Settings

Overview

The Settings page (/admin/settings) is the central configuration hub. All settings are stored in the app_config table with a flexible key-value structure organized by bot (e.g. support, sales, estimate, email_monitor, shared) and category. Lookup uses bot-specific values first, then falls back to shared for defaults. The UI is organized into six tabs; use the tab bar to switch sections and the vertical menu (or dropdown on mobile) for sub-sections.

General Tab

General Configuration

The General sub-section contains global settings that apply across the entire system. These are key-value configuration entries that you can edit inline. Common settings include:

• Company Name — Your business name as displayed on estimates, emails, and chatbots.
• Company Phone — Your business phone number.
• Company Email — Your business email address.
• Business Hours — Your operating hours, shown to customers in chatbots.

Each setting has a label and description to help you understand its purpose. Make changes and click Save — the save bar appears at the bottom when you have unsaved changes.

AI Models Manager

The AI Models sub-section lets you manage the list of available Gemini models. Each bot (Support, Sales, Estimate, Email) can use a different model. Config entries use value_type (string, number, boolean, json, text_long) for parsing.

Models in use by any chatbot cannot be deleted. Switch all bots to another model first, then delete.

Support Tab

The Support tab configures the Support Chatbot and related ticket functionality.

General Settings

Key settings in this sub-section:

• Chat Enabled (boolean) — Master toggle to enable or disable the support chatbot.
• Welcome Message (text) — The first message customers see when they open the chat.
• Max Message Length (number) — Maximum characters per user message. Default: 2000.

AI Model

Select which Gemini model the support chatbot should use. Choose from the models defined in General → AI Models.

Prompts

The system prompt tells the AI how to behave. This is a large text area where you define the AI's personality, rules, and boundaries. For example, you might instruct it to always be professional, never make up information, and always suggest creating a ticket for complex issues.

AI Behavior

Configure how the AI responds to different situations:

• Web Search Enabled (boolean) — Whether the AI should search the web when the knowledge base has no answer.
• Self-Learning Enabled (boolean) — Whether web search results should be saved for admin review in the knowledge queue.
• Escalation Keywords (text/JSON) — Words or phrases that trigger the AI to suggest creating a support ticket. Example: "speak to someone," "not working," "emergency."
• Deflection Keywords (text/JSON) — Words that the AI should redirect (e.g., sales questions redirected to the sales chatbot).

Quick Actions

Configure the clickable chip buttons shown at the start of a support chat. This is a JSON array where each entry has:

• id — A unique identifier (e.g., "alarm").
• label — The text shown on the chip (e.g., "Alarm System").
• icon — An optional icon name (e.g., "shield-alert").

Tickets

Configure ticket-related settings:

• Ticket Prefix (string) — The prefix for ticket reference numbers. Default: "TKT". The full format is TKT-XXXXXX.
• Ticket Email To (string) — The email address that receives ticket creation notifications.

Notifications

Configure how and where notifications are sent:

• Google Chat Notifications Enabled (boolean) — Toggle Google Chat notifications for ticket events.
• Google Chat Webhook URL (string) — The webhook URL for your Google Chat space. Ticket creation, assignment, and resolution events are sent here.

Technician

Configure the technician portal and technician list:

• Tech Entry Enabled (boolean) — Whether technicians can submit KB entries from the tech portal.
• Tech Tickets Enabled (boolean) — Whether technicians can view and create tickets.
• Technicians List (JSON) — A JSON array defining all technicians. Each entry has:
  • name — The technician's display name.
  • email — The technician's email (for assignment notifications).
  • pin — The 4-digit PIN used to log in to the tech portal.
  Example: [{"name": "Mike T", "email": "mike@example.com", "pin": "1234"}]

Sales Tab

General Settings

• Welcome Message (text) — The initial greeting for the sales chatbot.
• System Prompt (text) — Instructions for the sales AI persona.
• AI Model — Which Gemini model to use for the sales chatbot.
• Max Message Length (number) — Maximum characters per user message.

Prompts

The Sales Prompts Manager lets you create and manage prompt templates that provide the AI with knowledge about your business. These prompts are loaded with every sales conversation. Each prompt has:

• System — The system category (e.g., "alarm", "cctv").
• Type — The prompt type (e.g., "info", "pricing", "faq").
• Topic — The subject of the prompt.
• Content — The actual information/instructions.

Estimate Tab

The Estimate tab is the most complex settings section. It manages everything about how estimates are built — from the questions asked to the products included.

General & AI

• Welcome Message (text) — The initial estimate chatbot greeting.
• System Prompt (text) — Instructions for the estimate AI.
• AI Model — Which Gemini model to use.
• Estimate Prefix (string) — Prefix for estimate numbers. Default: "EST".
• Tax Rate (number) — HST rate applied to estimates. Default: 13%.

Categories

Manage the system categories for estimates (e.g., Alarm, CCTV, Access Control). See the Process Estimates → Categories section for detailed field documentation.

Products

Manage the product catalog with pricing. See the Process Estimates → Products section for detailed field documentation. Products can also be imported from QuickBooks Online.

Selectors

Configure which products appear in the quantity selector UI during the estimate chat. Each selector item links a product code to a display name and quantity constraints (min/max).

Chat Flow

Configure the flow steps and transitions that control the estimate chatbot's conversation. See Process Estimates → Chat Flow for detailed field documentation.

Rules

Configure the product rules that determine what gets added to estimates based on customer answers. See Process Estimates → Product Rules for detailed field documentation.

Notes

Manage conditional notes that appear on estimate documents. Each note has a category, section, condition, and the note text.

Knowledge Base

Manage estimate-specific knowledge base articles that the AI references during estimate conversations.

Integrations (QBO)

Connect to QuickBooks Online to sync estimates and products:

• Connect to QBO — Starts the OAuth flow to connect your QuickBooks account.
• Disconnect — Removes the QBO connection.
• Sync Products — Pull products from QBO into RFS Hub.
• Push Products — Push RFS Hub products to QBO.
• Import Products — Import products from QBO items.
• Sync Log — View a log of all QBO sync operations.

Email Tab

The Email tab configures the email monitoring system that automatically processes incoming Gmail messages.

System Controls

AI Model

Select which Gemini model to use for email classification and reply generation.

AI Prompts

Three prompts control how emails are processed:

Each prompt has a Reset to Default button to restore the original prompt text.

Filters

Configure email patterns that should be ignored (not auto-replied to). This prevents the system from replying to newsletters, automated emails, or no-reply addresses.

• Ignored Email Patterns — A list of email patterns to skip. Add patterns like noreply@, newsletter@, or *@marketing.example.com. Use the input field to add new patterns and the "×" button to remove existing ones.

Voicemail Settings

Maintenance Tab

Database Reset

The Database Reset panel allows you to clear data from the system. This is useful for development and testing environments. Use with extreme caution in production.

Two reset modes are available:

• Reset ALL — Clears all resettable data from every table group at once.
• Selective Reset — Choose specific table groups to reset individually. Groups include tickets, estimates, knowledge base, email data, etc.

The panel shows the current row count for each table group so you can see how much data will be affected. Protected tables (like app_config,customers, est_categories) are never reset.

Some table groups have cascade rules — selecting one group may automatically select dependent groups. For example, resetting sessions also resets related messages.

To confirm a reset, type RESET in the confirmation field and clickConfirm Reset. After completion, results show how many rows were deleted from each table.

How the Config Editor Works

Many settings use the Config Editor component, which dynamically renders form controls based on the setting type:

When you make changes, a save bar appears at the bottom of the screen showing how many fields have changed. Click Save Changes to persist all changes at once, or Discard to revert.