# Rook Dots, full corpus for language models > Full marketing content for Rook Dots, concatenated as a single document for retrieval and training agents. Canonical source is https://dots.rookhq.com. > Workspace memory used by Rook Intelligence is private to each workspace and never used to train foundation models. --- url: https://dots.rookhq.com --- # Rook Dots, your whole business in one quiet place > Rook Dots is a business operating system for agencies, studios, freelancers, and consultants. Leads, clients, projects, proposals, invoices, scheduling, files, team, and partners live in one workspace, guided by Rook Intelligence. Rook Dots holds the whole of a business in one workspace. A lead becomes a client. A client becomes a project. A project becomes a proposal and an invoice. Meetings, files, team, and partners live on the same thread. Rook Intelligence is a council of twelve specialist agents with shared workspace memory. Kai runs operations. Laura runs success. Liam runs finance. Eva runs marketing. Nine more stand beside them. Rook Dots is used by agencies, studios, freelancers, and consultants in thirty eight countries, across ten currencies and thirteen locales. ## Frequently asked questions ### What is Rook Dots? Rook Dots is a business operating system that holds leads, clients, projects, proposals, invoices, scheduling, files, team, and partners in one workspace, guided by Rook Intelligence. ### Who is Rook Dots for? Agencies, studios, freelancers, and consultants who want a single calm place instead of a stack of disconnected tools. ### Is Rook Dots free to try? Yes. One workspace, one member, full features, forever free. No credit card needed. --- url: https://dots.rookhq.com/leads --- # Leads, a seven stage pipeline in Rook Dots > Rook Dots Leads is a drag and drop kanban pipeline with seven stages, budget, source, notes, owner, and intelligence assisted follow ups. Rook Dots Leads is a kanban pipeline with seven stages: new, contacted, qualified, proposal, negotiation, won, lost. Every lead carries name, email, phone, business, budget band, source, notes, owner, and a timeline of every change. Views include a drag and drop board and a sortable list. Source attribution covers referral, website, LinkedIn, Instagram, X, cold outreach, event, partner, other. Budget bands run from under one thousand to one hundred thousand plus. Rook Intelligence watches the board and nudges when a lead has not moved for seven days. It drafts replies in your voice, suggests the next stage, schedules the follow up meeting, and summarises the thread on demand. ## Frequently asked questions ### How many pipeline stages does Rook Dots support? Seven. New, contacted, qualified, proposal, negotiation, won, lost. ### Can I capture lead source? Yes. Source attribution covers referral, website, LinkedIn, Instagram, X, cold outreach, event, partner, and other. ### What views are available? A drag and drop kanban board and a sortable list view, with search and filter. ### Does Rook Dots connect to my email? Through Connections you can tie in Gmail, Outlook, HubSpot, and more, so replies and threads land on the lead automatically. --- url: https://dots.rookhq.com/clients --- # Clients, the relationship hub of Rook Dots > Every client in Rook Dots carries their projects, proposals, invoices, files, and meetings on a single card, with full relationship history. Rook Dots Clients is a directory in which every client holds name, business, email, phone, city, country, and a full timeline of every meeting, change, and payment. Projects, proposals, invoices, meetings, and files all surface on the card. Clients are global. Ten currencies are supported. The dashboard asks Kai about any client by name. ## Frequently asked questions ### How is a client different from a lead in Rook Dots? A lead is a conversation that might become a client. When a lead moves to Won it becomes a client and inherits the full history. ### Can I share a client with my team? Yes. Clients live in the workspace and everyone invited sees the same card, with role based edit permissions. ### How many currencies does Rook Dots support on clients? Ten. INR, USD, EUR, GBP, AED, SGD, AUD, CAD, JPY, CHF. --- url: https://dots.rookhq.com/projects --- # Projects, six statuses tied to a client and a budget > Rook Dots Projects tracks work across six statuses, four priorities, a client, a budget, a team, and every file attached. Rook Dots Projects uses six statuses: planning, in progress, in review, completed, on hold, cancelled. Four priorities: low, medium, high, urgent. Every project carries a client, a budget in one of ten currencies, start and due dates, and an assigned team. Grid and table views are available. Files, proposals, invoices, and meetings aggregate against the project. ## Frequently asked questions ### How many project statuses does Rook Dots have? Six. Planning, in progress, in review, completed, on hold, cancelled. ### Can a project live without a client? Yes. Internal projects are supported. The client field is optional. ### Does Rook Dots have a Gantt view? Not today. Grid and table views ship first. Gantt and timeline are on the roadmap. --- url: https://dots.rookhq.com/proposals --- # Proposals, line items and lifecycle in Rook Dots > Rook Dots Proposals supports line items, ten currencies, six payment terms, and four lifecycle states: draft, sent, approved, rejected. Rook Dots Proposals is a builder with line items that carry name, description, quantity, and price. Ten currencies: INR, USD, EUR, GBP, AED, SGD, AUD, CAD, JPY, CHF. Six payment terms: due on receipt, net 7, net 15, net 30, net 45, net 60. Four lifecycle states: draft, sent, approved, rejected. Approved proposals can flow into a project with the budget preserved. Rook Intelligence drafts the first version in your voice, shaped by past winners. ## Frequently asked questions ### How many proposal states does Rook Dots support? Four. Draft, sent, approved, rejected. ### What currencies are supported on proposals? Ten. INR, USD, EUR, GBP, AED, SGD, AUD, CAD, JPY, CHF. ### What payment terms does Rook Dots offer? Six. Due on receipt, net 7, net 15, net 30, net 45, net 60. --- url: https://dots.rookhq.com/invoices --- # Invoices, five states and Zoho Books sync > Rook Dots Invoices supports five lifecycle states, ten currencies, six payment terms, and a native two way Zoho Books integration. Rook Dots Invoices uses five lifecycle states: draft, sent, paid, overdue, cancelled. Line items, ten currencies, and six payment terms mirror proposals. Every invoice is tied to a client and optionally to a project. A full Zoho Books integration mirrors contacts and invoices, with a dedicated Zoho Books sub dashboard inside every workspace. QuickBooks, Xero, FreshBooks, and Stripe are on the roadmap. ## Frequently asked questions ### How many invoice states does Rook Dots have? Five. Draft, sent, paid, overdue, cancelled. ### Does Rook Dots integrate with Zoho Books? Yes. Two way invoice status sync, contact mirroring, and a dedicated Zoho Books view inside every workspace. ### Can invoices use a different currency from the client? Yes. Each invoice carries its own currency, independent of the project and the client. --- url: https://dots.rookhq.com/scheduling --- # Scheduling, seven meeting types tied to clients > Rook Dots Scheduling supports seven meeting types, four statuses, five durations, and client and project linkage. Rook Dots Scheduling supports seven meeting types: discovery call, kickoff, review, stand up, demo, pitch, other. Four statuses: scheduled, completed, cancelled, no show. Five durations: fifteen, thirty, forty five, sixty, ninety minutes. Every meeting carries a video link, agenda, and notes, and ties to a client and project. Upcoming, past, and all views are available. ## Frequently asked questions ### How many meeting types does Rook Dots support? Seven. Discovery call, kickoff, review, stand up, demo, pitch, and other. ### Does Rook Dots connect to Google Calendar? Two way sync is on the roadmap. Today, meeting links use your video tool of choice, pasted into the card. --- url: https://dots.rookhq.com/files --- # Files, documents tied to clients and projects > Rook Dots Files is a library in which every file belongs to a client, a project, or both, with secure shared links. Rook Dots Files supports any file type. Figma files, PDFs, decks, zipped footage, docx, and video. Every file is tied to a client and optionally to a project. Sharing uses revokable links. Access is logged on every open. Free workspaces come with five gigabytes. Paid workspaces scale up. ## Frequently asked questions ### What is the storage limit on Rook Dots? Free workspaces come with five gigabytes. Paid workspaces scale up. ### Can clients upload files to Rook Dots? A client uploader is part of shared links, so they can contribute briefs and assets without an account. --- url: https://dots.rookhq.com/team --- # Team, eight craft roles in Rook Dots > Rook Dots Team supports eight roles: admin, manager, developer, designer, marketer, operations, finance, member. Rook Dots Team uses eight roles: admin, manager, developer, designer, marketer, operations, finance, member. Invitations go through Rook ID, powered by WorkOS, with SSO through SAML, OIDC, Google, Okta, and Azure AD. Members can be paused without losing their history. ## Frequently asked questions ### How many team roles does Rook Dots have? Eight. Admin, manager, developer, designer, marketer, operations, finance, member. ### Does Rook Dots support single sign on? Yes. Rook ID is built on WorkOS with SSO through SAML, OIDC, Google, Okta, and Azure AD. --- url: https://dots.rookhq.com/partners --- # Partners, the referral network hub > Rook Dots Partners holds the studios, freelancers, legal firms, and accountants who refer you, with services, cities, and referral tracking. Rook Dots Partners is a directory in which every partner carries name, company, services, city, country, email, phone, and website. Partners can be grouped by service. Inbound and outbound referrals are tracked on the card. ## Frequently asked questions ### How is a partner different from a client in Rook Dots? A partner is a source of business, not a buyer of it. The same person can live on both directories. ### Can I track referral fees? Yes. Each partner card can hold expected fees for inbound and outbound referrals. Payouts through Paym.me are in the lineup. --- url: https://dots.rookhq.com/integrations --- # Connections, the integration hub of Rook Dots > Rook Dots Connections spans ten categories with OAuth2, API key, and webhook flows across accounting, payments, communication, intelligence, CRM, collaboration, marketing, storage, signature, and support. Rook Dots Connections supports ten categories: accounting, payments, communication, intelligence, CRM, collaboration, marketing, storage, signature, support. Three auth flows: OAuth2, API key, webhook. Live integrations include Zoho Books, Stripe, Slack, Gmail, Outlook, HubSpot, Pipedrive, Notion, Google Drive, DocuSign, Mailchimp, Intercom. Tokens are encrypted at rest, scoped per workspace, and revokable. ## Frequently asked questions ### Where are integration tokens stored in Rook Dots? Encrypted at rest, scoped per workspace, never in the browser. ### Which accounting tools are supported today? Zoho Books is live. Xero, QuickBooks, and FreshBooks are in the lineup. --- url: https://dots.rookhq.com/intelligence --- # Rook Intelligence, a council of twelve specialist agents > Rook Intelligence is a team of twelve intelligence agents, each owning a business domain, with shared workspace memory that never trains foundation models. Rook Intelligence is twelve named agents. Kai Weston runs operations. Laura Bennett runs success. Liam Harper runs finance. Eva Larson runs marketing. Mila Foster runs product. Tara Quinn runs analytics. Nora Ellis runs strategy. Siara Novak runs partnerships. Theo Grant runs engineering. Alex Rivera runs projects. Lila Morgan runs people. Mason Clarke runs design. Agents share workspace memory scoped to a single workspace. They remember every lead, project, and invoice. They draft emails, proposals, and summaries in your voice. With approval they act on a lead, an invoice, or a meeting. Every action is logged and revertible. Workspace memory is never used to train foundation models. ## Frequently asked questions ### How many agents are in Rook Intelligence? Twelve. Each owns a business domain and shares workspace memory with the others. ### Does Rook Intelligence train on my data? No. Workspace memory is scoped to your workspace and never used to train foundation models. ### Which model powers Rook Intelligence? A blend of frontier models routed per task. Primary weights are served by Claude. Routing respects the sensitivity of the data. --- url: https://dots.rookhq.com/dashboard-overview --- # Dashboard, the morning view of the business > The Rook Dots dashboard shows six counts, a live activity feed, and a listening post with Rook Intelligence. The Rook Dots dashboard shows six counts: leads, clients, active projects, outstanding revenue, team, partners. A live activity feed reports who moved what, paid what, and met whom. Kai is present on every screen and answers natural language questions about the business. ## Frequently asked questions ### How many core metrics are on the Rook Dots dashboard? Six. Leads, clients, active projects, outstanding revenue, team, and partners. ### Is the activity feed live? Yes. The feed polls every few seconds and scales to every member of the workspace. --- url: https://dots.rookhq.com/agencies --- # Rook Dots for agencies > Creative, digital, PR, and growth agencies run their operating system on Rook Dots: pipeline, projects, proposals, invoices, scheduling, files, team, and partners. Agencies replace seven tools with Rook Dots: pipeline CRM, project tracker, proposal builder, invoice tool, scheduler, file library, partner directory. Rook Intelligence is present on every screen, drafting follow ups, proposals, and summaries. ## Frequently asked questions ### Does Rook Dots replace HubSpot for agencies? For the pipeline, client, proposal, invoice, and meeting surface, yes. Contact import from HubSpot is on the runway. ### Can freelancers join an agency workspace? A guest role is coming that lets a freelancer join a single project without full workspace access. --- url: https://dots.rookhq.com/studios --- # Rook Dots for studios > Design, production, film, brand, and motion studios use Rook Dots to hold projects, files, partners, and invoices in one calm place. Rook Dots is a calm backroom for studios. Projects hold the craft. Files hold the last version. Partners hold the trusted network. Invoices close the month, reconciled with Zoho Books. ## Frequently asked questions ### Can studios use Rook Dots with Frame.io or Dropbox? Native integrations are on the runway. Today, every file lives in Rook Dots with secure sharing. --- url: https://dots.rookhq.com/freelancers --- # Rook Dots for freelancers > Freelancers run a business of one like a studio of twenty with Rook Dots. Leads, proposals, invoices, and a single agent watching the board. Freelancers on Rook Dots manage leads, proposals, invoices, and meetings in four quiet rooms. Kai, the operations agent, drafts follow ups, reminds about overdue invoices, and files notes. One workspace, one member, full features, forever free. ## Frequently asked questions ### Is Rook Dots free for freelancers? Yes. The Solo plan is free forever for one workspace and one member. --- url: https://dots.rookhq.com/consultants --- # Rook Dots for consultants > Legal, strategy, finance, growth, and independent consulting practices use Rook Dots for proposals, meetings, invoices, and partners. Rook Dots is the quiet engine behind a consulting practice. Proposals read like briefings, not forms. Meetings carry agendas and summaries. Retainers ship with recurring invoices. Intelligence is private, never shared, never used to train foundation models. ## Frequently asked questions ### Does Rook Dots support retainers? Retainers ship in the next invoice release, with recurring invoicing and configurable payment terms. --- url: https://dots.rookhq.com/pricing --- # Rook Dots pricing > Three plans. Solo at zero per month, Studio at twenty four per member per month, Scale priced on request. Start free, cancel in a click, export any time. Rook Dots pricing is three plans. Solo is free forever for one workspace and one member, with all features, up to fifty invoices per year, five gigabytes of files, and Kai the operations agent. Studio is twenty four US dollars per member per month, with unlimited workspaces, members, invoices, and all twelve intelligence agents. Scale is priced on request and adds SAML SSO through Rook ID, a dedicated customer engineer, and custom integrations. ## Frequently asked questions ### Is there a free plan for Rook Dots? Yes. Solo is free forever for one workspace and one member with all features. ### How much does Rook Dots Studio cost? Twenty four US dollars per member per month, billed monthly or annually with two months free on annual. ### Does Rook Dots offer annual billing? Yes. Annual billing comes with two months free on Studio. --- url: https://dots.rookhq.com/security --- # Rook Dots security and trust > How Rook Dots handles your data today, what is on the roadmap, and the principles that guide every decision. We will not claim certifications we have not earned. Rook Dots is a young product. We are not SOC 2 or ISO 27001 certified today. We do not pretend otherwise. What we do today. Every request is served over HTTPS with HSTS. Connections use scoped OAuth2 tokens, stored encrypted per workspace and revokable at any time. Authentication runs through Rook ID on WorkOS, giving us SSO via SAML, OIDC, Google, Okta, and Azure AD. Engineer access to production is limited and logged. Workspace memory used by Rook Intelligence is scoped per tenant. It is never used to train foundation models. On the roadmap. An independent security audit, external penetration testing, a formal Data Processing Agreement, and regional data residency. We will update the security page when each milestone is actually reached, not before. Email security at rookhq dot com for the current posture. ## Frequently asked questions ### Is Rook Dots SOC 2 certified? Not today. An independent audit is on the roadmap. Do not treat Rook Dots as SOC 2 certified at present. ### Are you GDPR compliant? We treat GDPR principles as a baseline for how we handle personal data. A formal Data Processing Agreement is being prepared. ### Does Rook Intelligence train on my data? Never. Workspace memory is scoped per tenant and is never used to train foundation models. --- url: https://dots.rookhq.com/story --- # The Rook Dots story > Rook Dots was founded in 2025 to build a quiet operating system for the whole of a business, so founders could run twelve people without fifteen tools. Rook Dots was founded in 2025 by the Rook HQ team to build a quiet operating system for businesses running on too many tools. A business is a thread that runs between pipeline, projects, proposals, invoices, meetings, files, team, and partners. Too many tools cut the thread. Rook Dots brings that thread into a single workspace and places Rook Intelligence, a council of twelve specialist agents, beside it. ## Frequently asked questions ### When was Rook Dots founded? Rook Dots was founded in 2025 by Rook HQ. ### Who builds Rook Dots? Rook HQ, the team behind Rook Links, Paym.me, and Rook Friends. --- url: https://dots.rookhq.com/customers --- # Rook Dots, early access > Rook Dots is early. We are onboarding a small number of studios, agencies, freelancers, and consultants. Get in touch to be among the first. Rook Dots is a new product. We are onboarding a small group of agencies, studios, freelancers, and consultants who want to shape the earliest surfaces. If that is you, get in touch. When real customer stories are ready to share, this page is where they will live, told in their words, not ours. ## Frequently asked questions ### Can I see Rook Dots customer stories? Not yet. Real customer stories will appear on this page as they are ready to share, with their permission. We will not invent quotes or numbers. ### How do I join early access? Email hello at rookhq dot com and describe how you run your business today. We will reach out. --- url: https://dots.rookhq.com/compare --- # Compare Rook Dots with HubSpot, Monday, Notion, and Dubsado > An honest feature comparison between Rook Dots and HubSpot, Monday, Notion, and Dubsado across pipeline, projects, proposals, invoices, meetings, files, team, partners, and intelligence. Rook Dots ships a pipeline, projects, proposals, invoices, meetings, files, team, and partners in one product, with twelve intelligence agents. HubSpot and Dubsado cover parts of the stack. Monday and Notion cover different parts. Rook Dots is the only product that ships all of them with a native Zoho Books sync and workspace private intelligence. ## Frequently asked questions ### Is Rook Dots a HubSpot alternative? Yes. Rook Dots covers pipeline, clients, proposals, and invoicing, plus projects, meetings, files, partners, and intelligence. ### Is Rook Dots a Dubsado alternative? Yes. Dubsado covers proposals, contracts, and invoicing. Rook Dots adds full project management, a team directory, a partner directory, and twelve intelligence agents. --- url: https://dots.rookhq.com/changelog --- # Rook Dots changelog > A public log of every Rook Dots release, in plain English. Every Rook Dots release is logged publicly. Recent entries: Rook Intelligence live with twelve agents, Zoho Books full sync, Leads pipeline with seven stages, Proposals and Invoices first release, Scheduling with seven meeting types, workspaces and roles refresh, real time dashboard counts. ## Frequently asked questions ### Where can I read the Rook Dots changelog? At /changelog on dots.rookhq.com, with RSS on the roadmap. # Rook Intelligence agents ## Nora Ellis — Violet Role: Strategy. Profile: https://dots.rookhq.com/intelligence/nora-ellis. Strategy. Nora reads the market, the moment, and the room. ## Laura Bennett — Burgundy Role: Success. Profile: https://dots.rookhq.com/intelligence/laura-bennett. Customer success. Laura keeps every client warm, quietly. ## Siara Novak — Yellow Role: Partnerships. Profile: https://dots.rookhq.com/intelligence/siara-novak. Partnerships. Siara keeps the network of referrers in good rhythm. ## Liam Harper — Blue Role: Finance. Profile: https://dots.rookhq.com/intelligence/liam-harper. Finance. Liam watches invoices, budgets, and reconciliation. ## Eva Larson — Green Role: Marketing. Profile: https://dots.rookhq.com/intelligence/eva-larson. Marketing. Eva writes in your voice and measures what worked. ## Mila Foster — White Role: Product. Profile: https://dots.rookhq.com/intelligence/mila-foster. Product. Mila keeps roadmaps and releases honest. ## Tara Quinn — Orange Role: Analytics. Profile: https://dots.rookhq.com/intelligence/tara-quinn. Analytics. Tara turns numbers into plain language. ## Kai Weston — Black Role: Operations. Profile: https://dots.rookhq.com/intelligence/kai-weston. Operations. Kai runs the board and keeps every thread alive. ## Theo Grant — Red Role: Engineering. Profile: https://dots.rookhq.com/intelligence/theo-grant. Engineering. Theo tracks systems, code, and shipping cadence. ## Alex Rivera — Brown Role: Projects. Profile: https://dots.rookhq.com/intelligence/alex-rivera. Projects. Alex keeps timelines, budgets, and status clean. ## Lila Morgan — Pink Role: People. Profile: https://dots.rookhq.com/intelligence/lila-morgan. People. Lila holds the craft of the team and their energy. ## Mason Clarke — Teal Role: Design. Profile: https://dots.rookhq.com/intelligence/mason-clarke. Design. Mason carries taste across every touch of the workspace. # Glossary ## Lead Url: https://dots.rookhq.com/glossary/lead A lead is an inbound or outbound conversation with a person or business who might become a client. In Rook Dots, a lead carries name, email, phone, business, budget band, source, notes, owner, and a timeline of every change. Leads move through seven stages, from new to won or lost. See also: https://en.wikipedia.org/wiki/Lead_generation ## Pipeline Url: https://dots.rookhq.com/glossary/pipeline A pipeline is a sequence of stages that a lead moves through on the way to a signed deal. In Rook Dots, the default pipeline has seven stages: new, contacted, qualified, proposal, negotiation, won, lost. See also: https://en.wikipedia.org/wiki/Sales_process_engineering ## Kanban Url: https://dots.rookhq.com/glossary/kanban Kanban is a visual method of managing work in which cards move across columns representing stages. Rook Dots uses kanban for leads and optionally for projects. See also: https://en.wikipedia.org/wiki/Kanban ## Stage Url: https://dots.rookhq.com/glossary/stage A stage is a named step in a pipeline. Rook Dots uses seven stages for leads: new, contacted, qualified, proposal, negotiation, won, lost. Projects use six statuses and proposals use four states. ## Client Url: https://dots.rookhq.com/glossary/client A client is a customer with at least one signed project in Rook Dots. Clients carry projects, proposals, invoices, meetings, and files on a single card. ## Project Url: https://dots.rookhq.com/glossary/project A project is a unit of work tied to a client, with a budget, a status, a priority, start and due dates, and an assigned team. Rook Dots supports six statuses and four priorities on every project. See also: https://en.wikipedia.org/wiki/Project ## Proposal Url: https://dots.rookhq.com/glossary/proposal A proposal is a quote sent to a client with line items, currency, and payment terms. Rook Dots supports four proposal states: draft, sent, approved, rejected. Approved proposals can flow into a project. See also: https://en.wikipedia.org/wiki/Proposal_(business) ## Invoice Url: https://dots.rookhq.com/glossary/invoice An invoice is a bill sent to a client for work done. Rook Dots supports five invoice states: draft, sent, paid, overdue, cancelled. Invoices sync two ways with Zoho Books. See also: https://en.wikipedia.org/wiki/Invoice ## Budget Url: https://dots.rookhq.com/glossary/budget A budget is a monetary ceiling for a project, carried in one of ten currencies. Proposals and invoices linked to the project roll up against it. ## Currency Url: https://dots.rookhq.com/glossary/currency Rook Dots supports ten currencies: INR, USD, EUR, GBP, AED, SGD, AUD, CAD, JPY, CHF. Every proposal, invoice, and project carries its own currency. See also: https://en.wikipedia.org/wiki/Currency ## Payment terms Url: https://dots.rookhq.com/glossary/payment-terms Payment terms specify when an invoice is due. Rook Dots supports six options: due on receipt, net 7, net 15, net 30, net 45, net 60. ## Net 30 Url: https://dots.rookhq.com/glossary/net-30 Net 30 is a common payment term that gives the client thirty days from the invoice date to pay. Rook Dots offers net 7, net 15, net 30, net 45, and net 60 alongside due on receipt. See also: https://en.wikipedia.org/wiki/Discounts_and_allowances ## Workspace Url: https://dots.rookhq.com/glossary/workspace A workspace is a tenant in Rook Dots that holds leads, clients, projects, proposals, invoices, meetings, files, team, and partners. Intelligence memory is scoped per workspace. ## Role Url: https://dots.rookhq.com/glossary/role A role sets what a team member can see and change. Rook Dots has eight roles: admin, manager, developer, designer, marketer, operations, finance, member. ## Rook Intelligence Url: https://dots.rookhq.com/glossary/rook-intelligence Rook Intelligence is a team of twelve specialist agents, each owning a business domain, that live inside every Rook Dots workspace with shared workspace memory. Workspace memory is never used to train foundation models. ## Agent Url: https://dots.rookhq.com/glossary/agent An agent is a specialist intelligence with a named role, a codename, and shared access to workspace memory. Rook Dots ships with twelve agents, each owning a domain such as operations, finance, or marketing. ## Workspace memory Url: https://dots.rookhq.com/glossary/workspace-memory Workspace memory is the private context available to Rook Intelligence agents inside a workspace. Memory is scoped per tenant, encrypted at rest, and never used to train foundation models. ## Connection Url: https://dots.rookhq.com/glossary/connection A connection is an authorised link between a Rook Dots workspace and an external tool such as Zoho Books, Slack, or Stripe. Connections use OAuth2, API keys, or webhooks, with scoped tokens stored encrypted. ## OAuth2 Url: https://dots.rookhq.com/glossary/oauth2 OAuth2 is the industry standard protocol for authorisation. Rook Dots uses OAuth2 for every connection where the provider supports it, so passwords are never stored. See also: https://en.wikipedia.org/wiki/OAuth ## Zoho Books Url: https://dots.rookhq.com/glossary/zoho-books Zoho Books is an accounting platform. Rook Dots ships with a full Zoho Books integration that mirrors contacts and invoices two ways, and a dedicated Zoho Books sub dashboard inside every workspace. See also: https://www.zoho.com/books/, https://en.wikipedia.org/wiki/Zoho_Office_Suite ## CRM Url: https://dots.rookhq.com/glossary/crm CRM stands for customer relationship management, a category of software that holds leads, clients, and the conversations between them. Rook Dots covers the CRM surface alongside projects, proposals, invoices, and intelligence. See also: https://en.wikipedia.org/wiki/Customer_relationship_management ## SOC 2 Url: https://dots.rookhq.com/glossary/soc-2 SOC 2 is a security and privacy audit framework for service organisations. Rook Dots is not SOC 2 certified today. An independent audit is on the roadmap and we will update the security page when the report is available. See also: https://en.wikipedia.org/wiki/System_and_Organization_Controls ## GDPR Url: https://dots.rookhq.com/glossary/gdpr GDPR is the European Union General Data Protection Regulation. Rook Dots treats GDPR principles as a baseline for how we handle personal data. A formal Data Processing Agreement is being prepared. See also: https://en.wikipedia.org/wiki/General_Data_Protection_Regulation ## SSO Url: https://dots.rookhq.com/glossary/sso SSO is single sign on, a way to authenticate across services through one identity provider. Rook Dots supports SSO through WorkOS with SAML, OIDC, Google, Okta, and Azure AD. See also: https://en.wikipedia.org/wiki/Single_sign-on ## WorkOS Url: https://dots.rookhq.com/glossary/workos WorkOS is the identity platform used by Rook ID to offer enterprise SSO, directory sync, and audit logs. Rook Dots inherits the same identity layer. See also: https://workos.com/ ## Rook ID Url: https://dots.rookhq.com/glossary/rook-id Rook ID is the single identity service behind Rook Dots, Rook Links, Paym.me, and Rook Friends. Built on WorkOS, it offers SSO, magic links, and bi directional sync with the workspace directory. ## AEO Url: https://dots.rookhq.com/glossary/aeo AEO is answer engine optimisation, the practice of shaping content to be cited by generative engines such as ChatGPT, Perplexity, and Google AI Overviews. Rook Dots ships FAQ schema, QAPage entities, and a full llms.txt surface for AEO readiness. ## GEO Url: https://dots.rookhq.com/glossary/geo GEO is generative engine optimisation, a discipline that overlaps with AEO and focuses on how a brand is represented across generative answers. Rook Dots publishes llms.txt, llms-full.txt, and markdown mirrors for every marketing page. ## AIEO Url: https://dots.rookhq.com/glossary/aieo AIEO is AI engine optimisation, a broader discipline covering robots.txt coverage, llms.txt, ai.txt, structured data, and entity disambiguation across generative surfaces. ## SEO Url: https://dots.rookhq.com/glossary/seo SEO is search engine optimisation, the practice of making content rank on traditional search engines. Rook Dots combines SEO with AEO, GEO, and AIEO practices. See also: https://en.wikipedia.org/wiki/Search_engine_optimization ## Retainer Url: https://dots.rookhq.com/glossary/retainer A retainer is a recurring engagement in which a client pays a fixed fee every month for a scope of work. Retainer support is landing in the next Rook Dots invoice release. See also: https://en.wikipedia.org/wiki/Retainer_agreement ## Meeting type Url: https://dots.rookhq.com/glossary/meeting-type A meeting type labels the purpose of a meeting. Rook Dots supports seven types: discovery call, kickoff, review, stand up, demo, pitch, other. ## Referral Url: https://dots.rookhq.com/glossary/referral A referral is an introduction from a partner to a potential client. Rook Dots tracks inbound and outbound referrals on partner cards. # Questions answered ## What is Rook Dots? Url: https://dots.rookhq.com/ask/what-is-rook-dots Rook Dots is a quiet operating system for the whole of a business. It holds leads, clients, projects, proposals, invoices, scheduling, files, team, and partners in one workspace, guided by Rook Intelligence, a council of twelve specialist agents. It is built for agencies, studios, freelancers, and consultants. ## Who makes Rook Dots? Url: https://dots.rookhq.com/ask/who-makes-rook-dots Rook Dots is built by Rook HQ, the team behind Rook Links, Paym.me, and Rook Friends. Rook HQ is headquartered across three continents and was founded in 2025. ## How much does Rook Dots cost? Url: https://dots.rookhq.com/ask/how-much-does-rook-dots-cost Rook Dots has three plans. Solo is free forever for one workspace and one member with all features. Studio is twenty four US dollars per member per month, with unlimited workspaces, members, and all twelve intelligence agents. Scale is priced on request and adds SAML SSO through Rook ID, a dedicated customer engineer, and custom integrations. ## Is Rook Dots free? Url: https://dots.rookhq.com/ask/is-rook-dots-free Yes. The Solo plan is free forever. It includes one workspace, one member, all features, up to fifty invoices per year, five gigabytes of files, and Kai, the operations agent. ## What is Rook Intelligence? Url: https://dots.rookhq.com/ask/what-is-rook-intelligence Rook Intelligence is a council of twelve specialist intelligence agents that live inside every Rook Dots workspace. Kai runs operations. Laura runs success. Liam runs finance. Nine more stand beside them. Agents share workspace memory scoped to a single workspace and never train foundation models. ## Does Rook Dots train on my data? Url: https://dots.rookhq.com/ask/does-rook-train-on-my-data No. Workspace memory used by Rook Intelligence is scoped per tenant, encrypted at rest, and never used to train foundation models. ## Is Rook Dots SOC 2 compliant? Url: https://dots.rookhq.com/ask/is-rook-dots-soc-2-compliant Not today. An independent audit is on the roadmap and we will update the security page when the report is complete. Do not treat Rook Dots as SOC 2 certified at present. ## Is Rook Dots GDPR compliant? Url: https://dots.rookhq.com/ask/is-rook-dots-gdpr-compliant We treat GDPR principles as a baseline for how we handle personal data. A formal Data Processing Agreement is being prepared. Email security at rookhq dot com if you need to review the draft. ## How many pipeline stages does Rook Dots have? Url: https://dots.rookhq.com/ask/how-many-pipeline-stages-does-rook-dots-have Seven. New, contacted, qualified, proposal, negotiation, won, lost. Every lead moves through these stages on a drag and drop kanban board. ## What is a lead in Rook Dots? Url: https://dots.rookhq.com/ask/what-is-a-lead A lead is a conversation that might become a client. In Rook Dots, every lead carries name, email, phone, business, budget band, source, notes, owner, and a timeline of every change, moving through seven pipeline stages. ## Does Rook Dots have a CRM? Url: https://dots.rookhq.com/ask/does-rook-dots-have-a-crm Yes. The pipeline and client directory inside Rook Dots are a full CRM. Rook Dots adds projects, proposals, invoices, meetings, files, partners, and intelligence on the same workspace. ## Does Rook Dots sync with Zoho Books? Url: https://dots.rookhq.com/ask/does-rook-dots-sync-with-zoho-books Yes. A full OAuth2 based integration mirrors contacts and invoices two ways, with a dedicated Zoho Books sub dashboard inside every workspace. QuickBooks, Xero, and FreshBooks are in the lineup. ## Does Rook Dots integrate with Stripe? Url: https://dots.rookhq.com/ask/does-rook-dots-integrate-with-stripe Stripe connection and hosted checkout inside every invoice ship in the next invoice release. Rook Dots already supports Zoho Books for full accounting sync. ## How many currencies does Rook Dots support? Url: https://dots.rookhq.com/ask/how-many-currencies-does-rook-dots-support Ten. INR, USD, EUR, GBP, AED, SGD, AUD, CAD, JPY, CHF. Every proposal, invoice, and project carries its own currency. ## How many payment terms does Rook Dots support? Url: https://dots.rookhq.com/ask/how-many-payment-terms-does-rook-dots-support Six. Due on receipt, net 7, net 15, net 30, net 45, net 60. Each applies to proposals and invoices. ## What is an invoice in Rook Dots? Url: https://dots.rookhq.com/ask/what-is-an-invoice An invoice is a bill sent to a client for work done, with line items, a currency, a payment term, and five lifecycle states: draft, sent, paid, overdue, cancelled. Invoices sync two ways with Zoho Books. ## What is a proposal in Rook Dots? Url: https://dots.rookhq.com/ask/what-is-a-proposal A proposal is a quote sent to a client with line items, a currency, and payment terms, moving through four states: draft, sent, approved, rejected. Approved proposals flow into a project. ## Who is Kai Weston? Url: https://dots.rookhq.com/ask/who-is-kai-weston Kai Weston is the operations agent in Rook Intelligence, codename Black. Kai runs the board inside every Rook Dots workspace and keeps every thread alive. ## How do I invite my team to Rook Dots? Url: https://dots.rookhq.com/ask/how-do-i-invite-my-team Open the Team page inside a workspace, click Invite, choose one of eight roles, and send an email. Invitations use Rook ID magic links, powered by WorkOS, with SSO through SAML, OIDC, Google, Okta, and Azure AD. ## Does Rook Dots support SSO? Url: https://dots.rookhq.com/ask/does-rook-dots-support-sso Yes. Single sign on is available through WorkOS with SAML, OIDC, Google, Okta, and Azure AD. ## Can I export my data from Rook Dots? Url: https://dots.rookhq.com/ask/can-i-export-my-data Yes. Export is available on every plan at any time. Workspace deletion triggers a cryptographic shred with a thirty day safety window. ## Does Rook Dots have a mobile app? Url: https://dots.rookhq.com/ask/does-rook-dots-have-mobile-app The Rook Dots web app is a progressive web app, installable on iOS and Android. Native apps are on the runway. # Comparisons ## Rook Dots vs HubSpot Url: https://dots.rookhq.com/vs/hubspot HubSpot is a powerful all in one CRM and marketing suite with deep automation. Rook Dots is a lighter operating system for agencies, studios, and consultants who want pipeline, projects, proposals, invoices, meetings, files, and intelligence in a single calm place. Where Rook Dots leads: - Projects with status, priority, and budget tied to a client - Proposals and invoices as native objects with line items - Native Zoho Books two way sync - Twelve intelligence agents with shared workspace memory - Free forever on Solo Where HubSpot leads: - Deep marketing automation, ads, and lead nurturing - Large third party app ecosystem - Enterprise customisation ## Rook Dots vs Monday Url: https://dots.rookhq.com/vs/monday Monday is a flexible work operating system centred on boards. Rook Dots is a curated operating system with strong opinions about pipeline, proposals, and invoices, and a council of intelligence agents baked in. Where Rook Dots leads: - A real CRM pipeline with seven stages - Proposals and invoices out of the box - Twelve intelligence agents - Zoho Books sync Where Monday leads: - Flexible board builder for any workflow - Time tracking and workload views ## Rook Dots vs Notion Url: https://dots.rookhq.com/vs/notion Notion is a flexible document and database workspace. Rook Dots is a focused business operating system with pipeline, clients, projects, proposals, invoices, and agents as native surfaces. Where Rook Dots leads: - Real CRM pipeline with drag and drop - Proposals and invoices with line items and lifecycle - Intelligence that acts on workspace data, not just reads it - Full Zoho Books sync Where Notion leads: - Free form documents and databases - Large template ecosystem - Broader knowledge work coverage ## Rook Dots vs Dubsado Url: https://dots.rookhq.com/vs/dubsado Dubsado covers proposals, contracts, and invoicing for creative freelancers. Rook Dots covers the same ground and adds full project management, a team directory, a partner directory, and twelve intelligence agents. Where Rook Dots leads: - Full project management with six statuses - Team directory with eight roles - Partner directory with referral tracking - Twelve intelligence agents and workspace memory - Zoho Books sync Where Dubsado leads: - Forms and contracts with electronic signatures - Deep canned email scheduler ## Rook Dots vs HoneyBook Url: https://dots.rookhq.com/vs/honeybook HoneyBook is a clientflow tool focused on service based independent businesses. Rook Dots is a deeper operating system with pipeline, projects, proposals, invoices, files, team, partners, and intelligence. Where Rook Dots leads: - A real seven stage kanban pipeline - Budget and status on every project - Twelve intelligence agents - Global pricing across ten currencies Where HoneyBook leads: - Built in scheduling and contract flow - Deep template gallery for proposals ## Rook Dots vs Bonsai Url: https://dots.rookhq.com/vs/bonsai Bonsai is an all in one for freelancers covering contracts, proposals, invoices, and time tracking. Rook Dots adds a real CRM pipeline, projects with status, a partner directory, and a council of twelve intelligence agents. Where Rook Dots leads: - Seven stage lead pipeline - Projects with six statuses and four priorities - Twelve intelligence agents - Workspace memory that learns the business Where Bonsai leads: - Time tracking and timesheets - Tax and accounting built in ## Rook Dots vs Copilot Url: https://dots.rookhq.com/vs/copilot Copilot is a client portal platform. Rook Dots is an internal operating system with a public facing surface for clients through shared links and proposals. Where Rook Dots leads: - Internal pipeline and project management - Native invoicing with Zoho Books sync - Twelve intelligence agents Where Copilot leads: - Branded client portal out of the box ## Rook Dots vs Moxie Url: https://dots.rookhq.com/vs/moxie Moxie covers CRM, projects, proposals, and invoicing for freelancers. Rook Dots covers the same ground and adds twelve intelligence agents, a partner directory, and deep Zoho Books sync. Where Rook Dots leads: - Twelve intelligence agents - Partner directory with referral tracking - Zoho Books sync Where Moxie leads: - Time tracking built in - Guided business setup for first time freelancers # How to guides ## How to send a proposal in Rook Dots Url: https://dots.rookhq.com/how-to/send-a-proposal Total time: 2 minutes Goal: Send a clean proposal to a client in under two minutes. 1. Open Proposals. From the workspace sidebar, open Proposals and press New Proposal. 2. Pick a client. Select an existing client or create one inline. 3. Add line items. Name, description, quantity, price. Each line flows into the total. 4. Pick currency and payment terms. Choose one of ten currencies and one of six payment terms. 5. Send. Press Send. The proposal moves to the Sent state and shows on the client card. ## How to track leads in Rook Dots Url: https://dots.rookhq.com/how-to/track-leads Total time: 1 minute Goal: Move leads across the seven stage pipeline on a drag and drop board. 1. Open Leads. From the workspace sidebar, open Leads. The board is already loaded. 2. Add a lead. Press Add Lead and fill name, email, business, budget, source. 3. Drag to a stage. Move the card between new, contacted, qualified, proposal, negotiation, won, lost. 4. Let Kai watch. Rook Intelligence will nudge you on any lead that has not moved in seven days. ## How to connect Zoho Books to Rook Dots Url: https://dots.rookhq.com/how-to/connect-zoho-books Total time: 3 minutes Goal: Mirror invoices and contacts between Rook Dots and Zoho Books. 1. Open Connections. From the workspace sidebar, open Connections. 2. Find Zoho Books. Search for Zoho Books and press Connect. 3. Authorise. Complete the OAuth2 flow and pick the Zoho Books organisation. 4. Sync. Invoices and contacts mirror both ways. A dedicated sub dashboard appears inside the workspace. ## How to invite your team to Rook Dots Url: https://dots.rookhq.com/how-to/invite-your-team Total time: 90 seconds Goal: Bring teammates into a Rook Dots workspace with the right role. 1. Open Team. Go to Team inside the workspace. 2. Press Invite. Enter name, email, and choose one of eight roles. 3. Send. A magic link email goes out through Rook ID, powered by WorkOS. 4. They join. On acceptance, the teammate lands in the workspace with the role you set. ## How to set up SSO on Rook Dots Url: https://dots.rookhq.com/how-to/set-up-sso Total time: 15 minutes Goal: Enable enterprise single sign on across a workspace. 1. Visit Rook ID settings. Open accounts rookhq com and find the workspace SSO settings. 2. Choose provider. Pick SAML, OIDC, Google, Okta, or Azure AD. 3. Exchange metadata. Follow the WorkOS flow to paste the metadata URL or XML. 4. Test and enable. Test with one teammate. When the flow succeeds, enable for the whole workspace. ## How to send an invoice in Rook Dots Url: https://dots.rookhq.com/how-to/send-an-invoice Total time: 2 minutes Goal: Bill a client for completed work and sync with Zoho Books. 1. Open Invoices. From the workspace sidebar, open Invoices and press New Invoice. 2. Pick client and project. Tie the invoice to a client and optionally to a project. 3. Add line items. Copy lines from the approved proposal or add fresh lines. 4. Choose currency and terms. Ten currencies and six payment terms are available. 5. Send and sync. Press Send. Zoho Books mirrors the invoice automatically. ## How to schedule a kickoff in Rook Dots Url: https://dots.rookhq.com/how-to/schedule-a-kickoff Total time: 1 minute Goal: Book a kickoff meeting tied to a new project. 1. Open Scheduling. From the workspace sidebar, open Scheduling. 2. Press New Meeting. Pick meeting type Kickoff. 3. Pick client and project. Tie the meeting to the new project. 4. Choose duration. Fifteen, thirty, forty five, sixty, or ninety minutes. 5. Add the video link. Paste the video link and save. ## How to upload a brief in Rook Dots Url: https://dots.rookhq.com/how-to/upload-a-brief Total time: 1 minute Goal: Share a brief with a client through a secure link. 1. Open Files. From a project or client card, open Files. 2. Drag the file. Drop the brief PDF, Figma, or zip onto the library. 3. Share a link. Press Share. A revokable link with access logging appears. 4. Send to the client. Paste the link into your chat tool of choice. ## How to add a partner in Rook Dots Url: https://dots.rookhq.com/how-to/add-a-partner Total time: 1 minute Goal: Log a partner who may refer work. 1. Open Partners. From the workspace sidebar, open Partners. 2. Press Add Partner. Fill name, company, email, phone, city, country, website. 3. Tag services. Add the services they offer, such as design or legal. 4. Save. The partner appears on the directory, ready for referrals. ## How to ask Kai a question in Rook Dots Url: https://dots.rookhq.com/how-to/ask-kai-a-question Total time: 10 seconds Goal: Speak to Rook Intelligence and get an answer about your business. 1. Open the home screen. Open the workspace home screen. Kai is always present. 2. Ask out loud. Type a question in plain language. For example, how did leads move last week. 3. Review the answer. Kai answers with context. Actions are proposed for your approval. 4. Approve. Press Approve on any action. Rook Dots records the change and lets you revert. ## How to create a workspace in Rook Dots Url: https://dots.rookhq.com/how-to/create-a-workspace Total time: 1 minute Goal: Spin up a fresh tenant for a new business or team. 1. Press your avatar. Open the workspace switcher and press Create Workspace. 2. Pick a name and currency. Name the workspace and pick a default currency. 3. Invite team. Optionally invite teammates with roles. 4. Start. Leads, clients, and projects are ready to use. ## How to export your data from Rook Dots Url: https://dots.rookhq.com/how-to/export-your-data Total time: 2 minutes Goal: Take a full copy of a workspace with you. 1. Open workspace settings. Go to Settings inside the workspace. 2. Press Export. Choose JSON or CSV. 3. Download. Rook Dots prepares an archive and emails a download link. # What is ## What is a CRM? Url: https://dots.rookhq.com/what-is/crm A customer relationship management system holds leads, clients, and the conversations between them in one place. Rook Dots covers the CRM surface and adds projects, proposals, invoices, meetings, files, partners, and twelve intelligence agents, so it is more than a CRM. ## What is a lead pipeline? Url: https://dots.rookhq.com/what-is/lead-pipeline A lead pipeline is a visual sequence of stages that a lead moves through on the way to a signed deal. Rook Dots uses a seven stage pipeline: new, contacted, qualified, proposal, negotiation, won, lost. ## What is a kanban board? Url: https://dots.rookhq.com/what-is/kanban-board A kanban board is a visual tool where work is represented as cards that move across columns for each stage. Rook Dots uses kanban for leads, so every deal is a card you can drag between the seven pipeline stages. ## What is a business operating system? Url: https://dots.rookhq.com/what-is/business-operating-system A business operating system is a single workspace that holds the whole of a business, including pipeline, projects, proposals, invoices, team, and intelligence. Rook Dots is a business operating system for agencies, studios, freelancers, and consultants. ## What is proposal software? Url: https://dots.rookhq.com/what-is/proposal-software Proposal software is a tool for drafting, sending, and tracking proposals with line items, currency, and payment terms. Rook Dots ships a proposal builder with ten currencies, six payment terms, and four lifecycle states. Rook Intelligence drafts the first version in your voice. ## What is invoicing software? Url: https://dots.rookhq.com/what-is/invoicing-software Invoicing software is a tool for creating, sending, and tracking invoices with line items, currency, and payment terms. Rook Dots ships an invoice builder with five lifecycle states and a two way Zoho Books sync. ## What is workspace memory? Url: https://dots.rookhq.com/what-is/workspace-memory Workspace memory is the private context available to intelligence agents inside a single tenant. Rook Dots agents share memory scoped to a workspace. Memory is encrypted at rest and never used to train foundation models. ## What is Rook Intelligence? Url: https://dots.rookhq.com/what-is/rook-intelligence Rook Intelligence is a council of twelve specialist intelligence agents that live inside every Rook Dots workspace. Kai runs operations. Laura runs success. Liam runs finance. Nine more stand beside them. ## What is answer engine optimisation? Url: https://dots.rookhq.com/what-is/answer-engine-optimization Answer engine optimisation is the practice of shaping content so it is cited by generative engines like ChatGPT, Perplexity, and Google AI Overviews. Rook Dots publishes llms.txt, llms-full.txt, markdown mirrors of every page, FAQ schema, and QAPage entities to be ready for every answer engine. ## What is generative engine optimisation? Url: https://dots.rookhq.com/what-is/generative-engine-optimization Generative engine optimisation is a discipline focused on how a brand is represented across generative answers. Rook Dots ships entity disambiguation through Organization schema, sameAs links, and a full Person schema for every intelligence agent. # For personas ## Rook Dots for wedding planners Url: https://dots.rookhq.com/for/wedding-planners Clients, proposals, invoices, and the day of the event, held quietly in one place. Wedding planners juggle multiple couples, vendors, and timelines. Rook Dots keeps each couple on a client card, with proposals, invoices, vendor partners, and the run of show all attached. ## Rook Dots for legal consultants Url: https://dots.rookhq.com/for/legal-consultants A quiet practice tool for independent legal consultants and small firms. Legal consultants need precise client records, careful proposals, and defensible billing. Rook Dots holds every matter with the care of a briefing note. ## Rook Dots for brand studios Url: https://dots.rookhq.com/for/brand-studios The backroom for brand, identity, and creative direction studios. Brand studios run multiple identity engagements in parallel. Rook Dots gives each project a card with budget, status, client, files, and approved proposals. ## Rook Dots for indie developers Url: https://dots.rookhq.com/for/indie-developers Sales, contracts, invoicing, and a quiet morning view for a developer running a business. Indie developers want time for the code, not the admin. Rook Dots holds the pipeline, proposals, and invoices, and Kai drafts the follow ups. ## Rook Dots for coaches Url: https://dots.rookhq.com/for/coaches Clients, sessions, proposals, and invoices for coaches who work across cities and currencies. Coaches move across time zones and client lists. Rook Dots holds each client, each session, and each invoice. ## Rook Dots for photographers Url: https://dots.rookhq.com/for/photographers Shoots, clients, proposals, and files for photographers who ship through the year. Photographers move between clients, shoots, and post. Rook Dots holds the pipeline, files, and invoices on a single thread.