Creating an Account

Welcome to Rubi Professional! Follow these steps to create your organization account:

1. Visit the Signup Page: Go to rubiprofessional.com/signup.php
2. Choose Your Plan:
   • Starter ($89.99/mo): Up to 20 users
   • Professional ($189.99/mo): Up to 50 users
   • Enterprise ($389.99/mo): Unlimited users
3. Enter Organization Details:
   • Organization name
   • Your subdomain (e.g., yourcompany.rubiprofessional.com)
   • Admin email address
   • Secure password
4. Complete Payment: Enter your credit card details via Stripe's secure checkout
5. Verify Email: Check your inbox for a verification email and click the link

First Time Login

After creating your account, here's how to access your CRM:

1. Access Your Subdomain: Navigate to https://yourcompany.rubiprofessional.com
2. Login Credentials:
   • Username: The email you registered with
   • Password: The password you created during signup
3. Two-Factor Authentication (Optional): We recommend enabling 2FA for added security
4. Complete Onboarding: Follow the guided setup wizard to configure your CRM

Setting Up Your Tenant

Configure your organization settings for optimal performance:

Adding Users

Add team members and configure their access:

1. Navigate to User Management: Go to Tenant Admin → Users
2. Click "Add New User"
3. Fill in User Details:
   • Full name and email
   • Username (auto-generated or custom)
   • Temporary password
   • Role assignment
   • Department/Team
4. Assign Permissions:
   • Admin: Full system access
   • Manager: Team and reporting access
   • Support: Customer management access
   • User: Basic agent access
   • Reporting: Read-only analytics access
5. Module Access: Select which modules the user can access
6. Send Welcome Email: Automatically sends login credentials

Dashboard Overview

Your admin dashboard provides a comprehensive view of your organization's CRM usage:

User Management

Comprehensive tools for managing your team:

Custom Fields

Tailor your CRM to match your business needs:

Creating Custom Fields:

1. Navigate to Settings → Custom Fields
2. Click "Add New Field"
3. Configure field properties:
   • Field name and label
   • Field type
   • Required/Optional
   • Default value
   • Validation rules
4. Set field visibility and permissions
5. Add to forms and layouts

Customer Statuses

Customer statuses represent the current lifecycle state of a customer (e.g. New Lead, Active, On Hold, Churned). They drive the status pill shown throughout the CRM, the footer status dropdown agents see while talking to customers, and the status list exposed to the RubiPro macOS app.

Managing Statuses:

1. Navigate to Tenant Admin → Statuses
2. Click Add Status to create a new one, or click Edit on an existing row
3. Configure the status:
   • Label — user-facing name (e.g. “Do Not Call”)
   • Slug — machine identifier (auto-generated on create, immutable afterwards)
   • Category — one of active, inactive, hold, closed
   • Color — hex value for the status pill
   • Suppress outreach — when on, outbound campaigns and dialers skip these customers
   • Is default — exactly one status can be the default applied to new customers
4. Drag rows by the handle on the left to change the order they appear in dropdowns
5. Click Hide to deactivate a status you no longer use

Session Dispositions

Dispositions are the outcome an agent records at the end of a customer session (e.g. Sale Closed, Call Back, Not Interested, Wrong Number). They're stored in the interaction history and are the primary way you'll build reports on agent productivity and session outcomes.

Managing Dispositions:

1. Navigate to Tenant Admin → Dispositions
2. Click Add Disposition, or Edit an existing row
3. Configure:
   • Label & Slug — same rules as statuses (slug immutable after save)
   • Category — success, callback, failure, neutral, or administrative
   • Triggers Status — optional; picks a status to auto-apply to the customer when this disposition is logged
   • Requires notes — forces the agent to type notes before the session closes
   • Requires callback date — prompts for a follow-up date (used with callback-category dispositions)
   • Ends session — when on, saving this disposition ends the active customer session
4. Drag to reorder — the order here controls what agents see in the footer dropdown
5. Click Hide to retire a disposition; historical interactions keep their reference intact

Billing & Subscriptions

Manage your subscription and billing details:

API Management

Control API access and integrations:

Data & Analytics

Powerful analytics and reporting tools:

Module Management (RubiMine)

Browse and manage modules from the RubiMine marketplace:

Module Management Tasks:

• Browse Modules: Filter by category, price, and features
• Subscribe: Add modules to your subscription
• Configure: Access module-specific settings
• Permissions: Control which users can access each module
• Usage Tracking: Monitor module usage and ROI
• Updates: Automatic updates with changelogs

Customer Management

Everything you need to manage customer relationships effectively:

Interaction Tracking

Log and track all customer interactions:

Documents & File Management

Upload, organize, and manage documents and images directly on customer profiles. Keep contracts, IDs, photos, and correspondence securely attached to the right customer record.

Discovery Questions

Comprehensive discovery system for gathering customer information:

Using Discovery Questions:

1. Open customer profile
2. Navigate to Discovery tab
3. Select question template or start custom
4. Ask questions and record responses
5. System suggests follow-up questions based on answers
6. Generate discovery summary report

Using Modules

Access and utilize activated modules:

Reporting

Access and generate reports:

Manager Dashboard

The Manager Dashboard provides a centralized view of your contact center operations with six key tabs:

Agent Monitoring

Real-time visibility into your team's activity and status:

Payment Tracking

Monitor payment activity across your team:

NICE Contact Center Tab

When the NICE CXone Enhanced module is enabled, you get a dedicated contact center analytics tab:

Available Data Views:

• Hourly Distribution Chart: Visualize contact volume by hour of day
• Skill Performance Table: Metrics broken down by skill/queue
• Agent Leaderboard: Top performers by contacts handled and handle time
• Recent Contacts: Latest completed contacts with clickable customer links

Performance Trends

Analyze historical data to identify patterns and opportunities:

Core Operations

Communications

Analytics & Reporting

Integrations

AI & Automation

Training & Development

Compliance & Security

Entertainment & Engagement

NICE CXone Setup

Complete integration guide for NICE CXone:

Step-by-Step Setup

1. Generate API Credentials in NICE CXone:
   • Log into NICE CXone Admin
   • Navigate to API Management
   • Create new API application
   • Copy Client ID and Secret
2. Configure in Rubi Professional:
   • Go to Settings → Integrations → NICE CXone
   • Enter your NICE CXone domain
   • Paste Client ID and Secret
   • Select your cluster (e.g., na1, eu1)
   • Enter Business Unit ID
3. Map Agent IDs:
   • Navigate to Users section
   • Edit each user
   • Enter their NICE Agent ID
   • Save changes
4. Configure Screen Pop:
   • Enable screen pop in module settings
   • Set pop behavior (new tab/window)
   • Configure ANI/DNIS mapping
   • Test with sample call
5. Test Integration:
   • Make test call to your queue
   • Verify screen pop appears
   • Check customer data loads
   • Test click-to-dial functionality

🚀 Screenpop & API Integration

Advanced screenpop capabilities with multiple integration methods for seamless customer data delivery.

API Screenpop Setup

1. Create API Key:

   Tenant Admin → API Management → Create New Key

2. Configure Agent IDs:

   Ensure each agent has their NICE Agent ID set in their user profile

3. API Endpoint:

   POST https://rubiprofessional.com/api/v2/screenpop

4. Request Format:

   {
     "agent_id": "NICE_AGENT_123",    // or use "agent_email"
     "phone_number": "5551234567",    // or use "ani"
     "contact_id": "optional-ref"     // optional reference
   }

5. Test Your Integration:

   Use the API test tool in Tenant Admin → Screenpop Configuration

// In your Studio script after Request Agent
RunApp Action:
- AgentID: {agentid}
- ActionType: OpenURL
- ActionValue: https://rubiprofessional.com/screenpop.php?tid=YOUR_TENANT_ID&guid=YOUR_GUID&ani={ANI}&agent={agentid}

const response = await fetch('https://rubiprofessional.com/api/v2/screenpop', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer YOUR_API_KEY',
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    agent_id: agentId,
    phone_number: callerAni,
    contact_id: contactId
  })
});

Stripe Payments

Process payments securely with Stripe integration:

QuickBooks Sync

Seamlessly sync customer and financial data with QuickBooks Online:

Connection Steps:

1. Activate QuickBooks Integration Module
2. Navigate to Module Settings:

   Tenant Admin → Modules → QuickBooks → Settings

3. Click "Connect to QuickBooks":

   You'll be redirected to QuickBooks OAuth

4. Authorize Connection:

   Log in and approve access

5. Configure Sync Settings:
   • Sync frequency (real-time or scheduled)
   • Field mappings
   • Customer matching rules
   • Invoice preferences

API Integration Guide

Build custom integrations with our comprehensive REST API:

Authentication:

Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

Example Request:

curl -X POST https://api.rubiprofessional.com/v2/customers \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "first_name": "John",
    "last_name": "Doe",
    "email": "john.doe@example.com",
    "phone": "(555) 123-4567"
  }'

Security Features

Rubi Professional implements enterprise-grade security measures:

HIPAA Compliance Tools — Under Redesign

For the educational background on HIPAA contact center workflows, see the Building HIPAA-Aware Contact Centers guide.

PCI Compliance Suite — Under Redesign

Data Protection

How we protect your data: