ALMAS user manual

Table of contents

1. 1. Getting startedThere are two ways your account starts existing: Self-signup.
2. 2. The shellOnce you're logged in, every page sits inside the same shell: a sidebar on the left, a top bar across the top, and the main content area in the middle.
3. 3. Switching tenantsA tenant is your isolated workspace. If you work for multiple companies, or if you have a personal workspace plus an employer's workspace, each is a separate…
4. 4. Keyboard shortcutsALMAS is built for keyboard users. Most shortcuts are two-key sequences — press the first key, release, then press the second. They're not chords (no need to…
5. 5. DashboardThe dashboard is your landing page. What it shows depends on your role: Welcome card with the day's quote. Active tasks — tasks assigned to you or owned by…
6. 6. ProjectsProjects are the central organising unit. They group tasks, files, contracts, invoices, transactions, and team members. Open Projects from the sidebar (or…
7. 7. TasksTasks live inside a project (or stand alone as bugs / support tickets).
8. 8. CompaniesCompanies are external organisations you do business with: customers, partners, suppliers.
9. 9. ContractsContracts track recurring service agreements. They feed your dashboard's ARR (recurring revenue) and OPEX (operating expense) totals. ARR contract — your…
10. 10. InvoicesOpen Accounting → Invoices (or press G I). Filters: status (draft, sent, paid, overdue, cancelled), created-date range, refresh. Press N I. Fill in: Code …
11. 11. PurchasesPurchases work like invoices in reverse — a record of money you owe (or have paid) to a supplier.
12. 12. Sales pipelineThe sales module is your CRM-lite for tracking deals — and a deal is a project on a sales step.
13. 13. TransactionsA transaction is a single money movement: in or out, in any currency, on a specific date.
14. 14. Inventories and productsThe Products module is a flat catalogue of things you sell or stock: name, description, SKU, category, price, availability.
15. 15. LawsuitsThe legal module tracks legal cases. List — cases with filters by status (active, closed, settled, dismissed) and priority. Create ( N L) — case number…
16. 16. Files and documentsALMAS stores files securely per tenant in private cloud storage.
17. 17. Email-to-noteYou can create notes by sending an email — useful for forwarding a customer reply onto a project or attaching a quote to a task.
18. 18. Support ticketsALMAS has two kinds of support tickets: Support → Projects lists the projects whose current step belongs to the support department — installed work you are…
19. 19. AnnouncementsAnnouncements broadcast a message to a chosen audience inside your tenant.
20. 20. Workflows and automationThe workflows module lets you automate repeating processes. Trigger — what starts the workflow: an event (task created, invoice paid), a schedule (every…
21. 21. AI Agent (chat)The AI Agent is a chat interface that can answer questions about your tenant's data and execute actions on your behalf.
22. 22. AI File AnalysisThe AI file-drop zone in the top bar lets you toss any document at ALMAS and get a smart suggested action back.
23. 23. Sharing and permissionsALMAS uses a fine-grained ACL (access control list) on top of role-based permissions.
24. 24. TeamsTeams are named groups of users. They make ACL management easier — share a project with the Engineering team once instead of with twelve people individually.…
25. 25. RolesA role is a named bundle of permissions. ALMAS ships with sensible defaults (Admin, Manager, Member, Viewer), and you can customise or create your own. Each…
26. 26. Inviting peopleOpen Invitations in the sidebar. Click Send invitation. Fill in: Email of the person you're inviting. Role they'll have. Message (optional, included in the…
27. 27. NotificationsThe bell icon in the top bar turns red with a number when you have unread notifications.
28. 28. Reporting bugs (and requesting features)ALMAS has two ways to file a report, and both feed into an AI-assisted triage pipeline.
29. 29. Profile, language, theme, plansOpen the profile menu (your avatar, top right) and pick My profile.
30. 29b. AlmasFS — your data as a folderAlmasFS lets you mount your ALMAS tenant as a folder on your computer.
31. 29c. API KeysAn API key is a long-lived password-replacement that you can hand to a 3rd-party app, a webhook sender, or an AI agent so it can act on your behalf in ALMAS …
32. 30. Help center and feedbackOpen Help center in the sidebar to browse self-service articles and the FAQ.
33. External pagesA handful of pages don't require login. They use unguessable URLs so they can be safely shared. Public invoice — /external/invoices/{code}. Anyone with the…
34. 31. ChangelogALMAS keeps a public changelog so you always know what's new in the version you're using.
35. 31a. Delete a tenant (tenant owner or system administrator)Tenant deletion is allowed for two kinds of users: The tenant owner — the user who created the tenant (and any user the ownership has been transferred to…
36. 31b. Export tenant dataAnywhere you have the export tenant permission you'll see a download icon next to the edit icon on each tenant row.
37. 31c. Import a tenant from a backup zipTo restore a previously-exported tenant, open System → Tenants, click New, and toggle Import from a tenant backup zip.
38. 32. GlossaryTerm What it means Tenant An isolated workspace. Each tenant has its own data, users, and settings. System administrator A user with global access across all…
39. Pin and favoriteTwo different ways to surface the things you care about: Pin (📌) — Globally pins a note, project, or task.
40. System dashboard — Development metrics & one-click deployThis section is for system administrators. The tabs below only appear if your account has the system-admin role. When you open the System dashboard as a…
41. ALMAS Pro TipsThese are the same quick tips that rotate beneath the loading spinner while ALMAS works.
42. Safe deletes — ALMAS asks before anything is lostALMAS never quietly throws away things that other records depend on.
43. Attach files by dragging them inAnywhere you see a Files card — on a project, task, company, contract, lawsuit, asset, transaction, or invoice — you can now just drag a file from your…
44. Tasks — multi-select, bulk actions, and right-clickThe task list now lets you act on many tasks at once. The checkbox on each task row now selects the task (it no longer marks it done on its own). Tick a few…
45. Business-health cards on your dashboardAt the top of your dashboard you'll see four business-health cards that summarize the last 12 months of activity: Gross Margin — what share of your revenue is…
46. System → Expense categories (administrators)If you're a system administrator, the sidebar shows System → Expense categories.
47. The automatic "Popular" tagALMAS automatically highlights the items people open most. Once a day it looks at what's been viewed most over the last month and adds a "Popular" tag to the…
48. Contact types on companiesWhen you add or edit a contact on a company, you can now set a Type for them — Financial, Technical, Commercial, Manager, or Legal.
49. Export a list to a spreadsheet (CSV)Several list pages now have an Export CSV button. Click it and ALMAS downloads the current list as a.csv file you can open in Excel, Google Sheets, or…
50. Signing in: the messages you might seeTo keep your account safe, the sign-in screen now shows clearer messages when something goes wrong, and they appear right on the login form (you won't be…
51. When ALMAS is briefly unavailableWhile ALMAS is being updated it can be unavailable for a minute or two.
52. Your pins now stickWhen you pin a task (or mark it as a favorite), the pin now stays put after you refresh the page or come back later.
53. Finding your way around the task listThe task list now has a few extra touches to help you scan and find things faster: Type icons.
54. A confirmation when you create somethingAfter you create a task, project, company, invoice, contract, transaction, or lawsuit, a small confirmation pops up in the corner reading "✓ created —." It…
55. More room to write task descriptionsThe Description field when you create a task (or a bug) now grows much taller as you type — well past the old five-line limit — so longer write-ups aren't…
56. A refreshed task board (Kanban)The task Kanban board got a visual polish: It now reads clearly in dark mode — cards, columns, and the card you're dragging all stay legible against a dark…
57. Checking if everything's running (System status)If something feels off — pages slow to load, an action not going through — you can check whether ALMAS itself is healthy.
58. Hiring — bring on a team member (human or AI)You can now run a hire as a guided process, and decide partway through whether to fill the role with a person or an AI employee.
59. Assigning work — to a person, a team, or an AI employeeEvery task can now have an assignee — the person, team, or AI employee responsible for it.
60. Reading a task list at a glance — icons, filters, and searchThe task list (the cards you see on the Tasks page and on a project's Tasks tab) got a tidy-up so a busy list is easier to scan and narrow down.
61. Editing a task's name or description in placeYou no longer have to open the edit form just to fix a task's title or tweak its description.
62. Attach a link as a file (and pin or favorite files)The Files section on any record now does two new things. Add a link, not just an upload. When you click Add File, you'll see a toggle at the top: Upload File…
63. A lifecycle timeline on projects and tasksOpen a project (or a task) and you'll see a thin colored progress bar near the top — its lifecycle timeline.
64. Drilling into subprojects on the Projects listA project can have subprojects. On the Projects list, parent projects now show as an expandable tree: click a parent to expand it and see its subprojects…
65. Staff — your people and AI employees in one placeThe sidebar now has a Staff view (under Administrative) that brings everyone together: your users, your AI employees, and your open positions from Hiring …
66. Quick actions on your dashboardYour Dashboard now has a row of big quick-action tiles for the things you do most — New Project, New Task, New Invoice.
67. Marking a deal as Lost (and why) — plus the Sales FunnelTell ALMAS why a deal was lost. When you move a sales project to the Lost status, ALMAS asks you for a short reason (e.g. "price", "chose a competitor"…
68. Subscribe to an ALMAS calendar feedYou can now see your ALMAS dates — task deadlines, project start dates, invoice due dates, and transaction dates — directly inside your own calendar app…
69. Workforce — who's online and what they're working onThe new Workforce page (under Administrative → Workforce) shows everyone in your workspace — people and AI employees — in one live list, a bit like the "who's…
70. Capabilities — manage your role catalogAdministrative → Capabilities (administrators only) lists the roles your workspace hires against — for people and AI employees: the role name, its stable…
71. Messages — chat with your team and your AI employeesALMAS now has built-in direct messages. Open Messages in the sidebar (or click the mail icon in the top bar) to see your conversations: The left panel lists…
72. Credentials — keys your team and AI employees useThe Credentials tab on a user's page (Users → open a user) shows which third-party tools that person or AI employee is set up for — GitLab, AWS, and so on…
73. Marketing — Campaigns (2026-09-08)The Marketing group in the sidebar now has a Campaigns page.
74. Budgets on projects and campaigns (2026-09-08)Every project detail page — and every campaign — has a Budgets tab.
75. Lead forms and tracked links (2026-09-08)On a campaign's Forms & links tab you can: Create a lead form — name, the fields you want to ask (name, email, phone, message, or your own), the consent text…
76. Marketing — Dashboard, Audiences, Contacts (2026-09-28)The Marketing group in the sidebar now has four entries, in alphabetical order: Audiences, Campaigns, Contacts and Dashboard.
77. Marketing — Creatives and Mailings (2026-09-28)Open a campaign and use two new tabs. Creatives holds the campaign's HTML: email bodies, landing pages and ad creatives. Click Creative to write one — the…
78. Marketing Expert — an AI employee for your campaignsA Marketing Expert is an AI employee that works your campaigns with you.
79. Website — publish your landing pages (2026-10-01)Marketing → Website gives your company a public site at sites.almas.cloud/your-address, made of the landing pages you approve.
80. WhatsApp — connect your number and send templates (2026-10-01)You can send campaign messages from your own WhatsApp Business number.
81. Sending domain and brand (2026-09-28)Tenant menu → Tenant settings → Sending domain. Until you register a domain, marketing emails go out from the platform's shared sender. Enter your domain (for…
82. Customer portal — tickets and invoices for your customers (2026-09-28)A contact of a customer company can be invited to a small portal where they open support tickets and check their invoices — for their company only.