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The AI features in CaptivaHQ

Atlas is the AI built into CaptivaHQ. It is one agent that you can talk to or type to, and it works on your real records.

Atlas voice and chat

Open them from the Atlas rail on the right: the microphone starts a voice call and the chat button opens the chat panel. In chat you can point a question at a specific knowledge hub.

Ask questions of your data

Use Ask Atlas a question in Reports, Ask Atlas inside a knowledge hub, and "Ask Atlas about today" on Home and My Day.

Email drafting in your own voice

In the inbox, use Draft with AI or Ask Atlas to draft, and turn on Use my writing style. To teach Atlas how you write, go to Settings → Profile and choose Rebuild from my sent mail. On a knowledge hub page, Build my email personality learns your internal and external tone, greetings and sign-offs.

Meeting summaries and briefings

Recorded meetings arrive with a summary, action items and Atlas suggestions (see Log meetings as activities). The Briefing page has Generate briefing now.

Record tools

Business card scan, AI · Enrich, Find me leads, and Analyze Availability on the dispatch board.

Approvals

Some actions an agent wants to take wait for a person. You'll find them in Settings → Agents → Approval queue, where you can Approve, Edit or Skip. Administrators also manage the workspace's AI switches and Atlas's name and instructions there.

Some AI actions use your workspace's AI credit, including card scans, enrichment, lead finding and email personality. If it runs out, ask an administrator to top it up.

Use the knowledge base

Where: Knowledge Base (/support/kb) and Knowledge Hubs (/kb/hubs)

CaptivaHQ keeps knowledge in two places.

Knowledge Base: articles for your team and customers

1. Open Knowledge Base. With nothing typed, you see your Spaces and the most recently updated articles, each showing its collection, visibility and status.
2. Type in the search box and press Enter. It searches article titles and text.
3. Open an article to read it, answer "Was this article helpful?", or use Still need help? Create a ticket.

Knowledge Hubs: what Atlas searches

• Personal hub: only you can see it.
• Shared hubs: shared with selected people and groups. Manage who can see a hub with Members.
• System hub: platform knowledge, read-only.

1. To make a shared hub, click Create hub, give it a name and a description, then click Create.
2. Inside a hub, use Write, dictate or paste info to add an item with a title, the content, tags and a source.
3. Ask Atlas a question. It searches the hubs you can access and cites the item it used. You can also tell it "remember this privately" to save a note to your personal hub.

Create knowledge base articles

Where: Knowledge Base → + New Article. You need permission to create articles; ask your administrator if the button isn't there.

1. Click + New Article. Your workspace may call articles something else.
2. Enter a Title and a short Excerpt.
3. Choose a Space and a Collection / Folder, or leave "No space".
4. Write the body in markdown.
5. Under Publish, set:
   • Status: Draft, In review, Published or Archived. New articles start as Draft.
   • Visibility: Internal (team only) or Public (customers can see).
   • Any tags.
6. Click Save.

There is no separate Publish button. To publish, set Status to Published and click Save. To organise articles into collections, use Manage collections on the Knowledge Base page.

File a meeting in the knowledge base

Where: Communications → Meetings → Review & Log

1. Open a recorded meeting and click Review & Log.
2. Under Add to knowledge base, tick Personal knowledge, pick one of the shared hubs you can write to, or both.
3. Link the meeting to at least one record, check the action items, and click Log.

The meeting's content is added to the chosen hubs, so Atlas can find it and quote it when you ask about it later.

Scan a business card

Where: the Scan business card button at the top of the Contacts, Customers and Leads lists

1. Click Scan business card.
2. Add the Front of card. Either drop or upload a photo, or choose Capture with camera or webcam. On a phone, the photo picker also offers "Take photo". If the email or phone number is on the back, add the Back of card too.
3. Click Continue. Atlas reads the card and checks your CRM for the same email or phone number.
4. Check what Atlas read. Fields marked Review have low confidence, so correct anything that's wrong. You can keep or remove a detected logo.
5. Choose what the card should create: Create lead, or Create business and contact.
6. If Already in your CRM? shows a match, open it to compare, or link the contact to an existing business.
7. Click Add lead or Add contact. Rescan starts over.

Photos can be JPEG, PNG, WebP or HEIC, one card per scan, up to 10 MB. You need at least a first name plus an email address or a phone number to save.

Enrich a record

Where: the AI · Enrich button on a customer, contact or lead page

1. Open the record and click AI · Enrich. It shows "Enriching…" while it works.
2. The enrichment window lists what Atlas found. Each field that differs from what you have is marked Suggested. Tick the ones you want to apply.
3. Pick a logo or picture, or choose Skip logo / Skip picture.
4. Read the AI Insights: what they offer and their target market, or a contact's inferred expertise. For a business, Atlas may also suggest people to import as contacts.
5. Apply your choices. You can also keep the suggestions for later, and the window reopens the next time you visit the record. Or you can dismiss them until you run AI · Enrich again.

"This record looks complete" means Atlas found nothing that differs from what you already have. "We need a bit more info first" lists the fields to fill in before enrichment can run. A company website or email domain usually helps most.

Have Captiva find new leads

Where: Demand Generation → Leads → Find me leads (/demand/leads/find)

1. Click New run, or Start your first run if this is your first.
2. Under Who are you looking for?, describe your ideal customer in at least 15 characters. Be specific, e.g. "Commercial HVAC contractors in Texas with 20–200 staff that do service agreements."
3. Add Optional filters if you like: industry, region, minimum and maximum employees.
4. Set How many leads? Atlas looks for up to 25% more than you ask, capped at 25.
5. Decide whether to Insert leads automatically. If you leave it off, you review each lead first.
6. Check the Estimated token charge, then click Start the run.
7. You'll get an email and a notification when the run is ready. Open it, then click Accept as lead or Discard for each contact, and finish with Complete review.

Each lead found uses AI credit. Your workspace balance must cover the largest possible charge before the run starts. Discarding a lead does not refund its credit, but a run that fails is not charged.

Link records

Where: the Related panel on deals, projects, assets, employees, compliance vendors and dispatch appointments

1. In the Related panel, click Link to record.
2. Choose the Related record type, then search for the record.
3. Optionally, open Link details to set a Link type and a Note.
4. Save. To remove a link, use the remove button beside it.

Links are also made as you work. Appointments have their own Linked records field, meetings are linked to records when you log them, and connected email is linked to matching contacts, accounts and deals.

Create a work order

Where: Work Orders → + New Work order. You can also start one from a customer, a project or a deal, which fills in those details for you.

1. Click + New Work order.
2. Pick the record type (for example Field Service or Fulfillment).
3. Choose the customer, then the location and contact.
4. Fill in the remaining fields. Your administrator decides which ones appear. If you add parts, give each part row a name.
5. Click Create Work order.

Next, schedule it and assign a technician: see Create a dispatch.

Create a dispatch

Where: a work order's Schedule button, or the dispatch board under Work Orders → Scheduling

From a work order (the quickest way)

1. Open the work order and click Schedule.
2. Choose the Calendar, Date and Duration (min).
3. Pick one of the Available technicians (anyone on time off is flagged), then one of the open time windows it lists.
4. Click Continue. The appointment opens with the work order's details filled in. Check Assignees, Additional resources, Status and Linked records, then click Save.

On the dispatch board

Open Work Orders → Scheduling, open a calendar, and switch to the Board view. The Week, Day and Appointments views and the Route Builder are there too. Analyze Availability compares availability, past assignments and recent workload, and recommends a technician. It doesn't assign anyone itself.

"No bookable users yet" means no one has been added to the calendar yet: an administrator adds technicians in the calendar's settings.

Connect your email and calendar

Where: Settings → Integrations → Email & calendar

1. Find your provider: Google, Microsoft 365, Exchange or IMAP.
2. Click Connect. Google and Microsoft 365 take you to their own secure sign-in. Exchange and IMAP ask for your server details, which are checked before they're saved.
3. When the card says "Connected as" followed by your address, you're done. Use Sync Emails and Sync Calendar to pull in the latest right away.

Once connected, emails are logged as activities and linked to contacts, accounts and deals, and meetings sync as activities with their attendees linked. You can also schedule meetings with Meet or Teams links and check availability. Atlas can send email on your behalf, but only with your approval.

You can connect one mailbox per provider. Disconnect removes Atlas's access to that account. Use Reconnect if the connection stops syncing.

Connect your meetings

Where: Settings → Integrations → Meeting Recording Capture

CaptivaHQ brings in recordings, summaries, action items and transcripts from the call recorder you already use.

• Fathom, Fireflies.ai or Otter.ai: click the provider, paste your API key from that provider's settings page, and connect. Otter only issues API keys on its Enterprise plan.
• Google Meet or Microsoft Teams: these work through your Google or Microsoft connection in Email & calendar. Connect that first, or reconnect it if you're asked to.
• Zoom: coming soon.

No recorder? Open Communications → Meetings and use Upload recording (audio or video up to 24 MB, transcribed for you) or Paste transcript.

Log meetings as activities

Where: Communications → Meetings

Calendar meetings are logged for you. With your Google or Microsoft calendar connected and calendar sync on, each event becomes a meeting activity linked to the attendees' contacts and accounts.

Recorded meetings wait for your review:

1. Click Review & Log on the meeting.
2. Under Link to a record, link it to at least one contact, project, work order or ticket. Use Add another record for more.
3. Check the Action items: set who owns each one and its Due date. Look over Atlas's suggestions, such as record updates and contacts to add.
4. Optionally, add it to the knowledge base.
5. Click Log. This creates an activity on every linked record, plus a task for each action item. Discard removes a meeting you don't want to keep.

Troubleshooting

Atlas voice says the microphone is blocked or was declined

Your browser is blocking the microphone for CaptivaHQ. Click the lock or site-settings icon on the left of the address bar, set Microphone to Allow, then click Try again. In Safari, go to Settings → Websites → Microphone and allow your CaptivaHQ address.

"Voice isn't supported in this browser yet"

Use a current desktop version of Chrome or Edge, or use Atlas chat instead.

The business card camera won't open

Allow camera access from the address bar the same way, then choose Request camera access. Or just upload a photo of the card instead.

"We could not read that image"

Retake the photo flat, in good light, with one card filling the frame. It must be JPEG, PNG, WebP or HEIC and under 10 MB. If the front and back together are too large, use smaller photos.

Enrichment returns nothing

"This record looks complete" means there was nothing new to add. If you see "We need a bit more info first", add the missing fields (a website or email domain helps most) and run AI · Enrich again.

"AI credits exhausted" or "Insufficient AI credit"

Your workspace has used its AI credit. An administrator needs to top it up before scans, enrichment or lead runs can continue.

A lead run failed

Make the brief more specific, ask for fewer leads, and run it again. A failed run isn't charged.

Email or calendar stopped syncing

Go to Settings → Integrations. If the card shows a sync error, click Reconnect and sign in again.

A button or module in this guide is missing

What you see depends on your company's modules and your access. Ask your workspace administrator. "You do not have permission to do that." means the same thing.

I can't sign in

Check that you're on your company's workspace address. If a sign-in code is rejected, request a new one: codes expire. After too many attempts, wait 15 minutes. Reset links only work once, so request a new one if yours has expired.

Still stuck? Ask Atlas first, then email [email protected].