Key concepts
Workspace
After you create your Almox account, you'll be taken to your workspace at {yourname}.almox.ai. Your workspace is the space for your team. Here you can do things like:
- Create clients and invite them.
- Interact with clients through features, for example by sending a message in Chats or creating an invoice from Billing.
- Customize your portal by uploading your brand assets, setting your color scheme, and more.
The workspace is only available to internal users (i.e. you and your team members) and is not accessible to clients (i.e. the customers you serve).
When you're inside your workspace, you'll work in two side-by-side panels. The left is your business, Clients, Automation, Contracts, Forms, Billing, Settings. The right is your content workspace, Everything (a unified search across your work), Docs, Boards, Files, Chats, Milestones, Resources, Embeds, Feedback, plus Archive and Trash, and the folders that organize them.
Portal
Your portal is distinct from your workspace and only accessible to clients. When a client logs in they will only see content that is shared with them. For example, if as an internal user you message a client in a chat, when that client logs in they will only see chats they're part of.
By default, the URL of your portal will look like {yourname}.almox.ai. By connecting a custom domain you can update the domain so that it is the same as your website. For example, if you own {yourname}.com, you may set up portal.{yourname}.com.
To log in to your portal you need a client account. To preview what your clients will see before inviting anyone real, see Test run.
Clients
Clients represent the individuals that your business serves. For example, if you're a marketing agency, a client is someone that pays you for marketing services.
Each client has their own space inside your workspace, where the projects, chats, documents, invoices, and contracts you've shared with them live together. Clients can reach your work in two ways:
- Through a portal account. You invite a client, they set a password, and from then on they sign in to a focused view of just the work you've shared with them. This is the right call for ongoing relationships.
- Through a direct link. When you send an invoice to pay, a contract to sign, or a form to fill, the client can act on it from a link without ever creating an account. This is the right call for one-off interactions and first-time clients.
Most agencies use a mix of both.
Features
You can use just one feature, like Payments, if you just want to streamline invoicing. Alternatively you can use several features to more deeply streamline your business and client experience.
The features available in Almox are:
| Feature | What it does |
|---|---|
| Chats | Real-time messaging with clients and your team |
| Boards | Project management with tasks grouped by Status |
| Docs | Rich-text documents you can share with clients |
| Files | Assets and binaries shared alongside your work |
| Forms | Intake forms and structured data collection |
| Contracts | Proposals with electronic signatures |
| Feedback | Annotated review and approvals on deliverables |
| Milestones | Phase markers across projects |
| Payments | Invoices, subscriptions, payment links, and a Store |
| Automations | React to events like an invoice being paid |
| AI Manager | Ask questions across your work |
| Embeds | Pull in tools like Calendly or Notion alongside your work |
Some features are visible to your clients (Chats, Boards, Forms, Feedback, etc.) while others are internal-only (Automations, AI Manager, Settings). Each has its own section later in this guide.