1. Overview

EB SMART (Employee Benefits Smartsheet Management & Account Renewal Tool) is a web-based AI assistant built for the Higginbotham Employee Benefits team. It connects directly to your Smartsheet data and lets you query, update, and manage client renewal tasks using natural language.

The tool has seven pages accessible from the header navigation:

Tab	Purpose
Task Assistant	AI-powered chatbot with KPIs and suggested prompts for querying tasks, checking client status, updating progress, adding comments, and running aggregate reports across all POD workspaces.
Add Tasks	Bulk task insertion wizard that adds new task rows under predefined section headers across multiple client sheets simultaneously.
Workload	Gantt-style timeline showing team members' task assignments across a configurable date range, with filters by POD, role, and client, Find Available, and Assign Task.
Clients	Per-client dashboard for viewing renewal progress, task sections, and client info with editable summary fields.
New Client	Create a new client sheet from the master template with pre-filled renewal date, summary fields, and role assignments.
User Guide	This page — reference for all features, capabilities, and best practices.
Changelog	Running log of all releases, features, improvements, and bug fixes.

2. Getting Started

1. Navigate to smartsheet-chatbot.onrender.com in any modern browser.
2. The login screen displays the EB SMART logo and branding. Enter your @higginbotham.net email address and click Login. Your email is used to identify you across all EB SMART tools, not just the chat assistant.
3. Wait a few seconds for the system to load your data. The KPI bar at the top will populate with your personal task metrics.
4. Start typing in the chat input, or click the ☰ hamburger button to browse suggested prompts.

3. Guided Tours

Every page in EB SMART includes an interactive guided tour that walks you through the page’s features step by step.

How to Start a Tour

• Look for the “?” button fixed in the bottom-left corner of every page. It is styled with the blue accent color and is always visible.
• Click it to start an interactive walkthrough of the current page. Each step highlights a specific element and provides a description of what it does.

Available Tours

Guided tours are available on the following pages:

• Task Assistant — KPIs, task list, chat input, and suggested prompts
• Add Tasks — bulk task insertion wizard walkthrough
• Workload — Gantt timeline, filters, and Assign Task
• New Client — client creation form and template options
• Client Dashboard — renewal progress, tabs, and editable fields

Navigation

• Use the Next and Back buttons in the tour dialog, or press the left/right arrow keys on your keyboard.
• Press Escape or click outside the dialog to exit the tour at any time.
• You can replay the tour anytime by clicking the “?” button again.

4. Tap Game & Leaderboard

During a cold start (when the server has been idle), data loading takes 15–30 seconds. Instead of watching a spinner, you'll see a "Play while you wait?" button that launches a fast-paced tile-tapping game.

How It Works

• A 4×4 grid appears with 3 lit tiles at a time. Tap the lit tiles as fast as you can to score points.
• Tapping a wrong (unlit) tile ends the round. If data is still loading, you can play again.
• When all data finishes loading, the game ends automatically and your score is displayed.
• After a brief score screen, you transition to the main chat interface.

Leaderboard

Scores are saved to a Firebase Realtime Database and displayed as a top-10 leaderboard on the game-over screen. Your name is derived from your login email (e.g., "pgordon"). The leaderboard updates in real-time across all users.

5. KPI Dashboard

The metrics bar at the top of the Task Assistant shows your personal task summary at a glance:

Metric	What It Shows
Clients	Number of distinct clients where you have open tasks
Overdue	Tasks past their due date
Upcoming	Tasks due within ~14 working days
Not Started	Tasks with 0% completion
In Progress	Tasks between 1–99% completion
Done	Tasks you've finished (Status = Done)
Email Tasks	Count of email-originated tasks assigned to you or sent by you. Click to switch to the Email Tasks tab.

Task List

Below the KPI metrics, a task list shows your upcoming and overdue work with sortable column headers:

Column	Description
Task	Task name
Client	Client the task belongs to
Due	Due date
% Done	Completion percentage with a checkbox that shows a checkmark when selected

• Tasks at 100% complete are filtered out so you only see active work.
• Overdue status is determined by the Smartsheet Overdue report, not local date comparison, ensuring accuracy.
• Click any task row to open a detail popup where you can view and edit the full task details without leaving the main view.

6. Task Assistant (AI Chat)

The chat interface lets you interact with your Smartsheet data conversationally. Type a question or instruction, press Enter, and the AI will query the relevant data and respond.

What You Can Do

• View tasks — your tasks, a colleague's tasks, tasks for a specific client, overdue tasks, upcoming work
• Aggregate data — count tasks per user, breakdown by pod, tasks by status across the entire team
• Check client status — section-by-section renewal progress with overall percentage
• Look up client info — benefit lines, carrier contacts, team assignments, funding, employees, notes, and more
• Update tasks — mark progress, reassign, flag, rename, change dates (always with confirmation first)
• Add comments — add a discussion comment to any task row
• List clients — see all clients with open task counts and pod info

7. Suggested Prompts

Click the ☰ hamburger button next to the chat input to open the prompt drawer. Six categories of pre-built prompts are available. You can also type freely — you're not limited to these suggestions.

8. Viewing Tasks

The AI pulls from four different reports depending on what you're asking:

Report	Triggered By	Data
Active	"my tasks", "what's on my plate"	All open assigned tasks
Overdue	"what's overdue?", "past due"	Open tasks past due date
Upcoming	"due this week", "coming up"	Due within ~14 working days
Completed	"what did I finish?"	Tasks marked Done

By default, queries filter to your tasks only. To see everyone's, include "all", "everyone", or "team" in your question. You can also filter by client name.

Email Tasks

Email Tasks let you create tasks by forwarding emails directly to eb.smart.app@gmail.com. An AI workflow automatically extracts the task name, client, dates, and sender information from the email and writes a new row to the Email Tasks sheet in Smartsheet.

Accessing Email Tasks

The Task Assistant dashboard has three view toggles at the top of the task list: Upcoming, By Client, and Email Tasks. Click the Email Tasks tab to switch to a dedicated view of all email-originated tasks.

Columns Displayed

Column	Description
Task	AI-extracted task name from the email subject and body
Client	AI-identified client name from the email content
Due	Calculated due date (Start Date + Duration)
Received	Date and time the email was received
Sender	Original sender email address
Subject	Full unmodified email subject line

Managing Email Tasks

Email tasks work the same as regular tasks on the dashboard:

• Use the checkbox on each row to select one or more tasks.
• Click Mark Done in the action bar to bulk-mark selected tasks as complete.
• Click any task row to open a detail popup where you can view the full task details, notes (AI-summarized email body), and make edits.
• The Email Source star icon distinguishes email-originated tasks from manually created ones.

9. Aggregation & Counting Queries

When you need counts, rankings, or breakdowns across the full dataset, the system aggregates server-side. This means every task is counted, not just a 60-task sample.

Example Queries

10. Updating Tasks

You can update task fields through the chat. The AI always follows a three-step process:

1. Look up — finds the task and shows current values
2. Propose — shows exactly what will change (current → new)
3. Confirm — waits for your explicit "yes" before making changes

Editable Fields

Field	Example	Notes
% Complete	"Mark 50% on compliance for Ridge"	0–100; drives Status automatically
Assigned To	"Reassign to Connor McCabe"	Name or @higginbotham.net email
Done	"Mark as done"	Checkbox
Flag	"Flag the marketing task"	Checkbox — attention indicator
Task Name	"Rename to 'Q1 Review'"	Text field
Start Date	"Set start to 2026-04-01"	May fail if predecessor set
Due Date	"Change due to 2026-05-15"	Auto-converted to duration on dependency sheets
Duration	"Set duration to 5d"	e.g. "5d", "2w", "4d 6h"

11. Adding Comments

Add a discussion comment to any task row. The AI will look up the task, show details, and ask for confirmation before posting.

12. Client Status

Ask about any client's renewal progress to see a section-by-section breakdown:

The response shows each Level 1 section (e.g., New Client Onboarding, Marketing/Renewals, Compliance) with its assigned person, status, % complete, and an overall average.

13. Add Tasks Tool

Switch to the "Add Tasks" tab to access the bulk task insertion wizard.

5-Step Process

1. POD & Section — Select your POD from the dropdown (e.g., POD Bember, POD Campbell, etc.), then choose a section header (New Client Onboarding, Marketing/Renewals, Compliance, Implementations, Carrier Related, or Reporting).
2. Select Sheets — Check the client sheets that should receive the new task.
3. Task Details — Enter the task name and optional fields (assignee, start date, duration, % complete).
4. Preview — Review before confirming.
5. Results — Success/failure status for each sheet.

14. Reporting Issues

Click "Report Issue" in the header to submit a bug, feature request, question, or complaint. The form captures your request type, summary, details, and automatically includes your recent conversation context for debugging.

You can optionally attach a screenshot to your submission. A preview is shown before you submit. Screenshots are saved as row attachments in Smartsheet alongside your issue report.

Submissions are written directly to the System Backlog sheet with your email and a "New" status. You'll see a confirmation with the row number once submitted.

15. Workload Timeline

The Workload tab shows a visual Gantt-style timeline of all active tasks across team members. Each user gets a row, and their tasks appear as colored bars spanning start-to-due date ranges.

Controls & Filters

Control	Description
Start / End Date	Sets the visible date range for the timeline. Defaults to 1 week ago through 3 weeks ahead.
POD	Filter by POD workspace (auto-populated from your data). Select "All PODs" to see everyone.
Role	Filter by role: Account Coordinator, Account Manager, Sr Account Manager, Strategic Account Exec, or Team Leader.
Client	Free-text filter — type a client name to show only tasks for that client.
Apply / Reset	Apply applies your filter selections; Reset clears all filters back to defaults.

Reading the Timeline

• Colored bars represent individual tasks. Hover over any bar to see the task name, client, dates, status, and % complete.
• Today's column is highlighted in blue.
• Weekend columns are slightly darker.
• Role badges (AC, AM, SAM, etc.) appear next to each person's name.
• A +N badge next to a name indicates undated tasks not shown on the timeline.

Find Available

Use the green "Find Available" controls on the right side of the filter bar to find team members who have no tasks on a specific date.

1. Select a date to check availability for.
2. Choose a role (Account Coordinator, Account Manager, etc.).
3. Click Find Available.

A green panel appears showing who is available (green chips) and who is busy (red chips) on that date. The timeline automatically filters to that role and centers on the target date, which is highlighted in green.

Summary Bar

The bottom of the page shows a summary: number of users displayed, total tasks shown, and the current date range.

16. Assign Task

The Assign Task feature on the Workload page lets you create a new ad hoc task and write it directly to the B-FWAC Task Log sheet in Smartsheet.

How to Use

1. On the Workload page, click the Assign Task button.
2. Fill in the form fields: Task Name, Client Name, Assigned To, Start Date, Duration, and any notes.
3. Click Submit — the task will be created as a new row in the B-FWAC Task Log.

17. Client Dashboard

The Clients tab provides a per-client view of renewal progress, task completion, and client information. Select a POD and client to load a comprehensive dashboard.

Getting to a Client

1. Click the Clients tab in the navigation bar.
2. Select a POD from the dropdown (or "All PODs" to see every client).
3. Select a Client from the filtered dropdown. The dashboard loads automatically.

Dashboard Header

The header card shows:

• Client name and funding arrangement (FI/LF/SF)
• Renewal countdown — days until renewal date
• Overall completion % with a progress ring
• Phase indicator — which renewal phase the client is in
• Team assignments — Producer, Account Manager, Account Coordinator, POD

Four Dashboard Tabs

Tab	Contents
Renewal Timeline	Expandable task sections (Onboarding, Marketing/Renewals, Compliance, etc.) with per-section progress bars. Individual tasks show assignee, status, % complete, and dates. Key milestones flagged as overdue or upcoming.
Client Snapshot	Company info, administration details, employee counts, compliance data, and a Client Notes field for free-text notes. Editable inline — click Edit to modify, then Save to write back to Smartsheet.
Benefits	Benefit plan information for the client, including carrier contacts per benefit line. Editable inline.
Contacts	Client contact information. Editable inline.

Benefits Tab Features

• Copy/paste contacts — Click the clipboard icon on any benefit line to copy its contacts. A Paste button appears on other benefit lines to quickly replicate the same contacts across multiple lines.
• Rate Guarantee — A new open-text column for recording rate guarantee periods (e.g., "1 year", "2 year").
• Character limit warning — A warning appears when field content approaches Smartsheet's 50,000-character limit, helping you avoid data loss.
• Collapsed section saves — Contacts are always saved correctly even when the benefit section is collapsed.

Contacts Tab Features

• Reorder contacts — Move Up / Move Down buttons on both Group and Carrier contact rows let you reorder contacts without deleting and re-entering them.

Client Snapshot Tab Features

• Revenue auto-formatting — Revenue values are automatically formatted with a $ symbol and commas (e.g., "$1,250,000").

18. New Client Creation

Create a fully provisioned client sheet using the +New Client button on the Client Dashboard page (or via the dedicated New Client page). You can choose between a pre-configured template (141 tasks with predecessors) or a blank sheet for custom setups.

5-Tab Form

1. Company Info — Client name, funding arrangement (FI/LF/SF), renewal date, POD assignment
2. Administration — Company details, employee counts, office information
3. Contacts — Account Coordinator, Account Manager, Producer, and client contacts
4. Benefits — Benefit plan details for the client
5. Compliance — Compliance questions and regulatory information

What Happens on Submit

• The master template (183 tasks, 6 sections) is copied into the correct POD workspace folder
• The renewal date is set on Row 1 — all 118 predecessor dependencies cascade automatically
• 67 sheet summary fields are populated with the form data
• 141 role placeholders ("Account Coordinator" / "Account Manager") are replaced with the actual assigned contacts
• The new sheet appears in the Client Dashboard immediately

19. Book of Business

The Book of Business page provides a high-level analytics dashboard across your entire client portfolio. Access it from the top navigation bar.

View Filters

Use the View By toggle at the top to slice data by:

• Office — Group clients by office location
• Producer — Filter to a specific producer’s book
• Account Manager — Filter by AM assignment
• Account Coordinator — Filter by AC assignment
• POD — Group by POD workspace (default view)

Use the dropdown on the right to narrow to a specific person or POD within your selected view.

KPI Cards

Six metric cards across the top show:

Metric	Description
Total Clients	Number of client sheets in scope
Total Revenue	Sum of revenue across clients with data
Total Employees	Total covered lives across all clients
Avg Completion	Average renewal cycle progress (% of tasks done)
Overdue Tasks	Count of tasks past their due date
Upcoming Renewals	Clients renewing in the next 90 days

Renewal Timeline

A rolling 12-month bar chart (3 months back + 9 months forward) showing how many clients renew each month. Bar colors indicate status:

• Green — Majority on track
• Yellow — Many at risk or in progress
• Red — 40%+ behind schedule

Top Clients by Revenue

A ranked table of the top 10 clients by revenue, showing renewal date, employee count, completion progress, and status. Only clients with revenue data populated appear here.

Client Roster

A searchable, sortable table of all clients. Click any column header to sort. Use the search box to filter by client name, POD, producer, AM, or AC. Columns include:

• Client name, POD, renewal date
• Producer, Account Manager, Account Coordinator
• Completion bar and status pill

White Space Analysis

Click the White Space tab (next to Roster) to see cross-sell opportunities. This view compares each client’s benefit lines against the standard 8-line coverage set:

Medical, Dental, Vision, Life, Vol Life, STD, LTD, Vol STD/LTD

• Current Lines — Green pills showing which lines the client has
• Missing Lines — Red pills showing gaps in coverage
• Gaps — Count badge (red for 3+ missing, yellow for 1–2)

Other Dashboard Sections

• Renewals by Month — Horizontal bar chart of renewal counts per month
• Book of Business Breakdown — Funding arrangement distribution (Fully Insured, Self-Funded, Level Funded)
• Book Insights — Donut chart of client status distribution with mini stat cards for employees, completion, lines per client, full coverage count, cross-sell gaps, and at-risk clients
• Breakdown Tables — Context-aware tables that change based on your view (e.g., in POD view you see By Producer + By AM breakdowns)
• Value-Add Services Adoption — Placeholder for future service adoption tracking (Section 125, ERC, Wrap Doc, ACA, 5500)

20. Client Sheet Naming Convention

Component	Description
MM/DD/YYYY	Client's benefit renewal date (full date together at front)
ClientName	Client name, optionally with plan type suffix
-FI	Fully Insured
-LF	Level-Funded
-SF	Self-Funded

21. Contact Formatting

The Assigned To column should always use the contact picker dropdown rather than typing names manually.

Carrier Contacts

Carrier contacts on the Client Dashboard now include a phone number field in addition to name, email, and role. When you select benefit plans on the Benefits tab, carrier contacts are automatically populated from the benefit plan data via benefit-to-carrier sync, eliminating the need to re-enter the same contact information manually.

22. Changelog

See the latest updates and improvements to EB SMART:

Version	Date	Changes
v4.7	Apr 6, 2026	Book of Business analytics dashboard with real data: 6 KPI cards, renewal timeline, top clients by revenue, white space analysis, client roster, context-aware breakdowns. OAuth integration for instant loading, enrichment cache for benefit lines and revenue.
v4.6	Apr 4, 2026	Email Tasks feature: forward emails to eb.smart.app@gmail.com to auto-create tasks via AI extraction. Email Tasks tab on dashboard, Email Tasks KPI metric, bulk mark done support. User Guide updated with Email Tasks documentation.
v4.5	Apr 4, 2026	V3 Design System (navy palette, starfield, glass morphism), guided tours on 5 pages, task detail popup, carrier contact phone field, benefit-to-carrier sync, EB SMART rebrand with custom logo, WCAG AA compliance, Plan Name column rename.
v4.4	Mar 31, 2026	Benefits copy/paste contacts, Rate Guarantee field, 50K character limit warning, contact reorder buttons, revenue auto-formatting, screenshot attachments on issue reports, KPI task list with column headers and overdue accuracy.
v4.3	Mar 31, 2026	Client Notes, carrier contacts per benefit line, analytics dashboard, clickable KPIs, template toggle, streamlined notification emails, mobile improvements.
v4.2	Mar 23, 2026	Multi-office routing, unassigned tasks, task notifications, chat logging, TPG mode, system columns, admin pages, prompt revamp.
v4.0	Mar 20, 2026	Rebuilt client list pipeline (report + workspace hybrid, 843 clients), removed dashboard polling, template sheet filtering, 169 ClientName fixes, node-fetch for API reliability.
v3.9	Mar 18, 2026	New Client creation form, Client Dashboard with 4 tabs, chatbot create_task tool, client template with dependencies, EB User Directory.
v3.8	Mar 17, 2026	Smartsheet checkmark favicon, Add Task wizard redesign, due date working-day calculation, day-of-week date fix.
v3.7	Mar 15, 2026	Complete dark-mode redesign using Higginbotham style guide. Shared CSS design system, Inter font, single accent color (#5596E1), pill buttons, 20px card radius.
v3.6	Mar 15, 2026	Mobile hamburger nav, tap game mobile layout fix, corrected POD workspace data, SMART acronym in subtitle.
v3.5	Mar 15, 2026	UI standardization — unified header colors, font, and visual hierarchy across all pages. Fixed tap game button, leaderboard loading, and dual-screen bugs. Report Issue & email badge on every page.
v3.4	Mar 15, 2026	Tap game during cold-start loading; Firebase-powered leaderboard; two-phase warm-up pipeline; session-aware auto-login.
v3.3	Mar 15, 2026	Assign Task modal on Workload; overlapping task lane stacking; undated task count badges.
v3.2	Mar 15, 2026	Workload Timeline page with Gantt view, filters, Find Available, and role system.
v3.1	Mar 14–15, 2026	Aggregation queries (summarize mode); contact cleanup (226 cells); directory expanded to 67.
v3.0	Mar 13–14, 2026	B-FWAC integration; Report Issue to Smartsheet; unified client resolution.
v2.0	Mar 2026	Add Tasks wizard; KPI dashboard; suggested prompts drawer; nav toggle.
v1.0	Jan 2026	Initial launch — AI chatbot, 4-report query system, task updates, comments, client listing.

23. Tips & Best Practices

• Be specific with client names. "Alacrity" works better than "that insurance client." If the AI finds multiple matches, it'll ask you to clarify.
• Use suggested prompts to learn what's possible, then type your own questions freely.
• For counts and rankings, ask directly. "Count tasks per user" returns complete data for all tasks.
• If data seems stale, type "refresh data" to clear the cache.
• Check multiple reports. "Show my overdue" and "show my upcoming" pull different data and give different views.
• Task updates always require confirmation. You'll see exactly what will change before anything is written.
• You can ask follow-up questions. The AI remembers the conversation context within the same session.

24. Known Limitations

Limitation	Workaround
Sheet summary reports return 400 via API token	Client Roster report only accessible via OAuth/MCP, not the chatbot API token
Data cached for ~10 minutes	Type "refresh data" to force a cache clear. External Smartsheet changes are not immediately visible.
Due Date not directly editable on dependency-enabled sheets	Server auto-converts to duration. Try updating Duration or Start Date instead.
60-task display limit per query	Use aggregation/summarize queries for counts and rankings — these process the full dataset
Tyler Task Log not yet created	Tyler office tasks cannot be logged to a Task Log sheet yet. Coming soon.
Status is not directly editable	Update % Complete — Status auto-calculates (0% = Not Started, 1–99% = In Progress, 100% = Done)
Comments post under API token owner	Include your name in the comment text for attribution
Cold start delay (15–30 sec)	Only happens after extended idle. Subsequent loads are fast.