Getting started
On the web, AI Media Ops works the same on a phone and on a computer. On a phone the main pages sit in a tab bar at the bottom (Rules is reached from your profile, and email drafts also wait on their cards); on a computer they are all in the sidebar on the left. The pages are:
- Board
- your cards, in columns, with the calendar above them if you want it.
- Dashboard
- numbers on the work: open, blocked, done, and how long things take.
- Team
- the people in your organization and their teams.
- Connect
- the email, chat, calendar and other accounts the app reads.
- Approvals
- work the agent lined up for you, waiting for your yes or no.
- Outbox
- email drafts waiting for you to send them.
- Rules
- standing instructions, in your own words.
- Admin
- organization settings, for admins only.
Your profile (your name and photo at the top or in the sidebar) holds your details, your color theme and your layout. If you belong to more than one organization, switch between them from the organization name.
A good first ten minutes: connect your mailbox and calendar, press Sync on the board, open a card or two, and ask the assistant a question about your day.
Signing in
Access is by invitation or approval. If someone in your organization invited you, sign in with the email address the invitation was sent to and you are in right away. If not, choose Ask for access on the home page and create your account; you are let in once an admin approves.
On the sign-in page, use Continue with Google to sign in with your Google account (a Microsoft button appears too where it is switched on), or sign in with your email address and password. If you have no password yet, or forgot it, choose Forgot password? and follow the link in the email to set one.
Signing in only tells the app who you are. Reading your mail or calendar is a separate step you take yourself on the Connect page.
Connecting your accounts
Cards come from the accounts you connect. Open Connect, press Add, pick the kind of account, and sign in to it on the provider's own page. You can connect as many accounts as you like, including several of the same kind.
Accounts marked Live in the list connect to the real service. The services that can be live are:
- Microsoft 365 Mail
- your Outlook mailbox.
- Outlook Calendar
- your Microsoft calendar.
- Microsoft Teams
- your Teams chats.
- Gmail
- your Google mailbox.
- Google Calendar
- your primary Google calendar.
- Google Drive
- a place for card folders. It makes no cards and only sees the files and folders the app creates.
- Jira
- issues assigned to you.
- Confluence
- pages you created or edited.
The list also shows other services (Slack, Zoom, HubSpot and many more). Without the Live badge they do not read your real data yet; we add them over time.
Company setup (admins)
Many companies require their IT admin to approve an app before anyone can connect Microsoft 365 or Google Workspace. Under Admin, Company setup, an admin picks one of two ways:
- Approve the shared AI Media Ops app: the app makes an approval link for your Microsoft 365 admin, listing exactly what it asks for. One click approves it for everyone, and it can be removed any time in Microsoft Entra. For Google, your Workspace admin marks our client ID as Trusted.
- Use your own app: your admin creates the app in your own tenant. For Microsoft, the page makes a one time script that creates it, approves it and registers it with AI Media Ops itself; the client secret is never shown, so nothing is copied back. The same kind of script renews the secret. Your company owns the permissions and the secret, and your people see your app's name.
Either way you can approve read only first (nothing is sent or changed) and add sending later, and pilot with a few people by setting the app to Assignment required in Entra. Disconnecting an account deletes its stored sign in, not just its status.
The page shows how many accounts are connected, which permissions they really have, and when your own app's secret expires. Accounts already connected keep working when you switch; they move to the new app the next time they reconnect.
Each connection can be paused (Pause syncing) or disconnected at any time from Connect. When you disconnect an account that open cards came from, the app asks whether to remove those cards (they are archived, not deleted) or keep them. Disconnecting stops the reading at once, and calendar events from that account leave the app.
New messages are read on a schedule and whenever you press Sync on the board. A reply in a thread updates the card it belongs to instead of making a new one. Meetings in the next seven days become cards, and the calendar strip shows your meetings from today onwards.
The board
Every organization starts with four columns: Today, In progress, Blocked and Done. Admins can add more columns for the whole organization.
Moving cards
On a computer, drag a card with the mouse and drop it on any column. On a phone one column shows at a time: swipe between columns, or press and hold a card, then drop it on a column name in the tabs at the top.
What the board shows
Each card shows its title, a type tag (for example "Prospect · TPUSA"), up to four short badges colored by meaning (red for owed or late, amber for waiting, blue for a draft or something ready, green for the rest), the next step, who it is with, when and where, and any problems. Closed cards are struck through. The sort menu orders cards by priority or by time.
Team leads and admins have a Me | Team switch at the top to see their own board or their team's.
Adding and clearing cards
Most cards arrive on their own, but you can add one yourself with the + button at the top of the board: a title, a column, a priority, and optionally a goal, who it is with, a time, a place and a description.
The Done column has a Clear button (it shows how many) that archives what it shows, after one question. Archived cards leave the board but keep everything: their number still opens them, the assistant can still find them, and you can ask it to bring one back. You can also have done cards archived automatically after a number of days, on your profile under Layout or by asking the assistant.
Cards
Open a card to see everything about it. Depending on your layout it opens on its own page or in a panel beside the board (a full sheet on a phone), with a button to expand it. Each card has a number, like #1234, and five tabs:
- Task
- the details: status, goal, when, who it is with, where, type, next step, problems and files.
- Prep Brief
- a meeting deck outline for a meeting, or a brief for everything else: context, what to check, risks, next step.
- Follow-ups
- what to do afterwards, such as a recap email or the next call. Add your own or dismiss the ones you do not need.
- Background
- who the card is with, with talking points; new contacts and people you know are marked.
- History
- everything that happened to the card, including message updates.
Pin the Prep Brief, Follow-ups or Background tab to show that section next to the details on every card. Regenerate prepares the brief again with the latest messages.
Priority, status and fields
The priority badge next to the column name opens a choice of High, Medium or Low. Status, when, who, where, type and next step can each be edited in place, and problems or blockers can be added and removed.
Handing a card over
Assign to at the top of the card hands it to someone else in your organization with a note: what to do, by when, anything they should know. The card moves to their board and the handover is kept in its history.
Files
The Files section holds what was attached to the card: your uploads, decks and spreadsheets the app made, and a Drive folder if the card has one. Spreadsheets and PowerPoints have a View button that opens them full screen in the app, without downloading.
The assistant
The assistant is the one prompt in the app. On a computer it is open at the side of every page; on a phone, tap the button in the corner. It knows which page you are on and which card is open, so "this card" works. Press Enter to send and Shift+Enter for a new line; the expand button beside Send makes the box taller for a long message. Things you can ask:
- Questions about your work: “what is due today?”, “what is this card waiting on?”
- Find cards: “show me the prospects”. The board narrows to the cards the answer is about, with a link to show the whole board again.
- Change cards: move them, set a priority or next step, add badges like “debrief owed”, merge two cards, archive or bring back a card.
- Write emails: “draft a recap for this card”, or the same email for every card about an event. Drafts wait in the Outbox.
- Send a message now: “email Priya that noon works”, “send Vinnie a Teams message asking for the Q4 update”, “reply to this”. The message appears in the panel; change anything, then press Send. It goes out from your own Outlook, Gmail or Teams, and a reply lands in the same thread or chat. Name people the way you say them (“Vinnie”, “Joel C”, “Priya from Bayfront”): the assistant looks them up in AI Media Ops, your Teams chats, your company directory and the people who emailed you, and asks which one when several fit. A Teams message goes into your chat with that person, or starts one. Nothing is sent until you press Send.
- Make a meeting: “make a meeting Wednesday with Vinnie at 3pm on Teams”. The meeting appears in the panel with the time, length, attendees and a Teams link; change anything, then press Create. It goes on your Outlook calendar and the invites go out. Needs Outlook Calendar connected, and your company’s Read and act approval.
- Make a spreadsheet: “a tracker of these leads”.
- Make a PowerPoint: “turn this meeting into slides”, from the card’s prep deck or brief.
- Change your board: lists of cards above or beside it, where cards open, which fields cards show, the calendar strip and its style.
- Change your colors: “switch to dark”, “use Midnight”, “light mode”.
Changes to cards and to your layout are shown as a preview first and happen only when you press Apply. A theme switch happens at once; ask again to undo it. On an open card, the + button attaches files to that card.
Spreadsheets and PowerPoints are built in the background after Apply, so you can keep asking. When one is ready, a note pops up on whatever page you are on and the file appears in the conversation with View (full screen, in the app) and Download. It is also on the card's Files.
The assistant remembers your conversation. To start fresh, type "clear this chat" or "start over", or press the round arrow at the top of the panel. Your cards stay as they are.
Rules
Rules are standing instructions in your own words, one per line, on the Rules page. They are read every time your messages are turned into cards and when briefs and follow-ups are written. Change them whenever you like; the next sync uses the new ones. Some examples:
- Ignore all messages from newsletters.
- Anything from our CEO goes to the top: high priority, today.
- Watch for issues with the October launch and flag every risk as a problem.
- Calls with Priya: always suggest a written recap as a follow-up.
Outbox and email drafts
The app can write an email for a card: from the card's Email section with Draft an email, or by asking the assistant. It uses the card and the message it came from, and takes addresses only from that message or from what you type; it never invents one. A short note points out anything to check, such as an unknown address or a date clash.
Drafts wait on the card and in the Outbox. Every field can be edited. Nothing is sent until you press Send; a batch of drafts has Send all, and a draft you do not want can be discarded.
Email is sent from your own connected mailbox (Microsoft 365 Mail or Gmail). A reply goes into the original thread, and every sent email is added to the card's history.
If a mailbox is not allowed to send yet, for example because your organization's Microsoft admin has not approved sending, the draft says so in plain words and offers Reconnect Outlook to allow sending (or Gmail) instead of a Send that would fail. The draft keeps until you can send it.
Approvals and the agent
After each sync, the agent looks at the cards that changed and lines up work for you: an email reply to draft, a change to a card (move it, reschedule it, set its priority, add a problem or a follow-up), or a nudge about something that needs you. Nothing happens until you approve it.
Everything waiting is on Approvals, with a count in the sidebar, and on the card itself under The agent suggests. Each proposal says why it was made and what Approve will do. You can edit the instructions for an email before approving it; the draft then waits in the Outbox for Send as usual. Tick several to approve or dismiss them together.
When you dismiss a proposal, say why if you can. The agent learns from your reasons and lists what it has learned on Approvals; remove a lesson that is wrong and it will not learn it again. Proposals that wait more than 14 days are set aside, and all proposals are deleted after 30 days.
The agent is off until an organization admin turns it on, kind by kind, in Admin, Organization, Agent.
Decks, spreadsheets and Drive folders
Prep decks as PowerPoint
Under a card's meeting deck or prep brief, Download as PowerPoint builds a 16:9 .pptx from what the card already has, with your organization's logo on every slide. A copy is saved to the card's Files. You can also ask the assistant for it ("make a PowerPoint for this meeting"); it makes the briefing first if the card has none.
Spreadsheets as Excel
The Spreadsheet button on a card starts a request in the assistant, or ask it directly, for example "turn this card's follow-ups into a sheet". The app writes a real .xlsx file with a styled header and working formulas and attaches it to the card's Files, ready to open in Excel. Several selected cards make one spreadsheet.
A Drive folder per card
With Google Drive connected, a card offers Create a Drive folder for this card. The folder is made in your Drive under AI Media Ops, then your organization, then the card's number and title, and appears in the card's Files. Pressing it again never makes a duplicate. The folder is not shared with anyone; share it in Drive if a teammate needs it. Removing it from the card does not delete it from Drive.
Dashboard
The Dashboard shows the state of the work in numbers: open tasks, blocked, done this week, active people, logins and syncs; flow measures such as time to done, time blocked and the oldest open item; the task mix by column; and activity over time. A member sees their own numbers, a team lead their team, and an admin the whole organization, broken down by team and by person.
Team and roles
Every person in an organization has one of three roles:
- Member
- sees their own board, cards and dashboard.
- Team lead
- also sees the boards of the teams they lead, and can invite people to them.
- Admin
- sees the whole organization, manages teams, roles, columns, color themes, the default layout and the logo, approves people asking to join, and can view the app as a team member.
The Team page lists the people you can see and their teams. Admins and team leads invite new members there; admins also add teams and see who is asking to join. Every look an admin takes at someone else's board is recorded in an audit trail.
Themes and layout
Pick a color theme on your profile under Appearance, or ask the assistant. Five are built in: AI Media Ops (the default), AI Media Ops Light, Slate, Midnight and Paper. Your organization may add its own. The choice is yours alone and follows you to every device.
Your layout (where cards open, lists above or beside the board, which fields cards show, the calendar strip and auto-archive) is set by asking the assistant and shown on your profile under Layout, with a way back to the default. Admins can set a default layout for everyone and decide whether people may change their own. The calendar strip has four styles: Today by the hour, Three days, Week and Next up; switch between them on the strip itself.
Privacy
AI Media Ops only reads the accounts you choose to connect, and only to run your board. Your data is not sold or used for advertising. A person sees their own board, a team lead their team, and an admin their organization. You can disconnect any account at any time, and you can ask to have your data deleted.
The full details are in the Privacy Policy, the Terms and the Data Processing Agreement. Questions: privacy@aimediagroup.com.