Welcome to Automata Systems. Your AI assistant is now answering your inbound leads around the clock — and this portal is where you watch it work, approve its replies, and teach it how to sound like you.
You stay in control. Nothing sends automatically until you say so. Every reply your assistant drafts comes to you first for a one-tap approve, and every automated message is clearly identified as automated.
Signing in
- URL —
https://portal.automatasystems.ai
- Email — the address we set up for you
- Password — the one-time password we sent — change it after your first login (top-right → Change password)
Tick Keep me signed in to skip the login next time. Forgotten your password? Use the Forgot your password? link on the sign-in screen.
First login — eight questions
The first time you sign in, you'll see a short setup form. These eight answers are literally what your assistant runs on, so be specific:
- What services do you offer? (required)
- When are you open? (required)
- What's your business phone number? (required)
- What area do you serve? (required — your assistant uses this to answer "do you come to X?")
- How do people book with you? (optional — leave blank if you only take calls)
- What do you charge? (required — quoted back to leads exactly as you write it; your assistant never invents a number)
- Anything you definitely don't do? (required)
- How should your assistant sound? (required — e.g. "warm and direct, never pushy")
Hit Finish setup and you're in. You can change any of this later under Teach your agent.
Connect your calendar (auto-booking)
Want your assistant to actually book leads for you — not just hand them a link? Connect your Google Calendar and it will read your real availability, offer free times, and write the appointment on the one they pick. You stay in control: it never books until you've connected it, and it never invents a time.
Option 1 — just a booking link (instant). If you use Calendly, Google appointment slots, or a Google Meet link, paste that into the booking-link question above and you're done — your assistant drops the link into replies and the lead books themselves.
Option 2 — full auto-booking (one-time setup, ~10 minutes). This needs a Google Cloud OAuth client, which you create (it's your calendar). Follow these steps once:
- Go to https://console.cloud.google.com, sign in with the Google account that owns your calendar, and create a new Project (name it after your business).
- APIs & Services → Library → search Google Calendar API → Enable.
- APIs & Services → OAuth consent screen → External → fill in app name + your email → save through the scopes/test-users pages (skip them). Add your own email as a Test user.
- APIs & Services → Credentials → Create Credentials → OAuth client ID → application type Desktop app → name it "Automata Calendar".
- Copy the Client ID and paste it into the portal's Connect your calendar section (and send the Client Secret to Automata securely — we never take it through this portal).
- The portal shows you a link and a short code — open the link, sign in, paste the code, click Allow.
- Done — it'll show "Connected ✓" and your assistant can start offering real appointment times.
You can revoke access anytime at https://myaccount.google.com/security → "Third-party apps with account access" → remove "Automata Calendar". Access ends immediately.
Note: this is Google Workspace only for now. If you're on Microsoft/Outlook, let us know — that's a separate setup we'll guide you through.
Connect your inbox (the one manual step)
Your assistant reads and replies from your real inbox — in your voice, from your address. That needs a Google App Password: a separate 16-character key (not your login password), which Google recommends for letting a tool connect safely. It takes about 3 minutes, once:
- Go to myaccount.google.com/security.
- Turn on 2-Step Verification if it isn't already (required).
- Search for "App passwords" → open it.
- Pick app "Mail" (or "Other" and name it "Automata"), then Create.
- Copy the 16-character password and send it to Automata (we store it securely, never in this portal).
Once we have it, the Mailbox panel flips to "Connected ✓" automatically and your assistant is live.
The layout — where everything lives
The dashboard has a sidebar on the left and your content on the right:
| Sidebar | What it's for |
|---|
| Overview | The full picture — stats, this month's numbers, approvals, activity, reports |
| Approvals | Replies waiting for your OK (the badge shows the count) |
| Teach your agent | Update what your assistant knows, in plain English |
| Activity | A running log of every lead and reply |
| Reports | Your monthly PDF summaries |
| Submit feedback | Report a bug or request a feature — it goes straight to us |
At the bottom of the sidebar: "Your agent is on duty" — a live note confirming your assistant is running.
Four numbers at a glance
| Card | Meaning |
|---|
| Awaiting review | Drafts that need your OK right now |
| Held / skipped | Drafts you set aside (you can restore them) |
| Auto-send | On/Off switch — see below |
| Rules taught | How many facts and rules your assistant follows |
This month — your value, honestly
The "This month" panel tracks what actually happened:
- Leads — inbound leads this month
- Replies — how many were answered, split into auto-sent vs. ones you approved
- Booked — leads confirmed in the conversation
- First reply — median time to first reply
- Time saved — an estimate of hours you didn't spend on email
The "time saved" number is an estimate built from two assumptions you control — minutes per reply and your hourly rate. Click it anytime to adjust, so the number reflects reality.
Approving replies
When a lead comes in, your assistant drafts a reply and holds it for you. Each card in Approvals shows who wrote, when, the lead's message (click to expand), the drafted reply, and a confidence score. Then three choices:
- Approve & send — the reply goes out in your voice, from your address
- Edit — tweak the wording, then send
- Skip — don't send anything (the lead moves to "held"; you can restore it later)
Low confidence (under 80%) is flagged "needs your eyes" — read those extra carefully.
Teaching your agent (plain English)
Under Teach your agent, type a rule or fact the way you'd explain it to a new employee — for example: "if they ask about snow removal, say we only do landscaping, not plowing." Then hit Add + teach.
Your assistant sorts what you type into the right category (services, hours, pricing, rules) and shows it as labelled chips. Core facts — services, hours, tone, phone — can be edited but not accidentally deleted; everything else can be removed with the ✕.
Every change is reviewed by a human before it goes live. Teach freely — nothing reaches a customer unchecked.
Auto-send — when you're ready
By default, Auto-send is Off and stays off through your first week or two. Once you've approved a handful of clean replies and trust the assistant, flip the toggle on and it will send high-confidence replies automatically. You can turn it back off anytime.
Activity & reports
- Activity is the running log: lead captured → needs review → reply sent (you approved) → replies and follow-ups. Click any row to expand the full message.
- Reports lists your monthly PDF summaries — every lead handled, every reply sent, and the time saved. A new report arrives on the 1st of each month.
Account & help
- Change password (top-right) — pick a new one, 12+ characters
- Log out (top-right)
- Submit feedback (sidebar) — found a bug or have an idea? It goes straight to the team
- Anything else? Just reply to our emails or message us — we're here.
