will open, displaying all available candidates. ### Switching Views & Filters 1. At the top of the Candidates view, locate the **Toggle Button**. 2. Use the toggle to switch between: * **Table View**: Displays candidates in a tabular format. * **List View**: Displays candidates in a more detailed list format. 3. You will also find a **dropdown menu** that lets you switch between: * Candidates that are **New**. * Candidates that are **Rediscovered** (candidates previously not considered, then added again). 4. Use the **Search** option on the top right to search for specific candidates. ### Creating new Candidates (manual) 1. To create a new candidate, click the **Create button** at the top of the screen. 2. This will open the **Add Candidate Form**, where you can enter all relevant details for the new candidate. 3. Filling out the candidate form: Make sure to complete the fields marked with a **red asterisk (\*):** 1. **Candidate Code**: 1. Click the **Generate Code** button for an automatically generated code. 2. Or, enter a **custom code** manually using your preferred format. 2. **Candidate First Name and Last Name**: Enter the candidate's full name. 3. **E-mail**: Enter the candidate's e-mail address. 4. **Phone Number**: Enter the candidate's phone number. 4. Although some fields are not mandatory, completing them adds value. Here are some examples of fields that are crucial for a candidate listing, which we recommend that you fill in: 1. **Upload Resume/CV**: It is important to upload a resume or CV, so that all of the candidate's details are at hand. After you upload a resume, you may opt to click the **Autofill using AI button**, which will fill in this form automatically rather than you completing it manually. However for this the resume must first be uploaded, using the Upload button under **'Resume/CV'**. 2. **Upload Profile Image**: Including an image of the candidate gives a professional look and adds recognition. 3. **Current Location & Address**: It would be helpful to know the exact location of the candidates in order to match them better, especially for location specific job requirements. 4. **Professional Details**: Enter the candidate's work experience. 5. **Educational Details**: The candidate's educational qualifications and educational history. 6. **References**: Including references adds a level of credibility to the candidate's profile. 5. After filling in all mandatory fields and important details, click the **Submit button**. 6. The candidate will now appear in the **Candidates List view**. 7. Use the **Search Bar** or filters to locate and manage the newly added candidate. Following is a video showing how to create a candidate manually. {% embed url="" %} How to create a candidate manually with RecruitAssist {% endembed %} #### Examples & Tips for Candidate Creation Example Candidate Posting: * Creating a Marketing candidate: * **Candidate Code**: MM-20250122-02 * **First Name**: P * **Last Name**: Sharma * **E-mail**: * **Phone Number**: +91 98765-43210 * **Resume/CV**: \[Uploaded - PSharma\_Resume.pdf] * **Profile Image**: \[Uploaded - PSharma\_Profile.jpg] * **Current Location**: Mumbai, Maharashtra, India * **Address**: Flat 122B, Lotus Apartments, Bandra West, Mumbai, Maharashtra, 400050 * **Work Experience**: * **Marketing Manager**, Bright Advertising Pvt. Ltd. (2020–Present): * Spearheaded marketing campaigns that increased client acquisition by 40%. * Managed a team of 8 marketers to execute multi-channel strategies for high-profile brands. * Handled marketing budgets of ₹1 crore annually, ensuring 20% above-target ROI. * **Social Media Strategist**, DigitalSpark Solutions (2017–2020): * Created and executed social media strategies resulting in a 60% increase in follower base. * Collaborated with clients to curate impactful ad campaigns, achieving a 15% average engagement rate. * **Educational Details:** * **MBA in Marketing**, Indian Institute of Management, Ahmedabad (2015–2017) * **B.Com in Marketing**, University of Mumbai (2011–2015) * **References:** * **Ravi Mehtan**, Director of Marketing, Bright Advertising Pvt. Ltd.: | +91 90000-12345 * **Ani Desai**, Professor of Marketing, IIM Ahmedabad: | +91 98765-67890 Tips: * **Use Consistent and Accurate Information**: Always double-check the details entered, such as email addresses, phone numbers, and names, to ensure accuracy. Typos can cause communication issues or difficulty in searching for the candidate later. * **Add a Comprehensive Resume and Professional Image**: Upload a well-structured, up-to-date resume that highlights the candidate’s skills, experience, and achievements relevant to the role. Ensure the profile image is professional and clear, as this adds credibility and gives a polished look to the candidate profile. * **Leverage Complete Location Details**: Include a detailed location and address, especially for location-specific jobs, to make it easier to match the candidate with opportunities nearby. ### Creating new Candidates (import) This tool is extemely useful when candidates are to be added in bulk. 1. First, click on **Jobs** in the right hand side menu. Then, navigate to **Candidates** and click on it. 2. Next, click on the **Import button** to upload candidates in bulk. Now, download the sample CSV file by clicking on **Sample.csv**. This is the format of the file you will need to upload, in order to successfully import or add candidates. 1. Once the file is downloaded, open it in your preferred spreadsheet editor, such as MS Excel or Numbers. 2. Firstly, make sure to remove the first row of sample data already present in the file. This is only an example to indicate the type of information to fill in. Edit the file with the required candidate data. While editing, carefully fill in all the mandatory fields marked with an asterisk (\*). Although optional fields are available, we recommend filling out all the fields. This ensures that the AI can effectively search and analyze candidate resumes. 3. Once your data is complete, save the file to your local storage. 3. Go back to the application, click on **Upload**, and select the updated candidate file saved on your device. The system will now validate the file for duplicate records. If any duplicates are found, you'll receive a detailed report highlighting the rows with duplications. Update your file as needed to remove duplicates, then re-upload the corrected version. 4. After successfully uploading the file, click on the **Submit button** to complete the import. And that’s it! You'll see a confirmation message: Candidate successfully created. Refresh the page, and the newly added candidates will appear on your screen. Thank you for using the Import tool. This process ensures an organized and efficient way to manage candidate data. The following video is all about using the import tool to add multiple candidates: {% embed url="" %} How to import candidates with RecruitAssist {% endembed %} ### Managing Candidates Perform various actions on candidates using the following features: * **Viewing Filters:** * Filter candidates by "New" or "Rediscovered" (candidates previously not considered, then added again). * Filter candidates by status: Uncontacted, Contacted, Qualified, Not Qualified, Interested, Available, Not Available. * **Candidate Search:** * Use the search bar to find specific candidates. * **Candidate Actions (accessed by clicking the More button on a particular Candidate):** * **View Details:** See candidate information. * **Edit:** Modify candidate details. * **Manage Stage:** Change the candidate's stage. * **Manage Status:** Change the candidate's status (e.g., contacted, qualified) in the hiring process. # Interviews Welcome to the Interviews management module in RecruitAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage interviews efficiently. ## Table of Contents 1. Accessing the Interviews module 2. Switching Views & Filters 3. Creating an Interview 1. Filling in the Add Interview form 2. Submitting the form 3. Tips 4. Managing Interviews ### Accessing the Interviews Module * On the left-hand menu, hover over and click **'Jobs'**. * From the submenu, select **'Interviews'**. * The **Interviews view** will open displaying all scheduled interviews, listed by candidate names. ### Switching Views & Filters 1. At the top of the Interviews view, locate the **Toggle Button**. 2. Use the toggle to switch between: * **Table View**: Displays interviews in a tabular format. * **List View**: Displays interviews in a more detailed list format. 3. You will find the first (from the left) **dropdown menu** that lets you switch between: * Interviews for **My Office**: interviews scheduled for your own office. * Interviews for **My Client**: interviews you scheduled for your clients. 4. Use the second (from the left) **dropdown menu** to filter interviews by status such as Scheduled, Completed, Cancelled, Re-scheduled. 5. Use the **Search** option on the top right to search for specific interviews. ### Creating an Interview Follow these simple steps in order to creating an Interview for a Candidate: In order for an interview to be created for a candidate, they must have a "qualified" status. 1. On the left side Jobs menu, click on **Applications**. Using the filter on top, select Screening Completed to display all the applications where the screening stage is completed. 2. For the selected candidate, click on the **Edit** button next to the Screening Completed status. 3. Then, click on Qualified. In the prompt, confirm the change of status to Qualified. Remember, only those applications may progress to the interview stage, where the status is Qualified. 4. Next, in the left side menu click on **Interviews**. To add an interview click on the **Create** button on top. Change the tab to "My Client" if the interview is for your customer and in the next drop down field, choose the customer name. 5. In the next field select the candidate name. Only those candidates with a Qualified status will appear in this drop down. For this new interview fill in the required details, such as, give a title, a round name, round sequence like 1 for the first round, interview location, interview date & time and interview status. Mention the contact person's name and contact number, who is managing the interview. Although several fields are optional, it is always helpful to provide as much information as possible. This gives the candidate a professional and detailed view, as well as to the client (if the interview is for your client). 6. Once you have filled in all the relevant information, click the **Submit** button. Ensure that you complete all the mandatory fields marked by an asterisk (\*) before proceeding. 7. You will get an option to send an interview notification to the candidate. Click the **Send** button to notify the candidate. To view all scheduled interviews, use the filter on the top and choose "Scheduled", followed by setting the filter to Interviews "For My Client". The interview you just created would appear here. Following is a video showing creation of an interview for a qualified candidate: {% embed url="" %} How to create an interview for a qualified candidate with RecruitAssist {% endembed %} #### Tips for Interview Creation Here are some tips for creating an interview: * **Ensure Candidate Qualification** – Before scheduling an interview, verify that the candidate’s status is set to "Qualified." Only candidates with this status can proceed to the interview stage. * **Provide Comprehensive Interview Details** – While some fields are optional, filling in details like interview location, round name, contact person's name, and interview status helps create a professional and clear experience for both the candidate and the client. * **Double-Check Mandatory Fields** – Before submitting the interview, ensure that all required fields (marked with an asterisk \*) are completed to avoid delays or errors in scheduling. * **Send Timely Notifications** – After creating the interview, always click the **Send** button to notify the candidate promptly, ensuring they receive all necessary details well in advance. ### Managing Interviews Perform various actions on interviews using the following features: Click on an interview in the list. * **Viewing Filters:** * Filter interviews by status: Scheduled, Completed, Cancelled, Re-scheduled. * **Interview Search:** * Use the search bar to find specific interviews. * **Interview Actions (accessed by clicking the More button on a particular Interview):** * **View Details:** See interview information. * **Edit:** Modify interview details. * **Manage Status:** Change the interview status in the hiring process. # Applications Welcome to the Applications management module in RecruitAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage job applications efficiently. ### Table of Contents 1. Accessing the Applications module 2. Switching Views & Filters 3. Creating New Applications 1. Filling Out the Add Application Form 2. Submitting the Application 3. Tips 4. Exporting Applications 5. Managing Applications ### Accessing the Applications Module * On the left-hand menu, hover over and click **'Jobs'**. * From the submenu, select **'Applications'**. * The **Applications view** will open, displaying all available applications. ### Switching Views & Filters 1. At the top of the Applications view, locate the **Toggle Button**. 2. Use the toggle to switch between: * **Table View**: Displays applications in a tabular format. * **List View**: Displays applications in a more detailed list format. 3. You will find the first **dropdown menu** that lets you switch between: * **Applications** that are for **For My Office**. * **Applications** that are for **For My Client**. 4. Use the second (from the left) **dropdown menu** to filter applications by status such as Applied, Screening, Interview, Assessment, Shortlisting, Offer, Hiring. 5. Based on the option chosen in the second **dropdown menu**, a third dropdown menu will appear with corresponding sub-options. Select an appropriate sub-option in order to display the desired applications on the screen. 6. Use the **Search** option on the top right to search for specific applications. ### Creating new Applications Follow these simple steps in order to creating an Application for a Candidate: 1. On the left side menu, under Jobs, click on **Applications**. To add an application click on the **Create** button on top. Change the tab to "My Client" if the interview is for your customer and in the next drop down field, choose the customer name (for whom this application is being created). 2. In the next field select the Job name from the drop down list. In case the desired job is not in the list and needs to be created, simply click on the blue plus button on the right side of the Select Jobs box. A new Add Job form will open. Fill in the fields and click on the Submit button to add the new job (for assistance with adding a Job, click [here](/recruitassist/jobs#creating-a-new-job)). Once done, continue creating the new application by selecting the job in the Select Jobs field. 3. In the next field, select the Candidate name, for this job application. In case you wish to mention the source of the application and any relevant notes, enter those in the remaining fields. You may notice that these fields are optional, however it is always helpful to provide as much information as possible. This gives the candidate a professional and detailed view, as well as to the client (if the interview is for your client). 4. Once you have filled in all the relevant information, click the **Submit** button. Ensure that you complete all the mandatory fields marked by an asterisk (\*) before proceeding. To view the new job application, for this example ensure the filter on top is set to Interviews "For My Client". The interview you just created would appear here. Following is a video showing creation of an application: {% embed url="" %} How to create an application for your client with RecruitAssist {% endembed %} ### Exporting Applications On the top right side of the page, there is an Export button. Click on this button if you wish to export all the applications on to your laptop or device in a spreadsheet format. Use the filter on top to choose which applications you wish to export: "Applications For Your Client" or "Applications For My Office". ### Managing Applications Perform various actions on interviews using the following features. First, click on an application in the list. **Interview Actions (accessed by clicking the More button on a particular Application):** * **View Details:** See interview information. * **Edit:** Modify interview details. * **Interview**: Use this option to schedule an interview for the applicant. However, keep in mind that an interview can only be scheduled for a "Qualified" candidate. To change the status, in the More menu, click on **Manage Status** and select "Qualified". This may also be changed by clicking the Edit button under "Status", located just under the Application. * **Manage Stage**: This option may be used to change the stage of the application, such as Applied, Screening, Interview, Assessment, Shortlisting, Offer, Hiring, Rejected/Closed, On-Hold. To change the stage, in the More menu, click on **Manage Stage** and select the desired option. This may also be changed by clicking the Edit button under "Stage", located just under the Application. * **Manage Status:** Change the interview status in the hiring process, such as Interview Scheduled, Interview In-Progress, Interview Completed, Interview Cancelled. To change the status, in the More menu, click on **Manage Status** and select the desired option. This may also be changed by clicking the Edit button under "Status", located just under the Application. * **Resume Assessment**: The Resume Assessment Tool is a valuable feature designed to assist recruiters by leveraging AI to evaluate applicant resumes instantly. When you click this option, a pop-up window will appear displaying an automated assessment of the applicant. The evaluation is organized into clearly defined sections with relevant headings for easy review. The assessment is tailored to the specific role the candidate has applied for, offering a concise overview of their suitability for the job profile. This allows recruiters to make informed decisions about the next steps in the hiring process. * **De-activate**: Click to de-activate that particular application. ### References and Links * **CleanDesk AI Official Website**: [Visit Here](https://www.cleandesk.ai) * **RecruitAssist Documentation**: Click on these respective links to view Documentation on [Jobs](/recruitassist/jobs), [Candidates](/recruitassist/candidates) and [Interviews](/recruitassist/interviews). * **Support**: Contact Support at # Leads Welcome to the Leads management module in CustomerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage leads efficiently. ### Table of Contents 1. Introduction 2. Accessing the Leads module 3. Switching Views & Filters 4. Creating a New Lead 1. Filling Out the Lead Form 2. Submitting the Lead 3. Tips 5. Managing Leads ### Introduction Visitors who show interest or engage with the chat widget or your social media channels (integrated with CleanDesk AI) to ask questions, are considered Potential Customers (Leads). All Leads are displayed within the **Leads** section. The leads are assimilated from all applicable channels, such as CleanDesk chat widget, Whatsapp and social media such as FB Messenger, Instagram and so on. ### Accessing the Leads Module 1. On the left-hand menu, hover over and click **'CustomerAssist'**. 2. From the submenu, select **'Leads'**. 3. The **Leads List view** will open, displaying all available leads. 4. Leads are displayed with 2 tabs above them: 1. **Info** Tab: This tab shows visitors who have shared some of their their contact information (name, email address or phone number). 2. **No Info** Tab: This tab displays visitors who did not provide any specific contact details. 5. Clicking on a Lead will display the details of that particular Lead on the right hand side, such as: their photo (if provided), Lead Lifecycle Stage (Lead, Prospect, etc.), Lead Lifecycle Status (New, Contacted etc.), their contact details, their company details, their social media details, and so on. This information may easily be edited at any time, by clicking on the **Edit** button on the right side of the lead name (when the lead information is displayed) or by clicking **Edit Enquiry** in the **More** button next to the lead name in lead list on the left hand side. While editing, the Lead form will open, where all the desired fields may be completed or changed. Ensure that the mandatory fields (marked by an asterisk \*) are filled in, before clicking the **Update** button. ### Switching Views & Filters 1. At the top of the Leads List view on the left, locate the **Filter Button**, which may be used to display leads sourced from various platforms such as: 1. CleanDesk AI 2. WhatsApp 3. FB Messenger 4. Instagram Use the Reset Filter button at the bottom of the list, to revert to displaying all leads on the page. 2. Next to the filter button, there is a **Toggle Button** - use this to switch between: * **Table View**: Displays leads in a tabular format. * **List View**: Displays leads in a more detailed list format. 3. You will also find the **dropdown menu** on top that lets you switch between: * **Active** leads: leads that are currently active. * **Inactive** leads: leads that are currently inactive. Inactive leads may be changed to Active leads as and when they show interest again. 4. Use the filters on the left hand side, to display specific leads: 1. **Basic filters**: Here you may choose to display Active/Inactive, Primary/Non-Primary status or Personal/Business account type. 2. **Loyalty filter**: The loyalty filter may be used to display leads that belong to a particular loyalty level (Blue, Blond, Gold, Platinum or Silver). 3. **Company**: This **dropdown filter** allows you to choose leads for a specific company. Click on the desired company name in the dropdown list, to use this filter. 4. **Relationship Filters**: Use this filter to display leads with a specific type of relationship, such as Business Customers (B2B), Retail Customers (B2C), Educational Institutions, Government Customers or Non-Profit Organisations. 5. **Demographic Filters**: Filter leads by Gender, Marital Status or Age. 6. **Location Filters**: Use the location filters (Country, State, City, Post code) to see leads by location. ### Creating a New Lead If a lead is received offline, from a cold call for instance, it may be added manually by using the New Lead button in the following manner: 1. First, click on **CustomerAssist** in the left hand side menu. Then, navigate to **Leads** and click on it. 2. Next, click on the blue **New Lead button** to add a new lead manually. 3. In the form that pops open, start to fill in the lead related details. 1. You can add an image of the customer by clicking on the **Upload** button and selecting an image file. 2. **Customer Contact Code**: * Click the **Generate Code** button for an automatically generated code. * Or, enter a **custom code** manually using your preferred format. 3. **Customer Contact Details**: Enter the details of the lead, such as their contact details, name and so on. 4. Sales lifecycle information: Two essential fields that must be completed are **Lead Lifecycle Stage** (e.g., Lead, Prospect) and **Lead Lifecycle Status** (e.g., New, Contacted). These fields play a critical role in the sales cycle, and maintaining accurate information will provide valuable insights when assessing your customers and leads from a high-level perspective. 5. **Company details** and **Location**: Fill in the customer's department and location within the company. 6. **Social Media detail**s: The fields at the end are for entering any socail media links for this customer, such as their LinkedIn page or Twitter handle. Although many of these fields are optional, it always helps and creates a more professional outlook for a customer. 4. Once you have filled in all the relevant information, click the **Add** button. Ensure that you complete all the mandatory fields marked by an asterisk (\*) before proceeding. The customer you just added as a Lead would appear on the top of the screen, as a part of the displayed leads. Tips: * Double-check all details before submitting the form, especially mandatory fields like Lead Lifecycle Stage and Status. Accurate data helps in tracking leads effectively and improving sales insights. * If your company follows a structured format, manually enter a custom code for easy identification. Otherwise, use the "Generate Code" button for a quick and automated entry. * While some fields such as social media links and images are optional, adding them can provide a more comprehensive view of the lead. This helps in building stronger relationships and understanding customer backgrounds better. The following video is all about adding a new Lead: ### Managing Leads Perform various actions on Leads using the following features: #### **View Details** Click on a lead to view detailed information about the customer, which will appear on the right hand side. The details will be visible, such as customer name, Lead Lifestyle Status, customer contact information and so on. There are different tabs where you can access the relevant information about the customer, such as: * About - general contact details * Addresses - location & address * Relationship Officers - team members assigned as the relationship officers for this contact; scrolling downwards gives the option to Add more relationship officers * Boundary * Notes - any notes corresponding to this customer * Tasks - any tasks relating to this customer * Meetings - meetings for this customer * Notifications - any notifications corresponding to this customer * Reactions - any reactions corresponding to this customer * Activites - activities related to this customer * Devices - devices linked to this customer * Logs - logs for this customer These tabs may be accessed by scrolling towards the right, or by bringing the cursor over the 3-button More menu and then scrolling the list vertically. #### **Edit Lead** Use the Edit option to modify the Lead details. This option may be accessed in multiple ways: * Click the **More** button next to the lead on the left-hand side, then select **Edit Enquiry** from the dropdown menu. * When the lead is displayed in detail on the right hand side, click the **Edit** button on the top right corner. #### **Manage Status** Change the Lead status to: * **New**: For active jobs accepting applications * **Contacted**: For jobs where the position is filled * **Attempted Contact**: For temporarily paused jobs * **Unresponsive**: For jobs that are no longer active This option may be accessed in multiple ways: * Click the **More** button next to the lead on the left-hand side, then select **Update Status** from the dropdown menu. * When the lead is displayed in detail on the right hand side, click the **Edit** button on the top right corner. Scroll down to the **Lead Lifecycle Status**, make the desired change and click the **Update** button to save the changes. # Contacts Welcome to the Contacts management module in CustomerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage Contacts efficiently. ### Table of Contents 1. Accessing the Contacts module 2. Switching Views & Filters 3. Job Reports 4. Creating a New Contact 1. Filling Out the Contact Form 2. Submitting the Contact 3. Examples & Tips 5. Managing Contacts 6. Managing Contact Screenings 1. Accessing Contact Screenings 2. Selecting 3. Customizing 4. Adding Custom 5. Submitting 6. Tips ### Accessing the Contacts Module 1. On the left-hand menu, hover over and click **'CustomerAssist'**. 2. From the submenu, select **'Contacts'**. 3. The **Contacts List view** will open, displaying all available leads. ### Switching Views & Filters 1. At the top of the Contacts List view, locate the **Toggle Button**. 2. Use the toggle to switch between: * **Table View**: Displays Contacts in a tabular format. * **List View**: Displays Contacts in a more detailed list format. 3. You will also find the **dropdown menu** on top that lets you switch between: * **Active** Contacts: Contacts that are currently active. * **Inactive** Contacts: Contacts that are currently inactive. Inactive leads may be changed to Active Contacts as and when they show interest again. 4. Use the filters on the left hand side, to display specific Contacts: 1. **Basic filters**: Here you may choose to display Active/Inactive, Primary/Non-Primary status or Personal/Business account type. 2. **Loyalty filter**: The loyalty filter may be used to display Contacts that belong to a particular loyalty level (Blue, Blond, Gold, Platinum or Silver). 3. **Company**: This **dropdown filter** allows you to choose leads for a specific company. Click on the desired company name in the dropdown list, to use this filter. 4. **Relationship Filters**: Use this filter to display Contacts with a specific type of relationship, such as Business Customers (B2B), Retail Customers (B2C), Educational Institutions, Government Customers or Non-Profit Organisations. 5. **Demographic Filters**: Filter Contacts by Gender, Marital Status or Age. 6. **Location Filters**: Use the location filters (Country, State, City, Post code) to see Contacts by location. ### Reports This job reporting feature enhances job application activity tracking. Users can generate customized reports by applying the following filters: * **Stage Selection**: Choose a specific stage (e.g., Applied, Interview) to filter job activities. * **Status Selection**: Generate reports based on application status (e.g., Screening Scheduled, Interview Scheduled). * **Application Date Range**: Specify a "From Date" and "To Date" to retrieve reports for applications submitted within that timeframe. # Companies Welcome to the Companies management module in CustomerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage companies efficiently. ### Table of Contents 1. Introduction 2. Accessing the Companies module 3. Switching Views & Filters 4. Creating a New Company 1. Filling Out the Company Form 2. Submitting the Company 3. Tips 5. Managing Companies ### Introduction A company represents an organization you engage with or maintain a business relationship with. This section enables you to manage company details such as name, industry, address, contact information, and other relevant data, ensuring all organizational records are well-organized and easily accessible. ### Accessing the Companies Module 1. On the left-hand menu, hover over and click **'CustomerAssist'**. 2. From the submenu, select **'Companies'**. 3. The **Companies List view** will open, displaying all available companies. 4. Companies are displayed with a drop down menu above them: 1. **Active**: This tab shows companies that are currently active. 2. **Inactive**: Use the Inactive from the drop down to display companies that are no longer active. 5. Clicking on a Company will display the details of that particular Company on the right hand side, such as: addresses, their contact details, orders, invoices, credit and so on. This information may easily be edited at any time, by clicking on the **Edit** button on the right side of the company name (when the company information is displayed). While editing, the Company form will open, where all the desired fields may be completed or changed. Ensure that the mandatory fields (marked by an asterisk \*) are filled in, before clicking the **Update** button. ### Switching Views & Filters On the top of this screen, a summary view is available, showing: * Total Companies * Total Active Companies * Total Inactive Companies This is just a snapshot of how many companies are already added and how many of those are currently active. To the right of this section there is also a pie chart showing the breakup of Business customers (B2B) and Retail customers (B2C). 1. At the top of the page on the right hand side, there is a **Toggle Button** - use this to switch between: * **Table View**: Displays companies in a tabular format. * **List View**: Displays companies in a more detailed list format. 2. You will also find the **dropdown menu** on top that lets you switch between: * **Active** companies: companies that are currently active. * **Inactive** companies: companies that are currently inactive. 3. Use the filters on the left hand side, to display specific companies: 1. **Basic filters**: Here you may choose to display Active/Inactive or Verified/Unverified company. 2. **Loyalty filter**: The loyalty filter may be used to display companies that belong to a particular loyalty level (Blue, Blond, Gold, Platinum or Silver). 3. **Relationship Filters**: Use this filter to display companies with a specific type of relationship, such as Business Customers (B2B), Retail Customers (B2C), Educational Institutions, Government Customers or Non-Profit Organisations. 4. **Address Filters**: Use the location filters (Country, State, City, Post code) to see companies by location. 5. **Account Filters**: Next are the Account filters where Account type could be Enterprise, Individual, Midsized, SMB or Startup. 6. **Industry Filters**: You can use this filter to display companies belonging to a particular industry such as, Agriculture, Construction and so on. 7. **Classification Filters**: Lastly there is a Classification filter which may be used to filter companies of a certain type, like Private Limited or Propreitorship. Use the **Apply** button at the bottom to apply the desired filter, and the **Reset** button on the top of the filters to remove the applied filters. ### Creating a New Company If interest from a company is received offline, from a cold call for instance, it may be added manually by using the **New Company** button in the following manner: 1. First, click on **CustomerAssist** in the left hand side menu. Then, navigate to **Companies** and click on it. 2. Next, click on the blue **New Company button** to add a new lead manually. 3. In the form that pops open, start to fill in the lead related details. 1. You can add the logo of the company by clicking on the **Upload** button and selecting an image file. 2. **Company Code**: * Click the **Generate Code** button for an automatically generated code. * Or, enter a **custom code** manually using your preferred format. 3. Relationship information: Two essential fields that must be completed are **Relationship Type** (e.g., Business Customers (B2B), Retail Customers (B2C), and so on) and **Relationship Sub Type** (this menu will appear once you select a Relationship Type). These fields play a critical role and will provide valuable insights when assessing your customers from a high-level perspective. 4. **Company details**: Fill in the company's type, description, industry and relationship officers assigned to the company. 5. **Company contact** and **Location**: Enter the contact person for the company and their contact information, along with the address and location of the company. 6. **Social Media detail**s: The fields at the end are for entering any socail media links for this customer, such as their LinkedIn page. Although many of these fields are optional, it always helps and creates a more professional outlook for a customer. 4. Once you have filled in all the relevant information, click the **Add** button. Ensure that you complete all the mandatory fields marked by an asterisk (\*) before proceeding. The company you just added would appear on the top of the screen, as a part of the displayed companies. Tips: * Double-check all details before submitting the form, especially mandatory fields. Accurate data helps in not only generating highly accurate reports, but also helps the filters in this section work properly. Finding the right information in a timely manner greatly improves efficiency and productivity. * If your company follows a structured format, manually enter a custom code for easy identification. Otherwise, use the "Generate Code" button for a quick and automated entry. * While some fields are optional, adding them can provide a more comprehensive view of the company. This helps in building stronger relationships and understanding customers better. The following video shows adding a new Company: ### Managing Companies Perform various actions on Companies using the following features: #### **View Details** Click on a company to view detailed information about the customer, which will appear on the right hand side. The details will be visible, such as company name, relationship type, account type and so on. There are different tabs where you can access the relevant information about the company, such as: * About * Addresses * Contacts * Orders * Invoices * Credit * Inventory * Loyalty * Relationship Officers - team members assigned as the relationship officers for this contact; scrolling downwards gives the option to Add more relationship officers * Boundary * Notes * Tasks * Meetings * Notifications * Reactions * Activites * Devices * Logs These tabs may be accessed by scrolling towards the right, or by bringing the cursor over the 3-button More menu and then scrolling the list vertically. #### **Edit Company** Use the Edit option to modify the company details. This option may be accessed in multiple ways: * Click the **More** button next to the lead on the left-hand side, then select **Edit Enquiry** from the dropdown menu. * When the company is displayed in detail on the right hand side, click the **Edit** button on the top right corner. #### **Manage Status** Change the Company status to: * **New**: For active jobs accepting applications * **Contacted**: For jobs where the position is filled * **Attempted Contact**: For temporarily paused jobs * **Unresponsive**: For jobs that are no longer active This option may be accessed in multiple ways: * Click the **More** button next to the lead on the left-hand side, then select **Update Status** from the dropdown menu. * When the lead is displayed in detail on the right hand side, click the **Edit** button on the top right corner. Scroll down to the **Lead Lifecycle Status**, make the desired change and click the **Update** button to save the changes. # Release Notes & Updates Updates, improvements and new releases for CleanDesk AI may be found here. ### Versions & Release Dates 1. Version: 1.4.17: dated 29-3-2025 2. Version: 1.4.16: dated 25-3-2025 3. Version: 1.4.14: dated 28-2-2025 4. Version: 1.3.88: dated 15-2-2025 5. Version: 1.3.83: dated 13-2-2025 ### **Version: 1.4.17** **Dated: 29th March 2025** For CleanDesk AI's **RecruitAssist**, we are introduce new enhancements and fixes in this release to streamline your recruitment workflow and improve candidate engagement. Below are the key updates on New Features & Enhancements: 1. **Enhanced Candidate Communication – Email & WhatsApp Notifications**. To ensure seamless communication, candidates will now receive email notifications alongside WhatsApp messages for: * Job screening updates * Interview scheduling * Interview reminders This dual-channel approach improves engagement and reduces the risk of missed communications. 2. **Improved Job Reporting – Assessment Tracker**. We’ve enhanced the Job Report (Assessment Tracker) functionality based on your feedback * Additional columns have been incorporated into the Excel export for better data tracking. For any questions or support, feel free to reach out to the CleanDesk AI Team. ### **Version: 1.4.16** **Dated: 25th March 2025** We are happy to announce these new features & enhancements in **Settings**, **CustomerAssist** & **PartnerAssist**: 1. **Settings** 1. Accounts * Geo Management – Enables the management of geographical settings, including the definition of geo-hierarchies, area mapping, and regional organization to enhance business operations and location-based planning. * Departments – Facilitates the administration of all departments within the organization. Users can add, edit, and organize department details to maintain a structured organizational hierarchy. * Branches – Supports the configuration of branch-related settings, ensuring a well-structured and maintained record of all business locations. 2. Team * Team Invitations: * Bulk invitation functionality introduced. * Sample CSV file provided for user reference. * Added capability to invite users with First Name and Last Name. * Designations: Allows for the management of organizational designations and roles, ensuring clarity and consistency within team structures. 3. Loyalty * Loyalty Tiers Management – Enables the creation and modification of loyalty tiers, facilitating the assignment of companies and contacts to appropriate loyalty and rewards programs. 4. **CustomerAssist** Settings - Leads are now categorized into Customer and Partner categories, with automated classification-based assignment into respective relationship types. * Lead Sources – Leads now transition through predefined stages, each with unique status identifiers. * Relationship Type – Default relationship types introduced: * Business Customers (B2B) * Retail Customers (B2C) * Educational Institutions * Government Customers * Non-Profit Organizations * Associations and Professional Bodies * Lead Lifecycle Management – The system now systematically manages lead progression through various qualification and conversion stages. * Stage: Closed - Won * A lead successfully converted into a customer will be automatically transferred to Contact and/or Company based on its category: * Customer Category → Moved to Contact/Company as a Customer. 5. **PartnerAssist** Settings * Partner Hierarchy – Establishes a structured framework for organizing external partnerships across primary, secondary, and tertiary levels to streamline collaboration and distribution. * Relationship Type – Supports single or multiple relationship sub-types per partner. * Lead Lifecycle * Leads will be automatically assigned to Contact and/or Company based on their category: * Partner Category → Moved to Contact/Company as a Partner 2. Dashboard (Leads) 1. Customer Dashboard * Displays the count of Active, Inactive, and Closed leads for customer management. 2. Partner Dashboard * Displays the count of Active, Inactive, and Closed leads for partner tracking. 3. **CustomerAssist** Module: Manages all customer-related interactions through an enhanced UI/UX designed for seamless customer engagement workflows. 1. Sub Modules Included: * Leads – Prospective customer management * Contacts – Existing customer records * Companies – Business entities engaged as customers 2. Leads: A lead represents a potential customer who has shown interest in products or services. Users can create and manage lead details, including name, contact information, source, and status, to track and nurture sales opportunities. 3. Contacts: A contact refers to an individual or organization representative with whom the business maintains an ongoing relationship. This section enables structured management of contact details such as name, email, and phone number. Dashboard displaying Active and Inactive contacts added. Pie chart depicting Relationship Type is also introduced. 4. Companies: A company represents an organization engaged in business interactions. Users can manage company-specific details, including industry, address, and contact information, ensuring easy accessibility and structured record-keeping. Dashboard displaying Active and Inactive companies added. Pie chart depicting Relationship Type is also introduced. 4. **PartnerAssist** Modules: Partner Assist focuses on managing strategic partnerships and collaborations with an interface designed for efficient partner engagement. It supports tracking partnership leads, managing partner contacts, and maintaining structured records of partner companies. 1. Sub Modules Included: * Leads – Potential partner management * Contacts – Registered partners * Companies – Businesses categorized as partners 2. Leads: A lead in this context refers to a potential partner, such as a vendor, distributor, or affiliate, expressing interest in collaboration. Users can capture and manage details such as name, contact information, and partnership potential to assess and qualify future business relationships. 3. Contacts: A contact represents an individual or representative from a partnering organization. This section allows businesses to maintain structured partner records and facilitate effective communication. Dashboard displaying Active and Inactive contacts added. Pie chart depicting Relationship Type is also introduced. 4. Companies: A company here refers to an organization engaged as a business partner. Users can manage company details, including partnership type, industry, and contact information, ensuring structured and well-documented partner relationships. Dashboard displaying Active and Inactive companies added. Pie chart depicting Relationship Type is also introduced. For further details or support, please contact CleanDesk AI Team. ### **Version: 1.4.14** **Dated: 28th February 2025** We are delighted to introduce new features and enhancements aimed at streamlining the job application process and improving job activity tracking, in **RecruitAssist**. Below are the key updates included in this release: 1\. Apply for Jobs Directly from the Job Listing Page Candidates can now apply for jobs directly from the job listing page, eliminating the need to navigate to a separate application page. This enhancement simplifies and expedites the application process, improving user efficiency and experience. 2\. Job Report for Assessment Tracker A new reporting feature has been introduced to enhance job application activity tracking. Users can generate customized reports by applying the following filters: * Stage Selection: Choose a specific stage (e.g., Applied, Interview) to filter job activities. * Status Selection: Generate reports based on application status (e.g., Screening Scheduled, Interview Scheduled). * Application Date Range: Specify a "From Date" and "To Date" to retrieve reports for applications submitted within that timeframe. These filters can be used individually or in combination for tailored reporting. a. Full Job Activity Report * If no filters are applied, clicking on "Generate Report" will display all job application activities associated with the selected job. * The report can be downloaded in Excel (.xlsx) format for further analysis. b. Filtered Job Activity Report * When one or more filters (Stage, Status, Date) are selected, the report will display only the application activities matching the chosen criteria. * The filtered report can also be downloaded in Excel (.xlsx) format for ease of access and evaluation. 3\. Enhanced Report Format & Structure The downloaded Report has been structured for clarity and comprehensiveness: Header Section * "CV Sourced from \[Organisation Name]" and "Job Title" for clear attribution and job identification. Report Columns The report will include the following key details: * Recruiter Name – Name of the application submitter * Date – Application submission date * Candidate Code * Candidate Name * Gender * Email * Country Code * Phone Number * Skills * Total Experience (Years) * Relevant Experience (Years) * Education Level * Location * Current Employer * Current Position * Desired Position * Annual Salary * Expected Salary * Notice Period (Months) * Stage * Status * Interview Date – *(Applicable only if the stage is ‘Interview’)* * Interview Time – *(Applicable only if the stage is ‘Interview’)* Additional Information * The downloaded Excel report is fully editable, allowing customers to modify and use the data as per their requirements. These improvements ensure a seamless job application process, enhance job activity tracking, and provide valuable insights for recruitment teams. We are confident that these updates will improve workflow efficiency and user experience. In order to see a job report creation video, [click here](/recruitassist/jobs#job-reports). We appreciate your continued support and feedback. Happy recruiting! ### **Version: 1.3.88** **Dated: 15th February 2025** In CleanDesk AI's **RecruitAssit**, we are excited to inform you that the **Interview Reminder** feature has been successfully enabled in your system. This feature is designed to enhance your recruitment process by ensuring timely reminders for scheduled interviews, delivered directly to candidates via WhatsApp. These are the detailed Steps to use the **Interview Reminder** feature effectively: 1. **Application Stage**: 1. Ensure the application is in the **Screening** stage. 2. Once the screening is completed, set the status to **Qualified**. 2. **Create an Interview**: 1. Navigate to the application and click on the **More** button, then select **Create Interview**. 2. Alternatively, go to **Jobs > Interview** and click on the **Create** button. 3. **Fill in the Required Fields**: 1. Select the Customer Name, Job Name, Job Title, Round Name, and other necessary details. 4. **Set Interview Reminders**: 1. Click on Add Notification to configure the timing for interview reminder notifications. 2. Choose from the following options: 1. 1 day before 2. 1 hour before 3. 30 minutes before 4. 10 minutes before 5. **Set Multiple Reminders (Optional)**: 1. To add additional reminders, click on **Add Notification** again and configure the timing for the second reminder. 6. **Submit the Interview Details**: 1. Click on **Submit** to finalize the interview schedule. 2. Upon submission, the first notification will be sent to the candidate immediately. 3. Subsequent reminders will be sent to the candidate via WhatsApp at the set notification times. ### **Version : 1.3.83** **Dated: 13th February 2025** We are excited to announce the latest updates and improvements to RecruitAssist. This release brings a new feature to make your experience even better. New Feature 1. **Job image inclusion** The **job image inclusion** feature in the WhatsApp template for job screening has been deployed. Now, you can include job images in JPG, JPEG, or PNG formats when sending job screening messages via WhatsApp. Please also note, if no job image is provided while submitting an application, the system will automatically use the organization's default image to ensure consistency in communication. These features are designed to streamline your recruitment workflow. If required further assistance, please feel free to reach out to us! # Partner Leads Welcome to the Leads management module in PartnerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage partner leads efficiently. Home page > PartnerAssist > Leads ### Table of Contents 1. Introduction 2. How to Place an Order (Whatsapp) 3. Accessing the Sales Orders 4. Switching Views & Filters 5. Tips ### Introduction Visitors who show interest or engage with the chat widget or your social media channels (integrated with CleanDesk AI) to ask questions, and who may be future sellers for you, are considered Potential Partners (Leads). All Partner Leads are displayed within the Partner Leads section. The leads are assimilated from all applicable channels, such as CleanDesk chat widget, Whatsapp and social media such as FB Messenger, Instagram and so on. #### Accessing the Partner Leads Module * On the left-hand menu, hover over and click 'PartnerAssist'. * From the submenu, select 'Leads'. * The Partner Leads List view will open, displaying all available leads. * Partner Leads are displayed with 2 tabs above them: * **Info** Tab: This tab shows Leads where they have shared some of their contact information (name, email address or phone number). * **No Info** Tab: This tab displays Leads where they did not provide any specific contact details. * Clicking on a Partner Lead will display the details of that particular Lead on the right hand side, such as: their photo (if provided), their contact details, their orders, their partners, their relationship officers, and so on. This information may easily be edited at any time, by clicking on the Edit button on the right side of the lead name (when the lead information is displayed) or by clicking Edit Enquiry in the More button next to the lead name in the Partner Lead list on the left hand side. While editing, the Partner Contact form will open, where all the desired fields may be completed or changed. Ensure that the mandatory fields (marked by an asterisk \*) are filled in, before clicking the Update button. ### Switching Views & Filters * At the top of the Leads List view on the left, use the Up-Down arrow Button to sort the leads by Name (alphabetically) or Date (by newest or oldest). * Next to that, locate the Filter Button, which may be used to display leads using various filters such as: * Basic Filters: Here you may choose to display Active/Inactive, Primary/ Non-Primary status or Personal/ Business account type. * Company Filters: This dropdown filter allows you to choose leads for a specific company. Click on the desired company name in the dropdown list, to use this filter. * Relationship Filters: Use this filter to display leads with a specific type of relationship, such as Lead Source (Cold Calls, Content Marketing, Customer Service etc.), Issue Source (CleanDesk, Whatsapp, etc.), Lead Stage (Lead, Prospect, etc.), and Lead Status (New, Contacted, etc.).. * Demographic Filters: Filter leads by Gender, Marital Status or Age. * Location Filters: Use the location filters (Country, State, City, Post code) to see leads by location. Use the Reset Filter option in the Filter Button, to revert to displaying all leads on the page. Next to the filter button, there is a Toggle Button - use this to switch between: * Table View: Displays leads in a tabular format. * List View: Displays leads in a more detailed list format.
### Creating a New Partner Lead If a lead is received offline, from a cold call for instance, it may be added manually by using the New Lead button in the following manner: * First, click on PartnerAssist in the left hand side menu. Then, navigate to Leads and click on it. * Next, click on the blue New Lead button to add a new lead manually. * In the form that pops open, start to fill in the lead related details. * * You can add an image of the customer by clicking on the Upload button and selecting an image file. * Partner Lead Code: * * Click the Generate Code button for an automatically generated code. * Or, enter a custom code manually using your preferred format. * Customer Contact Details: Enter the details of the lead, such as their contact details, name and so on. * Sales lifecycle information: Two essential fields that must be completed are Lead Lifecycle Stage (e.g., Lead, Prospect) and Lead Lifecycle Status (e.g., New, Contacted). These fields play a critical role in the sales cycle, and maintaining accurate information will provide valuable insights when assessing your customers and leads from a high-level perspective. * Company details and Location: Fill in the customer's department and location within the company. * Social Media details: The fields at the end are for entering any socail media links for this customer, such as their LinkedIn page or Twitter handle. Although many of these fields are optional, it always helps and creates a more professional outlook for a customer. * Once you have filled in all the relevant information, click the Add button. Ensure that you complete all the mandatory fields marked by an asterisk (\*) before proceeding. The customer you just added as a Lead would appear on the top of the screen, as a part of the displayed leads. Tips: * Double-check all details before submitting the form, especially mandatory fields like Lead Lifecycle Stage and Status. Accurate data helps in tracking leads effectively and improving sales insights. * If your company follows a structured format, manually enter a custom code for easy identification. Otherwise, use the "Generate Code" button for a quick and automated entry. * While some fields such as social media links and images are optional, adding them can provide a more comprehensive view of the lead. This helps in building stronger relationships and understanding customer backgrounds better. T #### Managing Leads # Transactions Welcome to the transactions management module in PartnerAssist by CleanDesk AI! This guide will help you navigate the platform to create and manage orders and your cart efficiently. Home page > PartnerAssist > Transactions > Orders Table of Contents 1. Introduction 2. How to Place an Order (Whatsapp) 3. Accessing the Sales Orders 4. Switching Views & Filters 5. Tips ### Introduction In this section, we will see how to manage your orders and cart. ### How to Place an Order (WhatsApp) {% embed url="" %} How to place an order with WhatsApp on PartnerAssist {% endembed %} Placing an order via Whatsapp is simple and fast: 1. In your Whatsapp messenger, create a new chat with your supplier. 2. Simply type your order requirement as a text, in the following format: **Retailer name** **Product name - Quantity**
For more than 1 product use this format for your text: **Retailer name** **Product name 1 - Quantity** **Product name 2 - Quantity** 3. You will receive a response to your text, with the product details. In case there are multiple products with similar names as your requirement, all the available options will be listed, with the respective product codes. From the list, make a selection by typing in the product code and press Enter. 4. Next, in case there are multiple stores with similar names as your requirement, all the available options will be listed, with the respective mobile numbers. From the list, make a selection by typing in the mobile number for your desired store and press Enter. 5. The next message you receive shall be your order confirmation and acknowledgement. This message will contain the order details such as order number, buyer’s company name, seller’s company name, order value, products ordered, delivery information and a link to download/ print the order. That’s it, your order is placed successfully! See below on how to access your order in your dashboard. Please keep in mind that once you initiate an order on WhatsApp, you need to close that order before attempting to place a new order. ### Accessing the Sales Orders On the left-hand menu, hover over and click '**PartnerAssist**'. From the submenu, select '**Transactions**' and then click on ‘**Orders**’.

Sales Orders List

As visible in the screenshot above, the left hand side panel has the Sales Orders List view, displaying all your sales orders. Your most recent order will appear at the top of this list. Sales orders are displayed with 3 tabs above them: **Primary** Tab: This tab shows orders placed by a distributor, or primary partner. If you are a retailer, this tab will appear to be blank. **Secondary** Tab: This tab displays all your sales orders. **Tertiary** Tab The remaining page on the right hand side of this list gives you a snapshot of your orders for the day, week, month, and so on, displaying metrics such as number of orders, order value, number of buyers, top buyers, top orders, the source of the orders (such as Whatsapp), top sellers, top selling products and so on. **Accessing a specific Sales Order** In the left hand side Sales Orders list view, click on the desired order. You will notice that the view on the remaining page changes, to reflect details pertaining to the order you clicked on. In the middle of the page you will see the **Order Overview**: the order ID, date, order by, buyer and seller information and the order details. If you click the cross next to Order Overview, the order details will be replaced with your dashboard and the consolidated order details of the day, along with other related statistics. Under the Secondary tab you will find data for your orde: * Number of Orders * Order Value * Number of Buyers * Number of Items * Daily Orders * Top Buyers * Top Orders * Top Team * Order Sources * Daily Order Values * Top Sellers * Top Selling Products The default data metrics would be for “Today”. However you can select the time period in the top right corner by choosing 7 days, 1 month etc. Selecting the time period will display the data for that particular time period. **Downloading Order Details** There is an extremely useful option of downloading the orders information in a spreadsheet. Follow these simple steps to download this report: 1. On the left-hand menu, hover over and click '**PartnerAssist**'. From the submenu, select '**Transactions**' and then click on ‘**Orders**’. \[In case you are already on the Sales Orders page and viewing a specific order, click the cross next to Order Overview to close the order information screen.] 2. Next, select the time period in the right hand side corner, for which you require the order data, for instance '**1M**' (one month). Refer to the screenshot below. Do keep in mind that you would be able to select the date range in the later steps, for which you wish to download the order report.

Select the time period in the right hand side corner

3. Scroll down the page to '**Top Orders**' and click the enlarge or '**Resize Card**' button on the top right corner of the card. The screen that would appear is as shown below in the screenshot.

Top Orders - expanded view

4. To download the visible orders, click on the download icon in the top right corner - this is circled in the screenshot above. 5. A pop up will appear, as shown in the screenshot below, where you may now select the date range for which you wish to download the order information. After selecting the dates, click the **Download** button.

Select the date range for which you wish to download the report

6. After clicking Download, a spreadsheet will be downloaded similar to the screenshot below, which you may now access using Excel or similar program. A spreadsheet allows you to use filters and other tools to easily analyze your order data and arrive at strategic sales decisions in your operations.
### Switching Views & Filters At the top of the Leads List view on the left, use the Up-Down arrow Button to sort the leads by Name (alphabetically) or Date (by newest or oldest). Next to that, locate the Filter Button, which may be used to display leads using various filters such as: * **Basic Filters**: Here you may choose to display Active/Inactive, Primary/ Non-Primary status or Personal/ Business account type. * **Company Filters**: This dropdown filter allows you to choose leads for a specific company. Click on the desired company name in the dropdown list, to use this filter. * **Relationship Filters**: Use this filter to display leads with a specific type of relationship, such as Lead Source (Cold Calls, Content Marketing, Customer Service etc.), Issue Source (CleanDesk, Whatsapp, etc.), Lead Stage (Lead, Prospect, etc.), and Lead Status (New, Contacted, etc.).. * **Demographic Filters**: Filter leads by Gender, Marital Status or Age. * **Location Filters**: Use the location filters (Country, State, City, Post code) to see leads by location.
Use the **Reset Filter** option in the Filter Button, to revert to displaying all leads on the page.
Next to the filter button, there is a Toggle Button - use this to switch between: * **Table View**: Displays leads in a tabular format. * **List View**: Displays leads in a more detailed list format. ### Tips Here are some tips we recommend for a smooth ordering experience: 1. Only registered numbers can place orders on WhatsApp. This means, the number is listed under **Settings -> Teams**. In case the number is not listed, add the number under Teams before attempting to place an order. 2. The store to which you wish to place an order should also be listed under **Team** -> **My Partners**. If the store outlets is listed here, only then you can place an order to them on WhatsApp. 3. Once you initiate an order on WhatsApp, you need to close that order before attempting to place a new order.
# Overview Welcome to the Loyalty module in CleanDesk AI! Home page > Settings > Loyalty > Overview Table of Contents 1. Introduction 2. Accessing the Loyalty Overview 3. Viewing & understanding Loyalty statistics 4. Tips ### Introduction Loyalty programs are essential for businesses because they offer a multitude of benefits that contribute to sustained growth and profitability. Customer retention, increased customer lifetime value (CLTV), enhanced customer engagement, data collection and personalization - these are some of the benefits of running loyalty programs. ### ### Accessing the Loyalty Overview * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, and then **'Overview'**. * The **Loyalty Overview** screen will open, displaying the various loyalty related metrics. ### ### Viewing & understanding Loyalty metrics The Loyalty Overview screen is compact and fairly simple to understand, however the information itself is highly useful in planning sales or marketing campaigns. On this screen, on the top right corner is a bar containing various time periods, such as Today, 24H (24 hours), 7D (7 days) and so on - this is where you may set the time period for which you wish to view the data on the page. In case a specific date range is required, use the last '**Custom**' option to set the desired time period. To change the time period, simply click on the desired option in this bar, and the corresponding statistics will appear on the screen under the various headings, which are for your: * Points earned - your points earned * Points redeemed - the points you have redeemed * Points balance - your current points balance * Inactive members - * Member balances - the individual member balances * Top earners - this lists the top earners * Points earned Vs redeemed - a comparison between your points earned and those redeemed across the selected time period

Loyalty Overview screen

### Tips * Hovering over the data with your cursor, in the Points earned Vs redeemed box, will allow you to read the individual values better, in case there is a lot of information displayed. # Earnings This guide will help you navigate the platform to create and manage your loyalty programs efficiently. Table of Contents 1. [LOYALTY PROGRAMS](#loyalty-programs) 1. Introduction 2. Accessing the Loyalty Programs 3. Creating a Loyalty Program 4. Viewing & Managing Loyalty Programs 5. Switching Views & Filters 6. Tips 2. [LOYALTY HISTORY](#loyalty-history) 1. Introduction 2. Accessing the Loyalty History 3. Viewing & Managing the Loyalty History 4. Managing a Loyalty Transaction 5. Switching Views & Filters 6. Tips 3. [PRODUCT HISTORY](#product-history) 1. Introduction 2. Accessing the Product History 3. Managing the Product History 4. Viewing (Filters) & Managing a Product 5. Tips 4. [ADJUST REASONS](#adjust-reasons) ## LOYALTY PROGRAMS Home page > Settings > Loyalty > Earnings> Programs ### Introduction From simple point systems to personalized experiences, loyalty programs drive brand affinity and sustained growth. Here is a step-by-step user guide for admins or managers to create and view loyalty programs within this module. ### Accessing the Loyalty Programs * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Earnings**' and then **'Programs'**. * The **Loyalty Programs** screen will open. ### Creating a Loyalty Program 1. **Click on the plus “Add Program” Button -** This opens the loyalty program creation form. 2. **Start filling in the Program Details -** Some fields are mandatory, marked with a red asterisk '\*'. Complete these required fields before clicking the **Next** button on the top right. Let's begin with the first tab of the loyalty program creation form: 1. **Loyalty** Tab * **Program Title**: Enter a user-friendly program name (e.g., *Gold Rewards*, *Anniversary Delight*). * **Program Code**: Enter a program code manually as per your internal policies or naming system, OR simply click the **Generate Code** button to automatically assign a code. * **Program Status**: Select from 'Active', 'Inactive' or 'Scheduled'. * **Loyalty Program Category**: Choose a program category from the drop down list. * **Set Campaign Period**: Set the start and end dates and times, applicable to this program. * **Media**: Upload an image or video appropriate for this program. * **Description**: Enter a description of the program. * **Terms & Conditions**: Enter any program terms. * Check your inputs on this page and once ready, click the **Next** button on the top right. Going back later on may require you to re-enter your inputs, so ensure you have completed all the fields and entered the correct information.

Create Loyalty Program form - Loyalty tab

2. **Trigger** Tab * **Trigger Category**: Pick a category from the drop down list, for instance *Transactional*. * **Trigger Type**: Choose one (e.g., *QR Scan-Product*.). * **Rewards On**: Select one from Product, Product Category & Product Brand. As an example, we select *Product*. Next, click on either the **Click to Upload** button (for multiple products) or **Add Product** button (to add 1 product at a time), to add products to this program. The added products will appear at the bottom. Check your inputs on this page and once ready, click the **Next** button on the top right.

Create Loyalty Program form - Trigger tab

3. **Rewards** Tab * **Reward Receiver Type**: We will select *Person* from the drop down list. * **Reward Type**: Choose *Coins*, of the available options. * **Calculation Type**: Select the calculation type from Percentage or Fixed. For this example we will choose *Fixed*. * **Tier**: If there are benefits for multiple tiers, select the applicable tiers. All the selected tiers will be eligible to receive rewards under this program. * **Tier Specific Value**: In the respective tiers, specify the fixed values that each of the selected tiers will be eligible to receive. * **Hierarchy**: Select the hierarchies that will be eligible to receive rewards under this program. Leave it blank if hierarchies are not eligible to receive rewards here. * **Hierarchy Benefits Value**: If you select a hierarchy in the previous field, specify the value(s) that each of the selected hierarchies will be eligible to receive. * **Base Price Type**: The value on which the applicable rewards will be calculated. This field is relevant in the case of percentage based loyalty programs. * **Validity**: Set the time period for the validity of the program, in number of days or by a specific date.

Create Loyalty Program - Rewards tab

Create Loyalty Program - Rewards tab (contd..)

3. **Audience** Tab: * **Audience**: From the list, select the groups or entities eligible for this particular loyalty program. Use the search bar to narrow down the selection or find a specific recipient.

Create Loyalty Program - Audience tab

4. **Review & Save**\ After all configurations, click the “**Submit**” button. Your program is now created and will appear in the Loyalty Programs listing screen. You can use the search bar above the list, towards the right, to find a specific loyalty program. ### **Viewing & Managing Loyalty Programs** **Viewing a Loyalty Program** On the **Loyalty Programs** screen, click on any existing program to view it's details. The details will appear on the right hand side of the page, as a pop up window. This information can also be accessed by clicking the 3 dot More menu next to the desired loyalty program, and selecting "**View Details**". **Managing or Editing a Loyalty Program** Click on the 3 dot More menu next to the desired loyalty program, and then "**Edit**". This will open the Edit Loyalty Program form. Use the **Next** button on the top right to access the subsequent pages. After making the desired changes click on the **Submit** button to finish making changes. To simply cancel the editing, click the **Cancel** button. ### Switching Views & Filters **Views**: Next to the **Create** button on the right, there is a **Toggle Button** - use this to switch between: * **Table View**: Displays leads in a tabular format. * **List View**: Displays leads in a more detailed list format. **Using the Search Bar**: Using the Search bar will help you find a program faster. Type in the program name in the search bar, the possible results will appear in a list below. **Using Filters**: On the left, locate the **Filters**, which may be used to display the loyalty programs on the basis of several listed criteria. Use the filters on the left hand side, to display specific loyalty programs: 1. **Program Status & Timing**: Here you may choose to display on the basis of Status, and Programs Date Range. 2. **Program Type & Category**: The loyalty filter may be used to display leads that belong to a particular Program Type, Program Category, Trigger Type or Trigger Category. 3. **Audience/Segment**: Filter programs by Audience or Segment. Use the **Apply** button at the bottom of the filters to apply selected filters, and the **Clear All** button on the top, to clear applied filters. Clear selected filters first, in order to apply any new filters. ### Tips Here are some tips for creating and managing loyalty programs: * **Provide Comprehensive Details** – While some fields are optional, filling in details helps create a professional and detailed program, minimising the risk of creating duplicate or incomplete programs which may affect its impact. * **Double-Check Mandatory Fields** – Before submitting the form, ensure that all required fields (marked with an asterisk \*) are completed to avoid any errors in creating the program. * **Go over the page, before proceeding -** clicking the **Next** button on the top right will lead you to the next screen in the program creation form. In case you click **Next** and then wish to make changes in the previous screen, your selections and data may be reset. Hence, before proceeding to the next screen, go over your inputs carefully. In case you do need to go back, double check your inputs before proceeding (you may need to fill some fields again). ## LOYALTY HISTORY Home page > Settings > Loyalty > Earnings> Loyalty History ### Introduction The Loyalty History page is critical and informative, as it will give you valuable information regarding the use of your Loyalty Programs. Here you can see various statistics such as Total Earned Coins, Redeemed Coins, as well as each loyalty related transaction. ### Accessing the Loyalty History * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Earnings**' and then **'Loyalty History'**. * The **Loyalty History** screen will open. ### Viewing & Managing the Loyalty History On the **Loyalty History** screen, click on any existing loyalty transaction to view it's details. The Loyalty Usage details will appear on the right hand side of the page, as a pop up window. This information can also be accessed by clicking the 3 dot More menu next to the desired loyalty program, and selecting "**View Details**". ### **Managing a Loyalty Transaction** Next to a specific loyalty transaction, click on the 3 dot More menu and select "**Transaction History**". A pop up window will appear on the right with a list of the loyalty transactions of this particular user. Clicking on the 3 dot More menu next to a loyalty program, and then "**Adjust Points**" will allow you to grant points as a goodwill gesture, subject to your company policies. Simply fill in the small form by selecting the Adjustment Type and entering the Points with Reason for this adjustment. Click the **OK** button to apply the changes. ### Switching Views & Filters **Views**: Next to the **Search bar** on the right, there is a **Toggle Button** - use this to switch between: * **Table View**: Displays loyalty transactions in a tabular format. * **List View**: Displays loyalty transactions in a more detailed list format. **Using the Search Bar**: Using the Search bar will help you find a loyalty transaction faster. Type in the program name or user name in the search bar, the possible results will appear in a list below. **Using Filters**: On the left, locate the **Filters**, which may be used to display the loyalty programs on the basis of several listed criteria. Use the filters on the left hand side, to display specific loyalty programs: 1. **Loyalty Information**: Here you may choose to display on the basis of Loyalty Program, Transaction type (earn or redeem) or Channel (Web, Mobile App or In-Store). 2. **Date Range**: Transactions will be filtered as per the dates you enter. 3. **Customer Information**: Filter transactions by Company Name, Customer Name, Mobile no, etc. 4. **Location Information**: You can filter by Longitude, Latitude. 5. **Trigger Information**: Choose a filter under Trigger Information to view transactions specific to a trigger type (birthday, anniversary, etc.) or Status. Use the **Apply** button at the bottom of the filters to apply selected filters, and the **Clear All** button on the top, to clear applied filters. Clear selected filters first, in order to apply any new filters ### Tips Here are some tips for loyalty usage: * **Provide Comprehensive Details** – A quick way to view a partner or influencer's transaction history is: next to any of their own loyalty transactions, click on the 3 dot More menu and select "**Transaction History**". * **Use filters** - Filters allow you to personalize your dashboard. ## PRODUCT HISTORY Home page > Settings > Loyalty > Earnings> Product History ### Introduction The Product History page will give you details about your Products. ### Accessing the Product History * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Earnings**' and then **'Product History'**. * The **Product History** screen will open. ### Managing the Product History On the **Product History** screen, click on any existing product to view it's details. The Product details will appear on the right hand side of the page, as a pop up window. The first tab **About** will contain product information and the second tab **Earners** will display a list of Earners from this product. This information can also be accessed by clicking the 3 dot More menu next to the desired loyalty program, and selecting "**View Details**". ### **Viewing (Filters) & Managing a Product** **Sorting Products**: Using the up and down arrow button next to the Search bar will allow you to sort the products on the screen in ascending or descending order. **Using the Search Bar**:Using the Search bar will help you find a loyalty transaction faster. Type in the program name or user name in the search bar, the possible results will appear in a list below. **Using Filters**: On the left, locate the **Filters**, which may be used to display the loyalty programs on the basis of several listed criteria. Use the filters on the left hand side, to display specific loyalty programs: 1. **Product Information**: Here you may choose to display on the basis of a specific product name or product ID. 2. **Date Range**: Products will be filtered as per the dates you enter. 3. **Scan Metrics**: Filter transactions by Units, Value or Coins Earned. Use the **Apply** button at the bottom of the filters to apply selected filters, and the **Clear All** button on the top, to clear applied filters. Clear selected filters first, in order to apply any new filters. ### Tips Here are some tips for viewing products: * To see a list of Earners for a specific product, click the product itself and the earners will appear under the second tab **Earners**. ## ADJUST REASONS Home page > Settings > Loyalty > Earnings> Adjust Reasons There are times when loyalty points for a customer need an adjustment. This could be a simple correction or even acase of bonus points awarded for special promotions or events. The reasons for adjustment of loyalty points can be set, and will appear on this page under 2 tabs:
* Positive Adjustments: Reasons for adding bonus loyalty points. * Negative Adjustments: Reasons for reducing loyalty points. # Redemption This guide will help you navigate the platform to view and analyse loyalty redemptions easily. Table of Contents 1. [REDEMPTION CATALOGS](#redemption-catalogs) 1. Introduction 2. Accessing the Catalogs 3. Creating a Catalog 4. Viewing & Managing Catalogs 5. Switching Views & Filters 6. Tips 2. [REDEMPTION CATEGORIES](#redemption-categories) 1. Introduction 2. Accessing the Categories 3. Creating a Category 4. Viewing & Managing the Categories 5. Switching Views & Filters 6. Tips 3. [REDEMPTION ITEMS](#redemption-items) 1. Introduction 2. Creating an Item 3. Accessing the Items 4. Viewing & Managing the Items 5. Switching Views & Filters 6. Tips 4. [REWARD HISTORY](#reward-history) 1. Introduction 2. Viewing the Reward History 5. [REJECT REASONS](#reject-reasons) ## REDEMPTION CATALOGS Home page > Settings > Loyalty > Redemption> Redemption Catalogs ### Introduction In this section we will see how to manage the Redemption Catalog, including adding, updating, or organizing items that customers can redeem using their loyalty coins. ### Accessing the Catalogs * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Redemption**' and then **'Catalogs'**. * The **Redemption Catalogs** screen will open. ### Creating a Catalog 1. **Click on the plus “Add” Button -** This opens the catalog creation form. 2. **Start filling in the Catalog Details -** Some fields are mandatory, marked with a red asterisk '\*'. Complete these required fields before submitting the form. Let's begin with filling in the form: * **Upload Image**: Upload an image appropriate for this catalog. * **Catalog Code**: Enter a catalog code manually as per your internal policies or naming system, OR simply click the **Generate Code** button to automatically assign a code. * **Name**: Enter a name appropriate for this catalog. * **Description**: Enter a description of the catalog. * **Set Catalog Period**: Set the start and end dates and times, applicable to this catalog. Check your inputs on this page and once ready, click the **Add** button on the bottom right.

Create Catalog form

3. The newly created Catalog will now appear in the catalogs listing on this Redemption Catalog page. ### **Viewing & Managing** Catalogs **Viewing a Catalog** On the **Redemption Catalog** screen, click on any existing catalog to view its details. The details will appear on the right hand side of the page, as a pop up window, under 3 tabs: About: This gives the basic catalog information such as the catalog name, description, end date. Categories: Here the applicable categories will show. Items: The items in this catalog will appear under this tab. **Managing or Editing a Catalog** Click on the 3 dot More menu next to the desired catalog, and then "**Edit**". This will open the Edit Catalog form. After making the desired changes click on the **Update** button to finish making changes. To simply cancel the editing, click the **Cancel** button. In order to de-activate a catalog, click on the 3 dot More menu next to the desired catalog, and then "**Deactivate**". A prompt will ask you to confirm and after you confirm this action, that catalog will no longer appear under the Redemption Catalogs on this page. ### Views & Filters **Using the Search Bar**: Using the Search bar will help you find a catalog faster. Type in the catalog name in the search bar, the possible results will appear in a list below. **Using Filters**: On the right side of the Search Bar, locate the **Filters** button, and then Advance Filters. Enter the start & end dates to show the catalogs for a specific time period. Click the **Apply** button to set this filter. Click the **Filters** button, and then **Reset Filter** button on the top, to clear applied filters. Reset the selected filter first, in order to apply a new date filter. ### Tips Here are some tips for creating and managing loyalty programs: * **Provide Comprehensive Details** – While some fields are optional, filling in details helps create a professional and detailed catalog, minimising the risk of creating duplicate or incomplete catalogs which may affect its reach. * **Double-Check Mandatory Fields** – Before submitting the form, ensure that all required fields (marked with an asterisk \*) are completed to avoid any errors in creating the catalog. ## REDEMPTION CATEGORIES Home page > Settings > Loyalty > Redemption> Categories ### Introduction Let's see how to manage Redemption Categories within the catalog, helping you organize redeemable items into structured and easy-to-navigate groups. ### Accessing the Categories * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Redemption**' and then **'Categories'**. * The **Redemption Categories** screen will open. ### Creating a Category 1. **Click on the plus “Add” Button -** This opens the category creation form. 2. **Start filling in the Category Details -** Some fields are mandatory, marked with a red asterisk '\*'. Complete these required fields before submitting the form. Let's begin with filling in the form: * **Upload Image**: Upload an image appropriate for this category. * **Category Code**: Enter a category code manually as per your internal policies or naming system, OR simply click the **Generate Code** button to automatically assign a code. * **Name**: Enter a name appropriate for this category. * **Description**: Enter a description of the category. * **Select Catalog**: Choose a catalog from the drop down list. Check your inputs on this page and once ready, click the **Add** button on the bottom right.

Create Category form

### Viewing & Managing the Categories On the **Redemption Categories** screen, click on any existing category to view its details. The Category details will appear on the right hand side of the page, as a pop up window. The details will appear on the right hand side of the page, as a pop up window, under 2 tabs: About: This gives the basic category information such as the category name, description, end date. Items: Here the applicable items will show, under this category. ### **Managing a** Category Click on the 3 dot More menu next to the desired category, and then "**Edit**". This will open the Edit Category form. After making the desired changes click on the **Update** button to finish making changes. To simply cancel the editing, click the **Cancel** button. In order to de-activate a category, click on the 3 dot More menu next to the desired category, and then "**Deactivate**". A prompt will ask you to confirm and after you confirm this action, that category will no longer appear under the Redemption Categories on this page. ### Switching Views & Filters **Views**: Next to the **Search bar** on the left, there is a **drop down list** of catalogs - use this to filter and view categories in a particular catalog. **Using the Search Bar**: Using the Search bar will help you find a category faster. Type in the category name in the search bar, the possible results will appear in a list below. ### Tips Here are some tips for creating and managing redemption categories: * **Provide Comprehensive Details** – While some fields are optional, filling in details helps create a professional and detailed category, minimising the risk of creating duplicate or incomplete categories which may affect its reach. * **Double-Check Mandatory Fields** – Before submitting the form, ensure that all required fields (marked with an asterisk \*) are completed to avoid any errors in creating the category. ## REDEMPTION ITEMS Home page > Settings > Loyalty > Redemption> Items ### Introduction This section describes how to manage items within each redemption category, including physical goods, digital assets, and cash-based rewards. ### Creating an Item 1. **Click on the plus “Add” Button -** This opens the item creation form. 2. **Start filling in the Item Details -** Some fields are mandatory, marked with a red asterisk '\*'. Complete these required fields before submitting the form. Let's begin with filling in the form: * **Upload Image**: Upload an image appropriate for this item. * **Item Code**: Enter an item code manually as per your internal policies or naming system, OR simply click the **Generate Code** button to automatically assign a code. * **Item Type**: Select from the drop down menu and choose Digital or Cash. * **Select Category**: From the drop down select the category in which you wish to create this new item. If you wish to add a new category for this item, use the blue plus (+) button next to the drop down, which will open the Add Category form. [Click here](#creating-a-category) for more details on category creation. * **Name**: Enter a name appropriate for this item. * **Description**: Enter a description of the item. * **Delivery Method**: Select the method of delivery of the voucher (item) - select one or all from: Email, SMS, WhatsApp. * **Vouchers Available**: Mention how many vouchers will be available, of this item. * **Price**: Set the voucher (item) price. * **Select Voucher Code**: Select the voucher codes - ensure you select the same number of codes, as the mentioned number of 'vouchers available'. For instance, if you have entered 10 Vouchers Available, select 10 Voucher Codes here. * **Valid From**: Enter the validity start date. * **Valid To**: Set the end date of the validity. * **Shipping Provider:** Enter a shipping provider, if any * **Minimum Balance Required**: Set a number as a minimum balance required in order to redeem this item. * **Select Catalog**: Choose a catalog from the drop down list. Check your inputs on this page and once ready, click the **Next** button on the bottom right. 3. **Select the audience** - From the available list, select the audiences for this item. Click the checkboxes against all the desired audiences. Once done, click the **Add** button to finish creating the item.

Create Item form - I

Create Item form...contd

Create Item form...contd (Select Audience)

### Accessing the Items * On the left-hand menu, hover over and click **'Settings'**. * From the submenu, select **'Loyalty'**, click on '**Redemption**' and then **'Items'**. * The **Redemption Items** screen will open. ### Viewing & Managing Items On the **Redemption Items** screen, click on any existing item to view it's details. The Item deails will appear on the right hand side of the page, as a pop up window. The first tab **About** will contain the item information such as Type, Stock Quantity, Voucher Code and the second tab **Audiences** will display the members of the audience, for which this item is available for redemption. **Views**: Next to the **dropdown** Category on the right, there is a **Toggle Button** - use this to switch between: * **Table View**: Displays items in a tabular format. * **List View**: Displays items in a more detailed list format. **Using the Search Bar**: Using the Search bar will help you find an Item faster. Type in the item name in the search bar, the possible results will appear in a list below. **Using Filters**: On the left, locate the **Filters**, which may be used to display the loyalty programs on the basis of several listed criteria. Use the filters on the left hand side, to display specific loyalty programs: 1. **Basic Details**: Here you may choose to display on the basis of a specific item type (Cash or Digital) or Status (Active or Inactive). 2. **Eligibility**: Items will be filtered as per the Coins or Minimum Coins Required. Use the **Apply** button at the bottom of the filters to apply selected filters, and the **Clear All** button on the top, to clear applied filters. Clear selected filters first, in order to apply any new filters. ### Tips Here are some tips for creating and managing redemption items: * **Provide Comprehensive Details** – While some fields are optional, filling in details helps create a professional and detailed item, minimising the risk of creating duplicate or incomplete items which may affect its reach. * **Double-Check Mandatory Fields** – Before submitting the form, ensure that all required fields (marked with an asterisk \*) are completed to avoid any errors in creating the category. * **While creating an Item** – While completing the Add Item form, in case you need to go back to the first screen, use the **Back** button at the bottom. However before clicking **Next** again, ensure that all the fields are filled in properly. ## REWARD HISTORY Home page > Settings > Loyalty > Redemption> Reward History ### Introduction This section describes how to track and manage reward usage, including redemption history, reward types, and customer engagement insights. ### Viewing the Reward History All reward usage entries will appear on this page, in a list form. Scroll to the right to see all the available columns. These records are listed page wise, so scroll to the bottom to click the next page number(s). You may also enter a specific page number in the Go To (Page) box to navigate to a specific page. To search for a particular reward, use the Search bar on the top left hand side. To view the usage of a particular Reward item, click on the Reward Item name. A pop up window will appear on the right, where all the instances of usage of this item will be listed. ## REJECT REASONS Home page > Settings > Loyalty > Redemption> Reject Reasons When a redemption request is submitted, it may require approval from the authorised contact. In that case, there is a possibility that it is rejected. The reasons for rejection can be set, and will appear on this page. The reason may be, for example, the item is out of stock or the channel of redemption is incorrect. Thanks for reading! This guide ensures that admins can easily create, activate, and manage loyalty programs while tracking their performance and engagement — all within a centralized, intuitive interface. Having instant access to the actual usage data of loyaly programs enhances subsequent marketing planning and strategising. # Default Settings Use this section to configure Loyalty Default Settings, including setting default, expiry period, and redemption defaults for your loyalty programs. Table of Contents 1. Introduction 2. Settings 1. General Settings 2. Coins & Rewards 3. Loyalty Tier Settings 4. Redemption Rules 5. Tax Details 6. Hierarchy Values 3. Tips ### Introduction In this section we will see how to manage the default settings for your loyalty programs. Basic elements of a loyalty program such as tier settings, redemption rules, hierarchy values and so on can easily be managed here, and edited as & when required. ### Settings To make any changes to the Loyalty Settings, click the **Edit** button on the top right. After making the desired changes, click on the **Update** button. To exit the Manage Loyalty Default Settings pop up window without making any changes, click on **Close**. 1. General Settings 1. Auto Enroll in Loyalty: Toggle On or Off 2. Send Reward Notifications: Toggle On or Off 3. Default Timezone: Select from dropdown list 4. Default Language: Select from dropdown list 2. Coins & Rewards 1. Default Expiry Days: Enter the number of days you wish to set, for default expiry of coins or rewards 2. Default Expiry Month-Day: Set the default day & month for expiry 3. Default Currency: Pick the default currency from the available list 4. Default Coins for 1 INR (or selected currency): Set the value of 1 INR (or selected currency) in terms of number of coins, for example, 10 coins = 1 INR 5. Default Earning on Purchase Percentage: Enter the desired value 6. Default Earning Price Base: Choose from the dropdown list, Cost Price or Selling Price 7. Default Earning Limit Per Day: Enter the maximum earning limit for a day 8. Default Earning Limit Per Month: Enter the maximum earning limit for a month 9. Loyalty Earning Approval Required: Toggle the button to activate (or deactivate) this option to manually review & approve each loyalty request 3. Loyalty Tier Settings 1. Default Tier on Signup: Set what tier will be assigned upon signing up 2. Tier Validity: Tier validity in terms of months 3. Tier Evaluation Frequency: Select monthly, quarterly or yearly from the available list 4. Redemption Rules 1. Default Redemption Days of Week: Select the applicable days of the week 2. Default Redemption Days of Month: Select the applicable days (dates) of the month 3. Default Redemption Months of Year: Select the applicable months of the year 4. Minimum Redemption Threshold: Enter the minimum threshold 5. Redemption Unit Multiple: Points to be redeemed will be in multiple of this value you set 6. Max Redemption Per Transaction: Set the maximum value per transaction 7. Max Redemption Per Day: Set the maximum value per day 8. Default Coins Per 1 INR: Set the default coins for 1 INR (or selected currency) 9. Redemption Approval Required: Enable this option to manually review and approve each redemption request before granting access to your platform's services or benefits. 5. Tax Details 1. TDS Applicable on Redemption: Enable this option to apply TDS on redemption transactions 2. TDS Threshold Coins: Enter the threshold for application of TDS 3. TDS Percentage: Set the TDS percentage value 6. Hierarchy Values: 1. Fixed Values: For each of your tiers & employees, set the default fixed number of coins 2. Percentage Values: Where a percentage is applicable, for each of your tiers & employees, set the default percentage ### Tips * Clicking the **Edit** button opens the Manage Loyalty Default Settings pop up window, where all the settings will appear. You may make few changes at a time, click the **Update** button to save your changes and come back later any time to continue making changes. ### References and Links * **CleanDesk AI Official Website**: [Visit Here](https://www.cleandesk.ai) * **RecruitAssist Documentation**: Click on these respective links to view Documentation on Loyalty [Overview](/loyalty/overview), Loyalty [Earnings](/loyalty/earnings) and Loyalty [Redemption](/loyalty/redemption). * **Support**: Contact Support at