Getting started · Troubleshooting

Help, one step at a time.

Set up your office, connect Meridian, and send reminders with confidence.

1. Get access to your office

  1. Select Request access on the client sign-in page. Enter your office, manager’s phone number, name, and email.
  2. Allow 24–48 hours for review. A request does not create an account.
  3. Once approved, receive a verification link at your account email.
  4. Open the verification link and choose your password. The link expires after 24 hours and works once. Then sign in with your email and password.
  5. Check the welcome heading shows your office. Your email remains linked for password recovery.

Already approved? Support can create your account directly without another inquiry.

2. Connect Twilio for your office

Recommended: one Twilio account per office, managed by its designated administrator. Regular staff do not need Twilio accounts. The office pays Twilio directly for its number and messages. A QA Tracker account and a Twilio account are separate.

  1. Ask your office administrator to create an account at Twilio, verify the required details, and enable account security.
  2. For real customer messaging, add billing and choose an SMS-capable US phone number. Trial accounts have restrictions.
  3. For a US local number, complete the business and messaging registration in Twilio (called A2P 10DLC). Follow its prompts for your business, message purpose, sample messages, and how customers agree to receive texts. Associate the number with the registered Messaging Service and wait for approval before sending customer batches. A toll-free number uses a separate verification process.
  4. In Twilio Console, find your Account SID, Auth Token, and sending number. The SID identifies the account; the token is a secret password for the connection.
  5. In your QA Tracker office, open Security & API → SMS & billing integrations. Enter those three values. Use the full phone number with country code, such as +12025550123. Only an office administrator can save these settings.
  6. Once Twilio has approved your sender, turn on Enable SMS and select Save integration settings. Saving settings alone does not prove delivery works.
  7. Use a dry run first, then send one approved test to a number you control. Check the result in QA Tracker and the message log in Twilio before sending a larger batch.

Never email or paste your Auth Token into a support request. Enter it only in the secured settings for your office.

Twilio setup guide · Trial restrictions · Business registration

3. Connect the Meridian extension

  1. Have your office administrator open Security & API → API tokens in your office dashboard.
  2. Enter a name such as “Front desk Meridian” and select Create token. Copy the token before leaving the page; it is shown only once.
  3. Open the Meridian extension, then Settings → QA Tracker & SMS.
  4. Set the base URL to https://qatracker.org. Paste the QA Tracker token and save. This is a different token from the Twilio Auth Token.
  5. If using an unpacked extension that was updated locally, reload it in Chrome’s extension manager. Allow access to qatracker.org if Chrome asks.
  6. Scan the intended office’s records in Meridian, use its QA Tracker sync action, and check the added/updated result. Open Records in that office to confirm.

Old Vercel shared tokens will not connect to the new isolated office workspaces. Do not share your office’s token with another business.

4. Preview and send a batch

  1. Open Reminders. Choose a status group, or select the intended records and use Selected.
  2. Write the message. For example: “Hi {name}, this is Next Target. Please contact our office about your installation.” The name is filled in for each recipient.
  3. Keep Dry run — compose only, send nothing checked. Select Preview recipients and review the audience and text.
  4. Exclude anyone who has not agreed to these messages or has opted out. Confirm the office and sending number are correct.
  5. When ready for actual delivery, turn off Dry run and select Send batch. Each recipient receives an individual message, not a group conversation.
  6. Review the results. Do not blindly resend a batch after a network error; check Twilio’s message logs first to avoid duplicates.

QA Tracker appends an opt-out instruction. Manage the office’s exclusion list in Opt-outs. The tracker does not currently provide an incoming-reply inbox; monitor replies and opt-out handling through your Twilio setup.

Frequently asked questions

Does everyone need their own Twilio account?

No. With the recommended setup, the office has one Twilio account managed by its administrator. Approved staff use QA Tracker according to their access level. They do not need to know the Twilio secret.

An alternative is centrally managed Twilio subaccounts. That requires a separate provider onboarding and billing arrangement; it is not automatically configured by this tracker. Twilio’s managed-customer guide.

Can anyone create a QA Tracker account?

No. Request access submits an inquiry only. Support reviews it and provisions approved users. Office staff cannot open public registrations or create another platform owner.

Can I use the dashboard without Twilio?

Yes. Records, notes, summaries, and Meridian sync do not require Twilio. Automatic SMS reminders require an approved and configured messaging service.

How much does texting cost?

Twilio charges for the number, message segments, carrier fees, and applicable registration. Each office should review current Twilio pricing before enabling sending. Long texts and emojis can use multiple paid segments. Receiving replies can also cost money. A dry run sends nothing; an actual send may incur charges.

Does this send through my work iPhone?

The Twilio integration sends through your configured Twilio number and account. It does not use your iPhone’s texting allowance or automatically connect its existing number. Changing how an existing number is hosted needs a separate review.

What is the difference between the two tokens?

The QA Tracker API token lets Meridian sync into your office. The Twilio Auth Token lets the server send through your Twilio account. Keep them private and enter each only in its matching field.

I lost the token that appeared once. What do I do?
  1. Open Security & API → API tokens.
  2. Revoke the lost token if it is no longer needed. Any extension using it will stop connecting.
  3. Create a replacement, copy it immediately, and save it in the extension.

The original value cannot be displayed again.

I forgot my password or my verification link expired.

Use Forgot your password? with your registered email. If the reset email is unavailable or does not arrive, contact support. Email delivery must be configured before reset links can be sent. If you have not verified your email, ask the owner to resend the verification link. You never need a generated username.

My scan does not appear in Records.
  1. Confirm the extension uses the Netlify URL above.
  2. Check it has a valid token from the same office.
  3. Save settings and approve the site permission if prompted.
  4. Run the sync and read its result. An authentication error usually means the token needs attention.
  5. Refresh Records. If it still fails, contact support with the error wording.
Why are my old records missing?

New workspaces start empty. Historic records from the old Vercel store have not been recovered. A fresh Meridian sync or a reviewed import is needed; the tracker does not invent sales or restore records simply because you signed in.

Why did a text fail?

Check the result in Twilio’s message log. Common causes include trial restrictions, incomplete registration, an invalid number, insufficient balance, an opt-out, or incorrect credentials. Correct the cause and test one recipient before retrying a batch.

Can another office see our data?

Accounts and extension tokens are scoped to their office. Platform support tools show account information, not other offices’ sales records. Authorized infrastructure operators retain database access; this is not end-to-end encryption.

What should I include when contacting support?

Include your office name, the page you were using, the error wording, and when it happened. Do not include passwords, API tokens, or customer lists. Email support.

Owner support access

Each office stays separate from other offices. The platform owner can open a logged, read-only support view of your office’s dashboard, records and summaries to investigate problems. Support visits expire after 15 minutes. The owner cannot read your password or send messages or edit sales through this support view.