How the project brief and decisions work
open_in_newOpen AI Projects in Genayaarrow_outwardThe brief has two layers. The first is a facts pass with no AI call at all: for every record in the project and everything related to it, Genaya counts and sums what the record types already know - the open balance, the next due item, unsigned documents, overdue tasks, unanswered inbound messages. The second is the written status - a headline and a few sentences - which Genaya AI writes only when the facts pass found a change since the last brief. A quiet project says "No change since Tuesday" and spends nothing.
Watch for
Every kind starts with a few Watch for rules. Open the Settings panel behind the Schedule card: it reads as rows with the label on the left and the control on the right - Kind, Status (Active, Paused, Done as a segmented control), Answer only from this project, then Watch for, where each rule is a row with its switch and a small Note / Watch / Urgent dropdown, then Brief schedule, and a quiet Archive / Delete area at the bottom. The rules run inside the same facts pass, with no AI, so watching costs you nothing. When a rule fires, it becomes a decision: a proposed action rendered as the ordinary confirm card - text the payment reminder, create the task, request the signature - with Confirm and Skip. The card stays while the situation it points at is still there and the brief keeps checking; it drops off on its own about a day after the last check found it (a little longer on a schedule, so a daily brief never loses it overnight). Skip it and it does not come back for the same situation - only a new amount, a new date or another record makes a new card. Where the automations already define the same idea (an invoice overdue, an estimate gone quiet), the project uses that same definition, so "overdue" means one thing across Genaya.
| Rule | Fires when |
|---|---|
| Visit within N hours not confirmed | A visit inside the window has no confirmation. |
| Estimate with no answer for N days | An estimate went out and nothing came back. |
| Deposit unpaid N hours before the visit | The payment schedule's deposit is still open close to the visit. |
| Invoice open for N days | An invoice in the project is past the window. |
| Document unsigned for N days | A document sent for signature is still waiting. |
| Task overdue | A task in the project passed its due date. |
| Milestone overdue | A payment schedule milestone passed its date unpaid. |
| Expenses past N percent of the estimate | The job's expenses are eating the estimate. |
| Inbound message unanswered for N hours | A text or inbox message from the client has no reply. |
| Meeting within N days with no prep note | A visit is coming and nobody wrote a note for it. |
Needs your decision
The stack under the composer holds two kinds of card: the confirm cards the watch rules proposed, and the rule proposals members made ("Dana's gate code is 4471") with Approve and Reject for those who can. A card you act on runs through your own permissions like any Genaya AI action, with Undo in the timeline while the window is open; a card you skip is dismissed for everyone and does not return for the same situation. Members get "a decision is waiting" on the web bell and the phone only when a new situation appears - a standing one never rings twice - and the number on the Projects row and the Home widget is the count of open cards, updated the moment a card is opened, handled or drops off.
The schedule and the Brief thread
Choose Only when I ask, Every day or Every week as the Brief schedule segmented control in the Settings panel (the Schedule card), then the day of the week and the hour in your time zone in the rows under it. A scheduled brief is written as the project owner, with the owner's permissions, and lands as one message in the project's Brief thread - a chat every member can read and nobody types in - together with a "brief ready" notification. Refresh brief on the Brief card (or in the header menu) does the same on demand. Either way the day shown is the day it was written, in the organization's time zone.
Because the written status carries the numbers of whoever it was written for, a member whose role sees less gets the facts tiles computed live for them and the sentence Written for a wider view. Refresh to see yours. instead of the text - so a brief never shows someone a number their role hides.
The timeline
Activity (the last card on the right, View all opens the full timeline) is one feed grouped by day - Coming up, Today, Yesterday, then each earlier day under its own label - merged live from the records in the project (created, changed, coming due), what Genaya AI did in the project, what the team did (a member joined, a source was added), and the open decisions. One dropdown in the panel head narrows it to Everything or a single lane - Changed, Due, Genaya AI did, Team or Decisions - and once a brief exists a Since the last brief switch at the top shows only what happened after it. Forty rows show first; Show more at the end loads the next forty. Nothing is stored twice; every row links to the record or the ledger entry and shows Undo while its window is still open.
Frequently asked
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