Marketing Agency

The Marketing Agency Portal is your all-in-one workspace for running a modern marketing or lead-generation agency on Sysevo. It combines an AI voice-calling engine with a full CRM, outbound prospecting tools, campaign and project tracking, client management, billing, and reporting — all in one dark, fast, keyboard-friendly interface. This guide explains every feature you will see in the portal, what each does, and exactly how to use, create, and edit the things you work with day to day.

In this guide

• Getting around: layout, sidebar, and account menu
• First-time setup and the delivery tracker
• The Dashboard and its three tabs
• Calls: Live Calls, Call History, and call details
• CRM: Leads, Contacts, Companies, Pipeline, Proposals, and Calendar
• Outreach: Lead Sourcing, Email Campaigns / Inbox, and Cold Call Lists
• Campaigns: Campaigns, Projects, Clients, and Forms
• Billing: Invoicing, Payment Links, Contracts, and Billing
• Insights: Analytics and Reports
• Your account: Profile, Settings, and Notifications
• Common workflows and tips

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Getting Around

When you log in you land on the Dashboard at /marketing/dashboard. Every page shares the same frame: a left sidebar for navigation, a top page header with the page title and any quick actions, and the main content area.

The sidebar

The sidebar is grouped into labelled sections so related tools sit together. You can collapse it to a thin icon-only rail using the chevron button at the top — handy on smaller screens or when you want more room for tables.

At the bottom of the sidebar is a small profile card showing your name and your agency/portal name. From there you can:

• Click your avatar to open your Profile.
• Click Sign out to log out.
• Toggle light / dark theme.
• Click the gear icon to open Settings.

If your agency has uploaded a custom logo and brand colour, the sidebar shows your branding instead of the default Sysevo logo.

Account menu pages

Beyond the main sections, the portal includes account pages you reach from the bottom of the sidebar or via direct links:

• Profile (/marketing/profile) — your personal details and avatar.
• Settings (/marketing/settings) — preferences for your portal.
• Notifications (/marketing/notifications) — your alerts feed.

These are covered in the Your Account section.

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First-Time Setup and the Delivery Tracker

When your agency account is brand new, the Dashboard does not jump straight to charts. Instead it shows a guided setup experience so you always know where things stand.

• If your account is awaiting your intake form, you are taken to the Onboarding page to provide the details needed to build your AI agent.
• If your agent is being built (statuses such as received, in progress, or awaiting payment), the Dashboard shows a "Welcome to Your Marketing Portal" header and a Delivery Tracker card that visualises each stage of your agent's setup, an estimated delivery date, and your plan and agent type.
• A Need Help? card gives you a one-click Contact Support button.

Once your AI agent goes live, the full Dashboard with metrics and charts replaces the tracker automatically. You do not need to do anything to switch over.

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The Dashboard

The Dashboard is your command centre. It gives a live snapshot of call performance, lead generation, appointments, and quick links into the busiest parts of the portal.

Header controls

At the top right of the Dashboard you will find:

The Dashboard is organised into three tabs: Overview, Deep Analytics, and Integrations.

Overview tab

Core KPIs (top row of cards):

Secondary metrics (second row): Pickup Calls (≥21s), Valuable Calls (≥60s), Hot Leads, Not Interested, Disqualified, and Do Not Call. Several of these are clickable and deep-link into a filtered Call History or the Leads page.

Quick Actions — four shortcut cards jump straight to Pipeline, Email Campaigns, Lead Sourcing, and Invoicing.

Charts:

• Overall Answer Rate — a full-width trend line of your answer rate over time.
• Call Volume — a bar chart of all call attempts versus successful ones.
• Outcome Breakdown — successful / initiated / error split, with Pickup and Valuable call totals.

Recent activity — three columns at the bottom:

• Upcoming Appointments (with a View All link to the Calendar)
• Recent Calls (status-coloured, with View All Calls)
• Recent Leads (priority and status badges, with View All Leads)

Deep Analytics tab

A richer analytical view of the same call data — deeper breakdowns, dispositions, and lead counts — for when you want to go beyond the headline numbers.

Integrations tab

Connect your AI calling data to the outside tools you already use (for example, to push leads or appointments onward). This tab surfaces the available integration connectors for your account.

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Calls

The CALLS section is where you watch your AI agent in real time and review every conversation it has had.

Live Calls

What it is: A real-time monitor of calls happening right now, found at /marketing/live-calls.

Layout:

• Four metric cards across the top: Active Calls, Transcripts, Urgent, and Avg Duration.
• A left Active calls list panel — one card per in-progress call.
• A right transcript panel that streams the live conversation as it unfolds.

How to use it:

1. Open Live Calls from the sidebar. The list auto-refreshes every few seconds.
2. When a call is active, click its card in the left panel to expand it.
3. The right panel shows the live transcript, sentiment, talk-ratio, and keywords, updating in real time as the agent and caller speak.
4. Click the card again to collapse it.

If there are no active calls you will see a calm "No active calls" state. Calls that have just ended are automatically handed off for post-call processing so they appear in Call History shortly after.

Call History (Calls)

What it is: The complete log of past calls handled by your AI agent(s), at /marketing/calls.

Top of page: the title Call History, a date-range toggle (Today / 7d / 30d), and three summary cards — Total Calls, Avg Duration, and Pickup Rate.

Search and table: A search box filters calls by phone number, caller name, or call ID instantly. The table columns are:

How to use it:

1. Pick a date range with the Today / 7d / 30d toggle.
2. Type into the search box to narrow the list.
3. Scroll — more calls load automatically as you reach the bottom (infinite scroll).
4. Click any row to open the Call Detail page for that conversation.

By default the list focuses on meaningful (answered) calls; error and initiated calls are loaded on demand so the view stays fast and relevant. New calls appear automatically every 30 seconds without you needing to refresh.

Call Detail

What it is: A single conversation, opened by clicking a row in Call History (/marketing/calls/:callId).

What you can do:

• Listen to the call recording.
• Read the full transcript of the conversation between the agent and the caller.
• Edit the caller's name — click the edit (pencil) control, type the correct name, and save. This helps future lists show a real name instead of a number.
• Download the transcript as a file.
• Review the Details panel and any AI Analysis (such as interest level and summary) generated for the call.

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CRM

The CRM section turns conversations into managed relationships — from raw leads through to closed deals.

Leads

What it is: The Lead Management hub at /marketing/leads, listing every lead your agents have produced.

Header: title and subtitle (Track and manage leads from your voice agents), plus filter controls.

Filters: search box, Priority dropdown, Status dropdown, plus contact and type filters. A view toggle lets you switch between lead segments.

Table columns: a selection checkbox, Lead (name), Contact, Priority, Status, and Created date.

Priorities: Hot (🔥 red), Warm (🌡 amber), Cold (❄ blue). Statuses follow your pipeline stages (New, Contacted, Qualified, Appointment Scheduled, Payment Link Sent, Dormant, Closed Won, Closed Lost, and any custom stages your agency defines).

How to use it:

1. Filter by priority, status, or search to find the leads you care about.
2. Change a lead's priority or status inline using the dropdowns in the row.
3. Star important leads to flag them.
4. Use the row menu to schedule an appointment, convert, or remove a lead. You can also select multiple leads and act on them in bulk.
5. Click a lead to open its full Lead Detail.

Leads are created automatically from calls — the portal periodically runs an auto-create process so qualified conversations turn into leads without manual entry. Removed leads move to Lead Archives rather than disappearing.

Lead Detail

Opening a lead shows its full record: contact details, priority, status, call history and recordings tied to that lead, notes you can add, scheduled callbacks, and a status panel where you can move the lead through your pipeline stages. From here you can update the priority, jump to the source call, add notes, and schedule follow-ups.

Lead Archives

Removed or discarded leads are kept in Lead Archives so nothing is permanently lost. Use this when you need to find or restore a lead you previously cleared out.

Contacts

What it is: A directory of your agency's contacts at /marketing/contacts, drawn from the people your agents have spoken with.

How to use it: Search by name, email, or phone. Each contact card shows their initial, name, phone, email, and a status badge. This is your quick rolodex for everyone in your pipeline.

Companies

What it is: Company/account records at /marketing/companies — the organisations behind your contacts and deals.

Each company card shows: name, website/domain, industry, employee range, location, an optional health-score badge, and a status badge.

How to add a company:

1. Click Add Company (top right).
2. Fill in Company Name (required), Website / Domain, Industry, Employees (a range from 1-10 up to 500+), Location, and Notes.
3. Click Add Company. It appears immediately in the list.

How to find one: Use the search box to match by name, domain, or industry.

Pipeline

What it is: A drag-and-drop deal board at /marketing/pipeline (subtitle: Drag and drop). Each column is a pipeline stage and each card is a lead/deal.

Default stages: New → Contacted → Qualified → Appointment Scheduled → Payment Link Sent → Dormant → Closed Won / Closed Lost. If your agency has defined custom stages, those are used instead.

How to use it:

1. Drag a lead card from one stage column to another to update its status instantly.
2. When you drag a deal into Closed Won, a confirmation dialog asks for the deal value (and any payment taken today) so your revenue tracking stays accurate.
3. When you drag a deal into Closed Lost, a dialog asks you to pick a lost reason — useful for later analysis.
4. Scroll the board horizontally to see every stage.

Cards show the lead name, priority icon, and value where known. The Pipeline is the fastest way to move many deals forward visually.

Proposals

What it is: Create, send, and track sales proposals at /marketing/proposals.

KPIs: Total Proposals, Pipeline Value, Won Value, and Win Rate.

Filters/tabs: All, Draft, Sent, Accepted, Declined, plus a search box.

Each proposal card shows: title, client name, status (Draft / Sent / Viewed / Accepted / Declined / Expired), service type, value, and validity date.

How to create a proposal:

1. Click New Proposal.
2. Enter Title (required) and Client Name (required), plus optional Client Email.
3. Set Value, Currency (EUR / USD / GBP), and Valid Until date.
4. Pick a Service Type (SEO, Paid Ads, Social Media, Content Marketing, Web Design, Branding, Email Marketing, Lead Generation, Full Service, Other).
5. Add a Scope Summary describing the work.
6. Click Create Proposal. It starts as a Draft.

How to progress a proposal: Open the row's three-dot menu and choose Mark as Sent, then later Mark Accepted or Mark Declined. You can also send it Back to Draft. The KPIs and win rate update as statuses change.

Calendar

What it is: Your appointment calendar at /marketing/calendar (subtitle: Manage appointments).

View modes: toggle between List, Day, Week, and Month.

How to add an appointment:

1. Click New Appointment (top right).
2. Fill in the appointment details in the dialog (title, date, start time, customer, etc.) and save.

Calendar settings: Click the gear icon to open settings, where you can configure calendar sync and booking settings (how appointments are taken). Appointments booked by your AI agent appear here automatically, and the Dashboard's Upcoming Appointments card pulls from this calendar.

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Outreach

The OUTREACH section is your engine for finding and contacting new prospects — separate from the inbound leads your agents capture.

Lead Sourcing

What it is: A built-in prospecting/scraping tool at /marketing/lead-sourcing that finds businesses matching your criteria, complete with contact details.

Top metrics: Total Leads, Verified, and Searches.

Three tabs: Search, Results, and History.

How to run a search:

1. Go to the Search tab.
2. Enter Industry (e.g. "Dentists", "Marketing Agency") and Location (e.g. "London UK", "Miami FL") — both required.
3. (Optional) Open Advanced options to add Multiple Cities (comma-separated), Keywords, Business Category, Company Size (Solo, Small, Medium, Large), and a Min Rating filter.
4. Start the search. A live banner shows progress ("Searching … X found") and you can click View → to jump to results as they stream in.

Working with results: The Results tab lists found businesses with a confidence Score, Business name, Email, phone, website, social links (LinkedIn, Facebook, Twitter, Instagram), and verification status (Verified / Unverified). You can:

• Filter by verification status and Tag.
• Sort by score, business name, or email.
• Tag leads to organise them.
• Import selected leads into either an Email Contact List or a Cold Call List so you can act on them.
• Delete leads you do not want.

History keeps a record of your past searches so you can revisit or re-run them.

Email Campaigns / Inbox

The OUTREACH section's Email Campaigns link and the related Inbox give you a full email outreach workspace.

Email Inbox (/marketing/inbox): a complete email client built into the portal. You can:

• Browse folders (Inbox, Archive, Trash, etc.) with unread counts.
• Read individual emails.
• Compose new emails, reply, and save drafts.
• Archive or move emails to Trash.

Email / Inbox Settings (the Email Campaigns sidebar link, /marketing/emails): an Inbox Settings hub with tabs for:

How to set your signature:

1. Open Email Campaigns from the sidebar, then the Signature tab.
2. Enter your signature HTML/text in the editor.
3. Save — it is then appended automatically to outgoing emails.

Use Lead Sourcing's Import → Email Contact List to feed verified prospects into your email outreach.

Cold Call Lists

What it is: The Cold Outreach workspace at /marketing/outbound (subtitle: Manage campaigns and callbacks) for running phone-prospecting campaigns.

Top metrics: Total Lists, Total Prospects, Interested, and Converted.

Two tabs: Call Lists and Callbacks (the Callbacks tab badges the number of follow-ups due).

Each call list card shows: the list name, when it was created, and a stats row — Total, Called, Done, Interested, Converted — plus a Progress bar.

How to import a new list:

1. Click Import New List (top right).
2. On the Cold Call Import page, upload your list of prospects (for example a CSV) and map the columns.
3. Save — the new list appears on the Cold Outreach page.

How to work a list:

1. Click a list card to open its detail view (/marketing/cold-call-list/:id), where you can work through prospects, log outcomes, mark interest, and add notes.
2. Delete a list with the trash icon that appears on hover.

Callbacks tab: shows prospects who asked to be called back, with their Name, Phone, Notes, and Due time. Click a row to open the callback card and update it, or use Update to record progress. Converted prospects are flagged with a Converted badge.

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Campaigns

The CAMPAIGNS section is your delivery and client-management layer — where the work you sell gets organised and tracked.

Campaigns

What it is: Manage ad campaigns, SEO projects, and marketing initiatives at /marketing/campaigns.

KPIs: Total Budget, Total Spent, Conversions, and Revenue.

Filters/tabs: All, Active, Paused, Draft, Completed, plus a search box.

Each campaign card shows: name, client, channel (Google Ads, Meta Ads, TikTok Ads, LinkedIn Ads, SEO, Email, Social Organic, Content, Other), status, budget, ROAS, a metrics row (Impressions, Clicks, Conversions, Revenue), and a Budget used progress bar.

How to create a campaign:

1. Click New Campaign.
2. Enter Campaign Name (required) and optionally the Client.
3. Choose a Channel (required).
4. Set Budget, Start Date, and End Date.
5. Add an Objective (e.g. "Generate 50 qualified leads") and Notes.
6. Click Create Campaign — it starts as a Draft.

Filter the board by status or channel and search by campaign or client name to find what you need.

Projects

What it is: Projects & Delivery at /marketing/projects — track campaign delivery, client projects, and milestones.

Tabs: All, Active, Done (completed), On Hold, At Risk (each shows a count).

Each project card shows: name, client, service type, due date, a progress bar with percentage, a status badge (Active / Completed / On Hold / At Risk), and a priority badge.

How to create a project:

1. Click New Project.
2. Enter Project Name (required) and Client Name.
3. Set Service Type (e.g. "SEO, Paid Ads") and Priority (Low / Medium / High / Urgent).
4. Add a Description.
5. Click Create Project.

Use the search box to find projects by name or client.

Clients

What it is: Your client portfolio at /marketing/clients — client health tracking and retention management.

KPIs: Active Clients, Total MRR, At Risk, and Churned.

Tabs: All, Active, At Risk, Churned, plus a search box.

Each client card shows: name, industry, services, account manager, MRR/mo, a health score percentage (colour-coded green/amber/red), and a status badge.

How to add a client:

1. Click New Client.
2. Enter Client Name (required).
3. Set Industry, Status (Active / At Risk / Churned), Email, Phone, Website, MRR (€), and Account Manager.
4. Click Create Client.

Client Detail page: Click any client to open /marketing/clients/:id. The detail view (built on a richer template) lets you manage that client in depth — edit their profile and stage (Onboarding, Active, Strategy Phase, Execution, Under Review, Paused, Churned), manage their services (SEO, Paid Ads, Social Media, Content Marketing, Web Design, Branding, Email Marketing, Lead Generation, PPC, CRO, PR, Video Production, Influencer Marketing, Analytics, Full Service), add notes and activity updates, attach files, and review health/MRR trends.

Forms

What it is: Build and manage intake forms, lead-capture forms, and client questionnaires at /marketing/forms.

KPIs: Total Forms, Published, and Total Submissions.

Tabs: All, Published, Drafts, plus a search box.

Each form row shows: name, description, a Published/Draft badge, submission count, and creation date, with quick buttons to edit, copy the public URL, open the live form, and a menu to Publish/Unpublish, View Submissions, or Delete.

How to create a form:

1. Click New Form.
2. Enter a Form Name (required) and Description.
3. Choose a Layout: Conversational (one question at a time) or Classic (all fields on one page).
4. Click Create & Edit — you are taken straight into the Form Builder.

Form Builder

The Form Builder (/marketing/forms/:id/edit) is a drag-and-drop editor with a Fields tab and a Settings tab.

Available field types:

How to build a form:

1. Add a field by choosing its type from the palette.
2. Drag the grip handle to reorder fields.
3. Click a field to edit its label, placeholder, help text, required toggle, and (for choice fields) its options.
4. Remove a field with its trash icon.
5. Use the Settings tab to set the form's title, description, and confirmation message.
6. Save, then Publish when ready.

How to share and collect: Once published, copy the public form URL (the copy button) and share it, or open it in a new tab. Submissions are counted on the Forms list and viewable via View Submissions.

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Billing

The BILLING section handles money in and money out — invoices, payment links, contracts, and your own subscription.

Invoicing

What it is: Create and manage invoices for your clients at /marketing/invoicing.

KPIs: Total Invoices, Paid, Outstanding, and Total Revenue.

Filters: search box and a status dropdown (All Status, Paid, Sent, Open, Void).

Each invoice card shows: customer name and email, optional description, amount, status badge, and date, with a status icon (paid = green check, pending = amber clock, void = red).

How to create and send an invoice:

1. Click New Invoice.
2. Enter Customer Name (required), Customer Email (required), Amount (required), Currency (EUR / USD / GBP), and a Description.
3. Click Send Invoice — the invoice is created and emailed to the customer automatically.

Use Refresh to pull the latest payment statuses.

Payment Links

What it is: View and manage your payment links and subscriptions at /marketing/payment-links. This surfaces your billing/payment-link management so you can take payments from clients and review subscription status.

Contracts

What it is: Manage contracts and digital signatures at /marketing/contracts.

Tabs: All, Action Required, Completed, Declined, plus a search box and a status filter.

How to use it:

1. Click New Contract (or the empty-state button) to create a contract.
2. Use Contract Templates (the Templates button) to start from a reusable template.
3. Track each contract's status; Action Required highlights contracts waiting on a signature.
4. To cancel a contract, use Void — you will be asked for a reason for voiding (required).

Summary stat cards at the top give you an at-a-glance count of contracts by state.

Billing

What it is: Your agency's own subscription and billing at /marketing/billing.

How to use it: Review your plan and billing summary. Click Manage Billing (the customer-portal button) to open the secure billing portal where you can update payment methods, view invoices, and manage your subscription. Use Refresh to reload the latest billing data.

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Insights

The INSIGHTS section turns all your activity into shareable reporting.

Analytics

What it is: Operational, delivery, and executive analytics across your agency at /marketing/analytics.

KPIs: Total Leads, Companies, Active Projects, and Pipeline Value.

Tabs:

This page provides a structured analytics framework across your agency. Several panels populate as you connect data sources and accumulate campaign, project, and finance data.

Reports

What it is: A polished, exportable performance report at /marketing/reports, focused on your AI call performance.

Date range: Today, Last 24 hours, Last 7 days, Last 30 days, This month.

Key metrics: Total Calls, Leads, Appointments, Success Rate, and Avg Duration, followed by a call-performance grid (Pickup Rate, Valuable Rate, Lead Rate, Valuable Calls) and charts.

How to export:

1. Choose your date range.
2. Click Export PDF.
3. A formatted PDF report is generated for sharing with clients or stakeholders.

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Your Account

These pages live at the bottom of the sidebar and personalise the portal to you.

Profile

At /marketing/profile you manage your personal details — your name and avatar (which appear in the sidebar card) and other account information.

Settings

At /marketing/settings (title Settings) you manage your portal preferences. Use the theme toggle in the sidebar to switch between light and dark modes at any time.

Notifications

At /marketing/notifications you see your alerts feed — updates and events relevant to your account.

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Common Workflows and Tips

Turn a call into a closed deal:

1. The AI agent takes a call → it appears in Call History and (if qualified) becomes a Lead.
2. Open the lead, set its priority and status, and add notes.
3. Drag it across the Pipeline as it progresses.
4. Send a Proposal; when accepted, move the deal to Closed Won and enter the value.
5. Raise an Invoice (or Contract) to get paid.

Run an outbound prospecting campaign:

1. Use Lead Sourcing to find businesses by industry and location.
2. Import verified results into a Cold Call List (for phone) or an Email Contact List (for email).
3. Work the Cold Outreach list, logging outcomes and booking Callbacks.
4. Interested prospects convert into leads and flow into your Pipeline.

Onboard and grow a client:

1. Add the client under Clients, set their MRR, services, and account manager.
2. Create a Project to deliver their work and track progress.
3. Track ad spend and results in Campaigns.
4. Monitor their health score and stage on the Client Detail page to spot churn risk early.

Tips:

• Collapse the sidebar (chevron at the top) to give tables and boards more room.
• Use Dashboard quick actions and clickable KPIs to jump straight to filtered views.
• The agent filter on the Dashboard lets multi-agent accounts isolate one agent's performance.
• Edit a caller's name on the Call Detail page so it shows correctly everywhere afterwards.
• Most lists update automatically — Call History refreshes every 30 seconds and Live Calls every few seconds — so you rarely need to reload the page.
• Star your most important leads so they are easy to find again.