Apex

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Admin

Apex Pulse Admin
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Live Command center
Active Clients
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AI employee command
Marketing
Client Performance
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Quick Actions
Add a clientCreate the shop record and onboarding path.
Check calendarReview sales calls and outcomes.
Upcoming Demo Calls
Calendar

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Clients

Onboarding

A single command center for owner homework, Apex setup work, and launch readiness. Start with the urgent queue, then open the client panel for the exact steps.
Launch ops
Launchpad
Client go-live readiness
One admin view for every blocker before a client is live: phone, A2P, booking, website, reviews, integrations, Supernormal, first tests, and handoff training.
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Integrations

Connection health for every client.

Twilio, texting approval, Google Ads, Google Business Profile, booking, Supernormal, widget, and tracking health in one place. Open the exact setup area when something needs work.

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Shop Asset Vault

Client-scoped logos, photos, creatives, review assets, disclaimers, and Claude handoff context.

Message Templates

Global customer-facing copy for every AI employee. Edits save as a draft on this device only - nothing goes live until you click Publish to all clients. Variables in [BRACKETS] fill in automatically per customer. Test sender uses the QA shop and asks for confirmation before any real SMS leaves.
Test sender QA shop only
Send one sample flow through the QA shop to see exactly what customers receive. Reply 4-5 or 1-3 to the gate test to walk the live branches. Every test send asks for confirmation before a real SMS leaves.
Raffle ticket weights Global
How many raffle tickets each action is worth. More tickets = higher chance in the weighted random draw. Autosave asks before changing these global weights. These weights apply to future raffle entries for every client; existing tickets are not rewritten.

Automation Timing

One admin map for the timers Apex Pulse runs across every client.

Automation timing center

Open each dropdown to see what runs, how often it runs, and what it controls. Editable flows save globally and are read by the live cron runner.

2h Review ask default

Reputation Manager

SMS review requests

Private 1-5 rating texts after completed appointments, no-response follow-ups, and the happy-customer referral ask.

Editable Review cron: 30 min Referral cron: 15 min

Appointment follow-up flow

Best default: send the first private 1-5 ask 2 hours after a completed appointment, then follow up only if the customer does not reply.

Always on
Hours after a completed appointment.
Hours after the first review text.
Hours after text 2.
How far back completed appointments can be picked up.
Prevents asking the same customer too often.
Caps each automation pass per shop.
Send text 2 Follow up when there is no rating reply.
Send text 3 Final follow-up, then close the gate.
Manual review sweep Runs the same review sweep the cron runs.

Happy customer referral follow-up

After a customer replies 4-5, Apex Pulse waits briefly, then sends the referral ask once for that customer record.

Always on
Minutes after a happy 4-5 rating.
How far back happy replies can be picked up.
Caps each automation pass per shop.

Receptionist

Appointment reminders

Reminder texts before scheduled visits, plus arrival/show tracking helpers.

Editable Every 15 min
Hours before the appointment. Default: 48.
Hours before the appointment. Default: 2.
Minutes before an in-progress reminder can retry.

Website Manager

Website follow-up and booking reminders

Speed-to-lead, website nurture, one-hour appointment reminders, and arrival receipts.

Editable Every 5 min
Minutes after a website lead arrives without booking.
How far back website leads can be picked up.
Minutes before appointment for the "HERE" arrival reminder.
Days after the original lead.
Days after the original lead.
Days after the original lead.
Days after the original lead.
Hours between website nurture texts.
How far back leads stay eligible.
Hours before appointment that "I'm here" can match.
Hours after appointment that "I'm here" can match.

Reactivation (retired)

Reactivation sends and cold lead follow-up

Retired 2026-07-05. These crons are OFF unless APEX_ENABLE_REACTIVATION=1 is set on the server. Values are kept so a re-enable uses the saved timing.

Crons disabled
Client-local hour. Default: 10.
Client-local hour. Default: 11.
Days after touch 1.
Days after touch 2.
Client-local business-hour gate.
Stops before this hour. Default: 20.
Caps how many eligible customer records Apex can process for campaign sends and follow-ups during one pass.
Days after campaign touch 1.
Days after campaign touch 2.

Admin and Owner Ops

Reports, onboarding recovery, and handback

Internal safety timers that keep demos, reporting, onboarding, and AI handback moving.

Editable Daily / weekly
Minutes without human activity before AI resumes.
Weekly reportsAdmin summary Monday 8 AM, client dashboard report Monday 9 AM, email reports checked hourly for 7 AM local sends.
Onboarding recoveryRuns daily at 10 AM and checks day 3, 7, 14, and 21 recovery tiers.

Marketing Director

Ad insights sync

Pulls Google Ads account insights so spend, booked appointments, confirmed revenue, and ROAS stay fresh.

Mapped Hourly
Insights pullRuns at the top of each hour for active Google Ads connections.
Owner dashboardFeeds ad spend, confirmed value, and ROAS reporting once a client is connected.
Safety stateDisconnected or missing ad sources show as waiting instead of blocking the dashboard.

Revenue

How the shop's confirmed revenue is performing this month.

Live
Active Clients
0
Clients currently active
Revenue Per Client
Churn & Retention
No-Show Recovery
$0 confirmed recovered revenue across all clients
0 of 0 customers recovered (0%)
0
Total no-shows
0
Customers recovered
0
Still lost
0%
Recovery rate
By client — click for details

New Client

Create a new client shell. They'll get an onboarding email with a unique link to fill in their shop details, or you can copy the URL and share it yourself.
The onboarding email goes here. This becomes their dashboard login.
If this is on, I'll email them the onboarding form as soon as the client is created.

Client

Total Leads
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This Month
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Cap Usage
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Shop Information
Booking connector
Choose a booking source
Manual
Add the booking link customers already use. Autosave keeps it current, and Apex Pulse only counts booked customers after a real confirmation.
    Staff Contacts
    Services & Insurance
    Technical Setup
    Dashboard Access
    Login Details - share with client
    Dashboard URL
    Email
    Password•••••••• (hashed - reset below to set a new one)
    Type a password (or click Generate), then click Set now to save it instantly. The shop logs in with the Email shown above and this password.
    AI Control Center
    This tab controls how the AI sounds, what it knows, and whether the client has a saved production prompt.
    AI Personality & Behavior
    Pick the tone of voice. Every Apex Pulse bot uses our in-house master prompt; the tone you choose sets how warm, polished, or energetic it sounds. The AI name and knowledge base are slotted in automatically.
    claude-haiku-4-5 (client-owned primary key required)
    Client-Owned AI Console
    Required before AI goes live. The client owns the Anthropic/OpenAI accounts and pays usage from their own card, the same way they own ad spend. Apex Pulse never routes customer conversations through an Apex-funded key.
    Model: claude-haiku-4-5
    Required. Client-owned Anthropic key for Receptionist, website widget, reputation AI, and other customer-facing replies. Leave blank to keep the saved key unchanged.
    Model: gpt-4o-mini
    Recommended failover. Backup runs only if the client's primary Anthropic key fails. Leave blank to keep the saved key unchanged.
    Tests the saved client-owned keys before widget or Receptionist launch.
    Master Prompt
    This client uses the Apex Pulse in-house master prompt. The only per-client setting is the Communication Tone above; the AI name and knowledge base are slotted in automatically at runtime. There is nothing to generate or save. You can view the exact prompt this client's bot runs below.
    Prompt Health
    Run this before activating a client. It checks for missing sections, bad refusal language, dash characters, and length problems.
    Checks the master prompt or system prompt for required sections, dash characters, forbidden refusal phrases, and length. Runs automatically when you activate a client.
    Knowledge Base
    Shop facts injected into customer conversations: services, insurance, pricing notes, policies, FAQs, parking, and team details.
    Injected into the system prompt for every customer conversation. JSON structure preferred but freeform text works. Will be truncated if over ~8KB.
    Phone & SMS Routing
    Shop number
    Checking...
    Loading current setup.
    Apex Pulse number
    Checking...
    Loading current setup.
    Webhooks
    Checking...
    Loading current setup.
    Texting approval
    Checking...
    Loading current setup.
    A2P attachment
    Checking...
    Loading current setup.
    Call forwarding
    Checking setup...
    Loading the shop number, Apex Pulse destination number, ring delay, and test status.
    1
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    Checking current phone setup.
    Live test tracker
    Live test tracker
    Waiting for call data...
    Place a test call, reply as a customer, and this panel will show what Apex Pulse captured.
    Twilio live check
    Twilio live check
    Checking Twilio...
    This reads Twilio directly so you can confirm webhooks, campaign attachment, recent SMS, and recent calls without opening raw JSON.
    Setup
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    Reading Twilio number config.
    This is the number customers already know. The shop keeps this number public.
    This must be assigned before client texting and missed-call forwarding can go live.
    Sets voice, SMS, and status webhooks on the Apex Pulse phone number.
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    Not created
    Give this shop its own Twilio subaccount so its A2P registration, phone numbers, and usage bill stay isolated from every other client.
    Create the subaccount first, then buy the local number and submit A2P — they land inside this shop's own Twilio subaccount.
    Widget Embed Code
    Texting Approval
    Step 1
    Checking...
    Loading A2P brand status.
    Step 2
    Checking...
    Loading A2P campaign status.
    Step 3
    Checking...
    Loading local number attachment.
    Confirms the privacy, terms, and opt-in links load and contain the SMS language Twilio expects.
    Launch lane = local A2P 10DLC only. Apex Pulse collects the shop facts, submits the A2P brand and campaign, buys the local number, attaches it to the approved Messaging Service, then runs live SMS tests before customer texting starts.
    Who fills this in?
    Client gives facts. Admin submits A2P.

    The shop fills A2P Brand Registration business info in Settings. Apex/admin submits the brand and campaign in Twilio, then tracks the carrier review.

    What gets the number live?
    Approved campaign + attached local number.

    Do not treat SMS as live until Twilio confirms the local number is attached to the approved A2P Messaging Service.

    After approval
    Run tests before customer traffic.

    Test outbound, inbound, STOP, HELP, missed-call text-back, and dashboard logs before telling the shop texting is live.

    Step 1 - A2P Brand Registration
    Basic information
    Business details
    This follows the same order as the onboarding A2P Brand Registration flow and the Twilio brand wizard.
    USA: Employer Identification Number (EIN) Locked
    Use the EIN exactly as shown on the IRS CP575 or 147C letter.
    United States Locked
    Automotive Locked
    Private Corporation Locked
    Business address
    United States Locked
    USA and Canada Locked
    Authorized representative
    United States direct customer Locked
    Other Locked
    Brand type
    Low Volume Standard Locked
    Notification email
    Review and save
    Review the brand fields above. Autosave keeps them current, then generate the campaign approval packet below.
    Step 2 - Campaign Approval
    Customer Care Apex default
    Website / landing page form Apex default
    No Apex default
    No Apex default
    No Apex default
    No Apex default
    Registration Status
    Brand status
    Did Twilio verify the shop?

    Brand approval checks the legal business, EIN, address, website, and authorized contact. If this fails, fix the business facts first.

    Campaign status
    Did Twilio approve the message use case?

    Campaign approval checks the generated description, opt-in flow, sample messages, STOP/HELP copy, and policy links.

    Phone registration
    Is the local number attached?

    This is the permanent local-number lane. It matters after the brand and campaign are approved.

    Generated Twilio/TCR Packet
    
                
              
    
            
    
          
    

          
          
    
            
            
    
              
              
    
                
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            Autosave is on. Status, password, and AI keys ask first.
          
    

        
    
      
    

      
      
      
    
        
    
          
    
            
    Phone Numbers
    
          
    
        
    

        
        
    
          
    
            
    Twilio Balance
    
            
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    Active Numbers
    
            
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    Assigned Numbers
    
          
    
        
    

        
        
    
          
    Search and Buy a Number
    
          
    Search local numbers only. Customer texting is not live until the shop-level A2P campaign is approved and the number is attached to the Messaging Service.
    

          
    
            
    
              
              
              Optional. Use 3 digits, like 719.
            
    
            
          
    

          
          
    
          
    
        
    

        
        
      
    

      
      
    
        
    
          
    
            
    Phone Calls
    
            
    Recorded calls and click-to-call for one shop. Every call is recorded and connects the shop's own verified phone first.
    
          
    
        
    

        
    
          
          
        
    

        
        
    
          
    Manual Dialer
    
          
    Call any number
    
          
    
            
            
          
    
          
    
            
            
            
            
            
            
            
            
            
            
            
            
          
    
          
          
    Select a shop to dial on its behalf.
    
        
    

        
    

        
        
    
          
    
            
    Click to Call
    
            
    Connect this customer
    
            
    
            
            
    
              
              
            
    
          
    
        
    
      
    

      
    
        
        
    
          
    
            
    
              
    
                
    My Schedule
    
                
    Your sales calls, booking source, result, value, and availability in one clean month view.
    
                
    
                  
                  
                  
                  
                  
                  
                
    
              
    
              
    
                
                
              
    
            
    
          
    
          

        
        
    
          
    
            
    
              
    
                
    
                
    
                  
    April 2026
    
                  
                
    
                
    
              
    
              
    
              
            
    
          
    
        
    
        
    
      
    

      
      

      
      
    
        
    Admin Settings
    
        
    
          
    
            
    Notification Rules
    
            
    Control what gets loud, what stays normal, and what only shows under All.
    
            
    
              Loud Needs attention
              Bell Unread + All
              Quiet All only
            
    
            
    
              
    
                AI or system failuresAnything that could block the product.
                
                
    
                
              
    
              
    
                Client setupNew client and onboarding updates.
                
                
    
                
              
    
              
    
                Demo call remindersSales calls and follow-up reminders.
                
                
    
                
              
    
              
    
                Weekly summariesReports that are useful, but not urgent.
                
                
    
                
              
    
              
    
                General updatesEverything else.
                
                
    
                
              
    
            
    
            
    
              
              Autosave is on. Save backup is just a fallback.
            
    
          
    
          
    
            
    Delivery Log
    
            
    See recent notification/report emails without opening server logs.
    
            
    
              
              Sends to the admin notification email and logs the result here.
            
    
            
    
              
    
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    Checking email health
    
                
    Looking for recent sends and failures.
    
              
    
              
    -Last successful send
    
              
    -Last failure
    
            
    
            
    
              
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    Failed
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    No delivery events yet.
    
            
    
          
    
          
    
            
    Change Admin Password
    
            
    Only you can change this. You must enter your current password to confirm.