Get work done in APEX.

Get your first tenant set up

A tenant is your AV operations org. Projects, partners, licenses, and users all live inside it. Most customers run one. If you're a managed-service provider running AV ops across several end-clients, you can have more than one.

1. From the marketing site, click Start your 30 days free on /demo. Or, if you've been invited as a founder, follow the invite link in your email.
2. The tenant signup form asks for your name, email, and company name (with optional role and "how you heard about us"). No password at this step. You set your password when you accept the account, and you can enroll 2FA (TOTP) from your profile after your first login. 2FA is recommended for the first owner account.
3. On first login you'll see an empty Field Ops dashboard, an empty Projects list, and your name as the only user. From here, invite your team, and separately, any partners who need access.

Invite your internal team

Internal users are everyone at your company who isn't a partner. You invite them from Administration → Users.

1. Open the Administration view from the main nav. Click the Users tab.
2. Click + Invite User. Enter their name + email and pick a role: admin (manage projects + users), member (the working role: manage projects and field ops), auditor (read-only with full visibility), or viewer (read-only). The owner seat is the account that signed up; it isn't handed out from this form.
3. The invitee gets an email with a single-use signup link. Once they accept, they appear on the Users tab as active.

Invite a partner

Partners are outside companies, integrators and sub-contractors. They get the partner portal, not your full admin app. The company is one record. You invite individual users into it.

1. Open the project you want the partner on, then go to its Partners tab. The Partner cooperation panel lets you add an existing partner company (or create one if it's new); a newly added partner starts at read only until you raise their access.
2. From the partner company's record, click + Invite User. Enter the partner user's name + email. A single-use invite token is generated.
3. The partner gets a link to /vendor.html?invite=<token>. They set their password on first use; the link is then dead.
4. Once logged in, the partner sees only the projects they're assigned to, the equipment they own, and the credentials and licenses they manage. The scope is enforced server-side.

No shared logins, ever. If three people at a partner need access, send three invites. The audit trail relies on per-user identity.

Create a project

1. From the Projects list, click + New Project.
2. Fill out the basics: name, project ID (a short code like SCH-3ROOM-BUILD), type, business line, client, location, budget, start + due dates.
3. On the project's Tasks tab, add phased task lists. Tasks can have prerequisites (other tasks that must complete first), subtasks, and assignees.
4. On the Partners tab, assign partner companies to the project and set each one's access level. They will see it in their partner portal the next time they refresh.
5. On the Equipment tab, build the bill of materials. Each item has a status that progresses through spec → submitted → approved → ordered → shipped → received → installed → commissioned.
6. The Discussion tab gets a thread automatically. Anyone on the project (you + assigned partners) can post.

Approve a partner onsite visit

When a partner proposes an onsite visit, it shows up at the top of your Field Ops page in an amber banner labeled PARTNER PROPOSALS, NEEDS YOUR APPROVAL. The Proposals tab holds future-dated proposals so you can find them later.

1. Each proposal row shows the partner, project, date + time window, and what they plan to do.
2. Click Approve to confirm the dates as-is. The partner sees their visit move from PROPOSED to SCHEDULED on their portal the next refresh.
3. Click Counter to suggest different dates (see next guide).
4. Click Decline to reject with a required reason. The partner sees your reason and can propose new dates.

Counter-propose dates on a partner visit

When the partner's dates don't work (audit week, a holiday closure, another partner onsite that day), counter instead of declining. The back-and-forth stays in one thread instead of scattering across email.

1. On the proposal banner row, click ⟳ Counter.
2. The modal opens pre-filled with the partner's dates, so you only change what's different. Adjust the date, start time, and end time, and write a comment explaining why ("Floor closed Apr 8 for refinishing, propose Apr 15 same window").
3. Click Send counter. The visit status becomes COUNTER PROPOSED, the comment lands in the visit's discussion thread, and the partner sees the new dates in their drawer with your rationale.
4. The partner either Accepts your counter (status becomes SCHEDULED), or Counters back with their own new dates (status returns to PROPOSED for your re-approval), or Cancels.

Track a platform license through renewal

Every platform license lives in the 🔑 Licenses workspace: Webex, Teams, Zoom, Mersive, Logitech Sync, and the rest. Each one tracks its seat count, annual cost, renewal date, the partner who manages it, and when to remind you it's coming due. Nothing lapses, and nothing quietly auto-renews at the wrong seat count.

1. Click 🔑 Licenses in the main nav. The Overview tab shows everything.
2. Use the Renewals tab to see licenses renewing in the next 90 days, sorted by urgency.
3. Use the By Platform tab to compare spend across platforms (often the first conversation with finance).
4. The By Managing Partner tab rolls up what each integrator is responsible for renewing, useful when you're consolidating vendors.
5. Notification thresholds default to [90, 60, 30, 7] days advance. Email delivery is on the roadmap (Q3 2026); the captured threshold drives the UI urgency colors today.

Read a project retrospective

When a project is marked completed, a green PROJECT RECAP band appears at the top of its detail page. It reads the visits attached to the project and gives you the summary that would otherwise live in a post-mortem document.

• Total visits · done / partial / blocked breakdown · reschedules · first-time-fix % · partner count · duration in days.
• If the project has a discussion thread, the last few messages often include the partner's retrospective notes ("what we'd do differently next time"). The 5th Avenue Webex rollout demo project includes a model 4-point retrospective from the lead integrator.
• Aggregated across multiple projects, the Field Ops Reports tab shows the same data as bar charts: Why visits slip by reschedule reason, Visit outcomes, partner performance trend.

Field Ops reports

The Reports tab turns what gets captured at the moment work happens into the numbers leadership asks about. "How is the field actually doing?" becomes a screen you open instead of a spreadsheet you build.

• Partner Performance compares the last 90 days against the prior 90 days, flagging partners whose completion rate dropped by more than 10 points.
• Team Workload shows open assignments + completed-this-month + overdue per internal field-ops team member.
• Why visits slip sorts every reschedule by reason (parts / access / customer / weather / illness / partner-rescheduled / other). This is the one chart that tells you what to fix.
• Visit outcomes breaks completed visits into done / partial / blocked, the first-time-fix story.
• Monthly Trends charts total + completed visit counts by month.