Settings

Set the status of every module in the left menu. Enabled = live, Disabled = visible but shows "Coming Soon", Hidden = invisible to non-admins. Module ORDER is the left menu's and is not set here.

A new order gets a folder at NEW Orders → {year} → {month} → {REF}. Its mail moves there when the work that email asked for is finished — so anything still in the orders@ inbox is work nobody has done yet.

Turning on file on arrival below reverts to the old behaviour: mail moves as soon as its subject names an order, whether or not anything was done about it. The inbox then stops telling you what is outstanding, which is why it ships off.

Anything that reads like a problem — lost, damaged, delayed, an exception — stays in the inbox, and so does a shipment the customer has not been told about.

A big or high-touch order keeps its carrier mail in the inbox. 0 turns that off.

Applies to folders created from now on. Existing folders stay where they are and still file correctly.

Still in the inbox

Order mail sitting in orders@ right now. Each one is a piece of work nobody has finished. File moves that order's mail into its folder — press it once the work is actually done.

Put an order's mail back

If the work an email was filed for did not actually happen — a held send pulled back, a step that failed, something undone — this moves that order's mail out of its folder and back into the inbox, where it reads as unfinished again. Nothing is deleted.

A supplier freight or weight/dims ask with no reply after the threshold below (America/Denver workdays; weekends and US federal holidays do not count) wakes the agent once, who pings Ryan. Nothing here emails a supplier.

ISO date-time. Leave empty to restore the default (noon Denver, Saturday 2026-08-29).

Asks we are not chasing

Park one supplier ask and it stops counting as late, stops waking an agent and drops off the 9am list — on this deal, for this supplier, for this kind of ask only. Pick Every ask (handled by me) when you have dealt with the supplier yourself: every chase and digest line for them on that deal stops until you lift it here. Closes an AI agent makes show up in this list too. The ask stays open and visible on the deal; nothing is marked as answered and no reply is invented. Recording a cost still closes it the ordinary way.

Last sweep

At 9am Mountain on a business day, every balance we have emailed a pay-link for and have not been paid is judged on the same workday clock Abby chases on. If anything is owed a nudge, one email goes to ryan@blueskyfitsupply.com listing the order, the amount, how long since the last email, and whether Abby is still following up or nobody is. If nothing is due, nothing is sent. Nothing here emails a customer or moves money.

Rows past the first limit are counted in a closing line rather than dropped. Once a balance has said exactly the same thing that many mornings running, it drops to a weekly reminder of its own, so a balance nobody ever collects cannot turn this into wallpaper. It still appears in full whenever another balance has earned an email, and any change (the figure, another email, a call falling due, Abby taking it on) brings it straight back the next morning. Set it to 0 to hear about every balance every single morning.

Last run

Some decisions are made by Claude reading an email rather than by a rule: did a supplier confirm our PO, did a supplier's reply answer what we asked, did a reply promise the customer money back, does a draft repeat our last update, and the summaries in the rep morning digest. Every one of them uses the model picked here, and any judgment added later will too. Each answer is saved, so an email is read once.

If Anthropic retires a model, its calls start failing: PO reminders keep running, supplier waits close on any reply, and the other checks are skipped until you pick another model here. The Stuck Send Watch emails you when that happens.

Last calls

Emails that were held to send later (a customer email ticked "send within business hours", a vendor PO, a freight request, an invoice, a shipping notification) wait in a queue until the 6am to 6pm Mountain window opens. If that queue stops draining, nothing looks wrong anywhere: the email just never goes. Every fifteen minutes while the window is open, anything still waiting well past its send time emails ryan@blueskyfitsupply.com once. Nothing is re-sent from here, and a queue that drained sends nothing at all.

The drains run every five minutes, so the minutes figure cannot go below ten without reporting a drain that is merely running. The clock starts when the send window OPENS, not when the email was due, so an email queued overnight for 6:37am is judged on how long the drains have actually had, never on how long it sat waiting for morning.

Separately from the queues, a background job takes down promises whose email has vanished (the board said "sending at 12:23pm", the queued email was already gone). Clearing one means a supplier or customer was never written to, and nothing re-sends it, so it is worth knowing.

Two emails: the copy of a rep’s Request Freight that goes to orders@, and the “Freight finalized” email to the rep who owns the deal. If either is refused, gives up after three tries, or has nobody to go to (no rep on the deal, no email on the rep’s record), it lands here. A rep applying their own freight is not a miss. Nothing is checked or sent while everything works.

If every call to Claude has failed for half an hour (a retired model, a lapsed key), this says so once a day until it works again. Pick another model under Admin: Email Judgments.

Right before an automatic Abby email goes (an ETA update, a tracking notice, a pickup-day email), every dollar figure, date, tracking or PRO number, carrier, lead time and order number in it is checked against the deal. One that is not on the deal means the deal or the template is wrong. You hear about it once a day at most, and not at all when every email checks out.

Off (the start): the email still goes and you are told. On: it does not go, and you are told straight away. Emails the agents write are always blocked when a fact is not on the deal; this box is only for the automatic ones.

Last run

At 9am Mountain on a business day, every ask we sent a supplier and never got an answer to — a freight rate, a weight and dims, a payment link asked for on a purchase order — is judged on the America/Denver workday clock. Weekends and US federal holidays do not count. If anything is overdue, one email goes to ryan@blueskyfitsupply.com listing the deal, the supplier, what was asked, when, and how long it has been. If nothing is overdue, nothing is sent. Nothing here writes to a supplier, re-sends an ask, or drafts a chase.

This ships switched off. Press Show me today's list first — it reads the real board and renders the exact email, at any hour, without sending anything — then tick the box below when the list looks right. It reads the same verdicts as the three-hourly agent sweep above (Admin: Vendor Reply SLA), so the two can never disagree about whether an ask is late.

Rows past the first limit are counted in a closing line rather than dropped. Once an ask has said exactly the same thing that many mornings running it drops to a weekly reminder of its own, so a supplier who is never going to answer cannot turn this into wallpaper. It still appears in full whenever another ask has earned an email, and re-sending the ask brings it straight back the next morning. Set it to 0 to hear about every overdue ask every single morning.

Off by default, and on purpose: the daily digest of that same pile was switched off on 10 September because it arrived every morning about deals that are sold, lost or already fine. The cutoff itself is the one set under Admin: Vendor Reply SLA, so there is only ever one of it.

Letters of one reference are revisions of one deal. When RW-1367-B sells, the dims ask still open on RW-1367-A died with it, and chasing the supplier for it is asking about an order nobody placed. The deal that actually sold is never left out.

SHOP-2000's pattern: the supplier ask reads as late for weeks while the real open item is a customer who has not answered Abby about a discontinued mat. That wait is on them, not on the supplier, and the discontinued follow-ups already own it.

The other half of the box above. A discontinued or switch-out notice that asked the customer to choose and has had no reply gets listed under its own heading, with the follow-up Abby is on, so the deal shows up as waiting on them instead of disappearing. A delay or backorder notice is never listed: nobody has to answer one. Notices sent before 18 September 2026 are left out, so this cannot arrive carrying a backlog.

Off by default. This section is a wait on us rather than on them: a deal explicitly parked until somebody makes a call, with the reason it was parked. Logging the call on the deal feed clears it.

Last run

Every purchase order we have sent that nobody has marked paid, plus every supplier who is asking for payment, in one email to ryan@blueskyfitsupply.com at 3 PM Mountain each weekday. A second email goes at 7 AM, and only when something opened overnight. Where a supplier's own order total disagrees with our purchase order the row is red and says DO NOT PAY, with both figures. Nothing here pays anybody or marks anything paid.

Turn this on only once the Grok "Supplier pay digest" routine is deleted, or the same list arrives twice a day from two places.

On by default. A digest that goes quiet and a digest that has died look exactly the same from the outside, so the afternoon email arrives either way and says so when the board is clear. Turn it off and a clean afternoon is silent.

Those come from the digests the AI agent has sent, which is the only place a supplier's own order total is written down. Turn this off and the list falls back to our purchase-order totals alone, which loses every supplier order number and every DO NOT PAY comparison.

On by default. One wake to Onyx about once a business day while any such bill is unpaid, so it can flag them to you in your 1:1 chat; bills on hold or in dispute are left out. Onyx is also told if this email fails to send.

Deal references, separated by commas. Use it for money that is owed but that neither ledger knows about. A pinned order stays on the digest until its purchase order is marked paid or you remove it here.

Ryan is always on it. This list names suppliers, purchase orders and money, so only blueskyfitsupply.com addresses are accepted.

Clear the old backlog

When this list was first built it opened a row for every purchase order ever sent, because nothing before it had a paid flag to read. Almost all of that shipped and closed months ago. This settles everything sent before the date below in one go, recorded as not owed rather than paid, because we did not watch that money go out, we are simply declining to rebuild a ledger that did not exist.

Count first and read it. This cannot be undone: a settled row can never come back onto the digest, and nothing anywhere can reopen one. It records; it pays nobody.

Last run

Every Monday at 8 AM Mountain, an email to ryan@blueskyfitsupply.com listing the open ECORE orders that still need an ETA, so the dealer-portal screenshots do not get missed for a week. The job itself is unchanged: screenshot the open orders, drop the shots in Elon's chat, and Elon stamps the Vendor ETA on each deal. Nothing here logs into ECORE, emails a customer or a supplier, or writes to a deal.

Turn this on only once the Grok ecore-eta-reminder routine is deleted, or the same nudge arrives twice on the same Monday from two places.

At 8:26 AM Monday Onyx signs in to the ECORE Customer Portal with your saved login, reads My Orders → Open Orders only, and the worker stamps each open deal's Vendor ETA at the Scheduled Ship Date plus one day. No screenshots. If no import has landed by 12:29 PM, the email above comes to you instead, whether or not its own box is ticked.

An order counts as done once it has an ETA read inside the quiet window, so a Monday where everything is current is silent. Set the window to 0 to be asked every week regardless. An ETA whose date has already gone by is always listed, whatever the window says, because a date that has passed is wrong however recently it was written down.

Deal references, separated by commas. For an order the records still think is open and you know is not.

Ryan is always on it. This email names deals and purchase orders, so only blueskyfitsupply.com addresses are accepted.

When a pickup is booked on a deal, the morning after the truck was due the Order Desk is asked to open GoRocket Shipments, copy the PRO number and the carrier onto the deal, and send the customer their shipping notice. GoRocket does not email us the number reliably and the portal is the source of truth. Nothing here reads GoRocket, writes to a deal, or emails a customer.

The check runs at the same moment the customer's shipping notice is already held until: the first customer-hours window on the day after the booked pickup. Pickups are recorded on the deal whether this is on or off, so turning it on picks up the ones booked in the meantime.

The Order Desk is asked first and gets one nudge, not a repeating one. If the tracking still is not on the deal that many hours later, you get an email naming the shipment. Set it to 0 to hear about every one on the same pass.

Ryan is always on it. This email names deals, suppliers and load numbers, so only blueskyfitsupply.com addresses are accepted.

After the pickup

From 6 AM on the booked pickup date the customer gets the pickup-day email (with the PRO when the BOL had one). Only if the PRO is not on the BOL or in the TMS and GoRocket ops@ has been asked, the morning after the pickup they get "your order shipped, tracking will follow" as a reply on that email.

When the Order Desk reports the PRO is not on the BOL or in the TMS, Abby emails ops@gorocketshipping.com for it (Load #, BOL #, pickup #) and re-asks every 4 business hours until it is on the deal. You are emailed after 2 business days with no PRO.

One email on a Monday morning listing every customer balance still outstanding, as a table, with the money added up. The twin of the Supplier Pay digest: that one is who we owe, this one is who owes us. A Monday with nothing outstanding sends nothing at all. Nothing here chases anybody, emails a customer or marks a cent paid — a row leaves the list when the money arrives.

Turning this on also quietens the daily Balance Collect Alert: mid-week it will then only speak for a balance that wants a phone call or that nobody is chasing at all, and everything merely due for its next follow-up waits for Monday. That is your answer from 16 September. To keep the daily list saying everything, set the mid-week dial below.

It goes out at 8 AM Mountain on the day you pick. A public holiday pushes it to the next working day rather than skipping the week. Set the minimum to 0 to list everything.

These get their own table headed Not asked yet, because they are usually ones you or Abby are already working by hand. They are deliberately left out of the copy-and-paste box at the bottom of the email, so forwarding it to orders@ cannot put an agent on top of whoever already has it.

“Urgent” means a balance that wants a phone call, or one nobody is chasing. This is the same setting as the one on the Balance Collect Alert card; it lives here too because turning the weekly list on is when it changes.

At 7:31 AM Mountain, Abby emails each rep one list of what is open on their deals: follow-ups waiting on a reply, customer issues, held emails, trucks to book, late supplier asks, TESTs and pickups, Urgent first, each with where it stands, what the rep has to do and her next move. A rep with nothing open gets nothing. On weekends and holidays only a rep with an Urgent item gets one, listing only those. Deals with no rep on record go in yours under House / no rep.

Only blueskyfitsupply.com addresses. Reps are picked by role (rep or admin); CFA and agency logins never get one.

Show me what it would say

Builds every rep's email from what is open right now. Nothing is sent. Works while it is off.

When an offline deal is marked sold, Abby emails the customer to say she handles the order side (invoices and payments, production, shipping and delivery) and that the rep is still their contact for anything sales. The rep is copied. Sold before noon Mountain on a weekday: it goes that afternoon; otherwise the next weekday morning. A rep can stop it with "I'm handling the customer emails" on the deal's Deal Feed card. A customer who already met Abby on another deal, or who writes to orders@ regularly, gets no intro.

In Live, a paid-in-full invoice sent at the sale carries the intro instead of a second email, and the balance request gets one line saying who Abby is when she has not written to them yet. Test leaves both unchanged.

Show me a deal

What the intro would do on this deal right now, and the email it would send. Nothing is sent. Works while it is off.

A buyer is a repeat buyer when they place another order within the window below of their last one (same email, or same phone and the same name). Abby leaves her intro out and opens with which order this is: "Thanks again for your business" on the second, "An update on your third order" from the third on, naming the ship-to street. A frequent buyer never goes back to the first-order emails.

Check a deal

Whether this deal's buyer is a repeat buyer, and how Abby's emails would open. Nothing is sent.

About 10 minutes after an online order that still needs a freight quote, Abby emails the customer: we got your order, here is how the freight works, the supplier's lead time, and one line about anything else they might need (a missing install item first, else a suggestion from the list below). Between 9 PM and 4 AM Mountain it waits for 4 AM. Skipped for suppliers with their own freight procedure in the Vendor Guide and for a customer we already emailed. The freight pay-link email later goes out as a reply on the same thread.

Sent once per order, between 7 AM and 7 PM Mountain, only if the customer has not replied and no freight quote or pay-link has gone out. It names the customer, their phone and the order total.

Things to suggest

The first row that fits an order is suggested ("A lot of customers also add ..."), unless the order is missing a required install item, which is asked about instead. A row fits when a line on the order is from the supplier and its title has one of the words; it is skipped when the order already has one of the "already has" words.

Parcel orders

An order where the customer paid a FedEx or UPS rate at checkout gets no email: it ships as a package and nobody needs to talk. Truck orders always get it. To send it anyway for a made-to-order product that ships as a package, list words from its title here (comma list). Leave it empty to skip every parcel order.

Show me an order

What the email would do on this order right now, and the email it would send. Nothing is sent. Works while it is off.

When the buyer's name is a department or a company, not a person ("Facilities Department", "Accounts Payable", "Green River College"), every Abby email greets with the time of day in the customer's time zone ("Good Morning,", "Good Afternoon,", "Good Evening,"), signs off "Thank you." and leaves the name out of the subject. A buyer name that matches the Shopify company name counts too. The first email that does this on a deal adds one line to its Deal Feed.

"Mike Parks" stays "Hi Mike," because Parks is on this second list; "Parks Department" and "City of Auburn" are greeted by the time of day. Leave a box empty to turn that rule off.

Every business hour (8 AM to 5 PM Mountain), the portal looks for open work nothing is watching: a customer issue handed to the Order Desk, or a supplier ask that has gone two workdays without a reply, on a deal with no follow-up set. It wakes the agent that owns it (the Order Desk for orders) with the list and a suggested follow-up time, once a business day per item. It sends no email.

Show me what it would find

Lists what is open with no follow-up right now. Nobody is woken. Works while it is off.

When a new online order lands with rolled flooring on it and the customer never ran the roll calculator, Abby emails ryan@blueskyfitsupply.com straight away naming the order, the customer and the lines with no cut lengths. One email per order, and it stops as soon as the lengths are saved on the deal’s Fulfillment card. Nothing is written to the deal, no supplier is told, and the customer is never emailed.

Offline deals are left alone on purpose: a rep types the cut lengths in by hand there, so a missing layout is not a mistake. The purchase-order button already stops and asks on any deal with rolls and no lengths — this only moves the discovery to the front.

Ryan is always on it. This email names a customer and what they bought, so only blueskyfitsupply.com addresses are accepted.

Show me what it would say

Type an online order reference. This reads the order and renders the email without sending anything and without marking the order as told — it works while the switch is off.

Agents end a Suggestion with a line naming who needs the new capability the moment it ships, for example Launch grants: AIOPS + Onyx. When a build session marks that card Built it, the capability it names can be switched on for those agents automatically, so the ping and the action happen in the same turn instead of waiting for you to flip a second switch.

Read this before arming it. The list of agents comes from the agent's own suggestion. The capability never does — only the session that did the building names that, and it must already exist in the capability registry. Off is the shipped default: a close records exactly what would be granted and the Suggestions tab shows a Grant these button, so nothing widens without a click from you.

When a rep emails orders@ asking for samples and the request reaches ECORE's samples desk for real, Abby replies on that same thread to say so. Two shapes: if Abby had asked them something and they answered, “Thanks, John,” then “The samples have been ordered with ECORE.” If nothing was ever asked, “Hi John,” then “The samples have been ordered. Thanks!”

It goes once per request, on the live send only — never on a preview, never on a test, and never while a request is still sitting in the agent's hold queue where it can still be pulled back. No customer is emailed.

When Abby asks samples@ecoreintl.com for a box and nothing comes back, she follows up on the same thread. Two nudges and no more: the first is a light “did this reach you?”, and the second copies ryan@ and says no tracking has arrived. Three different wordings exist for each, picked per deal, so ECORE is never read the same sentence twice.

It stops the moment ECORE replies at all, the moment a tracking number is matched to the deal, or if the deal is cancelled. The wait is counted in Denver workdays with weekends and US federal holidays taken out, so Christmas week costs the ladder a day rather than earning them a nudge.

Before any nudge goes out it checks three things: nothing on the deal, nothing sitting in the samples review queue for this request, and nobody but us on the request's own thread in the orders@ mailbox. That last one is asked of the mailbox directly, so it still holds when a reply arrives that we cannot match to a deal automatically.

Report only is on until you turn it off, so ticking the box above does not by itself email a supplier. A request that gets reported is not counted as nudged — it still gets its follow-up once you switch this off.

When a purchase order goes to a supplier and no acknowledgement comes back, Abby follows up as a reply-all on the PO's own thread, from whichever mailbox sent it. Three nudges and no more, each signed like the PO was: the first is a light “could you confirm this was received?”, the second a quick check-in, and the third says a person will reach out and copies the address below so you can step in. After that Elon is woken once. There is never a fourth email.

Every PO enrols the moment it is sent, on online orders and quoted deals alike. It stops the moment the supplier confirms the PO, the moment a ship date, tracking or an ETA is recorded for them, if the PO is voided, or if the order is cancelled. Claude reads each reply once (the model is set under Admin: Email Judgments): an SO or order number, a “thanks, got it”, an invoice, a ship date or tracking counts as a confirmation; a question such as “what is the ship-to address?” does not, and the deal feed says so. If Claude cannot be reached, the reminders keep running. An out-of-office does not count as a reply. The wait is counted in Denver workdays with weekends and US federal holidays taken out, at an off-the-hour minute inside the supplier send window.

Turning this on covers POs sent from now on. A PO that went out while the switch was off was never enrolled and is not picked up later. Each queued PO shows a ⚡ on its deal with the emails to come and a Stop, and the Stop below does the same from here.

Queued now

Closed on a reply that may not have been a confirmation

Until 2026-10-02 any reply from the supplier stopped the reminders, even a question. These POs were stopped that way in the last 60 days and still show no ship date, tracking or ETA. Re-arm picks the reminders up where they stopped; if Claude then reads the reply as a real confirmation, they stop again on their own.

When a reply lands in orders@, Microsoft notifies the worker, the message is matched to its deal (the ref in the subject, our own send in the same thread, or the supplier's order number), filed on the deal's feed with a reply kind (dims / rate / order-ack / unclear), and the agent is woken to read it. Nothing is saved from the reply, sent, or replied to.

On, a message that matches nothing still wakes the agent with its own words, so it must act, file it, or ask you one question. Out-of-office replies, our own outbound copies, drafts, the ECORE samples desk and Shopify's own order notices are still ignored. Nothing is filed or replied to either way; the message stays in the Inbox.

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Recent replies

When a supplier has answered a freight request with a rate on a deal, the purchase order can go out as a reply on that thread instead of a new email, so request → rate → PO reads as one conversation on their side. Only from Abby's mailbox; a weight/dims-only reply never counts.

Earn the switch first: open a PO whose supplier has a rate reply on file and press Send Test in the composer. The test copy replies on the real thread but goes to you alone, with a banner naming the conversation. If it looks right, turn this on.

Saving a supplier’s ready-by on the Deal Dashboard has never told the customer anything. With this on, it puts an ETA update to them on the Approvals tab once every supplier on that deal has answered. It is not a delay notice and it does not apologise: it reports the date, promises a tracking link, and says nothing about delivery.

It never sends by itself. Every one of these waits on Approvals until you press Release. A date that moves replaces the waiting copy with the corrected one and says what changed; the same date again queues nothing at all.

The Monday catch-up. At 2:44 PM Mountain on a Monday, after the ECORE screenshot pass, every open deal whose customer has not been told their current ready-by gets the same held update. That includes the backlog of deals stamped before this existed, so there is no separate list for anyone to maintain.

Still Approvals only. A first run over a long backlog takes the first 25 and reports how many are left; the following Monday takes the rest.

Test first (for the catch-up). While this is on, every ETA update that the ready-by door, the Monday sweep or an agent puts on Approvals also emails you one [TEST] of it, and an agent’s own queue waits for your approval with no timer. Nothing reaches a customer until you Release it on Approvals or reply send on the [TEST]. Turn it off once the catch-up reads clean.

Check with the deal owner on a long lead time. When a supplier’s ship date is more than the number of days below past the top of its usual lead time in the Vendor Guide (counted from the order date), Abby emails the deal owner first: shall I tell the customer, or will you? If they handle it, Abby skips that email. No answer in 2 business days and the update goes the usual way, with the owner copied. A supplier with no lead time in the Guide is listed on your morning digest instead.

When the automatic doors stay quiet. A first ETA update is skipped when the soonest ready date is already this close (the tracking notice is the better first touch), or when a pickup is already booked. Any update is skipped while the customer is in a live conversation on the deal (they wrote in, or a person replied to them; Abby’s automated notices do not count). A first update inside the catch-up window uses the short “only recently confirmed a ready-by date” wording instead of the standard opener. And once you Discard a held update, the same dates are not queued again.

Your own Queue and Send from the Deal Dashboard ignore all of this. 0 switches a rule off.

When a date moves. Measured from the date the customer was last told. A move of a day or two is not sent by an agent or the automatic doors; a few days more gets the lighter “quick heads-up” wording; anything bigger gets the standard update. Small moves still add up: a second small move is measured from the date they were told, not from the last one. 0 switches a rule off.

The “still on track” schedule. A customer who has already heard their ship date hears from us again even when nothing moved: a middle email once the gap below has passed since we last gave them a date (by any email from us), and one late email shortly before it ships, skipped when we emailed them very recently. A middle email that would land within a week of the late one is skipped. A date that moves by the “at once” number or more goes right away; a smaller move waits and goes with the next scheduled email. The Monday sweep puts it on Approvals like every other ETA update.

For a supplier whose costs are estimates, Onyx may put the cost from their quote on the deal line and update the catalog cost. A cost that comes in far above our estimate is still written, and you get one email about it. Which suppliers count is set on each supplier's Vendor Guide record ("Costs are estimates"), or in Product Rules.

When a customer pays an Adjust Order pay-link, Abby replies all on that same pay-link email to say the payment arrived and the order is being placed. The Order Desk sends it to you as a [TEST] first, and it goes to the customer when you reply Send. One reply per payment, never a new email thread: if the pay-link email cannot be found, the Order Desk asks you instead.

When a live Abby reply tells a customer a refund is coming, the deal gets a refund owed item and ryan@ is emailed once, then again each business morning at about 8:45 AM MT until Shopify shows the refund. It closes by itself once the money goes back, whoever refunds it.

Off: nothing is read, nothing is opened and nobody is emailed. An agent's refund door (refund.write) also needs this on.

For suppliers with no order portal (everyone but ECORE): when a supplier's ship date has gone by and we have no ready, pickup, shipped or tracking word and no email from them, Onyx is woken once a weekday at about 9 AM MT with the list and stages Abby's follow-up on the PO email. Every follow-up reaches you as a [TEST] first. No answer two workdays later brings one second follow-up; after that it goes on your morning digest and the chasing stops.

For your own email chains with orders@ copied (vendors, carriers, brokers, prospects; never order emails or a deal's thread): when we wrote last and the other side has not answered, Onyx is woken once a day at about 8:40 AM MT with the list and pings you in chat. A thread is listed again every week until they answer or you tell Onyx to stop. Out-of-office replies do not count as an answer. Nothing is emailed to anybody.

The three switches behind the review-request engine. Each one is read from the server when this page opens and saved on its own button. Turning one off stops that rail at its next step; nothing already sent is recalled.

Owner check-in (rep-built deals)

When a sold deal is delivered, Abby emails the deal owner the date she plans to ask the customer for a review (5 workdays after delivery, 15 for an install or flooring job), nudges once, and sends on that date unless the owner replies "no" or picks Don't send in the row's cog menu. Off: the deal still gets its cog-menu entry, but no email goes to the owner and no ask goes out by default.

The ask is counted from a recorded delivery only: a FedEx delivery scan, the customer's own email saying it arrived, or the deal owner replying "delivered" to Abby. With no delivery on record, Abby asks the owner that many days after the last ship date; no reply means no review ask. A recorded delivery problem (a failed attempt, a reschedule, a refusal, damage, a claim) holds the ask until the next delivery. Workdays are Denver weekdays, US federal holidays out.

ECORE care guide on the tracking email

When a shipment carries E-Cleaner, the customer's shipping notification gets the short care blurb and the ECORE Floor Care Guide PDF attached (E-Strip / E-Finish on the order add their pages). Once per order. Off: the tracking email goes bare and the fallback "send the guide" action stays manual.

Google review thank-you (five stars)

When a five-star Google review is matched to a deal, a short thank-you is queued to post on Google under Blue Sky Fitness Supply, at a random-looking minute inside the delay band below, inside customer hours only (weekdays 7am to 7pm Mountain), one per review. It sits on AI Agents until it posts, where it can be discarded; the deal feed shows it queued and posted. Under five stars nothing posts on its own: the agents draft and check with you. Off: five-star reviews wait for a person (or an agent holding the reply grant).

Counted from the moment the review is matched. Google is checked every fifteen minutes in customer hours, so a review left at 2pm is thanked within about two hours; one left at 9pm is thanked the next weekday morning.

Rep-quote follow-up ladder

Online orders get the initial ask and a threaded follow-up seven days later unless the customer replied. On: rep-built deals get the same two emails. Off: a rep-built deal gets the initial ask only. Lives on the review worker; the Reviews module's master switch is separate and stays where it is.

An agent cannot email anyone outside, reply to a customer, or send a truckload quote request on its own. What it can do is mail you a [TEST] carrying the exact words and naming who they are for. This one switch decides what your reply on any of those tests does. On: replying send, go, live, yes, approved or ok sends it, to the address the test named, exactly as you read it. no, discard, cancel, stop or hold drops it. A question, a “do not send”, an edit or a paragraph sends nothing and wakes the agent with your words. Every test kind reads this same switch, including ones built later.

Off is the state it ships in. With it off you still get every [TEST], it says in red that your reply will not send, and your reply wakes the agent instead: for a customer reply the agent queues it for your approval on the Approvals tab; for an outside email or a truckload request a person sends it. Turning this on never lets an agent send by itself; the only thing that sends is your own reply.

Pull back withdrawn tests. When an agent withdraws a [TEST], or sends a newer one that replaces it, the old one can no longer be sent either way. With this on, your copy also leaves your inbox and goes to Deleted Items, whether you have opened it or not, so a dead test is never mistaken for a live one. It is one drag away if you want it back. With it off, nothing reads your mailbox and the old test just stays where it is.

Deleting a test discards it. With this on, deleting a [TEST] from your inbox does the same as replying discard: it can no longer be sent, the deal feed says you deleted it, and the agent that wrote it is told. Only a test still waiting for your send counts; one you already released for a later time still goes out. Checked every 15 minutes. It can only ever stop an email, never send one.

File released tests. Once you reply send on a [TEST] and the real email goes out, your copy of that test moves out of your Inbox into Inbox > AI > TESTS. It is moved, never deleted, and only the test itself moves; nothing else in the thread is touched. If that folder is missing, nothing moves.

Addresses Abby must never write to. One address per line. Our own addresses are refused without being listed. An address here is refused when an agent drafts, and checked again at the moment you release a test, so adding one stops a test already sitting in your inbox. Leave it empty and any outside address your reply names is allowed.

Shared inboxes (greet as "Hi Team,"). One address per line. A new email Abby starts to one of these opens with "Hi Team," because several people work from it: a draft that greets a person by name is refused, and one with no greeting gets "Hi Team," added. Replies on an existing thread are not affected.

Mail you are keeping in orders@ on purpose — a reminder to yourself rather than a job somebody owes. Nobody is woken about it and it never joins the AI agents' to-do queue. It is not filed and not hidden: it stays in the inbox and still shows in Admin: Order Mail Filing → Still in the inbox, marked as parked.

Order references, separated by commas. Every message about that order is parked.

Email addresses, separated by commas — for somebody whose mail is always a reminder rather than a job, whatever order it lands on.

Parked right now

What those lists are actually catching. Check it after an edit — an entry that is catching more mail than you meant is only visible here.

Single messages kept in the inbox

For one message you are keeping as a reminder when it names no order and comes from an address other people also send from. Only that message goes quiet; the next one from the same address still counts as work.

orders@ should hold only mail that still needs the desk. When the work an email asked for is finished, the worker moves it into the deal's folder and leaves one Auto-filed line on the Deal Feed. The five triggers: you or the rep already on the thread (the desk absorbs it quietly); a supplier's weight, dims or rate answer once the freight cost is saved or the quote goes out; your own BOL on a load that is booked; a message Abby answered; and the Shopify "Order placed" notice once the PO went or the site-buy was marked.

Nothing is deleted. Put an order's mail back (under Admin: Order Mail Filing) undoes any move. A message the worker could not move leaves a line on the deal saying why.

Still in the inbox with nothing pending

What the weekday 8 AM MT sweep would list right now: mail older than four business hours whose deal has no open work row, no unanswered supplier ask, no reply Abby is waiting on and no "kept in Inbox" note. Reading this moves nothing and wakes nobody.

Paperwork we send over and over — a tax exemption certificate, a W-9, a certificate of insurance. Once a document is here, Abby can attach it to a reply by name instead of somebody digging out the file. AI agents can attach these; only you can put one here or take one away.

A few of these are ones we fill in — the ECORE shade waiver goes back signed with a PO number and a date on it. Those say so below, and Show me a filled copy opens one with a made-up PO number so you can check the typing still lands on the right line. Nothing is sent and nothing is saved.

On the shelf

Add or replace one

PDF, Word, JPG or PNG, up to 3 MB. Uploading under a name that is already on the shelf replaces it — which is how you put a newer certificate out there.

What an agent types to ask for it. Lower case, dashes instead of spaces.

Shown to whoever is about to attach it. Say plainly where it does not apply.

The file name is what the recipient sees, so name it the way you would want it to arrive.

When a customer has already replied to one of Abby's emails about an order, her tracking notice goes back on that same thread. This decides whether the other people on that thread — a partner, a facilities manager, whoever the customer looped in — stay on it, or are dropped so only the customer is written to. Our own mailboxes are removed either way.

Off means today's behaviour, unchanged: the customer and our own CC list only.

A ceiling, not a target. A thread that has collected a crowd over four months is not one to reply-all onto without somebody looking first.

This affects the tracking notice and nothing else — not the balance chases, not the invoice, not a cancellation reply. There is no preview: the wider recipient list only exists once the reply is built, so the first proof is the CC line on the next real tracking email.

When an online order goes on the payment verification hold, Abby emails the customer about 20 minutes later for a photo of the card front (last four digits only) next to a photo ID, who receives the delivery, and the best phone number. Any reply wakes the Order Desk and is read for you; the Payment check card on the deal shows what came back.

When a customer who already has an open deal submits again, this decides who it goes to and what it becomes. They are matched on exact email or exact phone only — never company name and never shipping address, both of which were measured here and merge unrelated people (three unrelated households once keyed as one company; thirteen of fourteen same-street pairs turned out to be neighbours, not the same buyer).

Off means every submission goes back through the territory and capacity cascade, and one customer can end up with two reps. This is the switch to reach for if leads start landing somewhere you do not expect.

Absorb an identical repeat within

The same customer sending the same things again this soon is one order, not two: it is attached to the deal they already have, with a note on the feed, and no new reference, no capacity slot and no second email. Two real sample checkouts two and a half minutes apart are what this was built for. 0 turns it off and every repeat becomes its own deal. A lead a rep typed in themselves is never absorbed.

Count a repeat as the same deal for

Inside this window a repeat still gets its own reference and is grouped with the first deal, but it does not take a second slot of the rep's capacity. Past it, it is a genuinely new deal for the same customer and does. 14 days is measured, not guessed: of twenty-one repeat submissions over a year, eleven came within an hour and four at seven to fourteen days, with nothing at all between fourteen and thirty.

A Cold pill appears above the board with those deals on it. Nothing is reassigned, nobody is emailed — it is a list, and the Reassign button on the deal is still the only thing that moves one. It skips anything with a hold or a follow-up on it, because a timer is a decision, not neglect, and Money Moves already rings for those. 60 days is a judgement, not a measurement — unlike the fourteen above. Every window from thirty to ninety gives a workable list here (55, 43, 33 and 17 deals respectively), so the number is yours to pick; the board's history only reaches back four months, so nothing beyond ninety days can be told apart from “as old as our records” yet.

Click a person, then click states to assign. Territories are independent per role — a state can be assigned to both a TSM and a CFA.

Reps are auto-locked after 11 deletions per day (admins exempt). Reps flagged at 6+ appear in the daily anomaly email but aren't blocked. Counters reset at UTC midnight.