Symbifox user guide
Everything Symbifox does, application by application, menu by menu: where to find each feature, how to use it, and what the Symbifox modules add to the base applications.
0 Getting started with Symbifox
What to know before opening an application: signing in, finding your way, and the actions common to the whole tool.
Welcome to SymbifoxWhat Symbifox is, who this guide is for, how it is organized, its reading conventions, its demo company and where to find help.
Signing in and finding your waySigning in, the home screen, the application menu, the top bar, universal search, your preferences and switching between companies.
Common actions in every applicationThe views, search, the actions for creating and archiving, exporting, the chatter and activities, shared by every Symbifox application.
My desk, Dashboard and ProgressBuild a multi-pane desk, read the unified dashboard, and follow client mandates, with their client portal and the documents clients deposit there.
To-do, Notepad and TimerPersonal to-dos, quick notes linked to records, the top bar calculator, the timesheet timer, and the daily digest email.
Frequently asked questionsShort answers to the questions people ask most often: signing in, access rights, email, invoices, taxes, importing, files, phone and Gen.
1 Communicating and meeting
Email, calendar, appointments, meetings, phone and SMS: everything that connects your team to the outside world.
DiscussSymbifox's internal messaging: team channels, direct messages, the notification inbox, mentions, attachments, canned responses and built-in video calls.
EmailEach person's email inside Symbifox: personal accounts, a unified inbox, sorting rules, filing to records, out-of-office replies and signatures per company.
CalendarThe team's calendar: schedule and cancel meetings, type your work blocks, share your calendar and show an Outlook or Google calendar in it.
Calendar trashRecover a meeting deleted or archived by mistake, or erase it for good, including meetings removed in Nextcloud or Thunderbird.
Calendar and contacts in your appsConnect Thunderbird, Apple Calendar and Contacts or an Android phone directly to the Symbifox calendar and contacts, reminders included.
AppointmentsPublish booking pages fed by your real availability, send personal booking links, poll a group for a time, and manage property visits.
MeetingsPrepare the agenda, run the meeting, record decisions and attendance, then deliver a meeting report that the client finds in their portal.
SMS, calls and SIP phoneExchange text messages from Symbifox, archive the texts and calls from your cell phone, and place calls from a built-in softphone.
LettersWrite official letters in your company's image, with a locked letterhead, templates, reusable text blocks and one letter per recipient.
Link pagesPublish a public page that gathers the links of each person, of a client organization or of an event, with a QR code to place in an email signature.
2 Clients, sales and relationships
Contacts, opportunities, outreach, customer experience, subscriptions, signatures and support.
ContactsThe shared Symbifox address book, its company and person records, their AI enrichment, the relationship persona, contact absences, the responder that arms itself from an absence, and Nextcloud synchronization.
CRMThe Symbifox opportunity pipeline, its leads, activities, teams and reports, and the survey sent automatically when an opportunity is lost.
Org chartsThe two org charts Symbifox draws from your contacts, a company's chain of command and a group's ownership structure, on screen and as a PDF.
OutreachOutreach campaigns by phone, email and letter, their follow-up cadence, overdue targets, replies detected automatically and do-not-contact requests.
Customer experienceMeasure client satisfaction through NPS waves and continuous feedback, handle complaints and publish consented testimonials, without over-surveying anyone.
SubscriptionsKeep the register of recurring payments, track their renewals and vendor bills, and rebill the ones you administer on a client's behalf.
MembersKeep the member register of an association or non-profit, collect fees, open a portal to members and hold the general meeting through to the vote.
Electronic signaturesHave a PDF signed by one or more signers from Symbifox, with a public signing page, a sealed document, a certificate and an audit trail.
Helpdesk (tickets)Receive, sort and resolve support requests in a ticket queue linked to projects, the hour bank and the client portal.
Work routesPrepare recurring rounds, follow each visit on the phone, even without a network, sell from the truck, and draw the mileage, the log and the travel time from each finished day.
Email Marketing and Link TrackerCompose and send mass mailings to mailing lists, measure what they bring back, and track every shared link through a shortened address.
SurveysBuild questionnaires, share them by link or by invitation, collect the responses and the files received, then read the results.
Website, blog and eLearningBuild and maintain the organization's public website, publish a blog and online courses on it, then measure who reads them.
Editorial WorkshopThe blog's publishing calendar, its measured cadence, the automatic checks, and the guard that holds back an article that is not ready.
3 Projects, time and knowledge
Tracking the work: projects and tasks, schedule, timesheets, hour banks, knowledge base, process maps and files.
ProjectOrganize engagements into projects and tasks, track their progress by stage and by state, and log work as the day goes on.
Timeline (Gantt)Draw a project or service proposal timeline as bars, publish it to customers without an account, and exchange it as PDF, image or Microsoft Project.
TimesheetsLog the hours worked on projects and tasks, correct them, and analyze them by employee, by project or by task.
Working TimeYour working time rebuilt from your own traces, with its margin of error, off until you turn it on and shown to you alone.
Hour bankSell prepaid blocks of hours or bill hours after the fact, track their use through timesheets, draft the invoice from the bank, get alerted before they run out, and show the balance to the client.
Workload planPlace what is actually left to do on weeks, against a declared capacity rather than a guessed one, and quantify what cannot be placed instead of hiding it.
Knowledge baseKeep the organization's policies, procedures and registers, track the decisions of an engagement, and prove who received which version.
RSS feedsFollow RSS feeds, sort their news by rules into lists addressed to a department, a project or named people, watch your company's and your clients' names in the news, get alerted when it is urgent, read them as cards, and share them with a client who has no account.
Process mapsDraw, validate, version and export BPMN process maps whose model lives in Symbifox, with the gaps to the target process.
FederationLink your Symbifox to a partner's so that tasks, deliverables, meeting agendas and process maps cross over, and whatever moves on their side comes back to yours.
Nextcloud and CollaboraBrowse, preview and share your Nextcloud files with your own account, find each client's folder and edit documents online.
BI dashboards and reportsRead and design spreadsheet dashboards, define named measures, then read and build interactive reports that filter the whole page with one click.
4 Finance
Invoicing, purchasing, expenses, budgets and donations.
InvoicingInvoice customers, enter vendor bills, collect payments, follow up on late accounts and manage recurring contracts, with AI reading of vendor bills.
PurchaseRequest a price, place a purchase order, follow the receipt and create the vendor bill without retyping a single line.
ExpensesEnter, photograph, group and submit expense claims for approval, with the receipt reading and tax-free tip that Symbifox adds.
Operating budgetsSet an operating budget on the chart of accounts, compare it to actuals without re-entry, and redo a rolling forecast every month, comparable to the last.
Donations and fundraisingTrack donors, structure fundraising into funds, campaigns and appeals, record donations and issue official receipts that meet CRA and Revenu Québec rules.
5 People and team
Employees, recruitment, employee experience, gamification, security awareness, celebrations and floor plans.
EmployeesMaintain employee records, departments, skills and the org chart, then manage employee benefits, their use and the retention indicators.
Training registerWho owes which training, by when, proven by which document and valid until when, with the certificate and the annual statement.
Labour relationsCertification, collective agreement, seniority, grievances and dues, on the employer side and the union side alike, in one file both parties read.
ShiftsBuild schedules for regular and unionised employees, get warned before publishing what labour standards or the collective agreement let people refuse, fill a shift from the call list, hand payroll hours that are already coded, averaging included, and destroy by hand the records whose retention is over.
RecruitmentTrack job positions and applications, assess candidates as a panel on frozen grids, and measure the cost and the source of each hire.
Fox Quest (gamification)Experience points, levels, badges, daily challenges and rewards earned on real work: take on the challenges, claim a reward and adjust the rules.
Security awarenessSimulated phishing campaigns, per-person risk profiles, cybersecurity training, reporting of suspicious emails and removal of a malicious email from every mailbox.
NoticeboardCompany announcements aimed at a precise audience, in view until they expire, with read receipts and a reporting path.
CelebrationsGroup greeting cards signed through a link or a QR code, a calendar of occasions, and the celebrated person's consent before any date appears.
Floor plansEach floor's plan drawn from records: zones, workstations, devices and cables, with the occupant of each workstation and the device behind each shape.
Keys and access to the premisesKnow who holds each key, access card or remote control, which doors it opens, and get everything back when an employee leaves.
NFC tagsStick an NFC tag on a door, a laptop or an extinguisher, and bring a phone close to take a room, lend equipment, record attendance, do a patrol or fill in the checklist that becomes a register.
Managed QR codesPrint sheets of QR codes before you know where each one goes, link them on first scan, change them without reprinting and see who scans them.
6 Security, compliance and privacy
Law 25 and other frameworks, IT audits, OTP tokens, secure transfers and music licensing.
Privacy (Law 25 and other frameworks)Provable consents, document classification, a retention schedule, destruction campaigns and a sealed register, under Law 25 or another privacy framework.
Confidentiality incidents and breach noticesNotify a client of a breach of its information, prove it was received, and keep the incident register that Law 25 requires.
IT auditRun an IT security audit engagement under Québec's Law 25, from assessed items and watch points to the report delivered to the client.
Secure transfersSend large files through a link that expires, keep the access log Law 25 requires, and open a data room under a confidentiality agreement.
OTP tokensKeep your one-time codes in a personal vault encrypted in the browser, file them by client, and share them with your phone.
ImpersonationSee Symbifox exactly the way a colleague sees it, with a reason, a time limit, a journal and a notice to the person, without ever knowing their password.
Music licensingTrack the royalties owed to SOCAN and Re:Sound for music played on your premises, with the proposed tariff, the certified tariff and the adjustment.
7 Platform, hosting and artificial intelligence
What keeps the instance running: hosting, seats, Gen, Forge, settings and mobile applications.
Hosting managementInventory of servers, services, domains, licences and client devices, with the monitoring, maintenance and backups that go with them.
Fleet updatesTrack the update state of every machine in the fleet, read its agent's reports, and order updates applied remotely.
Blue Fox OS workstationsDescribe your Blue Fox OS fleet on one record, set exceptions, share machines, track and revoke machines, and hold disk passphrases in escrow.
SeatsThe seat entitlement of a hosted instance: what was purchased, what is occupied, how to add a seat and how to free one up.
Gen, the assistantChat with the Gen assistant inside Symbifox, from the side panel or the full-width page, and set the frame for what it does.
Forge (no-code customization)Add fields, stat buttons, default values and shared filters to Symbifox forms, without writing any code.
Recovery after an Enterprise migrationRecover the data an Odoo Enterprise to Community migration left behind, rehome it where a destination exists, and check what is still outstanding.
Settings and brand identitySymbifox general settings, users and access rights, companies, languages, brand identity, and how to install applications.
Mobile apps and browser extensionThe Symbifox Android apps, the scanning page, recording a meeting and the browser extension: what they provide, how to install and pair them, and how to revoke their access.
8 Buildings
Divided co-ownership, the occupant portal, building operations and residential leasing: the property suite, encoded from the Civil Code of Québec.
Divided co-ownershipKeep the register of a Québec syndicate of co-ownership, call and count a general meeting under the Civil Code, call and impute common expenses, and meet the maintenance log, study and certificate obligations.
Occupant portal and operationsOpen a portal of announcements, documents, maintenance requests, bookings and parcels to occupants, then route each request to the building's team and keep the building maintained.
Residential leasingRecord a lease of a dwelling made on the Tribunal's form, follow notices and what the lessee's silence produces, keep rent instalment by instalment, and open a portal that tells the lessee their deadlines.
9 Schools
The family portal and daily life of a private school: students and families, announcements, authorisations, consents, admissions, contracts, parent-teacher meetings, attendance, conduct, homework, health and meals.
SchoolKeep students, families and files, open the portal, admit, bill families, follow attendance and hand-ins, grade, issue report cards, keep the calendar and the timetable.
Child careOpen child care periods, register and book, keep the daily sheet, control who picks children up and bill child care each month to the adults who pay.
10 Symbifox Personal
The personal range of a household instance: what each member keeps to themselves, starting with the people they have met.
People I've MetNote the people you cross paths with, on a trip or close to home, what they like and how to reconnect, without making them contacts.
FamilyRun the household's accounts, keep each child with both parents, hold papers privately and prepare an emergency card for the babysitter.
Healthy FoxKeep your own medications, check-ups, lab tests, readings, workouts, meals and mood journal, and those of your children under 14, closed to the rest of the household.
Personal BudgetKeep each person's budget and the household's, compare actuals with the plan, forecast subscriptions and import your statements, with no link to the bank.
Credit and IdentityRead the guide to your credit rights in Quebec and keep private reminders to check your Equifax and TransUnion credit files.
Job SearchTrack your job applications from the advert to the offer, with follow-ups, interview preparation, the next-day thank-you note, your referees and a dated log.