Getting started

Clapilot is your team's shared workspace: emails, tasks, appointments, contacts and documents live in one place, and an AI agent works alongside you in every area. This chapter walks you through your first minutes – from your first sign-in to a workspace that is connected to your mailbox.

Good to know: Almost everything you create in Clapilot – contacts, tasks, documents, wiki pages – is visible to your whole team. Only your mailbox, your calendar, your notes, your chats with the agent and the agent's personal memories about you stay private.

Sign in

An administrator on your team creates your account. You receive an email with an invitation link that lets you set your own password. After that, you always sign in on the sign-in page.

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1. Email – the address your invitation was sent to.
2. Password – the password you set using the invitation link.
3. Sign in – Clapilot emails a 6-digit code to your address.

Then enter the code from the email and your workspace opens. The password alone is not enough, so nobody who only knows your password can get into your account. No code arrived? Send a new code (after a short pause). You stay signed in until you choose Log out in the menu.

With a passkey (add one under Settings → Profile → Password) you sign in without a password or code: Sign in with a passkey.

Forgot your password? Ask an administrator to send you a new Reset link under Settings → Admin → Users. See Administration.

The introduction at your first sign-in

At your first sign-in Clapilot shows a short introduction in eleven steps – the same in the browser and in the iPhone, iPad and Mac apps:

1. Proactive help, around the clock – what Clapilot takes care of in the background.
2. Knows your work from day one – email, calendar, documents, tasks and memory come together.
3. Gets things done for you – Clapilot works in its own browser and in your apps.
4. Creates documents for you – Canvas pages and Excel sheets with formulas and charts.
5. Produces videos – from the script and scenes to the finished video.
6. Creates 3D models – a description becomes a model you can turn and export.
7. Safe, private and in your control – sending, deleting and publishing wait for your approval.
8. Connect your apps – connect Google (Gmail, Calendar, Drive) or Microsoft 365 (Outlook, Calendar, OneDrive) right here; the Apple apps also offer iCloud. Not now skips the step; more connections are under Settings → App Connections later.
9. Show us an invoice – with Choose a file you upload an invoice, offer or letter (PDF, Word or photo). Clapilot reads the file while you watch, shows its type, title, amount and date, and builds a reusable template from it in the background; it appears in the chat and in Canvas shortly after. Not now skips the step.
10. Let work run by itself – Create your first automation or Create your first agent sets up an automation or a specialized agent right away (see Module introductions). The card then shows Created. You can do both later too.
11. Take Clapilot with you – in the browser, Get the app opens the app in the App Store. In the apps this step turns on notifications on that device instead.

Next moves to the next step, Back goes one step back. Skip closes the introduction; you can resume it from the dashboard later. At the end the chat opens with a first welcome from Clapilot. You can repeat the introduction at any time under Settings → Profile with Restart onboarding.

Module introductions

The first time you open Documents, Canvas, Automations or Specialized agents, Clapilot shows a short introduction to the module and walks you through a first step:

• Documents – Documents that sort themselves: upload a few files at once and watch Clapilot read each one and recognize its title, type, amount and date.
• Canvas – Templates from your documents: upload a sample (PDF or Word) and Canvas turns it into a template with placeholders. Open template shows it.
• Automations – Work that does itself: pick a blueprint such as the morning briefing, adjust the time and options and click Create automation. With Describe your own you hand your idea to Clapilot in the chat instead.
• Specialized agents – Your team of special agents: pick an agent for research, writing, finance or social media, or create one under Your own agent. After Create agent, Start chat opens a conversation with it right away.

Each introduction appears only once. The Close button (×) at the top right ends it, and the module opens as usual. The introductions are for new accounts that also get the introduction at first sign-in.

Set up your profile

Your name and picture appear in Team Chat, on assigned tasks, in comments and in the signature the agent prepares for you. To change them, open the settings via your profile picture at the top left – you land directly in Profile › Account.

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1. Choose image – uploads a profile picture (PNG, JPG, GIF or WebP, up to 2 MB). In the crop dialog, you move and zoom the frame before you apply it.
2. Display name – the name your team and the agent know you by.
3. Login email – the address you sign in with.
4. App Connections – this is where you connect your mailbox and other services (next section).

Changes are saved automatically. Further down on the same page, you set the interface Language (German, English or Italian), choose the chat animation (Pet) and set a password. The Settings chapter describes every option.

Connect your mailbox

Clapilot can only show your emails, prepare reply drafts and send on your behalf once your mailbox is connected. If you connected Google or Microsoft 365 in the introduction, this is done. Otherwise open Settings → App Connections and click New integration.

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1. New integration – opens the list of all services you can connect.
2. Available services – for email, choose Microsoft 365, Google Workspace, Apple iCloud, Company email (IMAP/POP3) or Custom email account (IMAP/POP3). The same list includes calendar and storage services such as reMarkable and – depending on the installed modules – social networks.
3. Email accounts – shows your connected mailboxes. Use the buttons below it to add more IMAP accounts.

To connect a mailbox:

1. Choose your provider. For Microsoft 365 and Google Workspace, the provider's sign-in window opens; sign in there and confirm the permissions.
2. For Company email (IMAP/POP3), your administrators have already stored the mail server – you only enter your address and password. For Custom email account, you also enter the IMAP and SMTP servers. Many providers require an app password for this instead of your normal password.
3. Then open Emails in the menu. As soon as your messages appear, the connection is ready.

Tip: You connect calendars the same way. Microsoft 365, Google Workspace and Apple iCloud include both calendar and email. You subscribe to individual iCal calendars under Settings → Modules → Calendar.

Your first ten minutes

Once your profile and mailbox are set up, a short tour is worth it. Each item links to the matching chapter:

1. Look at the dashboard – your start page with today's tasks, your inbox and suggestions from the agent. → Dashboard
2. Ask the agent – type in the chat dock on the right: “What's on my plate today?” → Working with the agent
3. File a document – drag a file into Documents; Clapilot reads it and summarizes it. → Documents
4. Create a task – in Tasks with the plus button, or in the chat with “Create a task …”. → Tasks
5. Say hello to your team – in Team Chat in the #general channel. → Team Chat

How do I know everything works?

• Your name and picture appear in Team Chat.
• Emails shows your messages without a connection warning.
• An uploaded document opens, and the preview shows an AI summary.
• A new task appears on the board and can be moved.
• The agent replies in the chat and tells you which actions it performed.

If any of this doesn't work, see the Help and troubleshooting chapter.