How to Use WIDEN AI
A step-by-step guide to managing your business with AI-powered tools. From syncing your emails to extracting document data automatically.
1 Getting Started
Welcome to WIDEN AI — the intelligent assistant built for service businesses. Here's how to get up and running in minutes.
Creating Your Account
Step 2: Create a password (minimum 6 characters) and click Create Account.
Step 3: You'll be logged in automatically and taken to your dashboard. Your 14-day free trial starts immediately — no credit card required.
Your Dashboard
The dashboard is your Command Centre — a single screen showing everything that needs your attention today:
- Command Centre — Your daily task list of leads needing replies, sorted by urgency
- AI Reply Drafting — Draft thread-aware replies in seconds with AI
- Visa Deadline Detection — Automatically detected deadlines from your emails
- Client Intelligence Profiles — AI-built client profiles from your email history
- Follow-ups — Track and manage follow-up sequences for cold leads
- Campaigns — Send bulk emails to groups of contacts
- Client Database — Manage all your clients and visa statuses
- Document AI — Extract data from passports, police checks, medicals
- Daily Digest — Get a summary of what needs attention today
2 Connecting Your Email
WIDEN AI works best when connected to your email. It supports Gmail (via Google OAuth) and Outlook/IMAP (via your email server settings).
Option A: Gmail
Step 1: Open the Email Manager from your dashboard.
Step 2: Click Connect Gmail. You'll be redirected to Google to grant permission.
Step 3: Select your Google account and click Allow. You'll be redirected back to WIDEN AI.
Step 4: Click Sync Emails to pull in your recent emails. The AI will automatically classify each email as a hot lead, warm lead, cold lead, or non-lead.
Option B: Outlook / IMAP
Step 1: Open the Email Manager and click IMAP Settings.
Step 2: Enter your IMAP server details:
- Server: e.g.
outlook.office365.com
- Port:
993 (SSL)
- Email and password (or app-specific password)
Step 3: Click Save & Test. If the connection is successful, click Sync Emails.
WIDEN AI automatically syncs your emails in the background every 15 minutes, so new emails are always up to date.
3 Command Centre
The Command Centre is your daily task list — it shows every lead that needs a reply, sorted by urgency, so you know exactly what to do when you start your day.
How It Works
After syncing your emails, the AI analyses every conversation and surfaces the ones that need your attention:
- Urgent (red) — Leads waiting 7+ days without a reply
- Needs attention (orange) — Leads waiting 3–7 days
- New (blue) — Fresh enquiries from the last 48 hours
Each card shows the contact name, visa type or enquiry subject, and how long they've been waiting.
Taking Action
For each lead card, you have three actions:
AI Reply: Click to generate a professional, thread-aware reply using AI. Edit and send in one click.
Done: Mark the lead as handled. It disappears from your Command Centre.
Not a Lead: Dismiss non-leads (spam, newsletters, vendors). The AI learns from your feedback.
The Command Centre refreshes automatically when you sync emails. Aim to clear it to zero each day — that's how you know nothing has slipped through.
4 AI Reply Drafting
WIDEN AI drafts professional, thread-aware email replies in seconds. The AI reads the full conversation history so it never repeats information or misses context.
Drafting a Reply
Step 1: Click AI Reply on any lead card in the Command Centre, or click Draft Reply on any email in the Email Manager.
Step 2: The AI reads the full email thread and drafts a professional response. It references previous messages, avoids repetition, and maintains your tone.
Step 3: Review, edit if needed, then click Send. The reply is sent directly from your connected Gmail account.
Refining Replies
After the AI generates a draft, you can refine it:
- Make it shorter or longer
- Adjust the tone (more formal, friendlier, more professional)
- Add specific details or instructions
- Type custom refinement instructions
The AI uses your email signature and matches your writing style over time. Every reply is a starting point — you always have full control before sending.
5 Visa Deadline Detection
WIDEN AI automatically scans your emails for visa deadlines and tracks them on your dashboard so nothing slips through the cracks.
How It Works
The AI scans your email history every 6 hours, looking for dates and deadlines mentioned in correspondence — visa expiry dates, bridging visa conditions, lodgement windows, and department response deadlines.
- Overdue (red) — Deadlines that have already passed
- This week (orange) — Deadlines due in the next 7 days
- Next 2 weeks (amber) — Deadlines due in 8–14 days
- Upcoming (green) — Deadlines further out
Daily Reminder Emails
Each morning at 8am, WIDEN AI sends you an email summary of upcoming deadlines so you can plan your day before you even open the app.
Manual Deadlines
Add your own: Click + Add Deadline on the dashboard to manually add a deadline for any client. Enter the client name, deadline date, type, and description.
Mark deadlines as complete when they're handled. The badge on the Dashboard sidebar shows how many urgent deadlines need attention.
6 Client Intelligence Profiles
WIDEN AI automatically builds rich client profiles by analysing your email conversations. No manual data entry required.
What's Extracted
The AI reads your email threads and extracts:
- Client name, email, and phone number
- Visa subclass they're enquiring about
- Current visa status and nationality
- Key dates mentioned in correspondence
- Summary of their enquiry and requirements
Using Profiles
Client profiles appear in the Client Database. When you draft an AI reply, the AI uses the client's profile to personalise the response with relevant context.
Client profiles improve over time as more emails are exchanged. The AI continuously updates the profile with new information.
7 Client Database
The Client Database stores all your client information in one place.
Adding Clients
Clients are added automatically from email analysis, or you can add them manually:
Manual Add: Click Add Client and fill in their details — name, email, phone, passport number, nationality, date of birth, and visa type.
Managing Clients
- Search & Filter — Search by name, email, or passport number. Filter by visa type or group.
- Groups — Assign clients to groups like "Partner Visa", "Skilled Worker", "Student Visa"
- Tags — Add tags for quick filtering (e.g. "urgent", "awaiting documents", "ready to lodge")
- Notes — Add case notes to each client record
- Edit & Delete — Update client details at any time
Client Documents
Each client has a documents section. Upload passports, police checks, medicals, and other documents. The AI will automatically extract key data from uploaded documents.
8 Document Management
WIDEN AI can extract data from documents using AI vision — passports, police clearances, medical reports, skills assessments, and more.
Uploading Documents
Step 1: Open a client's profile and go to their Documents tab.
Step 2: Click Upload Document, select the document type (Passport, Police Check, Medical, etc.), and choose the file.
Step 3: The AI automatically extracts key information — full name, date of birth, passport number, issue/expiry dates, nationality, and more.
AI Extraction
The AI can extract data from:
- Passports — Full name, passport number, nationality, DOB, issue/expiry dates
- Police Clearances — Name, result, issuing authority, date
- Medical Reports — Patient name, practitioner, date, health status
- Skills Assessments — Outcome, occupation, assessing authority
- English Test Results — Test type (IELTS/PTE/etc.), scores, date
Document Alerts
WIDEN AI tracks document expiry dates and alerts you when documents are about to expire or have already expired. Check the Document Alerts section on your dashboard.
Email Attachments
When clients send documents as email attachments, WIDEN AI automatically downloads and extracts data from them. Unmatched documents appear in the Unsorted Documents section where you can assign them to the correct client.
Visa Checklists
Use the built-in visa document checklists (189, 190, 482, 485, 820, 100, 500, and more) to track which documents have been collected for each client's visa application.
9 Follow-ups & Campaigns
Track follow-up tasks and send bulk email campaigns to groups of contacts.
Follow-ups
The Follow-ups section shows all email threads where you need to follow up with a client or lead. Track:
- Which leads haven't replied to your last message
- How many days since the last contact
- Follow-up sequences at day 3, 7, and 14 (coming soon in autonomous mode)
Email Campaigns
Send bulk emails to targeted groups of contacts:
Step 1: Go to Campaigns and click New Campaign.
Step 2: Select your target audience — filter by visa type, lead status, or custom groups.
Step 3: Write your email (or use AI to draft it), preview, and send. Campaign analytics show opens and engagement.
Campaigns send real emails from your connected Gmail account. Always review the recipient list and email content before sending.
10 Daily Digest
The Daily Digest gives you an AI-generated summary of what needs your attention today.
It includes:
- New leads — Hot and warm leads that arrived since your last check
- Emails needing follow-up — Conversations where you haven't replied
- Expiring documents — Client documents that are about to expire
- Recommended actions — AI-suggested next steps for your business
How to use: Click the Daily Digest card on your dashboard each morning to see what needs attention. The AI prioritizes items so you can focus on what matters most.
11 Billing & Subscription
WIDEN AI offers a simple pricing plan at $149/month AUD with a 14-day free trial.
Your Free Trial
- Your trial starts when you create your account
- Full access to every feature for 14 days
- No credit card required to start
- A countdown banner appears on your dashboard showing days remaining
Subscribing
Step 1: Click Subscribe Now on the trial banner, or click Manage Billing in the header.
Step 2: You'll be redirected to a secure Stripe checkout page. Enter your payment details.
Step 3: Once payment is confirmed, your subscription is active immediately. The trial banner disappears.
Managing Your Subscription
Click Manage Billing in the dashboard header to access the Stripe Customer Portal, where you can:
- Update your payment method
- View invoices and payment history
- Cancel your subscription
If your trial expires without subscribing, you'll see a subscription overlay. Your data is safe — subscribe at any time to regain full access.
12 Frequently Asked Questions
How does the AI classify my emails?
WIDEN AI uses Claude AI to read each email and determine if it's a business enquiry. It looks at the content, subject line, and context to classify emails as hot leads (ready to proceed), warm leads (interested but need more info), cold leads (general enquiries), or non-leads (spam, newsletters, etc.).
Is my email data secure?
Yes. Your email credentials are encrypted at rest. WIDEN AI only reads emails to classify and help you respond — we never share your data with third parties. All data is stored on secure servers with encrypted connections. See our Privacy Policy for full details.
Can I connect multiple email accounts?
Currently, you can connect one Gmail account and one IMAP account per user. We're working on multi-account support for a future update.
How accurate is the document extraction?
AI extraction is highly accurate for standard documents like passports, police checks, and medical reports. We recommend reviewing extracted data before using it in visa applications. The AI works best with clear, well-scanned documents.
What happens to my data if I cancel?
Your data is retained for 30 days after cancellation. During this period, you can resubscribe and regain full access. After 30 days, data may be permanently deleted. See our Terms of Service for details.
Can I use WIDEN AI on my phone?
Yes. WIDEN AI is a web application that works in any modern browser on desktop, tablet, or mobile. The interface adapts to your screen size.
Who is WIDEN AI built for?
WIDEN AI is built for service businesses that manage clients, emails, and documents. It works especially well for professional services, consultancies, and any business that handles high volumes of client correspondence.
How do I get help or report an issue?
Contact us at info@widen.com.au or call 02 8188 1887. We typically respond within one business day.
Does WIDEN AI support visa subclass checklists?
Yes. We have built-in document checklists for popular visa subclasses including 189, 190, 482, 485, 820, 100, 500, and more. These help you track which documents have been collected for each application.
Can the AI draft emails in languages other than English?
The AI drafts emails primarily in English, which is appropriate for business correspondence. If a client emails in another language, the AI can understand the content and draft an English reply.
Ready to Get Started?
Start your 14-day free trial today. No credit card required.
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