TotalApp Overview - Getting Started

What Is TotalApp?

TotalApp is an all-in-one business platform that replaces a fragmented stack of SaaS tools with a single, unified workspace. From project management and HR to finance, ecommerce, and AI-powered automation — every module shares the same data layer, the same design language, and the same authentication.

Unlike a suite of loosely connected apps, TotalApp is designed as one product. Screens share state, workflows span modules, and the AI assistant has context across your entire workspace.

One Platform, Many Modes

TotalApp uses App Modes to organise its hundreds of screens into focused workspaces — Project Management, Finance, HR, Creator, Developer, and more. You activate only the modes your team needs, keeping the interface uncluttered.

Platform Architecture

TotalApp is built on three layers that work together seamlessly:

Data Layer

A tenant-scoped JSON store on the server. Every record — employees, projects, invoices, orders — lives in your private tenant directory and is never mixed with other accounts.

Logic Layer

A Node.js server handles authentication, business rules, AI routing, and integrations. The Workflow Editor lets you build custom automation pipelines without writing code.

Presentation Layer

A React SPA with a Tailwind design system. Every screen shares the same tokens — colours, typography, spacing — so switching between modules feels seamless.

AI Layer

Claude (Anthropic) powers the AI assistant, writer tools, and automation agents. The engine is configurable: cloud API, local CLI, or Cohere — switch in Settings without touching code.

Core Concepts

App Modes

An App Mode is a curated collection of screens grouped around a domain — HR, Finance, Project Management, etc. You can have multiple modes active simultaneously and switch between them from the header. Each mode has its own default screen set that you can customise.

Screens

A screen is a single-purpose view — Kanban Board, Invoice Manager, Employee Directory, etc. Screens are the atoms of TotalApp. You add them to modes via the Manage Screens modal (the + button in the sidebar).

Tenants

Each TotalApp account is a tenant. All data is isolated per tenant — employees, projects, financial records. A tenant can have multiple members (depending on plan), each with their own role: TenantAdmin or TenantUser.

Workflows

The visual Workflow Editor lets you connect nodes — triggers, transformations, AI generators, outputs — into automation pipelines. Workflows run in the browser and can be triggered manually, on a schedule, or via inbound webhooks.

Interface Components

Component	Location	Purpose
Header	Top bar, fixed	Mode switcher, notifications, AI assistant toggle, user menu
Sidebar	Left edge, collapsible	Navigation — lists all screens in the active mode
Manage Screens modal	Sidebar + button	Add / remove screens per mode
My Apps	Any mode	Visual tile launcher for all pinned screens
Settings	Header → user menu	Appearance, AI engine, theme, notifications, integrations
AI Assistant	Per-screen panel	Contextual AI chat with live data from the active screen

Security & Privacy

TotalApp uses JWT-based authentication. Every API call is validated server-side — the tenant ID is extracted from the signed token, never from a request header that could be spoofed. Data files live in a persistent server directory scoped to your tenant.

Role-Based Access

Members can be TenantAdmin (full control, can invite others) or TenantUser (standard access). The SystemAdmin role is reserved for platform-level operations.

Next Steps

1. Quick Start

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2. Choose an App Mode

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3. Add Screens

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4. Invite Team Members

Head to the Quick Start guide to create your first workflow, or jump directly into any module from the sidebar.

Frequently Asked Questions

Is TotalApp really one product, or a bundle of separate apps?

TotalApp is built as a single product, not a bundle. Every module — Project Management, HR, Finance, Ecommerce, AI Orchestration, and the rest — shares the same tenant-scoped data layer, the same authentication, and the same design system. Data created in one module (e.g. a project) can be referenced from another (e.g. a saved report), and the AI assistant has context across the whole workspace rather than being siloed per app.

What is the difference between an App Mode and a screen?

A screen is a single-purpose view — Kanban Board, Invoice Manager, Employee Directory, and so on. An App Mode is a curated collection of screens grouped around a domain, such as HR or Finance. You can activate multiple modes at once and switch between them from the header, and you control which screens appear in each mode through the Manage Screens modal (the + button in the sidebar).

How is my tenant's data kept separate from other companies using TotalApp?

TotalApp uses JWT-based authentication, and every API call is validated server-side — the tenant ID is extracted from the signed token, never from a request header that a client could spoof. Each tenant's records (employees, projects, financial data, etc.) live in their own scoped directory on the server and are never mixed with another account's data.

Which AI engine powers the assistant and writer tools, and can I change it?

Claude (Anthropic) powers the AI assistant, writer tools, and automation agents throughout TotalApp. The underlying engine is configurable in Settings: you can route requests through the cloud API, a local CLI, or Cohere, without changing anything in your workflows or screens.