Settings & Admin

One Hub: Configure

Everything you can change lives in one dialog: Water LLM › Configure Hub. It has two parts:

Part	What It Controls	Open It When…
Top: how Water LLM behaves	What Water LLM does on your behalf: the automation schedule, your writing voice, outreach and invoice templates, when things get flagged, how the health score works, your 🎯 My Focus tab, and the newer features still marked as experiments.	You want to change how something behaves — the tone of a draft, how patient a flag is, when a job runs.
Bottom: Account & maintenance	Who you are, where your files live, and fixing things: your account details, region and currency, Drive folders and templates, restoring deleted contacts, trigger repair, and the Danger Zone.	Something has stopped working, or you want to change your name, dates, currency or row styling.

Until October 2026 the bottom part was a separate Settings Hub. It now sits under Configure, so there is one place to look.

Account & Maintenance Reference

Open Water LLM › Configure Hub and scroll to Account & maintenance at the bottom. Four collapsible sections, grouped by what you would be there to do: your setup — who you are, where your files live, and fixing things. What Water LLM does is in the sections above them.

Your Account & Preferences

Setting	What It Does
Your Account	Display name, primary email, LinkedIn profile URL, alternate email addresses, and annual revenue goal. Updating your display name changes how AI features address you.
Region & Currency	Date format (MM/dd/yyyy or dd/MM/yyyy), timezone (IANA string, e.g. America/New_York), and currency code (ISO 4217, e.g. USD, CAD, GBP). These affect date display and invoice totals throughout the sheet. Also your calendar-wide rule for how many hours an all-day event is worth when meeting time is totalled (skipped by default); client hours follow it unless Client Tracker gives them their own number.
Row Display Style	Toggle between alternating row colors (zebra striping) and plain white rows. Cosmetic only — no functional effect.
Check Subscription	Manually verifies your Water LLM subscription status against the billing server. AI features will stop working if the subscription token has expired.
Water LLM Updates	Opens the community group where release notes, tips and early access are posted.

Drive & Templates

Setting	What It Does
Re-create Drive Folders	Recreates the expected Drive folder structure (`Water LLM/`, `LinkedIn Data/`, etc.) if it was accidentally deleted or if you're setting up a second Google account.
Re-create Templates	Copies the latest Invoice Template and Style Guide document into your Drive. Use this if you accidentally deleted a template or want to reset to the default version.
Subscription Filters	Scans your Gmail inbox for newsletters and creates Gmail filters that label or skip them, so your outreach metrics count real conversations. Full details below.

Maintenance & Troubleshooting

Setting	What It Does
Recover ICF Module	Re-enables the ICF Hour Tracking module if it was previously disabled. Only relevant if you use the ICF coaching framework.
Clean Up Names	Strips titles (Dr., Ph.D., MBA), pronouns, emojis, and credentials from every contact name in the CRM in one batch pass. Safe to run multiple times.
Check For Updates	Checks for and applies the latest Water LLM updates. Run this if a new version has been announced and your menu hasn't updated automatically.
List Installed Triggers	Shows every background trigger currently installed for your account — time-based and event-driven. Useful for checking the hourly automation trigger is there, and the first thing support will ask for.
Restore Deleted Contacts	Lists the contacts you deleted (from the CRM or from Google) and brings any you tick back to the CRM with everything that was on their row.
Restart Onboarding	Re-runs the full setup wizard from scratch. Use only if you want to completely reconfigure your workspace — it overwrites your current settings.
Sheet Settings & Triggers	Reconnects Water LLM to your spreadsheet and reinstalls all timed triggers. The first thing to try when features stop running or the sheet loses connection.
Reinstall Timed Trigger	Reinstalls the hourly automation trigger specifically. Try this if your scheduled jobs (Daily Briefing, Email Outreach, etc.) have stopped running.
Reinstall onEdit Trigger	Fixes broken "Last Edit" timestamps in the CRM by reinstalling the onEdit trigger. Try this if you're not seeing edit timestamps update when you change cells.
Reauthorize Permissions	Re-grants OAuth permissions for Gmail, Calendar, Drive, and Contacts. Run this if a feature throws a "not authorized" error after a Google security update.
System Health Check	Runs a diagnostic scan of your configuration, sheet structure, and trigger state. Reports any missing sheets, broken bindings, or misconfigured settings.

Subscription Filters — in detail

Newsletters are the reason “last contacted” lies to you. A weekly digest from a company you have never spoken to looks exactly like a real email from a real person, and it quietly drags your outreach numbers around. This tool finds them and files them.

Water LLM › Configure Hub › Drive & Templates › Subscription Filters

How it works

It scans. Water LLM uses Gmail’s own has:unsubscribe search — the same signal Gmail uses to know something is a mailing list — and lists the senders it finds.
You choose. Nothing is created until you tick senders and confirm. An empty selection does nothing.
It creates a Gmail filter per sender, applying the Subscriptions label from then on. Existing mail stays where it is; the filter governs what arrives next.

What the filter does with a newsletter

Mode	What happens
Label only	Adds `Subscriptions`. Your inbox is unchanged — the mail still arrives as normal, just tagged.
Label + skip inbox (recommended)	Adds the label and moves it out of the inbox. It is still unread and still searchable, just not in your face.
Label + skip + mark read	As above, and marks it read. Use this for senders you genuinely never open.

Changing your mind

The Manage Filters tab lists every filter Water LLM created and deletes any of them on request. You can also see and edit them in Gmail itself, under Settings › Filters and Blocked Addresses — they are ordinary Gmail filters, not something Water LLM holds privately. Deleting a filter never deletes mail.

This is the one feature that needs permission to change a Gmail setting

Creating a filter needs more than permission to read your mail, so this feature is the sole reason Water LLM asks for gmail.settings.basic. It is used for exactly three things: create a filter, list the filters, delete a filter.

It is never used for anything else a Gmail setting covers — not your signature, not forwarding, not send-as aliases, not vacation responders, not delegation, not IMAP or POP. Water LLM does not touch filters you made yourself unless you pick one in Manage Filters. Nothing from this feature leaves your Google account. See the full permissions reference.

It pairs with the Newsletter Digest

Once newsletters are labelled, the Newsletter Digest can summarise the week’s reading in one email — so filing them out of the inbox does not mean losing them. Neither feature requires the other.

Danger Zone

These actions are hard to reverse

Each of these throws away something that isn’t coming back. Use them under direction from support, or when you are deliberately resetting. None of them touches your spreadsheet, your Google Contacts or your Drive files — those are yours and stay exactly as they are.

Action	What It Does
Reset All User Properties	Clears every stored setting, binding, token, and preference for your account. The add-on will behave as if it was just installed — you must run the setup wizard again before anything will work.
Uninstall All Triggers	Removes every installed trigger. All scheduled jobs stop immediately. You must run Sheet Settings & Triggers afterward to reinstall them.
Delete My Data	Deletes the subscription record we hold for you and clears every local setting, immediately. Your spreadsheet, contacts and Drive files are untouched. It does not cancel billing — cancel that separately, or you will keep being charged. See Full data deletion.

Configure Hub Reference

Open via Water LLM › Configure Hub. The top six sections cover what Water LLM does on your behalf; your own setup is in Account & maintenance at the bottom.

Every Configure dialog works the same way

It opens filled in with your current settings. Nothing saves until you press Save, and Cancel really cancels. Buttons that do something extra say so — Save & Full Scan, Save & Draft Now — and save first. Reset to Defaults only fills in the defaults; press Save to keep them. When you save, the confirmation says what changed.

Scheduling

Automation Scheduling — every background job, with its own switch, cadence (daily, weekly or monthly), day and hour. Setup lays the whole night out from the single finishing time you chose, so most people never open this; it is here for when you want one particular job somewhere else. Changes take effect on the next hourly cycle. The full default schedule is in AI & Automation.

Client Communication

Setting	What It Controls
Voice & Writing Style	Your tone profile: sample sentences, formality level, phrases to use and avoid. AI-drafted emails and outreach copy pull from this to sound like you.
Email Outreach 1 / 2 / 3	Each pipeline has its own filter criteria (a date range on Last Contact From Them, status, health score range), email subject, and body template. The "Save & Draft" button saves the config and queues a draft batch. See Email Outreach for full details.
Invoices & Reminders	Email subject and body templates for initial invoice sends and follow-up reminders. Placeholders like `{{First Name}}` are replaced with real values when the draft is made.
Client Hours Update	The monthly email telling each active client how many hours they have left, and the roll-up to sponsors. See Client Hours Update.
Client Wrap-up	The thank-you email drafted a few days after a client is marked Finished, with a testimonial and referral ask, plus optional drafts to their sponsor and referrer. See Client Wrap-up.

Data Inputs

Setting	What It Controls
Communication Refresh	How far back to scan Gmail, Calendar, and LinkedIn messages when building contact history. Also sets maintenance windows (how many days back to scan on subsequent runs after the initial backfill is complete).
Calendar Parser	Platform keyword (Zoom, Teams, Google Meet, etc.) and custom keywords used to identify scheduling/client meeting invites. New contacts found in matching invites get added to the CRM automatically. A keyword → Lead Source table sets the Lead Source on new contacts whose invite title matches.
Notes Docs	How new Google Doc Notes are named — Jane S. 1001, J. Smith 1001, Jane Smith 1001, or initials only (J.S. 1001), which keeps client names out of Drive file lists and search — and whether new entries go at the top or bottom. Applies to docs created afterwards; existing docs keep their names.

Tracking & Scoring

Setting	What It Controls
When to Flag Things	How patient Water LLM is before it says something — how long a client or lead can go quiet, how few hours left counts as at risk, when a deal is stale, and where the invoice ageing cut-offs fall. One place; every flag, count and email follows it.
Client Tracker	Which meetings count as sessions, all-day events with a client, company clients and Prep Work, which emails count as the client, and the client flag thresholds. See Client Tracker Settings.
Health Score	Weights for the contact health score: recency of contact, meeting frequency, email engagement, and deal activity. Adjust these to match what "healthy" means in your practice.
My Focus Dashboard	Which panels appear on your 🎯 My Focus tab (Client delivery, Growing the business, Money, Business health). The same question onboarding asks; you can add or remove panels any time.

AI Assistants

Setting	What It Controls
Business Briefings	Which recap sections appear in your Daily and Weekly briefings (invoices, pipeline, engagement, at-risk, renewals, etc.), shared calendar names to include, and grouping keywords for the calendar summary.
Task Manager	Which task types to generate (renewals, ghosting and re-engage clients, overdue invoices, pipeline nudges, new-client goals, LinkedIn) and their thresholds. Tasks always arrive in the Daily Briefing, or as their own email if the briefing is off. The ghosting days here are the same setting as Thresholds › Quiet client.
Health Report	Whether the Health Report arrives every day (even when everything is green) or only when something needs your attention.
Meeting Follow-Ups	The keywords that make a meeting worth following up. When a meeting whose title matches one of them ends, Water LLM drafts the follow-up email and adds a Follow Up task. No keywords means it checks hourly and does nothing, which is why it ships with none.

Experiments

Working features that are still new enough to have rough edges. They are marked so you know what you are getting, not to warn you off.

Feature	What It Does
Booking Page	A public scheduling page you can share. People pick a session type and a time from your real availability, and the event lands on your calendar. Not available yet — switched off while it's being tested.
Email Workflow Builder	Chains emails into multi-step sequences with conditional logic — if they reply, stop; if they don't, send the next one after N days — and can advance a deal's stage as it goes. Every message is still a draft you approve.
Chat Assistant	Connect the Water LLM bot to Google Chat and work your CRM by DM. See Chat Assistant.

System Tabs in Your Spreadsheet

Besides the five tabs you work in — 👋 CRM, 💰 Invoices, 📅 Clients, 📈 Biz Dev and 📊 Dashboard — your spreadsheet carries a set of working tabs. Most are hidden. You can look at any of them; the table says which ones you can safely change.

Tab	What it holds	Yours to edit?
⚙️Settings	The settings that belong in the sheet rather than in a modal: the labels for your eight user-defined CRM fields (row 3, columns A–H) with their dropdown options underneath, your pipeline stage names (column K, rows 4–14), your work types (column L), and your revenue goal per year (columns M and N).	Yes — this one is meant for you. Add a year, rename a stage, name your custom fields.
⚙️Status	What ran, when, how long it took, how many records it touched, and anything that failed. One row per job.	Read it, don't write it. Rows you add are moved below a divider rather than deleted, but they won't do anything.
⚙️Calc and ⚙️Staging	The formulas behind the dashboard, and a flattened copy of your invoice line items that the product and discount figures are built from.	No — but do read them. Building your own tabs shows how to pull from them.
💰 FX Ledger	Foreign-currency gains and losses, recorded when an invoice is paid at a different rate from the one it was issued at.	Read-only.
📅 Bookings / 📅 Bookings (Errors)	Requests that came in through your public booking page, and any that failed to process.	Read-only. Errors are worth checking if someone says they booked and you never saw it.
⚠️ Error Log	Detail on anything that went wrong, with enough context for support to diagnose it.	Read-only. Quote it when you email us.
ℹ️ LI Contacts	LinkedIn connections from an import that didn't match anyone in your CRM.	A review queue — use Water LLM › Import › Promote LI Contacts to CRM rather than copying rows across by hand.
Deleted Contacts	Contacts you deleted with the Delete Contact? column. Checked before every import and sync so a deleted contact can't quietly come back.	Read-only. To un-delete someone, remove their row here first, then re-add them to the CRM.
✅ Onboarding	Your setup checklist and which steps are done.	Managed by the wizard.
🤖 Chat Audit	Every change the Chat Assistant made on your behalf — what you asked, what it did, and whether it worked.	Read-only. Trimmed weekly so it can't grow without bound.
LinkedIn / Messages	Your imported LinkedIn connections and message history. Messages is where the Last LinkedIn Message dates come from.	Read-only, but Messages is genuinely useful to search.
Contact Index / Sync / Email Cache 1–3 / Dropdowns / Workflow State / Workflow Definitions	Lookup and staging tabs the add-on uses while it works — fast row lookups, in-progress sync data, scanned email fingerprints, dropdown lists, and your saved email workflows.	No. Editing or clearing these causes work to be redone or skipped.

How to see hidden tabs

Right-click any tab at the bottom of the spreadsheet and choose Unhide sheets… to see the full list of hidden tabs. You can view them without affecting Water LLM — just don't edit the internal ones.

Reading the ⚙️Status Tab

⚙️Status is the honest record of what Water LLM did overnight. Check it when something you expected didn’t arrive, or when you just want to confirm a run finished. It is also the first thing support will ask you about.

Column	What it shows
A — Job Name	The job, named exactly as it appears in Automation Scheduling.
B — What It Does	One line explaining the job. Both of these columns are written by Water LLM, so a job can never be on the tab under a name nothing writes to.
C — Timestamp	When it last ran.
D — Status	✅ success, ⚠️ finished with something worth knowing, ❌ failed.
E — Duration	How long it took.
F — Records	How many rows or contacts it touched.
G — Notes	The useful half — what it actually did, or what it skipped and why.
H — Error	The technical detail when something failed. Worth quoting in an email to support.

Things you will see on it

Row says	Meaning
— Not set up —	The job is off because it needs something from you first. The Notes column says what. These are deliberately kept out of the daily health email, so they don't read as failures.
Dispatcher	The hourly scheduler itself. If a job is switched on, has run before, and is now well past its cadence, it is reported here — and in the daily email. Nothing is re-run automatically; running a job hours late can be worse than not running it.
— No longer in use —	A divider. Anything below it is a row Water LLM no longer recognises — usually a job that was removed, sometimes a row you added yourself. They are moved, never deleted. A job that was only renamed doesn’t end up here: its old row is folded into the new one, history included.

You don’t have to come here to find out

The Water LLM Health Report lands in your inbox each morning with the same information: what ran in the background, what changed, and anything that failed or was skipped. The subject gives the verdict first — “Health Report · All clear”, or how many things need attention.

Prefer silence when all is well? Choose Only when something needs attention in Water LLM › Configure Hub › Health Report — then no email means all systems green.

Long jobs continue the next hour

Google stops every background run after six minutes — personal Gmail and Google Workspace alike. A job that can’t finish saves its place and carries on in the next hourly run, as many times as it needs. Its row on ⚙️Status says In progress — run 2 while it works, then (after 3 runs) when it’s done, and the Dispatcher row sums up each hour. On a large CRM the first Comms & Meeting Sync takes several hours; that is expected.

Subscription & Billing

Water LLM verifies your subscription status automatically each time the add-on loads. If the check fails, AI features will show an error and stop running until the subscription is restored.

When to manually check your subscription

An AI feature shows "Subscription inactive" or "Could not verify subscription"
Your card was recently updated and you want to confirm the renewal went through
You renewed but Water LLM still shows a warning

Go to Water LLM › Configure Hub › Your Account & Preferences › Check Subscription.

What the subscription covers

Water LLM is one subscription with everything in it — there is no upgrade path and nothing is held back behind a tier. What an inactive subscription stops is the AI work: the Daily Assistant, Weekly Business Briefing, Monthly Business Analysis, Task Manager, Meeting Prep, Weekly Client Recap, Email Outreach, Meeting Follow-Ups, the newsletter digest and the Chat Assistant. Everything else — your CRM, the syncs, LinkedIn import, invoicing, the Client Tracker, the pipeline and the dashboard — keeps working, because it is your spreadsheet and your data.

Freshness window: 24 hours

Water LLM caches your subscription status for up to 24 hours. If you renew or fix a billing issue, you may need to wait up to an hour for the cache to refresh — or trigger an immediate refresh via Check Subscription in the Maintenance section.

Sidebar or a Window Won’t Load (Signed In to More Than One Google Account)

If the Water LLM sidebar sits on “Connection error. Retrying…”, a composer stops at “Error loading data”, or you see “Authorization is required” or “We’re sorry, a server error occurred”, the most common cause is your browser.

When your browser is signed in to several Google accounts at once — this is the same in Chrome, Edge, Safari and Firefox — add-on windows talk to Google as the first account you signed in with — Google calls it your default account. If that isn’t the account that owns your Water LLM sheet, Google blocks the request. The sheet itself opens fine, which is what makes it confusing. This is a known Google limitation for every Sheets add-on, not something wrong with your data.

Which account is Water LLM using?

In the sheet, open Extensions › Water LLM › Sidebar won’t load? It names the account Water LLM is running as and walks you through the fix below. The sidebar shows the same help when a load fails.

Fix it — pick one

Use a separate browser profile for that account (best long-term). Sign in to it with only the account that owns your Water LLM sheet and open the sheet from that profile’s window. Each profile keeps its own sign-ins, so the problem can’t come back.
- Chrome: profile picture, top right › Add.
- Edge: profile picture, top left › Add profile.
- Safari (macOS Sonoma or later): Safari › Settings › Profiles › New Profile.
- Firefox: a separate profile (type about:profiles in the address bar), or Mozilla’s Multi-Account Containers extension.
Make it your default account. In Google (Gmail, Drive or the sheet), click your profile picture › Sign out of all accounts. Sign back in with the Water LLM account first, then add your other accounts.
Quick check: a private window (Incognito in Chrome, InPrivate in Edge, Private in Safari and Firefox). Open one, sign in with only the Water LLM account and open the sheet. If Water LLM works there, the account mix-up was the cause.

Then reload the sheet and reopen Water LLM.

Safari, Firefox or Brave — and only one account?

These browsers’ tracking protection can block the cross-site cookies that Google Sheets add-on windows rely on, with the same symptoms. Allow them for Google Sheets, then reload:

Safari: Safari › Settings › Privacy › turn off Prevent cross-site tracking. (It’s a browser-wide setting, so you may prefer to use Water LLM in Chrome or Edge instead.)
Firefox: on your sheet, click the shield icon in the address bar and turn off Enhanced Tracking Protection for docs.google.com — or use the Standard setting rather than Strict.
Brave: click the Brave (lion) icon in the address bar and turn Shields off for docs.google.com.

Chrome and Edge allow these cookies by default, so this step doesn’t apply to them.

On your phone (Mobile Hub)

The Mobile Hub link on your Dashboard already names your account, so it usually opens the right one. If it shows “Access denied” or the wrong data, open the link in the browser where that account is signed in, or sign out of the other accounts in that browser.

Still stuck after trying the steps? Email support@waterllm.com with a screenshot of the error and the account Water LLM said it is running as.

Troubleshooting Common Problems

Symptom	What to Try
Sidebar stuck on “Connection error. Retrying…”, a window says “Error loading data”, or “Authorization is required”	Usually your browser is signed in to more than one Google account (any browser), or Safari / Firefox tracking protection. See Signed in to more than one Google account, or use Extensions › Water LLM › Sidebar won’t load?
Scheduled jobs (Daily Briefing, Outreach) stopped running	Check ⚙️Status — is a job stuck in "Running" for over 2 hours? Go to Configure Hub → Maintenance & Troubleshooting → Reinstall Timed Trigger If still broken: Configure Hub → Maintenance & Troubleshooting → Sheet Settings & Triggers
AI features show "not authorized" errors	Configure Hub → Maintenance & Troubleshooting → Reauthorize Permissions. Google sometimes revokes OAuth grants after security updates — this re-grants them.
"Last Edit" timestamps aren't updating	Configure Hub → Maintenance & Troubleshooting → Reinstall onEdit Trigger. The onEdit trigger can be unregistered by Google after prolonged inactivity or an OAuth refresh.
AI features work but show wrong name or currency	Configure Hub → Your Account & Preferences → Your Account (name) or Region & Currency (currency/timezone).
Invoice template looks wrong or is missing	Configure Hub → Drive & Templates → Re-create Templates. This resets the invoice template to the current default. Your existing invoices are not affected.
A feature that was working now throws a script error	Configure Hub → Maintenance & Troubleshooting → System Health Check. This diagnoses missing sheets, broken bindings, and misconfigured settings and gives you a plain-English report.
You want to start completely fresh	Configure Hub → Danger Zone → Reset All User Properties, then run Configure Hub → Maintenance & Troubleshooting → Restart Onboarding. This wipes all your configuration — only do this if you intend a full reset.

⚙️ Settings & Admin

How it works

What the filter does with a newsletter

Changing your mind