Settings & Admin
A tour of the two configuration hubs, the spreadsheet's system tabs, and what to do when something stops working. The Settings Hub handles account plumbing; the Configure Hub controls how each feature behaves.
Settings Hub vs. Configure Hub
Water LLM has two top-level configuration dialogs, both found in the menu:
| Dialog | What It Controls | Open It When… |
|---|---|---|
| Settings Hub | Account identity, Drive folders, triggers, system recovery, experiments | Something is broken, you need to reconnect, or you want to change your name / dates / region |
| Configure Hub | Per-feature behavior: outreach templates, automation schedule, AI thresholds | You want to change how a feature works — email tone, cadence, health score weights, etc. |
Think of Settings as the plumbing and Configure as the preferences.
Settings Hub Reference
Open via . Six collapsible sections are organized by purpose.
| Setting | What It Does |
|---|---|
| Your Account | Display name, primary email, LinkedIn profile URL, alternate email addresses, and annual revenue goal. Updating your display name changes how AI features address you. |
| Region & Currency | Date format (MM/dd/yyyy or dd/MM/yyyy), timezone (IANA string, e.g. America/New_York), and currency code (ISO 4217, e.g. USD, CAD, GBP). These affect date display and invoice totals throughout the sheet. |
| Row Display Style | Toggle between alternating row colors (zebra striping) and plain white rows. Cosmetic only — no functional effect. |
| Setting | What It Does |
|---|---|
| Re-create Drive Folders | Recreates the expected Drive folder structure (Water LLM/, LinkedIn Data/, etc.) if it was accidentally deleted or if you're setting up a second Google account. |
| Re-create Templates | Copies the latest Invoice Template and Style Guide document into your Drive. Use this if you accidentally deleted a template or want to reset to the default version. |
| Subscription Filters | Scans your Gmail inbox for newsletters and creates automatic filters to label or skip them. Helps keep outreach metrics clean by separating newsletters from real emails. |
| Setting | What It Does |
|---|---|
| Recover ICF Module | Re-enables the ICF Hour Tracking module if it was previously disabled. Only relevant if you use the ICF coaching framework. |
| Clean Up Names | Strips titles (Dr., Ph.D., MBA), pronouns, emojis, and credentials from every contact name in the CRM in one batch pass. Safe to run multiple times. |
| Check Subscription | Manually verifies your Water LLM subscription status against the billing server. AI features will stop working if the subscription token has expired. |
| Check For Updates | Checks for and applies the latest Water LLM updates. Run this if a new version has been announced and your menu hasn't updated automatically. |
| List Installed Triggers | Shows all active time-based and event-driven triggers registered for this script. Useful for diagnosing whether the hourly automation trigger is installed. |
| Setting | What It Does |
|---|---|
| Restart Onboarding | Re-runs the full setup wizard from scratch. Use only if you want to completely reconfigure your workspace — it overwrites your current settings. |
| Sheet Settings & Triggers | Reconnects Water LLM to your spreadsheet and reinstalls all timed triggers. The first thing to try when features stop running or the sheet loses connection. |
| Reinstall Timed Trigger | Reinstalls the hourly automation trigger specifically. Try this if your scheduled jobs (Daily Briefing, Email Outreach, etc.) have stopped running. |
| Reinstall onEdit Trigger | Fixes broken "Last Edit" timestamps in the CRM by reinstalling the onEdit trigger. Try this if you're not seeing edit timestamps update when you change cells. |
| Reauthorize Permissions | Re-grants OAuth permissions for Gmail, Calendar, Drive, and Contacts. Run this if a feature throws a "not authorized" error after a Google security update. |
| System Health Check | Runs a diagnostic scan of your configuration, sheet structure, and trigger state. Reports any missing sheets, broken bindings, or misconfigured settings. |
Features that are functional but still new — they may have rough edges. See each feature's dedicated help page for full documentation.
| Feature | What It Does |
|---|---|
| Chat Assistant | Connect the Water LLM bot to Google Chat so you can look up contacts and update your CRM by DM. See Chat Assistant. |
| Water LLM Updates | Opens the community Google Group where release notes, tips, and early-access announcements are posted. Join to stay in the loop. |
Both Danger Zone items wipe state that Water LLM needs to function. Only use them under direction from support or if you are intentionally resetting.
| Action | What It Does |
|---|---|
| Reset All User Properties | Clears every stored setting, binding, token, and preference for your account. The add-on will behave as if it was just installed — you must run the setup wizard again before anything will work. |
| Uninstall All Triggers | Removes every installed trigger. All scheduled jobs stop immediately. You must run Sheet Settings & Triggers afterward to reinstall them. |
Configure Hub Reference
Open via . Five sections cover every per-feature preference.
Automation Scheduling — Controls when each sync and AI assistant runs. You pick which days of the week, which hour, and how frequently (daily / every N days / weekly). Each job can be individually enabled or disabled. Changes take effect at the next trigger cycle.
| Setting | What It Controls |
|---|---|
| Voice & Writing Style | Your tone profile: sample sentences, formality level, phrases to use and avoid. AI-drafted emails and outreach copy pull from this to sound like you. |
| Email Outreach 1 / 2 / 3 | Each pipeline has its own filter criteria (last contact date range, status, health score range), email subject, and body template. The "Save & Draft" button saves the config and queues a draft batch. See Email Outreach for full details. |
| Invoices & Reminders | Email subject and body templates for initial invoice sends and follow-up reminders. The {{placeholders}} are replaced with real values at send time. |
| Setting | What It Controls |
|---|---|
| Communication Refresh | How far back to scan Gmail, Calendar, and LinkedIn messages when building contact history. Also sets maintenance windows (how many days back to scan on subsequent runs after the initial backfill is complete). |
| Calendar Parser | Platform keyword (Zoom, Teams, Google Meet, etc.) and custom keywords used to identify scheduling/client meeting invites. New contacts found in matching invites get added to the CRM automatically. |
| Setting | What It Controls |
|---|---|
| Client Tracker | Risk thresholds (how many days without a meeting triggers "at risk"), status promotion/demotion rules, and how meeting time is counted (billed vs. all meetings). |
| Health Score | Weights for the contact health score: recency of contact, meeting frequency, email engagement, and deal activity. Adjust these to match what "healthy" means in your practice. |
| Setting | What It Controls |
|---|---|
| Business Briefings | Which recap sections appear in your Daily and Weekly briefings (invoices, pipeline, engagement, at-risk, renewals, etc.), shared calendar names to include, and grouping keywords for the calendar summary. |
| Task Manager | Where tasks are delivered (Google Tasks vs. email digest), whether to block calendar time for tasks, and which task types to generate (ghosting follow-ups, overdue invoices, pipeline nudges, re-engagement, LinkedIn). |
System Tabs in Your Spreadsheet
Your Water LLM spreadsheet includes several tabs that Water LLM uses internally. Most are hidden by default. Here's what each one is for.
| Tab Name | Purpose | Should You Edit It? |
|---|---|---|
| ⚙️Settings | Stores invoice template column configuration (header names, date offset columns). Row 3 holds the header labels; column widths match what the invoice composer reads. | No — Water LLM writes this automatically during setup. Manual edits can break invoice generation. |
| ⚙️Status | Job status board. Each row is a tracked background job (Communication Refresh workers, sync, LinkedIn import, etc.). Columns show job name, last run time, status, records processed, and any error messages (column H). | Read-only for users — it's the best place to check if a job is running, stuck, or errored. Don't add or delete rows. |
| Contact Index | Maps Contact IDs to CRM row numbers. Rebuilt automatically after imports and syncs. Used internally for fast row lookups. | No — always auto-generated. Manual edits are overwritten on the next sync. |
| Sync | Temporary staging area used during the bidirectional Google Contacts sync. Cleared after each sync cycle completes. | No — internal use only. |
| Raw import buffer for LinkedIn connection data. Populated during LinkedIn import, consumed by the merge step. | No — internal use only. | |
| Messages | Stores LinkedIn message history (sender, recipient, date, direction) parsed from your LinkedIn archive. Used to derive Last LinkedIn Message dates per contact. | Read-only for users. You can look up message history here. |
| Email Cache 1 / 2 / 3 | Chunked stores of email fingerprints used to deduplicate communication history scans. Split across three sheets due to Google Sheets cell limits. | No — internal use only. Don't clear or edit these. |
| ℹ️ LI Contacts | Staging tab for LinkedIn connections that didn't match any existing CRM contact after an import. Review these and promote the ones you want in your CRM. | Review and promote — use . Don't manually paste from here into the CRM. |
| Deleted Contacts | Archive of contacts you've deleted using the Delete Contact? column. Water LLM checks this list before every LinkedIn import and Google Contacts sync to prevent deleted contacts from being re-added. | Read-only for users. If you want to un-delete a contact, remove their row from this tab, then re-add them to the CRM. |
| ✅ Onboarding | Tracks which onboarding steps you've completed. Water LLM references this to decide whether to show first-run prompts. | No — managed by the setup wizard. |
| 🤖 Chat Audit | Log of every Chat Assistant message: timestamp, user query, intent resolved, action taken, and outcome. Useful for debugging unexpected bot behavior. | Read-only for users. |
Right-click any tab at the bottom of the spreadsheet and choose Unhide sheets… to see the full list of hidden tabs. You can view them without affecting Water LLM — just don't edit the internal ones.
Reading the ⚙️Status Tab
The ⚙️Status tab is your window into what Water LLM is doing in the background. Check it when a job seems slow or you want to confirm a run completed.
| Column | What It Shows |
|---|---|
| Job Name | The name of the background job or worker (e.g., "Comm Refresh Worker 1", "Google Contacts Sync", "LinkedIn Merge") |
| Last Run | Timestamp of the most recent execution |
| Status | Running, Complete, Paused (stopwatch hit — will resume), or Error |
| Records | How many contacts or rows were processed in the last run |
| Progress | Cursor position for multi-pass jobs (e.g., "contact 450 of 1,200") |
| Error / Warning (col H) | Error message if a job failed, or a warning if it completed with issues |
No. Paused means the job hit the 4m 40s execution safety limit and
saved its position. It will automatically resume at the next hourly trigger. You don't
need to do anything. Only worry if the status stays Paused across
multiple hours with no progress — that may indicate a stuck cursor, fixable by
running Sheet Settings & Triggers.
If your Google account is a Workspace (paid) account, Water LLM automatically uses a 25-minute execution limit instead of 4m 40s. Communication Refresh on a large CRM will complete in far fewer passes.
Subscription & Billing
Water LLM verifies your subscription status automatically each time the add-on loads. If the check fails, AI features will show an error and stop running until the subscription is restored.
- An AI feature shows "Subscription inactive" or "Could not verify subscription"
- Your card was recently updated and you want to confirm the renewal went through
- You renewed but Water LLM still shows a warning
Go to .
All AI features require an active subscription: Daily Briefing, Email Outreach, Meeting Prep, Calendar Insights, Monthly Business Insights, Relationship Manager, Newsletter Digest, Birthday Drip, Task Manager, and the Chat Assistant. Non-AI features (CRM, sync, LinkedIn import, invoices, Client Tracker, Biz Dev) continue working regardless of subscription status.
Water LLM caches your subscription status for up to 24 hours. If you renew or fix a billing issue, you may need to wait up to an hour for the cache to refresh — or trigger an immediate refresh via Check Subscription in the Maintenance section.
Troubleshooting Common Problems
| Symptom | What to Try |
|---|---|
| Scheduled jobs (Daily Briefing, Outreach) stopped running |
|
| AI features show "not authorized" errors | Settings Hub → System → Reauthorize Permissions. Google sometimes revokes OAuth grants after security updates — this re-grants them. |
| "Last Edit" timestamps aren't updating | Settings Hub → System → Reinstall onEdit Trigger. The onEdit trigger can be unregistered by Google after prolonged inactivity or an OAuth refresh. |
| AI features work but show wrong name or currency | Settings Hub → Identity & Preferences → Your Account (name) or Region & Currency (currency/timezone). |
| Invoice template looks wrong or is missing | Settings Hub → Drive & Templates → Re-create Templates. This resets the invoice template to the current default. Your existing invoices are not affected. |
| A feature that was working now throws a script error | Settings Hub → System → System Health Check. This diagnoses missing sheets, broken bindings, and misconfigured settings and gives you a plain-English report. |
| You want to start completely fresh | Settings Hub → Danger Zone → Reset All User Properties, then run Settings Hub → System → Restart Onboarding. This wipes all your configuration — only do this if you intend a full reset. |