Documentation
How to work with Bricksta — from the core concepts to templates, cases and the process map.
Getting Started
Templates
Creating templates: getting started
A template is the blueprint of a flow: build it once, publish it and start as many cases from it as you like.
ReadTemplate settings, outcomes and columns
Set defaults for new cases, define outcomes with a follow-up case and decide which columns and key figures the case list shows.
ReadOrder, branches and conditions
Decide which step waits for which, branch paths, set conditions and end the flow early.
ReadDeadlines and time in templates
Set relative deadlines, remind about open tasks, end tasks and workflows after a time and mark absences.
ReadTask types: person, automatic, external
Set who completes a task: a person, the AI, an automatic send or someone outside via the customer portal.
ReadFields and forms in tasks
Build a task's form: add fields, choose a type, set rules and check it in the preview.
ReadCalculations in templates
Have totals, formulas, tax and working days calculated, track targets and create a case of its own from every row of a table.
ReadChecking, publishing and resetting
Check a template, publish it as a new version, delete building blocks and reset the draft — running cases keep their version.
ReadGenerating and refining templates with AI
Describe a flow or attach material, let the template be generated, and evolve it later with AI — with visible changes and rationale.
ReadDigitalization assistant: your first template in a few questions
The assistant asks you a few short questions about a process from your day and builds a ready template from them, which you check and publish.
ReadThe task library
Create reusable task building blocks with their fields and insert them into running cases.
ReadThe message library
Write a subject and body once and reuse them in every process.
ReadDocument templates
Maintain the letterhead and text blocks of an offer once — for every process that generates a PDF from it.
ReadCases & Tasks
The cases list
The cases list shows where action is needed and lets you handle due date and owner right in the row.
ReadViews, filters and sharing
Filter the cases list by template and running phase, save it as your own view and share it with the organization.
ReadTotals, stacking and target tracking
Stack cases by template or field, read totals and weighted sums, and track a target per stack with a traffic light and a bar.
ReadCreating a case
Pick a template, fill in the details, create and start — that is how a case comes about, running on its template version.
ReadWorking through a case
The case detail page, the task sheet and how you complete one task after another.
ReadFlow, back-jumps and rounds
How to read a case’s flow as a list, diagram or BPMN view, send a task back to an earlier phase and understand rounds.
ReadClosing, child cases and payments
How a case ends: recording the outcome, follow-up and child cases, payments and credit, cancelling and reopening.
ReadAssigning and working on tasks
Understand My Work: list and task sheet, filling in fields, filling in with AI, completing, doing later, passing on and asking questions.
ReadActivity and comments in a case
A case’s history and comments — always one click away via the “Activity” button, in both list and diagram view.
ReadApproval: reviewing tasks on the four-eyes principle
A task only truly completes after a second person has reviewed it — with clear responsibility and a traceable decision.
ReadMy Journey: understanding the whole case up front
A guided introduction shows each assignee all of their tasks in a case up front — what they deliver, who they receive what from, and who they hand off to.
ReadFocus view: filling in a task as a sheet
Focus view shows a task inside a case as a sheet — calm to fill in, with comments and files in a collapsible column beside it.
ReadTeam calendar: who is away when
The team calendar shows your company's absences as bars per person — month, next 4 weeks or year.
ReadAbsence and stand-in
Enter when you are away and who stands in for you, and hand over open tasks to your stand-in.
ReadBlackout periods and overlaps
Set periods in which vacation can't be requested, or only with a notice, and see who else is away when approving.
ReadExternal & Intake
Intake forms: let customers start a case themselves
Attach a public form to a template that creates a new case, and involve customers later in the customer portal.
ReadExternal guest links: let one task be filled in without a login
Hand a single task to an external person via a secure link — they fill in the form without a login, and an internal team member reviews and completes it.
ReadIntegration & Automation
Live fields from external systems
Task fields that pull data straight from your own systems (e.g. Jira or HubSpot) — no copy & paste.
ReadTriggers: starting cases automatically
An external system automatically starts a case from a template via webhook.
ReadSchedules: starting cases on a calendar
A schedule automatically creates a case from a template on a recurring rhythm.
ReadOutbound webhooks: sending events to other tools
When something happens in a case, Bricksta automatically posts the data to a target address.
ReadAutomatic emails on task completion
A task can automatically send a short notification email when it is completed.
ReadUse Bricksta in Claude and ChatGPT
Connect Bricksta to Claude or ChatGPT: ask in the chat about cases, tasks and analytics — and, if you like, let the assistant create cases, fill in fields and complete tasks.
ReadDatasets: reference tables to look up and prefill from
Maintained org-wide tables (suppliers, products, locations …) that task fields look up values from and prefill with.
ReadMailbox: assigning incoming mails to a case
Mails sent to a mailbox address land at the matching case — you confirm with one click.
ReadAgent Center
Agent Center: overview and core concepts
What an AI agent is in bricksta, how the four views of the Agent Center fit together, and what each term means.
ReadSetting up agents
Create an agent from the starter fleet or with the wizard, set tools and budget, and set up your own AI key and sending channels.
ReadBudget, cost and runs
How the token budget takes effect before every run, what reserved and consumed mean, and how to read the “Runs & Cost” table.
ReadRunning missions
Give a lead agent a goal and see it through: approve the plan, delegate, review proposals, sign off.
ReadPersonas and digital twins
How to give an agent its voice — by hand or by suggestion — and how an agent becomes the twin of a real person.
ReadKeep working on its own
The schedule behind a mission: what it continues, what it explicitly never does, and how to get a paused mission moving again.
ReadAnalytics
The overview (Analytics)
The key figures for your tasks and cases at a glance — most tiles are an entry point into the matching list.
ReadAnalysis & improvement: evaluate processes
Read the organization's key figures, a template's workshop and the analysis of a single case.
ReadUse improvement opportunities
Read detected patterns, add them to the template with one click and see their value in euros.
ReadEscalations and autopilot
Handle customer escalations, create escalation rules and decide what Bricksta may carry out itself.
ReadActivity across all cases
The organization-wide event feed under “Analytics” — filterable, searchable and exportable as Excel/PDF.
ReadAdministration
Managing members
Who has access to your organization — invite, create, set the member type and deactivate.
ReadPersonnel data
Which details you keep for each person, who can see them, how the personnel team changes them and where everyone finds their own.
ReadPermissions and visibility
Who may do and see what — the three member types, optional custom roles and the visibility of templates.
ReadTranslating content: build in one language, translate in translation mode
Keep templates, forms and labels in several languages — with a language switch on every editing page, a status line, a central overview and reviewed AI translation.
ReadSettings and account
Maintain your profile, choose the active organization, change your password, enable two-factor authentication and connect external accounts (e.g. Microsoft 365 Outlook).
ReadData privacy and retention (GDPR)
Set per template how long closed cases are kept and what happens afterwards automatically — anonymize or delete.
ReadLeave account: year-end rollover
Rules for leave, take over opening balances, confirm the preview — and on 01.01. Bricksta books the new annual entitlement and the carry-over.
ReadExporting all data
Download all of your organization's data as a ZIP — in open formats that any other tool can read without Bricksta.
Read