How to Use AEGIS OS — Complete User Guide

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1. Your AI Team — 8 Specialists

Eight specialized agents work autonomously from day one. Each has a defined role, personality, and toolset.

Angie

Chief of Staff

Your strategic command center. Orchestrates the other agents, runs morning briefings, answers business questions. Default agent for Omni Terminal chats.

Ben

Sales Closer

Lead qualification, deal closing strategy, outreach drafts, and follow-up sequences. Give Ben a company name — he'll research intent and draft personalized outreach.

Viktor

Financial Sentinel

Monitors cashflow, analyzes financial data, forecasts revenue, sends weekly briefings. Ask Viktor to review an invoice, model a scenario, or summarize pipeline value.

Aria

Brand Architect

Creates content, drafts email campaigns, builds social calendars, runs competitor analysis. Handles auto-replies when connected to your mailbox.

Zoe

HR Talent Scout

Evaluates candidates, drafts job descriptions, builds onboarding plans, and manages culture tasks. Ask Zoe to score a CV or write a job post.

Bora

Operations Maestro

Process automation, project management, weekly ops reviews, and admin work. Bora runs scheduled reports and manages recurring tasks.

Luna

Creative Producer

Creates scripts, video briefs, content calendars, and creative assets. Handles video/audio generation requests and creative production workflows.

Lex

Legal Intelligence

Drafts NDAs, contractor agreements, cease & desist letters, employment letters, co-founder agreements, and more. Sends for digital signing and delivers signed PDFs automatically.

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2. Getting Started — The 10-Step Onboarding

AEGIS OS walks you through a setup wizard on first login. Takes about 5 minutes.

1

Company name

Used in all agent communications, documents, and outreach. Can be updated later in Settings.

2

Industry

Activates industry-specific agent instructions across 10+ sectors. Agents adapt their tone, focus, and workflows automatically.

3

Business profile

Set your team size, company stage, and top priority. Agents use this context when advising on strategy.

4

Meet your AI team

All 8 agents activate in sequence. See their roles and what each one will handle for you.

5

Live demo task

Watch an agent perform a real task using your company context in real time — not a simulation.

6

Telegram connect Optional

Two options: Quick Connect (scan a code in 30 seconds) or bring your own bot from @BotFather.

7

Email intelligence Optional

Overview of IMAP email monitoring and auto-reply capabilities. Connect in Settings → Email.

8

Knowledge Base Optional

Upload your first document (pricing sheet, product info, company facts) or paste text. Agents immediately use it as context.

9

Choose your first tasks

Select from Daily Briefing (weekdays 8am), Weekly Pipeline Review (Mondays), and Finance Snapshot (Fridays). These become recurring schedules.

10

Your OS is live 🎉

Your AI team is configured, schedules are running, and your Knowledge Base is seeded. Go to your dashboard.

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You can revisit and update all settings at any time from the Settings page. Changing your industry updates all agent instructions instantly.

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3. Dashboard & Navigation

AEGIS OS has a desktop layout and a mobile-first layout. Same features, both views.

Desktop Dashboard

Three-column layout:

Left sidebar — Apps: CRM, Workflows, KB, Schedules, Boardroom, Email
Center — Main content area for the active app
Top bar — Briefing banner with today's pipeline value and upcoming activities

Mobile Dashboard

Card-based layout accessible from any phone. All features available including Omni Terminal.

Omni Terminal

The chat bar at the bottom of every page. Type any business task in plain language — Angie routes it to the right agent automatically.

"Draft a follow-up email for the Acme Corp deal"
"What's my pipeline value this month?"
"Schedule a weekly ops review every Monday at 9am"
"Write an NDA for a new vendor partnership"

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4. CRM & Lead Management

Kanban pipeline, lead intelligence, smart proposals, stage automations, and legal document signing — all in one place.

Pipeline

Kanban-style board with drag-and-drop stages. Default stages: New Lead → Contacted → Qualified → Proposal → Negotiation → Won / Lost.

Adding Leads

Click New Lead and fill in name, company, email, and deal value. Source can be Manual, Telegram, Email, or CRM import.

Lead Drawer

Click any lead card to open the full detail view:

Edit all lead fields inline
Activity timeline (emails, calls, meetings, notes)
Agent Intelligence — color-coded memories your agents have built about this lead
Proposals — draft, review, and send via Ben
Legal Documents — draft and send for signing via Lex
Signing Requests — track document signing status

Smart Proposal

Click Proposal in any lead drawer. Ben drafts a personalized proposal using email history, meeting notes, and CRM context. Edit, then send directly or approve via Telegram.

Stage Automations

Click ⚡ Automations in the CRM header. Assign any workflow to fire automatically when a lead enters a stage — for example, send a proposal template when a lead reaches "Qualified".

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Legal Documents & Digital Signing

Lex drafts in 30 seconds. Counterparty signs in 2 minutes. Both parties get a signed PDF automatically.

1. Open Legal Doc in lead drawer

Click ⚖️ Legal Doc. Select document type: NDA, Contractor Agreement, Service Agreement, Employment Letter, Co-Founder Agreement, Cease & Desist, and more.

2. Describe what it's for

Briefly describe the purpose (e.g., "Mutual NDA for prospective SaaS partnership"). Optionally set jurisdiction and whether to save to KB.

3. Lex drafts the document

In 15–30 seconds, Lex produces a full professional legal document. Review it in the modal.

4. Enter signer email and send

Enter the counterparty's email and click "Send for Signing". They receive an email with the document and a personal signing link.

5. Counterparty signs

They open the link, read the document, draw their signature on the canvas, and submit. No account needed.

6. Signed PDFs delivered to both parties

Both you and the counterparty receive the signed PDF via email automatically. CRM activity is logged and signing status appears in the lead drawer.

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Tip: Use Lex before your first product demo. Draft an NDA in 30 seconds, send it, and the prospect can sign it before the call ends.

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5. Email Intelligence (IMAP)

Connect your business email and AEGIS OS handles the entire inbox loop automatically.

Connect in Settings → Email → IMAP. Once connected, AEGIS OS will:

Monitor your inbox every few minutes
Skip automated/notification emails automatically
Auto-create a Contact and CRM Lead for every new human sender
Draft and send an intelligent reply using your agent's context and KB
Extract meeting requests and create Calendar events
Send .ics calendar invitations to meeting participants
Index every email to your Knowledge Base for future agent context
Maintain thread context — the agent sees the last 5 emails from each sender

Setting	Location	Effect
Auto-reply	Settings → Email or Email Inbox page	Toggle automatic sending on/off. Off = Aria drafts but doesn't send.
IMAP credentials	Settings → Email → IMAP	Host, port, username, password — works with Gmail, Outlook, any IMAP provider.
Thread context	Automatic	Agent reads last 5 emails from sender before drafting reply.

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Recommended first step: Connect your inbox and let Aria auto-reply for 24 hours. Review the drafts in the Email Inbox page — approve what's good, edit what isn't. Then turn auto-reply on permanently.

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6. Workflows & Automation

Multi-step agent pipelines. Chain agents together, automate on a schedule, deliver results via Telegram.

Workflow Marketplace

Browse 32+ templates across 15 categories: Sales, Legal, Finance, Marketing, HR, Operations, Content, and more. Click Install to add any template to your workspace.

Running a Workflow

Open any installed workflow, enter the input (e.g., a company name for "Company Due Diligence"), and click Run. Results appear in the History tab.

Save to Knowledge Base

Any workflow result can be saved to your KB with one click, making it available for agent context in future conversations.

Scheduling a Workflow

From the workflow detail page, click Schedule and set a cron expression. Examples:

0 9 * * 1 — Every Monday at 9am
0 8 * * 1-5 — Weekdays at 8am
0 16 * * 5 — Every Friday at 4pm

The workflow runs automatically and delivers results to your Telegram.

Building Custom Workflows

Click Create Workflow and either describe it in plain English (AI generates the steps) or build it step-by-step by selecting agents and writing prompts.

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7. Scheduler — Recurring Tasks

All recurring tasks in one view. Each schedule runs automatically and delivers results to your Telegram.

The Schedules page shows all your recurring tasks. Each schedule has:

A name and cron expression
The agent that runs it
The prompt/task
Enable/disable toggle
Last run time and next run time

Schedule	Agent	Timing
☀️ Daily Morning Briefing	Angie	Weekdays at 8:00 AM
📊 Weekly Pipeline Review	Ben	Mondays at 9:00 AM
💰 Weekly Finance Snapshot	Viktor	Fridays at 4:00 PM

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Don't wait for the Daily Briefing to fire. Chat with Angie now: "Give me today's briefing." The schedule just automates it going forward.

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8. Knowledge Base

Your agents' long-term memory. Everything stored here is used as context when agents respond.

Adding Content

Upload files — PDF, DOCX, TXT, CSV — drag and drop or click to browse
Paste text — directly via the text area
Emails — automatically indexed from your IMAP inbox
Workflow results — save to KB with one click from the History tab
Legal documents — saved automatically when Lex drafts them

Searching

Use the global KB search to find any document. Results show similarity scores: green = high match, amber = partial, red = low.

Google Drive Sync

Connect Google Drive in Settings → Integrations → Google. AEGIS OS syncs your Drive files and keeps them updated as you add new documents.

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High-impact documents to upload first: pricing sheet, product/service description, company mission statement, sales playbook. Agents use these in every proposal, email, and strategy session.

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9. Boardroom — AI Decision Sessions

Run parallel multi-agent decision sessions for complex business questions. 8 perspectives in 60 seconds.

Starting a Session

Go to /boardroom, enter your question or decision, and click Start Session. All 8 agents deliberate in parallel across 2 rounds.

Reading Results

Each agent votes and provides reasoning. The final recommendation synthesizes all perspectives into a majority view with dissenting opinions noted.

Telegram Delivery

If Telegram is connected, the boardroom summary is sent to your chat automatically.

Best Use Cases for Boardroom
💰	Pricing decisions — Should we change our pricing model?
🌍	Market expansion — Should we enter the German market?
👥	Hiring choices — Hire a full-time CFO or use fractional?
⚡	Crisis response — A key client is threatening to churn
🚀	Product launch readiness — Are we ready to go to market?
🤝	Partnership evaluation — Should we partner with Company X?

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10. Telegram Integration

How your agents communicate with you outside the dashboard. Morning briefings, lead creation, proposal approvals — all in Telegram.

Quick Connect (recommended)

1

Open Settings → Telegram → Quick Connect

Your AEGIS code is displayed (format: AEGIS-XXXXXX).

2

Message @aegis_os_c_bot on Telegram

Open Telegram, find the bot, and start a chat.

3

Send your code

Paste your AEGIS code. Your workspace connects instantly — dashboard confirms automatically.

Your Own Bot (optional)

Message @BotFather on Telegram → /newbot → get your token → paste into Settings → Telegram → My Own Bot tab. Your personal bot is now your AEGIS OS channel.

What you can do via Telegram

Receive morning briefings and scheduled reports
Chat with any agent — just write naturally
Create CRM leads — the agent walks you through it step by step
Approve or discard proposals — tap the inline buttons
Receive signed document notifications

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11. Settings & Integrations

Configure your workspace, connect external services, and manage your subscription.

Setting	What it does
Company Settings	Company name, logo, mission statement — injected into all agent contexts
Industry	Switch at any time. Agent instructions update automatically.
Telegram	Quick Connect or own bot
Email (IMAP)	Inbox monitoring and auto-reply
Google Workspace	OAuth for Drive sync and Calendar
HubSpot	Contact sync (OAuth)
HeyGen	Video avatar generation
ElevenLabs	Voice generation
Password & Security	Change password from Settings → Security
Dark/Light mode	Toggle in the top bar. Preference saved per device.

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Tips & Best Practices

How to get the most out of your AI team from day one.

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Start with Telegram

Agents are most useful when they can reach you. Connect Telegram first — briefings, proposals, and lead notifications all land in your chat.

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Upload your pricing sheet

Add your product/service pricing to the Knowledge Base. Ben uses it when qualifying leads and creating proposals — far better than guessing.

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Write your company mission

Add it in Settings → Company. Every agent uses it as context in every task — it shapes tone, priorities, and strategy.

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Use Lex for NDAs before demos

Send an NDA to a prospect before your first product demo. Lex drafts it in 30 seconds, they sign it in 2 minutes. Professional and seamless.

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Let Aria handle email for 24h

Connect your inbox and let Aria auto-reply for 24 hours. Review in the Email Inbox page. Approve what's good — you'll be surprised how accurate it is.

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Run a Boardroom session for big decisions

Any time you're unsure about a direction — pricing change, partnership, hiring — run a Boardroom session. 8 perspectives in 60 seconds.

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Frequently Asked Questions

Can I use AEGIS OS without Telegram? ▾

Yes. All features work from the web dashboard. Telegram is recommended for real-time notifications and briefings on your phone, but it's optional.

Do agents talk to each other? ▾

In the Boardroom, all 8 agents deliberate in parallel. In Workflows, agents run sequentially and pass output between steps. For single tasks via Omni Terminal or CRM, each agent runs independently.

Is my data private? ▾

Yes. Each tenant has a completely isolated database schema. No data is shared between accounts. AEGIS OS runs on your infrastructure or our EU-based servers.

Can I change an agent's personality? ▾

Not directly from the UI yet — this is on the roadmap. Each agent has a built-in personality profile designed for their role. You can influence tone by adding more context to your company mission and KB.

What happens if I switch industries? ▾

Agent instructions update automatically with industry-specific context. Workflows tagged [AEGIS-AUTO] are replaced with industry-relevant templates. Your custom data, leads, and documents are never affected.

How do I cancel? ▾

Cancel anytime from Settings → Subscription. Your data remains accessible for 30 days after cancellation.

The agent's reply doesn't seem right — what do I do? ▾

Add more context. The more information in your Knowledge Base and the clearer your task description, the better the result. You can rephrase and resend any task. If an issue persists, contact [email protected].

Are the legal documents signed by Lex legally binding? ▾

The documents Lex drafts are intended as professional starting points. Digital signatures collected via the AEGIS signing system are timestamped and logged. For high-stakes contracts, we always recommend having your legal counsel review. AEGIS OS is not a law firm and cannot provide legal advice.

Complete User Guide