Feature availability

Why some capabilities are turned on or off for your account, how to tell whether a feature is available to you, and what you see when it isn’t.

This reference explains why certain capabilities in the platform are turned on for some accounts and off for others, how to tell whether a feature is available to you, and what you see when it isn’t.

How availability is decided

Availability is evaluated for you, every time

Whether a capability is available is decided per request, based on four things about you: your organization (workspace), your branch, your role, and your user account. A capability can also be scheduled to switch on or off automatically on future dates.

A capability can be scoped four ways

• Everyone — on for the whole workspace.
• Only specific accounts (include) — on for selected organizations, branches, roles, or users.
• Everyone except specific accounts (exclude) — on for the workspace but turned off for selected organizations, branches, roles, or users.
• Gradual rollout — on for a fixed percentage of accounts, expanded over time.

With include-style scoping, the configuration can require you to match any one of the listed conditions (org, branch, role, or user) or all of them at once.

Scheduling and gradual rollout are stable

A scheduled capability only counts as available between its start date and end date. Outside that window it behaves as off, even if it is otherwise turned on.

Gradual rollouts are stable per account: the same account always lands either inside or outside the rollout, so a feature won’t flicker on and off for you between page loads.

Availability is per workspace

The same capability can be on for one workspace and off for another. Turning it off for your workspace has no effect on other workspaces, and turning it off for another workspace has no effect on yours.

When availability can’t be determined, the feature stays off

If availability can’t be determined — because of an error, or because no targeting has been configured — the capability is treated as not available rather than open. Features default to off until they are explicitly turned on.

Your subscription plan can gate a feature

Separate from the per-workspace targeting above, some capabilities require a minimum subscription plan. Menaia’s plans, from lowest to highest, are Starter, Core, Pro, and Scale (a Trial workspace is treated as Starter). A feature that needs a higher plan than yours stays unavailable until you upgrade — even if it’s otherwise turned on for your workspace.

• QuickBooks connection needs the Core plan or higher; it isn’t available on Starter or during the trial.
• The cross-source data integrations that let Meni read across your other business tools need the Pro plan or higher.

Admins can review and change the plan under Settings → Billing.

Availability can also be paused by your token balance: on workspaces that use token billing, Meni, AI features, and outbound calling and texting pause when the balance reaches zero, while core business tools keep working. See AI features and limits.

How you can tell a capability is unavailable

The menu item disappears

When a page-level capability is off for you, its menu item and its page are removed. Navigating to it directly shows a “not found” page rather than an error.

Direct access is blocked, not just hidden

Turning a capability off also revokes the underlying action behind it. Reaching it by URL, or through a connected integration, is refused — not merely hidden from the menu.

Some features show an inline message

When an off capability is triggered directly — for example an AI action or a media upload — the platform returns a plain “This feature is not available” message instead of completing the action.

AI capabilities

AI Ride Along

Records and analyzes sales conversations (ride-alongs) and produces coaching insights. The Ride Alongs page only exists when this capability is available to you; otherwise it returns “not found.”

AI Ride Along — voice tone analysis

A sub-capability of Ride Along that adds voice emotion (tone) analysis on top of the standard processing. It can be on or off independently of Ride Along itself. When it is off, ride-alongs are still recorded, transcribed, and given coaching insights — they are simply processed without voice-tone analysis.

AI BI dashboard

An embedded analytics and business-intelligence dashboard, separate from Meni’s Dashboard. The page returns “not found” when the capability is unavailable to you.

Meni assistant

The full Meni assistant: live answers from your workspace data, charts and record lists, changes prepared for your approval, and saved conversation history. It also unlocks the Dashboard page and pinned views. When it’s off for you, the Meni panel still opens in Ask the docs mode — marked with a Docs tag — and answers only how-to questions and problem reports; the Dashboard menu item is removed and pinning views is refused. See Ask Meni.

Meni automations and daily insight

Meni’s background work: the Automations page with playbooks, watch rules, and the approval queue; the Needs your attention, Morning briefing, and approvals sections of the Dashboard; and the Meni daily insight email to Admins. When it’s off, the Automations menu item is removed, the Dashboard shows only pinned views, and no daily insight is sent. See Automations.

Meni’s daily runs — the morning briefing, the signals it discovers on its own, and the daily insight email — only run once your workspace has at least one business record (a lead, client, project, estimate, job, or invoice). A brand-new workspace with no data yet won’t get them until it has some, even when this is turned on.

Meni memory

Meni remembering facts about leads, clients, and your own preferences between conversations. It works on top of the Meni assistant. When it’s off, the Meni memory button doesn’t appear in the Meni panel and Meni doesn’t save new memories. See Meni memory.

Meni workspace data views

Lets Admins ask Meni for charts and reports on nearly anything in the workspace, such as text messages, calls, and voicemails, beyond the standard lists. When it’s off, Meni builds views only from the standard sources, and pinned views that use workspace data show as blocked. See Workspace data views for Admins.

Meni in comments

Menaia’s AI assistant, Meni, answering questions inside comment threads. When on, @Meni appears in the mention list on project and group-feed-post comments and can reply in the thread; when off, Meni isn’t offered in the mention list and comment threads work without it.

Payments, invoicing, and expenses

Invoices

Invoicing can be on or off. When off, invoice-related views on a project — including the project create flow — are hidden.

Payments

Payment acceptance is a separate capability. It also gates the payments integration in the Integrations marketplace: when payments is off, that integration is hidden and its detail page returns “not found.” Connecting it activates payment processing, payouts, and compliance.

Project expenses

An Expenses tab on project detail pages. When the capability is off, the tab is not shown.

Bonus report

A Bonus Report page that can be turned on or off.

Estimating, proposals, and calculator

Proposals

Estimate proposal preview and view pages. When off, proposal views are hidden across the calculator, the estimates list, the estimate detail page, and project pages.

Payment schedules

An optional Payment Schedule section in the proposal Price Summary that breaks the total into named payments. When off, the section is hidden on both the editable proposal and the customer’s view.

Inspection Report step

An Inspection Report step in the Time & Materials calculator wizard, plus its shortcut links. When off, the step and its shortcuts are removed from the wizard.

Jobs, scheduling, and field operations

Jobs page and planner

The jobs pages and the planner. When off, the jobs page returns “not found,” and supporting data such as job map pins is refused.

Schedule calendar

The scheduling calendar page; it also drives schedule-related views on jobs and projects.

Job forms

Forms attached to jobs, shown on the job forms tab. Gated alongside the jobs capability.

My Shifts and Job Shifts

The crew My Shifts page and the manager Job Shifts page.

Best Match

Suggests which salesperson to send on a lead activity, ranked by soonest opening or shortest driving distance. It uses each person’s working preferences and home address. When it’s off, the Best Match list doesn’t appear in the Schedule New Lead Activity panel, and you pick someone from Assign To instead. The Working Preferences tab and Home Address under Edit Profile stay available either way. Your team can fill them in ahead of time, but they’re only used for Best Match suggestions. See Pick who goes with Best Match and Your profile.

Clients, leads, and projects

Clients page

The clients page and its functionality.

Leads page

The leads page and its functionality.

Comments on projects

The comments feature on project pages. When off, the comments tab is unavailable and comment media uploads are refused with “This feature is not available.”

Client portal

A Client Portal tab on projects for activating a secure, client-facing portal and sharing it with the customer by email or text. When off, the project’s Client Portal tab and the Client Portal settings page are hidden (opening them directly returns “not found”), and customers can’t open the portal.

Messaging and calling

Communications

The Communications inbox — texting clients by SMS, along with calling and voicemail — and the Call Center page, which shows the live call queue, agents, activity, and call and SMS volume. When off, the Communications and Call Center menu items are removed and both pages return “not found,” and the underlying texting, calling, and voicemail actions are refused, including through a connected integration. Crew Members don’t have the Call Center page. Turning on texting for the first time, and changing phone settings under Settings → Communications, is limited to Admins.

Earnings and performance

My Wallet

The My Wallet earnings dashboard. When off, the wallet page returns “not found.”

Sales overview dashboard

The sales overview experience. When this is on, it can also unlock the My Performance dashboard for roles that can read sales metrics but don’t otherwise have that page.

My Performance — Operations view

The Operations view of the My Performance dashboard, including the crew/ops board and the switch between sales and ops boards.

Leaderboard exclusions

Specific users, roles, or branches can be excluded from leaderboard rankings — both the general leaderboard and the sales leaderboard. If you don’t appear in a leaderboard where you’d expect to, your account, role, or branch may be on an exclusion list.

Recognition and engagement

Win Channels

The Win Channels feature — groups, posts, leaderboards, and celebrations. When off, feed groups (both Win and Communication groups) don’t load in navigation, and group views and uploads are refused.

Badges

The badges system end to end: awarding, badge displays, the badge-earned notification, and badge links. This is scoped per workspace — turning it off for a workspace silently stops all badge activity for that workspace without affecting any other.

Notifications in the top navigation

Visibility of the notifications control in the top navigation bar.

Integrations and administration

Integrations marketplace

The Integrations marketplace page. Off by default. Individual integrations within it can additionally require their own capability — for example, the payments integration requires payments to be on — or a minimum subscription plan, such as QuickBooks (Core plan or higher) and the cross-source data integrations (Pro plan or higher). See Your subscription plan can gate a feature.

Workspace settings

The workspace settings area. When off, the settings pages are hidden and all settings changes are blocked, so the area can’t be reached by URL or through a connected integration.

User management

The user management page.

Related references

• Roles and permissions matrix
• Lead status lifecycle