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Owner Guide
Welcome to the ToolChat Owner Guide. This section covers everything you need to know to build and manage your AI-powered coaching app.
What You Can Do
As an owner, you have full control over your coaching platform:
🎨 Branding
- Customize your app name and logo
- Upload a custom favicon
- Set accent colors
- Add your own domain (coming soon)
👥 Member Management
- Invite new members (single invite or whitelist)
- Manage subscriptions and tiers
- View member activity and engagement
- Track leads from sign-up pages
- Guest usage tracking with sortable columns
🤖 AI Configuration
- Shape one AI agent in a visual brain-canvas builder
- Use the AI Builder co-pilot to write and refine instructions
- Author skills & Game Plans the agent activates on demand
- Add to one knowledge base (files, YouTube, pasted text) — searched automatically
- Turn your agent into a public page / Virtual Coach with lead capture
- Tier-gate skills and configure models per skill
📚 Content Creation
- Build courses with modules and lessons
- Assign instructors to courses
- Bulk upload courses via CSV
- Promote meeting recordings to lessons
💬 Community
- DMs and group chats with emoji reactions, GIFs, and voice memos
- Message board with topic selection, reactions, and video embeds
- Announcement banners — broadcast posts to all members
- Create tier-linked groups
- Schedule events and meetings
- Host video calls with recordings
📅 Calendar & Meetings
- Calendar accessible directly from the sidebar
- Create events and recurring schedules
- Host HD video meetings
- Record and transcribe sessions
- Promote recordings to Classroom
💰 Billing
- Connect Stripe for payments
- Create pricing tiers with guest rate limits
- Usage-based AI billing
- Credit system for LLM costs
Quick Links
| I want to... | Go to... |
|---|---|
| Set up my app for the first time | Setup Guide |
| Understand owner vs admin roles | Roles & Permissions |
| Change my logo or branding | Branding |
| Add or manage members | Managing Members |
| Create subscription tiers | Creating Tiers |
| Set guest rate limits for shared agents | Creating Tiers |
| Set up payments | Billing & Payments |
| Configure my AI agent | AI Agent Builder |
| Author specialist skills | Skills & Game Plans |
| Upload training content | Knowledge Base |
| Publish a public landing page | Public Page (Virtual Coach) |
| Onboard new members | Member Onboarding |
| Build courses | Classroom |
| Enable community features | Community |
Admin Dashboard
Your Admin Dashboard (Admin → Dashboard) gives you an at-a-glance view of:
- Total members and growth trends
- Revenue and subscription metrics
- Recent activity
- Quick actions
Pro Tip
Check your dashboard weekly to stay on top of member engagement and spot any issues early.
Admin Sections
| Section | Purpose |
|---|---|
| Dashboard | Overview metrics and stats |
| Agent Editor | Configure your AI agent (brain canvas) |
| Skills | Author skills & Game Plans |
| Knowledge | Add sources to your knowledge base |
| Pages | Build and publish landing pages |
| Team | Manage members and invites |
| Tiers | Pricing, feature access, onboarding |
| Settings | Branding, custom domain, integrations |
| Billing | Usage, credits, Stripe |
| Support | Member support tickets |
Need Help?
- Technical issues: Use the Support system
- Best practices: Check out our guides section
- Feature requests: Submit through Support with "Feedback" category