What Hub Is
Hub is where the Heroes team communicates day-to-day — like Slack or Teams, but built into Lynxedo and connected to the rest of your tools. Everything in Hub stays inside the company.
Hub has three main areas: Rooms (group conversations), DMs (one-on-one messages), and Boards (shared task lists). Everything assigned to you across boards is gathered under My Tasks.
Home Screen
The Home screen is what you see when you open Hub for the first time each day. It shows the date, your greeting, the active company announcements and shout outs, and your most-used rooms — so you can get oriented before diving into a conversation.
My Time Clock card — if you have timesheet access and an employee record, a clock-in card appears near the top of Home. Tap Clock In to start your shift (Lynxedo just records the time — no location prompt). Once you're clocked in the card shows the time you started and how long you've been on the clock; tap Clock Out when you finish. The card mirrors what the Timesheet page does, just one tap from the landing screen so you don't have to navigate every morning.
Resume where you left off — when you close and reopen Hub within 14 hours, you'll land on the last room or DM you were viewing instead of always going back to the General room. Tap a push notification and you still jump straight to that message.
Auto-return to Home after long gaps — if it's been more than 14 hours since you last opened Hub, the next time you open it you'll land on Home instead. The idea: after an overnight gap you probably want to see the announcements and clock in first, not jump straight into whatever room you closed yesterday.
Amber — Right Now (temporary instructions)
Amber in the Hub sidebar — right below My Tasks, above Boards — for telling the AI receptionist something that's only true for today (or this week), without editing her knowledge base. Things like “we're booked today, don't book any more” or “Kathryn's off, send her calls to me.” Every note has an expiry and disappears on its own. The same card also sits on the Home screen for a first-thing-in-the-morning glance.
The Amber row only appears for people who can manage AI (the same access as Admin → AI) — a note here can stop the company taking bookings or re-point the phone, so it isn't open to everyone. It's both where you write the notes and the list of what's currently in force, with a Remove on each one. When anything is in effect, an amber count sits on the sidebar row — so a note you set this morning and forgot is visible from anywhere in Hub, not just on the screen itself.
These beat the knowledge base. That's the point of them. Anything you put here is the last thing Amber reads, and she's told it outranks her standing instructions and company knowledge. She won't read the list out loud — if a caller asks, she explains it in her own words.
Three kinds, and the difference matters:
- Tell her something — free text, for anything that changes what she says. Pick an expiry: today, tomorrow, a date, or until you remove it.
- Booking limit — a day, a service, and a number. This one changes what she can actually do: she won't offer or book past the limit, because the limit is applied to the real availability check, not just mentioned to her. Choosing All services closes the day entirely (she'll still offer a later day); a specific number has to name one service, since each service is counted against its own limit. It expires by itself at the end of that day.
- Someone's out — who's out and who covers. Transfers aimed at that person go to whoever is covering instead, on the real phone, not just in what Amber says. Your saved transfer list in Admin is untouched — when the note expires, calls go back to normal on their own.
When it takes effect. On her next call. Amber loads her instructions the moment a call connects, so a call already in progress finishes on the instructions it started with — seconds, not minutes.
Recently used. Expired and removed notes stay in a short list at the bottom of the card, so a note you set often (“we're booked today”) can be re-added with one tap. Booking limits aren't re-addable that way — they're tied to a specific date, so you pick the day fresh.
Rooms
Rooms are group conversations — usually organized by team, topic, or job site (e.g. #crew-chat, #field-ops).
- Join a room — sidebar > + Browse rooms, then click Join on any room you want to be in.
- Leave a room — open the room, click the room name at the top, then Leave.
- Star a room — click the star icon next to a room in the sidebar to pin it to the top.
- See who's in the room — tap the people icon in the top-right of the room header to open a list of everyone in it.
Admins can create new rooms from the sidebar (+ New room), edit room names and descriptions, and add or remove members from /admin/hub → Rooms. Rooms can be made private (members-only, doesn't appear in Browse, and only members can see who else is in it).
Office Alerts
Automated alerts land in their own room called Office Alerts, so the working office room stays for actual conversation. Three things post there: calls the AI receptionist takes, new Google Local Services (LSA) leads, and new Angi leads.
Each alert is one line, with the detail in a thread. The post itself is just who it was and how to reach them — for example 📇 Customer service call from Sonia Belvin ((832) 567-0670) — so the room reads as a scannable list of what came in. Tap 1 reply under it to read the rest: what they wanted, the service and address, urgency, and the link to go work it.
- 🔴 at the front means urgent — a complaint, or a call marked high urgency.
- 🔥 Soft commitment in the thread means the caller said yes to moving forward.
- Alerts don't send a push or a DM — the room post is the only notification, so keep the room where you'll see it.
Membership is just the room's member list — whoever is in Office Alerts sees the alerts. Add or remove people in /admin/hub → Rooms. If the room is ever renamed or deleted, alerts fall back to the office room rather than disappearing.
Direct Messages (DMs)
DMs are private conversations between two people, or a small group.
Click + New DM in the sidebar.
Pick one person for a one-on-one, or multiple people for a group DM.
Type your message and send. The DM appears in their sidebar instantly.
DM with yourself. You also have a private DM with just you, labeled with your own name. Use it as a scratchpad — jot notes, paste links, or forward messages you want to keep handy. Nobody else can see it.
Managing your DMs
Your DM list keeps itself tidy automatically — and you can also tuck specific conversations out of the way yourself.
Auto-archive after 60 days
If you and another person haven't exchanged a message in 60 days, that DM quietly moves into your archived list. Nothing is deleted — every message and photo is still there. The conversation just stops cluttering your active list.
Archive a DM yourself
Right-click (or long-press on mobile) any DM in the sidebar and pick Archive conversation. It disappears from your active list immediately.
See archived DMs
At the bottom of the Direct Messages section in the sidebar, you'll see Show N archived. Click it to reveal a dimmed list of every archived DM. Each row has a small unarchive icon to bring it back to your active list.
Auto-unarchive when there's new activity
If someone sends a message to an archived DM, or if you start a new DM with that person, it automatically jumps back to your active list. You never have to think about whether archiving was the right call — new activity always wins.
Tabs — keep several screens open at once
On a computer, Hub works like a browser: opening a screen puts it in a tab across the top of the page, and you can keep up to 8 open at once. Flipping between them is instant and — this is the point — nothing loses its place. Your scroll position, the filters you set, the record you had open, even a half-typed message are all still there when you come back.
So you can leave a customer's text thread open next to the Lead Tracker, jump to Contacts to look something up, and come straight back without rebuilding anything.
Opening and closing
- Click an app in the left rail or the app drawer to open it as a tab. If it's already open, you jump to that tab instead of getting a second copy.
- Conversations open one tab each — three DMs means three tabs, like browser tabs.
- Close a tab with its ✕, or by middle-clicking it.
- Ctrl/⌘ + 1 through 8 jumps straight to that tab.
- Opening a 9th tab closes the one you haven't touched in the longest — you'll get a small notice when that happens.
Pop out a conversation
Every room/channel and DM has a ⧉ pop-out button in its header. Tap it to float that conversation in its own always-on-top window — the same way the Dialer pops out. Keep it in the corner of your screen while you work in another part of Hub, or in another app entirely, and reply without switching back and forth. Close it and the conversation returns to the normal in-page view.
The pop-out is a trimmed view — the running messages plus a box to type a reply. Threads/replies, reactions, file uploads, and message actions stay on the full in-page conversation.
Your status (Available / Busy / DND / Offline)
The colored dot next to each name tells everyone whether you're actually around. You can set Busy or Do Not Disturb manually; the rest is figured out automatically based on whether you're clocked in (techs) or active in Hub (office).
- Available — you're around. See below for how this is determined.
- Busy — around but minimizing interruptions. Manual only.
- Do Not Disturb — silences push notifications on your phone. @-mentions still come through. Manual only.
- Offline — you're not currently available. Automatic; clears as soon as you become active again.
How auto-presence works
- Field techs (hourly): your dot is green when you're clocked in and gray when you're clocked out. The dot flips the moment you punch in or out, no matter which device you use.
- Office (salary): your dot is green while you're active in Hub. After 2 hours with no Hub activity it drops to gray; it flips back to green the next time you open Hub.
Setting Busy or DND yourself always wins — they show no matter what the automatic state would have been. Clear them when you're done and the dot goes back to the automatic color.
Where you'll see the dot: replaces the 💬 next to each solo DM in your sidebar, and shows up next to the name at the top of the conversation when you're inside a DM. Both update live — when a teammate changes status or clocks in/out, every dot flips without a refresh.
Sending Messages
The composer is the box at the bottom of every conversation. Tools live in a thin toolbar below the input — not crammed inside it — so what you've typed always reads cleanly.
Sending and writing
- Send — on desktop, press Enter. On phone or tablet, tap the blue send button (only shows up once you've started typing).
- New line — Shift+Enter on desktop. On mobile, plain Enter inserts a new line — sending takes a deliberate tap of the send button so you can't fire off a half-typed message by accident.
- Expand the box — small chevron just above the input (flush right). Tap it to grow the composer to about half the screen for drafting longer messages; tap again to shrink. Sending also auto-shrinks it. Every room or DM you open starts at the default small size.
- Drafts — if you start typing and switch to another room or DM before sending, your text is automatically saved. Come back to that conversation and it'll be waiting exactly where you left off. Drafts clear the moment you send.
Toolbar buttons (left to right, below the input)
- 📎 Attach — pick a file, photo, or video. You can also paste images from your clipboard or drag-and-drop a file straight onto the composer. While a file is uploading (videos can take a few seconds) an Uploading attachment… banner shows above the box and Send stays disabled until it finishes, so a large video can't be half-sent.
- Aa Format — wraps your selected text (or inserts markers for you to type between) in bold, italic, strike, code, or quote. See the Formatting section below for the full list of markers and keyboard shortcuts.
- 😀 Emoji — opens a full emoji picker with search, categories, recents, and skin tones.
- @ Mention — inserts
@and opens the name picker. Mentioned people get a push notification even if their notifications are set to Mentions only. You can also just type@directly. When two teammates share a first name, picking one inserts their full name so only that person is pinged — and names with accents or apostrophes (José, O'Brien) match correctly. - ⏰ Schedule — pick a future date/time. The button turns blue, the Send button turns yellow, and a banner shows when it'll go out. Click the ✕ on the banner to switch back to send-now. The popover also has a View scheduled messages link that opens a list of everything you have queued across all rooms and DMs — edit the body, reschedule the time, send right now, or delete.
- ▶ Send — sends the message. Hidden until you've started typing or attached something.
Typing emoji by name
Type : followed by a name and a list of matches pops up. :smile → 😄, :fire → 🔥, :thumbsup → 👍. Arrow keys to navigate the list, Enter or Tab to insert.
Viewing photos, videos, audio, and PDFs
Attachments open inside Hub — no new browser tab.
- Photos — tap the thumbnail to open the full image in a dark lightbox. On desktop, use the ← / → buttons (or arrow keys) to flip between photos in the same message; Esc closes. On phone, swipe left/right to flip, pinch to zoom and drag to pan, and double-tap to zoom in/out. (Pinch works inside the iOS and Android apps too, not just the browser.)
- Videos — play right in the chat bubble with native controls (play, scrub, fullscreen, volume).
- Audio — voice memos and audio files (MP3, M4A, WAV, and more) play right in the chat bubble with a built-in player.
- PDFs — tap the 📄 card to open the document in the lightbox. Pinch to zoom (iOS + Android apps included) or use the − / + buttons at the bottom; the ⬇ button in the top-right downloads the file.
- Other files — documents, spreadsheets, HTML files, and the like show as a card; tap to download and open.
Scrolling back through history
A room or DM opens at the newest messages. Just scroll up and older messages load automatically as you go — no "load more" button. Your place stays put while the older messages slot in above, so you can keep scrolling back through the whole conversation.
Loading, errors & not-found
A few things you'll see around the edges of Hub:
- Loading — while a page is fetching, you see a centered spinner instead of a blank screen, so it's clear something is on its way.
- Something went wrong — if a page hits an error, you get a friendly screen with a short explanation and a Try again button (which reloads just that section) rather than a broken page. Most of the time a retry clears it.
- Not found — open a link to a room, DM, or page that doesn't exist (or that you don't have access to) and you get a clear "not found" screen with a link back to Hub, instead of a dead end.
Formatting Text
Hub uses Slack-style markdown. The Aa toolbar button opens a small popover with one-tap formatters — or type the markers directly. Either way, your message displays formatted when it sends.
Markers
*bold*→ bold_italic_→ italic~strike~→ strike`code`→code(inline)> quoteat the start of a line → renders as a quoted line with a left border- Bullet list — the bullet button in the Aa popover adds a
•to the line. Press Enter to continue the list with a new bullet automatically; press Enter on an empty bullet to end the list (like Docs/Word).
Keyboard shortcuts (desktop)
- ⌘B / Ctrl+B — bold
- ⌘I / Ctrl+I — italic
- ⌘⇧X / Ctrl+Shift+X — strikethrough
If you have text selected when you tap a formatter (or hit a shortcut), it wraps the selection. With no selection, the markers are inserted and your cursor lands between them so you can type.
Markdown also works in thread replies and in forwarded message previews.
Read Receipts
In DMs, a small grey label appears under your most recent message to show when the other person (or people) have seen it. Inspired by iMessage.
- 1-on-1 DM — shows Read when the other person has opened the conversation since you sent.
- Group DM — shows Read by Joe, then Read by Joe & Sarah, then Read by Joe, Sarah & 2 more, and finally Read by everyone once the whole group has caught up.
- The label only sits under the most recent message you sent — if they read it, it stays put; if you send another, the label moves to the new one once that one is read too.
- Updates live — the moment someone opens the DM, you see the label appear without refreshing. Works reliably on all devices including native iOS and Android apps.
- Rooms (channels) intentionally do not show read receipts. Slack-style — channels would be overwhelming and weird to track per-person.
- Bots (like @Guardian) are never counted as readers.
Typing Indicator
When someone in a room or DM is typing, you'll see a small “Name is typing…” line with animated dots at the bottom of the conversation, just above the box where you type. If two people are typing it shows both names; more than that shows “Several people are typing…”
It appears within a second of them typing and clears a few seconds after they stop. You never see your own typing.
Message Actions (long-press / right-click)
Long-press a message on mobile, or hover and right-click on desktop, to see the actions menu:
- React — tap one of the three quick reactions (✅ 👍 👀), or hit the + button next to them to open the full emoji picker (search, categories, recents). On desktop, hover a message → the + button shows the same three quick picks. Anyone in the conversation can see and click the reaction.
- Copy text — copies the message text to your clipboard.
- Copy link — copies a direct link to that exact message. Paste it anywhere (a chat, a note); whoever opens it lands in the room or DM scrolled right to the message, which flashes so it's easy to spot. Often quicker than forwarding when you just want to point someone at something. Links to messages only open for people who are already members of that room or DM.
- Forward — send the message into another room or DM. Any photos or files on the original message come along with it.
- Save to Files — for photos. Saves the image into Hub Files where it's tagged and searchable.
- Add to Board — saves the message to one of your boards.
- Reply in thread — opens a side thread so the side conversation doesn't clutter the main room.
- Edit — only on messages you sent. Edited messages show an (edited) tag.
- Delete — only on your own messages (or any message if you're admin).
Threads
Threads keep side conversations from cluttering the main room. Opening Reply in thread on any message slides out a panel where replies live.
How you spot a thread — once a message has replies, a blue 1 reply / 4 replies link appears directly under it in the room. That link is the only sign a thread exists, so it shows to everyone in the room whether or not they've opened it. Tap it to open the thread.
Anyone in the room can read and reply to a thread. When someone replies in a thread you started or participated in, you get a notification.
Thread replies support the same toolbar as the main composer — 📎 attach photos and files, Aa format (bold/italic/strike/quote), 😀 insert emoji, and ⏰ schedule the reply for later. Attachment-only replies (no text) work too.
Reply actions — replies have the same actions as any message in the room. On desktop, hover a reply to reveal the action bar (react, forward, copy link, save a photo to Files, add to a board, and edit or delete your own); on phone, long-press a reply for the same menu. A reply's copy-link opens the thread and flashes that reply for whoever follows it. Edit and delete follow the usual rule — your own messages, and admins can delete any.
Reactions in threads — both the original message and every reply support the same emoji reactions as the main feed: the three quick picks (✅ 👍 👀) plus the full emoji picker (search, categories, recents). React on a thread message and everyone in the thread sees it update live, exactly like reacting in the room.
Resize or expand the thread pane — on desktop, hover over the left edge of the thread panel to reveal a drag handle. Drag left to widen it (up to about half the screen), drag right to narrow it. Or click the ⤢ expand icon in the thread header to fill the whole pane in one click — click it again to snap back. Your preferred width is saved automatically.
Boards & Tasks
Boards are shared task lists. Each board holds tasks you can check off, assign, schedule, and discuss. Your boards — and the My Tasks view — live in the Hub sidebar.
Click + next to Boards in the sidebar to make one. Choose who can see it: Public (everyone on the team), Private (just you and the people you add), or Personal (only you).
Type a task and press Enter. Click its row to set the options below.
Check the circle to mark a task done. The Open / All toggle shows or hides completed tasks.
On each task you can set:
- Priority — None / Low / Medium / High.
- Due date & time — pick a date and, optionally, a time of day (e.g. 8:00 AM). Overdue tasks turn red.
- Assignees — assign one or several people; tap names to add or remove them.
- Repeat — Daily, Weekly, Every 2 weeks, or Monthly. Completing a repeating task drops a “✅ Completed…” note on it and rolls it forward to the next date automatically (a weekly task due Jul 1 reappears due Jul 8).
- Notes & Files — open a task to comment (tag a teammate with @name) or attach a photo/document. The 💬 and 📎 chips on the card show the counts.
My Tasks — the My Tasks link in the sidebar gathers every open task assigned to you — plus everything on a board that's yours alone (a Personal board, or a Private board only you belong to, where every task is implicitly yours) — into one list, grouped Overdue / Today / Upcoming. Check tasks off right there. Use the Boards button to choose which boards feed your list — that's personal to you and doesn't affect anyone else's.
Deadline reminders — a task with a due date gets a heads-up on the morning it’s due, and a second message if it goes past its deadline. Guardian sends each one as a direct message, once per deadline — change the due date and it’ll remind you again for the new one.
🔔 Notify me — your own settings, per board
Every board has a 🔔 in its top-right corner. What you pick there is yours alone — it changes nothing for anyone else on the board, and there’s nothing an admin has to set up. Each of the four can be set to everything, only the tasks you’re on, or off:
- New tasks — someone adds a task. Starts on Every task, which is what boards did before.
- Replies — someone writes a note on a task. Starts Off; turn it on if you want to follow the conversation.
- Files — someone attaches a photo or document to a task. Starts Off.
- Due & overdue — the deadline reminders above. Starts on Assigned to me. Set it to Every task if you run the board and want to see everything slipping, not just your own.
“Tasks I’m on” means a task assigned to you, one you created, or one you’ve already replied to — so answering a note keeps you in that conversation.
Turn a message into a task — hover (or long-press on phone) any room, thread, or customer text message and choose Add to Board to drop it onto a board.
Hub Files
Every photo or file shared in a room or DM also lives in Hub Files. Open the Files page from the sidebar to browse, filter, and download.
- Filter by tag — tap any tag at the top of the Files page to narrow the view (e.g. before-after, social-media, damage).
- Tag an upload — when you upload directly to Files, you can pick one or more tags. You can also tag a file after the fact by clicking Edit on it.
- Save from a message — long-press any photo in a room → Save to Files → pick tags.
Admins manage the tag list under /admin/hub → Files Tags. Add, rename, or remove tags. Tags applied to existing files stay attached even if you rename the tag.
Announcements & Shout Outs
Two tickers appear at the top of Hub (in rooms and DMs):
- 📢 Announcements (blue) — company-wide updates the admin team wants everyone to see (policy changes, schedule notes, etc.).
- 🎉 Shout Outs (gold) — recognition for great work, customer compliments, milestones.
Hit ✕ to dismiss a ticker from your view — it stays hidden on that device until a new announcement of the same type is posted. Click the ticker text to open the full Company News page where everything is sorted by Active / Archived / Expired.
Admins manage announcements from /admin/hub → Announcements. Anyone with the Can post Shout Outs flag enabled can post shout outs from the same page. Posting a new active announcement automatically archives the previous one — only one of each type is live at a time.
Edit — click Edit on the active announcement card to change the text (expiration is preserved). The ✎ pencil on the ticker itself also opens the same edit modal.
Archive — click Archive on the active card to pull it immediately, before it expires.
Delete — the Past Announcements list at the bottom of the Announcements tab shows all archived and expired posts. Click Delete on any row to permanently remove it.
Automations
Automations send a message automatically when something happens — on a schedule, when a vehicle moves, when work is logged, on a clock punch, or when a customer texts. Each rule is a simple When → Notify → Message.
Build them under /admin/hub → Automation → Scheduled & Event Automations. Pick a trigger, who to notify, and how to deliver it.
Triggers (the "when"):
- At a scheduled time — e.g. weekdays at 5:30 PM. Optionally only for people still clocked in at that time.
- A vehicle arrives / leaves — when a truck enters or exits a Place (an address + radius you define), optionally only within a time window.
- A Daily Log stop is completed — fires when a tech marks a stop done.
- Someone clocks in / out.
- A text comes in — optionally only when the message contains a word (e.g. cancel).
Notify (the "who"): each matching person, a specific person, a room, the vehicle's assigned driver, the person involved in the event, the rule creator, or a phone number.
Deliver as: an @Guardian message (in-app + push), a text message (sent from the company number, skips anyone marked do-not-text), or both. Texting a person uses the phone on their Lynxedo profile.
Message placeholders fill in details: {tech_name}, {vehicle}, {geofence}, {customer}, {address}, {from}, {message}, {event}, {time}, {date}.
Two extra panels on the same tab: Places (manage geofence addresses + radius) and Vehicle drivers (assign a driver to each truck — used by "notify the assigned driver"). Toggle any rule On/Off or Delete it from the list.
The older Keyword Rules (post when a word appears in a room) still live at the top of the same tab.
The Assistant Bot
The assistant is an AI helper that lives in Hub. @mention it by whatever name your company gave it (set in Admin → AI → Assistant — if it shows as “Amber”, type @Amber) in any room, or talk to it in your one-on-one chat with it, and ask questions about Lynxedo or the business — it has context on your data and replies in-thread. @Guardian also works everywhere, regardless of the name you chose.
Guardian only takes part in chats it's actually a member of — a room where it's enabled, or your own one-on-one Guardian chat. It won't reply inside a regular direct message between two people, so @mentioning it there does nothing.
Examples (using “Amber” as the assistant's name): “@Amber how many visits do we have tomorrow?” · “@Amber who's clocked in right now?”
What the assistant can do for you follows your role:
- Everyone with assistant access — look things up: clients, jobs, visits, quotes, invoices, and questions about the company knowledge base.
- Managers and admins — everything above, plus making changes (scheduling and editing visits, marking visits complete, notes on clients/jobs) and live web search for current information. Web search has a daily company-wide cap (default 30 searches/day) so costs stay predictable.
Everything the assistant needs configuring lives in Admin → AI → Assistant, in four tabs: Settings (turn it on, its name & avatar, model, web-search cap, and any connected Claude apps), Permissions (who can use it — one Allowed/Blocked switch per person — and company-wide toggles for each individual action it can take), Rooms (which rooms it answers in), and Audit (the last 100 replies — click to expand the full question + answer + tools used + tokens). Only super-admins can change who's allowed and rooms; managers with AI admin access can view them.
Name & avatar. Under Admin → AI → Assistant → Settings, the Assistant identity section lets an admin rename the assistant and upload its avatar (JPG, PNG, WebP, or GIF, under 5 MB). The name shows as the sender in chat, DMs, and notifications, is spoken by the AI receptionist, and is signed on automated texts; no uploaded avatar means a neutral default icon.
The shared knowledge lives in Admin → AI → Knowledge. Each doc has a Used by setting — Assistant, Auto Responder, and/or AI Receptionist — that controls which AIs automatically draw on it (leave all unchecked to keep a doc on-demand only). Company identity and the customer-service playbook are core docs, always available.
Chat Synx (Slack bridge)
Chat Synx mirrors messages between Hub rooms and Slack channels, both directions, in real time. Anyone on Slack stays in the loop without needing a Hub account, and vice versa.
How it appears in Slack: a message you send in Hub shows up in the linked Slack channel wearing your name and profile picture — as far as anyone reading Slack is concerned, it looks like you typed it there. (Under the hood it's the @Chat Synx bot posting on your behalf, but you'd have to look closely to tell.)
How it appears in Hub: a message someone sends in the linked Slack channel shows up in the Hub room attributed to their Hub account — same name, same avatar, same as any other Hub message.
Threads cross over both directions. Reply in a Hub thread → it lands in the same Slack thread. Reply in a Slack thread → it lands in the same Hub thread.
Attachments cross over both directions, up to 25 MB per file. Drop an image or file in Slack → it appears in the Hub room. Attach a file to a Hub message → it appears in the linked Slack channel. Note: Slack file uploads always show as the @Chat Synx bot (not as you) — that's a Slack API limitation. The text portion of the message still wears your name and avatar, so the file ends up posted right under it.
Edits and deletes cross over both directions. Edit a Hub message → the Slack mirror updates. Edit in Slack → Hub updates. Delete in Hub → Slack message is removed; delete in Slack → the Hub message is removed.
Emoji reactions cross over both directions. React in Hub → the reaction appears in Slack (attributed to @Chat Synx — Slack's reactions API doesn't support per-user identities). React in Slack → it appears in Hub attributed to your Hub account. Custom Slack emoji (workspace-specific ones) don't cross over.
@mentions cross over both directions. Type @Joe in Hub → Slack shows a real ping for Joe (and his phone buzzes). Type @Joe in Slack → Hub shows a real mention and Joe gets a push notification. @room in Hub maps to @channel in Slack and vice versa. First-name matching depends on display names being unique within the company — if two people share a first name, add a last initial (e.g. Ben S) so the mention resolves to one person.
Setup is in two parts, both in /admin/hub → Chat Synx:
- People — one row per teammate. Maps a Slack user ID to a Hub user. Without this mapping, that person's Slack messages won't reach Hub (and outbound messages will use their Hub name and avatar instead of their Slack name/avatar).
- Channels — one row per Hub room ↔ Slack channel pair. Each side can only be in one bridge at a time. You must invite
@Chat Synxto the Slack channel for events to reach us; type/invite @Chat Synxin the channel.
Clients (SMS)
The Clients tab in the sidebar shows SMS conversations with customers, powered by Captivated. Replying here sends a real text from the company number.
Each conversation shows the client's name (matched to Jobber when possible), the conversation history, and unread badges.
Daily Log
Daily Log is a running log of operational notes for the day — who's on what crew, what went wrong, what got finished. Anyone can post.
Posts are organized by date. Scrolling back through old days is how you reconstruct what happened the week of a callback.
Update notifications — works like a DM or Room. When someone posts an update, the people who care about that entry get notified just like a chat message: a push notification on their phone/desktop, an orange unread dot on the Daily Log icon in the rail, and (on a desktop browser, if the sound toggle is on) the new-message chime. Tapping the push takes you straight to the Daily Log. Who gets notified: the assigned tech (and any secondary techs) always, anyone an admin adds to the always-notify list, and anyone who tapped Follow on the entry. The dot clears when you open Daily Log. Each person's mute / Do Not Disturb settings are respected, the same as for messages.
Follow — tap Follow on any entry to add yourself to its update notifications even if you're not the tech and aren't on the always-notify list. Tap again to stop.
Attaching files to updates: hit the 📎 paperclip button to the left of the text box to attach photos or files to any update. Multiple files per update are supported. Images and PDFs open in a built-in viewer right inside Hub — tap to open, zoom in and out, and Download — so they work on every device, including the iOS and Android apps; other file types show as a download card. Either the tech or the office can attach files, and attachment-only updates (no text required) are fine for when a photo says it all.
Route sheet: the PDF (or generated route sheet) attached to the top of an entry opens in that same built-in viewer on any device — tap it to read, zoom, or download. If a PDF ever can't preview, the viewer shows a Download button so you can always open it.
Two techs on one route: when creating an entry you can pick a primary tech plus one or more secondary techs (the second person riding the route). The entry shows up on every tech's My Day view, and either tech can post updates or mark it complete.
Two checkboxes — one for the tech, one for the office:
- Route Completed — the tech (primary or secondary) checks this when the route is done. The card turns green and a notification goes out from @Guardian to the users and rooms configured in Admin → Daily Log.
- Closed — the office checks this once they've reviewed the day's updates and handled anything that needed handling. The card dims so you can tell at a glance which entries are still waiting on office review. Only admins and anyone with the Daily Log admin grant can check this — and no DM fires (silent close).
The two boxes are independent — you can close an entry before it's marked complete, or mark complete without closing. Unchecking either box reverses it.
The Route Completed DM contains that day's office notes, route sheet name, and every update that was posted — so you can read the whole day at a glance instead of opening the log. If anything changes after the route is marked complete (a new update gets posted, notes get edited), the DM resends with the updated info.
Under /admin/daily-log there are two separate notification controls:
- Notify on every update — these users always get a push (plus the unread dot + chime) for every new update, no Follow needed. The assigned tech is always notified automatically and doesn't need to be added here; use this list for office staff who should stay on top of all activity.
- On completion — when a route is marked complete, @Guardian sends the end-of-day summary to any combination of DM'd users and rooms. Leave both empty to disable the completion notification.
Daily Log v2 (preview)
A new tech-facing view of the day's work, available at /hub/daily-log-v2. The original Daily Log keeps working unchanged — both run in parallel while v2 is iterating.
What's different: instead of one text-based card with office instructions and tech updates, v2 shows the day's stops as an ordered list with customer names, addresses, scheduled times, and line items. A map at the top of each entry shows the route with numbered pins.
How stops get there: open the Route Optimizer, build a route, then click the new Send to Daily Log button (blue, next to Send Day + Team and Send with Times). The stops queue up under the target tech's entry for that day. If an entry doesn't exist yet it's created; if one already exists with office instructions, those stay — only stops get added or replaced.
You can run Send to Daily Log independently of the Jobber sends. Sending it doesn't change anything in Jobber. Re-running it after re-optimizing replaces the stops list with the new order.
🧪 Route Loadout header: when a route is sent from the Advanced Route Optimizer, a collapsible loadout panel appears near the top of the tech's day (under Office Instructions). It shows the route's predicted on-site + drive time, total square footage, tank fill bars (with a red ⚠ refill flag if a route overflows a tank), and the amount of each product to mix — grouped by line item, with which tank each goes in — so the crew can load the truck before they roll. It's a snapshot taken at send time; product amounts appear once line items are mapped to products in Admin → Service Mapping.
📎 Route Sheet (downloadable PDF): sending a route from the optimizer attaches a real PDF route sheet to the entry. It appears in a Route Sheet section at the bottom of the day's card — tap it to open the full sheet (map, stop list, and per-stop line items) in the in-app viewer, then use the viewer's Download button to save or print a copy. You can also + Upload PDF (or Replace) to attach your own route-sheet PDF.
Tap a stop to expand it. The detail panel shows:
- Customer phone — tap to call (opens your dialer / phone app)
- Line items — full list with quantities and prices, plus the total
- Visit instructions — the same instructions stored on the Jobber visit (gate codes, dog warnings, etc.)
- My notes — a per-stop notes field for what the tech actually did or saw. Saves automatically when you tap away.
Timing each stop: the expanded panel has two buttons.
- ▶ Arrived at property — tap when you pull up. Stamps an arrival timestamp and starts a live ticking timer in the panel. The stop's number badge turns amber.
- ✓ Mark Complete — tap when you're done. Stamps a completion timestamp, stops the timer, and flips the number badge to green ✓. Also marks the Jobber visit complete via the API.
Once complete, the panel shows the duration and both timestamps: “24 min · 2:15 PM – 2:39 PM”. The entry header's “done” count ticks up. The arrival timestamp is also the application-time used by pesticide records (below).
You can skip the timer — tap Mark Complete (skip timer) directly to mark done without capturing arrival time. Useful when you forgot to tap Arrived earlier.
Tap Reopen on a complete stop to undo — the Jobber visit also flips back. Reopen keeps the original arrival time so the timer picks up where it left off; tap Reset arrival time to clear it entirely.
If the Jobber push fails (offline, expired token), the local complete still works — you'll see an amber warning in the detail panel telling you what went wrong. The stop stays marked complete; the office can manually mark the Jobber visit later if needed.
Approach buttons — at the top of the expanded panel, next to the customer phone.
- 🗺️ Navigate — opens Google Maps in turn-by-turn mode with the customer's address pre-filled. On phones it opens the Google Maps app; on desktop it opens in a new browser tab.
- 💬 On My Way — sends the customer a text message with your name and an estimated arrival time. Tap the button → pick how many minutes away you are (5/10/15/20/30/45 or type a custom number) → tap Send. The compact stop row gains a small 💬 Sent 2:13 badge so it's visible without expanding. You can re-send if needed (e.g. customer asks “where are you?” later).
The SMS goes out through Heroes' existing Captivated number (832-220-8100). Customers who are marked do-not-text or have no phone on file get a disabled button.
Admins customize the text template under /admin/daily-log. Available placeholders: {first_name} (customer first name), {tech_name} (tech first name from their Hub display name), {eta} (minutes selected at send time). Leave the template field blank to fall back to the system default.
Weather snapshot — when you tap Mark Complete, the app calls the National Weather Service (api.weather.gov) for the current observed conditions at the stop's coordinates and stamps temperature, conditions, wind, and humidity onto the record. The data shows up in the expanded detail panel as “Weather at completion · 78°F · Partly Cloudy · Wind 8 mph · Humidity 64%”. NWS is free, no key, US-only — when it's slow or down the stop still marks complete fine, weather is just null. The snapshot is also attached to the pesticide application record (below) for TDA compliance.
Products Used log — for any stop with a line item that maps to a product (a pesticide like “Fire Ant Treatment” or a fertilizer like “Soil Revive”), Mark Complete also writes a Products Used record capturing application time, location, customer, applicator, the products used, and weather. EPA registration # and active ingredient are recorded when the product has them (fertilizers simply have none). The EPA-registered subset is what you file for TDA compliance. Reopen and re-complete keeps the existing record (records are never deleted to clean up). What gets logged is the Service Mapping line-item → product map admins maintain — see the Products Used tab for the full list + CSV exports.
Two paths, one record. A record is created whether a visit is completed in Daily Log v2 or directly in Jobber — when a Jobber visit is marked complete, a webhook creates the same kind of record automatically. Both paths read the same Service Mapping and write to the same place, deduped per Jobber visit, so you never get two records for one visit. Daily Log v2 is the richer source (it captures the technician and the weather at the moment of arrival); the Jobber path fills in any visit completed outside the app (weather there is best-effort from the property address, and the applicator name may be blank).
What gets logged is driven by Service Mapping (Admin → Service Mapping). Map a Jobber line item (case-insensitive contains or exact) to one or more products — map every product you want logged, including fertilizers, not just EPA pesticides. The details on the record — name, EPA registration # (if any), active ingredient, application rate, batch # — are pulled live from each mapped product in the Products catalog (no re-typing). When a visit completes, every line item is checked against every active mapping; matches roll into the record's products-used list (one entry per matched product). Set a product's mapping inactive to stop it logging new records — existing records stay intact. (The old per-line-item pesticide mapping screen under Daily Log Admin is retired — mappings now live in Service Mapping, the single source the route-capacity tool also reads.)
Products Used
Available at /hub/pesticide-records. An automatic log of every product applied on a completed visit — fertilizers included, not just EPA pesticides — captured whether the visit was completed in Daily Log v2 or directly in Jobber. Filter by date range or search by customer / address / technician. Each row shows the customer, application time, applicator, the products used, and the weather snapshot at completion. EPA-registered products show a green 🧪 chip with the EPA #; non-EPA products (e.g. fertilizers) show a 🌿 chip. Tap a row for the full detail view.
Show: All products / EPA-registered only — toggle the on-screen list between every product used and just the EPA-registered ones.
Two CSV exports (top-right): All products downloads everything used in the range; TDA pesticide export filters to EPA-registered products only — the state pesticide-compliance format. Both expand to one row per product (so a visit with 2 matching products yields 2 rows). EPA #, active ingredients, and rate are filled in where the product has them.
Records are created automatically — you don't add them by hand. They appear when a visit with matching line items is marked complete, either in Daily Log v2 or in Jobber. If the mapping configuration changes after a record is created, the existing record stays as it was at the time of application (the products-used list is a snapshot, not a live join).
Records are preserved across stop reopen. If a tech reopens then re-completes a stop, the record is updated in place with the fresh timestamp + weather, not duplicated.
Reports
Available at /hub/reports (admin only) — the index page lists every report. Today there are two: the Visit Report and the Customer Report.
Visit Report
Completed visits broken down by technician for any date range you pick.
Date ranges — quick-select buttons at the top: This Week, Last Week, This Month, Last Month, YTD, or a Custom date range. The report re-runs instantly when you switch ranges.
Summary cards — four at-a-glance numbers across all techs: total visits, total value, recurring visits, and one-off visits.
Tech table — one row per technician, sorted by visit count. Each row shows visits, dollar value, and the recurring/one-off split. Tap any row to expand a department breakdown (IR, WF, PW, etc.) for that tech.
Dollar value note — visits with per-visit line items (most IR jobs, one-off jobs) show full dollar attribution. Recurring flat-rate visits bill at the job/invoice level and show $0 visit value — the visit count is still accurate, only the dollar attribution differs.
Customer Report
Every customer and property pulled from Jobber, one row per property. A normal customer is a single row; an HOA or management account with several properties shows as several rows.
Columns — tap the Columns button to choose exactly which columns to show. The catalog is grouped into Customer fields (name, email, phone, balance, status, lead source, sales person, cancellation reason…), Property fields (address, lawn size, irrigation zones, sprinkler, gate code, neighborhood, lat/long…), and Custom Fields — every custom field from Jobber is a checkbox you can turn on or off. Your selection is remembered on that device.
Search & filter — the search box matches name, address, email, or phone. The status buttons filter to Active, Lead, Cancelled, or Archived customers.
Sort — click any column header to sort by it; click again to reverse.
Export CSV — downloads exactly the columns you have showing, for the rows currently filtered in.
Fleet Tracker
Fleet shows all company vehicles on a live map (powered by OneStepGPS). Each vehicle appears as a colored pin with a heading arrow and a popup that gives speed, fuel %, and last ping time. Tap a vehicle in the sidebar list to fly the map to it.
Pin colors:
- Green — driving
- Amber — idle (engine running, parked at a stop)
- Orange — being towed
- Gray — off / offline
A small red dot in the corner of a pin means at least one alert is active for that vehicle. The data refreshes every 30 seconds.
Day History — see the path a vehicle actually took on any day. In the Day History card in the sidebar, pick a vehicle and a date, then tap Show path: a dotted blue line traces the day's route through every GPS ping (small arrows show the direction of travel), and larger orange dots mark anywhere the truck sat for 10+ minutes. Tap any dot for its exact time — stop dots also show how long the truck was there (arrival – departure). The map zooms to fit the whole day. Tap ✕ Back to live to clear the path and return to live tracking.
Four alert types can fire:
- 🚨 Speeding — vehicle is driving over the configured speed limit
- 🌙 After-hours — vehicle is driving outside configured work hours
- ⛽ Low fuel — fuel is below the configured threshold
- 📡 Offline — vehicle hasn't reported in past the configured timeout (suppressed outside work hours so parked-overnight trucks don't spam)
Admins configure which alerts fire, the thresholds, and where alerts go (DM specific users, post in specific rooms, or both) under /admin/fleet. Each user must have the Fleet Tracker permission enabled in Admin → People to see the map.
Tracker (Lead Pipeline)
Tracker is the lead pipeline — every inbound lead from any source ends up here as a row, grouped under the stage it's in. There's no separate “Stage” column anymore; a lead's stage is the group it sits under. Move a lead by dragging it (or via the bulk action bar / the edit drawer) into a different stage group.
Collapse a stage with the arrow on the left of each stage header, next to the select-all checkbox.
Call or text a lead from the table. The Call / Text column sits next to Phone: 📞 opens the dialer with the number already keyed in, and 💬 opens the text conversation with that person (starting one if there isn't one yet). You only see the buttons for the tools you have access to, and they're greyed out on a lead with no phone number. Like any column you can drag it somewhere else or hide it.
Resize or reorder columns. Drag a column header to reorder it. Drag the right edge of any header to resize. Column order is saved per-user and follows you across devices.
Contact attempts
Click the ▶ arrow at the start of any lead row to expand 5 contact-attempt rows. Each has an attempted date, a free-text note (drag the divider on the Notes header to make that column wider — it stays put), and Call / Text / Email checkboxes. The boxes you're expected to use for that attempt show an amber highlight (Attempt 1 → all three, 2 → Text, 3 → Email, 4 → Call, 5 → all three) — they start unchecked, so check each one off as you actually do it.
Admin — Tracker → Settings
- Stages — add, rename (double-click the label), recolor (click the swatch), reorder (▲▼), or delete a stage. Deleting one asks which stage to move its leads into. These save instantly.
- Custom Columns — add your own columns and pick the type: text, number, date, dropdown, checkbox, or phone. Dropdowns get an inline options editor. New/deleted columns apply to everyone (each person still controls their own column order).
- Dropdown options & colors — manage Status / Service / Lead Source / Salesperson / Base Program / Auxiliary lists, status colors, and auto-move rules.
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