Getting Started
Set up your workspace, trial, sending domain, Stripe, and first scan.
DigiKai OS
Revenue Operating System
Help Center
Answers for launching and running DigiKai OS.
Find quick setup guidance, launch checklists, troubleshooting steps, and the core workflows your agency needs for V1.
39 articles available.
Agency Operations
Run client workspaces, pipeline, team access, settings, coaching, and commissions.
Prospecting
Find, qualify, enrich, and manage the right local prospects.
AI Agents
Build autonomous prospecting agents that discover, qualify, research, and contact potential customers.
Outreach
Send campaigns, work follow-ups, and understand email activity.
AI Visibility
Run visibility scans and turn the results into sales conversations.
Billing
Understand trials, upgrades, coupons, invoices, and subscription questions.
Troubleshooting
Resolve common email, Stripe, domain, AI, and API configuration issues.
Articles
Launch-ready help content.
Designed for V1. Easy to expand later.
Getting Started
Create Your Workspace
Your workspace is the private home for your agency's prospects, pipeline, tasks, outreach, and reports.
Step-by-step
- 1Go to the signup page and enter your name, agency name, email, and password.
- 2Submit the form to create your owner account and agency workspace.
- 3Open the dashboard and confirm the workspace name appears in the sidebar.
- 4Choose a paid plan later only when you are ready to upgrade.
Getting Started
Start Your 7-Day Free Trial
Every new agency starts with a 7-day free trial so you can experience the workflow before entering a card.
Step-by-step
- 1Create your workspace from the signup page.
- 2Open the dashboard and review the trial card.
- 3Use Lead Finder and contact lookup tools within the 250-unit discovery credit.
- 4Run up to 10 AI Visibility scans during the trial.
- 5Use CRM, pipeline, tasks, reports, saved prospect management, and limited trial outreach credits.
Getting Started
Connect Your Sending Domain
A verified sending domain lets DigiKai OS send outreach from your agency's own email identity.
Step-by-step
- 1Open Settings and find the sender domain area.
- 2Enter the email address you want prospects to see, such as hello@yourdomain.com.
- 3Add the required DNS records in your domain host or email provider dashboard.
- 4Wait for verification to complete.
- 5Return to Settings and confirm the sender domain shows as verified.
Getting Started
Connect Stripe
Stripe powers subscription checkout, upgrades, coupons, and billing events for DigiKai OS.
Step-by-step
- 1Open Billing from inside DigiKai OS.
- 2Click Upgrade Now.
- 3Choose the plan you want to activate.
- 4Continue to secure checkout.
- 5Complete payment through Stripe.
- 6Return to DigiKai OS and confirm your workspace is active.
Getting Started
Complete Your First AI Visibility Scan
AI Visibility Scans help you show prospects how their business appears across AI-driven discovery surfaces.
Step-by-step
- 1Open the AI Visibility scan area from the dashboard or prospect workflow.
- 2Choose the business or market you want to analyze.
- 3Start the scan and wait for the report to complete.
- 4Review strengths, gaps, and sales talking points.
- 5Use the report as context for outreach or follow-up.
Prospecting
Finding Prospects
Prospecting starts by choosing the right market, service category, and ranking opportunity.
Step-by-step
- 1Open Find Prospects or Lead Finder.
- 2Enter a city, market, or service category.
- 3Run the search and review the returned businesses.
- 4Prioritize prospects with strong fit, weak visibility, or clear follow-up opportunities.
- 5Add qualified prospects to your CRM.
Prospecting
Lead Finder
Lead Finder helps your agency discover local businesses and turn high-fit opportunities into prospects.
Step-by-step
- 1Open Find Prospects.
- 2Enter the business category and location you want to target.
- 3Run the search.
- 4Review business names, markets, ranking signals, and available contact data.
- 5Save the best opportunities to your prospect list.
Prospecting
Company Intelligence
Company Intelligence helps you understand whether a prospect is worth your team's attention.
Step-by-step
- 1Open a prospect profile.
- 2Review market, website, ranking, review, and opportunity signals.
- 3Look for gaps that connect to your agency's services.
- 4Update status, owner, and notes based on the opportunity.
- 5Use intelligence findings to personalize outreach.
Prospecting
Prospect Management
The Prospects page keeps your agency focused on the accounts most likely to move forward.
Step-by-step
- 1Open Prospects from the sidebar.
- 2Search, filter, or sort the list to find the accounts you want to work.
- 3Assign owners, update statuses, and save contact details.
- 4Archive accounts that are not worth pursuing right now.
- 5Open a prospect profile for outreach, notes, intelligence, and activity history.
Prospecting
Using Smart Segments
Smart Segments are saved, auto-updating audiences that organize prospects by the criteria your agency cares about.
Step-by-step
- 1Open Smart Segments from the Prospecting area.
- 2Click New Segment.
- 3Name the segment and add a plain-language description so your team understands who belongs in it.
- 4Choose whether prospects must match all conditions or any condition.
- 5Add one or more conditions, then preview the matching prospects and verified-email count.
- 6Save the segment when the preview matches the audience you want.
- 7Use View Prospects to review the businesses in the segment, or Create Campaign to review a snapshot of eligible and excluded recipients in Email Campaigns.
AI Agents
Getting Started with AI Agents
An AI Outreach Agent is a configured prospecting assistant that can discover businesses, qualify fit, find contact information, prepare outreach, and move approved messages into the sending workflow.
Step-by-step
- 1Create or open an AI Agent from the Outreach Agents area.
- 2Choose the niche, markets, sending account, approval mode, and safety limits for the agent.
- 3The agent works through the workflow: Discover -> Deduplicate -> Qualify -> Find Contact -> Research -> Draft -> Approve -> Queue -> Send -> Follow Up.
- 4In Manual Approval mode, review and approve drafts before queueing them.
- 5In Fully Automatic mode, valid drafts can be approved and queued automatically while sending windows, suppression, bounce, reply, and daily safety controls still apply.
AI Agents
Creating & Configuring an AI Agent
Agent settings tell DigiKai OS who to look for, where to search, how strict to be, and how delivery should be controlled.
Step-by-step
- 1Give the agent a clear name your team will recognize.
- 2Choose who the agent should prospect by entering the industry, niche, or company type.
- 3Choose the approved sending account the agent should use for later queued outreach.
- 4Select Manual Approval if your team wants to review every draft, or Fully Automatic if valid drafts may be approved and queued through existing safeguards.
- 5Set the Daily Prospect Target as the number of completed, approval-ready prospects the agent should try to produce each day.
- 6Add target markets in city and state format, then order them by priority.
- 7Use minimum and maximum Google rating, minimum and maximum reviews, Lead Quality, website signals, and opportunity filters to control which businesses are worth researching.
- 8Set Maximum Google Result Position when you only want businesses from the top part of the ordered Google Places Text Search response DigiKai OS uses.
- 9Review advanced safety limits, sending days, sending hours, sales approach, offer, call to action, and follow-up strategy before saving.
AI Agents
How AI Agents Find Prospects
AI Agents use configured markets and Google Places discovery to build new candidate inventory, then narrow that raw discovery into qualified prospects.
Step-by-step
- 1The agent searches an eligible target market using the configured business type and filters.
- 2Every raw business candidate is evaluated for whether it is new, already seen, a duplicate, missing required information, or blocked by protections.
- 3Only new unique candidates move forward as prospecting inventory.
- 4The agent deduplicates by business identity signals such as place, domain, phone, and existing prospect history.
- 5When a search is mostly businesses the agent has already seen, adaptive discovery can continue into other eligible markets or pages.
- 6Safety and API ceilings stop the agent from searching forever in duplicate-heavy or exhausted markets.
AI Agents
Automatic vs. Manual Approval
Approval mode controls how drafts move from generated copy into the delivery queue. It does not remove sending protections.
Step-by-step
- 1In Manual Approval mode, the agent prepares drafts and waits for your team to review them.
- 2Your team can edit, approve, reject, and then explicitly queue approved drafts for delivery.
- 3Approval by itself does not send an email in Manual Approval mode.
- 4In Fully Automatic mode, valid drafts can be approved automatically.
- 5After automatic approval, the agent can queue delivery through the same sending account, suppression, deliverability, duplicate-send, send-window, reply, bounce, and daily-limit checks.
AI Agents
Understanding AI Agent Performance
AI Agent performance combines discovery funnel metrics with accepted-send metrics so your team can see where volume is created or lost.
Step-by-step
- 1Review New Candidate Inventory Needed to see how much fresh prospect inventory the agent is still trying to build.
- 2Compare Raw Searched Today, New Unique Found Today, and Duplicate/Seen Rate to understand discovery quality.
- 3Use Qualified, Contact Found, and Mailbox Verified to see how many businesses survived qualification and contact evidence checks.
- 4Use First Touches Sent Today, Follow-Ups Sent Today, and Total Emails Sent Today to understand accepted email volume.
- 5Review Delivered, Raw Opens, Replies, and Bounces as delivery and engagement signals.
- 6Treat worker/job activity as system processing activity, not proof that an email was sent.
AI Agents
Email Discovery & Deliverability
DigiKai OS can find publicly available business contact information and track the evidence behind an email address, but contact evidence is not the same as a delivery guarantee.
Step-by-step
- 1The agent looks for public contact evidence such as contact pages, visible business emails, and other business website signals.
- 2A not_checked status means mailbox verification has not been completed.
- 3Public contact evidence means DigiKai OS found a public signal connected to the business or website.
- 4Domain_matched means the email domain appears to match the business domain or website context. It does not mean the inbox has been verified.
- 5Mailbox_verified means the address has verification evidence when that state is available.
- 6Unknown means the system does not have enough confidence to label the address verified or undeliverable.
- 7Undeliverable or suppressed states protect sender reputation by preventing known bad or blocked addresses from being contacted again.
AI Agents
Why Didn't My Agent Reach Its Daily Target?
The Daily Prospect Target is a target, not a guaranteed send quota. DigiKai OS prioritizes prospect quality and sender protection over forcing an agent to hit its daily target.
Step-by-step
- 1Check whether the agent is active and has an eligible sending account.
- 2Review discovery analytics for duplicate/already-seen businesses, exhausted markets, and missing websites.
- 3Check whether Maximum Google Result Position, rating filters, review filters, Lead Quality, website signals, or opportunity filters are narrowing the prospect pool.
- 4Look at Contact Found and Mailbox Verified to see whether discovery is producing usable contact information.
- 5Check for suppression, previous bounces, previous replies, send windows, daily safety limits, and workspace sending allowance.
- 6Review whether discovery or API safety ceilings stopped additional searching for the day.
AI Agents
Pausing, Editing & Managing an AI Agent
Agent management changes the agent's status or future configuration. Existing drafts, queued delivery records, and history remain visible for review.
Step-by-step
- 1Pause an agent when you want to stop new autonomous processing and prevent new delivery eligibility while you review settings.
- 2Resume or activate an agent when you are ready for it to follow the saved configuration again.
- 3Edit settings when you want future discovery, qualification, drafting, approval, or sending behavior to follow new rules.
- 4Review the queue tabs to see drafts waiting for approval, approved drafts, queued or scheduled items, sending items, sent items, failed items, and rejected drafts.
- 5Remember that future follow-ups are part of the sequence created when a draft is queued, and they remain subject to reply, bounce, suppression, sending-window, and safety checks.
Outreach
Sending Your First Campaign
Campaign sending lets you reach qualified prospects directly from DigiKai OS using your verified sender setup.
Step-by-step
- 1Confirm your sending domain is verified.
- 2Open a prospect with a saved contact email.
- 3Review or edit the email script.
- 4Send a single email or selected batch.
- 5Check Email Activity for delivery and engagement events.
Outreach
Follow-Up System
The follow-up system keeps tomorrow's outreach from slipping through the cracks.
Step-by-step
- 1Open Tasks from the sidebar.
- 2Review due and overdue follow-up emails.
- 3Select the prospects you want to send.
- 4Review the email content before sending.
- 5Send the reviewed batch and watch the queue update.
Outreach
Email Activity
Email Activity shows how prospects are engaging with your outreach so your team can follow up at the right time.
Step-by-step
- 1Open Email Activity from the sidebar.
- 2Review sent, delivered, opened, clicked, and failed events.
- 3Look for prospects showing recent engagement.
- 4Open the prospect profile for context.
- 5Schedule or send the next follow-up based on the signal.
Outreach
Email Deliverability
Deliverability depends on a verified sending domain, clean sending behavior, and accurate prospect data.
Step-by-step
- 1Verify your sending domain before sending campaigns.
- 2Use a sender address that matches the verified domain.
- 3Send relevant emails to qualified prospects.
- 4Monitor failed sends and provider messages.
- 5Keep contact emails clean and remove bad addresses.
AI Visibility
Running AI Visibility Scans
AI Visibility Scans help your agency uncover how a business appears in AI-assisted buyer discovery.
Step-by-step
- 1Choose the prospect or business you want to scan.
- 2Confirm the business name, website, market, and category are accurate.
- 3Start the scan.
- 4Wait for results to finish processing.
- 5Review the report and save the strongest sales insights.
AI Visibility
Understanding AI Visibility Reports
AI Visibility Reports turn raw scan findings into practical positioning and outreach opportunities.
Step-by-step
- 1Read the summary first to understand the overall visibility picture.
- 2Review strengths to see what the prospect is already doing well.
- 3Review gaps to identify where your agency can help.
- 4Use the recommendations to frame the sales conversation.
- 5Save notes or follow-up tasks for the next outreach step.
Billing
Free Trial
The free trial gives new agencies enough room to experience DigiKai OS while limiting expensive discovery features.
Step-by-step
- 1Create your workspace without entering a card.
- 2Use the dashboard trial card to monitor time and usage.
- 3Use up to 250 discovery and contact lookup units.
- 4Run up to 10 AI Visibility scans.
- 5Upgrade when you are ready to remove trial restrictions.
Billing
Upgrading Your Plan
Upgrading activates your workspace, removes trial restrictions, and preserves the data you created during the trial.
Step-by-step
- 1Click Upgrade from the trial banner, dashboard card, or billing area.
- 2Choose the plan that matches your agency.
- 3Complete secure checkout in Stripe.
- 4Return to DigiKai OS after payment.
- 5Confirm your workspace status is active.
Billing
Coupons
Coupons and partner codes are entered during Stripe Checkout when available for your plan.
Step-by-step
- 1Start the upgrade or checkout flow.
- 2Choose the eligible plan.
- 3Look for the promo code or coupon field inside Stripe Checkout.
- 4Enter the code exactly as provided.
- 5Confirm the discount before completing payment.
Billing
Billing Questions
Billing questions usually relate to the selected plan, Stripe checkout status, coupons, or subscription activation.
Step-by-step
- 1Open Billing from the sidebar.
- 2Review your current plan and subscription status.
- 3Check whether the payment was completed in Stripe.
- 4Confirm the email used during checkout matches your workspace owner email.
- 5Contact support if the payment succeeded but the workspace is not active.
Troubleshooting
Emails Not Sending
Most send failures come from missing provider credentials, an unverified sender domain, or a sender email that does not match the verified domain.
Step-by-step
- 1Open Settings and confirm your sender email is correct.
- 2Confirm the sender domain is verified.
- 3Check that the prospect has a saved contact email.
- 4Retry a single email before sending a batch.
- 5Read the exact error message shown in the failed send notice.
Troubleshooting
AI Agent Not Finding or Sending Prospects
When an AI Agent is not finding or sending prospects, the cause is usually configuration, inventory quality, approval state, sending schedule, or sender-protection safeguards.
Step-by-step
- 1Confirm the agent is active, not paused.
- 2Confirm the selected sending account is present and matches the agent configuration.
- 3Check whether the current time is inside the configured sending days and hours.
- 4Review the Daily Prospect Target and first-touch usage to see whether the agent has already reached today's cap.
- 5Open the agent analytics and look for exhausted inventory, duplicate-heavy markets, missing websites, low qualification rate, or low contact-found rate.
- 6Check whether Manual Approval is enabled and drafts are waiting for review before they can be queued.
- 7Review queued downstream work, failed items, and deferred sends before assuming discovery is stopped.
- 8Look for suppression, prior bounce, prior reply, duplicate-send, or deliverability warnings that intentionally block outreach.
- 9Check whether the discovery safety ceiling or API safety limit was reached for the day.
- 10If the issue is still unclear, contact support with the agent name, market, and the latest visible error or blocked reason.
Troubleshooting
AI Visibility Errors
AI Visibility errors usually happen when required business information is missing, trial limits are reached, or an upstream provider is unavailable.
Step-by-step
- 1Confirm the prospect has a business name, website, category, and market.
- 2Check your trial or plan limits.
- 3Run the scan again after correcting missing details.
- 4If the error continues, save the exact message.
- 5Contact support with the prospect name and error text.
Troubleshooting
Stripe Issues
Stripe issues can prevent checkout from opening or delay subscription activation after payment.
Step-by-step
- 1Confirm you are using the correct checkout page.
- 2Check whether the Stripe checkout window opens.
- 3Complete the payment and wait for the return page.
- 4Confirm the workspace status updates after the webhook event.
- 5If activation fails, save the Stripe receipt and the app error message.
Agency Operations
Client Portal
Client Portal gives each client a focused performance workspace for search data, analytics, rankings, AI Visibility, reports, users, and settings.
Step-by-step
- 1Open Client Portal from the sidebar.
- 2Add a client workspace with the client name, website, status, AI optimization status, and initial tracked keywords.
- 3Select a client to open tabs for Overview, Search Console, Google Analytics, Google Business Profile, Rankings, AI Visibility, Reports, and Settings.
- 4Connect Google Search Console or Google Analytics, choose the correct property, then sync performance data when you want a fresh report.
- 5Add ranking keywords manually or promote Search Console queries into primary rank tracking.
- 6Create, edit, finalize, download, or email monthly reports from the Reports tab.
- 7Invite client users from the client Settings tab as client admins or viewers.
Agency Operations
AI Coach
AI Coach is a practical agency sales assistant for next steps, scripts, objection handling, follow-ups, AI Visibility explanations, proposal strategy, and pricing guidance.
Step-by-step
- 1Open AI Coach from the sidebar or from a prospect page.
- 2Use a suggested prompt or type a specific question about the sales situation.
- 3When opened with a prospect selected, AI Coach can use that prospect's saved business details, website, email status, pipeline status, last contact date, AI Visibility score, Maps rank, and notes.
- 4Review the response as guidance, then decide what action your team should take in the relevant prospect, task, proposal, or outreach workflow.
Agency Operations
Pipeline
Pipeline organizes active prospects by revenue stage so your team can see where opportunities are stuck and what needs attention next.
Step-by-step
- 1Open Pipeline from the sidebar.
- 2Use the search box to narrow the visible opportunities.
- 3Review prospects grouped into New, Email Sent, Follow-Up, Proposal Sent, Won, Lost, Needs Website, No Email Found, and Not Interested.
- 4Open a prospect card to manage the full record and update its status.
- 5Owners can assign prospects from the pipeline card when assignable team members exist.
- 6Use the prospect action menu to archive or delete records when appropriate.
Agency Operations
Team
Team lets owners invite and manage the people who operate the agency workspace.
Step-by-step
- 1Open Team from the sidebar as an owner.
- 2Enter the team member's name and email.
- 3Choose a role: Setter, Sales person, Account Manager, or Owner.
- 4Add the user to send a secure invite email.
- 5Use each team member card to pause or reactivate access.
- 6Delete non-owner team records when a user should be removed from the workspace.
Agency Operations
Settings
Settings controls the owner-only workspace configuration that powers branding, sender identity, outreach templates, rank tracking, demo mode, team access, and ownership rules.
Step-by-step
- 1Open Settings from the sidebar as an owner.
- 2Update the workspace profile, logo URL, agency website, calendar booking URL, sender name, sender email, reply-to email, and email signature.
- 3Add or update the workspace Resend API key and confirm the sender domain status before sending outreach.
- 4Edit official outreach templates or add private workspace templates when your role allows it.
- 5Adjust monthly outreach email and batch-send limits from the workspace settings area.
- 6Connect, test, or disconnect DataForSEO for exact tracked ranking checks.
- 7Choose whether post-sale ownership stays with the salesperson or goes to a default Account Manager.
- 8Use Demo Mode to hide real customer data and load seeded demonstration data.
Agency Operations
Commissions
Commissions tracks sales commissions, residuals, retention bonuses, payment history, and client status without replacing your payroll process.
Step-by-step
- 1Open Commissions from the sidebar.
- 2Owners can edit the default commission plan: upfront percent, residual percent, website sale percent, 6-month bonus, 12-month bonus, calculation basis, and whether fulfillment cost is deducted.
- 3Owners add closed clients from closed prospect records, then assign a salesperson and optional setter.
- 4Enter close date, monthly retainer, website sale amount, fulfillment cost, and client status.
- 5Review total due, residuals due, upcoming retention bonuses, commission totals by person, client records, and payment history.
- 6Mark upfront, website, residual, 6-month bonus, or 12-month bonus payouts as paid after handling payment outside DigiKai OS.
- 7Pause, reactivate, or cancel client commission records as the client relationship changes.
Troubleshooting
Domain Verification
Domain verification proves that your agency controls the domain used for outbound outreach.
Step-by-step
- 1Find the DNS records required by your email provider.
- 2Open the DNS settings for the sending domain.
- 3Add each required record exactly as shown.
- 4Wait for DNS propagation.
- 5Return to DigiKai OS and refresh sender verification.