Signing in

Go to your organization's Identifee URL. Your administrator will have given you this — it is your organization’s own address in the form yourname.my.identifee.com, or a white-labeled address your administrator provides.

You will land on the Login to your account screen. There are two ways in, and which ones you see depends on how your organization is configured:

Email and password

1. Enter your work Email.
2. Enter your Password.
3. Click Login.

If the credentials do not match, the page shows _Invalid email or password_. It does not tell you which of the two was wrong — this is deliberate.

Single sign-on (SSO)

If your organization uses SSO, a single sign-on button appears on the login screen. Click it and you will be redirected to your company identity provider (for example Okta, Entra ID, or Google Workspace). Once it confirms who you are, you are returned to Identifee already logged in.

You do not need an Identifee password when you sign in this way.

Your first sign-in (accepting an invitation)

New users are created by an administrator, not by self-registration. You will receive an invitation email with a link.

1. Open the link. It takes you to the sign-up page with your email pre-filled.
2. Choose a password. As you type, a requirements checklist appears under the field and each rule checks off as you satisfy it. Rules that are not yet met turn red once you leave the field or try to submit.
3. Submit. You are signed in and taken to your home page.

Note: The submit button stays clickable even when the password is incomplete — if you click it, the checklist turns red to show you exactly what is missing rather than leaving you with a dead button.

Forgotten password

1. On the login screen, click Forgot password.
2. Enter your email address and submit.
3. Check your inbox for the reset link and open it.
4. Choose a new password. The same requirements checklist applies.

If no email arrives, check your spam folder, then confirm with your administrator that the address on your account is correct.

What you see first

Where you land depends on your permissions:

• Most users land on Home — the Ida assistant, with a message box in the center of the screen.
• If your organization has not enabled the Home module for you, you are redirected to the first area you do have access to.
• Client portal users get a different, simplified interface — see Client Portal.

Your profile and account settings

Click your avatar in the top-right corner of the header. A panel slides in from the right with three tabs:

Profile

Your name, contact details, job title, and avatar image. Upload a photo here — it is what other users see next to your name on records, notes, and reports.

Notifications

Turn individual notification categories on and off for your own account. See Settings → Notifications for what each category covers.

Security

Change your password. The same requirements checklist appears under the new password field.

Note: If your organization uses SSO, password changes happen in your identity provider, not here.

Installing Identifee as an app

Identifee can be installed as a Progressive Web App (PWA) so it opens in its own window with its own icon, without browser chrome.

Desktop (Chrome, Edge)

Look for the install icon in your browser's address bar, or use the browser menu → Install Identifee. If your organization has enabled the PWA, Identifee may also prompt you directly.

iPhone and iPad (Safari)

1. Open Identifee in Safari.
2. Tap the Share button.
3. Choose Add to Home Screen.

Identifee shows an on-screen hint the first time it detects you are on iOS, because Safari has no automatic install prompt.

Android (Chrome)

Accept the install prompt when it appears, or use the browser menu → Install app.

The installed app gets a mobile-optimized layout with a compact header and a bottom-anchored message box. Some desktop-only surfaces are hidden in the installed mobile app to keep it focused.

Signing out

Click your avatar → Log out. On a shared computer, always sign out rather than just closing the tab.

If your session expires while you are working, you will be prompted to sign in again; your unsaved work in the message box is preserved where possible.

The three-part layout

Identifee's screen is divided into three areas that stay consistent everywhere:

1. The main sidebar (far left) — the modules you have access to.
2. The second sidebar (next to it) — sub-navigation for whichever module you are in. It only appears for modules that have sub-pages.
3. The content area — the page itself, with its own header, tabs and toolbars.

Panels also slide in from the right for things like record quick-views, help videos, and contact support, and from the left for filter panels.

The main sidebar

These are the modules a standard user can see. Any of them can be hidden by your organization's plan or your permissions.

Collapsing the sidebar

Use the collapse toggle at the edge of the sidebar to shrink it to icons only. Hover any icon and a flyout shows its name and sub-pages, so you lose no navigation.

The second sidebar

Modules with sub-pages show a second column. For example:

• Home → Skills, Tasks, Projects, History
• Accounts → Companies, Contacts
• Pipelines → your pipelines, plus Templates
• Prospects → Companies, People, Saved Searches
• Reports → report categories, plus your custom AI reports
• Learn → your topic categories

On a phone, the second sidebar becomes a slide-over rather than a permanent column.

Global search

The fastest way to reach anything.

Open it with Cmd+K (Ctrl+K on Windows/Linux), or press /, or click the search field in the header.

Start typing and results group into labeled sections:

Navigate with ↑ and ↓, open the highlighted result with Enter, and dismiss with Esc.

If nothing matches, the panel says No results — try a shorter fragment of the name, as search matches on partial words.

The header

Running along the top of the content area:

• Search field — global search (above).
• Microphone — starts a voice session with Ida. See Talking to Ida.
• Ida button — opens the Ida side panel so you can ask about the page you are currently on without leaving it. See Ida → Asking about the current page.
• Phone — the softphone panel, if telephony is enabled for your organization. Shows incoming and active calls.
• Bell — your notifications.
• Question mark — the help menu (below).
• Avatar — your profile, notification preferences and security settings.

The help menu

Click the ? in the header:

• Help Videos — opens a panel of walkthrough videos. White-label organizations can point this at their own video channel, so what you see is whatever your organization publishes.
• What's new — release notes, opened in a new tab.
• Contact Support — opens a form in the right panel. Your name and email are filled in for you; describe the problem and submit to raise a support ticket.

Notifications

Click the bell in the header to open the notifications panel. Notifications cover deal updates, mentions, comments and notes, record assignments, activity reminders, checklist reminders, and assignment reminders.

Choose which of these reach you in your avatar → Notifications, or organization-wide in Settings → Notifications.

Side panels

Identifee uses sliding panels rather than full page loads for a lot of work:

• Right panel — record quick-views, create/edit forms, help videos, contact support, the Ida panel. Panels with a form have a Save button in the footer that shows a spinner while saving, a green check mark on success, then closes itself. If saving fails the panel stays open with an error toast so nothing is lost.
• Left panel — filter panels. These deliberately stay open when you apply or clear a filter, because the results are right beside them. Only you dismiss them. On narrow screens the filter panel is a full-screen overlay and does close on apply.

Page tabs and the URL

Where a page has tabs (for example Skills, Projects, or a company detail page), the selected tab is stored in the address bar as ?tab=. That means you can refresh the page, bookmark a specific tab, share the link with a colleague, or use the browser back button, and the right tab is restored.

Views, filters and columns on list pages

Every list page (Companies, Contacts, Deals, Activities, Checklists) shares the same set of controls:

• Views menu — saved filter presets such as _My Companies_ or _My Overdue Activities_. Star one to add it to Favorites, and it appears in a Favorites tab in the menu.
• Search — a pill-shaped field that filters the list as you type.
• Add filter — opens the left filter panel. Pick a property, choose a condition, apply. Applied filters appear as chips above the list; remove one with its ✕, or use Clear all.
• Column menus — click the chevron on a column header for sort (ASC / DESC) where the data supports it, plus AutoFit Column to size the column to its content.
• Row selection — select rows to reveal the bulk action bar. See each module's guide for its specific bulk actions.
• Footer — rows-per-page selector and page navigation, with an "X–Y of Z" counter. Changing a filter or the page size always returns you to page 1.

Ida is the assistant at the center of Identifee. It has access to your CRM data, your organization's documents, and the web, so it can answer questions about your own accounts rather than just general knowledge.

Starting a conversation

Go to Home. The message box sits in the middle of the screen. Type your question and press Enter (or click the send button).

The reply streams in as it is generated. While Ida is working you may see:

• Thinking — Ida reasoning through the problem before answering.
• Tool activity — grouped rows showing what Ida did, e.g. searching your deals or fetching a document. Expand a row to see the detail.
• Sources — citations for anything drawn from a document or web page. Click one to open the source.

Each conversation is saved automatically. Continue it later from History, or from Recent chats on the Home page.

Asking a good question

Ida is at its most useful when the question names the records you care about:

• _"Summarize the last three activities on Northwind Traders."_
• _"Which of my open deals have had no activity in 30 days?"_
• _"Draft a follow-up email to the primary contact at Acme after yesterday's call."_
• _"Compare our Q3 pipeline against Q2 by stage."_

The message box controls

The + menu — attachments and connectors

Click + to the left of the message box:

Note: You can attach up to 5 files to a single message. Attached files show as cards above the box; remove one with its ✕ before sending.

The tools menu

Active tools appear as removable chips beside the message box, so you always know what is switched on. Click a chip's ✕ to turn it off.

Skills — / for saved prompts

Type / in the message box to open the skills popup, or reach the same list from the + menu → Skills. Skills are reusable prompts your organization (or you) have saved. Pick one and it fills the box, ready for you to adjust before sending. See Skills.

Shortcut pills

Above or below the box (depending on screen size) you may see suggestion pills — one-click starting points for common requests. Tap one to load it into the box.

Expanding the box

For a long prompt, use the expand control to open a full-size composer window. Useful when pasting several paragraphs of context.

Connectors

Connectors let Ida read from tools outside Identifee.

1. In the message box, click + → Add connectors.
2. Browse the available connectors and pick one.
3. Authenticate when prompted — you are sent to that service to grant access, then returned to Identifee.
4. The connector now appears under your active connectors and Ida can use it.

Note: Connectors are marked Beta. Availability depends on your organization's plan and your permissions.

Working with a reply

Hover a reply to reveal its action bar. Depending on the content you can copy it, regenerate it, give feedback, or hand it off to Canvas for editing.

Sharing a conversation

Open the ⋯ menu on a chat and choose the share option. This produces a link your colleagues can open. Use it instead of pasting screenshots into chat — the recipient gets the whole thread with its sources intact.

Approving a tool

Some actions need your explicit go-ahead before Ida performs them — particularly anything that writes data. When that happens an approval card appears in the conversation. Read what is proposed and choose to allow or decline. Nothing is written until you allow it.

Asking about the page you're on

You do not have to leave a record to ask about it.

Click the Ida button in the header to open the Ida side panel. It knows which page you are on, so you can ask _"what's the risk on this deal?"_ while looking at the deal itself, and Ida answers with that record in context.

The panel also offers suggestions tailored to the current page, and an Ask about this page shortcut. If a reply is worth expanding on, you can hand it off into a full Canvas document.

History

Home → History lists every conversation you have had, newest first. Click one to reopen it exactly where you left off, including its attachments and sources.

Conversations with no first message are listed as _Untitled_.

Voice

To talk to Ida instead of typing, click the microphone in the header. See Talking to Ida.

What Ida can reach

Ida's answers are scoped to what you are allowed to see. It cannot show you a deal, contact or document that your permissions exclude, and asking it to will not bypass that. Two people asking the same question can legitimately get different answers if their access differs.

Ida's own capabilities are also gated per organization. Depending on your plan, some of these may be off: file attachments, screenshots, web search, voice, connectors, skills, tasks, projects, and premium content.

Canvas is where Ida produces a real document rather than a chat reply. Instead of prose in the conversation, you get a document, spreadsheet, slide deck or whiteboard in a panel beside the chat, which you can then refine and export.

Choosing a canvas type

In the message box, open the tools menu → Canvas, then pick one:

Your choice appears as a chip beside the message box. Then describe what you want and send.

Examples:

• _Docs_: "Write a one-page account brief for Northwind Traders covering their banking relationship, open deals and recent activity."
• _Sheets_: "Build a table of my open deals with stage, amount, close date and days since last activity."
• _Slides_: "Create a six-slide review deck for the Acme relationship."
• _Whiteboard_: "Diagram the approval flow for a new commercial card application."

The canvas panel

The generated document opens in a panel next to the conversation. You can:

• Resize the panel by dragging its edge, to give the document more or less room against the chat.
• Scroll through it independently of the conversation.
• Switch view modes where available, to see the document differently.

Refining what Ida produced

You have two ways to change a canvas.

1. Ask in the chat

Keep talking. "Make the second section shorter", "add a slide on pricing", "sort that table by amount descending" — Ida edits the existing canvas rather than starting over.

2. Point and edit

Select a specific part of the document and annotate it directly. Your selections appear as staged edit chips beside the message box, so Ida knows exactly which passage or element you mean. Describe the change and send.

This is far more reliable than describing a location in words when the document is long.

Undo and redo

Canvas keeps a history of changes, so you can step back if an edit went the wrong way.

Exporting

Each canvas type exports to the formats that make sense for it:

Use the export control on the canvas panel and choose your format. Slides and Docs render for export the same way they appear on screen, so what you see is what your client receives.

Note: Exported PPTX and DOCX files are real, editable Office files — not images in a wrapper. You can open and continue editing them in PowerPoint or Word.

Slides in particular

Slide decks show as a preview strip you can click through. Because a deck carries your organization's branding, the logo and colors come from Settings → Organization rather than being set per deck.

Handing a chat reply into Canvas

If Ida gives you a good answer in the chat and you decide it should become a document, use the hand-off action on the reply (also available from the Ida side panel). The reply becomes the starting content of a new canvas, which you then edit and export normally.

Where canvases live

A canvas belongs to the conversation that produced it. Reopen that conversation from History and the canvas is still there.

To keep a canvas as a permanent artifact, export it, or attach it to the relevant record's Files tab.

A Project is a container for a body of work. It holds the documents, links and instructions relevant to one subject, so every conversation you start inside it already has that context — you stop re-explaining the background in every prompt.

Use a project for a client relationship, a deal you are working, an RFP response, a product line, or an internal initiative.

Find them under Home → Projects.

The Projects page

Projects are shown as cards. The page has tabs for:

• Your projects — ones you created.
• Shared — projects colleagues have shared with you.
• Premium — curated content packs provided by Identifee or your organization (see Premium projects).

There is a search field to filter by name, and a card to create a new project.

Creating a project

1. Click the create card (or the + button) on the Projects page.
2. Give it a name. If you leave it blank it is saved as _Untitled project_.
3. Open it.

Inside a project

A project has a header with its name and a ⋯ menu, and then its content sections.

Sources

Sources are what Ida reads when you chat inside this project.

Files — upload documents from your computer. Statements, contracts, proposals, product sheets, meeting notes, anything Ida should know. Each file shows in a list with a remove action.

Links — add URLs. Ida fetches and reads the page content, so a link to a client's investor relations page or a regulatory notice becomes part of the project's knowledge.

Pasted text — paste raw text directly when you have no file to upload: an email body, a snippet from another system, notes from a call.

Add any of these from the Add files menu inside the project, or from the Sources modal, which shows everything the project currently holds in one place.

Instructions

Standing instructions that apply to every conversation in this project. This is where you set the tone and the rules once, instead of repeating them.

Good instructions look like:

You are supporting the relationship with Northwind Traders, a mid-market

manufacturer. Always reference their fiscal year, which ends in June. Write in

British English. When recommending a product, name the specific Identifee product

from the sources rather than a generic category.

Chats

Every conversation started inside the project is listed here, so the project becomes the running record of the work — not just its inputs.

Scheduled tasks

Projects can run on a schedule without you being present. See Tasks for the full detail.

1. In the project, open the scheduled tasks control.
2. Choose Schedule task.
3. Write the prompt to run, and set the schedule.
4. Save.

Each run's output is kept, so you can open the task's run history and read what it produced on any given day.

Typical uses: a Monday morning summary of pipeline movement, a weekly digest of news about a client, a recurring compliance check against a document set.

Chatting inside a project

Open the project and use its message box. Everything in the project's sources and instructions is available to Ida automatically — you do not attach the files again.

This is the main reason to use projects: the difference between

"Attached are six statements. Our fiscal year ends in June. We're a manufacturer.

Now, looking at these..."

and

"How has their average balance trended?"

Sharing a project

Open the project's share control. You can share it with colleagues, who then see it in their Shared tab. What they can do with it depends on how you share it and on their own permissions.

Sharing a project shares its sources and instructions — so treat it as you would sharing the underlying documents.

Premium projects

Premium projects are pre-built content packs — reference material curated by Identifee or your organization, rather than files you uploaded.

If a premium project is available but not enabled for your account, its card shows a request action. Click it to ask for access; your administrator receives the request.

Renaming and deleting

The project's ⋯ menu holds rename and delete. Deleting a project asks you to confirm first, and removes its sources and instructions along with it.

Note: Deleting a project cannot be undone. If you only want to stop using it, consider leaving it in place rather than deleting.

A Skill is a saved prompt you can run again. Anything you find yourself asking Ida repeatedly — a pre-call brief, a meeting summary in your house format, a competitor comparison — belongs in a skill.

Find them under Home → Skills.

The Skills page

Four tabs:

Skills are shown as cards grouped by category, with a category filter and a sort menu. Each card shows the skill's name, a short description, its owner's avatar, and a badge showing where it came from (template, your own, or shared).

Hover a card to preview the underlying prompt, so you know what it will actually send before you run it.

Running a skill

Two ways:

From the message box — type / to open the skills popup, or use the + menu → Skills. Pick one. The prompt fills the message box; adjust anything you want, then send.

From the Skills page — open the skill and run it from there.

Note: A skill is a starting point, not a locked script. Editing the text before you send it is normal and expected.

Creating a skill

1. On the Skills page, click the create button.
2. Give it a name — how it appears in the / list, so keep it short and recognizable.
3. Write a description — what it does and when to use it. This is what your colleagues read to decide whether to run it.
4. Write the prompt — the instruction sent to Ida.
5. Choose a category so it groups with related skills.
6. Save.

Writing a prompt that holds up

• Say what output you want. "Produce a three-bullet summary" beats "summarize".
• Name the format. Table, bullets, email, one paragraph.
• State the audience. A brief for a relationship manager reads differently from one for a credit committee.
• Leave a slot for the specifics. Write the skill so you fill in the account or deal name when you run it, rather than hard-coding one client.

Example:

Produce a pre-call brief for the account I name below. Include: (1) the

relationship summary in two sentences, (2) open deals with stage and amount, (3)

the last three activities with dates, (4) two suggested talking points, (5) one

risk to be aware of. Keep it under 250 words. Account:

Saving a conversation as a skill

If a prompt worked well in a live conversation, you do not need to retype it. Use the save as skill action from the conversation to turn it into a reusable skill, then tidy up the name and description.

This is the most common way good skills get made — they start as something that worked once.

Favorites

Click the star on any skill card to add it to Favorites. Your favorites appear first in the / popup, which matters once your organization has a large library.

Sharing a skill

Share a skill you created and it appears in your colleagues' Shared tab. Useful for standardizing how your team asks for something — everyone producing the same shape of call brief is worth more than everyone inventing their own.

Organization-wide skills

Administrators can publish skills to the whole organization. Those appear for everyone in the Templates tab.

Admin-managed skills go through Draft and Published states, so a skill can be worked on before anyone sees it.

Copying a skill

You can copy a template or a shared skill into My Skills and then edit your copy. Use this when an organization template is 80% right for how you work — copy it and adjust rather than asking for the shared one to be changed.

If a copy fails, the page tells you rather than failing silently.

Tasks are prompts that run on a schedule without you being there. Ida executes them at the appointed time and keeps the output for you to read later.

Find them under Home → Tasks.

Note: These are automated Ida runs. They are not the same as Activities, which are the CRM tasks, calls and events you and your colleagues complete manually. Both are called "tasks" in ordinary speech, so check which one you mean.

The Tasks page

Two tabs:

• Scheduled — tasks that are set up and will run again.
• Completed — tasks that have finished running, with their output.

Creating a scheduled task

Scheduled tasks are created inside a Project, because a task needs context to run against.

1. Open the project.
2. Open its scheduled tasks control.
3. Choose Schedule task.
4. Write the prompt to run. Write it as a standalone instruction — nobody is there to answer a follow-up question.
5. Set the schedule — when and how often.
6. Save.

The task now appears under Scheduled.

Writing a prompt for an unattended run

A scheduled prompt is different from a live one. Nobody will clarify it.

Do:

• State the output shape explicitly: "a bulleted list, newest first, maximum ten items".
• Bound the time window: "in the last seven days", not "recently".
• Say what to do when there is nothing to report: "if nothing changed, say 'no changes'".

Avoid:

• References to a conversation that will not exist: "as we discussed", "the same as last time".
• Open questions back to the reader.

Good example:

Review the deals in this project's pipeline. List any that moved stage in the last

seven days, with the old stage, the new stage, and the owner. Then list any open

deal with no activity for 14 days or more. If neither list has entries, say "no

movement this week".

Reading a task's output

Open the task and its run history shows each execution with its date. Open a run to read what it produced.

Because each run is kept, a weekly task builds a useful record over time — you can look back at what the pipeline looked like a month ago without reconstructing it.

Completed tasks

The Completed tab lists finished runs across your tasks. Each card shows the task and when it ran; open it for the output.

Editing, pausing and deleting

Manage a task from the project that owns it. You can change its prompt or schedule, or remove it.

Changing the prompt applies from the next run — it does not rewrite the output of runs that already happened.

Good candidates for a scheduled task

• A Monday-morning digest of pipeline movement for your book.
• A weekly summary of news about your top accounts (pair with web search).
• A recurring check that a document set is still consistent — for example that every open deal has a next activity booked.
• A monthly rollup for a manager, formatted so it can be pasted straight into an email.

When a task is the wrong tool

If you need the answer _now_, just ask Ida in the chat. Scheduling is for things that should happen whether or not you remember them.

If the output needs to be a formatted deliverable every time, consider having the task produce it into Canvas so it exports consistently.

You can talk to Ida instead of typing, and it will drive the app for you — opening records, filtering lists, creating entries, and searching for prospects while you watch it happen on screen.

This is designed for hands-busy situations: driving between meetings, walking into a client's office, or working through a call list.

Starting a voice session

Click the microphone in the header.

The first time you do this, your browser asks permission to use your microphone. Allow it — without that, voice cannot work. If you decline by accident, you can re-grant permission in your browser's site settings.

Once connected, a voice control bar appears on screen. It shows what Ida is doing at each moment: connecting, listening, thinking, or speaking.

Note: Voice must be enabled for your organization. If you have no microphone button in the header, it is not switched on for your account.

What you can ask it to do

The first time you start a session, Identifee shows a short capabilities card. These are the things voice is built for:

Navigating

Name a module or a record. Ida moves the app there and the page loads as if you had clicked it. It can open companies, contacts, deals, activities, checklists, notes, projects, reports, prospects, skills, tasks and Learn.

Opening records and reading the screen

Ida knows what is on your screen. That means you can use ordinary references:

• "Open the first one."
• "What's the status on this deal?"
• "Highlight the one I just created."

When it opens or highlights a record, the row is visibly outlined on screen so you can see it acted on the right one.

Creating records

Describe the record. Ida creates a contact, deal, activity, note, company or checklist entry and shows you the result.

If it needs something it does not have — which company a contact belongs to, for example — it asks. If what you said matches more than one existing record, it tells you rather than guessing.

If it detects that you are about to create a duplicate, it says so before writing.

Filtering a list

Voice filters use plain domain language rather than field names:

• "Mine" — records you own.
• "Overdue" — past their due date.
• "Today" — due today.
• "Open" — not yet closed.
• "In this organization" — related to the company you name.
• "All" — clear the filter.

Ida applies the filter and the list updates in front of you.

Note: Not every list can express every filter. Where it cannot, Ida takes you to the list without the filter rather than applying something approximate — so you may occasionally land on an unfiltered list. That is deliberate: it will not pretend to have filtered when it has not.

Finding prospects

Voice can drive Prospects search directly:

"Find companies in the healthcare industry in Texas with revenue between 50 and

100 million."

Ida runs the search and shows the results. Ask it to review them for import and it opens the import review popup with the not-yet-imported rows pre-selected — you then confirm which ones to bring into your CRM.

Note: Voice only offers filters that the Prospects screen itself offers, so what you can ask for by voice and what you can click are the same set.

Deleting things by voice

Deletion always requires a click.

If you ask Ida to delete a record, it opens a confirmation dialog naming what will be deleted. You click to confirm. Ida cannot complete a deletion on your voice alone — this is a deliberate safety design, not a limitation to work around.

The conversation panel

While a session is running, a panel shows the running transcript — what you said and what Ida replied, plus the steps it took. Useful for confirming it heard the account name correctly.

Ending a session

Use the control bar to end the session, or mute the microphone if you want to stay connected without being heard.

Mute is the right choice mid-call with a client. End the session when you are done.

Tips for better voice results

• Say record names clearly and completely. "Northwind Traders" works better than "Northwind".
• One instruction at a time for anything that writes data. Chained commands are harder to correct if one part is misheard.
• Check the screen after a create or filter. The transcript and highlight tell you what actually happened.
• In a noisy environment, expect more misrecognition of proper nouns. Confirm before creating.

Voice on mobile

Voice works in the installed mobile app. On iOS, audio requires the app to be in the foreground — switching apps mid-session interrupts audio. Keep Identifee on screen while a voice session is active.

Accounts holds your CRM records — the organizations you do business with and the people inside them. Everything else in Identifee hangs off these records: deals, activities, checklists, files, notes and engagement reports all attach to a company or a contact.

The second sidebar splits it into Companies and Contacts.

The list page

Both lists work identically. Across the top:

• Views menu — saved presets.
• Search — filters as you type.
• Add filter — opens the filter panel.
• + Company / + Contact — create a record.
• ⋯ More options — export and other list actions.

Company views

Contact views

Star any view to pin it to the Favorites tab of the views menu.

Filters

Click Add filter and pick a property. For companies:

Name, Company, Owner, Employees, NAICS Code, Label, Created Date, Last Modified, Last Activity.

Applied filters show as chips above the list. Remove one with its ✕, or Clear all. The filter panel stays open while you work so you can adjust and re-apply.

Creating a company or contact

1. Click + Company (or + Contact).
2. A form opens in the right panel.
3. Fill in the fields. Required fields are marked; validation errors appear when you try to save, not while you are still typing.
4. Save. The button shows a spinner, then a tick, then the panel closes.

If the save fails, the panel stays open with an error toast so you do not lose what you typed.

Note: Which fields appear, and which are required, is configured by your administrator in Settings → Fields. Your organization may also have renamed "Company" or "Contact" entirely.

Quick view versus the detail page

Click a row's name and a quick view panel slides in from the right — the record's key details plus tabs for Timeline, Activities and Notes. This is for a fast look without losing your place in the list.

For the full record, use the open detail page button in the quick view header, or click through from the row.

The detail page

A company or contact detail page has an information panel down one side and tabs across the content area.

Information panel

The record's fields, grouped into sections such as Basic Information (name, website, phone, employees). Click a field to edit it in place — no separate edit mode.

The NAICS code field has its own picker: search by code or industry name and select from the list.

Depending on your organization's integrations, additional sections may appear here, such as core banking data or UCC filings.

Tabs

Which tabs appear depends on your permissions and your organization's modules. The standard order is:

You can reorder tabs to suit how you work; Engagement and Timeline stay fixed as the leading tabs on a company.

AI overview

Where enabled, the detail page can show an AI overview — a generated summary of the relationship drawn from the record's own data. Use it as a starting point for a call, not as a substitute for reading the timeline.

Pre-call plan

If enabled for your organization, the detail sidebar offers Generate pre-call plan — Ida assembles a briefing from the record's history, open deals and recent activity.

Last modified

The footer of the detail page shows when the record was last changed and by whom, with their avatar. Hover the avatar for their name.

Enrichment

Enrichment fills in missing company data from external providers.

1. On the company list, use the enrich action on a row — or on the detail page, use the enrichment control.
2. A confirmation dialog appears. You can choose to accept All selected fields, or restrict to High probability only matches.
3. Confirm. A progress banner shows while enrichment runs.
4. When it completes, a review modal lists each proposed field change with its current and proposed value.
5. Accept the changes you want. Nothing is written until you do.

Newly enriched fields are marked with a badge so you can see what came from enrichment rather than from your team.

Note: Enrichment never silently overwrites your data — the review step is mandatory.

Bulk actions

Tick rows to reveal the bulk action bar:

Every destructive action asks you to confirm first, naming what will be affected.

Note: Selection clears when you change page or filter, so a bulk action can never reach rows that scrolled out of view.

Exporting

Use Export from the bulk bar (for selected rows) or from the list's ⋯ menu. An export drawer opens where you choose which columns to include. The file downloads when ready.

Importing

Bulk imports are run from the settings area rather than the list page:

• Companies: /settings/bulk-import/companies
• People: /settings/bulk-import/people
• Deals: /settings/bulk-import/deals

Upload a file, map its columns to Identifee fields, and run the import. See Settings for detail.

Finding new companies that are not yet in your CRM

Accounts covers records you already have. To search the wider market and bring new records in, use Prospects.

Engagement reports are client-facing analyses produced against a single company. They turn account data — bank statements, transaction data, processing summaries — into a branded document you can walk a client through and leave behind.

Find them on a company's detail page, on the Engagement tab.

Report types

Which of these you see depends on your organization's plan. Each is a separate module, so a bank may license Treasury and Fraud but not Merchant.

Getting data into a report

There are three ways a report gets its numbers, and which apply depends on the report type and your organization's configuration.

1. Upload a document

Some reports read the client's own statements. Upload the file and Identifee parses it into the report's structure.

This is how Account Structure and Treasury typically work: you upload bank statements and the account tree, balances and flows are derived from them.

Note: Identifee deliberately does not advertise which statement formats are supported in the interface, because support for new formats is added on the server side without a release. If a file will not parse, raise it with support rather than assuming the format is unsupported.

2. Automatic from core data

If your organization has the core-data integration enabled, report inputs can be populated automatically from your warehouse — no upload, no typing.

3. Manual entry

Every report supports typing values in directly. Fields are grouped into sections with the right input formatting (currency, comma-separated numbers) applied automatically.

Use manual entry for a prospect where you have figures from a conversation but no statements yet.

Building a report

1. Open the company → Engagement tab.
2. Choose the report type from the tabs. Only licensed types appear, sorted alphabetically.
3. Click the add/new report button.
4. Enter the report information — the report name, the reporting period (use the month picker), and the company details including NAICS code and industry.
5. Add your data by whichever of the three routes applies.
6. Work through the report's sections. Each section can be included or excluded from the final output — sections that will be included are labeled as such.
7. Add narrative where the report offers it:
• Free-form sections — your own heading and body text.
• Disclaimer — heading and text, for compliance language.
• PCI compliance — heading and text, on merchant reports.
8. Reorder sections by dragging them if you want a different flow.
9. Save.

Note: An empty report shows _Enter data to generate [type] report_ rather than a blank page — that message means the report exists but has no inputs yet.

Account Structure specifics

Account Structure is the most structured of the reports, because it builds a hierarchy rather than a set of figures.

It produces several views:

• Accounts — the account list with its classification.
• Funds Flow — how money moves between the accounts, showing ZBA relationships, composite groupings, primary accounts and standalone accounts.
• Balance Trends — balances over the reporting period.
• Signers and Bank Contacts — who is authorized on which account.

Where your organization is configured for it, the report also carries online banking users and roles, showing each authorized user's access level.

Reviewing before you send

Report sections render as blocks in the page, in the order they will appear in the output. Read it top to bottom before exporting — the accordion sections collapse, so it is easy to leave one half-filled.

Check specifically:

• The reporting period is the one you meant.
• The company name and NAICS code are right — these appear on the cover.
• Every section you intended to include is marked as included.
• Your free-form narrative reads as finished prose, not notes.
• The disclaimer is present if your organization requires one.

Exporting and sharing

Use the download control on the report.

Most report types export to both. The PPTX is a real editable deck — you can open it in PowerPoint and adjust it.

Branding on both comes from Settings → Organization — logo, icon and accent color — so exports match your organization without per-report setup.

Note: Reports can also be surfaced to the client directly through the Client Portal, where they log in and read it themselves instead of receiving an attachment.

Bulk download

Where your organization has it enabled, you can download reports for several companies at once rather than one at a time. Use the organizations picker to choose which companies to include.

Permissions

Each report type is separately permissioned. If you can see the Engagement tab but not a specific report, that report's module is not enabled for you. If you see no Engagement tab at all, no report module is enabled.

Ask your administrator to enable the specific report module you need.

Pipelines is where you track deals from first conversation to closed. A pipeline is a named set of stages; a deal moves through those stages until it is won or lost.

Your organization can have several pipelines — for example one for lending, one for treasury services — each with its own stages.

The Pipelines area

The second sidebar lists your pipelines, plus:

• Dashboard — an overview across pipelines.
• Templates — reusable pipeline blueprints.

Board view and table view

Each pipeline can be viewed two ways. Switch between them from the header.

Board (Kanban)

Deals as cards in columns, one column per stage. Drag a card to another column to move the deal to that stage.

Each card shows the deal name, amount, company, owner and priority. The board footer shows stats per column — count and total value — so you can see where value is concentrated.

Use the board when you are working the pipeline: reviewing what is where, moving things along.

Table

Deals as rows with sortable, resizable columns. Use the table when you need to filter precisely, compare many deals, or run a bulk action.

Creating a deal

1. Click + Deal (the label follows whatever your organization calls deals).
2. A form opens in the right panel.
3. Fill in the deal name, amount, company, contact, stage, close date and owner.
4. Save.

Fields are configured by your administrator in Settings → Fields under Pipeline fields, so your form may differ from the defaults.

Moving a deal between stages

Three ways:

• Drag the card on the board.
• Use the stage dropdown on the deal.
• Bulk change stage from the table — see Bulk actions.

When a stage move is blocked

Your organization can define stage transition rules — conditions a deal must satisfy before it can advance. If a deal does not satisfy them, the move is blocked and a dialog explains what is missing.

Typically this means required fields for that stage are empty, or a mandated checklist has not been completed. Fill in what the dialog names and try again.

Closure restrictions work the same way for marking a deal won or lost. Where your organization permits it, a user with the right permission can override a blocked closure — you will be asked to confirm, and the override is recorded.

Note: These rules are configured in Settings → Stages. If a rule is wrong for how your team works, that is a settings change, not something to route around per deal.

Deal detail

Open a deal for its detail page. Like companies and contacts it has an information panel and tabs:

Stage history is worth knowing about — it is how you answer "how long has this been sitting in proposal?" without guessing.

Products on a deal

Add products from your organization's catalog (maintained in Settings → Products). Products can be edited inline on the deal, so adjusting a quantity does not need a separate form.

Views and filters

Views are saved presets; star one to add it to Favorites.

Filters available on deals:

Bulk actions

Tick rows in the table to reveal the bulk bar:

Destructive actions confirm first. Selection clears on page or filter change.

Note: Bulk Change stage/pipeline still respects transition rules. Deals that cannot legally move are reported back rather than silently skipped.

The Pipelines dashboard

Pipelines → Dashboard gives an overview across your pipelines: cards per pipeline with headline figures, and stat cards for the totals.

Use it for a quick read of the whole book. For anything analytical — win rates, performance by person, monthly trends — use Reports → Pipelines.

Templates

A pipeline template captures a pipeline's stages and fields so a new pipeline can be created from it in one step, consistently.

Pipelines → Templates shows:

• Library templates — templates available to your organization.
• A template preview so you can see the stages and fields before using one.

Using a template

1. Open Templates.
2. Select the template and preview it.
3. Choose Use template.
4. Name your new pipeline and confirm.

The pipeline is created with the template's stages and fields already in place.

Creating a template

1. From Templates (or from Settings → Stages), start a new template.
2. Basic info — name and description.
3. Stages — define the stages in order.
4. Fields — define the fields deals in this pipeline should carry, using the fields drawer.
5. Save.

Templates are how you stop every new pipeline being slightly different from the last one.

Asking Ida about your pipeline

The pipeline pages carry an Ida menu, and the Ida side panel knows which pipeline you are looking at. Useful questions:

• _"Which deals have been in this stage longest?"_
• _"What's my total open value by stage?"_
• _"Which of these deals have no next activity booked?"_

Activities is your work list — the tasks, calls and events attached to your accounts. It answers "what do I need to do, and what did we last do with this client?"

The three activity types

The type is shown by an icon on every row, so a mixed list stays readable.

Table view and calendar view

Switch from the header.

Table — rows with columns, filters and bulk actions. Use it to work through a list or to find something specific.

Calendar — activities laid out by date. Use it to see your week, spot gaps, and notice a day that is overloaded. Days with more activities than fit show a more popover.

Creating an activity

1. Click + Activity.
2. A form opens in the right panel.
3. Choose the type (task, call or event).
4. Fill in the subject, due date, priority, status, owner, and the records it relates to — company, contact, and/or deal.
5. Save.

Note: Linking an activity to a company, contact or deal is what makes it appear on that record's Activities tab and its Timeline. An unlinked activity is only visible in this module.

Status and priority

Status values: In Progress, Completed, and Overdue (derived from the due date rather than set by you).

Priority values: High and Normal. High-priority rows are visually marked.

Completing an activity is the point of the module — mark it complete from the row or from its detail panel.

Views

Star a view to pin it to Favorites.

Filters

Columns

Use the columns control to choose which columns the table shows and in what order. Column header menus offer sort where the data supports it, plus AutoFit Column.

Bulk actions

Tick rows for the bulk bar:

Destructive actions confirm first; selection clears on page or filter change.

Quick view

Click a row to open the activity in a right panel: its details plus its related records. Edit in place and save; the panel stays open until the save completes.

Notifications and reminders

If Activity reminders are enabled in your notification preferences, you are notified when an activity needs completing. Turn this on or off in your avatar → Notifications.

Working the list well

• Start with My Overdue Activities. It is the view that tells you what is actually late.
• Link everything. An activity without a company or deal disappears from the record's history, which is where colleagues look.
• Use Calendar for the week ahead, Table for the backlog.
• Bulk update rather than clicking through rows when rescheduling a batch — the bulk bar exists for exactly that.

Asking Ida

Activities pages carry an Ida menu, and voice can filter this list directly ("show my overdue activities"). Useful questions:

• _"What's overdue on my accounts?"_
• _"Which of my companies have had no activity in 30 days?"_
• _"Summarize the last three activities on Northwind Traders."_

A Checklist is a repeatable process with a defined set of steps. Onboarding a new client, completing a KYC review, working through an implementation — anything where the steps are known in advance and someone needs to see how far along it is.

Checklists differ from Activities in that a checklist is one process with progress, while activities are individual pieces of work.

The Checklists page

Table and Calendar views, switched from the header.

Table — one row per checklist with a progress bar, status, priority, owner and due date.

Calendar — checklists laid out by date, for seeing what is due when.

Status

A progress bar on each row shows how many items are done, so you can see at a glance which checklists are stalled.

Views

Star a view to pin it to Favorites.

Creating a checklist

1. Click + Checklist.
2. A form opens in the right panel.
3. Name it, set the category, priority, due date, owner and assignee.
4. Link it to a company, contact or deal.
5. Save.

Note: Your organization defines checklist templates in Settings → Checklists. Creating from a template gives you the standard item list rather than an empty checklist — use templates for anything your team runs more than once.

Checklists against a company

A checklist can be attached to a company so it appears on that company's Checklists tab. This is the normal pattern for onboarding and review processes — the checklist lives with the client relationship, not in a private list.

Organization checklists have their own edit panel, and can involve contacts at the company and files attached to individual items.

Working through a checklist

Open the checklist to see its items. Each item row shows what needs doing and its current state.

For each item you can:

• Complete it using the action button on the row.
• Attach media or a file where the item requires evidence.
• Fill in a form where the item is a form step (see below).
• Reopen it if it was completed in error — this asks you to confirm.

Notes on a checklist live on its own Notes tab, so discussion about the process stays with the process.

Form steps

A checklist item can require a form to be filled in rather than just checked off. This is how structured data gets collected as part of a process — a risk questionnaire, a document checklist, a sign-off record.

Filling in a form

1. Open the form item.
2. Work through the fields. Field types include text, numbers, dates, single-select and multi-select picklists.
3. Required fields are enforced — you cannot submit with one empty, and the form tells you which.
4. Where the form requires a signature, a signature step captures it.
5. Submit.

After submission

A submitted form can be:

• Printed — for a physical file or to send to the client.
• Rejected — a reviewer can send it back with a reason. The submitter is notified by email and the item returns to incomplete so it can be corrected and resubmitted.

Note: Form templates are built by administrators in Settings → Checklists under form templates. Field types, validation and which fields are required are all set there.

Completing a checklist

When the last required item is done, use the mark complete flow. This is a short wizard rather than a single button, because completion often requires evidence:

1. Confirm the items are complete.
2. Upload any file the completion requires — Choose file then Upload.
3. Confirm.

The checklist moves to Completed and its progress bar fills.

Bulk actions

Tick rows for the bulk bar. Available actions depend on your permissions — checklists gate bulk actions on role permissions, so you may see fewer options than a colleague.

Every destructive or negative bulk action confirms before running.

Filters

Filter by status, priority, category, owner, assignee, due date, and the related company, contact or deal.

Client-facing checklists

Where your organization uses the Client Portal, checklists can be surfaced to the client. They log in, see what is outstanding, upload documents against items, and complete forms themselves — you see their progress in the same checklist you are looking at here.

This is the main reason to keep checklist item names client-readable: they may well be read by the client.

Asking Ida

Checklists pages carry an Ida menu. Useful questions:

• _"Which onboarding checklists are overdue?"_
• _"What's outstanding on the Northwind onboarding?"_
• _"Which checklists assigned to me have no activity this week?"_

Prospects searches the market outside your CRM. Where Accounts holds companies and people you already work with, Prospects finds new ones and lets you import them.

The second sidebar splits it into Companies, People, and Saved Searches.

Searching for companies

Open Prospects → Companies. The filter sidebar on the left is where you build the search.

Applied filters appear as chips above the results; remove one with its ✕.

Results show as rows. Expand a row for more detail without leaving the list, or open the full company detail view for everything the provider has.

Searching for people

Open Prospects → People. The filters are person-oriented:

Expand a row for the person's detail, including available contact methods.

Note: Keywords are available on people search only — company search has no keyword filter.

Saved searches

Once you have a search that works, save it.

1. Build the search.
2. Use Save search and give it a name.
3. It appears under Saved Searches in the second sidebar.

Open a saved search to re-run it with current data. This is how you keep a standing prospecting list — "manufacturers in our footprint over $50M" — without rebuilding the filters each time.

Importing a prospect into your CRM

Finding a prospect does nothing on its own. Importing creates the record in Accounts.

One at a time

Use the import action on the row (or in the detail view). A confirmation modal shows what will be created. Confirm and the company or person becomes a record in your CRM.

In bulk

1. Tick the rows you want.
2. The bulk toolbar appears.
3. Choose Import.
4. A review modal lists the selection. Rows already in your CRM are marked as imported so you do not create duplicates.
5. Confirm.

Note: Already-imported rows are flagged in the results list too, so you can see at a glance which prospects you have already brought in.

Exporting

Bulk Export produces a file of the selected companies or people, for use outside Identifee. Both company and people exports are available.

Export and import are separately permissioned — you may have one without the other.

Driving prospecting by voice

Voice can run a prospect search for you:

"Find companies in the healthcare industry in Texas with revenue between 50 and

100 million."

Ida applies the filters and runs the search. Ask it to review the results for import and it opens the bulk-import review popup with the not-yet-imported rows pre-selected. You still confirm the import with a click.

Voice only offers filters this screen offers — it will not invent a filter that is not here. See Talking to Ida.

Working prospects well

• Save the searches you repeat. Rebuilding a five-filter search weekly is wasted time.
• Import selectively. Importing everything a search returns fills your CRM with records nobody owns. Import what you intend to work.
• Set an owner and a next activity on import. An imported company with no owner and no activity is indistinguishable from noise a month later.
• Check the imported flag before a bulk import — the review modal shows it, and it is what keeps your CRM clean.

Permissions

Prospecting has separate modules for company search and people search, and separate permissions for import and export. If you can search but not import, or see People but not Companies, that is your organization's configuration.

Reports is the analytics area. It has two halves: a library of standard reports organized by category, and custom AI reports you generate by describing what you want.

Note: These are different from Engagement Reports, which are client-facing documents built on a single company. Reports here are internal analytics about your own activity and performance.

The Reports sidebar

The second sidebar lists categories, each expanding to its reports, plus your custom reports (both your own and ones shared with you).

Standard reports by category

Checklists

Pipelines

Activities

Learn

Usage & Adoption

Ida

Reading a report

Every report has the same layout, so once you know one you know them all.

Header

• Title and subtitle — what the report covers.
• Date range picker — presets (this month, last month, this quarter, and so on) plus Custom. With Custom, pick a start and an end date; the report only runs once both are chosen, so you never see a half-range result.
• Filters — report-specific dropdowns, for example owner, pipeline, team or checklist. Multi-select where it makes sense.
• ⋯ menu → Export Report.
• AI generate — hands the report's subject to Ida.

Body

• Stat cards — the headline numbers, each with an icon.
• Charts — colored with your organization's accent color, so they match your branding.
• Tables — with their own footer showing "X–Y of Z", page navigation and a rows-per-page selector.

States you may see

• "Choose a date range" — you selected Custom but have not picked both dates.
• "Couldn't load this report" — the report failed to load. Retry; if it persists, raise it with support.
• Skeleton placeholders — the report is loading. Changing the date or page keeps the previous data on screen rather than flashing empty, so the numbers do not disappear while you read them.

Exporting

⋯ → Export Report downloads the report's data. Exports are available on the standard reports and include the columns the report displays.

Sorting

Some report tables sort by column, some do not. Where a report is paginated on the server and the underlying data cannot be sorted, sorting is deliberately not offered — sorting only the page you can see would misrepresent the data. Where sorting is available, it applies across the whole result set.

Custom AI reports

If none of the standard reports answers your question, describe it and Ida builds one.

Generating a report

1. Click the AI generate control (available from the report header, or from the reports area).
2. Give the report a name.
3. Write the report prompt — what you want to know. For example: _"What's the average conversion rate of the deals funnel this year?"_
4. Send.

Ida works through visible stages: analyzing your request, gathering relevant data, building the report structure, generating insights, and finalizing. You see which stage it is on.

Refining it

The modal supports follow-up questions — if the first result is not quite what you meant, say so and it revises rather than starting from scratch.

If the tips panel is open, you can request fewer examples to reduce the guidance shown. There is also a prompt for when you did not get what you needed, so a poor result is a step in the conversation rather than a dead end.

Where custom reports live

Saved custom reports appear in the Reports sidebar under your own reports, and under shared reports if a colleague shared one with you.

Delete one with the ✕ on its sidebar entry. You are asked to confirm.

Writing a prompt that produces a useful report

• Name the metric. "Conversion rate from proposal to won" beats "how are we doing".
• Bound the period. "This fiscal year", "the last two quarters".
• Say how to break it down. "By owner", "by pipeline", "by month".
• Say what shape you want. "As a table", "as a trend chart".

Permissions

Report categories are separately permissioned. Reports appears in your sidebar if you have access to any category; within it you only see the categories you are entitled to. A colleague seeing more categories than you is a permissions difference, not a bug.

Learn is the training area. Rather than a library of recorded courses, it is built around conversation: you learn a topic by discussing it with Ida, and you practice by role-playing a real client conversation out loud.

Topic categories

The Learn page shows your organization's topic categories as cards, and the second sidebar lists them for quick navigation.

A category is a subject your organization wants its people to know — a product line, a compliance area, a sales methodology, a competitor. Which categories exist is set by your organization.

Open a category to work on that topic.

Learn chat

Inside a category, Learn chat is a conversation with Ida scoped to that topic. It answers from your organization's own training material, so the answers reflect how _your_ organization does things rather than generic best practice.

Use it to:

• Get up to speed on a product before a client call.
• Check a specific rule or threshold.
• Ask "how would I explain this to a client who asked X?".
• Work through a scenario you have not met before.

The panel has a header with view-mode options so you can change how much of the screen the conversation uses.

Role-play

Role-play is spoken practice. Ida plays a client and you have the conversation out loud, in real time.

Running a session

1. Open a category and choose role-play.
2. Click Start Role-Play.
3. Allow microphone access when your browser asks.
4. Speak. Ida responds as the client would.
5. Use Mute microphone / Unmute microphone to pause without ending the session.
6. The session ends when you end it, or when the scenario concludes — you will see Session ended.

If the connection fails, a Try again action appears.

Note: Role-play needs a working microphone and a reasonable connection. It is real-time audio, so a poor connection degrades it noticeably.

Getting value from it

• Do it before the real call, not after. The point is rehearsal.
• Play it straight. Answering as you actually would surfaces the gaps; answering as you wish you would does not.
• Repeat the hard ones. The same scenario twice is more useful than two different scenarios once.
• Check your results in Reports → Learn → Role-Play, which shows how sessions went per person.

Training context (administrators)

What Ida knows in Learn comes from the training context your organization configures. If you have the permission, you will find a settings control on the Learn surface with these tabs:

Documents added here show in a list where you can review and remove them.

Writing good instructions

The instructions tab is what makes role-play realistic. Compare:

_Weak:_ "Act like a client."

_Better:_ "You are the finance director of a $200M manufacturer. You are sceptical

about switching banks, you care about implementation effort more than price, and you

will push back if the user talks about features rather than outcomes. Do not accept

a vague answer — ask for specifics."

The second produces practice worth having.

Resetting context

There is a reset action for the learning context, for when the material has changed substantially and you want to clear what was there rather than adding to it.

Usage tracking

Learn tracks engagement so managers can see uptake. That data surfaces in Reports → Learn:

• Overview — engagement across the organization.
• Role-Play — per-user session results.
• Topic Categories — which topics people actually use.

Permissions

Learn is a single module. If it is not in your sidebar, it is not enabled for your account. Training-context configuration is separately permissioned from using Learn — most users can learn but not edit the material.

The Client Portal is the external-facing side of Identifee. Your clients log in to it directly to see what is outstanding, upload documents, read reports you have produced for them, and message you.

It is a separate, simplified interface — a client sees only their own material, never your CRM.

Note: This guide covers both sides: what your client sees, and how you as an internal user work with portal content.

What a client sees

Signing in

Clients go to the portal login page (/clientportal/login) and sign in with the credentials you invited them with.

Portal sessions expire. When one is close to expiring, the client sees a session expiry prompt rather than silently losing their work.

The portal sidebar

Depending on configuration, they may also reach Checklists and Reports directly.

Home

The landing page shows what is outstanding, with the relevant checklists and reports surfaced. There is a second sidebar for navigating between items.

The client also sees an owner card — who at your organization looks after them, with contact details. This matters: it means a confused client contacts the right person instead of a generic inbox.

Checklists

The client sees checklists you have shared with them, and can act on them:

1. Open a checklist to see its items.
2. Complete items they are responsible for.
3. Upload documents against items that require them.
4. Fill in and submit forms.

Their progress appears in the same checklist you see internally — see Checklists & Forms.

Note: Because clients read these item names, write them in plain client-facing language. "Provide last 3 months of bank statements" works; "Req. stmts per KYC step 4b" does not.

Reports

Reports you have published to the portal appear here, rendered in the browser rather than as an attachment to download. Engagement reports built in Engagement Reports can be surfaced this way.

This is often better than emailing a PDF: the client always has the current version, and you can see that they have it.

Files

A shared document space. Clients see files you have shared and files they have uploaded, with the uploader's avatar shown on each so it is clear who added what.

Messages

A conversation thread with your team. Clients post a message and your team replies; each message can carry replies, so a thread stays coherent rather than becoming a flat list.

Use this instead of email for anything document-related — it keeps the conversation next to the documents it is about.

Contact support

Clients have a support contact action in the portal, so they can raise an issue without needing to know who to email.

Working with the portal as an internal user

Sharing a checklist with a client

Attach the checklist to the client's company and enable portal visibility. The client sees it on their next sign-in. Their completions and uploads flow back into the checklist you see in Checklists — you do not need to re-enter anything.

Publishing a report

Build the report on the company's Engagement tab, then publish it to the portal rather than (or as well as) exporting a PDF.

Responding to messages

Portal conversations reach you through your normal notifications, if Comments & notes notifications are enabled for you. Reply from the record.

What clients cannot see

Clients see only material explicitly shared with them for their own organization. They have no access to your CRM, your pipeline, other clients, internal notes, or your reports about them that you have not published.

Good practice

• Keep item names client-readable. They are read by the client.
• Publish reports rather than emailing PDFs, so the client always has the current version.
• Reply in the portal, not by email, so the thread stays with the documents.
• Check the owner card is right. A stale owner sends a confused client to someone who has left.
• Do not put internal commentary in a portal-visible note. Assume the client reads everything they can reach.

Settings is where your organization is configured. Most items require an administrator role; two are restricted to the tenant owner only.

Reach it from the sidebar's settings icon. The second sidebar lists the pages you have access to.

Users and Controls

Manage who has access and what they can do.

Users

A table of every user with their status, role and team. From here you can invite a user, edit one, or use bulk actions:

Note: Suspend and Delete both confirm before running. Suspending keeps the account and its history; deleting does not.

Use the status filter to show only active, suspended or invited users.

Profiles (roles and permissions)

A profile is a named set of permissions. Rather than granting permissions per user, you assign a profile.

Permissions are expressed as collection + action — for example deals + view, or contacts + create. Every module and sub-feature has its own permission, which is why users can legitimately see very different sidebars.

Assign a profile when you invite a user, change it later on the user record, or move many users at once with the bulk Change profile action.

Teams

Group users into teams. Teams drive team-based reporting and can be used for ownership and visibility.

Compliance

Compliance-related user controls, where enabled for your organization.

Organization

Your organization's identity across the product, and across everything it exports.

Note: Because report exports draw their branding from here, changing the logo or accent color changes every future PDF and PowerPoint — you do not restyle reports individually.

Fields

Two tabs: Module fields and Pipeline fields. Which you see depends on your permissions.

Each tab shows a card per module (or per pipeline). From a card you can:

• Edit the module name — rename "Companies" to "Institutions", "Deals" to "Opportunities", and so on. The new name is used throughout the product, including in notification text.
• Customize fields — add, edit, reorder, show and hide fields.
• Quick create fields — choose which fields appear on the compact create form, so adding a record stays fast.
• Default access levels — set the default visibility for the module's records.

Adding a custom field

1. Open the module's customize panel.
2. Add a field.
3. Choose its type — text, number, date, picklist, multi-select picklist, and others.
4. For a picklist, define the options.
5. Mark it required if it must always be filled.
6. Save.

The field appears on that module's create and edit forms, and can be added as a column on its list.

Duplicate fields

If duplicate fields are detected, a fix duplicates dialog appears explaining the conflict. Resolve it there rather than working around it — duplicates cause confusing behavior on forms and imports.

Note: Renaming a module or adding a required field changes what every user sees immediately. Coordinate the change; do not do it mid-quarter without telling people.

Checklists

Templates for Checklists & Forms.

• Checklist templates — the standard item list for a process, so every run is the same.
• Form templates — the forms a checklist item can require, with their fields, types, validation and required flags.

Build the template once here; users create from it rather than assembling items by hand.

Stages

Pipelines and their stages, for Pipelines & Deals.

Pipelines and stages

Each pipeline is shown as a column of stages. Add a pipeline, rename one, delete one (with confirmation), and add or reorder stages within it.

Deleting a pipeline is significant — it has deals in it. The delete dialog says what will happen; read it.

Transition rules

Where enabled, you can define what a deal must satisfy before it moves stage:

• Mandates — conditions that must be met to advance, such as required fields being populated or a checklist being complete.
• Closure restrictions — conditions for marking a deal won or lost.

Users hitting a rule see a dialog naming what is missing. Where permitted, a user with the override permission can bypass a closure restriction, with confirmation.

Note: Rules are a policy tool. Set them for things that genuinely must be true — over-strict rules get overridden routinely, which teaches people to ignore them.

Templates

Pipeline templates can be created from here as well as from the Pipelines area. See Pipelines → Templates.

Automation

Two tabs, each separately permissioned:

• Workflows — automations that run on defined triggers.
• Stage automations — automations tied to deals moving between stages, for example creating an activity when a deal reaches proposal.

You see only the tabs you are entitled to. If neither is enabled, the page is not reachable.

Notifications

Organization-level notification configuration. Each category has a toggle and a description:

Note: Category labels use your organization's own module names — if you renamed Deals to Opportunities, this page says "Opportunity updates".

Individual users set their own preferences in their avatar → Notifications.

Integrations

Connect external data providers and applications. Each shows as a card with its status — Active or Setup — and a configuration action.

Integrations available include:

Cards showing Setup are available but not yet configured. Cards showing Active are live.

Note: Integrations underpin features elsewhere. Prospecting search quality depends on the data provider; company enrichment depends on the enrichment providers; report auto-population depends on the core-data connection.

Chatbot

Configuration for the public-facing chatbot, in two tabs:

• Customize look — appearance and branding of the chat widget.
• Content settings — what the chatbot knows and how it should respond.

Products

Your product catalog. Products defined here are what users attach to deals on the deal Products tab.

Add, edit and delete products. Bulk Delete is available with confirmation.

Keep this current — a stale catalog means product-level reporting (Reports → Product Sales Snapshot) is misleading.

API Keys

Owner only, and only when API access is enabled for your organization.

A table of your API clients showing Name, Client ID, Status, Created and Last Used. If you have none, the page says _No API keys yet_.

Create a key for a system that needs programmatic access.

Note: Treat a key like a password. The Last Used column is your check that a key is still needed — revoke anything that has not been used.

Audit Log

Owner only. A record of changes made in your organization — who changed what, and when.

Use it to answer "who changed this field?" and "when did this record's owner change?".

Bulk import

Bulk imports live under settings:

The flow is: upload your file, map its columns to Identifee fields, review, then run.

Note: Import before you customize, not after. Adding required custom fields after an import leaves imported records failing validation on their next edit.

This guide documents how Identifee works alongside your Q2 digital banking platform: what Identifee is, who inside your institution uses it, what data moves between the two systems and in which direction, how that data is stored and protected, how the integration is set up, and how to get help. It is written for the people who evaluate, approve, and operate the integration — digital banking teams, IT and information security, vendor management, and the business lines that use Identifee day to day.

What Identifee is and who uses it

Identifee is a back-office platform for your staff — a CRM and engagement workspace used by relationship managers, treasury and commercial teams, branch and retail staff, marketing, and leadership. It brings account, relationship, and activity data into one place so your people can see the full picture of a relationship without moving between systems.

Your account holders never see or use Identifee. It is not a member- or customer-facing application. It does not appear inside online banking or your mobile app, it is not linked from them, and account holders are never asked to create an Identifee login. Nothing about the account holder's digital banking experience changes when your institution adopts Identifee.

Because Identifee sits behind your institution's walls, the questions that usually accompany a digital banking change — member communication, UI review, accessibility testing of a member-facing screen, app store releases — do not apply here. The integration is an internal data and staff-tooling project.

How it works with your Q2 data

Identifee reads your Q2 data through EVE (Q2's data and analytics environment) and/or Q2's APIs, stores the results inside Identifee, and presents them to your staff in the Identifee application. The connection is read-only: Identifee consumes data from Q2 and never writes anything back to Q2.

1. Read from Q2. Identifee pulls the agreed data sets from EVE and/or the Q2 APIs using credentials your institution issues. Read scope only — no write, update, or delete permissions are requested or used.
2. Store in Identifee. The data lands in your institution's dedicated Identifee tenant, where it is combined with the other sources you have connected and organized into relationships, accounts, and activity.
3. Staff sign in separately. Your staff log in to Identifee with their own Identifee credentials or through your identity provider. They do not sign in through Q2, and Q2 logins are not used to access Identifee.

What this means in practice

• One direction only. Data flows Q2 → Identifee. No balances, profiles, alerts, entitlements, or messages are created or changed in Q2 by Identifee.
• No change to online banking. Because Identifee only reads, the account holder experience in Q2 is untouched, and Identifee cannot affect an account holder's session or entitlements.
• Identifee is a copy, not the system of record. Q2 remains the system of record for digital banking data. Identifee holds a working copy for staff analysis and engagement.
• Separate access. Identifee access is provisioned and revoked by your institution independently of Q2 access.

Data refresh

Identifee refreshes its copy of your Q2 data on a recurring schedule agreed with your team during onboarding and recorded in your integration runbook. Every record in Identifee carries the timestamp of the refresh it came from, so staff can always see how current the data is. If a refresh does not complete, the previous data remains in place and is not silently discarded — see Support and escalation for what to do when data looks stale.

Note: Scope is agreed before anything is connected. The exact data sets, fields, and date ranges Identifee reads are documented and approved with your team during setup. Identifee reads only what is in that agreed scope.

Data handling and security

Identifee is built for institutions that are examined. The controls below apply to the data Identifee reads from Q2 and to everything else stored in your tenant.

Credentials and connection security

• Q2/EVE credentials are issued by your institution, held in an encrypted secret store, and never written into application code, tickets, or email.
• Credentials are scoped to read-only access to the agreed data sets — nothing broader.
• Your institution can rotate or revoke the credentials at any time; revocation stops the data feed immediately and affects nothing else in Identifee.
• Where your policy requires it, connections can be restricted to allow-listed source addresses.

Sensitive data

The data set is scoped so Identifee receives what staff need to serve relationships and no more. If your policy requires certain fields to be excluded, masked, or truncated before they leave Q2, that is defined during scoping and enforced in the feed configuration.

Setup and admin

There are two separate pieces of setup, and they can run in parallel: establishing the data feed with your IT team, and provisioning staff access to Identifee.

Establishing the EVE / API data feed

1. Scoping. Identifee and your digital banking and IT teams agree which Q2 data sets and fields are in scope, the refresh cadence, and any exclusions. The result is written down and approved before any connection is made.
2. Credentials. Your institution creates a dedicated, read-only service account or API credential for Identifee in EVE and/or the Q2 APIs. Where Q2's own process requires it, your Q2 relationship team enables the access on their side.
3. Secure handoff. Credentials and endpoints are shared through a secure channel — never plain email — and stored encrypted.
4. Connection test. Identifee runs a first pull against a limited data set and validates record counts, field mapping, and formats with your team.
5. Validation. Your team reviews a sample in Identifee against Q2 to confirm the data is complete and correct.
6. Go live. The scheduled refresh is enabled, monitoring is turned on, and the integration runbook — scope, cadence, contacts, escalation path — is handed to your team.

Checklist: What your IT team needs to provide — a read-only EVE and/or Q2 API credential scoped to the agreed data, the endpoints to connect to, any network allow-listing your policy requires, and a named technical contact for the data feed.

Provisioning staff access

• Administrators. Your institution names its own Identifee administrators. They add and remove users, assign roles, and set what each role can see — no ticket to Identifee required.
• Roles and permissions. Access is role-based; permissions can be scoped by team, portfolio, or record so staff see only the relationships they are responsible for.
• Single sign-on. Identifee supports SSO/SAML against your identity provider, so Identifee access follows your existing joiner-mover-leaver process.
• Offboarding. Removing a user in your identity provider (or in Identifee, if SSO is not used) revokes access immediately. Q2 access and Identifee access are managed separately, so removing one does not remove the other — offboarding checklists should include both.

Ongoing administration

Administrators can review who has access and what they can see at any time. Changes to the data feed's scope or cadence go through the same review as the original scoping, so the documented scope and the running configuration never drift apart. Day-to-day user management is covered in Settings.

Support and escalation

Identifee supports this integration on a white-glove model: your institution has a named customer success manager and a named technical contact who know your configuration, rather than an anonymous queue. Onboarding, training, data-feed changes, and troubleshooting all run through the same people.

Who to contact

• Your staff raise issues with your institution's Identifee administrators first — most questions are about access or permissions, which your administrators control.
• Your administrators contact your Identifee customer success manager for anything they cannot resolve, including data questions and feature requests.
• Your IT team contacts your named Identifee technical contact directly for data-feed and connectivity issues.
• If you do not have those contacts to hand, reach us through the contact form and we will route you to your named team.

Support hours and response targets

Support is available during U.S. business hours, with escalation coverage for urgent issues. The specific hours and response targets that apply to your institution are set out in your service agreement and repeated in your integration runbook.

If the data feed breaks

Identifee monitors each scheduled pull. If a refresh fails, we are alerted, and your named technical contact reaches out with what failed and what is being done. You do not have to detect the outage for us to start working on it. A failed refresh does not remove data already in Identifee — staff keep working with the last successful pull.

What we ask from your side when a feed issue is raised:

• Confirm whether anything changed on the Q2 side — credential rotation, entitlement changes, an EVE or API upgrade, or a network or firewall change.
• Tell us when the data was last known to be correct.
• Give us a technical contact who can check the credential and connectivity with us.

If the data looks stale or wrong

1. Check the “last refreshed” timestamp on the record or view in question — the data may simply be from the last scheduled pull rather than live.
2. Compare a single record against Q2 to establish whether the issue is a stale refresh or a mapping problem.
3. Report it to your administrator with the record, the field, what Identifee shows, and what Q2 shows.
4. Your administrator escalates to your Identifee contact, who confirms whether the last refresh completed and, if the data is a mapping issue, corrects the mapping and re-runs the pull.

Note: Escalation never depends on one person. If your named contact is unavailable, your customer success manager escalates internally at Identifee — including to engineering — until the issue is resolved.

Frequently asked questions

Do our members or account holders ever see or use Identifee?

No. Identifee is a back-office platform used only by your staff. It does not appear inside online or mobile banking, account holders are never asked to log in to it, and their digital banking experience does not change in any way.

Does Identifee write anything back to Q2?

No. The integration is read-only. Identifee reads the agreed data from EVE and/or the Q2 APIs and stores it in Identifee. It does not create, update, or delete anything in Q2, and the credentials it uses are scoped so that it cannot.

How does Identifee connect to Q2 — EVE, the APIs, or both?

Either or both, depending on what your institution has enabled and which data sets are in scope. EVE is typically used for bulk analytical data; the Q2 APIs are used where a direct call is the better fit. The choice is made with your team during scoping and recorded in your integration runbook.

How often does the data refresh?

On a recurring schedule agreed during onboarding and documented in your runbook. Identifee holds a copy of your Q2 data rather than querying Q2 live, so every view shows the data as of the last successful refresh, with that timestamp visible to staff.

Where is our data stored, and is it encrypted?

In a secure cloud environment in the United States, in a tenant dedicated to your institution. Data is encrypted in transit and at rest, and access is controlled by role with audit logging.

Is our data shared with third-party LLMs or used to train AI models?

No. Your data is not shared with third-party LLM providers and is not used to train third-party models. AI features run within the Identifee environment against the data you have approved.

Is Identifee SOC 2 certified, and can we get the report?

Identifee is SOC 2 Type II certified. The current report is available to your vendor management team under NDA, along with completed SIG or CAIQ questionnaires and other third-party risk documentation on request.

What happens to our data if we terminate?

Your data is deleted from the Identifee environment, including backups, within the window set out in your agreement. Written confirmation of deletion is provided on request. Because the feed is read-only, nothing has to be unwound in Q2 — revoking the credential ends the data flow.

How do staff get access, and how do we remove someone?

Your own Identifee administrators add users, assign roles, and remove access — no ticket to Identifee required. With SSO/SAML enabled, Identifee follows your identity provider, so your existing joiner-mover-leaver process covers it. Note that Q2 access and Identifee access are separate: removing one does not remove the other, so include both in offboarding checklists.

Can Identifee affect online banking performance or availability?

The integration is a scheduled, read-only data pull, sized and timed with your team so it does not interfere with account-holder activity. Identifee holds no role in authenticating or serving account holders, so it is not in the path of an online banking session.

Can we limit which fields Identifee receives?

Yes. The data set is agreed field by field during scoping. Fields your policy requires to be excluded, masked, or truncated are configured that way in the feed, and any later change to scope goes through the same review and approval.

What do we do if the data feed breaks or the data looks stale?

Identifee monitors every scheduled pull and reaches out if one fails, so you are not expected to catch it first. If staff see data that looks stale or wrong, check the “last refreshed” timestamp, compare one record against Q2, then report it to your Identifee administrator, who escalates to your named Identifee contact. Full steps are in Support and escalation.

How long does the integration take to set up?

The pacing is usually set by your side — how quickly the Q2 credential can be issued and the data scope approved. Once Identifee has read access, the connection test, validation, and go-live steps are short. Your customer success manager will give you a schedule for your institution during onboarding.

Who do we contact with a question about this integration?

Your institution has a named Identifee customer success manager and a named technical contact for the data feed. If you do not have those details to hand, use the contact form and we will route you to your team.

Identifee holds commercial banking relationships, client statements and account data, so who can see what is a core part of how the product works rather than a setting bolted on afterwards.

This guide explains the controls you can see and operate. It is written for two audiences: users who need to understand what is visible to whom, and administrators accountable for configuring it.

How access is decided

Every request in Identifee is evaluated against three access levels. Which one applies to you is a property of your account, not something you choose:

Access is granted through permission profiles assigned to users rather than per-user settings — role-based access control, in the usual terminology — so granting and revoking happens in one place per role.

On top of the access level, two further checks run on every action:

1. Module gating — the feature must be enabled for your organization's plan.
2. Permission gating — your permission profile must grant the specific action on the specific record type. Permissions are expressed as a collection plus an action, for example deals + view, or contacts + create.

Because all three combine, two colleagues in the same organization can legitimately see very different products. That is the design, not a fault. See FAQ → I can't see a feature described in this guide.

Note: Authorization is enforced on the server for every request. Hiding a menu item is a convenience, not the control — typing a URL you have no permission for redirects you rather than showing the page.

Separation between organizations

Identifee is multi-tenant, and the separation between organizations is commonly called tenant isolation. Every data query carries your organization's identifier as a mandatory filter, so records belonging to another organization are not reachable from your account by any route in the product — including through Ida, search, exports, or the API.

Guest access is narrower still: a guest is pinned to one company and sees only that company's material.

What Ida can and cannot see

Ida runs inside your permissions. This matters more than any other single fact about it:

• Ida cannot show you a record your permissions exclude, and rephrasing the question does not change that.
• Two people asking Ida the same question can correctly receive different answers, because their access differs.
• Answers drawn from documents cite their source, so you can confirm where a figure came from.

Actions that write data

Ida asks before it writes. When a request would create, change or delete something, an approval step appears and nothing is written until you accept it.

Deletion by voice always requires a click. If you ask Ida to delete a record in a voice session, it opens a confirmation dialog and stops. It cannot complete a deletion on your voice alone — see Talking to Ida.

Protection against manipulated input

User input to the assistant is screened for prompt-injection attempts — instructions hidden in a message or a document that try to override how the assistant behaves or extract its instructions — before it reaches the model.

This is a mitigation, not a guarantee. Ordinary care still applies: treat content that arrives from outside your organization as untrusted, and do not act on an instruction that appears inside a client document simply because the assistant surfaced it.

Content from third parties

Where the assistant surfaces material originating outside Identifee, it is labeled as third-party content and carries the provider's own terms. Check the source before relying on it in client-facing work.

Signing in

Single sign-on

Where your organization uses SSO, authentication happens at your own identity provider. Identifee never receives your directory password, and your organization keeps control of account lifecycle, session policy, and any multi-factor requirement.

Note: If your organization requires multi-factor authentication, it is enforced by your identity provider during SSO. Configure it there, not in Identifee.

Passwords

Where password sign-in is used, the requirements are enforced from a single policy and shown as a live checklist while you type, on every form that sets or changes a password. See Getting Started.

Sessions

Sessions expire. Client portal users are warned before expiry rather than losing work silently. On a shared or public computer, sign out rather than closing the tab.

What gets recorded

Your organization's audit log

Settings → Audit Log, visible to the tenant owner, records changes made within your organization — what changed, who changed it, and when. Use it to answer "who changed this field?" or "when did the owner of this record change?".

Note: Audit writes never block the action that caused them. An audit record is a record of what happened, so its absence is not a permission control — the permission checks above are.

The client portal boundary

The Client Portal is the one place where people outside your organization sign in. The boundary is strict:

• Portal users see only material explicitly published to them, for their own company.
• They have no access to your CRM, your pipeline, other clients, internal notes, or unpublished reports about themselves.
• Portal accounts are separate from staff accounts and sign in at a separate address.

Note: Assume a portal user reads everything they can reach. Do not put internal commentary in a note, file name, or checklist item that is portal-visible.

API keys

API keys are restricted to the tenant owner and only appear where programmatic access is enabled for your organization. See Settings → API Keys.

Treat a key as a credential:

• Issue one key per consuming system — least privilege in practice — so a key can be revoked without collateral damage.
• Never paste a key into a chat message, a document, a ticket, or a Project source.
• Use the Last Used column to find keys nothing depends on, and revoke them.
• Revoke and reissue immediately if a key may have been exposed.

Connectors and external services

Connectors let the assistant read from systems outside Identifee, and integrations bring external data in.

Both extend where your data travels, so both are administrator decisions rather than individual ones:

• Connect only services your organization has approved.
• Review what a connector is granted at the point of authorizing it.
• Remove connectors that are no longer used.

Handling client data well

The controls above are only half of it. In practice most exposure comes from ordinary working habits:

• Upload to the right place. A statement attached to a single chat message is scoped to that conversation; one added to a Project is available to every conversation in that project, and to anyone the project is shared with. Check which you intend before uploading.
• Check the audience before sharing. Sharing a project shares its sources. Sharing a conversation shares what it contains.
• Mind exports. A downloaded PDF, deck or spreadsheet leaves Identifee's access controls behind entirely and becomes a file on a device.
• Publish to the portal instead of emailing where you can. The client always has the current version and you can see what they hold.
• Write portal-visible text for the client's eyes — item names, file names and notes included.
• Report anything that looks wrong. If you can see a record you believe you should not, raise it immediately through Help → Contact Support rather than exploring further.

For administrators

A short recurring review keeps configuration honest:

Note: Changing a permission profile takes effect for those users on their next page load, and removing a module hides the feature without deleting the data behind it.

Reporting a security concern

If you believe you have found a security problem — data visible that should not be, an account behaving as the wrong user, or anything that looks like a breach — report it immediately and do not investigate further yourself.

Use Help → Contact Support in the header, and say clearly that the report is security-related so it is routed accordingly. Include what you saw, the page you were on, and the time.

Your organization's own assurances

This guide covers controls visible in the product. Questions about certifications, where data is hosted, how long it is retained, encryption, subprocessors, breach notification, and contractual data-protection terms are answered by Identifee's security documentation and your agreement — not by this guide, because the answers belong to your contract rather than to the interface.

Ask your Identifee account contact for the current security documentation pack if you need it for a due-diligence or vendor-review process.

Access and visibility

I can't see a feature described in this guide

Almost always permissions rather than a fault. Three things gate every feature:

1. Your organization's plan — the module may not be enabled for your tenant.
2. Your profile — your permission set may exclude it.
3. Your account type — some pages are tenant-owner only.

Ask your Identifee administrator to check the module and your profile. Note that API Keys and Audit Log in Settings are owner-only by design.

A colleague sees more than I do

Expected. Sidebars differ per user because permissions are granular — per module and per action. Compare profiles with your administrator if the difference looks wrong.

The names in the product don't match this guide

Your administrator has renamed modules or fields in Settings → Fields. "Companies" may be "Institutions", "Deals" may be "Opportunities". The behavior is the same.

I typed a URL and got redirected

Permission guards redirect rather than showing a broken page. If you have no access to the target, you land on a page you do have access to. This also means a bookmark can stop working after a permission change.

Ida won't show me a record I know exists

Ida is scoped to your permissions. It cannot show you what you are not allowed to see, and asking differently will not change that. If you should have access, that is a permissions fix.

Signing in

"Invalid email or password"

The message deliberately does not say which was wrong. Check the email for typos, then use Forgot password. If your organization uses SSO, use the SSO button — your Identifee password may not be set at all.

The reset email never arrived

Check spam. Then confirm with your administrator that the email on your account is the one you are checking.

Single sign-on failed

The page shows _Could not start single sign-on. Please try again._ Retry once. If it persists, your identity provider or the SSO configuration is the problem — raise it with your administrator, not with a password reset.

I was signed out mid-task

Sessions expire. Sign in again; where possible your unsent message-box content is preserved.

The assistant

Ida's answer looks wrong

Check its sources — the citations under the reply. If a source is stale or the wrong document, the answer will be too. For project-based work, review the project's sources.

Ida can't find a document I uploaded

Confirm where you uploaded it. A file attached to a single message is available to that conversation; a file added to a Project is available to every conversation in that project. For repeated use, put it in the project.

I can't attach a file

The limit is 5 files per message. Remove one first. File attachment can also be disabled for your organization.

Web search returns nothing useful

Confirm the Web search toggle is actually on — it shows as a chip beside the message box when active. Web search can also be disabled for your organization.

A tool is waiting for my approval

Actions that write data need your explicit go-ahead. Read the approval card and allow or decline. Nothing is written until you allow it.

Voice

There's no microphone button

Voice is not enabled for your organization.

Voice can't hear me

Your browser needs microphone permission. If you declined it, re-grant it in the browser's site settings for Identifee, then start a new session. Also check you are not muted in the voice control bar.

Voice took me to a list but didn't filter it

Deliberate. Where a list cannot faithfully express the filter you asked for, Ida navigates without filtering rather than applying something approximate. Apply the filter manually.

Voice won't delete something

By design. Deletion always requires a click on the confirmation dialog. Ida cannot complete a deletion on voice alone.

Voice cuts out on my iPhone

iOS requires the app in the foreground for audio. Switching apps interrupts the session. Keep Identifee on screen.

Records and lists

My filter returned nothing

Check the chips above the list — filters combine, so several narrow ones can exclude everything. Use Clear all and reapply one at a time.

A bulk action didn't affect all the rows I picked

Selection clears when you change page or filter, so a bulk action can never reach rows that scrolled away. Reselect on the current page.

Bulk Change stage/pipeline also respects transition rules — deals that cannot legally move are reported back rather than moved.

I can't move a deal to the next stage

A stage transition rule is blocking it. The dialog names what is missing — usually required fields for that stage, or an incomplete mandated checklist. Fill those in. For closures, a user with the override permission can bypass the restriction with confirmation. Rules are configured in Settings → Stages.

Enrichment overwrote data — can I undo it?

Enrichment cannot write without your approval: it always shows a review modal listing each proposed change first. If a wrong value was accepted, correct the field directly. Use High probability only to restrict future enrichment to confident matches.

A required field appeared and now I can't save an old record

An administrator added a required custom field. Fill it in, or ask them to make it optional. This is why field changes should be coordinated.

Reports

A report says "Choose a date range"

You selected Custom but have not picked both a start and an end date. Reports deliberately do not run on a half-range.

A report says "Couldn't load this report"

Retry. If it persists, raise it with support with the report name and the date range you used.

A report table won't let me sort

Where a report is paginated on the server and the underlying data cannot be sorted, sorting is not offered — sorting only the visible page would misrepresent the data. Export the report and sort in a spreadsheet, or narrow the date range so the whole result set fits.

My custom AI report isn't what I asked for

Use the follow-up question in the generate modal rather than starting again. Then tighten the prompt: name the metric, bound the period, say how to break it down, and say what shape you want. See Writing a prompt that produces a useful report.

Engagement reports

My statement won't parse

Supported formats are handled server-side and expanded without a product release, so you cannot tell from the interface whether yours is covered. Raise it with support with the file rather than assuming it is unsupported. In the meantime, enter the figures manually.

The report is empty

_Enter data to generate [type] report_ means the report exists but has no inputs. Add data by upload, core data, or manual entry.

My export has the wrong logo or colors

Report branding comes from Settings → Organization, not from the report. Fix it once there and every future export follows.

I can see the Engagement tab but not the report I want

Each report type is separately licensed. Ask your administrator to enable that specific report module.

Checklists and forms

I can't submit a form

A required field is empty. The form names which. Signature steps must also be completed.

A form came back rejected

A reviewer sent it back with a reason and the item returned to incomplete. Read the reason, correct the submission, resubmit.

I completed an item by mistake

Use the reopen action on the item and confirm.

Client portal

My client can't sign in

Confirm they are using the portal login page (/clientportal/login) and not the main application login — they are different. Then confirm their portal account exists and is active.

My client can't see a report or checklist

It has not been shared to the portal. Clients see only what is explicitly published to them for their own organization.

Performance and display

A page is showing gray placeholder blocks

Skeleton loaders — the data is loading. Reports keep previous data on screen while refreshing rather than blanking, so numbers do not vanish while you read them.

A dialog appears behind a side panel

A display fault. Report it with the page and the panel you had open.

The mobile app is missing something I use on desktop

Some desktop-only surfaces are intentionally hidden in the installed mobile app to keep it focused. Use a browser on desktop for those.

Getting help

1. Help Videos — header ? → Help Videos. Your organization may publish its own.
2. What's new — header ? → release notes.
3. Contact Support — header ? → Contact Support. Your details are filled in; describe the problem and submit.

When raising a ticket, include: the page you were on, what you expected, what happened, and the exact text of any error. For a report problem, include the report name and the date range.

Terms as Identifee uses them. Where a word has a different everyday meaning, the distinction is called out.

A

Account — A company record in the CRM. "Accounts" is also the name of the module holding companies and contacts. Not a login: your login is a user.

Activity — A task, call or event. The unit of work you complete. See Activities.

Assignment — Work assigned to a user; has its own notification category.

Audit Log — The tenant-level record of who changed what, visible to the organization owner.

B

Beta UI mode — A per-tenant setting controlling whether users are on the classic interface, can switch, or are on the new interface only. Values: off, optional, forced.

C

Canvas — Ida's document workspace: Docs, Sheets, Slides and Whiteboard. Produces a real document rather than a chat reply. See Canvas.

Capability — An ability enabled for your organization as a whole — API access, core data, beta UI mode, and whether a report type can be auto-populated. Distinct from a module, which grants a feature.

Checklist — A repeatable process with defined steps and progress. Distinct from an activity, which is one piece of work. See Checklists.

Client Portal — The external interface your clients log in to. See Client Portal.

Closure restriction — A rule a deal must satisfy before it can be marked won or lost.

Collection — The object a permission applies to, such as deals or contacts. Permissions are expressed as collection plus action.

Composite account — In Account Structure reporting, a grouping of accounts treated as one.

Connector — An external app connected so Ida can read from it. Marked Beta.

Contact — A person record in the CRM.

Core data — A tenant capability connecting Identifee to a data warehouse so report inputs populate automatically instead of being uploaded or typed.

D

Deal — An opportunity moving through a pipeline's stages. Your organization may have renamed this.

Draft (skill) — An admin-managed skill still being worked on and invisible to users, before it is published.

E

Engagement report — A client-facing analysis built on one company: Treasury, Working Capital, Fraud, Merchant Services, Account Structure, Commercial Card. Distinct from Reports, which are internal analytics. See Engagement Reports.

Enrichment — Filling in missing company data from external providers. Always requires your review before anything is written.

F

Field — A piece of data on a record. Administrators add custom fields and rename modules in Settings → Fields.

Form — A structured data-capture step inside a checklist item. Built from a form template.

Funds Flow — In Account Structure reporting, the account hierarchy showing how money moves between accounts.

G

Global search — Cmd+K (or /). Searches records, pages, actions and settings from anywhere.

H

History — Your past Ida conversations, under Home → History.

I

Ida — The AI assistant at the center of Identifee. See Ida.

Ida panel — The side panel that answers questions about the page you are currently viewing, without navigating away.

K

Knowledge — The internal name for what the interface calls Projects. You will see "knowledge" in URLs (/knowledge) and in admin content management; the user-facing label is Projects.

L

Learn — The training module: topic categories, learning chat and spoken role-play. See Learn.

M

Mandate — A condition a deal must satisfy to advance a stage.

Module — A licensable feature area. Modules determine what appears in a tenant's sidebar. Distinct from a capability.

N

NAICS code — The North American Industry Classification System code on a company record, used in engagement reports and prospect filtering.

O

Owner (record) — The user responsible for a record.

Owner (tenant) — The senior administrator of an organization. Sees API Keys and Audit Log, which other admins do not.

P

Pipeline — A named set of stages deals move through. An organization can have several.

Point and edit — Selecting part of a canvas and annotating it so Ida edits exactly that passage.

Premium project — A pre-built content pack from Identifee or your organization, rather than files you uploaded. May require requesting access.

Profile — A named set of permissions assigned to users. The unit of access control.

Project — A container holding sources, instructions and conversations for one body of work. Called knowledge internally. See Projects.

Prospect — A company or person found through market search, not yet in your CRM. Becomes an account or contact when imported. See Prospects.

PWA — Progressive Web App. Identifee installed as an app with its own window and icon.

R

Role-play — Spoken practice in Learn, where Ida plays a client and you have the conversation out loud.

S

Saved search — A prospecting search you named and kept, so you can re-run it against current data.

Skill — A saved, reusable prompt. Run it with / in the message box. See Skills.

SSO — Single sign-on. Signing in through your company identity provider instead of an Identifee password.

Stage — A step in a pipeline.

Stage automation — An automation triggered by a deal moving between stages.

Stage history — The record of every stage change on a deal, with dates and who made them.

Standalone account — In Account Structure reporting, an account with no ZBA or composite relationship.

T

Task (Ida) — A prompt that runs on a schedule unattended. See Tasks.

Task (Activity) — A piece of work to complete, one of the three activity types. The two meanings are genuinely different features — check which is meant.

Team — A group of users, used for reporting and ownership.

Tenant — One customer organization on the platform. Identifee is multi-tenant, so data, branding and modules are per tenant.

Timeline — The chronological record of everything that has happened on a record.

Training context — The files, links, text and instructions that determine what Ida knows in Learn.

Transition rule — A rule governing whether a deal may move between stages.

V

View — A saved filter preset on a list page, for example _My Overdue Activities_. Star one to add it to Favorites.

Voice — Talking to Ida, with Ida driving the app in response. See Voice.

W

Whiteboard — A canvas type for diagrams and visual layouts.

Workflow — An automation that runs on a defined trigger, configured in Settings → Automation.

Z

ZBA — Zero Balance Account. In Account Structure reporting, an account that sweeps to or from a primary account; the report detects and displays these relationships.