Help
User manual
How DigitAIse and Nova work, page by page.
Getting started
Setup, in order
- 1Sign up — business name, email and password, or Google / Microsoft (Microsoft personal accounts only for now). Accept the Terms, Privacy Policy and Data Processing Agreement.
- 2Verify your email — click the link we send. Nothing else opens until you do.
- 3Interview with Nova — a short chat (under 5 minutes). Every question is optional: what to call you, your website, what you sell and to whom, opening hours, how customers book, social and review sites, the admin that eats your time, and which language to write in. Nova summarises; you confirm. "Skip setup for now" is available.
- 4Add knowledge — upload documents Nova should learn from (PDF, emails, images, CSV, text). Save Word files as PDF first. "Upload via phone" shows a QR code for camera uploads (valid 30 minutes).
- 5Your PA address — confirm your business name to create your Nova email address, then forward mail to it (see Talking to Nova). Optional; you can do it later.
- 6Today — you land on the dashboard. A short tour shows each menu once; replay it from Help → Replay tour.
Plans
| Plan | Price | Includes |
|---|---|---|
| Starter | £19.99/mo (regular £24.99) | Nova, Email replies. No social networks |
| Business | £44.99/mo (regular £59.99) | Starter + Bookings (incl. WhatsApp booking chats), Opportunities (web research), Reviews (Google Business) |
| Operations | £74.99/mo (regular £94.99) | Business + Social posts & comment replies, leads spotted in comments, Team training, Compliance. All 5 networks |
| Website chat | £19.99/mo | Add-on to any plan: website chat plus Instagram & Facebook messages (and WhatsApp) |
| Phone | — | Add-on: voice receptionist — not live yet |
Current monthly prices are on the plan picker (Settings → Plan & billing → Change plan) and the Pricing page. Prices can change; during a promotion the regular price is shown struck through.
Free trial
- Length
- 30 days free
- Card
- Required to start the trial (Stripe checkout; promo codes accepted)
- Charged
- Only when the trial ends
- AI usage
- Free during the trial
- Cancel
- Any time before day 30 and you are not charged
- Before checkout
- Billing details (legal name, address, postcode, country; VAT number optional) and a current DPA
Start or change a plan in Settings → Plan & billing. Only the account owner can buy, change or cancel.
Today
- Greeting
- What's waiting for you and how many capabilities are on
- Get started checklist
- Connect your numbers (Xero or documents), choose your features, confirm your email. Hidden once done
- Nova chat
- Ask anything; suggested prompts to start
- To approve
- Your queue, oldest first
- What Nova has done
- History of actions; All activity → for the full log
- Reach Nova
- Your PA email address, phone QR, website-chat status and snippet
- Business outlook
- Forecast from your connected numbers
- Money this week
- Coming in, going out, owed to you — from Xero. Bank connection: coming soon
Talking to Nova
On the web
Chat on Today. Ask Nova in the sidebar and the Ask Nova anything… bar at the top both jump there.
- Search your documents and answer from them
- Draft email replies; sending always goes through your approval
- Create tasks
- Draft social, blog and newsletter content (goes to To approve)
- Turn capabilities on or off, approve or cancel items — each asks you to confirm
On your phone
- 1Open AI settings → Nova on your phone, or Today → Reach Nova → Show QR.
- 2Scan the QR code with your phone camera. It works once and expires in 10 minutes.
- 3Your phone stays signed in for 14 days. Add it to your home screen for one-tap access.
Owners and admins can pair. Making a new code cancels the previous one.
By email — your PA address
- Your address
pa-{your-business}@pa.digitaise.co.uk- Forward or BCC
- Any email you want Nova to handle
- What happens
- Nova drafts a reply into To approve; attachments are saved to Documents
- Replies
- Sent from the PA address with your own inbox as Reply-To, and marked as AI-assisted
- Daily limit
- 200 outgoing emails per business
Auto-forward everything:
- Gmail — Settings → Forwarding and POP/IMAP → Add a forwarding address. Gmail sends a confirmation code to your PA address; DigitAIse catches it and shows it during setup.
- Outlook — Settings → Mail → Rules → add a rule to forward to the PA address.
Change the address in Settings → Account. The old address keeps working for 30 days — update your forwarding rule in that time.
By phone callComing soon
The Phone receptionist is not live yet. Today's Reach Nova card shows "Coming soon" until a number is assigned to your account.
To approve
Every reply and post Nova drafts waits here first. Booking confirmations are the one thing emailed without a separate approval.
- Incoming email
- Reply (edit To, Subject, body), Discuss with Nova, Mark as read, Dismiss
- Draft reply
- Send to me, Send to recipient, Edit, Reject (Draft only mode: Copy reply instead of Send)
- Other actions
- Approve, Discuss with Nova, Reject
- Website chat lead
- Confirm booking — adds it to Key dates and emails the customer a confirmation
- Send to me
- Emails a “[To forward]” copy to your login email so you send it yourself
- Activity log
- Everything approved, sent or rejected
By default approved replies come to you. To send straight to the customer, set AI settings → Email → Approved replies go to → The customer or partner.
Mailbox, Key dates, Tasks
- Mailbox
- Inbox, Sent and Deleted for your PA address. Search, delete, restore. Bodies older than your retention period are no longer stored
- Key dates
- Month view of renewals, due dates and meetings found in your documents, plus confirmed bookings
- Tasks
- Your to-do list. Add tasks yourself or ask Nova. Due date, notes, assignee; complete or delete
Capabilities
Nova is one assistant. Turn each capability on or off in AI settings; each has Preferences (tone, personality, reply language), Rules and a Test tab. Tests are real runs.
Nova and Email are live on every plan. In AI settings, "Coming soon" means not released yet. A card showing a plan name (e.g. "In Business") or "Add-on" is live but not in your plan — Upgrade or Add opens the plan picker.
- All plans
- Website chat
- Add-on to any plan
- Bookings
- Business and Operations (incl. WhatsApp booking chats)
- Opportunities
- Business and Operations (web research; leads from post comments on Operations)
- Reviews
- Business and Operations
- Social posts
- Operations (incl. comment replies)
- Team training
- Operations
- Compliance
- Operations
- Phone
- Add-on to any plan — not live yet
Email repliesAll plans
Reads mail sent to your PA address and drafts replies in your tone.
- Sending
- “Send from my PA address” — a reply goes out only when you press Send in To approve. “Draft only — I send them myself” — To approve shows Copy reply instead of Send; paste it into your own mailbox
- Approved replies go to
- Me (default) or The customer or partner
- Templates
- Reply templates per contact type
Website chatAdd-on
A chat widget on your website. Answers visitors 24/7 from your documents, says so when it doesn't know, and captures visitor details as leads in To approve.
- 1AI settings → Website chat → create a site key.
- 2Add your website addresses, one per line (e.g.
https://www.example.co.uk). The widget only answers on these sites — an empty list means it answers nowhere. - 3Copy the snippet and paste it just before
</body>on every page:<script src="…/echo/embed.js" data-site-key="…" data-api="…" data-color="#2f6df6" async></script> - 4Where do I paste it? detects your platform (WordPress, Squarespace, Wix, Shopify, Webflow, GoDaddy, Weebly, Framer, HubSpot, Duda…) and shows the exact steps.
Rotate or disable a key at any time. The Conversations tab shows every chat transcript. It only answers from documents marked Public or Customer — new documents are Internal by default.
- Messages
- Connect Instagram, Facebook or WhatsApp (AI settings → Website chat → Connections). New messages are answered the same way, straight away
- AI notice
- The first reply in each conversation says it's an AI assistant
- Messaging window
- Only replies to a message just received — never starts a conversation or messages after 24 hours
- Conversations
- Each shows its channel: Website, Instagram, Facebook or WhatsApp
OpportunitiesBusiness+
Recurring web research into leads, tenders and market moves. On Operations, comments on your posts that look like sales enquiries are added here too (“Comments on your posts”).
- Briefs
- Name, instructions, region, language, max results
- Results
- “Create a task for review” or “Log only”
- Quota
- Included searches per day, shown in AI settings
- Findings
- In Opportunities — Draft outreach or Dismiss
BookingsBusiness+
Bookings on your DigitAIse calendar. No Google or Microsoft calendar connection.
- Made when
- You confirm a website-chat or WhatsApp lead in To approve, or a training session is scheduled
- Connect WhatsApp (AI settings → Bookings → Connections). Booking chats are answered from your documents; requests land in To approve. See them under WhatsApp chats
- Clashes
- A booking that overlaps another is refused
- Customer
- Gets a confirmation email with a calendar invite, if they left an email
- See them
- Key dates
Subscribe in your calendar — AI settings → Bookings → Connections, copy the link, then:
- Google Calendar
- Other calendars → + → From URL → paste the link
- Apple Calendar
- File → New Calendar Subscription → paste the link
- Outlook
- Add calendar → Subscribe from web → paste the link
Read-only: bookings and key dates. Anyone with the link can see them — owners and admins can make a New link, and the old one stops working.
ReviewsBusiness+
Your Google Business reviews, in Reviews. Replies are drafted for you and post to Google only after you approve them.
- Connect
- Reviews → Connect Google Business → sign in on Google's page
- New reviews
- Arrive automatically; Sync pulls them on demand
- Auto-draft
- Reviews at or above your star rating (set in the setup wizard) get a reply drafted
- Other reviews
- Draft reply on the review. Edit the draft before approving
- Approve
- In To approve. The reply is posted to Google with an AI notice
Team trainingOperations
Answers your team's questions from your uploaded documents and schedules training sessions; invites go out after you approve.
ComplianceOperations
Checks your own AI governance records each week (incidents, pauses, retention, Instructions for use) and flags gaps. It does not monitor outside regulations.
Phone receptionistAdd-onComing soon
Answers calls and books appointments. Not live yet; a number is assigned automatically once it is.
Documents & search
- Upload
- PDF, DOCX, XLSX, EML, CSV, TXT, JSON, PNG, JPG, WEBP, TIFF — or by phone via QR. Email attachments sent to your PA address land here too
- Category
- Sorted automatically, or pick: Invoices, Contracts, Financial, Operations, Correspondence, Marketing, Services & pricing, Policies & FAQs, Other
- Visibility
- Public, Customer, Partner, Internal (default), Admin — controls who Nova may quote it to. Website chat only uses Public and Customer documents
- Extraction
- Nova reads key fields (amounts, dates, parties). View them, or Re-extract
- Retention
- Per category, 30–3,650 days. Defaults: invoices, contracts, financial 7 years; correspondence, operations, services, policies 1 year; marketing 180 days; other 120 days
- Search inside
- “Search inside your documents” — plain-language search across passages. Shows a notice if not enabled on your account
Xero
- 1Today → Connect to Xero (Get started checklist or Money this week).
- 2Sign in to Xero and approve access. Invoices and bills import straight away.
- 3Money this week fills in: paid sales = coming in, authorised sales = owed to you, purchases = going out.
Push invoices and bills to Xero
- 1Open an invoice in Documents.
- 2Choose “A bill I owe” or “An invoice I issued”, check the fields.
- 3Push to Xero — creates a DRAFT in Xero. Pushing again updates the same draft.
Account codes and VAT types: Settings → Xero push accounts (defaults 400 purchases / 200 sales, 20% VAT). Older connections show "Reconnect Xero to enable push".
Disconnect from My data → Where your data comes from. Reconnecting imports again.
Plan & billing
- Who
- Account owner
- Prices
- Shown on the plan picker (Change plan / Upgrade). Managed in Stripe and can change; during a promotion the regular price is struck through
- AI usage
- Billed on top of the plan. Our AI provider's cost + 20%, in GBP at the ECB rate
- When
- Added to each monthly invoice for the period just ended
- Not charged
- Usage during the free trial, setup (onboarding, AI setup), and turns that failed before Nova replied
- Running total
- Settings → Usage
- During trial
- Shows the trial end date; Upgrade to pick a plan
- Change tier
- Change plan → pick Starter, Business or Operations. Switched in place on the same subscription, prorated
- Add Website chat
- Pick it in the plan picker, or under Upgrade options. Added to your current plan as its own line, prorated — your plan stays as it is
- Remove an add-on
- Remove under the add-on on your current plan. Prorated. Networks no remaining feature uses are disconnected
- Downgrade
- Networks your new plan doesn't use are disconnected (e.g. Instagram and LinkedIn when leaving Operations)
- Card & invoices
- Update payment method → the secure Stripe portal. Invoices are listed with a PDF download
- Billing details
- Legal name, address, VAT number
- Cancel
- Ends at the end of the billing period — full access until then. Features then pause; your data is kept
- Resume
- Keep my plan, any time before the period ends
Settings & team
- Account
- Assistant briefing (tone, personality, language for all capabilities), PA address, DPA status, Xero push accounts, password, two-factor sign-in, delete account
- Plan & billing
- See Plan & billing above
- Team
- Owners/admins: invite by email as Member or Admin, choose which menus each person sees, reset passwords, remove people
- Usage
- AI usage and cost per capability — today, 7 days, 30 days or custom
- AI transparency
- Admins: how the AI works here, a model card per capability, and (owner) the compliance record export
Data & privacy
- DPA
- Accepted at sign-up. If the Terms, Privacy Policy or DPA change, an owner or admin is asked to accept the new version before continuing
- My data
- Every customer, sale, item and document DigitAIse holds. Personal data is masked until you re-enter your password
- Export
- My data → Export my data (JSON). Compliance records: AI transparency → export
- Remove a source
- Disconnect keeps existing data; Remove deletes that source's records
- Delete account
- Owner only: Settings → Account → Danger zone. Confirm with password (or emailed code) and type DELETE. Removes all data and users and cancels billing immediately, without refund
- Legal
- Privacy Policy · Terms
Troubleshooting & FAQ
Nova didn't draft a reply to a forwarded email
Check the forwarding rule points at your exact PA address (pa-{your-business}@pa.digitaise.co.uk) and, for Gmail, that the forwarding confirmation was completed. Look in Mailbox → Inbox: if the email is there, the draft is in To approve.
I pressed Send but nothing arrived
In AI settings → Email, "Draft only" means DigitAIse never sends — To approve shows Copy reply instead. Switch to "Send from my PA address" to send from DigitAIse. If you pressed Send to me, the reply came to your own inbox to forward.
A capability says “Coming soon”
It hasn't been released yet. Nothing to set up.
A capability shows a plan name or “Add-on”
It's live but not in your plan. Press Upgrade (or Add) to open the plan picker.
Website chat isn't answering
The site address must be in the allowed list exactly — add both the www and non-www address if your site uses both. The key must be active and the snippet on the page. Website chat answers only from documents with Public or Customer visibility (the default is Internal).
The phone QR code doesn't work
Codes expire after 10 minutes and work once. Make a new one; the old one stops working.
Money this week is empty
Connect Xero from Today. Bank connections are coming soon.
Will I be charged during the trial?
No. You're charged when the 30-day trial ends. Cancel before then and you pay nothing.
Still stuck?
Email [email protected] with your business name and what you tried.