1
Welcome and open the client file
Answer warmly, collect the caller's name, telephone number, email, and organization, then select + New Client File. Search first so a duplicate file is not created.
The five-step Front Desk flow
Follow the colors and numbers from the first contact through ongoing care.
↓
2
Listen and complete intake
Let the client explain the real problem. Record what exists now, what is difficult, what they want to accomplish, timing, budget range, branding needs, and who approves the project.
↓
3
Confirm the consultation
Open Appointments. Confirm the date, time, and time zone. Create the official event in the APProved Google Calendar, add Google Meet or telephone details, invite the client by email, and add an internal reminder.
↓
4
Prepare the next step
Use the pricing guide as a starting point—not a promise. Record the agreed next action. When authorized, prepare the quote and agreement, obtain signatures, and record payments.
↓
5
Follow through and keep the record current
Flag anything needing attention, record calls and decisions in the journal, mark reminders complete, update the client status, and preserve the activity history. Never delete a record merely because it looks old.
What each Front Desk feature does
Dashboard
Shows inquiries, open clients, signed work, pipeline value, unpaid balances, reminders, flags, and recent activity.
Client files
Keeps contact information, intake answers, notes, status, agreements, payments, and activity together.
Call Script
Guides a warm conversation from greeting and listening through the specific next step.
Appointments
Opens the official calendar, consultation page, Google Meet, company email, and internal reminders.
Price Quote Guide
Provides an internal starting range. John and Christina approve the final scope and price.
Agreements and payments
Records the approved scope, signatures, amounts due, amounts received, and relevant notes.
Call Journal
Stores important discussion notes. Voice dictation can make note-taking faster on supported devices.
Display controls
Day, evening, and night modes plus A, A+, and A++ text controls improve readability.
How secure sign-in works
Open Front Desk → Enter approved email → Open one-time email link → Front Desk unlocks
- Open the secure Front Desk link.
- Enter cjmaria8@gmail.com.
- Select Email My Sign-In Link.
- Open the newest APProved sign-in message in Gmail.
- Tap the link in that message. The Front Desk will open securely.
No password to remember. If the link expires, return to the sign-in screen and request a new one. Do not forward a sign-in email to anyone.
Protect client information: Do not share screenshots containing client details. Always select Sign Out on a shared device. Never save client passwords, banking information, medical records, or Social Security numbers in the Front Desk.
Install the Front Desk like an app
Install it only after opening the secure Front Desk address in the browser.
Windows laptop or desktop - Microsoft Edge
- Open the Front Desk in Microsoft Edge.
- Select the three dots (…) in the upper-right corner.
- Select Apps, then Install this site as an app.
- Name it APProved Front Desk and select Install.
- Choose Pin to taskbar and, if desired, Create desktop shortcut.
Open automatically each morning:
- In Edge, enter edge://apps in the address bar.
- Find APProved Front Desk and select Details.
- Turn on Auto-start on device login.
Android phone or tablet - Google Chrome
- Open the Front Desk link in Chrome.
- Tap the three dots (⋮) in the upper-right corner.
- Tap Install app, Install and create shortcut, or Add to Home screen. The wording depends on the Chrome version.
- Confirm the name APProved Front Desk.
- Tap Install or Add.
- Return to the Android Home screen and tap the new Front Desk icon.
Keep it easy to reach: Press and hold the icon, then drag it to the bottom favorites row if space is available.
iPhone or iPad - Safari
- Open the Front Desk link in Safari.
- Tap the Share button.
- Scroll and tap Add to Home Screen.
- Confirm the name and tap Add.
If the icon stops opening correctly
- Open the Front Desk link directly in the browser.
- Confirm the internet connection.
- Request a fresh sign-in link.
- If necessary, remove only the shortcut/app icon and reinstall it. Do not delete client records.
Christina's daily checklist
- Open the dashboard and review Today's Reminders.
- Review clients flagged for follow-up.
- Check the official APProved Google Calendar.
- Respond to new consultation requests.
- Record every promised next step and date.
- Update agreements and payments after action is completed.
- Mark finished reminders Done.
- Sign out if using a shared device.
Important reminder rules
- The APProved Google Calendar is the official schedule.
- The client must be added as a calendar guest to receive the invitation.
- Internal Front Desk reminders do not automatically message the client.
- Email reminder automation must be activated under approveddigitalworks@gmail.com.
- Text messages begin only after the client voluntarily opts in and APProved activates a registered business texting service.
Installation guidance: Microsoft Edge app and auto-start instructions are based on current Microsoft Support documentation. Android menu wording can vary by Chrome version and device manufacturer.