User Guide

From installation to a working first task · Last updated: September 21, 2026

This guide explains every step from preparing your SECRETARY account to receiving the result of your first task. Windows installation, notification channels, applications, tasks, contacts, approvals, and billing each have a dedicated section. For quick answers, see the Frequently Asked Questions. For an unresolved issue, request help from the Support page in the panel.

Contents

Getting started

Learn how SECRETARY works, check the setup requirements, and follow the right steps to create your first task.

What is SECRETARY?

SECRETARY has two parts: the web dashboard where you manage tasks and the AI Agent installed on your Windows computer. Describe the work in your own words and approve the draft. SECRETARY runs it at the scheduled time using your computer, folders, and connected applications.

Task results, approval requests, and alerts are sent through WhatsApp or Telegram. Your computer must be powered on, awake, and connected to the internet for tasks to run.

What you need

  • Windows 10 version 1809 or later or Windows 11. Mac and Linux are not supported.
  • A computer that remains powered on when tasks are scheduled to run.
  • Permission to open PowerShell with Run as administrator on that computer.
  • An internet connection. Setup downloads several hundred MB of software.
  • A Google account for signing in.
  • A phone with WhatsApp or Telegram for notifications.

Create an account

  1. Select Continue with Google on the sign-in page and choose your Google account.
  2. Your account is created automatically on your first sign-in. There is no separate registration form or SECRETARY password. New accounts start on the free Trial plan.
By creating an account, you agree to the Terms of Use. The Privacy Policy explains how personal data is processed.

Initial setup order

After your first sign-in, the Overview page shows the Computer, WhatsApp, and Telegram setup steps. Completed steps receive a check mark, and the page updates automatically.

  1. Connect your computer. The WhatsApp QR code and Telegram bot both open on that computer, so this must come first. See Connect a computer.
  2. Connect a notification channel: either WhatsApp or Telegram is enough. See Notification channel.
  3. Connect any application the task will use, such as email or a calendar. See Applications.
  4. Write and approve your first task. See Tasks.
Until a channel is connected and its destination is saved, the notification number for WhatsApp or chat ID for Telegram, other dashboard pages remain locked and return you to Overview. Overview, My Account, and Support remain available.
After connecting a channel, open My Account → Account, enter your business name in the Company / business name field, and select Save. The Agent uses this name when introducing itself to contacts.

Guide sections

Notification channel

Connect WhatsApp or Telegram to receive task results, approval requests, and system alerts.

Connect the computer first. The WhatsApp QR code and Telegram bot open on that computer. Until it is connected, the card shows Connect computer instead of Connect WhatsApp and Connect Telegram.

WhatsApp or Telegram?

Both channels are connected from the setup steps on Overview. Channel settings are not located on Applications or the profile page.

  • WhatsApp: receives notifications. Tasks that use WhatsApp can collect documents from contacts or reply to messages. See Contacts and WhatsApp.
  • Telegram: sends notifications to you without using a phone number. It cannot message your contacts; the bot can send messages only to the user who started it.
If both channels are connected, choose where notifications go under My Account → Language and Channel → Your notifications. If only one is connected, SECRETARY uses it.

Connect WhatsApp

The connected WhatsApp account is the work line used by tasks. Notification number is the personal number where you receive SECRETARY alerts. They do not need to be the same; you can connect a business line and receive notifications on your own phone.

  1. Open the WhatsApp step on Overview.
  2. Select Notification number, enter your number in local or international format, then select Save. The connect button appears only after the number is saved.
  3. Select Connect WhatsApp. The card shows Connecting.
  4. A window containing a QR code opens on the connected computer. The code appears on that computer, not in your browser.
  5. Open WhatsApp on the phone for the work line, go to Linked devices, connect a new device, and scan the code.
  6. When the connection is complete, the window closes and the card changes to Connected. You do not need to refresh the page.
If the window closes or the code expires, select Reopen window while the card shows Connecting. If a task is running, the window opens a minute or two after it finishes. Requests expire after 30 minutes; select Connect WhatsApp again.

Connect Telegram

  1. Open @BotFather in Telegram, send /newbot, and name the bot. Its username must end with bot. BotFather sends a token in the format 123456789:AA....
  2. Open @userinfobot and send /start. The bot returns your numeric ID.
  3. Open the Telegram step on Overview and select Connect Telegram.
  4. Enter the full token under Bot token and the numeric ID under Your chat ID, then select Connect Telegram in the form.
  5. The card shows Connecting. Your computer usually configures the bot within a minute.
  6. Open your bot in Telegram and send /start. The bot cannot message anyone who has not started it.
  • If the token is rejected, copy and paste the complete token from BotFather again.
  • If the ID is rejected, you may have entered a username. Only the numeric chat ID from @userinfobot is valid.
  • If the card remains on Connecting, confirm that the computer is on and online, select Cancel request, and reconnect.
The bot token grants access only to the bot you created, not to your personal Telegram account. The token is stored on your computer.

Test message

When the channel shows Connected, select Send test message on its card. The message arrives at your notification number or bot chat. Your computer sends it, so it must be on and online.

The button appears only on the channel currently used for notifications. To test the other channel, change the selection under My Account → Language and Channel → Your notifications.

If the channel disconnects

The card shows Disconnected. Until you reconnect it, notifications do not arrive through that channel and tasks using it do not run.

  • WhatsApp: the device was usually removed from Linked devices on the phone. Select Connect WhatsApp and scan the new QR code.
  • Telegram: the token may have been revoked or the bot stopped. Complete Connect Telegram again with a valid token.
If the disconnected channel is your only channel, the dashboard locks again. Other pages remain unavailable until the channel is reconnected.

To disconnect a channel intentionally, select Disconnect on its card. Disconnecting WhatsApp removes the notification number and your computer signs out on its next cycle; save the number again when reconnecting. Disconnecting Telegram removes the chat ID. To revoke the token completely, send /revoke to @BotFather.

Connect a computer

SECRETARY runs tasks on your Windows computer. This section explains system requirements, installation, the Computers page, and what happens offline.

Before you begin

  • Windows: Windows 10 version 1809 or later, or Windows 11.
  • Administrator access: setup runs in a PowerShell window opened as administrator.
  • Correct Windows account: SECRETARY uses the permissions of the Windows account that installs it. Run setup while the account that will perform the work is signed in.
  • Internet: setup downloads several hundred MB. Corporate networks may block the download.
  • Correct computer: choose a computer that remains on when tasks run. See When the computer is off or asleep.
  • One installation per computer: another Windows user on the same computer cannot create a separate SECRETARY installation.

Installation steps

  1. Open Overview and select Computer in the setup list. The Connect computer card opens.
  2. Select PowerShell Command, then Copy. The command is one line: 
    irm https://secretary.sh/install.ps1 | iex
  3. Select Setup Code, then Generate setup code. The code looks like A7F3-C9K2.
  4. On the computer, search for powershell in Start, right-click Windows PowerShell, and select Run as administrator. Select Yes if Windows asks for permission.
  5. Paste the command into the window with Ctrl+V or right-click, then press Enter.
  6. When Setup code (example: A7F3-C9K2) appears, paste the setup code and press Enter.
  7. Keep the window open until Setup complete appears. Installation may take a few minutes.
A setup code can be used once and expires after a short time. Generating a new code invalidates the previous one. If it expires, refresh the page and generate another. Nothing changes on the computer until a code is accepted, and you have three attempts to enter it.

Installation progress and completion

Status markers at the start of each line:

  • [OK] in green: step completed.
  • .. in gray: information; setup is continuing.
  • [!] in yellow: warning; setup continues.
  • [X] in red: setup stopped. See Common installation problems.

During setup you see Checking your system, Downloading SECRETARY, please wait, This computer is now linked to ..., and Service is running. The final stage shows Syncing this computer with the server (may take a few minutes) with a timer. This may take several minutes.

When setup finishes, the window shows Setup complete and You can now choose what SECRETARY will do from your panel. It closes after 10 seconds unless you press a key. The Computer step on Overview is marked complete without a refresh. After a notification channel is connected, the device appears on Computers.

If a yellow Some capabilities could not be installed on this computer list appears, the computer is connected but those capabilities are not available on that device. The list may include document conversion, media processing, or RAR archives. You can repeat setup later with a stable connection and a new code. The First sync could not finish everything notice requires no action and resolves automatically.

Common installation problems

A red [X] line and Setup could not be completed. Please send this screen to support. mean installation stopped. Resolve the issue, then run the same command again in PowerShell as administrator. If it stopped after This computer is now linked to ..., generate a new code because the current one has already been used.

  • This setup needs administrator rights. Close the window, open PowerShell with Run as administrator, and paste the command again.
  • An error says irm is not recognized. The command was pasted into Command Prompt. Open Windows PowerShell as administrator and paste it there.
  • Setup code not found. Get a new code from your panel. Use Copy in the dashboard instead of typing the code.
  • This code has already been used... or This setup code has expired... Refresh the dashboard and generate a new code.
  • Computer limit reached (...) On Computers, disable an unused device with Stop or Remove, then run setup again. Reinstalling on a listed computer does not use another device slot.
  • Required components could not be installed... or SECRETARY could not be installed (code ...) The download failed. Check the connection, ask your IT team if you use a corporate network, or try another network. Restart the computer and run setup again.

Computers page

Each connected device has a card on Computers in the dashboard menu.

  • Name and status: the card shows your label or the Windows device name. Active means enabled in the dashboard; Stopped means disabled with Stop. It does not show whether the computer is currently online.
  • Status message: once the computer receives its task list, it reports that it checks for new work every minute. If The computer has not connected yet. Is the setup finished? remains after a minute, restart the computer and sign in to Windows. If needed, repeat setup with a new code.
  • Connected, Last activity, Active tasks: connection date, time since the last activity, and the number of tasks on this computer. Tasks and schedules appear below the card.
  • Label: enter a name such as Accounting desktop and select Save. Leaving it empty shows the Windows device name. A label changes only the dashboard display name.
  • Activity log: shows which tasks ran, when they ran, how long they took, and whether they failed.
  • Stop / Start: Stop pauses the Agent without deleting tasks or settings. A stopped computer does not count toward the device limit. Start resumes it.
  • Remove: after confirmation, removes the computer from your account, deletes its local task copies, and stops the Agent. The tasks remain in your account and continue on other computers. If the device is offline, cleanup occurs when it reconnects. Reinstall to add it again.

When the computer is off or asleep

Tasks run only while the computer is on, awake, online, and signed in to the Windows account used for setup. A locked screen is fine.

  • No task runs while the computer is off, asleep, or signed out. Closing a laptop lid usually puts it to sleep.
  • The Agent starts automatically after the computer is turned on and signed in.
  • The most recent missed run for each task runs once. Older missed runs are skipped.
  • If the computer is unreachable for 20 minutes or longer, you receive one notification listing missed runs. Tasks resume on their next schedule.
  • Task changes made while the computer is offline are delivered when it reconnects.
For overnight tasks, leave the computer on, disable automatic sleep in Windows power settings, and keep the account signed in.

Applications

SECRETARY works only with accounts you connect and within the permissions you grant. Local file operations for Excel, Word, and PDF do not require an application connection.

Connect an application

At least one computer must be connected first. The permission page opens in that computer browser, not on your phone.

  1. Open Applications from the top menu.
  2. Find the application with search or under All categories. Hover over its card to see what it does.
  3. Select a card marked Connect. The application permission page opens on your computer within a few seconds. If several computers are connected, it opens on each one; granting permission on one is enough.
  4. Choose your account and grant permission. A green check mark appears on the card.
  • Gray clock: waiting for permission. Select the card again if you missed the permission page.
  • Green check mark: connected.
  • Red exclamation mark: connection lost; reconnect it.
WhatsApp and Telegram are connected from Overview, not from this page.

When you create a task, its accounts appear under Applications used in this task. A faded card means the application is not connected. Select Connect or remove it from the task with ×. The task cannot be approved while a faded card remains.

Disconnect an application

  1. On Applications, select the card with a green check mark.
  2. Select Disconnect in the window that opens.
The connection is removed from all your computers. Tasks that use this application will fail until you reconnect it. You do not need to recreate the tasks.

If a connection is lost

A connection can be lost when access is revoked, a password changes, or permission expires. The card shows a red exclamation mark and your notification channel receives an alert. Tasks using that application pause until you reconnect it.

  1. Select the card with a red exclamation mark on Applications.
  2. Grant permission again on the page that opens on your computer.
If Application connection lost is disabled on Notifications, no alert is sent, but the red exclamation mark still appears.

Built-in capabilities

These cards are included with the installation. They have no buttons, show a green check mark, and are available to every task.

  • Excel and spreadsheets: reads and updates Excel and CSV files, calculates totals, compares data, and creates charts.
  • Document tools: reads Word and PDF files, converts formats, creates documents, and fills templates.
  • Photos and scans: reads invoice photos, scanned pages, and screenshots with AI.
  • PDF tools: combines PDF files and extracts selected pages.
  • Presentation creation: prepares PowerPoint presentations from data.
  • Archive files: opens ZIP, RAR, and 7z files and creates ZIP archives.
  • Video and audio: adds music, converts formats, trims video, and resizes content for social media.
  • XML and data files: converts e-invoices and similar XML files into a single table.
  • Printing: prints PDF and text files using printers configured on the computer.
  • Web search: searches the web and reads pages without consuming extra credits.
  • Advanced Web Search: performs in-depth research with sources. It is selected per task and its search fee is deducted in addition to standard usage.
  • Image generation: creates images with AI and saves them to a folder on your computer.
An orange exclamation mark means the capability was not found on the computer. Hover over the card to see what to do.

Websites and operating limits

  • SECRETARY does not ask for credentials while a task is running. Your computer signs in with information you saved earlier. Password, card number, and verification code fields are filled only with values you explicitly provide in the task text.
  • If a task uses a website that requires sign-in, the site appears as a card in the task draft and under Other on Applications. Selecting Connect lets SECRETARY learn the sign-in path and opens a small window on your computer where you can save credentials. Windows encrypts them on that device; they are not sent to our server or displayed in the dashboard. If the session expires, your computer signs in again through its hidden browser. Enter any required security code on Approvals, which is also available from your phone. The card shows connection progress. Selecting Connect again while setup is in progress restarts it. An orange exclamation mark means credentials are missing or were rejected. If sign-in depends on another account, such as Google, connect that account first. CAPTCHA and electronic signatures are not supported.
  • Applications not listed in the dashboard cannot be connected directly.
  • SECRETARY does not download programs or scripts.
  • Files are not permanently deleted. Cleanup instructions move matching files to an archive folder.
  • Instructions found in emails, documents, or web pages are treated as data and are not executed as commands.
  • Tasks do not run while the computer is off. SECRETARY reports missed tasks when the computer returns.

Tasks

A task defines the work, schedule, applications, and required approvals. After you approve the draft, SECRETARY runs it at the time you choose.

Create a task

  1. On Tasks, select New task.
  2. Under How would you like to start?, choose Ready-made Task Packages for a template or I Could Not Find the Package I Need to describe the work yourself.
  3. If you chose a package, open your industry tab and select Start with this task on a suitable card. Edit its folders, times, and applications for your workflow.
  4. Choose your industry under Your industry, or select Other.
  5. Describe the work under What would you like it to do? or edit the template. See how to write a clear task.
  6. Select Configure. The draft opens within a few seconds.
A draft does not run on any computer until approved. An unfinished draft appears at the top of Tasks with a Draft label. Select Continue to resume or Delete to discard it. Deleting a draft does not affect active tasks.

Describe the task clearly

Include the four details listed under What to mention:

  • Applications: name every application to use, such as Gmail or Google Calendar.
  • Time: use the 24-hour format, such as 09:00 or 18:00. You can also specify a frequency such as every Monday or every 30 minutes.
  • Folders and files: provide a clear location, such as the Clients folder on the Desktop or D:\Clients\clients.docx. If you provide only a folder name, the draft asks for the full location.
  • Approval: identify actions that must wait for your decision, such as asking before sending an email or quoting a price.

Example task:

Every weekday at 09:00, check my Gmail inbox for invoice emails.
Save attached invoices to D:\Company\Invoices.
Record the date, company, and amount of each invoice in an Excel spreadsheet.
Ask for my approval before emailing a reminder to a company with an overdue invoice.
When finished, send me a short message with the number of invoices saved.
  • Work that runs at different times, such as a morning check and evening report, becomes separate tasks.
  • If you did not provide a time, check When should it run? in the draft.
  • Do not schedule tasks that reply to WhatsApp messages or collect incoming documents. They run when a message arrives. See Contacts.

Review the task draft

Use Next and Back to move through the draft. Steps that the task does not need are omitted.

  1. Task name and What will the Agent do?: the name and numbered steps. The Agent follows them in order.
  2. Applications used in this task: remove an incorrect application with ×. A faded card is required but not connected; connect or remove it before Next becomes available. If an application named in your text is missing, enter its name below the cards.
  3. Task-specific settings may include Incoming messages, Incoming scope, Input mode, Search, and Response source. See Contacts for WhatsApp settings.
  4. Folder step, such as Output folder, Incoming document folder, or Task folder: select Edit, enter the correct path, and select Apply folder. The task text is updated as well.
  5. Rules: task-specific limits, one rule per line.
  6. Critical and approval actions: the Agent does not perform these without asking. Decide on Approvals.
  7. When should it run?: choose intervals, daily, selected weekdays, a day of each month, or yearly. An optional Date range limits the task to those dates.
After changing steps, rules, or approvals, Configure replaces Next. Select it to update the application list and plan before continuing. Changing only the task name does not require reconfiguration.

Questions about missing details

If a detail is unclear, questions appear below the steps under Details to confirm. You must answer them before continuing or approving the draft.

  1. Add the answer to the relevant step under What will the Agent do?.
  2. Select Configure. Answered questions disappear; unanswered ones return.

Folder location: if you provide only a folder name, the draft asks for its full path. Add the location to the step and select Configure, or enter it through Edit in the folder step and select Apply folder. Examples: Desktop\Case Files, Documents\Invoices, Downloads\Statements, or D:\Office\Case Files.

If the draft says This task cannot be configured as written, it depends on a password-protected site. Under Revise the draft, explain how the work can use connected applications or web search, then select Revise draft.

Approve the task and choose computers

  1. Select Review on the final step.
  2. In Summary, check the name, steps, rules, approvals, schedule, and applications.
  3. Select Approve, or Go back to make changes.

The approved task is added to Tasks. Its computer assignment depends on your setup:

  • With one computer, the task is installed there automatically.
  • With several computers, the task does not run until you choose. Select Computers on the task card, then choose All computers or specific devices under Only selected computers, and select Save.
If the card shows Runs on: not selected, the task is not running anywhere. Choose devices through Computers. See Connect a computer to add one.
With All computers, the task runs separately on every device, including computers added later. Choose one computer if the work must not be repeated.

Files created by a task

A task that creates reports, spreadsheets, PDFs, or other files must have a folder set in its draft.

Every generated file, including the report written after each run, is saved in a SECRETARY subfolder. For example, a task using D:\Company\Invoices writes to D:\Company\Invoices\SECRETARY.

  • The SECRETARY folder is never read as task input, preventing previous reports from affecting later results.
  • Your own files continue to be read regardless of their names.
  • Documents received through WhatsApp are saved in the same location, with a separate subfolder for each sender.

Edit, stop, or delete a task

Each task card shows Schedule, Next run, and Runs on. Its controls are:

  • Task text: shows the complete instructions sent to the Agent, including steps, rules, approvals, schedule, and applications.
  • Stop: removes the task from computers while preserving its settings. Start installs it again for the next scheduled run.
  • Computers: chooses where the task runs, as described above.
  • Edit: changes the text, rules, approvals, schedule, applications, and computers. Select Save to send changes to the computer.
  • Delete: permanently removes the task after confirmation. This cannot be undone; use Stop to pause it temporarily.

If you change the task text, Configure replaces Next. Select it, review the updated draft, then select Approve. The same task is updated; computer selection and Start or Stop status remain unchanged. Enter a full path when changing a folder, such as D:\Company\Invoices.

There is no manual run-now button; a task runs on its schedule. If it does not run, check whether it is stopped, outside its date range, missing a computer under Runs on, or waiting for a decision on Approvals.

Contacts and WhatsApp

Contact records match incoming WhatsApp messages and documents with the right person, keep their files in separate folders, and define who a task can process.

What are contact records for?

Manage the people and organizations you work with, such as customers, clients, patients, or suppliers, on Contacts. Each record serves two purposes:

  • Documents sent by each contact are saved in a dedicated subfolder inside the task folder.
  • When Only my contacts is selected, the task processes messages only from people on this list.

Add contacts from your address book

Contacts are selected from your WhatsApp address book. WhatsApp must be connected and the computer must be on.

  1. Open Contacts from the top menu, select Fetch WhatsApp Contacts, then confirm with Fetch.
  2. The Reading contacts screen closes automatically when finished and opens the selection window.
  3. In WhatsApp contacts — Add contact, search by name or number and select the people to add.
  4. Select Add selected.
Fetching contacts sends no messages, and unselected people are not saved. Cancel clears the fetched list without adding anyone. If you close the window without selecting a contact, the button remains available as Select from contacts.

To add a number that is not in your phone address book, open Edit for an existing contact and add it under Phone number.

If the list is empty, open WhatsApp on your phone, keep it on screen, and fetch the contacts again. Disconnecting and reconnecting WhatsApp will not solve this issue.

Edit, deactivate, or delete a contact

Select a contact from the list on the left to open its details on the right.

  • Edit: update Company / person name, Tax / national ID, Note, and the identifiers recognized as belonging to this contact, including phone number, email, messaging ID, tax or ID number, and case number. Add another number in an empty Phone number field, then select Save.
  • Deactivate: keeps the record and history but stops assigning new messages to this contact. Tasks set to Only my contacts no longer process messages from that person. Select Activate to restore the record.
  • Delete: removes the contact and saved identifiers without changing documents or folders on your computer.
Deletion cannot be undone. Use Deactivate to keep the history. A number or address can belong to only one contact.

WhatsApp tasks: Collect and Reply

The task setting determines what happens to incoming WhatsApp messages. State it in the task text, for example:

Collect invoices my contacts send through WhatsApp in the Documents\Invoices folder.

The Incoming messages step shows the selected mode. Correct it there or later on the task edit screen:

  • Collect: saves incoming documents without replying.
  • Reply: answers incoming messages using the task instructions and response source, and also saves documents. Questions it cannot answer are forwarded to you. Each reply is sent after a short delay and quotes the original message.
  • Do not use: the task does not read WhatsApp messages.

Both modes run when a message arrives and do not use a schedule. Work performed on collected documents at a specific time, such as a weekly summary, must be a separate task.

WhatsApp must be connected before the task can be approved. At most one Collect task and one Reply task can run at the same time, and both use the same folder.

Which WhatsApp messages are processed?

Choose the scope under Incoming scope in the draft:

  • Only my contacts, the default: processes messages only from active people on Contacts. Messages from numbers outside the list are stopped on your computer: no reply is sent, no document is saved, and nothing appears in the dashboard.
  • Anyone: processes messages from every sender. Unknown senders are not added to Contacts.
A task using Only my contacts cannot be approved until at least one contact has a saved phone number, email, or messaging ID.

Incoming document folder and response source

Incoming document folder is required in both modes. A task without a folder cannot be approved.

  • Each sender documents go into a separate subfolder. SECRETARY uses a subfolder matching the contact name or number, or creates one with the contact name.
  • With Anyone, an unknown sender subfolder is created from the phone number and WhatsApp name.
  • If a document cannot be saved, your notification channel receives an alert and the document remains in the chat.

Response source is used only for Reply tasks. Before answering, the Agent reads documents in this location, such as a price list, user guide, or company information. It reads but does not modify them. Leave the field empty if no source is needed.

When replying to a WhatsApp message, the Agent can open only this location and its subfolders. Put every source it should use in this folder. If the answer is not there, the Agent says it does not know and forwards the question to you.

Run results and approvals

Review completed tasks, manage actions waiting for your decision, and identify why a run was incomplete or failed.

Actions awaiting approval

When a task needs a write action in an application you placed behind approval, SECRETARY pauses and explains the proposed action. Your phone receives a notification, and the number of pending requests appears on Approvals in the top menu.

  1. Open Approvals. The request appears under Waiting for your response with the task, computer, and request time.
  2. Add instructions in the note field if needed, such as changing a section before sending.
  3. Select Approve or Reject, then select Send in the confirmation window.
Replying to the phone notification does not record a decision. Approve or reject only from Approvals in the dashboard.
  • While waiting: that task pauses, but other tasks continue. Completed steps before the approval are not repeated.
  • Approve: the task resumes, follows your note, and continues with remaining steps. If the computer is off, the decision is applied when it returns.
  • Reject: the action is not performed. The step closes as Not needed this time and the task continues. A later step that depends on the rejected action may remain incomplete.
  • Each decision applies once. The approval rule remains in the task, so the Agent asks again for a similar action later.
  • Folder selection: if several folders match a name, SECRETARY asks instead of guessing. Choose one and select Use this folder, or select None — stop the task.
  • Decision history lists recent choices. Sending to Agent means the decision has not been used yet; Completed means it has.
If an approved action cannot be completed in that run, the result says so and the task tries again on its next run.

Task result notification

A task with numbered steps sends one message after each run. The first line shows the task name and the second shows the result:

  • Completed: every step was completed or was not needed this time.
  • Completed with omissions: the steps finished, but some inputs could not be processed, such as a damaged or open file. These appear by name in the omissions list.
  • Could not complete: at least one step failed or remained open.

The message lists completed steps and the numbers of steps that remained open, failed, were unnecessary, or ended with omissions. Full details appear in the activity log and run report. The Agent summary appears last. If a number cannot be verified against an output file, the message asks you to check it.

Other notifications:

  • A task without numbered steps sends the Agent summary when successful or an alert with the reason when it fails.
  • Runs missed while the computer was unreachable are reported in one message when it returns.
  • If a task finds no work for three consecutive runs, SECRETARY notifies you once.
  • If tasks ran that day, one end-of-day summary arrives in the evening.
If an expected notification is missing, the task may be configured to stay quiet when there is nothing new, be waiting for approval, or have reported the same error on the previous run. Notifications created while the computer is off are sent when it returns. All sent messages are listed on Notifications.

Task step statuses

The Agent follows numbered steps in order. Each result is checked against files on your computer and application records rather than relying only on the Agent summary.

  • Done: the work and its evidence were verified, such as a file, sent message, or application action.
  • Done with omissions: the work finished but some inputs could not be processed. Their names and reasons are listed; the step is not treated as failed.
  • Not needed: the condition did not occur, there was no relevant input, or you rejected approval. The reason is shown and does not make the run fail.
  • Failed: the action was attempted but could not finish. The reason explains what was tried or what stopped it. Later steps still run, but the run is not successful.
  • Not done: the run ended before the step or the stated evidence could not be verified.

The completed count includes Done and Done with omissions. Not needed steps are listed separately, and a run can still be fully successful.

Run report and omissions list

After each run, these files are written to the SECRETARY subfolder inside the task folder:

  • REPORT-task name-date.txt: the closing report with every step, status, Agent explanation, reasons, unprocessed inputs, and the summary sent to you.
  • Omissions Detected-task name-date.csv: created only when an input could not be processed. It opens in Excel and lists the time, item, and reason.
Documents\Invoices\SECRETARY\REPORT-Invoice Check-2026-09-14.txt
  • A second run on the same day updates the current daily report; reports from earlier days remain.
  • Files inside SECRETARY are not read as task input.
  • Files appear about a minute after the run. If the computer turns off immediately, they are written when it returns. A quiet run with no work creates no report.
  • A task without a folder writes its report to the Agent folder. To keep reports with your files, add a folder through Edit on Tasks.
An unprocessed input differs from a record excluded by a task rule. Damaged, open, or unread files appear in the omissions file. Records excluded by your rule appear separately in the report and do not make the step incomplete.

Run history and activity log

On Computers, Activity log opens the run history for that device, newest first. Select a row to see details.

  • Details include the phone message, each step with the Agent note and reason, unprocessed inputs, omissions file path, duration, AI call count, and cost.
  • Error: the run itself ended with an error.
  • Unverified: the summary says work was completed but no application call was recorded. Check the result in the application.
  • An interrupted run that resumes appears as one row. Additional charges appear on Usage.
  • The next scheduled time appears as Next run on the task card.

The Agent writes descriptions in its own words; dates, durations, and costs are measured by the system.

Investigate an incomplete run

Check Activity log for the relevant computer first. The reason usually appears below the affected step. Common causes include:

  • The computer is off, asleep, or offline. Scheduled runs are missed. When it returns, you are notified and the most recent missed run for each task starts automatically. For overnight work, leave the computer on, disable sleep, and stay signed in.
  • The task is disabled. It may be stopped, have no computer selected under Runs on, or be assigned to a stopped computer.
  • Approval is pending. The task waits for your decision.
  • An application is disconnected or missing. Tasks using it pause until you reconnect it on Applications.
  • Usage allowance is exhausted or payment failed. The Agent pauses. See Plans and monthly usage allowance.
  • Time limit or temporary service issue. A run can last up to 30 minutes. If interrupted by the limit or a temporary AI service issue, it resumes once from the same step.
  • Folder not found or file open. Correct the folder path and close the file in other applications.
  • A step depends on a rejected action. It cannot finish because the required action was not performed.

After you resolve the cause, the task runs at its next scheduled time. If the reason is unclear, contact support with the task name and run time.

Account, usage, and support

Manage your plan, usage records, payments, profile settings, notifications, and support conversations under My Account.

Plans and monthly usage allowance

Each plan includes a monthly usage allowance and a computer limit. See plans and prices in the pricing section or under My Account → Plans. Your active plan is marked Current plan.

Usage is deducted for:

  • AI calls made while the Agent runs tasks. Each step in a run is a separate call.
  • Reading photos and scanned documents, generating images, and Advanced Web Search.
  • Operations in connected applications, which may carry a small fixed fee.

Support chat, drafting a task, and receiving task instructions do not consume the allowance. A period begins on the date of your latest plan payment, or follows the calendar month if there is no payment. Unused allowance does not roll over.

Your phone receives alerts at 80, 90, 95, and 99 percent usage. An email is also sent at 90 percent. When the allowance is exhausted:

  • The Agent pauses: it accepts no new work, active work stops before the next AI step, and scheduled tasks are temporarily removed from the computer.
  • No overage fee or debt is created. Your dashboard, task settings, and files remain unchanged.
  • The Agent resumes automatically in the next period or immediately after you upgrade.
You cannot connect more computers than your plan allows. Stop one on Computers or upgrade before adding another.

Review usage records

Usage under My Account lists each chargeable operation on a separate row, newest first. The This month card on Overview opens the same page.

  • Purpose: the task name or type of work, such as an application action, document reading, or image generation.
  • Computer: the device that made the call. Dashboard means the work occurred on the website.
  • Processed text: units of text read and written by AI in that call.
  • Cost: the amount deducted for that row.
  • Status: Successful or Error applies only to that call. The overall task result appears in the activity log.

This period at the bottom shows current spending and matches This month on Overview, where the remaining allowance appears beside the limit. One run can create several rows because each step is a separate call. A failed call may still show a cost for work completed before the error.

Payments, invoices, and cancellation

  1. Open Plans under My Account and select Buy for the plan you want.
  2. On the secure payment page, use the email address from your dashboard account so the payment can be matched. Card details are entered only on the payment page.
  3. After payment, the plan, computer limit, and monthly allowance update automatically. Your phone is notified and Payment received appears under Payments.
  • Invoices, receipts, and card settings are on the payment page linked from your purchase email. Payments shows payment dates and amounts.
  • Plans renew monthly. The renewal date appears under Account and Payments, with a reminder three days before.
  • If payment fails, the Agent pauses. Update your card on the payment page; the Agent resumes after payment succeeds.
To change a plan or cancel a subscription, use the payment page in your purchase email or contact hi@secretary.sh. Use the same address for other payment requests.

Profile, language, and channel settings

My Account opens your profile page.

  • Account: edit Company / business name and select Save. The Agent uses this name with contacts, and the field cannot be empty. Email, membership date, plan, and renewal date are read-only.
  • Language and Channel, Language: choose Turkish or English. This one setting is used for the panel, run summaries and reports, phone notifications, and emails. It starts as your browser language when you sign up.
  • Language and Channel, Your notifications: choose WhatsApp or Telegram. This choice appears only when both are connected.
Notification number, Telegram chat, and Send test message are on the channel cards on Overview. Channels are also connected there. See Notification channel.

Notifications

Notifications under My Account has two sections. Notification history lists messages sent or waiting to be sent. Under What should be reported?, choose alerts and select Save.

  • Always on: subscription and payment, actions awaiting approval, account and computer. Run results are also always on.
  • Optional: application disconnected, usage allowance low, end-of-day summary, tasks missed while the computer was off, and task failed.
Notifications are sent through your computer. Messages created while it is off are sent when it returns. If Notifications are not reaching your phone appears, check the number and channel, then send a test message.

Support

After signing in, select the chat bubble at the lower right of any page, or select Start chat on Support under My Account.

  • The AI support assistant replies first. Support chat does not consume your usage allowance.
  • The support assistant cannot change your account or see emails, messages, or files. It does not ask for passwords, keys, or card details.
  • Conversations are saved when you close the window or change pages. A message can contain up to 1,000 characters.
  • If AI cannot resolve the issue, it offers to transfer the chat to the Support Team. Select Yes, connect me to Support or No, continue. The message box remains locked until you choose.
Team replies do not trigger a phone or email alert; reopen the chat to see them. You can also email hi@secretary.sh.

Permanently close your account

If you only want to stop payments, keep the account and cancel the subscription instead.

  1. Cancel your subscription first. Closing the account does not automatically stop payments.
  2. On My Account, select the red Danger Zone button after the tabs.
  3. Read the information in Close account and select the confirmation box.
  4. Select Close account. You are signed out.
This cannot be undone. Computer connections and tasks are terminated. Signing in again with the same Google account creates a new account instead of restoring the old one.

To request deletion of your data, contact hi@secretary.sh.