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WorkDesk OS Client Setup
Your assistant has a foundation. Now we give it a desk.
WorkDesk OS is built on LedgeMind AI. First we prepare your assistant and private workspace. Then we add the business tools your work actually needs — starting with your CRM.
What happens next
We’re preparing your private WorkDesk environment. The setup starts with the LedgeMind AI foundation: your assistant and your workspace. Once that foundation is in place, we configure the business tools that help your assistant work with customers, follow-up, forms, scheduling, social publishing, newsletters, accounting, and outside apps when needed.
Some tools are simple to enable. Some require extra setup because outside platforms have their own accounts, keys, approvals, or fees. We’ll make that clear before doing extra setup work.
The foundation
LedgeMind AI is basically two things.
1. Your AI assistant
This is the assistant you talk to when you need help thinking, writing, organizing, following up, or working through the day. Behind the scenes there is managed infrastructure, memory, models, and tools that support the assistant — but your experience is simple: you have someone to ask.
2. Your private workspace
A chat box by itself gets exhausting when every task has to be copied, explained, and recreated by hand. Your assistant needs a place to work with you: files, documents, tasks, calendar, contacts, and mail in one private workspace.
A chatbot can talk. An assistant with a workspace can help you run the work.
Your private workspace
Your workspace is built around Nextcloud. Think of it like a private business cloud: a place for files, documents, tasks, calendar, contacts, and optional mail. It belongs to your business, not an employee’s personal account or a platform that can scatter your work across disconnected subscriptions.
Files
A private cloud drive for business documents, folders, and shared files. Your assistant can help find, summarize, and organize work stored there.
Documents
ONLYOFFICE lets you open and edit documents, spreadsheets, and presentations inside the workspace.
Task board
Deck gives your work a visible board. Your assistant can help turn conversations, notes, and follow-up into tasks you can see.
Calendar & contacts
A business calendar and address book can live with the rest of the workspace instead of being scattered across personal accounts.
Mail view
If useful, your existing mailbox can be viewed in the workspace. The stronger agent workflow is connecting the assistant to the mailbox so it can help draft replies and create follow-up tasks.
Private ownership
The workspace is prepared for your business. The goal is continuity: files, tasks, and knowledge stay with the business as people and tools change.
WorkDesk OS
The first business tool is usually the CRM.
LedgeMind gives your assistant a workspace. WorkDesk OS adds business tools to that workspace, and the first tool we usually set up is the CRM.
We start there because customer relationships are where many small businesses lose time and money. A lead comes in. A customer asks a question. Someone says “check back next month.” A quote is sent. Then the follow-up lives in somebody’s head, an email thread, a spreadsheet, or a text message.
The CRM gives your assistant a place to learn who your business serves, what conversations matter, what opportunities are open, and what needs follow-up.
Why not just use a big CRM platform?
Some businesses already use Salesforce, HubSpot, Zoho, or another CRM that works for them. If that is true, we do not need to replace it. We can look at connecting to it.
But many small businesses are priced out of the big CRM platforms, overwhelmed by the setup, or paying for software that was designed for a larger sales team than they actually have.
WorkDesk OS gives you the practical pieces: a place for contacts and opportunities, a way to capture leads, a task board for follow-up, and an assistant that can help keep the relationship from falling through the cracks.
WorkDesk tools we can add as needed
This is where we get specific. These are the app options we are actively testing, using, or preparing for WorkDesk OS. You do not need all of them. The point is that your workspace can grow around the tools your business actually needs.
Some apps live inside your private WorkDesk environment. Some are outside services we can connect to when that makes more sense. If a tool requires extra setup, developer accounts, API keys, imports, or third-party platform fees, we will tell you before doing that work.
CRM
Twenty CRM
Client records, companies, opportunities, notes, selected communications, and follow-up. This is the customer ledger for WorkDesk OS.
Website: twenty.com
Forms
HeyForm
Intake forms, surveys, request forms, and lead capture. Useful when a business needs simple forms without another expensive form subscription.
Website: heyform.net
Scheduling
Cal.com
Booking links and appointment scheduling. Useful for consultations, calls, services, internal scheduling, or intake appointments.
Website: cal.com
Social publishing
Postiz
Social media scheduling and publishing. We have tested this with X. Some social platforms require extra setup, developer accounts, API keys, or platform credits.
Website: postiz.com
Newsletter
MailerLite
Email newsletters, lists, signup forms, and campaigns. This is an outside service we can help connect rather than hosting the email-sending infrastructure ourselves.
Website: mailerlite.com
Accounting
Akaunting
Open-source accounting, invoicing, and finance tracking. For businesses already using QuickBooks or Xero, we may connect instead of replacing.
Website: akaunting.com
Link hub
LinkStack
A simple public link page for social profiles, offers, QR codes, campaigns, and key links. A self-hosted alternative to link-in-bio tools.
Website: linkstack.org
Automation
Activepieces
Workflow automation between apps. Useful when a form, CRM record, email list, or outside tool needs to trigger another action.
Website: activepieces.com
Dashboard
Homepage
A clean internal dashboard/launch page for the tools inside the workspace. Useful when a client has several apps and needs one place to start.
Website: gethomepage.dev
External connectors
Maton.ai
A connector layer for outside apps like Gmail, Buffer, MailerLite, Google Workspace, QuickBooks, HubSpot, and other tools the client may already use.
Website: maton.ai
Setup fees and outside costs
Your monthly WorkDesk OS subscription covers the managed workspace and ongoing system. Some setup work is simple. Some setup work is more involved because outside platforms require developer accounts, API keys, DNS, OAuth connections, billing credits, or data imports.
When setup work is more complex, we quote it clearly as a one-time setup item. Any outside platform fees, such as API credits or third-party app subscriptions, belong to the client and are separate from Jones E Designs.
What we’ll need from you
Business basics
Business name, domain, logo/brand assets, main contact, and preferred workspace name.
Accounts to connect
Email, calendar, CRM, social accounts, newsletter tools, accounting tools, or anything you already use and want connected.
Workflow priorities
Where follow-up gets lost, what customers ask for most, what needs to be organized first, and what you want the assistant to help with.
App choices
We’ll help decide what belongs inside WorkDesk and what should stay as an outside connected service.