ARC User Manual

1. Open your browser and navigate to http://localhost:3000
2. Enter your username and password
3. Click "Log In"
4. You will be redirected to the Dashboard

Your session stays active for 24 hours. After that, you will be prompted to log in again.

After your first login, go to Settings to configure:

1. Google Integration — connect your Gmail and Google Calendar. This is required for email indexing, email drafting, and calendar sync features.
2. Language — choose Polish (PL) or English (EN) for the interface and exports.
3. Agent Settings — review default cron schedules. Email sync default is every 15 minutes. Action scoring default is every 1 hour.

The top section of the dashboard shows your most urgent action items, ranked by AI-calculated priority score (1-100). Higher score = more urgent.

Use the "Show All" toggle to switch between top-priorities view (default) and the complete list of all pending actions.

1. Go to Clients in the sidebar
2. Click "New Client"
3. Fill in: Name (required), Primary Email, Additional Emails, Notes
4. Click "Save"

Email matching tells the system which Gmail messages belong to this client. Without correct matching configuration, emails will appear as "unassigned".

1. Open the client's detail page
2. Click the Configuration tab
3. Add specific email addresses, e.g. john.smith@acmecorp.com
4. Add wildcard patterns for domain-wide matching, e.g. *@acmecorp.com
5. The email indexer uses these on every sync cycle

1. From a client's detail page, click the Projects tab
2. Click "New Project"
3. Fill in: name, description, estimated value (PLN), project type
4. The project starts in "Lead" status

The AI agent automatically infers status changes based on email analysis (status_inferrer cron, every 2 hours). You can always override manually.

Add project-specific deadlines, meetings, and reminders from the project page. These appear both here and on the main Calendar page.

1. Click "+ Add" in the Deadlines & Events section
2. Fill in: Title (required), Type (deadline/meeting/reminder), Start date/time (required), End date/time (optional), Description
3. Click Save. The event appears in the list and syncs to Google Calendar.

Use the pencil icon to edit an event, or the trash icon to remove it.

ARC automatically connects to Gmail and indexes your emails every 15 minutes (configurable).

To trigger an immediate email sync without waiting for the next cron cycle:

1. Go to Emails in the sidebar
2. Click the Sync (refresh icon) button in the top-right of the email list
3. The icon spins while syncing. The list refreshes automatically after completion.

Each email thread card shows a pink pill with the client name if matched, or an orange "unassigned" badge if no client was found.

Each email is analyzed by AI for emotional tone. Sentiment badges appear on the email list and within threads.

1. Open any email thread from the Emails page
2. Click "Suggest Reply" in the thread sidebar
3. The AI reads the full thread context, the project status, and samples of your past sent emails to match your writing style
4. A draft appears in the text area below
5. Edit the draft freely, then click "Send" to send via Gmail, or "Save Draft" to save without sending

The Calendar page shows all your ARC-related events in FullCalendar view. Switch between Month, Week, and Day views. Events are color-coded by type (deadline, meeting, reminder).

All events are bidirectionally synced with Google Calendar:

• Events you create in ARC appear in Google Calendar immediately
• Events in Google Calendar are pulled into ARC every 30 minutes

1. Click "+ Add Event" in the top-right of the Calendar page
2. Fill in: Title (required), Type, Start date/time (required), End date/time (optional)
3. Event is saved locally and synced to Google Calendar

ARC can automatically read your recent email threads and extract meeting dates, deadlines, and follow-ups mentioned in conversations.

1. Click "Parse from emails" (envelope icon) on the Calendar page
2. Claude AI reads the last 7 days of your indexed email threads
3. New events are created in Google Calendar and shown on this page
4. Existing events that were mentioned as cancelled/irrelevant may be removed

1. From a project page, click "New Offer"
2. Click "AI Suggest Steps" to get AI-recommended project phases (optional but recommended)
3. The AI analyzes your project description and historical offers to suggest 5-7 steps
4. Edit the table: change names, descriptions, hours, hourly rates
5. Add rows with the "+" button, remove with the trash icon (maximum 15 rows)
6. The grand total calculates automatically (sum of hours x hourly rate per row)
7. Click "Save"

1. Open the offer
2. Select a template from the dropdown
3. Click "Export PDF"
4. PDF downloads with your template design and all offer data filled in

Offer templates use HTML and CSS. Use the code editor with these variable placeholders:

Every time you save an offer, a new version snapshot is created. No old version is ever deleted. To view previous versions, click the "Version History" button on the offer detail page and select any past version.

1. From a project or offer page, click "Create Invoice"
2. If linked to an offer, line items are pre-filled from the offer steps
3. Review the AI Analysis panel for any suggestions (optional button)
4. Set the due date and payment terms
5. Click "Save"

Invoice Status Lifecycle

1. Go to Finance > Import
2. Drag and drop your bank CSV file, or click to browse. Supported: Wise, PKO BP, mBank formats.
3. Review the parsed preview table
4. Click "Import". Transactions are saved. AI matching runs automatically.

Go to Settings → AI Prompts to customize how the AI behaves. Each prompt is displayed in a collapsible card with a monospace text editor.

Prompts you can customize:

• Sentiment Analysis
• Email Reply Suggestion
• Offer Step Suggestion
• Invoice Analysis
• Action Priority Scoring
• Project Status Inference
• Parse Calendar Events from Emails

Click Save to activate your custom prompt. Click Reset to revert to the system default. Changes take effect on the next AI call (no restart required).

1. Go to Settings → Gmail Backfill
2. Select how far back to import: 1, 3, 6, or 12 months
3. Click "Start Backfill"
4. Watch the progress bar. For large mailboxes this may take several minutes.
5. Only one backfill runs at a time. Re-running the same range skips already-imported emails.

After backfill completes, ARC analyzes all email addresses seen in your mailbox with a two-step process:

1. Obvious non-business addresses (noreply, newsletters, automated notifications) are filtered automatically without using AI.
2. Remaining candidates are scored by Claude AI for business relevance in a single batch.

The review screen shows addresses grouped by suggested client name with confidence scores. For each group:

• Edit the suggested client name if needed
• Check the box to include it in the batch creation
• Use "Merge with existing" if the address belongs to a client already in the system
• Leave unchecked to ignore

Click "Create Clients". All approved groups are created as clients. All historical emails from those addresses are automatically linked to the new client records.