ADMINA2 · Create a single contact (ADM.0.3 · Admin/Ops only: the SDR view has no Create Contact button)

A2.1 · Open the Create Contact form

1. Sales Management → Contacts → the contacts table. Top-right sits + Create Contact (Admin/Ops only. The SDR view has no such button).

   

2. Click + Create Contact → the Create Contact drawer opens: LinkedIn or email required + an optional Name.

   

A2.2 · Enter the details & create

1. Enter a LinkedIn URL or an Email (≥1 required, it's the dedupe key; the card shows ✓ Ready once valid). With a LinkedIn URL the system auto-pulls the person's name, total years of experience, avatar, location and work experience (when available), so First/Last name are optional. → Create Contact.

   

A2.x · Edge cases

1. Duplicate found (email / LinkedIn already exists). Entering an identifier that already exists opens the "Duplicate Found" panel with the existing contact, edit them there, or Back to enter different info. Nothing duplicate is ever created.

   

2. Link / relink a work experience to a company. On a contact's Work Experience, an unlinked row shows the company as plain text and carries a Link company icon. That opens a company picker. The company has to be in Companies already, so if you get 0 results, shorten the keyword. Clicking links it immediately, with a “Linked” toast to confirm. There is a bonus on top: “Apply to N other contacts” fixes the same mislink everywhere at once. A row that's already linked shows Relink instead, it re-points to a different company (company-scoped: moves every experience matched to the old company).

   

   

   

3. Neither LinkedIn nor email. Creation is blocked: the form requires one of the two.
4. Supplement the info (edit after create). A fresh contact, even one auto-filled from LinkedIn, is often missing details the crawl can't reach: Phone, Contact Classification, Owner, extra emails, lifecycle, etc. Open the contact → the detail drawer → click the empty field → type or pick the value → it auto-saves (toast "Saved"). Fill these in before assigning the person into a working list.

ADMINA4 · Manage a campaign (Admin/Ops, every campaign in the workspace, not just your own)

A4.1 · The list: what you see that the SDR doesn't

1. Sales Management → Campaigns. The header count is the whole workspace, not your own, the SDR only ever sees campaigns assigned to them.

   

2. Status tabs. All, Scheduled, Draft, Running, Finished, Paused and Archive, each with a live count. Archive only exists here; that's where A4.x.2 ↗ puts things.
3. The folder pane (right). Lists all folders with their campaign counts, tin's (20), Sang (8), Sponsors USA (8)… Click one to scope the list, use Search folder to find it, + Create Folder to add one. An SDR sees only their own folders, so you are the one who can tidy across people.
4. Read a row. Left to right: checkbox (bulk) and ⋮ (row menu), Enabled toggle, name + From address + status pill + folder chip, Assignee (role badge + person), Total Steps and People.
5. Scroll right for the numbers: Open Rate, Reply Rate, Bounce/Dropped Rate, Progress, Delivered and Last run. Headers with ⇅ are sortable: sort by Bounce/Dropped Rate to find the campaign that is burning the domain.

   

6. Timeline view. The ⟨⟩ button beside the search box swaps the table for a month timeline, one bar per campaign across the days, today highlighted, ‹ › to change month. Fastest way to see what is overlapping before you turn another one on.

   

A4.2 · Row actions (⋮): six, against the SDR's one

1. Click ⋮ on any row. Edit/View Details, Delete, Archive, Move campaign, Clone campaign and Manage assignee. The SDR view of the same menu has Edit/View Details only.

   

2. Move campaign → Choose a Campaign Folder Target. Pick the destination folder; the dialog prints the campaign, its From, Total People, Total Steps and its current folder so you can check you grabbed the right row → Move Campaign.

   

3. Clone campaign → same dialog, but the folder you pick is where the copy lands. Use it to reuse a proven sequence for the next segment instead of retyping the steps.

   

4. Archive takes it out of the working tabs into Archive; Delete removes it. Prefer Archive: the numbers stay reachable.

A4.3 · Reassign: one campaign or a whole batch

1. ⋮ → Manage assignee opens Assign assignee: search by name/email, filter by Roles, + Add filter, and the current owner is pre-ticked. Pick the new person → Save. This is what you use when an SDR leaves or a book gets rebalanced.

   

2. In bulk: tick several rows → the bar shows “N campaigns selected” + Assign assignee. That is the only bulk action on this page. There is no bulk delete/move, so a mis-click can't wipe a book.

   

A4.4 · Inside the campaign: the Admin controls

1. Open it (click the name, or ⋮ → Edit/View Details). The header carries: editable name (✎), timezone, description and the owner with a ⚙ badge and and, once it is live, the Active switch.

   

2. The tab row depends on state. A Draft or Finished campaign shows Steps, People, Email Queues and Timeline; once it is running you also get Inbox and Preview.
3. Force Send per step (Admin-only). Each step has its own Force Send, it pushes that step now instead of waiting for its Right away / Wait for N days timing. Use it to unblock a step that missed its window; don't use it to skip a wait you set on purpose.
4. ⚙ on the owner avatar → change the sending account. It opens the list of Fintalent accounts (the current one is not in the list), picking one switches the account the campaign sends From. The list page then shows the new From: address on the row.
5. Mark Campaign as Complete, top right of the header, beside the status switch. Admin-only, and the only control that ends a campaign: it takes an Active or Paused campaign to Finished. An SDR does not get the button at all, and the status switch is drawn for them but disabled, so a campaign only stops when you stop it. Step by step in 6.10 ↗.
6. Email Queues: sub-tabs All, In Queue, Delivered and Cancel, filters Sources, Expected Run Date and Steps, and an Attachments column the SDR-side write-up doesn't cover. This is where you prove an email actually left.

   

A4.5 · Timeline: the audit trail

1. The Timeline tab logs who changed what, when, with the before → after value: STATUS — → Completed, MARKED DONE — → Yes, CATEGORIZE OutOfOffice → NotInterested. Entries name the actor (by Dong SDR, by Fintalent System (Admin)).

   

2. Advanced search syntax: -word excludes, click a pill to toggle it, "quotes" for an exact match and AND/OR switches how terms join. Use it to answer “who removed those targets?” in one query.

A4.6 · Run a campaign

This is the one thing an SDR cannot do. Everything up to here they can prepare; turning the campaign on is yours.

1. The SDR tells you it is ready. Nothing arrives on its own, so the trigger is a message from them, not a queue you can watch. What ready means on their side: 6.6 ↗.
2. Review it again, as much as you want to. Open the campaign and go to the Preview tab, the same screen the SDR used. Read whichever contacts you want to read; the Done filter splits the list into the ones they have been through and the ones they have not.
3. Click the status toggle, top right of the campaign, beside your name. It reads Draft until you touch it. A dialog opens.

   

4. Read the dialog before you confirm. It repeats the campaign name and status, the sending address, and the size of what you are about to start, for example 12 contacts · 2 steps. If anybody is still unreviewed it says so, in a yellow band: N contact are not marked as done.
   The warning does not stop youRun Campaign stays enabled whether or not everyone is marked done. So the count is a prompt to think, not a gate.

   Two reasonable answers. Run anyway, when you know why those contacts are unmarked and you are content to mail them. Or go back to the SDR and ask, when you are not: unmarked usually means unread, and unread means somebody is about to receive an email nobody has looked at.

5. Click Run Campaign. The status moves from Draft to Active, an Email Queues tab appears on the campaign, and the steps start showing when they will go, for example Next Running: 06/08/2026 on a branch.

   Exit closes the dialog and changes nothing, so opening it to read the count is safe.

6. Then watch the queue. The campaign detail is the same as the SDR's, so the Email Queue and the campaign Inbox work exactly as described in 6.7 ↗ and 6.8 ↗.

A4.x · Edge cases

1. What a clone copies. The steps and their variants come along; the people and every metric do not. The clone opens as a fresh Draft with 0 people. Add the audience again (SDR Flow 6.4 ↗) before you enable it.
2. Archive vs Delete. Archive moves it to the Archive tab, out of the way, still readable, still counted in history. Delete is gone. When someone asks to “clean up”, archive.
3. Reassigning does not re-point the sending account. Manage assignee changes who owns the campaign; the From address still comes from the account set with the ⚙ badge (A4.4.4 ↗). Hand a campaign over → check both, or the new owner's replies land in the old inbox.
4. A campaign nobody has handed over looks identical to one nobody has started. Both sit in Draft, and the list shows no difference between a campaign the SDR has finished reviewing and one they have not opened. The only signal is the SDR telling you (Flow 6.6 ↗). If you want to check for yourself, open it and read the Done filter on the Preview tab.
5. “Cross-campaign” is the number to fear. A contact sitting in two live campaigns gets two cold emails in the same week. The Recently contacted and 7 days line on the campaign catches it. Resolve by pulling the person out of one campaign, not by ignoring the badge.
6. The folder pane can be collapsed. The ‹ handle on its edge hides it and widens the table. Useful when you are reading the rate columns. It re-opens with the same handle.

ADMINA5 · Manage a marketing email (Admin/Ops, every ME in the workspace)

A5.1 · The list

1. Sales Management → Marketing Emails. Again the whole workspace. Tabs: All, Draft, Paused, Running and Finished. There is no Archive here and no folder pane, so marketing emails sit in one flat list.

   

2. Read a row: name + From address + status pill, People, Delivered, Open Rate, Reply Rate, Bounce/Dropped Rate and Progress (✓ when the blast finished). Then Last run and Assignee: the Assignee cell carries a role chip above the name (SDR), so you can see at a glance which rep owns which blast. There is no Enabled toggle though: unlike a campaign, an ME is switched on from inside its own header (A5.8.3 ↗).

A5.2 · Row actions: Edit · Delete · Manage assignee

1. The ⋮ menu changes with status. It is short either way, but the difference matters:

   ME status	⋮ offers
   Draft · Paused	Edit/View Details · Delete · Manage assignee
   Running	Edit/View Details · Delete · Manage assignee, the same three

   ⚠ Corrected, Delete does not disappear once it runsThis guide used to say the Delete option vanishes the moment a ME starts sending. Re-checked since: it does not. The menu offers the same three items on a Draft, a Paused and a Running ME.

   What is still unverified is what happens if you actually confirm Delete on a running send, whether the server refuses it or deletes a live blast. Nobody has pressed it. Until somebody does, treat Delete on a Running ME as unsafe: pause it first, then delete.

   Whatever its status, a ME has no Archive to move to, and no Clone and no Move, unlike a campaign (A4.2 ↗).

   Delete asks first: “Do you want to delete this Marketing Email”, with Exit and Delete. It is a real delete, not an archive: the list count drops by one (92 → 91 in one example).

   

2. Bulk does one thing only. Tick rows → “N marketing email(s) selected” → Assign assignee. There is no bulk delete and no bulk status change. Reassigning owners is the whole feature.

   

A5.3 · Inside the ME

1. Open it. Header: editable name, timezone, description and owner with the ⚙ badge and the Active switch. Tabs: Inbox, Template, People, Preview, Email Queues and Timeline. Two are conditional: Preview and Email Queues do not always show. A fresh Draft can legitimately show neither, so do not read their absence as a fault; the exact trigger is still being pinned down.

   

2. Template holds the single step. It carries the Force Send button from A5.8.3 ↗ plus a 🗑 delete on the step, deleting it empties the ME, so only do that on a Draft.
3. ⚙ on the owner avatar → change the sending account. Same control as a campaign: a list of Fintalent accounts, the current one excluded; picking one changes the account the blast sends From.

   

A5.4 · The ME's own Inbox

1. The Inbox tab is this ME's replies only, with a category rail down the left. The rail lists All, Prospect, Interested, Scheduled Call, Platform Signup, In Projects, Project Completed, Not Now, Not Interested, Email Updated, Left The Company, Out Of Office, Do Not Contact, Opted Out, No Categories, Bounced / Dropped, Open and Click.

   

2. Bounced / Dropped and Opted Out are the two to read first after a blast, they decide whether the next ME to that segment should go out at all.

A5.5 · Add contacts to the marketing email

1. Start from the marketing email, not from Contacts. Open the ME → People tab. An empty one says so plainly, and tells you the only way in:

   “No people yet — Contacts added to this marketing email via the Contacts V2 bulk flow will appear here.”

   

2. + Add contacts does not open a picker. It takes you to Contacts. You land on the full Contacts list with a filter already applied, a chip reading Marketing Email: 1 excluded. That chip is doing real work, because it hides everyone already in this ME, so whatever you tick next is genuinely new.
   You have left the marketing emailThis is a normal Contacts page now. The full filter bar is yours: Lifecycles, Has signal, Countries, Work Experience, keyword search. Narrow the list here rather than ticking your way down 15,000 rows.

   

3. Tick the contacts you want. A selection bar appears with the count, Select all N matching for the whole filtered set, and Clear. Of the actions on the right, the one you want is Add to marketing email, the neighbours add to a list or a campaign instead, and Delete contacts sits two buttons away.

   

4. The drawer is two panes, and both matter. It opens titled Add N contacts to marketing email.

   Pane	What it does
   Left: Select marketing email	every ME you can reach, searchable and sortable. Each row shows name · owner · status chip · N recipients, so you can tell a Draft from something already sending before you pick it.
   Right: the contacts	split into three buckets: Valid · Missing + Invalid · Platform Signup, each with its own count. They are not a quality ranking: which ones you tick depends on what the email is for. See below.

   Read the legend above the table: “☑ Tick to add and ◉ Email to send”. Two different controls: the checkbox decides whether the contact goes in, the radio beside each address decides which address gets used.

   What each bucket actually means, and when to tick it:

   Bucket	What is in it	Tick it?
   Valid	The safe ground. The address is confirmed working, so a send has a high chance of landing rather than being dropped.	Yes: pre-ticked for you.
   Missing + Invalid	Needs a human look. The work address is missing or unusable, so the pick falls back to a personal one, unverified rather than proven bad. Most are reachable; nobody has checked.	Your call. Tick individually if you are willing to risk a bounce on that name; leave it if you would rather not spend the sender reputation.
   Platform Signup	People who already have a Fintalent account, talent or client. Nothing to do with whether the address works.	Depends entirely on the campaign. See the rule below.

   Platform Signup is a business decision, not a data-quality oneAsk what the email is for:

   The email is aimed at…	Platform Signup	Why
   Talents	Tick all of them	These are your talents. Leaving them out means mailing everyone except the audience.
   Prospective clients	Judgement call	Having an account already suggests they may be a client. Whether that makes them a target or means you should leave them alone depends on the campaign. Decide deliberately, do not let the default decide for you.

   When a contact has more than one address, the system has already chosen one. It picks by priority: a valid address first, then one belonging to a sponsor company, and so on down. The chosen address carries the filled radio; any others sit under Additional Emails.

   You can overrule it right here. Click the radio next to a different address and that is where the email goes. Worth a look whenever someone has a work address and a personal one. The automatic pick is a sensible default, not a decision about which inbox this particular message belongs in.

   

5. Tab 1, Valid. Everything here is already ticked: rows are shaded and the header checkbox is on. The address being used sits in the Work Experiences column beside the company, the work address, right under the Sponsor chip. In one example, 52 of the 62 picked there and not one fell back to a personal address.

   Whatever is listed under Additional Emails is an alternative. It is normal for those to be red. They are not the address being sent to, so a red alternative is not a problem to fix.

   Remove N from selection, top right, unticks the whole tab in one click. Useful when you meant to send only to the other buckets.

   The icons mean the same thing in all three tabs. Hover any of them; these are the tooltips:

   Icon	Tooltip	What it means for you
   green tick	Valid	the address is confirmed working
   red triangle	Invalid	known bad. Sending here costs you sender reputation
   grey circle	Not verified	never checked. Not proven bad, just unknown
   blue arrow	Replied from this email	this person has written back from that address before
   green person	Platform Signup	they hold a Fintalent account

   

6. Tab 2, Missing + Invalid. Nothing is ticked, and the pick has fallen back. In one example, 17 of the 22 had no usable work address, so the radio landed on a personal one under Additional Emails while the Work Experiences column shows the job with no address against it. That is what the tab name means: the work address is missing or unusable, not that the person is unreachable.

   The blue Replied from this email arrow is the best reason to tick one of these by hand. Someone who has already written back from an address is a far safer bet than the bucket label suggests.

   ⚠ One row had no address selected at allNot every row here has a pick. Tick a contact whose radio is empty and you add someone with nowhere to send, check the radio, not just the checkbox.

   

7. Tab 3, Platform Signup. These people already hold a Fintalent account. Nothing is pre-ticked. All 16 rows picked a personal address; none had a work one. The marker is the green person icon at the end of the row, hover it and it reads Platform Signup.

   This tab says nothing about address quality. An address in here can be green Valid and still sit outside the Valid tab, because holding an account is what put it here. Judge it on who the email is for, not on the data.

   ⚠ Skip this tab and you may miss the whole audienceIf the email is aimed at talents, these are your talents, leaving the tab unopened mails everyone except the people it was written for. Go back to the bucket table in A5.5.4 ↗ and decide deliberately.

   

   The N results count and page numbers along the bottom belong to the marketing email list on the left, not to the contacts, 93 results was 93 MEs. The buckets are not paginated; each tab shows all of its rows.

8. ⚠ Read the button before you click it. It will not add everyone you ticked. Confirm reads Add 2 of 6 contacts, and directly above it: Not ticked by default: 4 Missing + Invalid.

   Only the Valid bucket is pre-ticked. Contacts with a missing or unusable address are carried into the drawer but left unticked on purpose, so selecting six people and adding two is the expected outcome, not a fault. Worked example: six selected → Valid 2, Missing + Invalid 4 and Platform Signup 0 → button Add 2 of 6 contacts.

   If you want the excluded ones anyway, open the Missing + Invalid tab and tick them yourself, but fix the address first, or they will bounce (7.7a ↗).

9. Confirm, and read the toast. It names both the number and the email: “Added to marketing email — 2 contacts added to M&A Executive Briefing - Berlin, October 2026.” That is your receipt, and the only moment the system tells you what actually went in.

   

10. Check the People tab. Go back to the ME: the People tab badge should carry the new total. If it does not match what the toast said, something was dropped; re-run the add rather than assuming it landed.

A5.6 · Remove contacts from the marketing email

1. Open the ME → People tab and tick whoever should not receive it. The selection bar is the same one you used to add: the count, Select all N matching, Clear. The action you want is Remove contacts.

   Removing takes them off this marketing email only. The contact record itself is untouched: this is not Delete contacts, which lives on the Contacts page and is a different thing entirely.

2. You get told twice, in two places, and they do not say the same thing.

   Where	What it says
   Banner, above the table	Removed 1 contact, with an Undo beside it. Stays until you dismiss it.
   Toast, bottom left	Removed 1 contact from M&A Executive Briefing - Berlin, October 2026, the only one that names the email. Clears on its own.

   If you work several MEs at once, the toast is the one that tells you which list you just cut into.

   

3. Undo really does put them back. Worked example: two recipients, removed one, People went 2 → 1; clicked Undo and it went back to 2 with the contact returned. Because the banner waits for you rather than fading, a wrong bulk remove is recoverable, as long as you notice before you navigate away.
   🐛 After Undo the table lies until you reloadThe People badge corrects itself, but the list underneath keeps the post-removal total, it read People 2 and Showing 1 of 1 at the same time. Refresh before you trust the table, and count off the badge, not the footer.
4. Once you leave the page, Undo is gone. There is no removal history and no bin to fish them out of, the only way back is to add them again from scratch (A5.5 ↗). On a Select all N matching removal that is a real cost, so read the count in the bar before you confirm, not after.

A5.7 · Test send: post it to yourself first

A marketing email goes to everyone at once, and there is no recall. Send it to yourself first and read the copy that arrives, not the one in the editor. You are checking four things: that it leaves at all, that the whole email is there, that the attachment came with it, and that it is readable in a real mail client.

1. Open the ME → Template tab. The button is Test Send, top right of the step. It only exists once the template has been written, so on a brand new ME you will not find it until there is a step to send.

   

2. The drawer opens with the email already in it. Title Send test email, the subject underneath, the sending account at the top, and the full body with its attachment below. The only empty field is To, and Send test email stays greyed out until you fill it.

   

3. Type an address you can actually open. Any address works: your own Gmail, your Outlook, a shared team mailbox. It does not have to be a Fintalent address and it does not have to exist in the system. Once the chip appears, the button turns solid.

   

   You can add more than one, and it is worth doing. Gmail, Outlook and a corporate mailbox do not render the same email the same way, and sending to all three at once shows you the differences side by side rather than one test at a time.

   Do not test on a real contactThe field takes any address, including one belonging to a contact on the People tab, and the email really is sent. There is no test mode at the other end. A prospect would receive an unfinished email with the merge tags showing, from the campaign you were about to run properly. Use your own inbox.
4. Now read the email that arrived, not the one on screen. This is the whole point of the step, so go through it deliberately:

   Check	What you are looking for
   It arrived	and in the inbox, not in spam. Spam on your own test is a warning about the domain, not about the copy.
   The sender	From shows the account you meant to send as (A5.x.4 ↗).
   The subject	complete, and not cut off in the list view.
   The body	every paragraph present, spacing intact, no block silently dropped.
   The attachment	there, and it opens.
   The links	the booking link and any tracked link go where they should.

   

   The merge tags staying as text is the correct resultA test send posts the template exactly as it is written. It substitutes nothing, because there is no contact behind it to substitute from, so {{contact.firstName}} arrives as those characters. That is the difference between this and the Preview tab, which renders the email per person (A5.8.2 ↗). Nothing to fix, and nothing to read into it.
   The picture is worth one more click before you judge itOutlook blocks remote content from senders it does not know and says so in the bar at the top, so a grey placeholder on the first look tells you nothing. Click Show blocked content and look again.

   In this test the bar went away and the placeholder stayed empty, so the image really had not come through. The block was not the reason. That is the whole value of the step: the template showed a file, the delivered email did not show a picture, and the only way to know was to receive one.

   

   Anything genuinely wrong gets fixed on the Template tab and tested again. Only then move on to the run (A5.8 ↗).

A5.8 · Run a Marketing Email (activate + Force Send)

1. Open the ME. Left menu → Sales Management → Marketing Emails, then click its name. The list tabs are All, Draft, Paused, Running and Finished, anything waiting on you is under Draft.
2. Before you run it, check how much of it has been reviewed. The number lives on the Preview tab badge, and it reads reviewed / total.

   Preview badge	What it means
   5,197 / 5,197	everybody has been reviewed. Safe to run.
   0 / 1	nobody has. The SDR has not finished: send it back rather than running it.
   anything in between	part-reviewed. The unreviewed ones still go out, and they go out on the default template as-is.

   This is the one number worth stopping for. Force Send only reaches reviewed contacts (A5.x.2 ↗), so a half-reviewed ME quietly sends to fewer people than the People count suggests, and the Run dialog will tell you the same thing again in A5.8.3 ↗, which is your second chance to notice.

3. Activate it: the switch at the very top right of the drawer, reading Draft. Flip it and a confirm opens, Run marketing email: “Sending starts as soon as you confirm. This cannot be undone.” Under that sits a count line reading recipients, email steps, reviewed, and a warning that unreviewed recipients “will receive the default template as-is”. Then comes a checkbox, I understand N unreviewed emails will be sent. It keeps the Run button disabled until you tick it. Last is a Review them now link, which closes the dialog and opens Preview.
   Read the three numbers before you tick anythingSay the ME holds 20 contacts but only 16 have been marked reviewed. The dialog prints 20 recipients, 1 email step and 16 reviewed and, underneath, 4 of 20 recipients have not been reviewed. They will receive the default template as-is. Those 4 still go out: on the untouched template. A reading of 0 reviewed means nobody on the SDR side has started; that is the moment to send it back rather than confirm.
   Confirm and the ME becomes Active (the list calls this Running), and the row picks up a Started on date in place of Draft (Created on…).
   Active is not the same as queuedTen minutes after confirming, an ME can still read Active with People 20 and Delivered 0 while both its own Email Queues tab and the site-wide Email Queues page show 0 rows. Activating sets the ME running; it is Force Send (A5.8.4 ↗) that pushes the emails into the queue. Do not read an empty queue straight after Run as a failure.
   It is easy to missThe switch sits right at the edge of the drawer, above the tab bar and past the description box. On a narrow browser window it can be pushed off the right-hand edge, widen the window rather than assuming the ME has no switch. It can fail the other way too: on a very wide window the whole header, name, description, owner and this switch, sometimes comes back blank and stays blank. So if the top of the drawer looks empty, resize the window before concluding anything is broken.

   

   

4. Force Send: on the Template tab, top-right of the Step 1 panel, beside the red delete-step bin. This is the button that actually pushes the emails into the queue.

   

   Only contacts the SDR marked Content Reviewed are sent. Anyone left unreviewed stays put: which is the safety net, and also the usual reason the queue comes out smaller than the People count.

   Its confirm is much thinner than the Run oneIt shows the Subject and the Content and nothing else, no recipient count, no mention of attachments. The merge fields are still raw ({{contact.firstName}}), and it is titled “Force Send Campaign Flow” even on a Marketing Email. Take your numbers from the Run dialog, because this one will not repeat them.
   At zero reviewed, nothing is queued, and nothing says soWorked example: an ME with 3 recipients, activated and force-sent with 0 reviewed, produced an empty Email Queue tab and no message of any kind. It reads exactly like a failed send. Marking all 3 reviewed and force-sending again produced all 3 rows at once.

5. Check the Email Queue tab. One row per email, and every row sits in exactly one of three states. The three counts add up to All. On Talent Handbook Launch — Aug 2026: All 5,197 = In Queue 372 + Delivered 4,820 + Cancel 5.

   Status	What it means	Sent Date	Can you still stop it?
   In Queue	written and waiting. It has not gone anywhere yet, and it will go out on its own at the end of the day in the ME’s timezone.	empty	Yes: this is the only state you can cancel from.
   Delivered	gone. It reached the mail provider and left.	filled in	No. There is nothing left to stop.
   Cancel	pulled out of the queue before it went. It stays on the record as a row so you can see it existed.	empty	: already stopped; it will never send.

   Cancel only reaches the In Queue tabOnce a row flips to Delivered the email is out of your hands. If you need to pull something, pull it before the daily release. That is the entire window.

   

   

   

   The queue count should match the reviewed contacts, not the People count. If it comes out smaller, review is usually the reason (A5.x.2 ↗).

   Full tour of the queue, its tabs and its row actions in 7.6 ↗. The SDR view of this tab can show 0 or “Couldn’t load” for a while, a display lag, not a failed send.

6. Then hand it back. Replies land in the ME's own Inbox, and the SDR works them from there (Flow 7 ↗). Your part is done once the queue looks right.

A5.x · Edge cases

1. Delete exists, but it disappears the moment the ME starts. The row ⋮ is short and changes with status:

   ME status	Row menu
   Draft	Edit/View Details · Delete · Manage assignee
   Paused	Edit/View Details · Delete · Manage assignee
   Running (“Started on…”)	Edit/View Details · Manage assignee, no Delete

   So the window for deleting is before it has ever run, or while it is paused. Once a ME has started it stays in the list for good. There is no archive to move it to either.

   Two statuses exist in the data that you never seeArchived and Scheduled are valid marketing-email statuses in the API and both appear in the status filter, but the list has no tab for either and no row action produces one. In one snapshot the five tabs accounted for every record (57 + 11 + 19 + 4 = 91). Treat them as not implemented rather than as something you can reach.

   

   

2. Force Send only reaches reviewed contacts. Same rule as A5.8.3 ↗: people the SDR never marked Content Reviewed stay behind. A queue smaller than the People count usually means review, not a bug, check People before you chase it. At zero reviewed the queue is not built at all, and nothing on screen says why. The tab simply reads “No email queues yet”. Before treating a force send as broken, check the reviewed count in the Run dialog (A5.8.3).
3. Cancelled ≠ failed. In the example the queue reads Delivered 1 and Cancelled 2 of 3 people. Cancelled rows were pulled before sending (unreviewed, suppressed, or lifecycle-excluded), they never hit the provider, so they don't count against the domain.
4. Change the sending account before, never during. The ⚙ sits on the owner avatar in the top-right of the ME header. Clicking it drops the full list of accounts, and picking one applies immediately, no confirmation, no toast, the header simply rewrites itself.

   

   Never mid-runSwitching the account on a Running ME splits the thread: what already went out keeps the old From, and replies to it land in the old inbox. Pause → switch → resume. Because the control asks for no confirmation, there is nothing to catch a mis-click, check the ME status before you touch it.
5. The Timeline tab works exactly as the campaign one, same actor + before→after format, same Simple / Advanced search. See A4.5 ↗ rather than repeating it here.

ADMINA6 · Approve a new talent (decides Active or Passive)

Both lean on the same recommendation, and the rule behind it is written out in A6-A.6 ↗. It is advice on every screen it appears, never an action.

A6-A · Review the In Review queue

1. Open the queue. User Management → Talents, then the N In Review button at the top right. It is the only way in; there is no In Review tab on the list. Clicking it opens a drawer showing one profile at a time rather than filtering the table.

   

2. Move between profiles without going back to the list. Top right of the drawer sits a pager, ‹ N/280 ›. The ← and → keys do the same thing.
   On a narrow window, use the keyboardThe pager sits at the far right edge of the drawer and is the first thing to fall off screen. The arrow keys keep working when the buttons are not visible, so a queue can be walked end to end without ever seeing the pager.

   

3. Read the recommendation. The status chip reads In Review and carries a ⚠ warning icon beside it. Hover the icon and you get two lines:

   Line	What it is	Example
   Recommend: <status>	what the rule would pick if it decided	Recommend: Active
   the sentence under it	which of the five questions produced that answer	Active, self-directed, and nothing ties them to a client company.

   The full rule, all five questions and every sentence it can print, is in A6-A.6 ↗.

   

4. Check it against the profile yourself. The recommendation is a reading of three fields, nothing more. Read the same three before you accept it:

   What to read	Where it is	Why it matters
   Employment Status	the header line, under the title	Full-time or Part-time is the strongest signal for Passive. Freelancer, Unemployed and Other point the other way
   Current title and company	Work Experiences, the rows with no end date	wording like freelance or independent consultant says self-directed whatever the status field claims
   Company flag	on the linked company: Sponsor, Portfolio or Corporate	a current role at a flagged company is the one condition that outranks everything else

   The recommendation is advice, not an instructionIt reads fields; it does not read judgement. A profile can be technically self-employed and still be unavailable, or say Full-time and be about to leave. That is exactly why there are two approve buttons instead of one.

   

5. Take one of the three routes, then check it landed. The toolbar at the top of the drawer carries all three:

   

   Button	Resulting status	When
   Reject (red)	Rejected	the person does not belong on the platform at all
   Approve to Active (green)	Active	they can take project work now
   Approve to Passive (orange)	Passive	they belong here, but somebody else already has their week

   A confirm opens repeating the name, email and title so you can check you are on the right record, with Exit and Approve.

   The confirm does not name the statusIt asks “Do you want to approve this Talent?” and nothing more. Which status you are about to set came from the button you pressed, and there is no second chance to read it back. Check the button colour before you confirm.

   What happens next: the record leaves the queue and the count drops by one. The drawer stays open on the next profile, so a queue can be worked straight through. To confirm the status really changed, search the talent by name or email on the Talents list and read the chip.

   

A6-A.6 · The rule that runs today

Five steps, in order, and it stops at the first answer

Every sentence the rule can print

Seven, no more. Whichever one you see on the tooltip, this is the step behind it:

Not every talent carries a recommendation. Where the icon is missing the rule has no opinion on that record, which is not the same as agreeing with the status it already has.

The freelance keywords at step 3

Matched against the current job title and the current employer name. These are the ones seen firing, taken from the engine's own record of what it matched:

independent   freelan   self-employed   self employed   remote   contractor

How to read a company flag, and how not to

The flag is the S / P / Corporate badge sitting next to the company name, on a role with no end date. You see it on the talents list and in the Work Experience tab. No badge means no flag, and nothing else on the profile counts as one.

A shortcut that has held on 4 of 4 records checked: the header line next to the status chip shows a green Corporate badge exactly when the current employer carries the flag. Arnaud and Athanasia have it; Syed and Mark do not, and neither of their current employers is flagged. Useful for a fast eye check, but confirm on the Work Experience row before acting on it.

What counts as junior or back office

Read the POSITION on the current row. It is authoritative.

Analyst, Associate, Junior, Intern, Internship, Trainee, Apprentice, Werkstudent, Working Student, Student, MBA Candidate, Teaching Assistant, Investor Relations, Fundraising, Fund Finance, Capital Formation, Fund Accountant, Fund Controller, Taxation and Business Partner

Match whole words. Matching on part of a word turns “M&A International Manager” into an intern.

This is A6-A.7 ↗ from our business rule, moved into the intake path, same list, but it now runs at approval and before the company check.

A6-A.7 · The rule as proposed

The proposed order

Proposed keyword list for Q2: freelance, freelancer, fractional, independent consultant, independent advisor, self-employed, interim. Note what is not in it: remote and contractor, both of which fire today, and bare independent, which is the source of the record-label false positive.

What actually changes

The questions are nearly the same. The order is reversed, and since the rule stops at the first answer, the order is the decision:

The profiles that come out differently

Decide these before it is built

A6-B · Re-check the status of a talent you already have

A6-B.1 · Read what the system thinks

1. The icon beside the status chip tells you whether the two agree. It is on the Talents list and on the profile drawer, in both places, in the same shape:

   Icon	Meaning	What to do
   ⚠ warning	the current status does not match what the rule would pick	worth opening; it may be right anyway
   ⓘ info	status and recommendation agree	nothing to do
   no icon	the rule has no opinion on this record	judge it by hand or leave it

   Hover either icon for the same two lines as in the queue: the recommended status, then the reason.

   

A6-B.2 · Active → Passive

1. Build the list of candidates. On Talents, set Statuses = Active. Then + Add filter → under Availability & Engagement tick Recommend Status, which pins it to the filter bar. Open it and pick Passive. The dropdown offers only Active and Passive.

   What comes back is every Active talent the rule would have made Passive. 737 of them when this was walked, so treat it as a working queue rather than a list to clear in one sitting.

   

2. Open one and read it before you touch the chip. Same three fields as A6-A.4 ↗: Employment Status, the current title and company, and whether that company is flagged. Leaving it alone is a valid outcome, the rule is often pointing at a record that a human already judged correctly.
3. Change it from the status chip. The chip on the profile carries a caret. Click it and you get exactly one alternative, Passive. Picking it opens Set Talent Status to Passive, which asks for a reason:

   Reason	Needs typing?
   Unable to verify freelance status (pre-selected)	no
   Evidence insufficient	no
   Reference unresponsive	no
   Other	yes, in the Reasons box

   Then Yes. The chip flips to Passive and the icon beside it changes from warning to info, because status and recommendation now agree.

   Two things to watch in this dialogThe first reason is already selected when it opens. Press Yes without reading and you have filed “Unable to verify freelance status” on a record where that may be untrue.
   
   🐛 And Other does not actually enforce anything. Picking Other and leaving the Reasons box empty saves without complaint, no error, no disabled button. The reason is meant to be required and is not.

   

A6-B.3 · Passive → Active

1. The same walk, with the filters the other way round and no reason to give. Set Statuses = Passive and Recommend Status = Active, open a record, read it, then click the chip and pick Active.

   Set Talent Status to Active asks one question, “Do you want to set Active for <name>?”, and offers Exit and Yes. No reason list, no free text.

   Only one direction is asked to explain itselfMaking somebody Passive takes them out of the invitation flow, so the system asks why. Putting them back does not, which means a record can go Active with nothing on file about who decided or why. If you want that written down, put it in Notes yourself.

   

A6-B.4 · Review Passive: the talent asks to be looked at again

The two flows above are you deciding to revisit somebody. This one starts with the talent. A person you have already filed as Passive can send in a request to be reassessed, and when they do, their status changes on its own to Review Passive and they turn up in your queue.

1. They arrive in the same queue as everyone else. The button at the top right of Talents is labelled N In Review, but the number covers both statuses.

   Filter the list by	Count
   Statuses = In Review	278
   Statuses = Review Passive	2
   the queue button says	280

   So a resubmission is not sitting somewhere separate waiting to be noticed. It is in the queue, mixed in with the new sign-ups. To see only the resubmissions, filter the talents list on Statuses = Review Passive instead of opening the queue.

2. Open the profile and read what they sent. A Review Passive profile carries the orange Review Passive chip, and the Summary tab opens with a block the other statuses do not have: Talent Resubmit since <date>, holding the evidence they supplied.

   Field	What it is
   Reference Email	somebody who can vouch for them. Often a different address from the one they signed up with.
   Reference Linkedin	that person’s profile. A dash means they left it out.
   Additional Context of Request	anything they wanted to say. Frequently empty.

   

   Read it against the rule the same way you would any other profile (A6-A.4 ↗). The question is whether the employment situation that made them Passive has actually changed, and whether the reference backs it up.

3. Decide, using the three buttons at the top right. They are not the same buttons a new sign-up gets, and each one says where it lands if you hover it.

   Button	Status afterwards	When
   Approve Review Passive	Active	the change is real and the evidence holds. Confirms with Set Talent Status to Active.
   Reject Review Passive	Passive	the request does not stand up. They go back where they were, not out.
   Reject	Rejected	they should not be on the platform at all. A different decision from the one above, and much heavier.

   Reject and Reject Review Passive sit next to each otherOne puts them back to Passive, which is where they already were. The other files them as Rejected. The labels differ by two words and the buttons are both red. Hover before you click, the tooltip names the status you are about to set.
4. Rejecting a resubmission asks you why. Reject Review Passive opens Reject Status Update Request. Pick one of four reasons, add a note if it helps, then Confirm Rejection, which stays greyed out until a reason is chosen.

   

   The four are Unable to verify freelance status, Evidence insufficient, Reference unresponsive and Other. Three of them are about the reference they gave you, which is the point of collecting it: the reason is a record of what you checked, not a formality.

   Approving asks nothing beyond a yes. Only the rejection wants a reason, so the case for turning somebody down is written down and the case for letting them through is not.

A6.x · Edge cases

1. The In Review queue, new sign-ups waiting for approval. The N In Review button at the top right of the talents list opens the queue one profile at a time.

   

   Approving does not simply mean “Active”. The confirmation dialog repeats the name, email and title; on Approve the system then applies an automatic rule and picks the resulting status itself. The rule is the five-question spine in A6-A ↗, employment status, then the position and company of each current role, then the flag on those companies. It records when the status changed but not why, so the profile gives no explanation afterwards.

   An unlinked company can never fire it. The trigger is the flag on the linked company, an ongoing role at a company that was never matched to the Mergermarket list does not fire Q5, whatever that company actually is. Roughly 63% of talents have a current employer in that state (A6.x.5 ↗).

   This is where most wrongly-Passive talents come fromFreelancers get set Passive at approval time purely because they hold a current job at a flagged company, whatever the seniority of that job. An Analyst or Associate is supply, and the rule has no check for it. Nobody clicked anything, and because the rule writes no reason, the profile gives no explanation afterwards. If you are auditing Passive talents, start here.

   Ruled 28 Jul 2026: this is intended behaviour, not a defect, but it is narrower than the business rule. The system deciding a status at approval is by design. Two gaps remain, and both are for a human to close: it fires on a plain corporate flag, which is group D and out of scope; and it never reads Employment Status, so it cannot enforce the gate in A6-A.7 ↗. Neither gap is logged as a bug. They are the reason the the retired existing-records branch branches exist.

   Two things worth knowing about the queue itself:

   • After each decision the drawer advances to the next profile and the counter drops, so the whole queue can be worked without returning to the list.
   • The queue drawer does not put the talent id in the URL, so a profile being reviewed cannot be linked to. Opening the same person from the list does give you an address you can copy, and the Approve / Reject buttons are there too, so use that route when you need to share or come back.

   The chip is locked while the status is In Review, so a client has to be approved first and set Passive afterwards per A6-A.7 ↗.

2. ReviewPassive: a Passive talent resubmitted their profile. The profile shows a Talent Resubmit since <date> panel next to the original Passive reason, and the toolbar offers three buttons instead of two:

   Button	Resulting status	When to use it
   Approve Review Passive (green)	Active	the new evidence answers the original reason
   Reject Review Passive (red)	Passive	nothing material changed, back to where they were
   Reject Talent (red)	Rejected	they do not belong on the platform at all

   The Summary tab opens with a Talent Resubmit since panel carrying what the talent supplied to support the request: Reference Email, Reference Linkedin and Additional Context of Request. Those three fields are the evidence you are judging. An empty panel means they asked for reactivation without supplying anything.

   

   Always read the original Passive reason first. It is shown on the same screen. Approving without checking whether the resubmission actually addresses it defeats the point of the queue.

3. You cannot change status for several people at once, but two bulk actions still affect the result. Bulk Actions offers Export PDF Talents, Add to list, Remove from list, Export Talents (CSV), Set Skip Review, Set Require Review, and nothing else. Every status change is one profile at a time; for a long list, Add to list first and split it between people.

   Set Skip Review does not change the Active / Passive outcome. It flips the talent's internal status to Skip Review, but that field is not part of the automatic rule ↗, confirmed 30 Jul 2026 by a record with no Skip Review that the system still set Passive at approval. Whatever else the two review flags do, they do not decide the status. Set Require Review is the opposite action.

4. The headline says one thing, the job history says another. Common and important. Seen in practice: a title reading "Freelance, former Private Equity Professional" on a profile whose work experience still shows an ongoing role at a PE fund. The title claims they left; the data says they did not. Open the row and check the end date before deciding.
5. Most current employers are not linked, so company flags are missing. Roughly 63% of talents have a current role whose employer was never matched to the Mergermarket company list, no Sponsor / Portfolio / Corporate flag to read. For those people the title and the free-text company description are the only evidence. This is also why the Work Experience filter cannot replace the title check: every one of the strongest buy-side hits found sat at an unflagged company.
6. No filter finds bosses of companies a fund owns. These are the people in group C, the CEO or CFO of a business a PE fund has bought. The box that ought to find them, Corporate / Industry → PE-Backed / Portfolio Company, is attached to nobody at all: zero people, everywhere. Reach them a different way: the Work Experience filter with company type = Portfolio and Currently, which returns 156 people.
7. Where the Passive reason is saved, and why the profile looks empty. The reason you type is written to the activity log, not to the talent record, which has no field of its own holding it. It surfaces in the tooltip on the status chip and in the Passive since panel.

   The Activity Logs tab is the audit trail. Each entry reads “Admin <name> changed talent status to <status>” with a timestamp. Two limits to know:

   • A status set by the automatic rule at approval carries no reason, the entry only says the status changed.
   • The entry for an approval reads “approved talent review (moved from Review Passive)” even when the talent was in In Review, not Review Passive. The wording is fixed, so do not read the previous status from it.
8. A company can be tagged with the wrong type. The tags come from an outside data source, so they are not always right. The company data has investment banks flagged as sponsor, and at least one talent linked to an entirely different company than the one named in their title. When a familiar name produces a surprising result, check the company record before concluding the talent is misclassified.
9. Going Passive does not stop any work already under way. Passive only removes someone from the project-invitation flow. Running contracts, timesheets and invoices are unaffected, see B3 ↗.
10. Sending a talent back to In Review. More Actions → Switch to In Review opens a drawer listing the talent's applications, with the rule stated at the top: “Can't switch if application status is Connected / In Interview / Draft Agreement / Hired”. Confirm with Switch and the status returns to In Review, which brings the Approve / Reject buttons back. The internal status is left untouched.

    The rest of that menu: Delete, Delete Permanently, Parse CV, Upload CV, Update gender, Skip Project Invites, Hero from website and Hidden from website.

ADMINA6† · Approve a new talent · audit

A decision-maker’s view of the same rule documented in A6 ↗. What it costs when it is wrong, what to fix first, and what is still undecided. The operator’s view, with the click path, stays on the A6 page.

Admin clicks Approve
│
├─ S1  Employment status is Full-time or Part-time?
│        YES → PASSIVE            no escape hatch
│  NO ▼
├─ S2  Employment status is blank?
│        YES → ACTIVE             still an open question
│  NO ▼
├─ S3  Any role marked current?
│        NONE → ACTIVE            nothing to test
│  AT LEAST ONE ▼
├─ S4  Freelance wording in the position or company?
│        YES → ACTIVE
│  NO ▼
├─ S5  Position is junior or back office?
│        YES → ACTIVE             the company is never read
│  NO ▼
├─ S6  Company is advisory or sell-side?
│        YES → ACTIVE             not built yet
│  NO ▼
├─ S7  Company carries a Mergermarket flag?
│        YES → PASSIVE            sponsor, portfolio OR corporate
│  NO ▼                          no flag, or no linked company
└─ ACTIVE                         fallback

ADMINB1 · Invite talents to a project

1. Project Management → Invite Talents. The page asks you to select the project first. The dropdown lists each project as a card: title, client & contact, #PR id, seniority / experience / rate type / duration / timezone / languages, and its running score, “X invited and Y applied”.

   

2. Filter the pool. The full talent pool loads (9,000+). Cut it down with the filter bar, Statuses, Invited Status, Professional Background, Functional Expertise and Industry & Sector, Classification, Years of Experience, Seniority Levels, Countries, Cities, Timezone Offsets, Languages and Has Contract.
3. Read a talent row before inviting: the Active badge, their title & experience, a Contracts chip (“1 Active and 1 Completed”), and the Engagement column, INV accepted/invited, APP applied/hired and CTR active/completed contracts. Row icons open LinkedIn, the CV (PDF) and chat.

   

4. Tick the talents → Invite Talents. Selecting rows reveals the 👤 Invite Talents button (top bar). It sends the project invite to everyone selected; the project's invited count goes up and the talent shows under Invited Status.

   

ADMINC1 · Approve a new project

C1.0 · Where a project comes from

Two doors, and they behave differently. Most projects arrive through the client, and those are the ones the queue is built for. Admins can also create one directly, which skips everything the client route does.

Door 1: the client fills in a brief

A client who signs up lands in a six-step wizard and cannot leave it. Every other address in the client app redirects back until the wizard is finished, so a client mid-signup has no dashboard, no project list, nothing.

The brief they fill in is much shorter than yours. Five fields, and that is the whole thing the sourcing is built on:

The button at the bottom reads Save to Submit project, and that is the moment it reaches you.

Door 2: an admin creates it directly

Projects → Create New opens the full form, and it asks for a great deal more than the client does: Name, Client, Currency, Summary, Client looking for, Work Location, Experience, Duration, Commitment, Seniority Level, Maximum Hires and Timezone are all required. Budget, Project Owner Email, Scope of Work, language rules and the country and timezone restrictions are optional on top.

Clone Project, next to Create New, is the third way in. It copies an existing brief so a repeat mandate does not have to be typed again.

The whole lifecycle, in order

client starts the wizard
      →  Draft            record created, named FintalentDraftProject - <timestamp>
                              carries UNPAID PROJECT POST FEE

client finishes the brief and pays
      →  In Review        ◄ your queue. C1
admin presses Approve
      →  Open             visible to talents. C2 sourcing, C3 applications
                              →  Paused     stopped, not finished
                              →  Closed     done
                              →  Archived   put away, no hire

admin uses Create New or Clone Project
      →  skips the wizard and the post fee entirely

Where this sits in the operations matrix: everything above In Review is the client's own onboarding, 6.0 New Project Intake & Qualification is the Approve decision in C1.3, and everything after Open is 5.0, 4.0 and then the four monitoring processes in C4 ↗.

C1.1 · Open the In Review queue

Project Management → Projects. The tabs across the top are the whole lifecycle, and each carries a live count.

Every row already tells you the shape of the job without opening it: seniority, rate type, currency and timezone, with the client and their signup date beside it.

C1.2 · Open it and read what the client wrote

Click the project name, or use the ⋮ menu and pick Tab General Settings. A drawer opens over the list.

The Project URL at the top is the talent-facing page. Open it if you want to see the brief the way an applicant will.

C1.3 · Approve, archive, or hand it over

Not sure yet? Leave it. There is no needs more information status, so the honest move is to message the client and let the project sit in the queue until they answer.

ADMINC2 · Source and invite talents

C2.1 · Start from the project, not from the talent list

On the Projects list, every row has a Send Invitations link above the project name. Use it. It opens Invite Talents already filtered for that project, and the filters it sets are not obvious from anywhere else:

C2.2 · Narrow it further, then invite

The pre-set filters get you to the right population, not to the right people. Add what the brief actually needs on top: Functional Expertise, Industry & Sector, Company Background, Years of Experience, Countries, Cities, Timezone Offsets, Languages, Has Contract.

Timezone matters more than it looks on a project that says it wants overlap with the client's working day. It is one of the few filters that rules people out for a reason nobody can fix.

Invited people then show up on the project's Invited Talents tab, and anyone who accepts turns into an application (C3 ↗).

Inviting talents one project at a time from the talent side is B1 ↗. Same destination, different door.

ADMINC3 · Work the applications

C3.1 · The six stages, and the seventh tab

Project Management → Project Applications. The tabs are the pipeline, in order.

C3.2 · Read the fit score, then read the evidence

Each application carries a score out of 10 and a band: Strong Fit, Good Fit, Partial Fit or Weak Fit. The chips above the table filter by band, so you can open a project and see only the strong ones.

The number on its own is not the point. Show evidence is. Open it and the score breaks into the criteria it was built from, each with its own mark and a weight that says how much it counted, for example 35%, 25%, 20%, 20%. Those criteria come from the project's Pillars (C1.2 ↗).

Beside the score sits what you need to judge it: the talent's requested gross rate, their status, location, headline, and their expertise counts.

C3.3 · Move them along

The Actions column carries the stage changes, and they read as plain sentences rather than a dropdown: Switch to Applied, Move back to Shortlisted. What is offered depends on where the application already is, so you cannot skip a stage by accident.

View Application opens what they actually submitted, including their answers to the screening questions. The Connected chip tells you a conversation with this person already exists.

ADMINC4 · Keep the pipeline moving

C4.1 · Live work: the Open tab

Everything approved and running. The columns are the health check, and you can read them without opening anything:

A project that is Open with all of those empty is the one to look at first. It is live, so the client believes something is happening, and nothing is.

C4.2 · Stale work: sort by Modified Date

There is no aging filter. Sort the Open tab by Modified Date, oldest first, and the top of the list is your problem list. Paused deserves the same treatment: a paused project is one somebody meant to come back to.

Compare Created Date with Modified Date on the same row. A project created months ago and modified months ago has been quietly abandoned; created months ago but modified this week is simply a long engagement.

C4.3 · Engagements: Interviews

Project Management → Interviews lists every meeting between a client and a talent, with All, Upcoming, Past, Cancelled and Concluded.

Read the tab as a queue rather than a report: an Upcoming count of zero on a project that is supposed to be interviewing means nothing is booked.

C4.4 · Finished work: Closed

Move a project to Closed when the work is done, and use Archived for everything that ended without a hire. The two say different things later: Closed is a project that worked, and the tab is small enough to read at any time.

Closing is a decision somebody has to make. Nothing closes a project on its own, so the Open tab grows until a person tidies it, and every stale row makes the tab less useful for C4.1.

TALENTB2 · Log & submit timesheet (the talent does this, on the talent portal)

B2.1 · Open the Timesheet screen

1. Sign in to the talent portal (talent.fintalent.io) with the talent account.

   

2. Open the ☰ menu (top left) → group Work → Timesheet. (Timesheet lives in the ☰ menu: it is not on the bottom navigation bar.)

   

3. Pick the project to log against. With only one Active contract the system selects it for you. The name shows in the top bar with an Ongoing label, nothing to do. With several Active contracts, click that bar to open the list and switch project; each project has its own calendar, totals and submission queue. Details in B2.x.5 ↗.

   

4. Read the totals panel before doing anything, these three numbers measure the whole flow:

   Line	What it means
   … submitted	Total hours to bill locked in, the number the money follows.
   Worked: …	Total hours actually logged. Can exceed the submitted figure when the talent has billed less than they worked.
   … pending submission	Hours logged but not yet submitted. At 0h the Submit button is greyed out.

   

   The submitted line is a button, not a label. The › on the right is easy to miss, click the line and the full submission history opens, which is the only place the talent can see what was actually locked in, day by day:

   In the dialog	What it gives you
   Timesheet date From → To	Narrows the list to a period; the two totals above recalculate for that period. This is how you check a single billing round rather than the whole engagement.
   Hour(s) worked · Hour(s) to bill	The pair, side by side, for the selected range.
   One row per day	Date · Hour(s) worked · Hour(s) to bill, where the two figures diverge is visible immediately.
   Export to CSV	Downloads the same list. Use it to reconcile against an invoice, or to keep a record before the period rolls over.

   The dialog also states the rule in the product's own words: “Hour(s) to bill — the hours you're charging for. You can bill less than you worked, never more.” That is the same constraint the admin side reads in B3.2 ↗.

   

B2.2 · Log work

1. Go to the right week. Use ‹ / › next to Today.

   

2. Drag on the hour grid in the correct day column, from start time to end time.

   

3. The Record New Timesheet Entry dialog opens, check the Date, correct the start / end time, and a Note is mandatory (it describes the work and is printed in the invoice appendix).

   

4. Click Create. The entry appears on the calendar in light purple = not submitted. Dark purple means submitted: locked.

   

5. Edit or delete an unsubmitted entry. Two different actions, easy to mix up:
   • Click the body of the entry → opens Modify Timesheet Entry, change the time or the Note, then Update.
   • Click the ✕ in the top-right corner of the entry → deletes it.

   

6. Which days can be logged? A greyed-out day cannot be logged: four reasons:

   Case	Why
   Day before the contract Start date	No contractual work existed yet.
   Day already submitted	Hours to bill are locked in.
   Day in the future	Only work already done can be logged.
   Day already on an invoice	Submitted and then billed by Admin, locked permanently.

   A gap day inside an invoiced range, loggable but NOT billable The day cell is not greyed out, the talent can log and submit normally, but Admin cannot invoice it. Those hours are stranded for good.

   Side	Jul 9 (a gap inside the invoiced range Jul 8–10)
   Talent	Day cell is white → drag creates an entry → Create works → submit works
   Admin	Create Client Invoice does not prefill the service period, Quantity = 0; opening the picker shows Jul 8, 9, 10 all disabled → unselectable

   What to do: if a day inside an already-invoiced period was missed, do not log it retroactively. Those hours will sit there unbillable. Tell Admin/Ops first.

   

B2.3 · File an expense report (only if there are out-of-pocket costs)

1. Click + Add expense report (directly below Submit Timesheet) → the Add new expense report dialog opens.
2. Fill in the required fields: Expense report date (when the cost was incurred), Description (goes onto the invoice), Currency (defaults to the contract currency), Quantity and Amount. The Total line calculates itself as Quantity × Amount. You can also Upload file to attach the original receipt.

   

3. Click Save. The panel on the right changes from 0 expense report to 1 expense report.
4. Review / edit / delete: click the N expense report line → the Expense reports dialog: one row per item (date, description, Amount, Quantity and Total Amount) with ✎ edit and 🗑 delete buttons, an Expense date filter, and a Grand total at the bottom.

   

B2.4 · Submit & edit the timesheet (locking in Hour(s) to bill)

1. Click Submit Timesheet (enabled only when pending submission > 0h).

   If the dialog opens with no submit button and a “Update your billing or payment details” warning instead, the account is missing its billing address / payment info. Fix it in B2.x.7 ↗ and come back.

   

2. The Select Timesheet for Submission dialog lists one row per pending day (not per entry, several entries on the same day are merged). Everything is ticked by default; at the top there is a “N working days selected” counter and an Uncheck all link. Narrow the list with the Timesheet date range (From → To).

   

3. Adjust Hour(s) to bill if needed. Each row has two columns:

   Column	Editable?	Meaning
   Hour(s) worked	No	Exactly what was logged, kept as the reference.
   Hour(s) to bill	Yes	The hours actually charged. Defaults to the logged hours; lower it when only part of the time was agreed.

   What counts as “edited”: the two columns on the same row differ. Equal = logged hours kept as-is; different = the talent deliberately set a different billable figure.

   

   You cannot bill more than you worked, and it corrects you without saying soType a figure above the logged hours and the field accepts it while you are typing, then silently snaps back to the logged hours the moment you click away. No error, no red text, no toast. Measured on a 2.5 h day:

   You type	While typing	After you click away
   9 or 2.6, above the logged hours	shows what you typed	2.5, pulled back down
   0	0	0. Allowed, you can bill nothing
   −1	−1	0, pulled back up

   Why this matters: opening the confirmation counts as clicking away. So if you type 9 and go straight for Submit, the field is already back to 2.5 before the dialog appears, you submit a different number from the one you typed and nothing tells you. Read the figure in the box, not the one you typed, before confirming.

   

4. Decide which days to submit. The button at the bottom rewrites itself to match the ticked rows: both days ticked → Submit all 2 working days; untick one → Submit 1 working day. Read that button before clicking: it is the fastest way to see what you are about to lock in. Details in B2.x.3 ↗.
5. The Submit Timesheet confirmation appears → click Yes. (Clicking No returns you to the list; skip this dialog and nothing you did takes effect.)

   

B2.5 · Verify after submitting

1. pending submission must drop by exactly what you just submitted. It does not have to reach 0h:

   What you just did	pending afterwards
   Ticked every day, then submitted	0h
   Unticked some days (partial submit)	> 0h, exactly the hours of the days left behind

   Seeing pending > 0 after a submit is not a bug, check whether a day was left unticked.

2. submitted rises by the total hours to bill you just locked in; Worked rises by the total hours logged. The gap between the two is exactly what was edited in B2.4.3 ↗.

   Example 1: submit everything: before: submitted 14:40 / worked 16:30. Log 4h (Jul 3) + 3h (Jul 4) = 7h, submit with to bill 3:30 + 3:00 = 6:30. After: submitted 21:10 (14:40 + 6:30), worked 23:30 (16:30 + 7:00) and pending 0h.

   Example 2: partial submit: before: submitted 21:10 / worked 23:30 / pending 0h. Log Jul 8 (2:30) and Jul 10 (1:30) → pending 4h. Tick only Jul 8, lower to bill to 2:00, submit. After: submitted 23:10 (+2:00 = hours to bill), Worked 26:00 (+2:30 = hours logged) and pending 1:30 (Jul 10 still waiting).

3. The submitted day turns dark purple and can no longer be edited; a day left behind stays light purple, keeps its ✕ button and is still editable.

   

4. Check the colour legend. The Calendar box in the top right lists only the states actually present: Dates already submitted (green / dark purple) and Dates pending submission (light purple). No pending line means everything has been submitted.

That completes the talent's part: Admin takes over: B3 · Manage timesheet → invoice ↗.

B2.6 · What happens to it after you submit

1. It is approved the instant you submit. There is no waiting, no review queue, nobody to chase. The submission is created already Approved, and the account recorded as approving it is your own.
   The label does not say “Approved” thoughYour side shows Submitted. Admin's side shows Approved. Same record, two words, so “has it been approved yet?” has no answer you can read off the screen, because the answer is always yes. See B3.0 ↗ for the admin view of this.
2. Open the summary of everything you have submitted, click the “N hours submitted” panel on the right. It opens Time Sheet of <your name> with the full date range in the title.

   In the dialog	What it gives you
   Timesheet date	a From → To filter, for pulling out one billing period.
   Hour(s) worked / Hour(s) to bill	the two totals for whatever range is showing, the gap between them is everything you trimmed at submit time.
   one card per day	date, hours worked, hours to bill, side by side.

   

3. Export to CSV sits at the bottom left of that dialog, and it exports what the filter is showing. Set the range first, then export: that is the quickest way to produce a per-period record for your own books.

   

4. Nothing here is editable. The dialog is a record, not a form. There is no way back into a submitted day from it. If a submitted figure is wrong, you cannot fix it yourself; ask Fintalent through Ask question (B2.x.6 ↗).

B2.x · Edge cases

1. Daily contracts: an extra Day(s) to bill column. On a per-day contract the submit dialog adds a Day(s) to bill column that is calculated, not directly editable: one working day = 8 hours (log 8h → 1 day; log 6h → 0.75 day). The talent still only edits Hour(s) to bill; the day count follows from it.

   

   Known display defectWhen Hour(s) to bill is edited, the Day(s) to bill column in this dialog does not recalculate immediately. It keeps showing the value derived from the logged hours. The invoice total is still correct (it derives from hours to bill). See B3.x.4 ↗.
2. Log daily, or batch several days into one submit? Either works: the talent's choice. Submit right after logging a day, or log a whole week and submit once (the dialog lists every pending day).
3. Partial submit: three days logged, only two locked in. The submit dialog is where you choose which days get locked; it is not a “send everything” button.

   Action	What happens in the dialog
   Open the dialog	Every pending day is pre-ticked; the counter reads “N working days selected”.
   Untick a row	That row turns from purple to white; the counter drops; the button rewrites itself (Submit 1 working day).
   Uncheck all	Clears everything: handy when you only want one or two days and prefer to tick them back.
   Timesheet date filter	Narrows the list to a date range, useful when the queue is long.

   Example: the talent logged the 5th, 6th and 7th, but the 7th still needs client confirmation → untick the 7th and click Submit 2 working days. The 5th and 6th are locked (dark purple); the 7th stays light purple, still editable and deletable, and remains in pending submission, ready for a later submit.

   Consequence: one contract can have several submit rounds, and Admin can issue a matching number of invoices, see B3.x.3 ↗.

4. What if something was entered wrongly?
   • Before submitting: fixable: click the entry body to open Modify Timesheet Entry (change time / Note → Update), or click ✕ to delete it and log again.
   • After submitting: not fixable; the confirmation said “Once submitted, it cannot be edited”. Tell Admin/Ops before the invoice is issued.
   • After an invoice exists: invoiced days are locked permanently and only Admin/Ops can intervene. A gap day inside an invoiced range is loggable but not billable, do not log it retroactively, tell Admin/Ops. See B2.2.6 ↗.

   

5. A talent with several Active contracts at once. The project bar at the top becomes a selector, click it to switch. Things to remember:
   • The calendar, the three totals (submitted / Worked / pending), the submission queue and the expense reports are all per project, switching project replaces everything on screen.
   • Submissions never merge across projects: each one submits separately, and Admin invoices per contract.
   • The URL carries ?projectId=…: if the numbers look “wrong”, first check the project name in the top bar.

   

6. Ask question: reach Fintalent without leaving the flow. The Ask question button (below Add expense report) does not open a form; it jumps straight into Chat, to the Fintalent Team conversation attached to the selected contract (/chat/<contractId>). Use it after a wrong submit, a missing day, or when the billable hours are unclear.

   

7. No billing address / payment info → submitting is blocked. A talent with an Active contract who has not filled these in can still log work normally. Entries are created, pending submission grows, but at the submit step the dialog has no Submit button, only a warning:

   “Update your billing or payment details — Due to UK DAC7 regulations, we're required to collect additional billing or tax information from freelancers with an active contract…”

   

   Easy to misreadThe block happens at submit time, not at log time. A talent can log a whole week before discovering they cannot submit, so fill these in as soon as the contract goes Active.

   Where to fill them in: click Update billing inside the warning, or go to My Profile → My Earnings (/earnings). The page has two separate cards and both must be completed to clear the block:

   

   • Add billing address → the Tax & Payment Information drawer: Account Type (Individual Professional / Firm :  Company), name, Birthday, email, phone, Address / City / Postcode / Country and Tax Identification Number (TIN). It also carries Recipients / Cc / Bcc, who receives the invoice. Fields marked * are required.

     

   • Add payment method → a single Bank info field (free text: bank name, account number / IBAN / SWIFT…) → Save.

     

   Once both are saved, return to B2.4 ↗. The submit dialog shows its normal button again.

8. An expense dated on a day with no logged work → easily missed. An expense reaches an invoice only if the date on the expense falls inside the invoice's Service period, and that period is prefilled from the days that have submitted hours.

   Situation	Result when Admin creates the invoice
   Expense dated on a day with logged work	Included automatically, added straight to the total.
   Expense dated on a day without logged work	Does not appear, the prefilled Service period never reaches that date.

   Example: the talent logs work on Jul 20, logs nothing on Jul 22, but files a 75 EUR expense dated Jul 22. Admin creates the invoice → Service period prefills as Jul 20 → Jul 20, the total is just 2h × 120 = 240 EUR, and no expense line appears.

   

   The fix (Admin does this): extend the Service period end date to cover the expense date. The item appears in the form immediately, with its own Total, and is added to the invoice.

   

   So the talent should tell Admin/Ops in advance when filing an expense on a day with no billable hours, so the date range gets widened at invoicing time.

ADMINB3 · Timesheet → draft client invoice

B3.0 · Approve the submission first

1. What the page holds. One row per submitted period, titled Timesheets. Columns: Actions, Total Hours, Project, Client, Talent, Status and submit date. The panel on the right filters by Search, statuses, Projects, Talents, Clients.

   Statuses are Pending Approval, Approved and Rejected, the same three the talent sees, under different names (B3.x.9 ↗).

   

2. The row menu changes with status, the same way the Resources one does:

   Row is	⋮ offers
   Pending Approval	Edit/View Details · Switch to Draft · Approve · Reject
   Approved	Edit/View Details · Switch to Draft · Switch to Pending

   Switch to Pending is how you get anything into this queue at all. Because submissions arrive approved, the only way to review one deliberately is to put it back to Pending yourself, then Approve or Reject it. It is also the undo if you approved something by mistake.

   

3. Approve → “Do you want to approve this timesheet?” → Yes. That is the whole thing: no comment, no reason.
4. Reject asks for a reason and will not proceed without one. The modal carries a required Admin comment box; the confirm button is red. Write something the talent can act on. This is the only thing they get back.

   

5. Check the hours before you decide: the 👁 in the Actions column opens the submission, and it goes three levels deep:

   Level	What you get
   Timesheet	project, talent, start/end date, total worked, then one row per day with its own status.
   Tracking timesheet (👁 on a day)	the individual time entries for that day, start time, end time, time worked, description.
   Edit time (✎ on an entry)	From, To and Description, all editable, with Update.

   

   

6. 🐛 Edit time opens, but you cannot use it. The dialog appears underneath the Tracking timesheet dialog that launched it, only its title and its buttons peek out, and nothing in it can be clicked: not the From or To fields, not Description, not even Cancel or Update.

   The two dialogs are stacked the wrong way round, Tracking timesheet sits in front of the Edit time box it just opened. Every click aimed at Edit time lands on the dialog covering it instead, which is why nothing responds. There is no way round it from the screen: close both and edit the entry from the timesheet row.

   What to do instead: press Esc to get out, and Reject with a comment (B3.0.4 ↗) so the talent fixes and resubmits. Do not tell a talent their hours have been corrected from this screen, on this build, they cannot have been.

   If this is fixed, the reach is wider than you would expectThe control is offered on Approved submissions too, not only pending ones, and the talent is told their timesheet cannot be edited after submitting. Once it works, an edit here will be invisible to them, with no notification and no record of who changed what. Worth agreeing a rule before it goes live.

   

7. Only then move on. Approved hours are what B3.1 onwards works with. Sync Data and Create Client Invoice do not check this screen for you.

B3.1 · View & sync the timesheet

1. Left menu → Contracts & Invoices → Timesheets.

   

2. Filter down to the talent with the Select talents box (type a name or email, then pick). Use the Talents with Active Contract toggle to see only people with a running contract.

   

3. Click Sync Data on the talent's row, this pulls in whatever the talent has just submitted.

   

4. Sort the list to find the work, instead of scrolling it. Two buttons sit above the table:

   Sort by	Use it when
   Unbilled Hours	you are doing a billing round and want whoever has the most waiting, first.
   Last Issued Date	you are checking who has not been billed for a while.

   The list runs to dozens of pages, so pair this with the page-size selector at the top right rather than paging through.

5. Read the talent's row: three things decide what happens next:

   What you see	What it means
   (Commitment · cycle · rate)	e.g. Hourly · Every 14 days · 120 EUR: cross-check against the contract.
   Unbilled: N h	Hours submitted but not yet invoiced. Exactly what is about to be billed.
   “X hrs to bill · Y hrs worked”	A discrepancy warning: shown only when the two differ. It comes with the date range that will go on the invoice.

   

B3.2 · View Timesheets: check before billing

1. Click View Timesheets on the talent's row → opens that talent's monthly calendar.

   

2. Reconcile the three totals in the top left:

   Figure	Must equal
   Total hours to bill	the submitted total on the talent portal, the number the money follows.
   Total hours worked	the actual logged hours.
   Total uninvoiced hours	what has not been invoiced yet, matches Unbilled in B3.1.5 ↗.

   

3. Check the day cells. A cell shows “X hrs to bill”; when that day was adjusted it shows “X hrs to bill and Y hrs worked”, along with the time range and the Note the talent wrote.

   

4. If the numbers agree, close this and move on to invoicing. If they do not, stop: check with the talent before billing.

B3.3 · Create Client Invoice

1. Click Create Client Invoice (on the talent's row in Timesheets, or via Client Invoices → Create new Client Invoice).
   The form opens empty: that is normalEven though you clicked from a specific talent's row, nothing is filled in and almost every field is greyed out. Only the Contract picker is active. Nothing happens until you choose a contract, so do that first and the rest of the form comes to life.

   

2. Pick the Contract: this is the step that fills the form. Above the picker sit two chips, Active and Completed, which decide which contracts are offered. A finished engagement still has hours to bill, so a Completed contract is a legitimate choice, just make sure it is the one you meant.

   One talent can hold several contracts at once, and they are listed by commitment + project, e.g. Hourly Project and Daily Project for the same person. Pick the wrong one and the rate, the unit and the currency all come out wrong, see B2.x.5 ↗.

   The moment you choose, a summary bar appears at the top of the form. Read it before anything else: it is the fastest sanity check that you are billing the right work:

   Row	What to check
   PROJECT	the engagement being billed.
   CLIENT	company name, billing address and VAT number. Watch for a red “Name is missing” chip here. The client record is incomplete, and that gap will print on the PDF. Fix the client record before creating the invoice.
   EMAIL · TALENT	who the invoice goes to, and whose hours it bills.
   CONTRACT	rate + commitment (100 EUR / Hourly), the bank account (WISE EUR), the payment terms (Net 10), the start date, and where the contract came from (Pandadoc).

   The same bar carries five links: View Timesheets, View Contract, View Project, View Talent and View Client, so every cross-check can be done without abandoning the half-filled form.

3. Now check every prefilled field. The figures come from the contract and the uninvoiced timesheet range. Prefilled is not the same as correct:

   Field	Must be
   Contract / Project / Client	the contract you are actually billing.
   Service period start / end	the uninvoiced date range (B3.1.5 ↗).
   Issued Date	defaults to today.
   Billing rate	= the billing rate on the contract (what the client pays).
   Quantity	= hours to bill (Hourly) or = days to bill (Daily), not the logged hours.
   Amount	calculated as Quantity × Billing rate. Multiply it yourself as a check.
   Currency · Fintalent Bank	as per the contract (e.g. EUR → WISE EUR).
   Client billing address · VAT	as per the contract.
   Description	talent name + period, composed for you.

   Four controls on this form that are easy to walk past:

   Control	What it is for
   File invoice (PDF) → Upload File (top of the form)	Attach your own PDF for this invoice. Leave it empty and Fintalent generates the PDF itself (B3.4 ↗). Do not confuse it with the expense receipt upload further down, different field, different document.
   ↻ next to Quantity	Recalculates Quantity from the timesheets. Use it after changing the service period, instead of doing the arithmetic yourself.
   View created invoices · View timesheets (links on the Service period labels)	Answer “has this range already been billed?” and “what is actually logged in it?” without leaving the form.
   Additional items (bottom)	Add non-fee lines while creating, not only when editing afterwards. They appear on the invoice as (incl. N additional items).

   The “X hrs to bill and Y hrs worked” warning is repeated right above Quantity, and the label states the hard limit: up to 2 decimal places. Read both one last time here.

   

4. Review the expense reports (if the talent filed any). Expenses do not sit on the fee line, they land at the bottom of the form, one row each. Check each of them:

   What to look at	Check against
   Description	What the talent wrote, clear enough that the client understands what they are paying for.
   Currency	Matches the contract currency.
   Quantity × Amount = Total	Calculated; Total EUR is what actually joins the invoice.
   File invoice expense	The receipt. “no files yet” means the talent attached nothing, ask for it before billing, or Upload File yourself if you received it another way.

   To drop an invalid item from this invoice, click ⊖ at the start of its row; to add something beyond the fee, click ⊕ Additional items.

   

   An expense the talent filed is missing?It falls outside the Service period: usually because the talent dated it on a day with no billable hours. Widen the date range and it appears: see B2.x.8 ↗.
5. When everything checks out, click Create. The invoice is created in Draft, tagged Timesheets (date range), review it straight away in B3.4 ↗. If there were expenses, the total already includes them.

B3.4 · Review the new invoice & check the PDF

1. No need to leave the Timesheets page. Once created, go back to the list. The invoice appears on that talent's own row: number, type, Draft status, date range, hours and Total Amount. With expenses it also reads “(incl. <amount> and N additional item)”: that line alone tells you how many non-fee items are on the invoice, without opening it. Each billing round is one block, stacked in order.

   

2. Click the invoice block → the Update Client Invoice drawer opens in place. It already contains: the ⤓ download PDF button next to the title, the status dropdown + Update, the full editable form, and the links View Timesheets, View Contract, View Project, View Talent and View Client.

   

3. Click ⤓ → wait a few seconds and the PDF opens in a new tab (it is fetched from storage, not pushed through a download prompt).

   The other route: menu Contracts & Invoices → Client Invoices → find the invoice → the Actions column has 👁 (view detail) and ⤓ (download PDF), identical result. Use it when you need to search across many invoices and talents.

   

4. Page 1: the money. Cross-check: invoice number, client address + VAT, HOUR(S) (or DAY(S) on a Daily contract), RATE, AMOUNT, TOTAL AMOUNT DUE, the due date (from the contract's Payment terms) and bank details.

   

5. Page 2: the timesheet appendix. Lists every day the talent logged, with time ranges and Notes. This is what shows the client the actual work.
   Two numbers, two purposesThis appendix prints the hours the talent logged, so the client can see the real work. The hours the money is calculated from are still hours to bill on page 1. If the talent reduced the hours at submit time, the two pages will differ, and that is by design, see B3.x.4 ↗.

   

6. If everything agrees, go to the Issue Client Invoices flow. If not, void or edit the invoice before sending it.

B3.x · Edge cases

1. Daily contracts: Quantity is in DAYS. One working day = 8 hours. Example: the talent logs 8h (Jul 13) + 6h (Jul 14) = 14h and locks in to bill 8h + 4h = 12h → Quantity = 12 ÷ 8 = 1.5 days → Amount = 1.5 × 500 USD = 750 USD. On the PDF the column changes from HOUR(S) to DAY(S).

   

2. What “Total Hours Worked” means on the list page. The figure in the header and in the table column of the Timesheets page is the total hours to bill (the billable number). To see the actual logged hours, open View Timesheets. Only there are to bill and worked shown as separate lines.

   

3. Several billing rounds on one contract. Each round takes only the uninvoiced part; days already on a previous invoice are never billed twice. The talent's row keeps the history of every invoice created, with its date range.

   

4. The two PDF pages disagree: know this before a client asks. Page 1 is calculated from to bill, page 2 lists the actual logged hours, so the two pages can show two different figures:
   • Hourly: page 1 = 6.50 hours and page 2 = Total Hour(s) 7.00.
   • Daily: page 1 = 1.50 days and page 2 = Total Day(s) 1.75, same unit on both pages, which is the most confusing case.

   

   The invoiced amount is still correct (it follows to bill). Whether an explanatory line should be added to the appendix is still open.

5. Nothing can be billed until the talent submits. Hours that are logged but not submitted sit in pending submission on the talent side, they never reach Unbilled, so they do not appear when you create an invoice. Ask the talent to submit first.

   

6. Open the invoice straight from the Timesheets page, no detour through the menu. After creation each talent row carries the invoice block (number, timesheet range, hours, amount and status). Click that block → the Update Client Invoice drawer opens in place, already offering:
   • the ⤓ download PDF button next to the title;
   • the status dropdown (Draft → Issued → Paid…) and the Update button;
   • the PROJECT / CLIENT / TALENT / CONTRACT / TIMESHEET summary bar and the links View Timesheets, View Contract, View Project, View Talent and View Client;
   • the whole invoice form, editable.

   

   Faster than the Client Invoices → search route in B3.4 ↗ when you have just created the invoice and want to check it immediately.

7. Editing an invoice that is still in Draft. A Draft invoice remains fully editable: open the drawer as in B3.x.6 ↗, make the change, then click Update (top right). The drawer closes and the Timesheets row updates.

   What you can change	Effect
   Service period start / end date	Changing the range recalculates Quantity, and any expense falling in the new range is pulled in (see B2.x.8 ↗).
   Billing rate · Quantity	Amount recalculates from the new values.
   Description · Client contact · Fintalent Bank Account	Changes what is printed on the PDF.
   Additional items	Add / remove / edit non-fee items.
   Type (Standard Invoice…)	Changes the invoice type.

   After editing, download the PDF again (B3.4.3 ↗) to be sure the file matches the corrected figures. The PDF is regenerated from the latest data.

   Draft only, and Draft is where your job endsEdit freely while the invoice is still Draft. The status dropdown does offer Issued, Paid and Archived, but do not touch it: moving an invoice on belongs to a different flow, marking it Paid triggers work further downstream, and once it leaves Draft it is no longer freely editable. Finish your checks, leave it Draft, hand over.
8. The talent sees different words for the same three states, and one of them is misleading.

   Admin sees	Talent sees
   Pending Approval	Waiting Approval
   Approved	Submitted
   Rejected	Rejected

   Approved reads as “Submitted” on the talent side, which is the same word they saw before you touched it. So a talent has no way to tell from the label whether you have approved them yet. If they ask, check this screen: do not take their word for the status.

9. “Timesheets have changed, please check again”. Seeing this on a Draft invoice means the source timesheet changed after the invoice was created, the talent submitted more days, or an admin pressed Sync Data and newer figures arrived.

   Reconcile without leaving the invoice: the link row at the top of the drawer includes View Timesheets. Clicking it opens the talent's timesheet calendar on top, with all three totals (hours to bill / worked / uninvoiced) and every day cell. Closing it with ✕ returns you to the same invoice.

   Opened this way the calendar gains a colour legend, and it answers the "which days am I actually billing?" question at a glance:

   Cell colour	Meaning
   Pink: Current invoice	days this invoice covers
   Orange, Other invoices	days already billed on a different invoice, never billed twice, see B3.x.3 ↗
   White	logged but on no invoice yet. This is what uninvoiced hours counts

   The legend appears only on the calendar opened from an invoice. The one opened with View Timesheets from the talent row in B3.2 ↗ has no colours, because there is no "current invoice" to colour against.

   

   If they differ, correct the invoice and click Update. Never send an invoice while this message is showing, the figures on it may be stale.

ADMINB4 · Publish a resource

B4.1 · Open Resources

1. Left menu → Content Management → Resources. You can also go straight there with the URL /resources (https://admin.fintalent.io/resources).

   

2. The four tabs are the status filter, and each carries its own count. Everything you do to a resource for the rest of this flow moves it between them.

   Tab	Holds
   All	every resource, whatever its status.
   Draft	written but not released. Talents cannot see these.
   Published	live.
   Archived	retired. Also invisible to talents, but kept.

   Below the tabs: a keyword search, quick filters for Type and Source, and Add filter for Display Page and Published Date. The table shows Information (thumbnail, status chip, publish date, title, description), Type, Source, Display Page and Categories.

   Categories is a column, not a filterYou can read a resource's categories in the table but you cannot filter on them here. Talents can: their page has a Categories picker. If you need to audit by category, sort it out visually or ask on the talent side.

   

3. Narrowing the list. Four things sit above the table, and they do not all do the same job:

   Control	What it does
   Status tabs	the main split, All / Draft / Published / Archived, each with its own count. Everything below narrows within the tab you are on.
   Search resources	free text over title and description. Filters as you type and moves the tab counts with it.
   Type · Source · Display Page · Published Date	quick filters. Each opens a list of values with a checkbox, plus Paste list and a Search or type custom value box.
   Add filter	not a filter. It opens Customize Quick Filters: tick which of the four get pinned to the bar. Type and Source are pinned by default; add the other two yourself.

   Each value has two ways in. Hover a value and two circles appear on the right: ✓ keeps only that value, ✗ excludes it. So you can just as easily ask for “everything except Internal”.

   

   What you picked shows as a chip on the bar, Type: Video, Source: Youtube. Drop one with its ×, or wipe the lot with Clear all. Filters stack, so those two together mean Youtube videos only.

   

   Filters do not survive a refresh, and the link is not shareableThey hold while you stay on the page, but reload and the chips are gone and the list comes back unfiltered. The address bar writes ?bResourceTypes=[object Object] instead of the value, so sending someone that URL sends them an unfiltered page. If you need to hand over a specific set, say which filters to set rather than pasting a link.

B4.2 · Create one

Click Create New, top right. A drawer opens over the list. Then work down the form in order, because the second field changes what the rest of it looks like.

1. Title: required. This is what a talent reads on the card, so write it for them, not for the file.
2. Resource Type: Video or PDF. Set this before anything else. It decides which fields exist below, and once the resource is saved you cannot change it (B4.x.3 ↗).

   Type	What appears
   Video	Source (required) + Video URL (required)
   PDF	Source and Video URL disappear; Upload PDF File takes their place, required

   

   

3. Source (Video only): where the video comes from. It changes what you have to supply:

   Source	What you do
   Youtube	paste the video link into Video URL.
   Vimeo	same: paste the link into Video URL.
   Internal	upload a video file from your own machine. Play it back in the drawer before you press Create. That is the only moment you can catch the wrong file, and Resource Type is locked afterwards.

4. Status: what happens the instant you press Create. Default is Draft.

   Status	The moment you press Create
   Draft	Not on the talent portal. Safe: keep editing, publish when you are happy.
   Published	Live immediately. Talents can see it as soon as the drawer closes, so be sure it is right first. You can still edit it or change status afterwards.
   Archived	Not on the talent portal. Goes to storage. Still editable, and you can move it back out.

   Nothing here is one-way: all three statuses can be swapped later from the row menu (B4.5 ↗).

5. Display Page: which talent screen also gets a block with this resource on it. Optional.

   Leave it blank and nothing breaks: the resource still shows up on the talent Resources tab like everything else. It just does not get an extra placement anywhere. Full breakdown of the three values in B4.3 ↗.

6. Categories: how the resource is classified. Two values exist: Profile Tips and Interview Prep. You may leave it empty, pick one, or pick both.

   Worth filling in: this is the only field a talent can filter on in their Resources tab (B5.2 ↗). Empty means harder to find, not just untidy.

7. Published At: the day the resource becomes visible on the talent Resources page. Treat it as required, because a resource with no date never appears, whatever its status says.

   You want it…	Set Published At to
   live now	today, from the date picker. It appears as soon as the status is Published.
   live on a set day	that day. It stays out of sight until then, which is how you line something up in advance.
   live, but dated earlier	a past date. Allowed, and it appears straight away; the card just carries the earlier date.

   Leaving it empty is the one thing that quietly breaksAn empty date does not mean now. It means never, until somebody goes back and fills it in. Publishing does not fill it in for you, not from this form and not from the resource list, so the resource sits in the Published tab looking finished while no talent can reach it.

   Known gap, and it is on the list to be improved. Until it is, put a date in every time, even when that date is today.

8. Description: a line or two under the title on the card. Optional; the card renders fine without it.
9. Thumbnail: the picture on the card. Optional, and what you get when you skip it is not the same everywhere:

   Left blank on…	Admin list	Talent card
   PDF	a red PDF icon	plain grey fintalent.com placeholder
   Video, any source	grey box with a ▶	plain grey fintalent.com placeholder

   A Youtube or Vimeo link does not bring its own pictureThe video's own cover image is never pulled in, so the card shows a placeholder instead. Upload a thumbnail yourself.

   

   

   

B4.3 · Decide where it shows

1. Display Page has three values, and each one puts a block on a different talent screen. This is the field people skip.

   

2. What each one does: all three were checked against live counts:

   Display Page	Puts a Resource block on
   Home	the talent's Home page, low in the left column, under the standing FAQ cards.
   Project	the project list (Work), at the bottom of the filter sidebar.
   Project Details	a single project's page, top of the right column.

   What each one looks like on the talent side:

   

   

   

   Every block is split Videos (n) / Documents (n) and scrolls as a carousel. See all three in B5.4 ↗.

B4.4 · Publish it

1. Status defaults to Draft, so a resource you just created is invisible to talents until you say otherwise. You can publish from inside the drawer (set Status → Published) or later from the row menu.
   Status on its own does not make it visibleA resource shows on the talent Resources page only when it is Published and Published At is today or earlier. Publish something whose date is empty and it stays invisible (B4.2.7 ↗).
2. From the list: row ⋮ → Set Publish. The menu always offers the two statuses the resource is not currently in, so what you see depends on the row:

   Row is	Menu offers
   Draft	Edit/View Details · Copy Resource Link · Set Publish · Set Archive
   Published	Edit/View Details · Copy Resource Link · Set Draft · Set Archive
   Archived	Edit/View Details · Copy Resource Link · Set Draft · Set Publish

   

3. Confirm. The dialog names the resource, shows the status change as chips, and tells you what publishing means, “It will be visible to users on the selected display page.” If you left Display Page empty, read that as the Resources page.

   

4. You can also publish on the way in, and you do not have to. Leaving Status on its default Draft is perfectly normal: write the resource now, publish it later from the row menu above whenever it is ready. Nothing is lost by waiting.

   If you already know it should be live, set Status to Published on the create form (B4.2.4 ↗) and skip the row menu entirely. Either way Published At still needs a date, or the resource is published and invisible (B4.x.1 ↗).

B4.5 · Edit, draft, archive

1. Edit: click the title, or ⋮ → Edit/View Details. Same drawer, retitled Update Resource: <title>, and the button now reads Update. One thing differs from Create: Resource Type is greyed out. Everything else is editable, including Published At, which is where you fix a resource that was published without a date.

   

2. Swap the file without recreating the resource. The drawer shows the stored filename and a Change PDF File / Change Thumbnail button. Use this to correct a bad upload. The resource keeps its link, its date and its place.
3. Pull it back: Set Draft hides it from talents while you fix it; Set Archive retires it for good. Both are reversible, and neither destroys anything.
4. Copy Resource Link puts the file's own URL on your clipboard, handy for pasting into an email.
5. Change a whole batch at once. Tick the checkbox in the table header, or on individual rows, and a bar appears above the table. It carries Bulk Actions and a running count, N resources selected. Select a full page and one more option shows up, Select all N resources, which takes the rest of the filtered set with it.

   Bulk Actions offers	Note
   Publish N resources	same effect as publishing each one by hand.
   Archive N resources	the batch equivalent of Set Archive.

   There is no bulk Set Draft: pulling things back out of Published is one row at a time.

   Pairs with B4.1.3 ↗: filter down to exactly the set you mean, tick the header box, act once.

   

B4.x · Edge cases

1. Published, but the talent still cannot see it? Check Published At. A resource only reaches the talent Resources page once Published At is today or earlier. Setting the status to Published by hand does not get around that.

   Published At	Talent sees it?
   today or earlier	Yes.
   a future date	No. It waits until that day, however you published it.
   empty	No. There is nothing to compare against, so it never appears at all.

   The fix is one field. Open the resource (B4.5 ↗), look at Published At, and either bring a future date back to today or fill in the empty one.

   A future date is somebody scheduling deliberately. An empty date never is: nothing in the product fills it in, so it means the resource was published and the date was forgotten. That is the case on the list to be improved (B4.2.7 ↗).

   The placed blocks ignore the date. A resource with a future or empty date still shows in its Home / Project / Project Details block (B5.4 ↗), which is how a talent can watch a video on their Home page and then fail to find it by searching.

2. There is no Delete. Not in the row menu, not in the drawer. A resource can only be moved between Draft, Published and Archived. Archive is the delete: use it, and stop looking for a bin.
3. Resource Type is locked once saved. You cannot turn a Video into a PDF later. If you picked wrong, archive it and create the right one. There is no conversion.
4. Validation does not always show you everything at once. On a Video, an empty form flags Title and Video URL together. On a PDF the file check comes second, submit an empty form and you only get This field is mandatory! under Title; fill the title in, submit again, and only then does PDF File is required appear. Fix, resubmit, and re-read the form rather than assuming the first pass listed everything.

   

5. One switch turns Resources off for the whole platform. Config Management → Payment Config → Subscription → Restrict Talent Modules is a multi-select, and Resource is one of the choices. Add it and every talent loses the menu entry and all five blocks at once, nothing about the resources themselves changes, so the admin list will look perfectly healthy while the talent side is dark.

   The field currently holds Deal Intelligence Feed, Network, Team and Subscription, and Resource is not among them. If Resources ever go missing for everyone at once, look here first.

   

6. No Display Page is a valid answer. The field has no asterisk and saves empty. The resource is then reachable only from the talent Resources page. Which is the right choice for reference material nobody needs pushed at them, and the wrong one for something you want seen.

TALENTB5 · Find a resource

B5.1 · Who can see them

1. Three conditions, and all three have to hold. Fail any one and the talent loses the Resources menu entry and every block described in B5.4 ↗. It is one switch, not several.

   Condition	What satisfies it
   Talent status	one of Active · Passive · In Review · Review Passive. Note what that includes: a Passive talent still gets resources, and so does someone still In Review.
   Module not restricted	Resource must not be listed in Restrict Talent Modules, a platform-wide switch, see B4.x.5 ↗.
   Signup fee paid	the talent has paid the one-time access fee.

2. When it fails, the menu entry is simply not there. Nothing is greyed out and nothing explains why, Resources is absent from the navigation, so most talents will never know the section exists.
   Typing the URL gets a message that liesThe route still resolves. A talent who has an old link or a bookmark lands on the page and is told “No resources found — Try adjusting your search or filter”. That reads as an empty search, not as a locked door. They will fiddle with the filters, find nothing, and report that the library is empty. If someone says that, check the three conditions above before you go looking for a bug.
3. Only Published reaches them. The talent side cannot ask for Draft or Archived at all, the server decides, so there is no filter a talent could set that would expose unfinished material.

B5.2 · The Resources page

1. Resources in the top navigation (bottom bar on a narrow screen).

   

2. Three controls and a live count. They stack: set two and you get the intersection, and the count under them always tells you how many cards survived.

   Control	How it behaves
   Search resources…	free text, filters as you type, no button to press. Matches title and description, so a word from the summary finds it too.
   All Types	single choice: Video or Document. “All Types” is the reset.
   Categories	multi-select: Profile Tips and Interview Prep, the field admins set at B4.2.6 ↗. Chosen values sit in the box as chips; click the × on a chip to drop just that one.
   N resources found	the honest number of cards below. Quickest check that something you published has gone live.

   Unlike the admin side, these actually work, compare B4.1.3 ↗. A resource with no Categories can only be reached by search, never by the Categories filter.

   

   

3. Read a card. Thumbnail with ▶ for video or 👁 for document; a ⬇ Document chip on PDFs or a duration badge on videos; then title, description, #category chips and Published at <date>. Cards whose thumbnail is a plain Fintalent placeholder are ones nobody uploaded an image for.

B5.3 · Open one

1. Clicking a card opens its own page, ← Back To Resources, the title, the published date, the category chips and the description. What you can do there depends on the type:

   Type	Actions
   PDF	👁 View Document and ⬇ Download Document
   Video	▶ Watch Video, nothing else

   

B5.4 · Where the blocks appear

1. There are exactly five places a Resource block can be rendered, and no others. All five are the same component with a different Display Page passed in, so a resource never appears somewhere its Display Page does not name.

   #	Screen	Display Page	Where on the screen
   1	Home. Standard layout	Home	left column, below the FAQ cards. Heading reads Resource.
   2	Home: deal-intelligence layout	Home	right column, below Recent deal activity / Weekly deal calls / Boutique network. Heading reads Resources.
   3	Project list (Work)	Project	bottom of the filter sidebar, past Preferred Country.
   4–5	Project detail	Project Details	in the apply / CTA panel of the right column. Two layout variants exist in the code; only one renders, so you see a single block.

   Two different Home pages, same URL/overview renders one of two layouts and the block moves column between them. A talent with Deal Intelligence Feed access gets layout 2 (right column, plural heading); everyone else gets layout 1 (left column, singular heading). Same resource, different place, so “it is not on my Home page” may just mean the other layout.
2. Home: the block sits under the standing FAQ cards. Do not confuse it with those: How to write a winning pitch and the rest are fixed page content, not resources, and no admin setting moves them.

   

3. Project list: the bottom of the filter sidebar under Work.

   

4. Project detail: top of the right column, beside the briefing.

   

B5.x · Edge cases

1. “No resources found” usually is not about the filters. The message is the same whether a search genuinely matched nothing or the talent has not paid the signup fee. Check payment first: see B5.1 ↗.
2. Videos cannot be downloaded. Only PDFs get a download button. If a talent needs a video offline, there is nothing in the product for that.
3. A block can show more than the Resources page. The blocks list every published resource for their Display Page. The Resources page additionally requires Published At to be today or earlier, so anything post-dated or undated is missing from it while still sitting in its block. A talent can watch a video on their Home page and then fail to find it by searching. Admin side of the same gap: B4.x.1 ↗.

OPSO1 · Your Ops workspace

O1.1 · Your Ops menu

1. Under Sales Management an Ops/Admin sees more than an SDR: besides Segments, Inbox and Meetings, you also get Contacts and Companies (the data tables), plus Email Queues, Email Logs and Signals. Head to Segments (Lists): the page has tabs Talent, Company and Contact, per-row Actions (👤+ add members, assign and 🗑 delete), an Assignee column and a Category column (the SDR label).

   

O1.x · Edge cases

1. Preview what the SDR sees, "View as role → SDR". From your profile control you can switch the UI into the trimmed SDR view (no Contacts/Companies; just their lists + Inbox). Use it to check exactly what a rep will get before you hand a list over.

   

OPSO2 · Create a list

O2.1 · Open Segments (Lists)

1. Left menu → Sales Management → Segments (Lists). This is the page that holds every list.

O2.2 · Switch to the Contact tab

1. At the top, click the Contact tab. Why this tab: the page holds three kinds of list, Talent (candidates), Company (companies), and Contact (people you email). When you click + Create New next, the modal's Type field is locked to whichever tab you're on, you can't change it there. An outreach list must be a Contact list, so stand on the Contact tab first; otherwise you'd create a Talent/Company list you can't use for outreach.

   

O2.3 · Create the list

1. + Create New (top right) → the Create List drawer: Type (Contact, pre-set), List name* and optional SDR list checkbox (see edge case) → Create. The empty list now appears on the Segments page, ready to fill (O3).

   

O2.x · Edge cases

1. "SDR list", one contact, one SDR list. In the Create List drawer, tick the SDR list checkbox (circled below) to make it an exclusive rep list. The rule: a contact can belong to only one SDR list, if they're already in one, adding them to a second SDR list is skipped (they stay in the first, and a toast tells you. See O3.x.6). This is what guarantees a rep's contacts aren't also being worked by another rep. Non-SDR lists have no such limit.

   

   In-app copy mismatch: real behavior is skip-and-keep-firstThe Create-List checkbox helper currently reads the opposite ("A contact can belong to only one SDR list, adding it here removes it from other SDR lists", i.e. move). The real behavior is skip-and-keep-first: a contact stays in its first SDR list and the second add is skipped (see O3.x.6). That in-app helper copy should be corrected.
2. Edit the name. You don't re-create a list to rename it. Step by step: ① open Segments (Lists) → the Contact tab → find the list's row. ② Click the list name → it turns into an inline text field. ③ Type the new name → confirm with ✓ (or ✕ to cancel). The row updates in place.

   

3. Edit the category (the SDR label). The category is what makes a list an exclusive SDR list (one contact → one SDR list, see O2.x.1). Step by step: ① open Segments (Lists) → the Contact tab. ② Tick the list's checkbox → an action bar appears. ③ Click Set SDR to give it the SDR category, or Clear category to remove it. (A list that already has the category also shows an ✕ on its SDR badge in the Category column, a one-click clear.)

   

4. Delete a list. On the Segments row's Actions column click the red 🗑 Delete icon → confirm. This removes the list only: the contacts themselves stay in Contacts and in any other list (same idea as removing members, just for the whole list).

OPSO3 · Add contacts to list

O3.1 · Add from the Contacts page

1. Open Contacts (left menu) → the full contact table.

   

2. Select the contact(s): tick the checkbox on each row you want. A blue action bar appears: Add to list, Add to campaign, Add to marketing email, Delete contacts and More.

   

3. Click Add to list (in the action bar) → the Add to list drawer opens with Apply to = Selected (n).
4. Select the target list: search and tick the list you want in the drawer.

   

5. Click Add to list (the drawer's confirm button) → done. Verify on the list's Members tab (the count can lag a moment).

O3.2 · Add from inside the list (list detail)

1. Open the list detail, Segments (Lists) → the Contact tab → click the list → its Members tab.

   

2. Click + Add members → the Add contacts to "<list>" picker opens. Contacts already in this list are auto-excluded (a Custom List filter chip does this), so you only see people you can still add.

   

3. Select the contact(s): tick each row, or the header checkbox (whole page), or Select all N matching. A "N selected" action bar appears.

   

4. Click Add to list in the action bar → they join the list; the Members count updates.

O3.3 · Add from a company's Employees tab

1. Open Companies (left menu) → click a company → its detail.

   

2. Open the Employees tab: the company's whole staff on file (Foresight Group shows 485).

   

3. Select the employee(s): tick each row, or the header checkbox / Select all N matching. A "N selected" action bar appears with Add to list.

   

4. Click Add to list → the list picker opens (Apply to = Selected) → tick the target list → Add to N list(s). Good for grabbing everyone at one firm.

   

O3.x · Edge cases

1. Use a filter. Click a filter chip (e.g. Lifecycles, Countries, Work Experience and Owner) → the dropdown lists every value, each with a ✓ (include) and an ✕ (exclude) on the right → click to narrow the table. + Add filter pins more. Filter first, then select (O3.1.2).

   

2. Use keyword search. Type in the "Search contacts by keyword" box (names, titles and companies) → the table filters live. Combine with filters.

   

3. Select all N matching (bulk). Instead of ticking one page, tick the header checkbox then click "Select all N matching" → the bar shows All N matching selected → Add to list adds the whole filtered set. ⚠ Note: you must have at least one filter or keyword active first, without a filter, Select-all-matching won't let you Add to list (it stops you from dumping the entire database into a list by accident).

   

4. View a contact's detail first. Click a contact's name/title → the profile drawer opens (facts, Work Experience, Signals and Conversations) so you can check who they are before adding.

   

5. Add via "+ Add contacts" (Campaign / Marketing Email). Open the Campaign (or Marketing Email) → the People tab → click + Add contacts (top right) → the contacts picker opens → filter/tick → Add. This loads that campaign's / ME's audience, the reason SDRs can't add people themselves.

   

6. Duplicates & SDR-list skip: read the toast.
   • Already in this list → the contact is silently skipped; no duplicate row is created and the count doesn't double-count them.
   • Already in another SDR list → the contact is skipped, not added. A contact can live in only one SDR list at a time (the exclusivity rule, O2.x.1), so the system protects the existing assignment and shows a toast with the count skipped (e.g. "1 contact(s) skipped, already in another SDR list"), telling you they were skipped because they're already in another SDR list. To move them, first remove them from the old SDR list (O4), then add.

   

7. Verify the count while adding. The point here is just to look, you don't tick any list. Flow:
   1. Select the contact(s): this is what makes the Add to list button appear (no selection → no button).
   2. Click Add to list → the Add to list drawer opens.
   3. Verify: way A: read the Members column. Every list in the drawer shows its current member count (e.g. 17072026v3 = 359). A quick eyeball: no clicks, no ticking.

      

   4. Verify: way B: open the list's detail. Click the list's name → its detail opens right there → the Members tab shows the exact count ("Showing X of N") and the actual people.

      

   (The Segments (Lists) page also shows the per-list Members column, if you'd rather check there.)
8. Add to several lists at once. The Add to list drawer isn't one-list-only. Tick as many lists as you want (use the search to find them). The confirm button counts your picks: with two lists ticked it reads "Add to 2 list(s)" → click it and the selected contact(s) are added to all those lists in one go.

   

OPSO4 · Remove members

O4.1 · Remove a member

1. Open Segments (Lists) → the Contact tab.

   

2. Select the list: click its name to open it.
3. You land on the list detail → the Members tab (the list's people).

   

4. Select the contact(s): tick the checkbox on each member's row (or the header checkbox to grab the page).
5. In the action bar click Remove from list → confirm. Removing only breaks the membership link: the contact itself is untouched (they stay in Contacts and in any other list). Verify the drop in the Members column (Segments page or the list's Members tab; see O3.x.7).

   

O4.x · Edge cases

1. Narrow with a filter first. Before removing, use the members filter (Lifecycles, keyword and etc.) to show only the people you want gone, then tick and Remove. Saves hunting through the whole list.
2. Select all matching (bulk remove). Tick the header checkbox to grab the visible page, or use Select all matching to select every contact matching the current filter (not just the page) → Remove from list clears them in one go.
3. Skip the confirm: untick the checkbox. Beside Remove from list in the action bar sits a checkbox that is ticked by default, that's why every Remove pops the Remove from list dialog (so you can't wipe members by accident). Untick it and Remove runs immediately, with no confirm dialog, for the rest of your session; re-tick it to bring the safety prompt back.

   

OPSO5 · Assign a list to an SDR

Assign a list to an SDR: step by step

1. Open Segments (Lists) → the Contact tab.
2. Find the list you want to assign (the one you filled in O3).
3. In that row's Actions column click the Assign assignee icon (the gear/assign icon, the middle of the three row-action icons: add-members, assign and delete). The current owner (if any) shows in the Assignee column with a role badge.

   

4. The Assign assignee drawer opens: every user with a Roles filter (Admin, Sale Admin and SDR …). Search / filter and tick the assignee, usually the SDR (e.g. Dong SDR).

   

5. Click Save → the Assignee column now shows them; the list appears in their Segments (Lists), and because it's an SDR list it's exclusively theirs.

O5.x · Edge cases

1. Edit / re-assign the owner. Open the Assign assignee icon on the row again → pick a different person → Save. This replaces the current assignee (the list moves from the old owner's Segments into the new one's).

   

2. Bulk-assign several lists at once. Step by step: ① in Segments (Lists) tick the checkbox of each list. ② In the action bar click Assign assignee (N). ③ Pick the mode: Add new (adds this owner alongside existing ones) or Overwrite (replace owners) (clears existing owners first). ④ Tick the assignee → Save.

   

3. Clear the owner. Fastest way: hover the assignee on the row → a ✕ appears right after their name → click it to remove the owner → the Assignee column shows , again and the list is held by nobody. (You can also open the Assign drawer and clear the selection.)

   

SDRFlow 1 · Log in & find your workspace

1.1 · Log in

1. Open admin.fintalent.io. If you're not signed in, the login screen appears, Email, Password and Log In.

   

2. Type the Email and Password the Admin gave you → click Log In.

1.2 · Your workspace

1. Log In drops you on Campaigns, your workspace inside Sales Management. Move around with the left menu (8 items); your account card is bottom-left. No Contacts/Companies pages: your lists and Inbox are the entry points.

   

Here's what each menu item is for:

1.x · Edge cases

1. Already signed in. Opening the address again skips the login screen and drops you straight back into your workspace, no need to log in again. Your session lasts until you log out (1.x.6).
2. Forgot / need to change your password. There's no self-serve reset: contact the Admin and they'll help you reset it.
3. Where I can open my account? Your account card is at the bottom-left of the sidebar (avatar, name, email and a refresh icon, that's all; no view-as/eye control on an SDR login). Click your name/avatar to open Update Admin Information (5 tabs: General Setting, Billing, Payment, Activities Log and Email Configuration); log out from the account card's control (1.x.6).

   

4. View your profile info. On General Setting you can see your First name, Last name, Phone number, Avatar (and Email and Roles). You can't change these yourself: to update your name, phone, or avatar, contact your Admin.

   

5. Your email signature. Why it matters: your signature is the sign-off block with your name, title, company, phone and booking link. It gets added automatically to the bottom of every email you send. That keeps every message looking the same, and it means the prospect always knows who you are and how to reach or book you. On the Email Configuration tab you can view your current Signature, Sender Name, and default attachments. You can't edit these yourself: to set or change your signature, contact your Admin.

   

   

6. Log out. Use the log-out control on your account card to end the session.

SDRFlow 2 · Find a target contact

2.1 · Open your assigned list

1. In the left menu click Segments (Lists) (the first item under Sales Management) → the page shows only the lists assigned to you, with member counts & created date. Empty page → no assignment yet, ask Ops. Your list is fixed: you can't add/remove members.

   

2.2 · View the contacts

1. Inside the list you get the members table: Title, Account (name) , Country, City, Lifecycle Stage, Signals, Last Contact ↓ (sortable) , Action icons (✉, WhatsApp and LinkedIn). "Showing 0 of N" just means it's still loading.

   

2.3 · Pick & read a contact

1. Click the Account (name) or the Title → the profile drawer opens: action bar Send email, WhatsApp and LinkedIn; facts (Phone, Location, LinkedIn, Experience, Lifecycle and Labels); collapsible Work Experience, Education and Certificates; the Conversations rail on the right edge.

   

2. Open Work Experience (the number = how many roles) for their real role, firm and dates, your personalization goldmine.

   

3. Check Signals: a fresh reason to reach out. The Signals column has two kinds, and knowing which is which tells you how to open the conversation:
   • ⚡ Signal (news): a recent event at the company (a fund launch, an acquisition, a live auction, e.g. "BauWatch ticks live…", "Wafra launches fund…"). This is the type that can draft an email for you, see Flow 3 · Way 4.
   • 💼 Job (title / role change): a person-level change such as a new title or role (e.g. "Associate Partner – M&A…"). Good context for a personal note, but it does not pre-draft an email.
   "2mo" = how old the signal is; "+N" = more signals, click +N to expand them all. Click a signal itself → its detail opens (headline, source and date); for a ⚡ Signal (news) it also carries a ready email you can send, see Flow 3 · Way 4. Also glance at the Conversations rail (right edge). A teammate may already be talking to them. Now you're ready to classify (set its Lifecycle) or email (Flow 3).

   

   

   

2.x · Edge cases

1. Filter by Lifecycles. Click Lifecycles → every value has a ✓ and an ✕:
   • ✓ include = keep only contacts at that stage (show them, hide the rest).
   • ✕ exclude = hide contacts at that stage (drop them, keep the rest).
   • Several ✓ together = OR: a contact matches if it's at any ticked stage.
   The Has a lifecycle / No lifecycle radios catch contacts with/without any label; the box at the top lets you search or type a custom value. E.g. tick ✓ Prospect to work only untouched people; add ✕ Opted Out and ✕ Not Interested to hide the dead ones. Full Lifecycles reference → Flow 8.1 ↗

   

2. Keyword search. The box over the table searches names, titles, companies, and remembers Recent searches. Search + Lifecycles combine. More list filters → Flow 8.1 ↗

   

3. "Held by teammates": check before you email.

   Why: so two reps don't work the same company at once. If a firm already has someone at Interested or higher (Interested, Call Scheduled, Platform Sign Up, In Project and Project Completed), a teammate probably has a live deal there, emailing a different person makes the firm hear two Fintalent voices and can hurt that deal.

   How: open your list → expand the company rail (») → click a company (①). The table then splits in two:
   • White rows = yours: contacts in your list; work them normally (never shown twice).
   • Gray rows = held by a teammate, not in your list but in a teammate's at a hot stage; a "N held by teammates" pill shows the count (②). Don't email them: hover the ⚠ to see who holds whom, then align with that teammate first.
   (People at Prospect / In Conversation, or in no list, aren't shown, a cold touch isn't a collision.)

   

   

4. View a company's detail. In the left company rail, click the company name (highlighted in the image) → its detail drawer opens on the right with the firm's profile. Use it to sanity-check a firm before working its people. Each field:

   Field	What it shows
   Name + logo	The company name, with status chips (e.g. Sponsor · In Conversation).
   Description	One-line summary of the firm: sector, size, region (e.g. "PE firm, EUR 50–250m enterprise value, DACH").
   Alias names	Other names / spellings the firm is also known by.
   Industry	The firm's industry classification.
   Website	Company website: opens in a new tab.
   Location	HQ city & country.
   LinkedIn	The company's LinkedIn page: opens in a new tab.
   Email domains	The firm's email domains (e.g. dbag.com, dbag.de): handy to sanity-check a contact's email address.
   Parent	Parent company, if any (: when there's none).

   

5. Sort by Country / City / Last Contact. Country, City and Last Contact are sortable columns, click the header to sort (click once = A→Z / oldest→newest, click again = reverse; empty values group first). Sort by Country / City to work one geography at a time; sort by Last Contact to surface who's gone quiet (feeds Flow 5).

   

6. Filter by Has signal (two levels). Besides Lifecycles (2.x.1), the members bar carries a Has signal filter, so the bar over your contacts is Lifecycles and Has signal, and the company rail has its own. It's the same word at two levels:
   • Members bar (right, over contacts) → Has signal: Yes keeps people who personally have a signal; the Signals column then has a value on every row (⚡ news / 💼 job). E.g. 359 → 246.
   • Company rail (left, over firms) → expand it (») and its bar shows Lifecycle and Has signal (+ 🔍 search). Has signal: Yes keeps firms that have a signal, the best ones to open with. E.g. 111 → 29.
   Same dropdown tool as Lifecycles: ✓ include / ✕ exclude, Has/No radios, Paste list. Full company-rail reference → Flow 8.2 ↗

   

7. Simple vs Full view. Top-right of the table is a Simple / Full toggle. Simple (default) shows the lean columns; Full adds more detail per row. Switch anytime: it only changes what you see, not the data.
8. Show / hide columns. The gear ⚙ button (next to the Simple/Full toggle) opens a column picker, tick the columns you want shown, untick the rest. Handy when you only care about Signals or Last Contact.
9. "Showing 0 of N": the list is still loading. A count of 0 with grey skeleton rows just means the members are still fetching (can lag a moment on big lists). Wait a beat: it fills in.

   

10. "+N": a contact with several roles. When someone holds more than two jobs, the extra ones are folded behind a small "+N" chip in the Title / Work Experiences cell. Click +N to expand every role inline (past & present); click the ▲ that appears to collapse them again. The same +N pattern in the Signals column hides extra signals, click it to see them all.

    

    

SDRFlow 2b · Sort your list with the Fintalent Agent (β)

2b.1 · Open the agent

1. Open your list (Flow 2.1). On the list's page a round Fintalent Agent button floats at the bottom-right, with a β badge. It lives only on a list's own page — the Segments overview and other pages don't have it.

   

2. Click it → the agent panel opens on the right. Read the empty state top to bottom: the header shows where you are (Sales Management / Segments (Lists)); "I can see: list · <your list's name>" confirms the agent is looking at this list and nothing else; and WHAT I CAN DO HERE lists its one job on a list — Sort contacts into the right buckets, marked changes data, asks first. Two suggestion chips sit under the card.

   

3. Know your three buttons before you click. They all drive the same skill — the only real difference is preview vs write:

   Control	What it runs	Writes data?	When you'd click it
   Run (button on the card)	The real run (2b.2)	Yes — but only after the Yes, apply gate	The default. You came here to get the list sorted; the run stops at the gate and shows you the full breakdown before anything is written, so it is its own preview.
   Sort this list into buckets (chip)	Same real run — the chip and the Run button are two doors to the same thing	Yes — same gate
   Show me what would change first (chip)	The preview (dry run, 2b.3)	No — read-only, no gate to answer	You only want the report today, not the write — e.g. to show Ops a suspicious split, or to look at a list you don't plan to touch yet.

   In practice: click Run and make your decision at the gate — one pass, and the gate's breakdown table is the safety net (No, skip throws it away). The preview chip repeats the same 2–3-minute check just to produce a report, and its counts can drift from the next run anyway — use it when you deliberately don't want a pending run. What you can't do: type the request in your own words — the chat box doesn't trigger the sort (2b.x.3).

2b.2 · Run & approve

1. Start the run: click Run on the capability card (or the Sort this list into buckets chip — same thing). A TASKS card shows the plan, then the agent checks the list in batches of 100 — each batch row expands to show it ran isolated and its output was validated. A ~200-contact list takes 2–3 minutes; the footer says "Keeps running if you close this", and Stop run is the brake. When the checking is done it stops and asks you — nothing has been written yet.
2. The approval gate. "OK to apply these changes?" — a breakdown table shows exactly what will be written: how many contacts change bucket, how many were reviewed, how many it leaves untouched, and the count per target bucket. Nothing is written until you click Yes, apply. No, skip throws the result away — which is why you can start with Run and still change your mind here. If the split looks wrong (say, half the list lands in Do-Not-Target), skip and flag it.

   

   If you ran the preview (2b.3) earlier, expect these counts to differ slightly — the agent re-judges borderline contacts each run. The table on this card is what actually gets written.

3. Yes, apply → the writes happen per bucket ("Group A — 100 updated", "Unmatched — 33 updated", …), the card gets an Approved by you stamp, and the summary reads "Sorted N contacts … and updated M of them". Contacts it was not confident enough to file are left unchanged and listed in a needs-a-look CSV with a reason each (2b.x.2). Each contact keeps a record of the bucket it had before, so a sort can be undone (2b.x.6).

   

2b.3 · Preview without writing (optional)

The gate already previews every run — so this chip is for when you want the answer without a run waiting on you: pulling the split to show Ops, or checking a list you don't intend to write today.

1. Click "Show me what would change first." The agent runs the same check as a dry run (/bucket-health.run dry=true): same batches, same timing, but it writes nothing and there is no gate to answer at the end.

   

2. Read the result. The summary says it plainly: "Nothing was written — here is what would change", followed by the would-be count per bucket, plus the needs-a-look CSV (2b.x.2). Remember the numbers are indicative — a later real run re-judges borderline contacts, and its gate table is what counts.

   

2b.4 · Work the buckets

1. Put the Bucket filter on your quick bar (once): on the members table click Add filter → tick Bucket (under Status & Pipeline) → close. A Bucket pill joins Lifecycles and Has signal.
2. Filter Bucket → Group A. The dropdown's counts per bucket match the agent's summary — that's your check that the sort really landed. Work Group A first, then B; Do-Not-Target and Unmatched stay out of your day.

   

3. From here it's the normal loop: pick a contact (Flow 2.3 ↗) and write to them (Flow 3 ↗). Re-run the agent when the list gains members or roles change — buckets don't update themselves.

2b.x · Edge cases

1. Slash shortcuts. Type / in the input box → SHORTCUTS ON THIS PAGE lists the skill behind the buttons: /bucket-health.run. Same run, keyboard route.

   

2. The "needs a look" CSV. Contacts the agent wasn't confident about are left unchanged and listed in a small CSV (name + why), attached to the run result. They're yours to file by hand (row ⋮ → or the Update bucket button). Known bug (UAT): the Download button currently points at a localhost address and fails — read the summary counts in the panel instead until it's fixed.
3. The chat box can't see your data — and can't start the sort either. The free-text box takes natural language, but it is not wired to the list, to past runs, or to the skill. Ask "which contacts did you leave unfiled?" and it says it can't see the previous run. Type "sort this list into buckets, preview first" — the exact job the buttons do — and instead of running it asks you to paste the list (and the reply renders in a broken approval card showing raw fields). Treat the buttons/chips/slash as the only real controls; the chat box is a shell for now.

   

   

4. Expanded view. The ⤢ control blows the panel up to full screen: conversation on the left, a DETAIL pane on the right that is labelled coming soon — it doesn't fill in yet. Shrink brings back the docked panel.

   

5. Recent chats & background runs. The clock icon lists this list's past chats (the badge counts them) — each run you did is a chat you can reopen and re-read, which is your run history. While a run is going the footer says "Keeps running if you close this": you can minimize the panel or navigate away and come back; Stop run is the brake.

   

6. Undoing a sort. The agent records each contact's previous bucket before writing ("so any change can be undone") — but the panel has no undo button yet. If a sort went wrong, fix contacts by hand (select rows → Update bucket) or ask Ops; don't re-run and hope.
7. Company lists show it too. The same button appears on a company list, offering the same contact-sorting capability — a mismatch for now. Use it on contact lists.
8. Where the run is recorded. The list's Timeline tab does not log the agent run — the bucket change sits on each contact's record. Your evidence of what a run did is its chat (2b.x.5) and the bucket filter counts (2b.4.2). A small ≈N tokens counter on the run is internal cost info; you can ignore it.

SDRFlow 3 · Send a 1:1 email

3.1 · Four ways into compose

Replying to someone who already wrote to you is a separate job, see Flow 4 · Answer replies.

3.2 · Compose & send (same window for all 4 ways)

The whole job here is to send a good email successfully, 4 steps:

1. Check From / To / Cc. Both address fields are pre-filled: check them before sending:
   • From = your own mailbox, filled in automatically from the email set up on your SDR profile. You can't change it in compose: it's set by your Admin (you only view it → Flow 1 · your account ↗).
   • To = the contact's email, pre-filled from the person you started from. You can change it or add extra recipients, type an email and press Enter (each becomes a chip; the ✕ removes it).
   • Cc = copy someone else: click Cc at the right of the To row → a Cc field appears → type their email and press Enter.

   

2. Type the Subject yourself in "Add a subject" at the very top. For a new email it starts empty and does not auto-fill, even from a Template (known bug). The Send button blocks an empty subject, so you can't forget.

   

3. Write your message in the body (personalize with their role & signal from Flow 2). Want to start from a Template, drop in a Snippet, or attach a file? See Edge cases (3.x).
4. Proofread → Send. It auto-logs into Conversations, your signature (Flow 1.x.5) is appended automatically, and there is no recall.
5. See your sent email. The moment you send, your email is logged to the contact's Conversations. There are two ways to open it, both land on the same Conversation:
   • From the list: click the contact's 💬 conversation icon (Last Contact column) → the Conversations drawer opens with your email at the top of the thread, marked "just now", sent by you.
   • From the contact: open the contact and switch to the Conversations tab.
   The left pane lists every message; click yours to read it on the right (From = you, To = the contact, plus your signature).

   

3.x · Edge cases: write faster with Templates · Snippets · Documents

Three helpers speed up composing. For each: use it in the compose bar, and build your own from its menu page. ✅ your SDR account can create / edit / delete all three.

3.x.1 · Templates: full pre-written emails

1. Use it in compose: click Template in the compose bar → Insert appends to your draft, Replace overwrites it (incl. the EN 01–05 set). Even from a Template the subject box still needs typing (3.2 bug).

   

2. Build your own: Message Templates (left menu) → + Create New → fill Name* (how it shows in compose, e.g. EN 06 - Follow-up), Topic*, Source Type, Subject EN / DE and body EN / DE (two rich-text editors) → Create. Edit/delete via row actions; filter by Topics.

   

3.x.2 · Snippets: short reusable blocks

1. Use it in compose: click Snippets → search → click = inserted at the cursor (EN | DE toggle).

   

2. Build your own: Snippets (left menu) → + Create New → Private toggle (ON = only you; OFF = shared), Name*, Type and Content English* / Content German → Create. Edit/delete by hovering the row.

   

3.x.3 · Documents & files: attachments

1. Use it in compose: 📎 uploads a file from your computer; 🗂 attaches from the shared Document library (Common, Contact and Campaign filter checkboxes, Published files only).

   

2. Build the library: Documents (left menu) → + Create New. Fill in Name*, then Type*, which decides the compose tab it lands under: Common, Contact or Campaign. Set Status* to Draft or Published; only a Published document can be attached. Is Star and Is Public are optional. Attach the File*, then Upload File → Create. Retire with Archived, not delete.

   

3.x.4 · No email? Get in touch on WhatsApp / LinkedIn instead

Instead of email you can get in touch on another platform, straight from the actions on the platform. Both icons live on the contact's action bar (profile drawer) and in each row's Action column. A coloured icon works; a gray one means that data is missing.

1. WhatsApp. Open the contact (Flow 2) → the action bar shows Send email, WhatsApp and LinkedIn → click WhatsApp. Green = a usable phone is on file → it opens a WhatsApp chat in a new tab (wa.me/‹number›). Gray = no phone (or the number is too ambiguous to dial) → nothing happens; ask your Admin to add a phone.

   

2. LinkedIn. Click LinkedIn (action bar, or the icon in a row's Action column). Blue = a valid LinkedIn URL is on file → it opens that stored URL as-is in a new tab (the app only checks it's a linkedin.com/lnkd.in link, it doesn't rewrite it). Gray = no/invalid URL → nothing happens; ask your Admin to add the URL.

   

SDRFlow 4 · View replies & answer replies 🔴

4.1 · View & answer a reply

1. Open the replies: click Inbox in the left menu: one row per contact who wrote back (auto-replies / OOO land here too). Each row has two columns:
   • Account: who it's from: avatar, name, email address, phone, and city / country.
   • Last Email: the most recent message in that thread, shown in three parts:
     • Subject (bold, top line): the email's subject (e.g. "Re: How mid-cap PE firms staff DD in 5 days").
     • Preview (grey, middle): the opening line of the body, so you can triage without opening it.
     • Date (bottom): when it arrived (e.g. "Jul 17, 13:11").

   

2. Spot which messages are replies, and glance at the auto chip. The clearest signal is the direction arrow next to the sender in the thread:
   • ↙ inbound arrow + the contact's name = a reply from the prospect (their words), the message to read and answer.
   • ↗ outbound arrow + your own name = an email you sent (e.g. "Dong SDR ↗").
   Each message also shows an auto chip the system assigns from the content: the prospect's replies get a meaningful one (Out Of Office, Interested, Not Interested and Call Scheduled…), while your own sent emails carry a delivery-status chip (below). Read any chip as a hint only, you can't edit it and it doesn't change the contact's lifecycle by itself; use the arrow (not the chip) to tell a reply from a send.

   Chip	On	What it means	Your move
   Delivered	your send	Sent & delivered: the prospect hasn't opened it yet.	Give it time, then follow up.
   Open	your send	The prospect opened your email (or it isn't classified yet).	Warm signal: worth a follow-up.
   ⚠ Dropped	your send	The email did NOT go out. It failed to send.	Send it again: this one needs your attention.
   Interested Call Scheduled	their reply	The system read the reply as a positive signal.	Read it, then set the contact's Lifecycle.
   Out Of Office Not Interested …	their reply	The system's quick read of what they wrote.	Read it, then set the Lifecycle.

   

   

3. Read the email, and know where it came from. Click any row → the contact opens on Conversations: the thread list is on the left, the selected message on the right. Expand all unfolds the whole exchange. Read what they actually wrote: the chip is only a hint.

   What a "thread" is: one conversation = every email exchanged with that contact under one subject, grouped together. Each item in the left list is a thread; a small count badge (e.g. 2, 3 and 12) shows how many messages it holds. Click to open it, then use the › / Expand chevron to unfold every message in order.

   Anatomy of a thread row (left list):
   • Avatar + name: who the latest message is from.
   • Direction arrow: ↗ = an email you sent (e.g. "Dong SDR ↗"); the prospect's name with no outbound arrow = their reply.
   • Source icon (small ✉): hover it to see where a sent email came from (see the table). A reply has none.
   • Auto chip: the system's read (Out Of Office, Interested and Not Now …) → see 4.2.
   • Count badge = messages in the thread and Date = when the latest one arrived.
   Where a sent email came from: Campaign and Marketing Email use the same small ✉ badge, so you hover it to tell them apart (the tooltip spells out which). A Direct 1:1 send has no badge at all:

   Source	What it means	How to tell
   Direct	You wrote & sent it yourself, 1:1 (Flow 3).	↗ your name, no source icon.
   Campaign	Sent by an automated campaign sequence the contact is enrolled in.	Source icon → tooltip "Campaign: [name]".
   Marketing Email	Sent as part of a marketing email send.	Source icon → tooltip "Marketing Email: [name]".

   

   Reply vs no replyA thread with an inbound message means the prospect wrote back, answer it (4.4 / 4.5). A thread that's only your own ↗ sends has no reply yet, that's a follow-up candidate (Flow 5 ↗).

   

4. Decide: reply or not. If it needs an answer, reply (4.5). If it doesn't (e.g. a plain "not interested" or an auto-reply), skip replying and just classify the contact (Flow 3) so it leaves the queue.
5. Click Reply: the single ↩ arrow at the top-right of the open message (circled below). It answers only the person who wrote, the normal choice for 1:1 outreach. The subject auto-fills as RE: [the original subject] (you can still edit it). (The double-arrow Reply all and the Forward arrow sit right next to it, see Edge cases.)

   

6. What opens: a compose window with the subject already set to RE: …, the sender pre-filled in To, and the original message quoted below. It stays in the same thread.

   

7. Write your message → Send.

4.x · Edge cases

1. Reply all: the double ↩↩ arrow (left of Reply, circled below) answers the sender plus everyone else on the thread's To/Cc. Use it only when several people are genuinely in the conversation (an assistant or colleague was copied). Same compose window as Reply, but the To line is pre-filled with every email address in the thread, so your one reply goes out from your mailbox to all of them at once. Hover the button to preview the full recipient list (e.g. To: oemer.gueven@fintalent.com, dz@dzadvisory.de), and remove anyone you don't want before you send. Like Reply, the subject auto-fills as RE: [original subject].

   

2. Forward: the ➡ arrow (right of Reply, circled below) sends this message on to someone new. Same window, but To starts empty for you to type the new recipient; the original message is carried in the body. The subject auto-fills as FW: [original subject].

   

3. Filters. The Inbox bar carries the full set; + Add filter opens Customize Quick Filters (pin filters, Reset defaults) to build your own quick bar. Use it to slice big queues (only DACH, only CFOs). Full Inbox-filter reference → Flow 8.3 ↗

   Filter	What it narrows · how to use
   Lifecycles	by contact stage, same ✓/✕ tool as 2.x.1
   Contact Classification	contact type: Talent · Client · Other (each ✓/✕; Has/No radios + Paste list)
   Owner	which teammate owns the contact, pick yourself to see only yours
   Work Experience	career facts, the power filter (fields below)
   Countries · Cities	the contact's location, pick a geography (DACH, UK…)
   + Add filter	Customize Quick Filters, pin/unpin which filters show on the bar (Reset defaults)

   Every dropdown works the same: each value has a ✓ include (keep only these) / ✕ exclude (hide these); Has / No … radios catch records with/without any value; Paste list takes one value per line; several ✓ together = OR.

   Work Experience filters by career, not just the contact record. A toggle at the top, Match any (OR) / Match all (AND), decides whether a person has to meet one of your conditions or every one of them. The conditions on offer: Company type (Sponsor, Corporate, Portfolio), Email validity (Valid, Invalid, Validating, None), Currently / Past, Position (job title), Company (or Has / No linked company, plus + Filter by linked company: city, country, bucket, classification), Company Description, and Company country / city. E.g. Work Experience → Company type = Sponsor took a 27-reply queue to 25 (every remaining row a sponsor firm).

   

   

4. The orange "In Queue" tag. A message tagged In Queue is accepted but not sent yet (waiting in the send queue). It clears to a normal sent message once it goes out. It just means "on its way", don't re-send.

   

5. Show / hide columns. The gear ⚙ (top-right, next to Simple / Full) opens Column Settings, tick the columns you want in the Inbox, untick the rest (search the list, or Reset to defaults). Account stays locked on; expand it to choose which fields show inside that cell (Phone, Location, LinkedIn, Lifecycle, Contact type, Lists and Labels…). Handy for trimming a busy Inbox down to just what you triage on.

   

4b · Schedule a call (spot it in your replies → book → reply with the link → manage)

4b.1 · Spot the call in your replies

1. Find the ones that asked for a call. There are four ways in, not one. The signal is almost always a reply; the difference is where you go looking for it.

   The call came up in…	Where you look
   Any reply, all channels at once	Inbox in the left menu → Lifecycles filter → Call Scheduled. The widest net, and the usual starting point.
   A reply to one marketing email	Open the ME → its own Inbox tab. It has its own filter bar: Last replied · Lifecycles · Contact Classification · Owner · Work Experience, so you can narrow to Call Scheduled within that one send. URL carries &marketingEmailTab=Inbox.
   A reply to one campaign	Same shape: open the campaign → its Inbox tab → same filters.
   A direct 1:1 message, or no reply at all	Contacts → Lifecycles filter → Call Scheduled, then open the person. Booking proactively? Skip the filter entirely and go straight to the contact, nothing downstream requires a reply to exist.

   The per-ME and per-campaign inboxes are the same screen scoped down. Use them when you are working one send and do not want the rest of your replies in the way; use the global Inbox when you are clearing the day.

   Unresolved: what the ME Inbox Lifecycles filter actually readsThat tab lists Account and Last Email and its search box says “Search contacts by keyword”, which points at it filtering the contact’s lifecycle, same as the global Inbox. There is a view that it filters each reply’s lifecycle instead. Which would make it a different tool entirely. Not settled (the dropdown would not open long enough to capture the request). Do not build a habit on this until somebody confirms it.
2. Two chips share the name: know which one you are looking at. This trips people up, because both say much the same thing at different levels:

   Chip	Sits on	Means
   Scheduled Call (dark)	a single reply, next to the sender's name in the thread	the system read that message and judged it to be about arranging a call. This is the one that tells you what to do.
   Call Scheduled (green)	the contact, in the Lifecycle Stage column	where this person sits in the pipeline. This is what the Lifecycles filter searches.

   So you filter on the contact's lifecycle to build the worklist, then read the reply chips inside the thread to find the message that actually asks for something.

   The reply chip can be buriedA thread collapses to its most recent message. A conversation showing No Categories at the top can still hold Scheduled Call replies further down, expand the thread before deciding nothing is there.

   

3. Open it and read what they are asking for. The chip only says “this is about a call”. It does not say which call, or what they want doing about it. Real example:
   What a Scheduled Call reply looks like“Apologies for the short notice — our investment committee moved to Thursday morning, so I need to shift our 10am call. Could we do Thursday 4pm CET instead, or alternatively Friday 9am CET? Same agenda, and please keep Katharina on the invite…”

   Read closely: that one is a reschedule, not a new booking, and it names two options in their timezone. Sort out which you are dealing with before touching the Meetings screen. A reschedule goes through 4b.x.1 ↗, not through 4b.2.

   Clicking the row opens the contact on Conversations, with Meetings as the tab beside it, carrying a count, so you can see whether this person is already booked before you read a word.

   

4b.2 · Book the call

1. Two ways in, and they are not identical. The difference is who fills in the participant:

   From	How	Participant email
   The contact: any row in a list, Contacts, or a ME's People tab	the 📅 icon in the Action column, “View meetings with <name>” → + Create meeting	filled in already, with a picker if they have several addresses
   Meetings in the left menu	+ Create meeting, top right	empty and required, you type the address yourself

   Prefer the contact route when you are answering a reply. It carries the right address for you, and it is one click from the conversation you are already in. The Meetings route is for when you have the address in your head and not the contact on screen.

   Typing the address on the Meetings route still resolves the person: the title comes back as “Fintalent call — <their name>”.

   The contact route is two clicks, and the second one catches people out. The calendar icon does not open the booking form. It opens the contact, on its Meetings tab. The form is behind + Create meeting in the top right of that panel:

   1. 📅 on the contact's row → the contact opens on Meetings.
   2. + Create meeting, top right, or the Create meeting link in the middle when the contact has none yet. Both open the same form.

   

   The Meetings route is one click. Meetings in the left menu, then + Create meeting in the top right, the same corner as on the contact panel, so the two routes feel alike once you know them.

   

   One difference from here: Participant email arrives empty, and it only accepts an address that already belongs to a contact, see 4b.x.3 ↗.

   

2. Fill the form. Only one field can stop you.

   Field	Required	What to do with it
   Participant email	yes	Prefilled on the contact route. If they have several addresses, the picker decides which one gets the invite.
   Date & time	yes	The form says it outright: “the meeting cannot be created without a start time”. Confirm starts disabled, but do not trust it to stay that way: see 4b.x.9 ↗.
   Timezone	prefilled	Defaults to yours, not theirs. Read it again if you agreed a time in their local clock, see 4b.x.2 ↗.
   Duration	30 minutes	Change only if you agreed otherwise.
   Title · Notes	optional	The title is prefilled and is what shows in their calendar. Notes are for you.

   

3. Save, and copy the link before you close the panel. The confirmation shows the meeting, the full Zoom join link, and a Copy join link button. Nothing has been emailed to anyone.

   Closed it too soon? The link is not lost: Copy join link is on the meeting's row for as long as the booking exists (4b.4 ↗).

   

4b.3 · Reply to their email with the details

1. Answer in the same thread. Go back to the reply that asked for the call and use the ↩ reply arrow on it, exactly as in Flow 4 ↗. Keeping it in-thread is what makes the booking make sense to them.
   The compose window does not carry the linkWhether you reply in the thread or use Send email from the meeting row, the message opens with the participant filled in, your signature, the quoted original, and no join link. Paste it in yourself, or they get a confirmation they cannot act on.

   

2. Write the three things they need: the date and time with the timezone spelled out, the duration, and the join link. Time is the part that goes wrong, “Friday 31 July, 15:00 CET (08:00 UTC)” is worth the extra seconds.

   Doing this often? Build it once as a Snippet with the fixed wording and paste the link into it, 3.x ↗.

   

4b.4 · Manage booked calls

1. Where to look, depending on what you are asking:

   You want…	Go to
   Every call you host	Meetings in the left menu. Tabs All · Upcoming · Completed · Cancelled, plus search and filters by Host · Contact · Activity Date. The Contact filter is the quick way to pull every call with one person without leaving the page.
   Which contacts have a call booked at all	Contacts → Add filter → Has meeting (under OUTREACH, beside Campaign and Marketing Email). Turns the contact list into “everyone with a booking”, the reverse of the Contact filter on the Meetings page.
   One contact's calls	the 📅 icon on their row → the contact opens on its Meetings tab, same four sub-tabs, scoped to them.
   Just the number, without opening anything	the small badge on that same 📅 icon. No badge means no calls.
   The Meetings tab in a contact you already have open	it sits next to Conversations, with its own count.
   To cancel	the meeting's row → ⋮ → Cancel meeting.

   

2. What each control on a row does. Four of them, and the first two are not the same thing:

   Control	Opens	Use when
   Join meeting	the ordinary join link, the same one the contact got	you want to see what they see, or you are joining a call somebody else hosts. You may land in the waiting room.
   Start as host	the host start link, carrying a host token	this is the one to use on the day. It opens the room with host rights, admitting people, recording, ending the call. The token is short-lived, so start it near the time, not hours before.
   Copy join link	:	sending or resending the link to the contact.
   ⋮	Send email · Cancel meeting	the only two row actions. There is no edit.

   If you take one thing from this sectionSend the contact the join link. Open the call yourself with Start as host. Handing out a host link would let whoever holds it run your meeting.

   

3. Cancelling, and what it destroys. ⋮ → Cancel meeting asks first, and the dialog is worth reading: “This removes the Zoom meeting and its join link for everyone.”

   Confirm and the booking leaves Upcoming and lands in Cancelled. It is not deleted, so the history stays. The contact is not told. If a real person was expecting that call, the cancellation email is yours to write.

   The tab counters do not refresh on the spot, they still read the old numbers until you reload the page. Do not take that as the cancellation having failed.

   

4b.x · Edge cases

1. They ask to move it, the whole sequence. This is the common one, and there is no reschedule button, so it goes:
   1. Their reply arrives asking to move or drop the call.
   2. ⋮ → Cancel meeting on the old booking. The old link is dead from that moment.
   3. New time agreed? Create meeting again, and it mints a completely new Zoom meeting. Checked in practice: cancelling meeting …630530 and rebooking produced …971737, a different number and a different password.
   4. Reply in the same thread with the new link, and say plainly that the earlier invitation no longer works. Their calendar still holds the old one.
   5. No new time? Cancel and leave it. The contact keeps the Call Scheduled lifecycle until somebody changes it, so fix the stage by hand or the inbox filter will keep offering them to you.
2. The form warns you before you start. Your account has no Zoom. Meetings are created on a Zoom account tied to you as the host. If nobody has linked one to your admin record, the form says so in a banner the moment it opens, and Create meeting stays greyed out no matter what you fill in:
   What you will see“Your account has no Zoom user linked yet. Ask an admin to set your Zoom user ID before scheduling meetings.”

   There is nothing to fix on your side, no setting, no retry. Ask an Admin to set your Zoom user ID. Meanwhile, either ask a colleague who is set up to host the call, or send a link from your own Zoom by hand. Know what that costs you, though. A booking made outside Fintalent will not appear on the Meetings page, it will not show on the contact, and it gives you no Start as host button.

   Verified on a real SDR account with no Zoom user (SDR Internal Fintalent). Note the block is a guard, not a failure: the form refuses up front rather than letting you fill everything in and erroring on save.

   

3. The address has to belong to a contact. On the Meetings route you type the address yourself, and typing one the system does not recognise produces a second guard:
   What you will see“No matching contact found for this email. A contact is required to create a Zoom meeting.”

   So the Meetings route is not a free-text shortcut. It is a search. A booking always hangs off a contact record, which is what makes it show up on their Meetings tab and behind the calendar icon on their row.

   If the person is not a contact yet, create the contact first, then book from their row, the contact route (4b.2 ↗) sidesteps this entirely, because the participant is already resolved. Watch for it when the same person writes from a second address: the address on the thread may not be the one on their record.

4. Every row shows the time twice, and the second one is the safety net. First line: the start in the meeting's timezone (31 Jul 2026, 15:00 GMT+7). Underneath, in orange, the same moment in GMT+0. Since the create form defaults to your timezone and not the contact's, the GMT+0 line is how you check you booked the hour you actually agreed.
5. A contact with several addresses. The invitation follows whichever address is selected in Participant email. If the thread you are replying to runs on a different address, change it on the form, afterwards the only fix is cancel and rebook.
6. The contact has several addresses: which one gets the invite. On the contact route the Participant email field is a picker, not a label: it opens with the address on the contact record already chosen, and the chevron on the right drops down the rest.

   Check it whenever you are answering a thread. A contact can hold a work address, a personal one and a platform sign-up address, and the one the conversation is running on is not always the one the field defaults to. Pick the address they actually wrote from. The invitation goes to the selected one and nowhere else.

   There is no changing it afterwards. Wrong address means cancel and rebook ↗, which mints a new link.

   

7. Two ways to read the list, and the calendar shows what the table hides. Top right of the Meetings page sits a List view / Calendar view toggle. Calendar view adds Month / Week and a Today button, and answers “what does my week look like?” far quicker than the table.

   Cancelled bookings appear struck through rather than hidden, so a slot you gave up is still visible in its place, useful when a contact asks what happened to the call you had agreed.

   The choice sticks: come back to Meetings later and it opens in whichever view you left it in.

   

8. The booking does not email anybody, at any point. Not on create, not on cancel. Every message the contact receives is one you wrote. It is the single most common way a call goes wrong.
9. 🐛 The Create button can switch on while the start time is still empty. Reproduced every time. Open the form, fill the participant, then touch the Date & time box without finishing it, type the date but not the time, or click in and back out. Create meeting goes from greyed to clickable while the field is still blank, and the red “Required — the meeting cannot be created without a start time” line is still on screen underneath it.

   Click it and the request goes out with nothing in the time field. What comes back is not a friendly message. It is the raw server error:

   BAD_USER_INPUT: Variable “$input” got invalid value null at “input.startTime”; Expected non-nullable type “FintalentDate!” not to be null.

   Nothing is booked: the meeting count does not move. Read the date box, not the button. If the field looks empty, it is empty, whatever the button is doing.

10. 🐛 “No matching contact found” on someone who is a contact. 4b.x.3 ↗ covers the honest version of this guard. The address genuinely belongs to nobody. This is the other version: the address is on a contact record and the form still refuses it.

    Worked example: dong@cyberhq.net, tin@cyberhq.net and long@cyberhq.net all sit on real contacts and all three came back “No matching contact found for this email” with the button locked. A contact created minutes earlier was matched instantly. Cause not established: it is with the backend.

    What to do meanwhile: stop fighting the Meetings route and book from the contact instead (4b.2 ↗). The 📅 icon on their row carries the address across for you and never asks you to type it, so this guard never fires.

SDRFlow 5 · Follow up on silent prospects

1. Open your assigned list: left menu → Segments (Lists) → open your list.

   

2. View the contacts: the members table. Look at the Last Contact column (far right). Each row has a 💬 icon next to its date, the follow-up radar.

   

3. Pick who's overdue: click the Last Contact header to sort (oldest first), then read the 💬 aging icon next to each date. Its colour tells you how long since you last touched that contact, so you work the coldest first. The little red dot is a "due" flag that clears the moment you make contact.

   💬 icon	How old	What it means	Your move
   grey	≲ 2 weeks	Fresh, you contacted them recently.	Leave it for now.
   💬 yellow	~2–4 weeks	Coming due: the gap is opening up.	Line it up for a nudge.
   red + dot	≳ 1 month	Overdue, waited the longest; the red dot is a "due" flag on the icon.	Follow up first; the dot clears once you make contact.

   

4. Read the context. Click the 💬 icon on that row → a conversation-first drawer opens with the last thread on screen. Read the exchange to confirm they haven't replied yet (that's what "follow up" means) and to pick your angle.

   

5. Nudge them. Then either ↩ reply to the last email in that thread (keeps the context), or click New Email for a fresh angle. Sending resets Last Contact → the row drops down and the 💬 turns gray. Use the 1/N pager (top right) to step to the next contact without going back to the list.
6. 2–3 unanswered nudges → label Not Now / Not Interested (Flow 3) so they leave your rotation.

SDRFlow 6 · Manage a campaign

6.1 · Create a campaign (folder first)

Campaigns live inside folders. So, unlike a Marketing Email, which you create directly, you create a folder first, open it, and only then create the campaign.

1. Open Campaigns. Left menu → Campaigns. The list of campaigns opens, with the folder rail on the right.
2. Create a folder. Click + Create Folder (top-right) → fill Owner (usually you), Name (required) and Description → Create.

   

3. Open your folder. You land inside the new folder: it's highlighted in the right-hand folder rail. (Come back to it any time by clicking it in the rail; rename it later via its ⋮ menu, 6.x.3 ↗.)

   

4. Create the campaign. Click the + Create Campaign button, top right. It only appears once you are inside a folder, which is why the folder came first.
5. Name it and pick the timezone. A single form opens with three things on it and nothing else: the name (it arrives pre-filled with New Campaign, so type over it), the timezone the sending clock runs on, and Create. The ✎ next to the name just puts your cursor in the field.

   

   Neither one is locked in. You can rename the campaign later from its header (6.x.15 ↗).

6. Create, and you land in the campaign. There is no second wizard page and nothing to skip. Create drops you straight into the new campaign, on the Steps tab, with the tab bar reading Steps · People · Data Health · Timeline. The campaign is a Draft with no steps and nobody in it, so the two jobs waiting for you are 6.2 · the sequence and 6.4 · the people.

   Two tabs are missing at this point and that is normal. Inbox and Preview only appear once the campaign has a step and some people in it.

6.2 · Build the sequence (steps)

A campaign is a list of steps. Each step is one email with a timing (send right away, or wait N days) and one or more variants (A/B). The step editor is identical to a Marketing Email step.

1. Open the Steps tab and click + Create new step. A new campaign lands here with nothing in it, so the button sits in the middle of the empty pane rather than in a corner.

   

2. Write the step. Every field of the editor, and what goes in it:

   #	Field / control	What it does · how to write it
   1	Subject	The email's subject line. Type it plainly, and you can personalize it with variables via the { } icon (2).
   2	{ }	Inserts a variable (merge field) into the Subject, e.g. {{contact.companyName}}. Details: 6.x.8 ↗.
   3	CC	Copy someone on every send of this step, click CC, an Add cc field opens.
   4	Language (EN / DE)	The flags switch between the English and German version of this step, write one per language you send in.
   5	Select an email template	Yes, templates work here, prefill the whole step from a saved template instead of writing from scratch. Details: 6.x.7 ↗.
   6	Formatting toolbar	Rich text: H1/H2, font & size, B/I/U/S, quote, lists, indent, colour, link, clear-format.
   7	Body	The message itself. Variables (9) and Snippets (10) both work in the body; write short, personal, one clear ask.
   8	Force Update	Only matters when editing a step later, tick it to push your edit onto previews already generated. Details: 6.x.12 ↗.
   9	Variables	Yes: insert merge fields ({{contact.firstName}}…) that fill in per contact. Details: 6.x.8 ↗.
   10	Snippets	Yes: drop in a saved reusable block (enables once your cursor is in the body). Details: 6.x.9 ↗.
   11	Create / Save	Create saves a new step; re-open a step later and the button reads Save.
   12	Upload files	Attach files to the email; each attachment shows with an ✕ to remove. Details: 6.x.10 ↗.
   13	Signature	Appends your email signature (set up in Flow 1.x.5).

   

3. The step lists as Step 1 - Day 1 with its timing ("Right away") and variant A.

   

   The header carries a running day count, not just the delay. Right away is Day 1; a step set to Wait for 10 days after a Day 2 step reads Step 3 - Day 12. Read the last step’s day to see how long the whole sequence runs.

   The Steps badge counts every step in every branch. Once the campaign has sidesteps the badge exceeds the main sequence, 2 main steps plus 4 branches reads Steps 8. That is correct, not a miscount (6.x.2 ↗).

4. Timing. Click the timing pill to set Deliver after a delay (Days). 0 = right away; N = this step goes out N days after the previous one, that's the "Day X" label on the step.

   

5. Add follow-ups with + Create new step. A follow-up usually waits a day or two, for example Step 2 - Day 2 and Wait for 1 day. Build the whole sequence this way.

   

   There is a second button beside it, and it does something different. + Create new step adds the next email everyone gets. + Create sidestep adds a branch that only fires when a contact’s reply lands in a category you choose, an automatic answer to an Out Of Office being the usual case. Building one is an edge case rather than part of the main sequence, so it lives at 6.x.2 · Sidestep ↗.

Where to click once the sequence exists, everything lives on the Steps tab:

Two campaign-only extras. A/B variants put two versions of the same step side by side and send each contact one of them at random (6.x.1 ↗). Sidesteps are a branch that fires on a condition rather than in sequence (6.x.2 ↗).