How to Use

First sign-in

1. Open the Ambassadors app on your device.
2. Sign in with the email and password set up by an AMBASSADOR PLUS admin.
3. The home screen adjusts to your role automatically. If something looks missing, your role doesn't have access; ask an AMBASSADOR PLUS to confirm.
4. Forgot the password? Tap Forgot Password from the login screen and check your inbox.

Reading the home screen

The home page is built around Quick Links: New Invoice, Invoice Scan, Client Search, Creation Lookup, Print Bespoke Card, and Enter Guest Mode. Below that, browse by section: Clients, Jewellery, Diamonds, Other Products, Services, Private Visits, Online Orders.

Find a client

1. Open Clients from the home screen, or tap Client Search in Quick Links.
2. Search by name, surname, or email. Results filter as you type (give it a half-second).
3. Tap the result to open the full profile.

Register a new client Ambassador / Plus

1. From Clients, tap Create Profile.
2. Required: Title, First Name, Sur Name, Phone Number. The Member ID is generated automatically once you save.
3. Optional: email, birthdate, address, newsletter opt-in.
4. For a B2B client: tick the company section and fill Company Name, Company VAT Number, and Company CR Number. Their invoices will render under the company header.
5. Tap Create Profile at the bottom to save.

Send a Membership Card

1. Open the client profile, tap Private Membership.
2. Review the card preview (name, member number, points, QR).
3. Tap Send via WhatsApp to share it directly to the client.

Find a Creation by serial

1. From the home screen, tap Creation Lookup (or scan the barcode on the piece's tag).
2. Type or scan the ISN. The full Creation profile opens immediately.

Browse the catalogue

1. Open Jewellery Catalogue from the home screen.
2. Filter by Collection (Aldebaran, Mare, Najd, Octo, Bonbon, etc.), category, or tag.
3. Tap any model to see its full description, gallery, pricing formula, and the list of physical pieces (Creations) tied to it.

Reserve a Creation for a client

1. Open the Creation profile.
2. Tap Reserve, pick the client.
3. The status flips to Reserved and is visible to the entire team.
4. To release, open the same profile and tap Release.

Register a new Creation Plus

1. Open Jewellery Profiles, tap Register Jewel.
2. Tap Select Model and pick the model from the catalogue. Metal, stone, and selling price auto-fill.
3. Fill in: weight, Manufacturing Date, Manufacturer, Inventory Location, and any engravings or special characters.
4. The ISN is generated automatically from the collection prefix. Tap Submit to save.

Archive a Creation Plus

Open the Creation profile, tap Archive. The piece leaves day-to-day views but is recoverable from Admin Console → Archived Creations.

Add a stone Plus

1. Open Diamonds or Other Gems, tap Add Diamond / Add Stone.
2. Fill the report number, institute, report date, and the 4 Cs (carat, colour grade, clarity grade, cut grade).
3. Add shape, measurements, polish, symmetry, fluorescence - whatever the lab certificate provides.
4. Tap Register Gem to save.

Link a stone to a Creation

1. Open the stone's profile and tap Link Creation.
2. Search by ISN and select the Creation.
3. Save. The stone status becomes Linked and disappears from the loose-stone count.
4. To unlink, tap the link icon on the stone and confirm. Stock returns to Available.

Create a full invoice

1. Tap New Invoice from Quick Links.
2. Pick the client. Need to register on the spot? Tap Create Profile in the picker.
3. Tap Add Product and pick from the four tabs: Jewellery, Diamonds, Gems, Other Products, Services.
4. For each line: confirm quantity, apply a discount if allowed, confirm the line total.
5. Set Invoice Date, Shipping Date, Notes, and Payment Method.
6. Review the cart, then tap Approve Invoice. The system clears it for tax, prints a Sequential Invoice Number, and stamps the QR.
7. From the invoice card you can Share, Print, or Send Email.

Quick Invoice (counter sale)

1. Tap Quick Invoice from Quick Links.
2. Pick or create the client in one screen.
3. Add one or more pieces. The flow defaults to Approved on save.

Use this when the customer is at the counter and you don't need draft review.

Personalize a piece on the invoice

1. Inside the cart, after adding a personalizable Creation, tap Add Personalization.
2. Type the engraving text (up to 50 characters), choose a template image, pick the gold colour.
3. Confirm. Two cart rows appear - the piece and a personalization line. Removing the piece removes both.

Add a service

1. In the cart, tap Add Product → Services.
2. Pick the service. If it's flagged Require ISN, the app asks for the Creation's serial number - scan or type it.

Bespoke Request mid-invoice

Some clients commission a piece that doesn't exist yet.

1. In the cart, tap Request Jewellery Creation.
2. Pick the base model and fill the Creation's specs.
3. The piece is registered as Reserved to that client and added to the cart automatically.

Update Delivery Status

1. Open the approved invoice and tap Delivery Status.
2. The first row, Order Placed, is set when the invoice is approved.
3. Add downstream stages (Preparing, Ready for Pickup, Out for Delivery, Delivered, or whatever the order requires) by tapping Confirm on each.

Process a return

1. Open the original invoice.
2. Tap Return Invoice, select which lines are returning.
3. Confirm. A Credit Note (CRT) is issued and tax-cleared. Returned pieces flip back to Available.

Find an invoice fast

Three ways: Invoice Scan from Quick Links (scan the QR on the printed invoice), the search bar in Invoices, or via the client's profile (Invoices tab).

Read an Online Order

1. Open Online Orders from the home screen.
2. Tap any order to see the lines, customer, payment status, and refunds.
3. Each line is classified as Jewellery, Other Product, or Unclassified.

Mark an order fulfilled Plus

1. Open the order, tap Fulfill.
2. Confirm. The storefront notifies the customer automatically.

See upcoming visits

Open Private Visits. Bookings made on the public calendar appear here automatically. Each card shows guest name, time, location, and what they're interested in.

Add a manual visit Plus

1. From Private Visits, tap the add button.
2. Fill guest name, phone, date/time, location, and Interested In.
3. Save. The whole team gets a push notification.

Share a Creation Card

1. Open any model or Creation profile, tap Generate Creation Card.
2. Pick a background, toggle Light Mode if needed, choose what to show (price, specs).
3. Save the image or share it directly via WhatsApp.

Print a Bespoke Card

From Quick Links, tap Print Bespoke Card. Use this when you've customized a piece for a client and want a beautifully laid-out one-pager.

Send a House Message

1. Open House Messages from the home screen.
2. Pick the right template (Arabic and English versions live side by side).
3. Tap Send via WhatsApp, choose the client.

Hand the device to a guest Concierge

1. Tap Enter Guest Mode from Quick Links.
2. The app switches to a safe browse view: catalogue and brand storytelling only, no client data, no admin controls.
3. To exit, return the device and enter the passcode.

Look up a piece for a guest Concierge

Use Creation Lookup or browse the catalogue. Pricing and availability are visible; the rest of the app stays read-only.

Ask the Butler a question

1. Tap the Butler icon in the app.
2. Ask in plain language: "How many Aldebaran pieces are in stock?", "What did Aseel buy this year?", "Find me invoice 1064."
3. The Butler answers from live data with a summary plus the underlying records.

Open the Admin Console

The Admin Console is desktop-only. From the home screen, tap Admin Console. From here you can:

• Refresh Metal Prices (auto-feeds the pricing formula).
• Manage Pricing Formula Parameters: metal types, creation types, labor, alpha multipliers.
• Edit lookup lists: Categories, Tags, Shops, Manufacturers, Inventory Locations.
• Manage Personalization Images and Card Backgrounds.
• Recover items from Archived Creations.
• Run Print Catalogue to export a designed PDF.
• Manage Brand Assets: logos, photography, share-card imagery.

Add an ambassador

1. Open Ambassador Accounts from the home screen.
2. Tap Create Account, fill name, email, phone, and pick the role (AMBASSADOR PLUS, AMBASSADOR, or CONCIERGE).
3. Save. The new ambassador receives sign-in instructions by email.

Publish a Procedure or Protocol

1. Open Operational Procedures or Customer Services Protocols.
2. Tap the publish action, fill the title, body, and description.
3. Save. Every ambassador sees the new entry on their next sign-in.

• An invoice won't approve. Check the client has all required fields. If a B2B invoice, confirm Company VAT Number is present.
• A Creation shows as Sold but isn't. Find the linked invoice from the Creation profile and confirm its status. If the invoice was returned, the Creation should auto-flip back; refresh the screen.
• Metal prices look stale. An AMBASSADOR PLUS can refresh from Admin Console → Metal Prices.
• Online Order didn't appear. Pull-to-refresh the list. If still missing, escalate to AMBASSADOR PLUS to check the System Console.
• Anything else. The System Console at fb-system-console.web.app shows live health for AMBASSADOR PLUS.