The Gantua manual
How each module works — the workflow step by step, and what every field means. The in-app Guide walks you through first-time setup live; this is the reference for everything after.
HQ & Inbox
Your dashboard and the one queue that needs you
HQ shows what your agents did across every module. The Inbox collects every decision waiting on YOU — plans to approve, drafts to review, lead batches to accept. Checking it once a day is the entire management routine.
1Work the Inbox
Each item is one decision with Approve/Reject on it. Approving a marketing plan starts the week's content; approving a lead batch sends leads onward; rejecting anything sends your feedback back to the agent, which adjusts.
2Check the CEO report weekly
One page per company: what marketing ran, pipeline health, cash and runway, support quality, and what needs a human. Assembles itself.
Worth knowing- Telegram/WhatsApp notifications carry deep links straight to the page that needs you.
Charter
The company's brain — every agent writes from it
The Charter pushes one-way into every module. The strategist, lead finder, follow-up drafter, and support drafter all write from these fields. Vague Charter, vague everything.
| Field | What to enter |
|---|
| What the company sells | 2–3 concrete sentences: what it is, who it's for, what it replaces.e.g. WarehouseOS is inventory software for Malaysian SME logistics firms. RM499/month per site. Replaces Excel stock sheets. |
| Who it sells to | Your ideal customer, specifically — the lead finder targets from this. |
| Pricing | Plans and numbers. Agents never invent prices. |
| Brand voice | How the company sounds; every draft follows it. |
| Goals this quarter | What winning looks like right now — steers the marketing plan. |
Leads
Find prospects — you choose who gets in
The lead finder reads your Charter, searches the public web for matching companies, and verifies contact emails. Compliance-first: every lead carries its lawful basis, and nothing moves until you review the batch.
1Start a search
One click targets from your Charter. Optional keywords steer it; a max-results cap keeps batches reviewable (start with 10–20).
2Review the batch
Every lead has a checkbox. Untick the wrong fits, then “Approve & send”. Dropped leads are recorded so they don't come back.
3Approved leads go two places
Your marketing audience (a separate “prospects” segment, never mixed into consented newsletters) and the Sales pipeline as deals. Enroll them in Outreach to actually contact them.
Outreach
Warm sequences that stop the moment someone replies
Email sequences to the leads you approved — from YOUR mailbox. Nothing sends until you approve the exact copy; a reply or “unsubscribe” stops that contact instantly; hard daily caps; weekday business hours only.
| Field | What it means |
|---|
| Daily cap | Hard ceiling on sends per day (max 50). Start at 20 — steady beats bursty. |
| Step timing | Step 1 sends after enrollment; later steps wait N days after the previous — only if no reply. |
| Subject / body | {{first_name}}, {{name}}, {{company}} fill in per contact. The opt-out line is appended automatically. |
Statuses- active = in sequence · replied = stopped, go close them in Sales · completed = all steps, no reply · opted out = blocked from every future campaign, forever.
Sales
The pipeline — agent drafts, you close
Deals move lead → contacted → qualified → proposal → won/lost. The agent drafts follow-ups from the deal's full history; you send from your own mailbox. Replies to your emails attach to the right deal automatically.
1Deals arrive or you add them
Approved lead batches open as deals automatically. The contact email is the linking key — replies, outreach, invoices, and support all connect through it.
2Draft → send → log
“Draft follow-up” writes the next email; send it from your mailbox in one click or copy it and “mark sent”. “Log reply” records answers that arrived elsewhere — and stops any outreach sequence for that contact.
3Winning does the paperwork
Marking a deal won drafts its invoice in Money and puts the buyer on file in Customer Service.
Money
Invoices, expenses, cash, runway — plainly explained
What came in, what went out, how long the cash lasts. The module never moves money — you send invoices and record what happened.
| Concept | How it works |
|---|
| Invoices | Numbered per company (INV-0001…). draft → sent → paid; only drafts are editable — void and reissue after that. “Email invoice” sends from your mailbox. |
| Expenses | Category + amount + optional monthly recurrence (recurring items floor the burn estimate). |
| Cash / burn / runway | Cash = opening balance + paid − expenses. Burn = last 90 days averaged monthly. Runway = cash ÷ net burn — blank when you earn more than you spend. |
Ops
Recurring routines the agent partly runs for you
Describe a routine (“weekly review”, “monthly close”) and the agent drafts a checklist mixing HUMAN steps (you) with AUTO steps the platform executes: refresh research, run a lead search, draft follow-ups for stale deals, draft pending support replies, produce the money narrative. On schedule, a run opens; auto steps do themselves; overdue runs escalate.
Worth knowing- Auto steps produce drafts and reads — they never publish, send, or spend. Those stay your clicks.
Customer Service
Your support inbox becomes a triaged queue with drafted answers
Connect the address customers write to; every email becomes a ticket, triaged by category, priority, and an is-this-person-angry flag. Resolving sends a one-click 👍/👎 survey; a 👎 pushes you a notification.
| Email setup field | What to enter |
|---|
| IMAP host / port | Where mail is read from (Gmail: imap.gmail.com, 993). Read-only — nothing in your mailbox is moved, marked, or deleted; old mail is never imported. |
| Support address + app password | The mailbox login. Gmail needs an App Password (Google Account → Security → 2-Step Verification → App passwords) — the same one covers sending below. |
| SMTP host (optional) | Fill it in and replies + surveys send FROM the support address — one identity end to end. Leave empty to send from your company mailbox instead. |
1Work the queue
Open = your move (overdue badge after 24h silent). Waiting on customer = ball's with them; their answer reopens the ticket automatically. Triage chips are suggestions — change them freely.
2Reply and resolve
“Draft reply” writes from the thread, your Charter, and your canned answers. Edit → “Send from my mailbox”. On resolve, the agent offers a reusable canned answer distilled from the thread — save the good ones.
Marketing
The autonomous loop: strategy → plan → produce → publish → learn
Marketing runs in its own workspace (“Open Marketing”). It proposes a weekly plan; after your approval it writes platform-native drafts for review, publishes the approved ones, measures, and adapts.
1Channels: sandbox → live
Every channel starts in sandbox (publishes render to files so you see exactly what WOULD go out). Go live per channel: email via Resend, blog via WordPress, LinkedIn / Facebook / Instagram via their APIs, anything via a Zapier/Make webhook. Credentials are validated on save and never displayed again.
2Ads: paid campaigns behind the spend gate
The Media Buyer proposes a campaign (audience, budget, creative). Launching requires your explicit confirmation AND must fit the spend cap — which starts at RM0, and raising it is gated too. Hitting the cap auto-pauses everything. The connect forms include step-by-step walkthroughs for every Meta and Google credential.
3Results, honestly
Sandbox publishes show clearly-simulated numbers; live posts show the platform's real numbers or “not measured yet” — never fake precision.
Team & Email
People, roles, and your sending/receiving identities
| Item | How it works |
|---|
| Roles | owner = everything incl. credentials · operator = daily work, no credentials · viewer = read-only. Invite links expire in 7 days. |
| Company email (SMTP) | Follow-ups, invoices, invites send from YOUR address. Gmail: smtp.gmail.com, 587, App Password. “Send a test” verifies it. |
| Workspace inbox (IMAP) | Replies to your outreach land on the right deal automatically; unmatched mail becomes tickets. Use a different address than the dedicated support inbox — duplicates are refused to prevent double-processing. |
Usage & Credits
What AI work costs and what happens at zero
AI work (research, drafts, triage, proposals) draws down your credit balance at your plan's rates; the Usage page shows consumption per company and per module. At zero, agents pause with a clear “top up” message — but queues, manual replies, deal moves, and invoicing all keep working. Topping up resumes agents instantly. You're warned once when low and once at exhaustion.