User Guide
Welcome to ARINA
ARINA is your complete enterprise AI automation platform. It handles the entire client lifecycle — from the moment a prospect first visits your website, through lead capture, follow-up, appointment scheduling, proposal generation, and internal approvals — all automatically and intelligently.
Think of ARINA as your always-on, always-accurate business operations team. It never misses a lead, never forgets a follow-up, and never takes longer than 15 seconds to produce a professional proposal.
Your Platform Home Page
When you open ARINA, you arrive at the Home Page. From here you can see your live business stats at a glance — total leads, today's activity, appointments booked, and approvals awaiting your attention.
Click the ☰ menu icon in the top left corner to open the sidebar navigation. Every module in the platform is accessible from this menu.
Navigating the Platform
The sidebar menu is organised into six sections:
| Section | What's Inside |
|---|---|
| Main | Home page — your dashboard overview |
| Client Acquisition | AI Assistant and CRM & Leads |
| Engagement | Booking and slot management |
| Documents | Proposals and pipeline reports |
| Workflow | Approvals and audit trail |
| Commercial | Payment portal and pricing |
| Resources | Live demo, user guide, pitch deck |
Key Concepts
Leads
A lead is any person who submits a consultation request through your AI Assistant. Every lead is automatically captured, scored, and assigned a status so you always know exactly where each opportunity stands.
Lead Score
Every lead is automatically scored based on their industry and project type. Higher scores indicate higher-value opportunities. Scores range from 60 to 105 — focus your attention on leads scoring 85 and above first.
Pipeline Stages
Every lead moves through these stages as your relationship develops:
New → Contacted → Meeting Scheduled → Proposal Sent → Won or Lost
Recommended Daily Workflow
Review New Leads
Open CRM & Leads and check for any leads that came in overnight. Review scores and messages.
Action High-Score Leads First
Focus on leads scoring 85 and above. Update their status to Contacted after your first outreach.
Check Pending Approvals
Open the Approval Dashboard and action any requests awaiting your decision.
Review Today's Appointments
Check your scheduled discovery calls and prepare for each conversation.
Weekly — Generate Report
Run the Pipeline Management Report for a summary of your pipeline health and AI-driven insights.
What Sophia Does
Sophia is ARINA's AI-powered business assistant, available on your website around the clock. She answers questions about your services, guides prospects through their options, and captures their contact information — all without any manual involvement from your team.
While you sleep, Sophia is working. Every enquiry is acknowledged, every question answered, every lead captured.
How Prospects Interact with Sophia
When a prospect visits your website, Sophia greets them and invites conversation. They can type any question about your services, and Sophia responds with accurate, helpful information drawn from your knowledge base. Four suggested questions appear as clickable buttons to help prospects get started quickly.
What Sophia Knows
Sophia draws her answers from your business knowledge base — a set of documents describing your services, the industries you serve, your methodology, frequently asked questions, and your consultation process. This knowledge base is maintained by your ARINA support team and updated whenever your services or processes change.
Conversation Continuity
Sophia remembers the context of each conversation, allowing her to give relevant follow-up answers. If a prospect asks a question and then a follow-up question, Sophia understands the connection and responds accordingly.
The Consultation Form
When a prospect is ready to enquire, they click the Request Consultation button on your website. The form asks for their name, email, industry, project type, and a brief description of their needs.
The moment they click Submit, five things happen simultaneously — within seconds.
What Happens the Moment a Lead Submits
Lead saved to your CRM
All their details are captured and stored instantly in your lead database.
You receive a notification
An email alert arrives at your admin inbox confirming a new lead has been captured.
Prospect receives an auto-response
A branded, personalized acknowledgement email arrives in their inbox within seconds.
Lead is scored automatically
ARINA scores the lead based on their industry and project type. No manual action required.
Follow-up sequence begins
A 3-step automated email follow-up sequence is initiated, running over the next 7 days.
Lead Scoring
ARINA scores every lead automatically based on the industry and project type they select. Banking and Healthcare leads score highest, reflecting their commercial value. Scores range from 60 to 105. Leads scoring 85 or above should be treated as high priority.
Opening the CRM
Open the sidebar menu and click CRM & Leads. Your complete lead pipeline loads instantly, showing all leads sorted by score.
Understanding the Dashboard
The CRM Dashboard has four sections working together:
- Stats Bar — live counts of total leads, today's leads, won deals, average score, top industry, and top project type
- Pipeline Bar — clickable stage counts showing how many leads are at each stage of your process
- Search & Filter — find any lead instantly by name, email, industry, or keyword
- Leads Table — your complete lead list with all details and action buttons
Working with Leads
Updating Lead Status
Click the Status dropdown in any lead's row and select the new stage. The change saves automatically. A notification confirms the update.
Adding Notes
Type your follow-up notes — call outcomes, voicemails left, client preferences, next steps — into the Notes field and click Save. Notes are visible to everyone on your team with access to the CRM.
Generating a Proposal
Click the 📄 Proposal button on any lead to generate an AI-written consultation proposal for that client. The proposal opens in a new tab, leaving your CRM available. You can review, print, or save it as a PDF.
Sending for Approval
Click ✅ Send for Approval to initiate a multi-step approval workflow for that lead. The form pre-fills with the lead's details automatically.
Filtering Your Pipeline
- Search bar — type any name, email, or keyword to filter instantly
- Industry filter — show only leads from a specific sector
- Pipeline bar — click any stage to see only leads at that stage
- Sort options — sort by score, date, or name
Auto-Response Emails
Every new lead receives a branded, industry-personalized acknowledgement email within seconds of submitting the consultation form. This email is sent on behalf of ARINA LLC and includes a personalized greeting, industry-relevant opening, a 48-hour response commitment, and clear next steps.
The content is tailored to the prospect's industry — a Banking lead receives a different email to a Healthcare lead, ensuring every communication feels relevant and considered.
3-Step Follow-Up Sequence
After the auto-response, ARINA runs a structured follow-up sequence over 7 days:
| Step | Timing | Purpose |
|---|---|---|
| Email 1 | 24 hours later | Warm personal follow-up with invitation to book a discovery call |
| Email 2 | 72 hours later | Industry-specific insight demonstrating ARINA's sector knowledge |
| Email 3 | 7 days later | Respectful final outreach with a direct booking link |
Sequence Status
The Sequence column in the CRM shows each lead's current follow-up status — Active, Completed, or Stopped. You can manually start or stop any sequence using the buttons in that column.
When Sequences Stop Automatically
The follow-up sequence stops automatically when a lead's status is changed to Meeting Scheduled, Won, or Lost. No manual action required — ARINA handles this intelligently.
How the Scheduling System Works
ARINA's scheduling system allows prospects to book 30-minute discovery calls directly from your website — no back-and-forth emails, no phone tag. You control your availability, and prospects book from your available slots.
Managing Your Availability
Open Manage Slots from the sidebar menu to add or remove your available time slots.
Select the date
Choose the date you want to make available for bookings.
Select the time
Choose an available time from the dropdown.
Select the duration
Choose 30, 45, or 60 minutes depending on the type of call.
Click Add Slot
The slot appears in your availability immediately.
The Booking Experience for Prospects
Prospects see your available dates and times, select a slot, and fill in their details. The moment they confirm, the slot is taken, a confirmation email goes to them, and a notification email comes to you with their full details including phone number.
After a Booking is Confirmed
- The prospect receives a branded confirmation with date, time, and a Google Calendar link
- You receive a notification with the prospect's name, phone number, company, industry, and goals
- The slot is removed from available times and shown as Booked in your slot manager
Viewing Booked Appointments
All booked appointments are visible in the Manage Slots page. Each entry shows the prospect's full details — ideal for preparing for each call.
What ARINA Can Generate
ARINA produces two types of professional documents automatically — Consultation Proposals and Pipeline Management Reports. Both are written by AI in real time using your actual data, and both can be saved as PDFs with a single click.
Generating a Consultation Proposal
Every proposal is unique — written fresh for each lead using their name, industry, project type, and the message they submitted. No two proposals are identical.
Open CRM & Leads
Find the lead you want to create a proposal for.
Click the Proposal button
The proposal opens in a new tab — your CRM stays open in the original tab.
Wait approximately 15 seconds
The AI writes the full proposal in real time. A progress indicator shows it working.
Review and save as PDF
Click the Save as PDF button to download a formatted copy for sending to the client.
What Every Proposal Contains
- Executive Summary — personalized opening addressed to the prospect by name
- Understanding Your Needs — industry-specific context and challenges
- Proposed Solution — tailored ARINA solution for their situation
- Why ARINA — value proposition and differentiators
- Investment & Approach — engagement model and value delivery
- Next Steps — clear action items to move forward
Generating a Pipeline Management Report
The Pipeline Management Report analyses your entire lead database and produces an executive-level management report with AI insights and visual charts.
Open CRM & Leads
The report uses all current lead data in your pipeline.
Click Generate Report
The report opens in a new tab — your CRM remains open alongside it.
Review and save
Click Save as PDF in the report to download a formatted management document.
What the Report Contains
- Pipeline overview statistics
- Three visual charts — pipeline status, leads by industry, leads by project type
- AI-written executive summary of pipeline health
- Top opportunities table sorted by score
- Industry analysis and AI recommendations
- Prioritised next action items
What the Approval System Does
The Approval Workflow system brings structure, documentation, and accountability to your business decisions. When a consultation, proposal, or document requires sign-off, ARINA routes it through a defined approval chain — notifying each approver by email with everything they need to make an informed decision.
Every approval is tracked. Every action is recorded. Nothing falls through the cracks.
Opening the Approval Dashboard
Click Approvals in the sidebar menu. The dashboard shows all active and historical approval requests with their current status.
Initiating an Approval from the CRM
The fastest way to start an approval is directly from a lead in the CRM:
Find the lead in CRM & Leads
Locate the client you want to send for approval.
Click Send for Approval
The approval form opens pre-filled with the client's details.
Select the workflow
Choose the appropriate approval process — for example, Banking Engagement for a banking client.
Link the proposal
Select the client from the proposal dropdown so approvers can read the full proposal.
Write the Statement of Intent
Describe what you are requesting approval for, why, and any relevant business context.
Add supporting documents
Paste links to any relevant documents — quotations, specifications, or reference materials.
Submit
The first approver receives an email notification immediately.
What Approvers Receive
Each approver receives a professionally branded email containing the client's full details, your statement of intent, a link to the AI-generated proposal, any supporting documents, and clear Approve and Reject buttons. All the information they need to decide — in one email.
Rejection Reasons
When an approver rejects a request, they are required to select a reason from a standardised list and may add additional comments. The rejection reason is recorded in the audit trail and sent to you immediately by email, so you know exactly what to address before resubmitting.
Multi-Stage Approvals
For workflows requiring multiple sign-offs (such as Banking Engagement which requires both Account Manager and Compliance sign-off), ARINA automatically progresses to the next approver when Stage 1 is approved. The Stage 2 approver receives the same full email, with a note confirming Stage 1 has been approved.
The Audit Trail
Open Audit Trail from the sidebar menu to see a complete, timestamped record of every approval action ever taken — who approved, who rejected, when, at which stage, and any comments provided. This record is permanent and searchable.
Home Page Live Stats
The ARINA Home Page shows four live statistics drawn directly from your database — Total Leads, Today's Leads, Appointments Booked, and Pending Approvals. These update every time you open the page, giving you an instant pulse check on your business.
CRM Stats Bar
At the top of the CRM, six cards show your pipeline health at a glance — total leads, today's new leads, deals won, average lead score, top industry, and most requested project type.
Pipeline Report
The Pipeline Management Report is your weekly business intelligence document. Click Pipeline Report in the sidebar to generate it. It opens in a new tab and includes:
- Three visual charts showing your pipeline distribution, top industries, and project type breakdown
- An AI-written executive summary of your pipeline health
- A top opportunities table sorted by lead score
- AI recommendations and next action items
Approval Workflow Report
Click Approval Report in the sidebar to generate a compliance and process analysis of your approval workflows. It opens in a new tab with charts showing approval status distribution and workflow volumes, plus an AI-written analysis covering risk observations and recommendations.
Saving Reports
Every report has a Save as PDF button. Click it and select Save as PDF in your browser's print dialog to download a formatted copy. Reports are designed to print cleanly on standard paper for management presentations.
Overview
The ARINA Payment Portal allows new clients to pay their setup fee and begin their engagement. It supports both credit card payments through Stripe and PayPal. All payments are processed securely and receipts are sent automatically.
Directing Clients to the Payment Portal
Share the Payment Portal link with a client when they are ready to proceed. Open Payment Portal from the sidebar menu and copy the URL from your browser address bar to send to the client.
Available Packages
| Package | Monthly | Setup Fee |
|---|---|---|
| AI Essentials — Starter | $497/month | $1,500 |
| AI Growth Engine — Professional | $997/month | $3,500 |
| AI Command Center — Enterprise | $2,497/month | $7,500 |
What Clients Experience
The client selects their package, adds any optional modules, enters their details, and pays by credit card or PayPal. The entire process takes under two minutes. The moment payment is confirmed, they see a success screen and receive a branded receipt by email.
What You Receive
Every successful payment triggers an immediate notification to your admin email with the client's full details, package selected, amount charged, and transaction reference. You also receive a copy of the client's receipt for your records.
Approval Workflow Templates
ARINA comes pre-configured with four approval workflow templates designed for the most common engagement types:
| Workflow | Best Used For | Stages |
|---|---|---|
| Small Business Consultation | General client engagements | 1 — Owner Review |
| Banking Engagement | Financial sector clients | 2 — Account Manager + Compliance |
| Healthcare Consultation | Medical and health clients | 2 — Consultant + Executive |
| Document Sign-off | General document approvals | 1 — Document Review |
To add a new workflow template or modify an existing one, contact your ARINA support team at admin@arinallc.com.
Approval Notifications
All approval notifications currently route to your admin email address. If you need to direct approvals to a specific team member for a particular workflow, contact ARINA support and we will update the routing accordingly.
Appointment Availability
Manage your booking availability at any time through the Manage Slots section. Add upcoming slots at the start of each week to ensure prospects can always find a time to book.
Knowledge Base Updates
If Sophia's knowledge base needs updating — new services added, pricing changed, new industries served — contact admin@arinallc.com. Changes are applied within one business day.
Adding Team Members
To give additional team members access to the CRM or Approval Dashboard, contact your ARINA support team. We will set up access and provide a brief orientation for new users.
How to Reach Us
| Channel | Best For | Contact |
|---|---|---|
| Email Support | Non-urgent questions, feature requests, knowledge base updates | admin@arinallc.com |
| Discovery Call | Training, onboarding new team members, platform reviews | ai.arinallc.com/booking.html |
| Platform Status | Checking if a service disruption is affecting the platform | arinallc.com |
Common Questions
A lead submitted but I didn't receive a notification
Check your spam or junk folder first. If the notification is not there, contact admin@arinallc.com — your email address may need to be re-verified with our email service.
Sophia gave an incorrect answer to a prospect
Note the question asked and what the correct answer should be, then email admin@arinallc.com. We will update the knowledge base promptly. This type of feedback is valuable and improves the platform for everyone.
An approval email was not received by the approver
Ask the approver to check their spam folder. If it is not there, contact admin@arinallc.com — the approver's email address may need to be verified with our email service before notifications can reach them.
A lead's score shows as zero
This occasionally happens if the lead's form submission had a technical delay. Open the CRM, locate the lead, and contact admin@arinallc.com with the lead's name and email. We will recalculate the score.
The page loads slowly
ARINA is hosted on a cloud platform that occasionally enters a low-activity state during quiet periods. If a page takes 30-60 seconds to load on first access, simply wait — it will load fully and subsequent pages will be fast. Contact admin@arinallc.com if slow loading persists.
Reporting an Issue
When reporting an issue, the more detail you provide the faster we can resolve it. Please include:
- Which page or feature the issue occurred on
- What action you were taking when it happened
- What you expected to happen versus what actually happened
- The date and approximate time the issue occurred
- Any error messages you saw on screen
Requesting Enhancements
ARINA is continuously developed and improved. If you have an idea for a new feature, a workflow improvement, or a change that would make the platform work better for your business, we want to hear it. Email admin@arinallc.com with your suggestion and we will review it for inclusion in a future update.