Team AssistantOffice screen

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Development: sign in as a test person

Team

Show

Suggested

0From email rules, daily logs and requests from the team. Nothing happens until you act on one.

To do

0

In progress

0

Done today

0

Activity

Connecting

Active reminders

Set one by saying it, like "remind Billy each morning until he acknowledges the sign at 12 Elm", or from a task's edit panel.

Today

Each person

Field people get their own part by text when the summary is written.

This month

Spreadsheet

The team's email address

Forward or copy email here. It is read for context and checked against your rules. It never gives orders.

How to set it up
  1. Gmail: Settings, See all settings, Forwarding and POP/IMAP, Add a forwarding address. Gmail sends a code here; it shows up on this page. Enter it in Gmail, then add a filter so only the mail you want is forwarded.
  2. Outlook or Microsoft 365: companies often block forwarding outside the company by default. Ask your admin to allow it for these mailboxes, or add this address in copy on the emails you want the team to see.
  3. Any email: forward a single message here, or add the address in copy or blind copy.
  4. Raw emails are kept for 30 days, then only the one line summary stays.

Rules

Email is information: each one is listed below for the office to handle. It can only act on its own as a rule here says: alert someone on the team, suggest a task, or add a task. The New lead rule is the one every team starts with.

Add a rule

Recent email

What came in or was copied in, newest first. Make a task from one, or mark it handled once it's dealt with.

People

Field people need a phone number for texts. Only add someone's number with their agreement. Office people sign in with their email.

NameRolePhoneEmailAlerts byChangesSiri

Add someone

They get alerts right away. Nobody needs a paid seat.

Team

What the assistant calls things, and the clock it uses for due dates.

Team text number: . Field people text it, and alerts come from it.

Acknowledging and reminders

What counts as someone saying they've seen a task (separate from the alert being sent, and from starting or finishing it), and when reminders may go out.

Quiet hours: no reminders between
and

Assistant usage

Prepaid. Each request the assistant reads and each text in or out uses some. Ikigai adds more when you top up.

Last 30 daysHow many

Your team's data

Only owners see this.

Download everything Download tasks as a spreadsheet

Everything is one file with the team, people, tasks, places, the activity log, alerts sent, email summaries, reminders and billing. The spreadsheet is just the tasks, and opens in Excel or Google Sheets.

Close this team's account

Everyone is signed out at once and the assistant stops: no alerts, reminders, summaries, or replies to texts and Siri. Download your data first. Within 90 days, email hello@ikigaiaisolutions.com to reopen it with everything as it was. After 90 days, all of the team's data is deleted for good. Only the billing record is kept (the team's name and how much it used each month), as tax law requires.

This screen

Only for this browser.

Task

Status
Due, and a time if there is one

Reminders

History

Siri key

This key lets talk to the team assistant from Siri. It's shown once. Making a new one turns the old one off.

Set up the Shortcut

  1. In the Shortcuts app, add Dictate Text. Tap its arrow: Stop Listening After Pause, Language English (Canada).
  2. Add Current Date, then Format Date with Custom format yyyyMMddHHmmssSSS. This gives each command its own id, so a resend never does it twice.
  3. Add Get Contents of URL with this address:
  4. Set Method to POST. Add the header Authorization with the value Bearer, a space, then the key. Add a second header Idempotency-Key set to the Formatted Date.
  5. Request Body: JSON, with a field text set to the Dictated Text.
  6. Add Set Variable named Reply, set to the Contents of URL.
  7. Add Repeat 3 times. Inside it: Get Dictionary Value for speak in Reply, then Speak Text. Then Get Dictionary Value for next in Reply, and If it is listen: duplicate steps 1 to 6 inside the If (long press an action, Duplicate, drag it in), so the answer is heard without saying "Hey Siri" again. Otherwise: Stop This Shortcut.
  8. Name the shortcut something Siri hears well, like "Team assistant".

Quicker than "Hey Siri"

  • Action Button (iPhone 15 Pro and later): Settings, Action Button, Shortcut, Team assistant. Press, then talk.
  • Back Tap (iPhone 8 and later): Settings, Accessibility, Touch, Back Tap, Double Tap, Team assistant. Tap the back of the phone twice, then talk. Works with gloves on and in a noisy truck.
  • A natural voice: Settings, Accessibility, Spoken Content, Voices, English, and download a Siri voice. Then tap the arrow on Speak Text and pick it.

Sign in on a phone

Have point their phone's camera at this code and tap the link. It works once, for minutes.

Or, in the app on their Home Screen, they type this code:

Or text them the link

Works for a day, once. The text has the code in it too.

Then, on their phone

  1. On iPhone, in Safari: tap Share, then Add to Home Screen, and open Tasks from the Home Screen. If it asks them to sign in, they type the code above.
  2. Tap Turn on notifications and allow them.
  3. Tap Send me a test. If it pops up, they're set: new tasks come there for free, and by text only if one doesn't arrive.