What to expect
An honest map of what is gated, owner-only, switched on per workspace, dependent on outside wiring, and what is not built yet — so nothing surprises you.
Zyan is a wide platform, and not every part of it is available to every workspace on day one. Some things need a plan that sells them. Some need an owner. Some need Zyan to arm them for your workspace. And a few genuinely do not exist yet. This page says which is which, so you can plan around it instead of finding out mid-project.
How to read this page
If something in the product looks broken, work down this order. Nearly every report of a broken feature is one of the first four rungs.
Is it in your plan?
Gated by your plan
Do you have the permission?
Owner-only, or a permission key
Has Zyan armed it?
Switched on per workspace
Is the outside service connected?
Your own account or key
Is it built?
A short list genuinely is not
Not built yet
These are not bugs and there is no setting that turns them on.
| Area | What is not there |
|---|---|
| Voice agents | Call recordings are not captured. The recording policy selector exists and is enforced at preflight, but no audio is stored and there is nothing to download |
| Voice agents | Warm transfer does not work. It is selectable in the agent editor and labelled as unavailable — it falls back instead of transferring. Use cold transfer |
| Ads | Meta auto-approve rules do nothing. The card stores rules so your preferences survive, but nothing evaluates them. Every agent action still needs a manual approval |
| Content Center | Regenerate image does not render an image. The service answers that provider activation is required, even where the workspace flag is on |
| Content Center | AI DM auto-reply is dormant |
| Lead forms | No file upload, no conditional or branching logic, no per-field minimum, maximum or pattern rules, and no CAPTCHA. Hidden value fields have no way to set the value they submit |
| Projects | Task email notifications on status change are a stand-in that does nothing. Agent automations on project detail are switched off — a saved agent series would never generate tasks |
| Meetings | The in-session team video runtime was retired. Team meetings are scheduled links only |
| Finance | Payroll is records-only. Zyan does not pay anybody. QuickBooks is read-only — Zyan never creates or edits a QuickBooks record |
| Portals | Portal legal documents is switched off |
| Assistant | The Discovery AI assistant is dormant. It is not the same thing as Zyan AI |
Zyan has to switch these on for your workspace
These ship off and are armed per workspace, by Zyan, not by you. The product is honest about it on screen — you will see a dormant card or a waiting pill rather than a silent failure.
| Area | What waits on Zyan |
|---|---|
| Hosted lead forms | Public form pages and embeds. A published form still shows a neutral page until this is armed. The Share tab reads Published — waiting for hosted pages |
| Hosted booking pages | The same switch, for booking pages |
| Meetings | Zoom as a booking location. The provider row reads Zoom · awaiting activation |
| Autoblog | The master arm for publishing to your repositories. With it off, every repository write returns a configuration response |
| Content Center | The whole surface runs on workspace flags — AI writing, Meta publishing, LinkedIn, Google Business Profile, recurring runs, insights refresh and the publish worker. With one off the UI still saves a plan but nothing delivers |
| Outbound | Email sequences need an activation Zyan holds. There is no tenant-facing switch; the dormant card says so |
| Voice agents | Live phone calling is armed at the platform level. It fails closed to a mock runtime, and no admin setting can turn it on |
| SEO Command Center | A reactivation flag. When off, the page shows Not activated for this workspace yet |
| SEO research | The research data credential. Without it the workspace reads DataForSEO research is paused for this workspace and every paid surface falls back to cached reads. This is not something you can fix |
| Builder | The terminal service. Without it the terminal, live preview and git panels are deliberately dormant |
| Builder | Image generation is dormant until an image provider credential exists |
| Zyan AI | Both the page and the assistant dock. A workspace on the right plan can still have them switched off |
| Ads | Google Ads durable optimization tasks default off. With the flag off, chats keep ordinary approval behaviour and create no runnable tasks |
| Automations | The canvas editor is per workspace. Without it you get the older linear builder, so screenshots of the canvas will not match every workspace |
Publishing a form or a booking page does not make it live by itself
This catches people out more than anything else in Zyan. Published means you finished the form. Live additionally needs a verified domain and the hosted pages switch. The Share tab status pill is the only thing worth trusting — check it before you give a link to a client.
Owner-only
Not a permission you can be granted. These need the workspace owner.
- SettingsPlan & Credits. Even a full-access admin cannot see it.
- Paid SEO research. Members get Owner only: running this spends the DataForSEO budget. Free actions — crawling, position tracking, cached reads, cancelling — still work for members.
- Spending past a reached monthly SEO budget. An owner can acknowledge an overrun and continue, so the budget is not a hard stop for owners.
- Arming Auto-attach after QA reporting. A member's attempt is refused by the server. Members can still switch away from it.
- Arming a prospecting SMS campaign, and every native SMS campaign. Arming is the only door to sending.
- Connecting Smartlead, QuickBooks, Google Ads and the GitHub App.
- Minting or rotating the lead capture token, and registering a LeadPost site.
- Archiving, restoring or deleting a lead form.
- Ad Manager and Ad Revenue are owner-only navigation entries.
- Analytics is an owner-only page and redirects everyone else.
- Portal Access and Sections tabs. Team members with the Client Portals permission see only Overview and Billing.
- Some owner-only settings sections, including business type, white label, sales, work, messaging, agent context and storefront.
Ask for full access before you ask for ten permissions
An owner can turn on Allow full access under Teamthe member, which covers most owner-gated settings. Plan & Credits stays owner-only regardless.
Gated by your plan
A permission cannot unlock something the plan does not sell. If a nav item is missing entirely, check the plan first.
| Plan feature | What it unlocks |
|---|---|
| Leads | Lead Manager, lead forms, prospecting, SMS campaigns |
| Website visitors | The visitor triage inbox. Deny-by-default |
| Clients | Client portals and onboarding packs |
| Custom domains | Custom client-portal domains. Entry-level plans see an upgrade notice instead of the claim form |
| Builder | The Builder IDE, its getting-started steps, the seat counter and open-PR badges |
| Calendar sync | Hosted booking pages and the full Scheduling page. Without it the Meetings tab shows only the team-meetings panel |
| Storefront | The self-serve storefront. Deny-by-default and hidden unless the plan sells it |
| AI assistant | Zyan AI. AI voice is a separate feature again, and the voice toggle does not render without it |
| Voice agents | Deny-by-default on the entry plan — the nav item is hidden and a deep link shows a plan notice |
| Meta Ads | The Meta Ads tab inside Ad Manager |
Depends on something outside Zyan
These need an account, a key or a record that you own and pay for.
- LeadPost — your own account, for website visitor identification. You pay LeadPost directly for each site.
- Typeform, Webflow, Tally, Fillout — for external form capture.
- Apollo or People Data Labs — your own API key, which unlocks the contact filters in Prospecting. Until one is connected, that filter group is locked.
- OpenPhone — a campaign number, before prospecting SMS can send.
- Smartlead — for prospecting email hand-offs.
- Stripe — for the storefront, client billing and plan sync.
- QuickBooks — for bookkeeping, read-only.
- A GitHub App installation — per workspace, for Builder publishing. Grant it Actions: Read or deploy status reads as unavailable.
- Google — OAuth for Analytics, Search Console and Google Ads. An older Google connection may predate the sitemap-submission scope and need reconnecting.
- DNS access — to verify a sending domain or a custom portal domain.
- Meta App Review — Stats, Publishing and Comments capabilities depend on it, and it is outside your control. Capability chips will read needs Meta approval until it lands.
- The Zyan desktop app, for local Builder work. Blog drafts need version 1.2.67 or newer; fortnightly Builder automation schedules need 1.2.8 or newer. An older app never claims the work and the post waits.
Caps and ceilings
| Limit | Value |
|---|---|
| Lead capture endpoint | 100 leads per hour per workspace, 32 KB per request |
| Hosted form submissions | 10 per hour per visitor IP, 100 per hour per workspace |
| Lead form size | 60 fields, 60 answers per submission, 50 options per choice field |
| Form submissions list | The 50 most recent |
| Autoblog banned topics | 50 per schedule |
| Monthly report day | 1 to 28 |
| Use with Claude keyword hand-off | 25 keywords |
| File uploads | 100 MB, and an allow-list of types |
| Zyan AI attachments | Roughly 3.5 MB per image, 8 files per message |
| External bookings and calendar data | 200 rows per range, with a warning when truncated |
| Ad budget guards | Server-side money guards reject oversized budget and bid changes. Forcing the row does not work |
The companion apps
- iOS. Whether either iOS app is on the App Store or TestFlight is not something this documentation can state. Check with Zyan.
- iOS push notifications for the client portal app are provider-gated and pending.
- Windows desktop installers are unsigned, so Windows shows a SmartScreen warning. Choose More info → Run anyway if you trust the download.
- The iOS admin shell hides some surfaces on purpose, including portal billing, the storefront, Smartlead and the Google Ads project section. Use a browser or the desktop app for those.
- Desktop releases are platform-wide. There are no per-workspace release channels.
Newly shipped, verified per workspace
Some areas are recent enough that Zyan confirms them against a live workspace before treating them as proven, rather than assuming shipped code means working in production. Hosted lead forms, AI Prospecting, the SEO Command Center and its public report route, onboarding packs, Stripe Connect client billing, and LinkedIn and Google Business Profile publishing all sit in that group today.
Expect them to work. Do not build a client commitment on one without checking it end to end for that workspace first.
Some surfaces are Zyan-operator only
A small number of areas exist for Zyan's own staff and never appear in an agency workspace — the cost view inside Builder Automations is one. If a colleague describes a screen you cannot find, this is sometimes why.
Retired and redirect-only
Worth knowing so you do not bookmark something that will not stay put.
- Several Settings URL fragments are aliases that fold onto another page rather than sections of their own.
- A number of older routes are redirect shims. Navigate from the sidebar.
- The Decisions queue, and the old Content Center audiences, mailboxes and prospects views, moved into Outbound → Settings.
- The leadsFunnel dashboard widget was folded into Leads Pipeline.
- The Sales Workspace Activity tab was removed, and old deep links fall back to the dashboard.
- The Getting Started dashboard widget is time-limited. It disappears from the grid and the widget drawer once the setup window closes, finished or not.
- A teammate's notification preferences can only be edited by that teammate. An owner cannot change them for them.