User Onboarding Guide for UpBrains AI

🔵Step 1: Sign Up / Log In

To get started, visit https://upbrains.ai and click “Sign Up” if you’re new, or “Log In” if you already have an account.

Sign Up:

You will be asked to enter:

• Full Name

• Company Name

• Business Email

• Password

After submitting, a confirmation email will be sent to your inbox. Click the link to verify your account and complete the login process.

🔵Step 2: Business Information

After logging in, you'll be asked a few questions to help personalize your experience:

• Company Website: Enter your business URL (e.g. https://yourcompany.com)

• Company Industry: Choose your industry from the dropdown list

🔵Step 3: Select Your Automation Goals

To tailor the platform to your business needs, please select one or more areas you'd like to automate. Below is a breakdown of what each option means and how it can help:

• Document OCR Workflows
  Ideal if your team receives documents like PDFs, scanned images, or attachments in tools like Zendesk, Outlook, or Front. UpBrains AI agents can automatically extract and organize data from these sources—saving hours of manual entry.

• Order to Cash Process
  Streamline the way you handle customer orders. Agents can read order emails, extract the necessary data, and enter it directly into your ERP or CRM system—reducing delays and human errors.

• Procure to Pay Process
  For finance or procurement teams managing vendor invoices. AI agents can match invoices with purchase orders and delivery confirmations (N-way matching) to ensure accurate payments and approvals.

• Quality and Compliance Workflows
  Useful for regulated industries (e.g. pharma, chemicals, food). Agents can automatically read and manage Certificates of Analysis (CoA) and other quality documents, ensuring compliance without manual reviews.

• Email Response Automation
  Agents can use your internal knowledge base or third-party APIs to automatically draft or send replies to incoming emails, speeding up customer support while keeping responses consistent.

• Client Onboarding (Sales / Data Gathering)
  Custom agents can collect required information from new clients, fill out onboarding forms, or coordinate between teams—helping you activate new customers faster and more reliably.

• Create a Custom AI Agent
  Not seeing your specific need? Design a custom agent from scratch with a workflow and skillset that matches your exact business use case.

• Custom Workflows
  Build flexible automations by combining extractors, filters, business logic, and integrations to achieve end-to-end automation of any unique process.

🟢 Tip: You can modify your selections later as your business grows or your automation goals evolve.

🔵Step 4: Book a Free Demo Session

We recommend booking a free onboarding session with our experts. You can pick a date and time or skip this step.

🔵Step 5: Pick a Subscription Plan

To continue using UpBrains and unlock the full potential of automation features, you’ll need to choose a subscription plan that best fits your team’s size and usage.

Plans offer different levels of:

• User capacity

• Automation credits

• Onboarding and support options

You can start with a free trial to explore the platform. When you're ready, select the plan that matches your goals and scale.

🔵 Click Continue once you've selected your plan.

🔵Step 6: Complete Payment

After selecting a plan, enter your payment details:

• Name on Card

• Card Number

• Expiry Date

• CVC

Then click "Subscribe" to start your 14-day free trial.

🔵Step 7: View Your Agent Dashboard

Once you've completed sign-up and selected your subscription plan, you'll land on the Agent Dashboard.

📍 URL (example): https://workspace.upbrains.ai/agents

What you see:

• A list of your existing agents (e.g., “Zendesk”, “Untitled”)

• Each agent has:

  • A status toggle (ON/OFF)

  • Last modified date

  • Action buttons (e.g., to configure or delete)

• A button to import existing agents

• A + New Agent button at the top right corner to create a new one

✅ Next step: Let’s create a new agent.

🔵Step 8: Create a New Agent

To build your first AI-powered agent:

1. Click the + New Agent button in the top-right corner.

2. A setup page will open, asking for:

   • Agent name

   • Purpose of the agent (select from templates like “Automate email responses”, “OCR workflows”, or create a custom one)

   • Optionally connect your agent to external tools (like Front or Zendesk)

🧠 Tip: If you’re not sure what kind of agent you need yet, select “Create custom AI agent” to start flexible.

🔵Step 9: Select an Agent Template

After clicking + New Agent, you're directed to the Agent Templates page.

📍 URL (example): https://workspace.upbrains.ai/agent-templates

This page helps you get started faster by letting you choose a pre-built agent template. These templates are designed to solve common automation problems — like document reading, invoice processing, or ID verification — without starting from scratch.

🧠 What is an Agent Template?

An Agent Template is a ready-to-use configuration that:

• Defines a specific automation goal (e.g., "Passport Reader", "PDF to Text", or "Invoice Reader")

• Has built-in logic and field extraction capabilities

• Can be used as-is, or customized later

You can think of it like a smart starting point.

📋 What You See

Each card in the list represents a different agent type. Here's what’s included on each card:

🧭 What Should You Do?

You have two choices:

1. Use a ready-made template

   • Click "Configure" on a card that fits your use case.

   • Example use cases:

     • Want to process invoices? → Select Invoice Reader

     • Need to extract data from PDFs? → Choose PDF to Text (OCR)

     • Handle ID verification? → Pick Government Issued ID Reader

2. Start from scratch

   • Click the "Start from Blank" button in the top-right corner

   • Ideal if you want to design a completely custom AI agent

     
     

✅ Recommendation for New Users

If you're new to automation, we recommend starting with a template. It saves time and gives you a working foundation right away.