For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/features/max/manage-opportunities-and-meetings-with-max.md.
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      • How do I ask the AI to act on many opportunities and on meetings?

      Describe the group and what to do with it ("all opportunities in the Proposal stage with hot temperature", "the contacts on yesterday's Webinar list", "Ana's meeting tomorrow"). The AI finds the group, applies the same action to all of it at once and tells you how many were reached. For actions that are hard to undo, it shows what will happen and waits for your yes.

      Before you start:

      • Role: the AI acts with your access. Where the screen asks for management or a coordinator attendant (transferring pipelines, changing the responsible in bulk), the request does too. See the permissions table.
      • Selections of up to 200 items are applied right away. Above that, the action runs in the background and the AI only counts it as done when it finishes.
      • To use your own AI instead of Max, see Connect your AI to Clickmax (MCP).

      1. Create a list from the contacts of opportunities

      Ask "create the list Hot proposals with the contacts of the opportunities in the Proposal stage that have hot temperature". The AI uses the same filters as the board and creates a new list with all the contacts linked to the opportunities, not only the main one; someone on several opportunities enters once.

      Above 200 opportunities the list appears at once but the contacts join in the background: it stays incomplete until the AI says it is done. The list is a regular list and does not update by itself. An attendant can only create a list if they are a coordinator. See Create a list from the contacts of selected opportunities.

      2. Give many contacts access to the members area

      Ask "give access to the Club community as Member and to the Class 1 classroom for everyone on the list September buyers". The AI checks the community, the classroom and the role before granting. Pick a role only if you want something beyond Member: giving Administrator to a whole list is a lot of power, and the AI confirms first.

      • Contacts without an e-mail are left out, because the e-mail is the login. The AI tells you how many and how to fix it.
      • No access e-mail is sent. Ask it to resend access afterwards if you want.
      • Courses locked for sale inside the classroom stay locked; community Administrators are not demoted; anyone blocked or muted stays that way.
      • Asking again for the same contacts does not duplicate anything nor restart the access time.

      See How do I give members-area access to many contacts at once?.

      3. Move, transfer and assign opportunities in bulk

      Name the column or filter and the change: "move the opportunities in the New Lead stage with high priority to In contact". The AI respects the board filters (search, responsible, More filters and advanced filter) and the column order does not change which cards are included. See Select a whole stage for a bulk action.

      • Move between stages: the cards go to the end of the destination stage. A bulk move does not apply the stage passage rules (card limit, required fields, direction); to respect them, move cards one by one.
      • Transfer between pipelines: give the destination pipeline and stage. The responsible and roles stay only where the new pipeline accepts them; commissions follow the destination pipeline setup, and whatever was dropped does not come back if you transfer again. That is why the AI shows the effect and asks for your yes.
      • Responsible for the next step: ask for a fixed attendant, a rotation between a few attendants or a team round-robin. They must be attendants of the pipeline, and the selection must sit in a single pipeline. Roles and commissions do not change.
      • Roles (SDR, Closer…): changing roles in bulk replaces the current roles and clears the commissions they had. Ask only when that is what you want.
      • Contacts into a pipeline: ask "add these contacts to the Sales pipeline in the New Lead stage". Anyone who already has an opportunity in the pipeline is skipped; if you ask to move the ones already there, their open opportunity goes to the chosen stage (to an earlier stage only if you ask for that). See Add many contacts to a pipeline at once.

      4. Reschedule a meeting or change who runs it

      Ask "reschedule Ana's meeting tomorrow to Thursday at 10am" or "hand Ana's meeting over to Bruno". Meeting owner is who runs it; Booked by is another person and does not change when you swap the owner.

      • The new time or the new responsible must fit the agenda of whoever will run the meeting. If it does not, the AI says so and only books outside working hours if you explicitly ask for that.
      • The change does not block an overlap with another meeting of the same responsible. Ask "check Bruno's agenda first" when that matters.
      • When the responsible changes, the Google event moves to the new person's calendar and, if the meeting has a Click Meeting room, the new responsible becomes the host. If Google is down, the meeting is right in Clickmax and the external calendar may lag. A meeting always has a responsible.
      • To cancel, ask for the cancellation: the meeting stays in the history as cancelled, with the reason. When booking, you can also say which playbook the meeting follows (a playbook is the script the meeting follows).

      5. Read meeting numbers in Analytics

      Ask "of the meetings Helena booked this month, how many happened?" or ask for a meetings dashboard. The AI uses the widgets in the Meetings group:

      • Who books × who runs, with booked, held, no-show and show rate by who booked.
      • Show rate by who runs and by who booked.
      • Self booking: meetings the contact booked alone on the public agenda, per day, per responsible, per agenda and with the show rate.
      • The future forecast per closer, day by day.

      Meetings booked by the contact, by an automation or coming from the external calendar show Not recorded in Booked by. Options that live under Edit, in the widget's … menu (Owners are, count by opportunity, business days in time per stage) are worth checking there after the AI builds the dashboard.

      6. Build a follow-up cadence with automatic WhatsApp

      Describe the sequence for one opportunity: "for Ana's opportunity, send a WhatsApp in 30 minutes, create a call for tomorrow and send another WhatsApp 3 days later, stopping if she replies". The AI builds all the steps at once, shows each one with its computed date and time, and waits for your yes before creating them — automatic steps message the contact later, with nobody clicking. A single automatic WhatsApp goes the same way: the AI builds a one-step cadence and also waits for your yes.

      • Waits add up: each wait counts from the previous step. A sequence has 1 to 20 steps.
      • An automatic step is always WhatsApp: the message goes out by itself at the step's time, through the chosen sending number, to the opportunity's primary contact. The other steps become regular tasks on the owner's agenda.
      • Free text only reaches someone who replied in the last 24h, and that is checked at send time. For steps days ahead, ask for an approved template: the AI looks up the number's template and fills in its variables.
      • Stop if the lead replies is on by default: when the contact sends a message, the next automatic steps are cancelled and stay on the agenda as tasks for someone to take over.
      • If a send fails (contact without phone, number disconnected, template no longer approved, outside the 24h window), the task stays open with the reason. Sent successfully, the step completes by itself.
      • It is all or nothing: if one step cannot be created (for example, a WhatsApp number you cannot use for automations), no step is created.

      To cancel just one step, ask "cancel the automatic send of step 3": the task stays as a manual one. A message that already went out cannot be changed. The same screen rules are in How do I make a follow-up WhatsApp go out on its own after X minutes?.

      If it did not work

      • The AI said your role cannot do the action: transferring pipelines and changing the responsible in bulk need management or a coordinator attendant; an attendant can only create a list as a coordinator. See the permissions table.
      • The AI found no opportunity for the bulk action: the filter or the column is empty; check the board filters.
      • The action looks stuck after "running in the background": selections above 200 take a few minutes; ask for progress and only trust the result once the AI says it finished.
      • The AI said the time does not fit the agenda: pick another free time or explicitly ask to book outside working hours.
      • The meeting changed responsible but the Google event did not: the calendar mirror is best effort and the meeting in Clickmax is right; adjust the Google event if you need it now.
      • The AI could not create the cadence: one step uses a WhatsApp number without Automations enabled for you, or a template from another number. Nothing was created; ask for another number or template.
      • An automatic step failed: open the task to see the reason. The most common one is free text outside the 24h window; switch to an approved template.
      • An action was blocked by an error: see the Error codes.