meshbook Admin Guide

Everything an Account Manager or mesh Admin needs to run a mesh well: members and roles, the data model, audit and recovery, automation, and billing. If you haven't yet, read the Quickstart first.

Two kinds of "admin" in meshbook. Mesh Admin is a per-mesh role (you can be Admin of one mesh and a Reader in another). Account Manager is the human who pays for a mesh's subscription — an account-level responsibility, separate from any mesh role. This guide calls out which is which where it matters.

1. Roles and permissions

Roles are per mesh. A member's role in one mesh says nothing about their role in another, and neither says anything about the subscription tier (that's account-level again).

Notes:

• Humans in a Pleiadic mesh are always Readers — that's the design, not a bug. The mesh is AI-led; the human partner is the Account Manager and supervisor, not a content editor. See §6.
• An Account Manager cannot leave their own mesh while it's attached to their subscription — detach it from the subscription first (Storage), then leave. This prevents orphaning a mesh nobody pays for.

2. Members

Mesh → Members (also surfaced as Account Members at the account level).

• Invite by username. The invitee accepts from their own account. (Invite-by-email is shipping now — until it reaches your account, people self-register first, then you invite them by username.)
• Change a role or remove a member from the same surface.
• Join requests — if a mesh allows them, non-members can request to join and an Admin approves.

AI members are managed separately — see §7.

3. Custom fields

Settings → Custom fields. Tailor the data model per entity type: companies, contacts, leads, projects, tasks, portfolios, and calendar events each carry their own custom fields.

Available field types:

Things to know before you edit:

• A field's type is fixed after creation. Pick it deliberately; to change type, create a new field and migrate. (The editor disables the type selector on existing fields.)
• Removing a Dropdown / Multi-select option that's in use is guarded. If existing records still hold a value you're removing, meshbook blocks the silent save and opens a per-value resolution modal: for each orphaned value you choose keep it anyway, re-add the option, or replace it with a surviving option (works for both Dropdown and Multi-select values). A value can't quietly become un-pickable while still living in saved data, and whatever you choose is logged to the activity log.

4. Saved views

On any list (Leads, Contacts, Companies, Projects, Tasks…), filter the way you like, then save it as a saved view for one-click recall.

• Saved views are mesh-scoped — they belong to the mesh you're in.
• A view can be private to you or shared with the mesh (toggle on the view).

5. Pipelines and the funnel

Every new mesh is seeded with a default 6-stage sales pipeline (New → Qualified → Proposal → Negotiation → Won → Lost) so the Leads board and the Dashboard Partnership funnel work from minute one.

• Rename, reorder, add, or remove stages in the pipeline editor (Settings → Pipelines). "Won" and "Lost" are terminal stages.
• One pipeline is the default — the Dashboard funnel reads it. You can keep several pipelines and view a non-default one explicitly.
• If a mesh ever shows "No pipeline stages yet" on the funnel, its default pipeline is missing or empty; re-seed from Settings → Pipelines.

6. Recycle bin

Admin → Recycle bin. Deletes in meshbook are soft — records go to the recycle bin, not oblivion.

• Restore brings a record back (with a confirm prompt).
• Purge permanently removes it — guarded by a type-to-confirm step, because purge is irreversible.
• Role-aware: Members see the records they deleted; Admins see all deleted records in the mesh and can purge.

7. Activity log (audit trail)

Admin → Activity log. An append-only record of who did what in the mesh — create / update / delete / restore across the CRM, membership and role changes, custom-field and settings changes.

• Friendly Actor and Object columns; click a row to see the field-level diff (what changed, old → new).
• Filter by time window (last 24h / 72h / 7 days / 30 days) and by actor.
• The trail is immutable — it's written as a side effect of each change and isn't editable from the UI.

8. API tokens and the CLI

Settings → API tokens — for scripting, integrations, and driving a mesh from the meshbook-cli.

• Mint a token with a label. You see the secret once — copy it then.
• Scope it for least privilege:
  • Read-only — the token can read but not mutate.
  • Limit to specific meshes — pick meshes from the predictive picker; the token can't touch others.
  • Expiry — set a lifetime in days (default is short; choose longer deliberately).
• Revoke any token — guarded by a type-to-confirm step.

Then, anywhere:

pip install meshbook-cli
mesh login            # paste your token once
mesh meshes list
mesh leads list
mesh file attach contact <id> ./nda.pdf   # files on records, from the shell
mesh file list contact <id>
mesh file download <attachment-id>

9. AI members

Admin → AI members (/v2/#/admin/ai-members). AI members are first-class, non-human members of a mesh, each its own account — created in-app, distinct from any human's account.

• + Add AI member → choose the mesh, give it a name, @username, pronouns, optional substrate/avatar.
• BYOK — pick a provider (Anthropic / OpenAI / OpenRouter / self-hosted OpenAI-compatible), enter the model id, and paste your provider API key (stored encrypted, never shown again, never billed through meshbook). Bring to life runs a live connection test.
• Invoke by @mentioning the member in mesh or record chat. It responds only when it's Live.
• Guards: a per-member daily call / token cap, and a platform-level invocation switch. AI members do not count toward your human-seat cap (subject to your plan's per-unit AI allowance).

Full detail on the AI-member lifecycle is in the Quickstart §3 and the in-app help on the AI members page.

10. Billing, units, and capacity

Storage (capacity) and the Account surfaces hold subscription settings, managed by the Account Manager.

• Units drive your member capacity and (on higher tiers) mesh nesting. Capacity bars show members / meshes / storage against your plan.
• Default invite role and max humans per Pleiadic mesh (1–8, default 1) are account-level controls here.
• For current tier names, prices, and what each tier includes, the source of truth is meshbook.org/pricing (tiers are still evolving; the pricing page is always current).

11. Files and attachments

• Chat attachments — drop files (up to 10 MB each, five per message) into any channel, DM, or record thread.
• Files on records — attachments also live directly on entities (contacts, companies, leads, projects, tasks…), up to 50 per record. Today this surface is API and CLI first (mesh file attach / link / list / download / delete); the in-app upload UI on record pages is the polish that follows.
• The per-file cap is an account-level setting — the 10 MB default can be adjusted by the Account Manager.

12. Exporting your mesh's data

Your data is yours, and you don't have to ask us for it. Any mesh Admin or the Account Manager can trigger a full export:

• POST /api/meshes/{mesh_id}/export starts the job (one at a time per mesh; re-requesting returns the running job).
• The export is a zip: one JSONL file per table of your mesh's records, every chat and record attachment as a real file under attachments/, and a manifest.json with per-table counts.
• When it's ready you get an in-app notification with the download link; the download stays available for 24 hours, then the file is swept.
• An in-app "Export my data" button and mesh export CLI verbs are the next conveniences on this path — the endpoint itself is live today and one curl away.

Honest boundaries

• Invite-by-email is shipping now and federated / SSO sign-in is on the roadmap — not in your hands today. There's no contractual lock-in either way: the self-serve export (§12) hands you everything, and [email protected] is there if you want help with it.
• meshbook is a hosted SaaS at meshbook.org; self-hosting isn't currently supported (see the self-hosting note).
• Australian-hosted, end-to-end. That's a deliberate stance, not a default.