Welcome to
Kobin.
Kobin is your agency operating system — a single workspace that replaces Slack, Notion, HubSpot, Linear, and Buffer. This guide gets you from zero to fully set up.
Early access: Kobin is currently in closed beta. Join the waitlist at kobin.app to get access when your spot opens up.
Quick start
From signup to your first message in under 5 minutes.
Create your workspace
Sign up with your email. Your workspace is created instantly — no credit card needed for the trial.
Connect Google Drive
Go to Settings → Integrations → Connect Google. A "Vault" folder is auto-created in your Drive. All files stay in your account.
Invite your team
Go to Team → Add Member. Set their role, permissions, and credentials. They're ready to log in immediately — no invite email flow needed.
Create your first project
Projects automatically get a dedicated chat room, a Vault folder structure, and can be linked to a client portal.
Explore the modules
Command Center has 8 core modules. Click any to jump to its documentation.
💬 Real-Time Inbox
Project channels, group chats, DMs. File attachments, replies, forwards, and @AI mentions.
✅ Tasks & Projects
4 time-horizon buckets. Priority sorting, team assignment, deliverable requirements, and analytics.
🗄️ Vault
Google Drive-backed. Internal docs, client uploads, deliverables — role-scoped.
🏢 Client Portal
White-label scoped workspace per client. Tasks, files, inbox, calendar — one click to spin up.
🤝 CRM
Track leads, investors, partners. Log outcomes, set follow-up reminders, tag and filter.
📅 Calendar
Day / Week / Month. Google Meet auto-creation. Two-stage meeting reminders.
✍️ LinkedIn Studio
Draft, schedule, and track LinkedIn posts. Impressions and engagement per post.
🤖 AI Layer
Context-aware intelligence across every module. @AI in inbox, command bar, daily briefs, and task intelligence.
Permission system
Kobin uses a 3-tier user model with 12 granular permission toggles per team member.
| User type | Access level | Notes |
|---|---|---|
| Founder | Full access | Owns the workspace. Can create teams, clients, and projects. |
| Team member | Configurable | 12 permission toggles. Changes take effect immediately without a logout. |
| Client | Portal-scoped | Sees only their project data. Optionally can create tasks. |
Permission matrix: View Tasks · Perform Tasks · Manage Tasks · View Calendar · View Projects · Create Projects · View Vault · View LinkedIn · View Relationships · Access Clients · Access Inbox · View Analytics. Each toggle is independently configurable per team member.
Inbox — real-time messaging
The inbox uses Supabase Realtime WebSocket channels. Each room maintains its own subscription — switching rooms tears down the old channel and creates a new one.
Room types
There are three room types: Project (auto-created when you create a project, all team members added automatically), Group (custom channels you create), and Direct (1-on-1 DMs — a founder-client DM is pre-created the moment a client gets portal access).
Messaging features
| Feature | How it works |
|---|---|
| Reply | Reply to any specific message — original appears as a quoted preview above the reply bubble. |
| Edit | Edit any message you sent. The input bar pre-fills with original content. An Edited label appears after saving. |
| Forward | Forward any message to any other room via a room picker dialog. |
| Unsend | Permanently delete your own messages for all participants. |
| File attachments | Attach images, PDFs, Office docs, CSVs, and ZIP files. Images open in a full-screen lightbox with download. |
| Unread badges | Unread counts shown on each room, tracked via last_read_at timestamp per user per room. |
| @AI mentions | Type @AI in any room to get an AI response inline — full project and conversation context injected automatically. |
Keyboard shortcuts
/task [search query] → opens task picker
@name → opens mention picker
@AI → triggers AI response in thread
Shift+Enter → new line
Enter → send messagePerformance
Room list loads with 5 total queries regardless of how many rooms exist. Messages load the last 20 first — older messages load on scroll-up demand with no flash to top. An animated skeleton UI shows while rooms are loading for near-instant perceived performance.
Tasks & Projects
The task system is the operational backbone of Command Center. Tasks are organized into four time-horizon buckets that map to how founders actually think about work.
| Bucket | Purpose |
|---|---|
| Today | Immediate priorities that must be completed today. Shown first, always visible. |
| This Week | Short-horizon work with a deadline within the current week. |
| Delegated | Work assigned to team members. Founders monitor progress without micromanaging. |
| Backlog | Future work, ideas, and long-term items. Visible but not cluttering the active view. |
Task features
| Feature | How it works |
|---|---|
| Priority sorting | Tasks sort automatically: Urgent → High → Medium → Low, then by due date within each tier. No manual dragging required. |
| Team assignment | Assign tasks to any active team member. Assignee receives a browser push notification within 10 seconds. Task appears in their Delegated bucket immediately. |
| Project linking | Every task can be linked to a project. Linked tasks are automatically visible in the client portal for the relevant project. |
| Resources | Attach unlimited URLs to any task as named resources (e.g., 'Brand Guidelines → https://...'). Resources display inline on the task card. |
| Comments & threads | Every task has an inline comment thread. All users with task access can comment. Real-time — no page refresh needed. |
| Project filter | A pill-bar above the buckets filters all tasks by project across all time horizons simultaneously. |
| Client task creation | Clients with permission can create tasks from their portal. Tasks auto-link to their project and immediately appear in the founder's workspace. |
| Deliverable requirement | Any task can require a deliverable on completion. Marking it complete triggers a submission modal — the file is auto-saved to the project's Deliverables vault folder. Tasks cannot be marked complete without submitting or explicitly skipping. |
| Analytics bar | A collapsible panel showing Completion Rate, Volume, Overdue count, Blocked count, Status Breakdown, Team Workload, and Priority Breakdown. Toggled via the Analytics button in the header. |
Task permission tiers
| Permission | View | Comment | Update own status | Create / Edit / Assign |
|---|---|---|---|---|
| View Tasks | ✓ | ✓ | — | — |
| Perform Tasks | ✓ | ✓ | ✓ (assigned only) | — |
| Manage Tasks | ✓ | ✓ | ✓ | ✓ |
| Founder | ✓ | ✓ | ✓ | ✓ |
Calendar
The calendar module provides a complete scheduling interface with three view modes, Google Meet integration, and an intelligent two-stage reminder system.
Views & navigation
Day, Week, and Month views with a live red line in Day and Week views showing the current time. Click any time slot to open a pre-filled event creation dialog — event type selected via pill tabs, date and times on a single row, workspace members shown as tap-to-toggle avatar chips. The entire flow from opening the dialog to scheduling takes under 10 seconds.
Event types
Internal — team meetings, standups, planning sessions. Deal — client calls, sales meetings, demos. Hiring — candidate interviews, HR discussions.
Google Meet integration
When Google is connected, the event dialog shows a toggle for auto-generated Meet links. When enabled, a Google Calendar event is created, a unique Meet link is generated and attached, all listed attendees receive calendar invites automatically, and the Meet link is saved on the event card for one-click joining.
Meeting reminder system
| When | What happens |
|---|---|
| 5 minutes before | Slide-in toast notification in the top-right corner with the meeting title and a join button. |
| 1 minute before | Full-screen modal interrupts the user. Simultaneously triggers a Browser Notification API push — visible even when the tab is not in focus. |
| 10 minutes before | AI-generated pre-meeting brief delivered as a full-screen notification — client profile, open tasks, last conversation summary, and suggested talking points. |
Vault
Vault is Command Center's project knowledge base — a structured file and document management system backed by Google Drive. It replaces unorganized Drive folders with a clear hierarchy, role-scoped access, and mandatory metadata on every item.
Folder hierarchy
Vault/ ← root folder, created on first Google connect
└── Project Name/ ← auto-created when project is created
├── Internal Documents ← founder + team only, hidden from clients
├── Client Uploads ← clients can view and upload
└── Deliverables ← clients view-only, team can uploadItem types
| Type | Description | Required fields |
|---|---|---|
| File Upload | Any file (PDF, image, Office doc) uploaded to the correct Drive folder via the app. | Title, Description, Document Type |
| Link | URL to external resources — Google Sheets, Figma, Notion, Drive folders, etc. | Title, Description, URL |
| Note | Rich text note for brand guidelines, credentials, instructions, or any context. | Title, Description, Content |
Every item must be tagged with a Document Type: Content · Deliverable · Report · Contract · Brief · Design Asset · Spreadsheet · Presentation · Reference · Other.
Access control by role
| Folder | Founder | Team member | Client |
|---|---|---|---|
| Internal Documents | ✓ Full access | ✓ Full access | — Hidden |
| Client Uploads | ✓ Full access | ✓ Full access | ✓ View + Upload |
| Deliverables | ✓ Full access | ✓ Full access | ✓ View only |
CRM / Relationships
The Relationships module is a lightweight CRM built for founders who maintain diverse professional networks without needing a full HubSpot setup.
Contact types
Leads — potential clients or sales opportunities. Investors — active investors, angels, or VCs. Partners — integration partners, collaborators, or strategic allies. Talent — potential hires, contractors, or freelancers. Advisors — mentors, board members, or domain experts.
Contact features
Flexible tagging for custom categorization · LinkedIn URL field for quick profile access · Meeting outcome tracking — log the result of every interaction · Meeting link field for ongoing relationships with scheduled calls · Notes for context, next steps, and background information · Searchable and filterable by type, tag, and name.
LinkedIn Studio
The LinkedIn Studio gives founders a dedicated space to draft, review, and track LinkedIn content without switching tools or losing posts in a notes app.
| Feature | Details |
|---|---|
| Post drafting | Draft and save LinkedIn posts directly within Command Center. |
| Status tracking | Track every post as Draft · Scheduled · Published. |
| Engagement metrics | Impressions and engagement count per post. |
| Content library | Every post saved for reference and repurposing. |
Team management
The team module lets founders build and manage their workspace with fine-grained control over what each person can see and do.
Creating team members
Founder sets name, email, position, and all permission flags in one form. A Supabase auth account is created server-side using the Admin API — no invite email flow needed. Credentials are provided directly to the team member for immediate access.
Account lifecycle
Deactivate — sets is_active=false. Signed out on next page load. All data preserved. Reactivate — flip is_active back to true. Immediate re-access. Delete — permanently removes the auth account and team member record. Edit permissions — changes take effect immediately without requiring a logout.
Client portal
The Client Portal is a branded, role-scoped workspace given to each client. It replaces back-and-forth email updates, scattered file requests, and missed meeting links with one organized place.
Portal activation
Add the client
Fill in client email and optional permissions from the Clients module. One click.
Account auto-created
A Supabase auth account is created server-side. Client is automatically added to their project's chat room.
DM pre-created
A direct message between founder and client is pre-created — the conversation is ready before they even log in.
Immediate access
Client receives login credentials and can access the portal right away.
Portal modules
| Module | What the client sees |
|---|---|
| Dashboard | Top 3 upcoming priorities (merged from meetings + tasks), execution pipeline, performance metrics, and upcoming meetings with one-click Meet links. |
| Inbox | Full messaging experience — project room and DMs. Can start new DMs with any team member. Full message history and file attachments. |
| Calendar | All scheduled meetings linked to their account. Time, purpose, and a direct Meet link button per event. |
| Tasks | Full task creation form (minus Assign and Link to Project). Resources, notes, and inline comment threads. Client-created tasks appear in the founder's workspace automatically. |
| Vault | Client Uploads (can upload) and Deliverables (view-only) for their project. Internal Documents are hidden. |
| Settings | Profile editing and Google Meet connection. Drive setup is hidden — clients only connect Google for Meet links. |
Google Drive integration
Kobin stores all Vault files directly in your Google Drive account using the drive.file scope — only files the app creates, never your existing Drive content. We never hold your files.
Connect your Google account
Settings → Integrations → Connect Google. Kobin requests Drive and Calendar permissions.
Vault folder auto-created
A root "Vault" folder is created in your Drive. All project subfolders live inside it.
Project folders created automatically
Creating a project auto-creates 3 subfolders: Internal Documents (team only), Client Uploads, and Deliverables (client-visible).
OAuth scopes
| Scope | What it enables | Why not broader |
|---|---|---|
calendar.events | Create Calendar events and Meet links | Events only — no read access to existing calendar |
drive.file | Upload to Drive, create folders | Only app-created files — no access to user's existing Drive |
userinfo.email | Identify the connected account | Minimal identity verification only |
Google Calendar integration
When Google is connected, every event created in Kobin with the Meet toggle enabled automatically creates a real Google Calendar event, generates a unique Meet link, and sends calendar invites to all listed attendee emails. Access tokens refresh automatically using the stored refresh token — no re-auth needed.
Push notifications
Command Center uses two notification systems that run globally for all authenticated users.
| Notification type | Trigger | Delivery |
|---|---|---|
| 5-min meeting reminder | 5 minutes before any calendar event | Slide-in toast in top-right corner with join button |
| 1-min meeting interrupt | 1 minute before any calendar event | Full-screen modal + Browser Notification API push (visible when tab is unfocused) |
| Task assignment | Task assigned to a team member | Slide-in toast with task title and priority badge + Browser Notification API push |
| Daily brief | Every morning at 8am | Push notification with 6-section workspace briefing — each section tappable to the relevant area |
| Client silence nudge | Client has not replied in 4+ days with tasks awaiting input | Notification with AI-drafted follow-up message preview and one-tap send flow |
Deduplication is enforced on all notifications — the same meeting or task assignment will never trigger twice, even across page refreshes. Meeting reminders poll every 30 seconds; task notifications poll every 10 seconds.
AI Layer
The AI layer sits on top of all Command Center modules and adds context-aware intelligence. Every AI request is silently enriched with a live operational briefing assembled from workspace data before the message reaches the model — projects, tasks, client conversations, files, meetings, and CRM contacts all injected automatically.
The core difference: Command Center AI sees everything — because everything lives in one place. Slack's AI sees messages. Asana's AI sees tasks. Notion's AI sees documents. None of them see the full picture. This is the moat.
Model options
| Provider | Model | Best for |
|---|---|---|
| Groq (free) | Llama 3.3 70B | Default — all operational tasks, summaries, drafts, briefs. No API key required. |
| Anthropic | Claude Sonnet 4.6 | Nuanced client communication, proposals, complex reasoning. |
| OpenAI | GPT-4o | Fast responses, users already in the OpenAI ecosystem. |
Gemini 1.5 Pro | Users in Google Workspace, tight Calendar and Drive context. |
To connect your own model: Settings → AI Integrations → select provider → enter API key. Keys are stored server-side, encrypted at rest, and never exposed to the browser. You can toggle between providers at any time.
@AI in the Inbox
In any project room, group room, or direct message, typing @AI triggers an AI response inline as a message in the thread — purple avatar, AI label, subtle background, streamed text. Full project and conversation context is injected automatically.
| You type | AI does |
|---|---|
| @AI where does this project stand? | Task completion %, overdue items, last client message, next meeting — returns a 3-sentence operational summary. |
| @AI draft a client update for this week | Professional progress update based on completed tasks, uploaded files, and upcoming milestones. Founder edits and sends. |
| @AI what is waiting on the client? | All tasks flagged blocked or awaiting approval, plus unanswered messages — clean list with context and days waiting. |
| @AI prepare me for tomorrow's call | Call prep: client profile, open issues, last conversation summary, pending deliverables, suggested talking points. |
| @AI turn this message into a task | Forwards client message — AI pre-fills the entire task form: title, priority, suggested assignee, suggested due date. |
| @AI is this project on track? | Compares task completion rate against project timeline — flags if current pace will miss the deadline. |
| @AI summarise this week's activity | Tasks completed, messages exchanged, files uploaded, meetings held — weekly digest in plain language. |
Global AI Command Bar
Press Cmd/Ctrl + K from anywhere to open the floating command bar. Unlike inbox @AI which is scoped to one room, the command bar has full workspace access — all projects, all clients, all tasks, complete calendar, entire CRM.
| You ask | AI does |
|---|---|
| Which clients have gone quiet this week? | Scans last message timestamps across all rooms — flags clients with no contact in 5+ days, shows last interaction. |
| What do I have today? | Merges today's calendar events with today's task bucket — prioritised daily briefing ordered by urgency. |
| Show me everything overdue | All tasks with passed due dates across every project — grouped by client, with days overdue count. |
| Which projects are at risk? | Analyses completion rates vs timelines — flags any project where current pace misses the deadline. |
| Who needs a follow-up? | CRM meeting outcome logs, task notes, and inbox timestamps — prioritised follow-up list with context. |
| Which team member has the most open tasks? | Workload distribution across all team members — flags overloaded assignees. |
Daily & pre-meeting briefs
Daily morning brief — 8am
Every morning at 8am, Command Center auto-generates a personalised workspace briefing delivered as a notification. Six sections, each tappable to navigate directly to the relevant area.
| Section | What AI generates |
|---|---|
| Today's meetings | All calendar events for the day — time, type, client name, Meet link. Flags meetings with no recent communication in the linked project. |
| Priority tasks | Today's task bucket sorted by priority — with assignee names for delegated items and overdue flags. |
| Clients awaiting response | Clients who messaged (inbox or Gmail) in the last 48 hours with no reply — name, last message preview, hours waiting. |
| Projects needing attention | Projects behind timeline, with overdue deliverables, or with no activity in 3+ days. |
| Follow-ups due today | CRM contacts with today's follow-up date set, plus contacts not contacted within the defined follow-up window. |
| Quick wins | Low effort + high priority tasks surfaced as easy momentum builders for the morning. |
Pre-meeting brief — 10 minutes before
Ten minutes before every calendar event, Command Center generates a focused meeting brief delivered as a full-screen notification. The founder walks into every meeting already prepared.
| Section | What AI generates |
|---|---|
| Meeting context | Title, type, time, duration, Google Meet link, all attendees. |
| Client or contact profile | Project status, portal last active, open tasks, overdue deliverables. For CRM contacts: type, tags, last outcome, notes. |
| Last conversation summary | Last 5 inbox messages summarised in 2–3 sentences — what was discussed, what was agreed, what is open. |
| Open items to address | Tasks awaiting client input or approval, blocked deliverables, unanswered questions from previous messages. |
| Suggested talking points | 3 bullet points inferred from open tasks, recent activity, and vault context. |
| Recent vault activity | Files uploaded or updated since the last meeting — so you can reference them naturally in conversation. |
Task intelligence
AI assists at every stage of task creation and management. All suggestions are editable before saving — AI suggests, founder confirms.
| Trigger | AI behaviour |
|---|---|
| Suggest priority | Reads task title + project status + existing task priorities — suggests Urgent/High/Medium/Low with a one-line reason. Updates as you type. |
| Generate description | Reads title and project context — writes a clear, actionable description including what 'done' looks like and relevant vault or message context. |
| Break into subtasks | Reads title and description — suggests 3–6 subtasks with estimated time and logical sequence. Founder approves each individually. |
| Suggest assignee | Reads team member workloads, roles, and task history — suggests most appropriate assignee with a brief reason. |
| Draft client message | Writes a concise professional update about the task — current status, what is needed from the client if anything, expected completion. |
| Auto-create from message | When you select a client message and use @AI 'turn this into a task', AI pre-fills the entire form for one-tap confirmation. |
Background automations
In addition to on-demand AI, Command Center runs background monitoring processes that proactively surface insights without you asking.
Client silence detection — every 6 hours
Scans all active client projects for clients who have not replied in 4+ days while tasks are waiting on their input or approval. AI generates a draft follow-up message in your voice and surfaces it as a notification with a one-tap review and send flow.
Weekly client report — Friday 5pm
Every Friday, AI generates a draft weekly report for each active client. Founder reviews and sends — or schedules for Monday morning. Eliminates one of the most time-consuming weekly tasks in agency operations.
| Report section | AI generates |
|---|---|
| Work completed this week | All tasks moved to Done this week, grouped by theme, written in plain language for non-technical clients. |
| Current project status | Overall completion %, days until deadline, any schedule changes — framed professionally. |
| Pending client actions | Items waiting on the client — approvals, content, feedback, decisions — listed clearly with context. |
| Next week's focus | Tasks planned for next week in Today/This Week buckets — visibility into what is coming. |
| Files delivered | New items uploaded to the Deliverables vault folder this week — titles and brief descriptions. |
Project risk monitor — daily
Analyses all active projects for operational risks using task velocity, deadline proximity, client communication patterns, and blocked item counts. Risk digest feeds into the daily morning brief.
| Risk type | Detection logic | AI action |
|---|---|---|
| Deadline at risk | Task completion rate below pace needed to finish on time. | Flags project, shows projected vs actual completion date, suggests priority tasks. |
| Client gone quiet | No client message for 5+ days on an active project. | Surfaces in daily brief, drafts a check-in message for review. |
| Blocked deliverable | Task in blocked status for 3+ days with no comment activity. | Notifies founder, suggests unblocking action from task context. |
| Abandoned project | No task activity across any team member for 7+ days. | Flags in daily brief and command bar status queries. |
| Overloaded team member | 8+ open tasks assigned to a single team member simultaneously. | Suggests redistribution — shows which tasks could be reassigned. |
Conversation-to-task detection — passive
AI monitors incoming messages for actionable requests — phrases that imply a task needs creating. When detected, a 'Create task from this?' prompt appears inline with a pre-filled task preview. Tap confirm — no navigation required.
Example: Client message: "Can you add a testimonials section to the homepage?" → AI prompt appears below: [Create task?] Title: Add testimonials section to homepage · Assignee: Developer · Priority: Medium · Due: suggested date. Tap confirm — task created and linked to project instantly.