Smart 360: your first day in the system — from sign-up to the first deal in the pipeline

Smart 360 is SmartGT's platform for managing a company's customers, deals, products and documents. We work in it ourselves and give it to clients. Below is a guide for the first day: what to do after signing up, in what order to enter your data, and why some things may look different from what a colleague sees. It describes what works in version 0.13; your own version number is always shown at the bottom of the left-hand panel.

Step 1. Registration and approval

Access to Smart 360 is always tied to a company, not to a person. So the company registers first, SmartGT then approves it, and only after that does the workspace open.

1. Registration. On the 360.sgt.com.ua/register page enter the company name, a work email and a password. Demo access is created for 60 days and the application goes for approval.
2. Approval. Until it is granted you will see an «Application received» page instead of the workspace. Nothing is needed from you — we review the application and open access.
3. Signing in. After approval, sign in with the email and password. If your company uses Microsoft 365, signing in with a Microsoft work account is available too.
4. Choosing a company. If your email has access to several companies, the system first asks which one to enter. From then on the company switcher is always under the «Smart 360» title in the left-hand panel.

The workspace address looks like 360.sgt.com.ua/tenant/company-name. Bookmark it — you can go straight there.

Step 2. Look around the workspace

All navigation is in the left-hand panel. What it contains depends on two things: which modules are enabled for the company and which permissions your role has. If a colleague sees an item you do not, that is the reason rather than a bug.

• Home — tiles with the number of counterparties, open deals, product entries and overdue tasks. Each tile is a link to the matching section. Below them, the list of enabled modules.
• The company switcher — at the top of the panel; it shows only the companies where you have active access.
• Help and version — at the bottom of the panel. The version number is clickable and leads to the product documentation.

Step 3. Counterparties — enter them once, and carefully

Counterparties are the single database of customers, suppliers and partners. Deals, documents and correspondence all rest on this directory afterwards, so each company or person is worth entering once rather than afresh «for this deal».

1. Creating. «Counterparties» → «Create». Choose the type: company or individual. For a company, enter the name, the legal name and the company registry code; for an individual, the surname and first name and, if needed, the tax number. Phone and email can be entered right away.
2. Code validation. The system verifies registry and tax codes by their checksum — an error in a single digit will not pass. That protects you from duplicates and from details entered «from memory» into documents.
3. The record. Clicking the name opens the record: details, contact persons, files and the change log.
4. Contacts. Inside the record there is «Add contact»: name, position, phone, email. There can be as many contacts as you need; these are what documents will draw on later.
5. The change log. Every edit to a record leaves an entry: who changed what, and when. The log is read-only — nobody can delete an entry from it, the owner included.

Step 4. Products and price lists

The product list holds the goods and services the company sells. It is the foundation for deals, invoices and stock: an item is entered once and simply selected afterwards.

• Items. The «Products» section: code, name, type (goods or service), unit of measure, VAT rate. Stock balances are not tracked for services.
• Units of measure. The basic ones are piece, hour, month and set. Precision is set separately: hours and months may carry a fractional part, pieces may not.
• Price lists. The «Price lists» section. One list is marked as the main one and is used by default. Separate lists come in handy for different customer categories or currencies.

Step 5. The first deal in the pipeline

A deal is a specific agreement with a counterparty, carried through stages. The pipeline shows every open deal at once, so you can see where the work has stalled.

1. A new deal. «Deals» → «Create». Enter a title («Microsoft 365 support», say), the counterparty, the amount and the stage. The deal takes its number automatically, from the company's continuous numbering.
2. Moving through stages. On a computer you drag the deal card into the right column with the mouse. On a phone the stage is changed from a list inside the card — dragging is awkward there.
3. Totals. Above each column sit the number of deals and their sum, so the load of a stage is visible without any arithmetic.

The pipeline stages are standard for now: from first contact to closing. Configuring your own stages to match a company's process is planned.

Step 6. Modules and integrations

The «Settings» section is available to whoever has the right to manage the company — usually the owner and an administrator.

• Modules. Here you switch parts of the system on and off. The system handles dependencies itself: stock will not switch on without the product list, and the product list cannot be switched off while another module depends on it. The data of a disabled module does not disappear — come back and you will find it where it was.
• Integrations. The OpenAI key for AI-based features is entered here. The key is stored encrypted and never shown again — only the last few characters remain visible in the field. It can be replaced or deleted.
• Microsoft 365 and electronic signature. The client folder in OneDrive, the contract register and the signature status from the e-signature service are a separate topic; we covered them in the guide on documents.

What is worth knowing about security

Company data is separated at the level of the database itself: a query made inside one company's workspace physically cannot read another company's rows. This is not a filter in the code that somebody might forget to add — these are rules inside PostgreSQL that fire on every query. Separately from that:

• Roles. Every user in a company has a role, and a role is a set of permissions. Permissions determine both the available actions and the navigation items.
• The log. Actions on data are recorded: time, user, object, action. A company's log is visible in the counterparty record.
• Passwords. SmartGT does not see your passwords and never asks for them. If somebody asks for a password «to check something», it is not us.

Common first-day questions

«I cannot see a menu item my colleague has». Either the module is disabled for the company or your role lacks the permission. Both are resolved by the company administrator under «Settings».

«I changed the details by mistake». Open the change log in the record — it shows the previous value and who changed it, and when. Put it back by hand: that is exactly what the log is for.

«My application is still awaiting approval». Write to us at info@sgt.com.ua with the company name and we will check. Approval is done by a person, so outside working hours it may wait until morning.

«Something is not working right». When reporting a problem, include the version number from the left-hand panel — that tells us at once which build you are on.

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You can try it right now: register your company for 60 days of demo access. And if you would like us to load your counterparties and products from your existing spreadsheets, write to us.