Initial commit: LetsBe Biz project with openclaw source
Co-Authored-By: Claude Opus 4.6 <noreply@anthropic.com>
This commit is contained in:
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docs/product/LetsBe_Biz_Founding_Member_Program.md
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docs/product/LetsBe_Biz_Founding_Member_Program.md
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# LetsBe Biz — Founding Member Program Spec
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> **Version:** 1.0
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> **Date:** February 26, 2026
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> **Owner:** Matt Ciaccio (matt@letsbe.solutions)
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> **Companion docs:** Pricing Model v2.2, Website Copy v1.0, GTM Strategy v1.0
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> **Decision ref:** Foundation Document Decision #34
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---
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## 1. Program Overview
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The Founding Member Program is a limited offer for the first 100 LetsBe Biz customers. Founding members receive 2× their tier's standard AI token allocation for 12 months at no additional cost. The program serves three purposes: reward early adopters who take a bet on an unproven product, generate critical feedback during the beta period, and build a base of engaged users who have a stake in the product's success.
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**Program name:** "Double the AI"
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**Cap:** 100 founding members
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**Duration:** 12 months from each member's signup date
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**Status:** Opens at paid beta launch (March 2026)
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---
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## 2. Eligibility
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### Who Qualifies
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- Any customer who signs up and pays for a LetsBe Biz subscription while founding member spots remain available
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- All four tiers (Lite, Build, Scale, Enterprise) are eligible
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- No geographic restrictions — available globally
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- No industry or company-size restrictions
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### Who Does Not Qualify
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- Customers who sign up after all 100 spots are claimed
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- Customers who receive a refund under the 14-day guarantee (spot is forfeited — see Section 5)
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- Internal/test accounts
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### How Spots Are Counted
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- A spot is claimed when a customer completes their first payment (not at signup, not at server provisioning)
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- Each paying account = one spot, regardless of how many users are on the account
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- Spots are numbered sequentially (#1 through #100) and tracked in the system
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---
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## 3. Benefits
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### 3.1 Core Benefit: 2× AI Tokens
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| Tier | Standard tokens/mo | Founding member tokens/mo |
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|------|-------------------|--------------------------|
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| Lite (€29) | ~8M | **~16M** |
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| Build (€45) | ~15M | **~30M** |
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| Scale (€75) | ~25M | **~50M** |
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| Enterprise (€109) | ~40M | **~80M** |
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The 2× multiplier is applied automatically at the platform level. Founding members see their full allocation in their dashboard — no codes, no manual activation.
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### 3.2 Direct Founder Access
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Founding members get a direct communication channel to Matt (founder) for the duration of their membership. This is not a support ticket — it's a conversation.
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**Implementation:** Dedicated email thread, or a shared Slack/chat channel if volume warrants it. The specific channel may evolve, but the commitment is direct, personal access.
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**Scope:** Product feedback, feature requests, bug reports, general questions. Not 24/7 on-call support — but significantly faster and more personal than standard support.
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### 3.3 Roadmap Influence
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Founding members participate in product direction through periodic surveys and direct feedback. Their input is weighted more heavily in prioritization decisions during the founding period.
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**No formal voting system at launch.** Keep it lightweight — Matt collects feedback, synthesizes it, and shares what's being prioritized and why. Formalize only if the group grows large enough to need structure.
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### 3.4 Founding Member Badge
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A permanent in-product indicator that the account is a founding member. This persists even after the 12-month benefit period ends — it's a permanent recognition of being early.
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**Implementation:** A badge or label on the user's profile/account page. Simple — don't over-engineer this.
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### 3.5 Referral Bonus
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Founding members who refer new paying customers receive additional months of 2× tokens.
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| Referrals | Bonus |
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|-----------|-------|
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| 1 referred customer signs up | +1 month of 2× tokens |
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| 2 referred customers | +2 months |
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| 3 referred customers | +3 months |
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| ... | ... |
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| **Maximum** | **+6 months** (18 months total of 2× tokens) |
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**Rules:**
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- The referred customer must complete their first payment (same standard as spot-claiming)
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- The referred customer does NOT need to be a founding member themselves — they can sign up after the 100 cap is reached
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- Referral tracking: each founding member gets a unique referral link or code
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- Bonus months are added to the end of the founding period (so a member who signed up in March with 2 referrals gets 2× tokens through May of the following year instead of March)
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- The referred customer receives no special benefit from being referred (unless a separate referral program is introduced later)
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---
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## 4. Pricing & Billing
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### 4.1 Pricing
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Founding members pay standard tier pricing. There is no discount, surcharge, or special rate.
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| Tier | Monthly price |
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|------|--------------|
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| Lite | €29 |
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| Build | €45 |
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| Scale | €75 |
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| Enterprise | €109 |
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This is intentional. The value proposition is "more product for the same price," not "same product for less money." This preserves pricing integrity and avoids the expectation of ongoing discounts.
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### 4.2 Billing Cycle
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- Monthly billing only (no annual option at launch)
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- First charge at signup
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- Subsequent charges on the same date each month
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### 4.3 Tier Changes
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Founding members can upgrade or downgrade their tier at any time. The 2× multiplier applies to whatever tier they're on — it follows the account, not the tier.
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- **Upgrade:** Prorated charge for the remainder of the billing cycle. 2× applies to the new tier immediately.
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- **Downgrade:** Takes effect at the next billing cycle. 2× applies to the new (lower) tier.
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### 4.4 Overage Tokens
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If a founding member exceeds their 2× allocation, overage tokens are available at the same cost-based rates as standard customers. The 2× multiplier does not apply to overage purchases — only to the included monthly allocation.
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---
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## 5. Cancellation, Refunds & Reinstatement
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### 5.1 The 14-Day Guarantee
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All customers, including founding members, are covered by a 14-day money-back guarantee from their first payment date.
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**If a founding member requests a refund within 14 days:**
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- Full refund is issued
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- Their founding member spot is **forfeited** and returned to the pool
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- The spot becomes available for the next customer
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- The forfeited member can re-sign up, but only if spots are still available — they go to the back of the line
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### 5.2 Cancellation After 14 Days
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**Use-it-or-lose-it policy:** The 12-month founding member clock runs continuously from the signup date, regardless of subscription status.
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**If a founding member cancels after 14 days:**
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- No refund for the current billing period (standard policy)
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- Their founding member clock continues ticking
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- Their founding member spot is **not** returned to the pool — it's permanently theirs
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- If they resubscribe before the 12-month window expires, 2× tokens resume for the remaining months
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- If they resubscribe after the 12-month window has passed, they return at standard token allocations
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- The founding member badge remains permanently regardless
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**Example:** A member signs up March 1, cancels June 1, and resubscribes September 1. They have 6 months remaining (through March 1 of next year) of 2× tokens. The 3 months they were inactive are gone.
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### 5.3 Non-Payment / Failed Charges
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If a payment fails, standard retry logic applies (3 attempts over 7 days). If all attempts fail, the account is suspended. The founding member clock continues during suspension. If the member reactivates within their 12-month window, 2× tokens resume.
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---
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## 6. Program Lifecycle
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### 6.1 Opening
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The program opens when the paid beta launches (target: March 2026). Spots are available on a first-come, first-served basis. There is no waitlist for founding member spots — either spots are available or they're not.
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### 6.2 During the Program
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- The founding member counter is displayed publicly (website and/or in-product) showing how many spots remain
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- Matt sends periodic updates to founding members (product updates, feedback requests, roadmap previews)
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- Feedback channels remain active throughout the founding period
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### 6.3 Cap Reached (100 Members)
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When the 100th founding member signs up:
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- The founding member page updates to show "All founding member spots have been claimed"
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- The signup flow reverts to standard pricing only
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- Mentions of the founding member program are removed from the homepage and pricing page
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- The founding member page remains accessible (for existing members and as an archive) but no longer accepts new signups
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- No second batch of founding members is planned. If demand warrants it, a separate program with different terms may be created later.
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### 6.4 Month 12 Transition
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When a founding member's 12-month period expires:
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- Their token allocation reverts to the standard amount for their tier
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- An email is sent 30 days before expiration: "Your founding member benefit expires on [date]. Here's what changes."
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- A second email at expiration: "Your tokens have returned to standard. Everything else stays the same. Thank you for being a founding member."
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- The founding member badge remains permanently
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- Founder access channel may be scaled back depending on volume, but founding members retain priority support status
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### 6.5 Referral Extension
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Members who earned referral bonus months continue receiving 2× tokens past the standard 12-month mark. The same transition emails apply, adjusted for the extended end date.
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---
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## 7. Technical Implementation
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### 7.1 Data Model
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The following fields are needed on the customer/account record:
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| Field | Type | Description |
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|-------|------|-------------|
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| `isFoundingMember` | Boolean | Whether the account is a founding member |
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| `foundingMemberNumber` | Integer (1-100) | Sequential spot number |
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| `foundingMemberStartDate` | Date | Date first payment was completed |
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| `foundingMemberEndDate` | Date | Calculated: startDate + 12 months + referral bonus months |
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| `tokenMultiplier` | Integer | 2 during founding period, reverts to 1 after |
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| `referralCode` | String | Unique referral code/link for this member |
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| `referralCount` | Integer | Number of successful referrals |
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| `referralBonusMonths` | Integer | Extra months earned (max 6) |
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| `foundingMemberBadge` | Boolean | Permanent — true once, always true |
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### 7.2 Token Allocation Logic
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```
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if account.isFoundingMember AND today < account.foundingMemberEndDate:
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monthlyTokens = tier.standardTokens * account.tokenMultiplier
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else:
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monthlyTokens = tier.standardTokens
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```
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### 7.3 Referral Tracking
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- Each founding member gets a unique URL: `letsbe.biz/r/{code}`
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- When a referred visitor signs up and completes first payment, the referrer's `referralCount` increments and `referralBonusMonths` increases by 1 (capped at 6)
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- `foundingMemberEndDate` is recalculated accordingly
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- The referrer receives an email notification: "Someone you referred just signed up. You've earned an extra month of Double the AI."
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### 7.4 Counter
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A simple counter tracks the number of claimed founding member spots. Displayed on the website and updated in real time (or near-real-time).
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```
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spotsRemaining = 100 - count(accounts where isFoundingMember = true AND refundStatus != 'refunded_14day')
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```
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---
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## 8. Communication Plan
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### 8.1 Pre-Launch
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| When | What | Channel |
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|------|------|---------|
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| 2–3 weeks before beta | Tease the founding member program in LinkedIn posts | LinkedIn |
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| 1 week before beta | Email waitlist: "Founding member spots open next week" | Email |
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| Launch day | Full announcement across all channels | LinkedIn, Email, Reddit, Website |
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### 8.2 During the Program
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| When | What | Channel |
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|------|------|---------|
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| Every 25 spots claimed | Milestone update: "75 spots remaining" / "50 spots remaining" | LinkedIn, Email to waitlist |
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| Monthly | Product update to founding members | Email / Direct channel |
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| Quarterly | Feedback survey to founding members | Email |
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| 30 days before individual expiry | "Your founding member benefit expires soon" | Email |
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| At individual expiry | "Thank you — here's what stays the same" | Email |
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### 8.3 Program Close
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| When | What | Channel |
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|------|------|---------|
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| 100th member signs up | "All founding member spots are claimed" | Website, LinkedIn, Email |
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| Same day | Update website: remove FM CTAs from homepage/pricing | Website |
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---
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## 9. Financial Impact
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Summarized from Pricing Model v2.2, Section 8.
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### 9.1 Cost Per Founding Member
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The 2× multiplier means each founding member receives their standard token allocation for free as additional capacity. The marginal cost is the AI cost of those extra tokens.
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| Tier | Extra AI cost/month | Extra AI cost/year |
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|------|--------------------|--------------------|
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| Lite | €2.91 | €34.92 |
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| Build | €6.76 | €81.12 |
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| Scale | €13.46 | €161.52 |
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| Enterprise | €25.05 | €300.60 |
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### 9.2 Worst Case Scenario
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If all 100 founding members choose Enterprise: €300.60 × 100 = €30,060/year in extra AI costs.
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### 9.3 Realistic Scenario
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With a realistic tier distribution (20% Lite, 40% Build, 25% Scale, 15% Enterprise):
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| Tier | Members | Extra cost/year |
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|------|---------|----------------|
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| Lite | 20 | €698 |
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| Build | 40 | €3,245 |
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| Scale | 25 | €4,038 |
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| Enterprise | 15 | €4,509 |
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| **Total** | **100** | **€12,490/year** |
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**Effective CAC:** ~€125 per founding member per year. Given that these users provide feedback, testimonials, and referrals, this is excellent.
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### 9.4 Referral Bonus Cost
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Maximum referral exposure: if all 100 founding members max out referrals (+6 months each), that's 600 extra months of 2× tokens. With the realistic tier mix, that's approximately €6,245 in additional AI costs over 6 months. In practice, a 20–30% referral participation rate is more likely, putting the real cost at €1,200–1,900.
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### 9.5 Margin Impact
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All founding member tiers remain margin-positive even with 2× tokens:
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| Tier | Standard margin | Founding member margin |
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|------|----------------|----------------------|
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| Lite (€29) | 56.9% | 46.9% |
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| Build (€45) | 50.3% | 35.3% |
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| Scale (€75) | 49.4% | 31.4% |
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| Enterprise (€109) | 44.9% | 21.9% |
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No tier goes negative. The founding member program is a genuine investment with a quantifiable return, not a loss leader.
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---
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## 10. Open Questions
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| # | Question | Recommendation | Status |
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|---|----------|---------------|--------|
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| FM1 | Should founding members get early access to new features? | Yes — low cost, high perceived value | Open |
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| FM2 | Do we create a private founding member community (Slack/Discord)? | Start with email, add community if demand appears | Open |
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| FM3 | Should the founding member badge be visible to other users or only to the member? | Visible — social proof and status | Open |
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| FM4 | What happens if a founding member disputes a charge (chargeback)? | Treat as cancellation, forfeit spot | Open |
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| FM5 | Can founding member status be transferred to another account? | No — keeps it simple and prevents gaming | Open |
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---
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*This spec is the source of truth for all founding member program decisions. Update this document when open questions are resolved or program terms change.*
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473
docs/product/LetsBe_Biz_Onboarding_Flow.md
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473
docs/product/LetsBe_Biz_Onboarding_Flow.md
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# LetsBe Biz — Onboarding Flow Spec
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> **Version:** 1.1
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> **Date:** February 26, 2026
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> **Owner:** Matt Ciaccio (matt@letsbe.solutions)
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> **Companion docs:** Technical Architecture v1.2, Founding Member Program v1.0, Email Templates v1.0, Brand Guidelines v1.0
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---
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## 1. Overview
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### Goal
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Get a new customer from payment to their first AI-completed task in under 30 minutes. The aha moment is: **the AI completes a real task using their actual business data.** Everything in the onboarding flow builds toward that moment.
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### Design Principles
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- **Non-technical first.** Every step should work for someone who's never self-hosted anything. Technical users can skip ahead.
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- **Real, not demo.** The AI doesn't show a canned demo — it works with the customer's actual business info from the profile they provide.
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- **Progressive, not overwhelming.** Start with 6-8 core tools. Let them discover and activate the rest at their own pace.
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- **Skippable but guided.** Every step can be skipped, but the default path leads to value fast.
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### Structure
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The onboarding is a **hybrid** approach:
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1. **Setup Wizard** (Steps 1-4) — Linear, guided, gets them to the aha moment
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2. **Getting Started Checklist** — Persistent dashboard widget with remaining tasks, flexible order
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---
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## 2. Pre-Onboarding: Payment to Provisioning
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### What Happens
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1. Customer selects a plan on the pricing/founding member page
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2. Enters payment details (Stripe or similar)
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3. **Payment confirmed** → triggers server provisioning via a single Ansible run
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4. Customer sees a "Your server is being set up" page with:
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- Progress indicator (e.g., animated server icon building)
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- Estimated time: "Usually 10-25 minutes"
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- "We'll email you when it's ready — you can close this page"
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- Fun loading states (rotating tips about what they can do with LetsBe)
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5. **Server provisioned** → email sent (see Email Template O2)
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6. Customer clicks login link in email → lands on the Setup Wizard
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### What Provisioning Does (Behind the Scenes)
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A single Ansible run deploys everything at once to the fresh VPS. No staged provisioning — all components install in one pass. Key steps:
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1. **Base system** — Docker, Nginx reverse proxy, SSL certificates
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2. **Tool containers** — All 25+ containerized tools deployed with isolated Docker networks and fixed port assignments (`127.0.0.1:30XX`)
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3. **Credential generation** — `env_setup.sh` generates 50+ tool-specific credentials, API keys, and admin passwords, stored at `/opt/letsbe/env/credentials.env`
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4. **OpenClaw** — AI agent runtime installed and configured with agent personas (Dispatcher, IT Admin, Marketing, Secretary, Sales)
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5. **Safety Wrapper extension** — Installed at `~/.openclaw/extensions/letsbe-safety-wrapper/`, configured with Hub connectivity and tool access rules
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6. **Tool registry** — `tool-registry.json` generated from provisioned tools and credentials, describing every tool's API endpoint, auth type, and credential references
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7. **Skills & cheat sheets** — Master tool skill and per-tool reference documents deployed to agent workspaces
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||||
8. **Health checks** — Verify all containers are running, OpenClaw gateway responds, Safety Wrapper hooks are active, Hub connectivity confirmed
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Total time: 10-25 minutes depending on VPS provider and network speed. OpenClaw itself adds minimal overhead (~45-75 seconds with pre-baked base image).
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||||
### Data Collected at Checkout
|
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| Field | Required | Used For |
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|-------|----------|---------|
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||||
| Full name | Yes | Account, billing, AI personalization |
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||||
| Email address | Yes | Account, login, email hosting setup |
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||||
| Business name | Yes | Instance branding, AI context |
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||||
| Country | Yes | Billing, GDPR compliance |
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| Payment method | Yes | Billing |
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||||
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||||
Everything else is collected in the Setup Wizard, not at checkout. Keep the checkout flow short — more fields = more drop-off.
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||||
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||||
---
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||||
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||||
## 3. Setup Wizard (Steps 1-4)
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||||
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||||
The wizard appears on first login. It's a full-screen, step-by-step flow with a progress bar. Each step has a "Skip for now" option. Estimated total time: 5-10 minutes.
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||||
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||||
### Step 1: Your Business Profile
|
||||
|
||||
**Headline:** "Tell us about your business"
|
||||
**Subtext:** "This helps us customize your server and gives your AI the context it needs to be useful from day one."
|
||||
|
||||
**Structured fields:**
|
||||
|
||||
| Field | Type | Required | Example |
|
||||
|-------|------|----------|---------|
|
||||
| Business name | Text | Yes (pre-filled from checkout) | "Bright Spark Consulting" |
|
||||
| Industry | Dropdown | Yes | Marketing, Consulting, Design, Tech, eCommerce, Other |
|
||||
| Team size | Radio | Yes | Just me / 2-5 / 6-10 / 11+ |
|
||||
| Website | URL | No | brightsparkco.com |
|
||||
| Primary role | Dropdown | No | Founder, Freelancer, Manager, Developer, Other |
|
||||
|
||||
**Freeform bio:**
|
||||
|
||||
| Field | Type | Required | Max length |
|
||||
|-------|------|----------|------------|
|
||||
| Business bio | Textarea | No | 500 chars |
|
||||
|
||||
**Placeholder text:** "Tell your AI about your business in a few sentences. What do you do? Who are your customers? What's your biggest challenge right now?"
|
||||
|
||||
**Example:** "We're a 3-person marketing consultancy specializing in B2B SaaS companies. We handle content strategy, email campaigns, and social media management. Our biggest challenge is keeping track of client communications across too many tools."
|
||||
|
||||
**What this data does:**
|
||||
- Business name → brands the dashboard, email templates, invoices
|
||||
- Industry + team size → sets default tool recommendations
|
||||
- Bio → fed to the AI agent as persistent context, so it understands the business from the first interaction
|
||||
|
||||
**[Button: Next →]** / **[Link: Skip for now]**
|
||||
|
||||
---
|
||||
|
||||
### Step 2: Your Domain & Email
|
||||
|
||||
**Headline:** "Set up your domain"
|
||||
**Subtext:** "Connect your domain for branded email (you@yourbusiness.com) and a custom dashboard URL."
|
||||
|
||||
**Two paths:**
|
||||
|
||||
**Path A: "I have a domain"**
|
||||
- Enter domain name
|
||||
- Instructions to add DNS records (MX, SPF, DKIM, DMARC)
|
||||
- Verification check (can be async — "We'll notify you when it's verified")
|
||||
- Email hosting configured on Stalwart Mail
|
||||
|
||||
**Path B: "I need a domain" / "I'll do this later"**
|
||||
- Option to register a domain through LetsBe (if offered) or use a default subdomain (username.letsbe.biz)
|
||||
- Default email: username@letsbe.biz (functional but not branded)
|
||||
- Can add custom domain anytime from settings
|
||||
|
||||
**Important:** DNS propagation takes time. Don't block the wizard on verification. Let them proceed with a default subdomain and switch later when DNS is verified.
|
||||
|
||||
**[Button: Next →]** / **[Link: I'll set this up later]**
|
||||
|
||||
---
|
||||
|
||||
### Step 3: Choose Your Tools
|
||||
|
||||
**Headline:** "Pick your starter tools"
|
||||
**Subtext:** "We recommend starting with these essentials. You can activate more tools anytime from the Tool Catalog."
|
||||
|
||||
**Pre-selected (recommended starter pack):**
|
||||
|
||||
| Tool | Why it's in the starter pack |
|
||||
|------|---------------------------|
|
||||
| **CRM** | Central to most business operations |
|
||||
| **Email** | Everyone needs email |
|
||||
| **Files** | File storage is universal |
|
||||
| **Projects** | Task and project management |
|
||||
| **Calendar** | Scheduling and time management |
|
||||
| **AI Agents** | The core differentiator — always on |
|
||||
|
||||
**Additional tools grid** (checkboxes, unselected by default):
|
||||
|
||||
Each tool card shows: icon, name, one-line description, subdomain preview (e.g., crm.yourbiz.letsbe.biz).
|
||||
|
||||
Categories to organize the grid:
|
||||
- **Communication:** Email Marketing, Chat, Forms & Surveys
|
||||
- **Finance:** Invoicing, Time Tracking, Expenses
|
||||
- **Content:** Notes & Wiki, Website Builder, Document Editor
|
||||
- **Automation:** Workflow Automation, Analytics, Integrations
|
||||
- **More:** (any additional tools)
|
||||
|
||||
**Behavior:**
|
||||
- Starter pack tools are pre-checked but can be unchecked
|
||||
- Users can check as many additional tools as they want
|
||||
- Unchecked tools aren't hidden — they go to the Tool Catalog on the dashboard where they can be activated later
|
||||
- AI Agents cannot be unchecked (it's the core product)
|
||||
|
||||
**[Button: Set Up My Server →]** / **[Link: Just give me everything]** (activates all tools)
|
||||
|
||||
---
|
||||
|
||||
### Step 4: Meet Your AI
|
||||
|
||||
**Headline:** "Meet your AI team."
|
||||
**Subtext:** "This is the part that makes LetsBe different. Your AI doesn't just talk — it works."
|
||||
|
||||
**The guided demo:**
|
||||
|
||||
This step is interactive. The AI greets the user and walks them through a real task.
|
||||
|
||||
**Flow:**
|
||||
|
||||
1. **AI introduction:**
|
||||
> "Hey [First Name] — I'm your AI team. I have access to every tool on your server, and I can take real action: send emails, update your CRM, manage projects, and more. Let me show you."
|
||||
|
||||
2. **Prompt:** "Give me a real task to do. Here are some ideas:"
|
||||
- "Draft a follow-up email to a client"
|
||||
- "Create a project for [something I'm working on]"
|
||||
- "Set up a contact in my CRM"
|
||||
- Or type your own task
|
||||
|
||||
3. **AI executes the task** in real time, showing which tools it's accessing:
|
||||
> "Creating a new contact in your CRM... Done. ✓"
|
||||
> "Drafting a follow-up email... Here's what I wrote:"
|
||||
> [Shows draft]
|
||||
> "Want me to send this, edit it, or save it as a draft?"
|
||||
|
||||
4. **User responds** — send, edit, or save.
|
||||
|
||||
5. **AI closes:**
|
||||
> "That's the idea. I can do this across all your tools — CRM, email, projects, files, invoicing, and more. Just ask. You can find me in the AI panel in your sidebar, or use the keyboard shortcut [Cmd/Ctrl + K]."
|
||||
|
||||
**If the user skips the bio in Step 1**, the AI adapts:
|
||||
> "I don't know much about your business yet. Want to tell me a bit about what you do? That way I can be more useful from the start."
|
||||
|
||||
**Fallback if no tools are populated yet** (no contacts, no projects):
|
||||
> "Your tools are empty right now — let's fix that. Want me to create a sample project to show you how things work? Or import some contacts?"
|
||||
|
||||
**[Button: Go to My Dashboard →]**
|
||||
|
||||
---
|
||||
|
||||
## 4. Getting Started Checklist
|
||||
|
||||
After the wizard completes, a persistent "Getting Started" widget appears on the dashboard. It stays visible until dismissed or all tasks are completed.
|
||||
|
||||
### Checklist Items
|
||||
|
||||
| # | Task | Description | Skippable | Depends on |
|
||||
|---|------|-------------|-----------|-----------|
|
||||
| 1 | ✅ Set up business profile | Completed in wizard | — | — |
|
||||
| 2 | ✅ Choose your tools | Completed in wizard | — | — |
|
||||
| 3 | ✅ Complete your first AI task | Completed in wizard | — | — |
|
||||
| 4 | Connect your domain | Add DNS records for branded email | Yes | Step 2 (if skipped) |
|
||||
| 5 | Import your data | Connect Google, sync email via IMAP, or upload a CSV | Yes | — |
|
||||
| 6 | Set up your first automation | Create a workflow that connects two or more tools | Yes | — |
|
||||
| 7 | Schedule a morning briefing | Configure your daily AI briefing | Yes | — |
|
||||
| 8 | Invite a team member | Add a colleague to your server (if team size > 1) | Yes | — |
|
||||
| 9 | Explore the Tool Catalog | Browse and activate additional tools | Yes | — |
|
||||
|
||||
### Checklist Design
|
||||
|
||||
- Persistent card on the dashboard — top of page or sidebar, visible but not blocking
|
||||
- Progress bar: "4 of 9 complete"
|
||||
- Each task: checkbox + title + one-line description + "Do this →" link
|
||||
- Completed tasks show a checkmark and are greyed out
|
||||
- "Dismiss checklist" option after 5+ tasks completed (or after 7 days)
|
||||
- If dismissed, accessible from Settings > Getting Started
|
||||
|
||||
---
|
||||
|
||||
## 5. Data Import & Integrations
|
||||
|
||||
### Import Options at Launch
|
||||
|
||||
LetsBe leverages OpenClaw's existing integration capabilities, which means the data import story is stronger than a typical V1. Three import methods are available from day one:
|
||||
|
||||
#### 5.1 CSV Import
|
||||
|
||||
**Location:** CRM → Import → Upload CSV
|
||||
|
||||
**Flow:**
|
||||
|
||||
1. **Upload:** Drag-and-drop or file picker for .csv file
|
||||
2. **Preview:** Show first 5 rows of the file
|
||||
3. **Column mapping:** Auto-detect common headers (Name, Email, Phone, Company). For unrecognized columns, dropdown to map to CRM fields or skip.
|
||||
4. **Duplicate handling:** Option to skip duplicates (by email) or update existing
|
||||
5. **Import:** Progress bar, count of imported/skipped/errored records
|
||||
6. **Done:** "X contacts imported. [View in CRM →]"
|
||||
|
||||
**Use case:** Universal fallback — every CRM and spreadsheet can export CSV.
|
||||
|
||||
#### 5.2 Google Integration (via `gog` CLI in OpenClaw)
|
||||
|
||||
**Prerequisite:** Google integration tool installed on the server (offered during tool selection in Step 3).
|
||||
|
||||
**How it works:** OpenClaw uses the `gog` CLI binary to interact with Google APIs. The AI agent calls `gog` commands via the `exec` tool — there's no separate Google container. OAuth tokens are stored locally on the tenant VPS.
|
||||
|
||||
**Capabilities:**
|
||||
- Google Contacts sync → CRM
|
||||
- Google Calendar sync → Calendar
|
||||
- Google Drive access → Files
|
||||
- Gmail read access → AI context for email-related tasks
|
||||
|
||||
**Onboarding flow:**
|
||||
1. User clicks "Connect Google Account"
|
||||
2. OAuth flow → user authorizes specific scopes (this is a headless OAuth challenge — the user completes it in their browser, and the token is stored on their VPS)
|
||||
3. Initial sync begins (contacts, calendar events)
|
||||
4. Progress shown: "Syncing X contacts, Y calendar events..."
|
||||
5. Done: "Your Google data is connected. Your AI can now reference your contacts and calendar."
|
||||
|
||||
**Important:** This is a read-and-sync flow, not a migration. Google remains the source for existing data; LetsBe syncs a copy. New data created in LetsBe stays in LetsBe unless the user sets up a two-way sync.
|
||||
|
||||
**Open challenge:** OAuth in a headless container requires a device-code or redirect-based flow that the user completes in their own browser. The exact UX for this needs to be designed — likely a "Connect Google" button in the dashboard that initiates the flow and captures the token.
|
||||
|
||||
#### 5.3 IMAP Email Import (via `himalaya` CLI in OpenClaw)
|
||||
|
||||
**Prerequisite:** `himalaya` CLI binary available on the tenant server (installed during provisioning).
|
||||
|
||||
**How it works:** OpenClaw uses the `himalaya` CLI binary to connect to any IMAP server. The AI agent calls `himalaya` commands via the `exec` tool to read, search, and manage email. No separate email container needed for import.
|
||||
|
||||
**Capabilities:**
|
||||
- Connect any existing email account (Gmail, Outlook, Yahoo, custom IMAP) to LetsBe
|
||||
- AI agents can read and reference existing email history
|
||||
- Enables "draft a follow-up based on my last conversation" from day one
|
||||
|
||||
**Onboarding flow:**
|
||||
1. User clicks "Connect Existing Email"
|
||||
2. Enter IMAP server, email, password (or OAuth for Gmail/Outlook)
|
||||
3. Connection test → success/failure with clear error messages
|
||||
4. Choose what to sync: "Last 30 days" / "Last 90 days" / "Everything"
|
||||
5. Sync begins in background
|
||||
6. Done: "Your email history is connected. Your AI can now reference your past conversations."
|
||||
|
||||
**Note:** This doesn't replace the Stalwart Mail email hosting — it supplements it. Users can run their new branded email on LetsBe while still accessing their old email history through IMAP.
|
||||
|
||||
### Integration Catalog
|
||||
|
||||
Since OpenClaw provides integration capabilities beyond Google and IMAP, the Tool Catalog (Section 6) should include an **Integrations** category:
|
||||
|
||||
| Integration | Source | Description |
|
||||
|------------|--------|-------------|
|
||||
| Google Workspace | OpenClaw | Contacts, Calendar, Drive, Gmail |
|
||||
| IMAP Email | OpenClaw (Himalaya) | Connect any email account for AI context |
|
||||
| *Future: Microsoft 365* | OpenClaw / custom | Outlook, OneDrive, Teams |
|
||||
| *Future: Notion import* | Custom | Page and database import |
|
||||
| *Future: HubSpot import* | Custom | Contact and deal migration |
|
||||
|
||||
### What's NOT in V1 (Deferred)
|
||||
|
||||
- Two-way sync with Google (write-back to Google from LetsBe)
|
||||
- Microsoft 365 / Outlook integration
|
||||
- Direct CRM-to-CRM migration tools (HubSpot, Salesforce export)
|
||||
- ClawHub marketplace integrations (evaluate post-beta based on user demand)
|
||||
|
||||
---
|
||||
|
||||
## 6. Tool Catalog
|
||||
|
||||
The Tool Catalog is the "app store" for tools on the user's server. All tools are included in their plan — activating them is free.
|
||||
|
||||
### Catalog Design
|
||||
|
||||
**Location:** Dashboard sidebar → "Tool Catalog" or gear icon
|
||||
|
||||
**Each tool card shows:**
|
||||
- Tool icon
|
||||
- Tool name
|
||||
- One-line description
|
||||
- Category tag
|
||||
- Status: "Active" (green) or "Available" (neutral)
|
||||
- "Activate" button (for inactive tools) or "Open" button (for active)
|
||||
- Subdomain preview: tool.yourdomain.com
|
||||
|
||||
**Categories:**
|
||||
- Essentials (CRM, Email, Files, Projects, Calendar)
|
||||
- Communication (Email Marketing, Chat, Forms)
|
||||
- Finance (Invoicing, Time Tracking, Expenses)
|
||||
- Content (Notes, Wiki, Website Builder)
|
||||
- Automation (Workflows, Analytics, AI Agents)
|
||||
|
||||
**Activating a tool:** One click. The tool's Docker container starts on their server (takes 10-30 seconds), gets its own isolated network, and is added to the AI's tool registry so agents can access it immediately. No additional configuration needed for basic use.
|
||||
|
||||
**Deactivating a tool:** Available from the tool's settings. Data is preserved but the service stops. Can be reactivated anytime.
|
||||
|
||||
---
|
||||
|
||||
## 7. AI-Assisted Help During Onboarding
|
||||
|
||||
### How It Works
|
||||
|
||||
The AI agent doubles as onboarding support. During the first 7 days, the AI proactively offers help based on context:
|
||||
|
||||
**Contextual prompts:**
|
||||
- User opens CRM for the first time → AI suggests: "Want me to help you import contacts or set up your first deal pipeline?"
|
||||
- User opens Email Marketing → AI suggests: "I can help you create your first subscriber list and draft a welcome email."
|
||||
- User seems inactive for 3+ days → AI sends a dashboard notification: "Haven't seen you in a while. Want to pick up where we left off?"
|
||||
|
||||
### Escalation to Matt
|
||||
|
||||
If the AI can't resolve a question or the user expresses frustration:
|
||||
- AI responds: "I'm not sure about that one. Let me connect you with Matt — he'll get back to you within a few hours."
|
||||
- Creates a support ticket / sends notification to Matt with context (what the user asked, what tools they're using, where they are in onboarding)
|
||||
- User sees: "Matt has been notified and will reach out shortly. In the meantime, here's [relevant help link]."
|
||||
|
||||
For white-glove founding members (first 10-20), Matt may proactively reach out on Day 1 via email regardless.
|
||||
|
||||
---
|
||||
|
||||
## 8. Onboarding Metrics
|
||||
|
||||
### What to Track
|
||||
|
||||
| Metric | Target | Why It Matters |
|
||||
|--------|--------|---------------|
|
||||
| Wizard completion rate | >70% | Are people finishing the setup? |
|
||||
| Time to first AI task | <30 min from payment | Speed to aha moment |
|
||||
| Step 1 (profile) completion | >80% | Bio quality affects AI usefulness |
|
||||
| Step 2 (domain) completion | >40% | Expected lower — DNS is a barrier |
|
||||
| Step 3 (tools) completion | >90% | Should be easy — just checkboxes |
|
||||
| Step 4 (AI demo) completion | >60% | The aha moment — critical |
|
||||
| Contacts imported (Day 7) | >30% of users | CRM populated = stickier product |
|
||||
| Checklist tasks completed (Day 7) | >5 of 9 | Engagement depth |
|
||||
| 7-day retention | >80% | Are they coming back? |
|
||||
| 30-day retention | >60% | Are they staying? |
|
||||
|
||||
### Drop-Off Alerts
|
||||
|
||||
If a user drops off at any step:
|
||||
- **During wizard:** Follow up with Email O3-O4 (onboarding drip) within 24 hours
|
||||
- **After wizard but no AI task:** AI sends a dashboard notification on next login
|
||||
- **No login after 3 days:** Email check-in (O5)
|
||||
- **No login after 7 days:** Personal email from Matt for founding members
|
||||
|
||||
---
|
||||
|
||||
## 9. Onboarding Emails Integration
|
||||
|
||||
The email onboarding sequence (from Email Templates v1.0) maps to the product onboarding as follows:
|
||||
|
||||
| Email | Timing | Product State |
|
||||
|-------|--------|--------------|
|
||||
| O1: Welcome | Immediately after payment | Provisioning in progress |
|
||||
| O2: Server is live | Server provisioned (~10-25 min) | Login available, wizard starts |
|
||||
| O3: First AI agent | Day 1 | Post-wizard, reinforces Step 4 |
|
||||
| O4: Three things to try | Day 3 | Maps to checklist items 5, 6, 7 |
|
||||
| O5: Check-in | Day 7 | Feedback collection |
|
||||
| O6: Power user tips | Day 14 | Deepening engagement |
|
||||
|
||||
Emails and in-product onboarding should complement, not duplicate. If a user already completed a task in-product, the corresponding email should acknowledge that (conditional content).
|
||||
|
||||
---
|
||||
|
||||
## 10. Edge Cases
|
||||
|
||||
| Scenario | Handling |
|
||||
|----------|---------|
|
||||
| User closes browser during provisioning | Email notification when ready (O2). Login link works whenever they return. |
|
||||
| DNS verification fails | Dashboard notification with troubleshooting steps. Offer to keep using default subdomain. |
|
||||
| CSV import has errors | Show which rows failed and why. Allow re-upload of corrected file. Don't lose the successful rows. |
|
||||
| User activates all 25+ tools | Warn that this uses more server resources. If on Lite tier, suggest Resource Server upgrade. |
|
||||
| User skips entire wizard | Checklist shows all 9 items as incomplete. AI proactively offers help on first dashboard visit. |
|
||||
| Team member invited before domain is set up | Team member gets an invite to the default subdomain. Can switch when domain is configured. |
|
||||
| User has no contacts to import | AI offers to create sample data or guides them through adding their first contact manually. |
|
||||
|
||||
---
|
||||
|
||||
## 11. Implementation Priority
|
||||
|
||||
### Must-Have for Beta (Phase 1)
|
||||
|
||||
- [ ] Provisioning progress page with email notification
|
||||
- [ ] Setup Wizard Steps 1-4
|
||||
- [ ] Getting Started checklist widget
|
||||
- [ ] CSV contact import
|
||||
- [ ] Google integration (via OpenClaw) — Contacts, Calendar, Drive sync
|
||||
- [ ] IMAP email connection (via Himalaya in OpenClaw) — existing email access
|
||||
- [ ] Tool Catalog with activate/deactivate
|
||||
- [ ] AI introduction demo (Step 4)
|
||||
|
||||
### Nice-to-Have (Phase 2)
|
||||
|
||||
- [ ] Conditional email content based on onboarding state
|
||||
- [ ] AI contextual suggestions when opening new tools
|
||||
- [ ] Onboarding metrics dashboard
|
||||
- [ ] Progressive tool recommendations based on industry
|
||||
- [ ] In-app help widget with AI + escalation
|
||||
- [ ] Two-way Google sync (write-back to Google from LetsBe)
|
||||
|
||||
### Future (Phase 3+)
|
||||
|
||||
- [ ] Microsoft 365 / Outlook integration
|
||||
- [ ] Direct CRM migration from HubSpot, Salesforce
|
||||
- [ ] ClawHub marketplace integrations
|
||||
- [ ] Guided automation builder during onboarding
|
||||
- [ ] Onboarding video tutorials embedded in-product
|
||||
- [ ] A/B testing of wizard steps and checklist order
|
||||
|
||||
---
|
||||
|
||||
*The onboarding flow is the most important product experience. If this works, retention follows. If it's confusing or slow, nothing else matters. Prioritize the aha moment above all else.*
|
||||
Reference in New Issue
Block a user