# About AppConnect
Source: https://docs.captivolabs.com/about-appconnect



<img alt="Ringcentral" />

RingCentral Labs' App Connect is a single browser extension for Google Chrome and Microsoft Edge that integrates RingCentral's unified communications capabilities into a variety of CRM cloud services — bringing the power of a full communication suite, including a phone, text messaging, fax, and more, directly into the tool salespeople live in every day.

Captivo connects RingCentral directly into your legal practice and contact management software, so your phone and your contacts work together without the manual overhead.

When a call comes in, Captivo automatically surfaces the contact record from your CMS/PMS — no more switching between apps to figure out who's calling. When the call ends, it logs the activity against the right matter, complete with duration, notes, and a recording link. Everything your team needs is captured and stored where it belongs, without anyone having to remember to do it.

**What you get out of the box:**

* **Screen pop** — incoming and outgoing calls automatically surface the matching contact in your PMS
* **Automatic call logging** — calls are logged as activities against the right matter, with duration and recording
* **AI-generated summaries** — for firms with RingSense, call transcripts and summaries are saved directly to the matter file
* **Click to dial** — call any phone number in your PMS with a single click

## **Supported platforms**

Captivo currently supports the following platforms with more to come. Click through to the setup guide for your system:

<Columns>
  <Column>
    <Card title="Smokeball" icon="sparkles" href="/smokeball">
      AppConnect integration with Smokeball
    </Card>
  </Column>

  <Column>
    <Card title="Odoo" icon="sparkles" href="/odoo">
      AppConnect integration with Odoo
    </Card>
  </Column>
</Columns>

<Columns>
  <Column>
    <Card title="ConnectWise" icon="sparkles" href="/connectwise">
      AppConnect integration with ConnectWise
    </Card>
  </Column>

  <Column />
</Columns>

***


# ConnectWise
Source: https://docs.captivolabs.com/connectwise

Log calls, surface contacts, and capture activity automatically in ConnectWise using RingCentral App Connect.

<iframe title="RingCentral + ConnectWise" />

## Overview

The Captivo integration for ConnectWise connects your RingCentral phone system directly with your ConnectWise instance and all installed apps, so every call your company makes or receives is automatically matched to the right contact and logged against the right record — without anyone having to do it manually.

**What it does:**

* Surfaces the matching ConnectWise contact when a call comes in or goes out
* Automatically logs call activities against the correct record within the installed app, including duration and notes
* Lets you add call notes from directly within the RingCentral dialer
* Uses AI transcriptions to summarise conversations and extract tasks
* Places outbound calls directly from ConnectWise with click-to-dial

***

## Requirements

Before you begin, make sure you have:

* An active **RingCentral** account with App Connect access
* An active **ConnectWise** subscription with access to API key generation in settings
* **Google Chrome** or **Microsoft Edge** browser

***

## Set up the integration

Setup takes a few minutes: generate a pair of API keys in ConnectWise, then paste them into App Connect.

### 1. Generate your ConnectWise API keys

Your API keys are created on your own ConnectWise member record, so the integration acts as *you* — calls you log are attributed to your name.

<Steps>
  <Step title="Open your member record">
    In ConnectWise, go to **System → Members** and open your own member.
  </Step>

  <Step title="Create a new API key">
    Select the **API Keys** tab, click **New**, and give it a description such as `RingCentral App Connect`. Save.
  </Step>

  <Step title="Copy both keys">
    ConnectWise displays a **Public Key** and a **Private Key**. Copy both now.

    <Warning>
      The **Private Key** is shown only once. If you lose it, you'll need to generate a new key pair.
    </Warning>
  </Step>

  <Step title="Note your Company ID">
    Your **Company ID** is the company name you type when you log in to ConnectWise — not your company's display name.
  </Step>
</Steps>

### 2. Connect ConnectWise in App Connect

<Steps>
  <Step title="Open the connector">
    In the RingCentral App Connect settings, choose **ConnectWise PSA** from the CRM list.
  </Step>

  <Step title="Select your region">
    Pick the region your ConnectWise instance runs in — **North America**, **Europe**, or **Australia**.
  </Step>

  <Step title="Enter your credentials">
    Paste in your **Company ID**, **Public Key**, and **Private Key**, then click **Connect**.
  </Step>
</Steps>

App Connect verifies your credentials against ConnectWise and signs you in. If something's wrong — a mistyped key or the wrong region — you'll get a clear message explaining exactly what happened.

### 3. Configure your settings

Open the connector settings to choose how calls are logged.

| Setting                          | What it does                                                                                                                                               |
| -------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Default record for call logs** | Choose **Sales Activity** to log calls against the contact, or **Service Ticket** to log them as a note on a ticket. You can still override this per call. |
| **ConnectWise member email**     | Leave blank to match your RingCentral email automatically. Only set this if your ConnectWise login uses a different email address.                         |
| **Connected company**            | Auto-detected at sign-in and used to build record links. No need to change it.                                                                             |

***

## Using the integration

### Inbound and outbound calls

When a call comes in or goes out, App Connect looks the number up in ConnectWise and surfaces the matching contact straight away. Click the contact's name to open their record directly in ConnectWise.

### Place calls from ConnectWise (click-to-dial)

Phone numbers inside ConnectWise become clickable. Open a contact, company, or ticket and click a number — the RingCentral dialer opens with it already filled in. No copying, no misdialled numbers.

<Note>
  Click-to-dial and record links require you to be signed in to ConnectWise in the same browser.
</Note>

### Log a call

However the call started, logging it is the same.

<Steps>
  <Step title="Open the log form">
    When the call ends, open the call log form. You'll see the matched contact, a space for your notes, and a **Ticket** dropdown.
  </Step>

  <Step title="Choose where it goes">
    Pick an open ticket from the dropdown to attach the call to it, or leave it on **Log as activity (no ticket)** to record it against the contact.
  </Step>

  <Step title="Add notes and save">
    Add your notes and click **Save**. The call, your notes, the duration, and the AI summary all land in ConnectWise.
  </Step>
</Steps>

<Tip>
  Need to change something later? Reopen a logged call to edit its notes or move it to a different ticket.
</Tip>

### Search for a contact

If caller ID doesn't match a contact — or you're logging a call to someone else — type a name into the call log screen to search your ConnectWise contacts, then pick the right one.

***

## Automatic call logging (for admins)

Prefer not to log calls by hand? An administrator can turn on **server-side call logging**, which writes calls into ConnectWise automatically — even when the App Connect extension is closed.

* Each call is attributed to the **right technician**: RingCentral users are matched to ConnectWise members by email.
* It uses the same rules as manual logging (your **Default record** setting and contact matching).

<Note>
  Server-side logging is enabled and managed by your RingCentral administrator.
</Note>

***

## Managing your subscription

You can view your plan, update payment details, switch between monthly and yearly billing, and cancel from the billing portal.

<Card title="Managing Subscriptions" icon="credit-card" href="/managing-subscriptions">
  View and manage your Captivo Labs subscription.
</Card>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="My credentials won't connect">
    Double-check that your **Company ID** is your ConnectWise *login* company name, that you selected the correct **region**, and that the **Private Key** was copied exactly. If in doubt, generate a fresh API key pair and try again.
  </Accordion>

  <Accordion title="A caller isn't matched to a contact">
    App Connect matches on the digits of the phone number, so formatting differences are handled automatically. If there's still no match, the number likely isn't stored on any ConnectWise contact — use the contact search on the log screen to find and log against the right person.
  </Accordion>

  <Accordion title="The Ticket dropdown only shows “Log as activity”">
    That means the contact's company has no open service tickets. The call will be logged as a Sales Activity against the contact instead.
  </Accordion>

  <Accordion title="Logged calls are assigned to the wrong person">
    Activities are assigned to the ConnectWise member matching your RingCentral email. If your ConnectWise login uses a different email, set it in the **ConnectWise member email** setting.
  </Accordion>
</AccordionGroup>


# Introduction
Source: https://docs.captivolabs.com/index

Welcome to the Captivo Labs documentation

<img alt="Box Compact Light" />

Captivo Labs builds the integration layer between cloud phone systems and the software businesses run on. We connect RingCentral with the tools your team already uses — so calls are automatically logged, contacts are matched, and nothing falls through the cracks.

Our first focus is the legal sector, where we integrate RingCentral directly with practice management platforms including Filevine & Smokeball. When a call comes in, your matter file is already open. When it ends, the activity is already logged. We handle the plumbing so your team can focus on the work that matters.

### Useful Links

* [Support](/support)
* [AppConnect](/about-appconnect)


# Managing Subscriptions
Source: https://docs.captivolabs.com/managing-subscriptions

View and manage your Captivo Labs subscription — update payment details, switch between monthly and yearly billing, review invoices, and cancel.

Manage your subscription at any time from the billing portal, powered by Stripe. You can view your current plan, switch between monthly and yearly billing, update your payment method, review past invoices, and cancel if you need to.

## Open the billing portal

Open the billing portal from either the **Manage billing here** link on the App Connect settings page, or any Captivo Labs billing email we sent when you signed up.

<Frame>
  <img alt="Manage Plan" />
</Frame>

## Add or update your payment method

<Steps>
  <Step title="Click Add payment method">
    On the billing portal, click **Add payment method**.

    <Frame>
      <img alt="Update Payment" />
    </Frame>
  </Step>

  <Step title="Enter your card details">
    Enter your card details on Stripe's secure payment page, then save.

    <Frame>
      <img alt="Payment Details" />
    </Frame>
  </Step>
</Steps>

## Change your plan

New subscriptions are billed **monthly** by default. Switch to yearly billing to take advantage of a discount.

<Steps>
  <Step title="Open your active plan">
    Click your active plan to review or change the billing frequency.

    <Frame>
      <img alt="Select Plan" />
    </Frame>
  </Step>

  <Step title="Click Update plan">
    <Frame>
      <img alt="Update Plan" />
    </Frame>
  </Step>

  <Step title="Choose Monthly or Yearly">
    Select **Monthly** or **Yearly** — the price updates automatically. Click **Select plan** to save.

    <Frame>
      <img alt="Plan Frequency" />
    </Frame>

    <Tip>
      Yearly billing lowers your overall cost compared to paying monthly. See our [Pricing page](https://www.captivolabs.com/pricing).
    </Tip>
  </Step>
</Steps>

## Cancel your plan

To cancel, open the billing portal, select your plan, and choose **Cancel plan**. Your subscription stays active until the end of the current billing period.


# Odoo
Source: https://docs.captivolabs.com/odoo

Log calls, surface contacts, and capture activity automatically in Odoo using RingCentral App Connect.

<iframe title="RingCentral + Odoo" />

## Overview

The Captivo integration for Odoo connects your RingCentral phone system directly with your Odoo instance and all installed apps, so every call your company makes or receives is automatically matched to the right contact and logged against the right record — without anyone having to do it manually.

**What it does:**

* Surfaces the matching Odoo contact when a call comes in or goes out
* Automatically logs call activities against the correct record within the installed app, including duration and notes
* Lets you add call notes from directly within the RingCentral dialer
* Uses AI transcriptions to summarise conversations and extract tasks
* Outbound calls directly from Odoo

***

## Requirements

Before you begin, make sure you have:

* An active **RingCentral** account with App Connect access
* An active **Odoo** subscription with access to API key generation in settings
* **Google Chrome** or **Microsoft Edge** browser.

<Warning>
  [AI Conversation Expert (ACE)](https://www.ringcentral.com/ringsense.html) RingCentral license required for logging AI artifacts

  During the beta period of App Connect, artifacts will be logged for free. When the feature becomes generally available, RingCentral customers will need to purchase an ACE license to continue logging AI artifacts.
</Warning>

***

## Installation

### Step 1 — Create API key in Odoo Settings

Inside Odoo, navigate to **My Preferences** > **Security** > **API Keys** and create a key. Save the key and the domain of your Odoo instance (e.g. [https://mycompany.odoo.com](https://mycompany.odoo.com)) somewhere as we'll need it later.

### Step 2 — Install the App Connect extension

Install the **RingCentral App Connect** extension from the Chrome or Edge Web Store.

[**→ Install RingCentral App Connect**](https://chromewebstore.google.com/detail/ringcentral-app-connect-b/bgpkbcidaabaeioilooghlffdcmlimgk)

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  If your firm uses managed Chrome policies, your IT administrator may need to allowlist the extension before it can be installed.
</Note>

***

### Step 3— Open Odoo

Navigate to your Odoo account or refresh the page. The orange App Connect button should appear in the corner of the page once you're on an Odoo domain.

<img alt="Image" title="Image" />

***

### Step 4 — Open App Connect and sign in to RingCentral

Click the orange App Connect button to open the dialer. If you haven't signed into RingCentral yet, you'll be prompted to do so.

<img alt="Image" title="Image" />

Enter your RingCentral credentials and complete the login. Once signed in, you'll see the main dialer interface.

***

### Step 5 — Connect to Odoo

From the dialer, navigate to **More → Settings → Integrations**. You should see  **Odoo by Captivo Labs** listed.

You are then asked to enter the main URL of your instance and API key from Step 1.

<img alt="Screenshot 2026 06 11 At 4 05 17 Pm" title="Screenshot 2026 06 11 At 4 05 17 Pm" />

<img alt="Screenshot 2026 06 11 At 4 05 58 Pm" title="Screenshot 2026 06 11 At 4 05 58 Pm" />

Then click on **Connect**. Once authenticated, you're ready to go.

<img alt="Screenshot 2026 06 11 At 3 56 25 Pm" title="Screenshot 2026 06 11 At 3 56 25 Pm" />

<Check>
  You should now see a green connected status next to the **Odoo** integration. If you see an error, see the [Troubleshooting](#troubleshooting) section below.
</Check>

***

## Using the Integration

### Select default Odoo app

If you have multiple apps installed such as CRM. Helpdesk etc, you can select the default app you want calls to be logged in. Go to Settings > Odoo Settings and select the default app.

<img alt="Image" title="Image" />

### Incoming calls

When a call comes in, App Connect automatically searches Odoo for a contact matching the caller's phone number. If a match is found, the contact is displayed in the dialer along with their matter information.

<img alt="Image" title="Image" />

If multiple contacts match the number, you'll be asked to select the correct one.

If no contact is found, you'll have the option to search for or create a new contact in Odoo directly from the dialer.

***

### Outgoing calls

Click any phone number in Odoo to dial it directly through RingCentral. App Connect will automatically match the contact and pre-populate the logging form.

<img alt="Screenshot 2026 06 11 At 4 13 00 Pm" title="Screenshot 2026 06 11 At 4 13 00 Pm" />

***

### Logging a call

When a call ends, the call logging panel appears automatically. From here you can:

* Confirm or change the matched contact
* Select the matter to log the activity against
* Add a note about the call
* Edit the activity title

<img alt="Screenshot 2026 06 11 At 4 15 39 Pm" title="Screenshot 2026 06 11 At 4 15 39 Pm" />

Click **Save** to log the activity to Odoo. The activity will appear in the record immediately.

<img alt="Screenshot 2026 06 11 At 4 20 19 Pm" title="Screenshot 2026 06 11 At 4 20 19 Pm" />

<Note>
  If you close the logging panel without saving, the call will not be logged. You can re-open recent calls from the call history tab.
</Note>

***

## Configuration

### Auto-logging

By default, the logging panel appears after each call and waits for you to save manually. To enable automatic logging without the save prompt:

Go to **More → Settings → Call Logging** and enable **Auto-save call logs**.

<Warning>
  With auto-logging enabled, every call will be logged automatically including short or accidental calls. You can delete unwanted activities directly in Smokeball.
</Warning>

***

## Subscription and Billing

The Captivo Labs integration is a paid service billed per user per month. Each person at your firm who connects their Smokeball account uses one seat.

To manage your firm's subscription, billing, or payment details, click the **Manage billing** link in the App Connect integration settings.

This will open the billing portal where you can view invoices, update your payment method, or cancel your subscription.

<img alt="Screenshot 2026 06 11 At 3 56 25 Pm" title="Screenshot 2026 06 11 At 3 56 25 Pm" />

<Note>
  The first person at your firm to connect their account starts a free trial automatically. No payment details are required during the trial period.
</Note>

***

## Disconnecting

To disconnect your Smokeball account:

1. Open App Connect and go to **More → Settings → Integrations**
2. Click the settings icon next to **Odoo by Captivo Labs**
3. Click **Disconnect**

Your call history and logged activities in Odoo will not be affected. Only the live connection is removed.

***

## Troubleshooting

### The App Connect button doesn't appear on Odoo

* Make sure you're using Chrome or a Chromium-based browser
* Confirm the extension is enabled at `chrome://extensions`
* Try refreshing the Odoo page
* If your browser is managed by your firm's IT, the extension may need to be allowlisted

### Odoo is listed as an integration but I can't connect

* Make sure you have the correct Odoo domain and API key
* Check that your Odoo account is active and your subscription is current. It must allow for API usage.
* Try disconnecting and reconnecting

### Contacts aren't being matched on incoming calls

* Check that the contact's phone number in Odoo is saved in a format App Connect recognises
* Confirm the contact exists in Odoo under the number the call is coming from

### The call was logged to the wrong record

* Open the activity in Odoo and move it to the correct matter record
* On the next call, use the record dropdown in the logging panel to select the correct record before saving

### My session expired and I'm being asked to reconnect

* This happens if you haven't used the integration for an extended period
* Simply click **Connect** again in the integration settings and re-authorise with your Odoo credentials
* Your previous call logs and activities are unaffected

***

## Getting Help

If you're experiencing an issue not covered here, our support team is happy to help.

* **Documentation:** [docs.captivolabs.com](https://docs.captivolabs.com)
* **Email:** [support@captivolabs.com](mailto:support@captivolabs.com)

Please include your RingCentral account number and a brief description of the issue when contacting support.


# Privacy Policy
Source: https://docs.captivolabs.com/privacy-policy



**Captivo Labs**

*Last updated: April 2026*

***

## 1. Introduction

Captivo Labs ("we," "us," or "our") operates middleware software that connects RingCentral telephony with legal practice management software. This Privacy Policy explains how we collect, use, store, and protect information when you use our RingCentral App Connect integrations ("the Service").

We are committed to handling your information in accordance with the *Privacy Act 1988* (Cth) and the Australian Privacy Principles (APPs). If you have questions about this policy, please contact us at [privacy@captivolabs.com](mailto:privacy@captivo.com).

***

## 2. Who This Policy Applies To

This policy applies to:

* **Users** — individuals who install and use the Service (lawyers, paralegals, and other legal professionals)
* **Firms** — law firms and legal practices whose staff use the Service

Where a firm has engaged Captivo Labs to provide the Service to its staff, the firm is the primary data controller and Captivo Labs acts as a data processor on the firm's behalf.

***

## 3. Information We Collect

### 3.1 Information you provide directly

When connecting the Service to your accounts, we collect:

* Your name and email address as provided by your practice management software
* Your RingCentral account and extension identifiers
* Authentication credentials (OAuth tokens) for RingCentral and your practice management software — stored encrypted, never stored as plaintext

### 3.2 Information collected automatically through the Service

When the Service is active, we process the following in order to provide its core functionality:

* **Call metadata** — phone numbers, call direction (inbound/outbound), call duration, call timestamps, and call outcome
* **Call recordings** — recording URLs provided by RingCentral, and optionally the recording files themselves if your configuration stores them
* **AI-generated content** — call transcripts and summaries generated by RingCentral's RingSense feature, where your RingCentral account is licensed for this
* **Contact information** — names, phone numbers, and matter/case identifiers retrieved from your practice management software in the course of matching calls to contacts
* **Call notes** — notes entered by users during or after calls
* **Activity log identifiers** — identifiers of activity records created in your practice management software

### 3.3 Information we do not collect

We do not collect:

* The content of calls (audio) beyond what is stored in your RingCentral account
* Financial information — payment processing is handled entirely by Stripe and we do not see or store card details
* Information about your clients beyond what is necessary to match calls to contact records in your practice management software

***

## 4. How We Use Your Information

We use the information we collect solely to provide and improve the Service. Specifically:

**4.1 Providing the Service**

* Matching inbound and outbound calls to contact records in your practice management software
* Creating and updating call activity logs in your practice management software
* Storing call notes, recordings, and AI summaries against the correct matter file
* Authenticating your accounts with RingCentral and your practice management software

**4.2 Service administration**

* Managing your firm's subscription and billing (via Stripe)
* Enforcing licence validity per user
* Responding to support requests

**4.3 Security and fraud prevention**

* Monitoring for unauthorised access or abnormal usage patterns
* Maintaining audit logs of system access

**4.4 Service improvement**

* Analysing aggregated, de-identified usage patterns to improve the Service
* Diagnosing and resolving technical issues

We do not use your information for marketing purposes, advertising, or to build profiles for sale to third parties.

***

## 5. Legal Basis for Processing

We process your information on the following bases:

* **Contractual necessity** — processing necessary to deliver the Service you have subscribed to
* **Legitimate interests** — security monitoring, fraud prevention, and service improvement, where these do not override your privacy interests
* **Legal obligation** — where we are required to process or retain information by Australian law
* **Consent** — where you have explicitly consented, such as enabling optional features

***

## 6. How We Store and Protect Your Information

**6.1 Location** All data is stored on servers located in Australia (Sydney region, AWS ap-southeast-2 and Supabase). We do not transfer your data outside of Australia without your explicit consent, except as described in Section 7 (Third Parties).

**6.2 Security measures** We implement the following security measures:

* All authentication tokens are encrypted at rest using AES-256 encryption
* All data in transit is encrypted using TLS 1.2 or higher
* Database access is restricted to application services within a private network
* Access credentials are managed using secrets management services and are not stored in source code
* Access to production systems is restricted to authorised Captivo Labs personnel

**6.3 Retention** We retain your data for as long as your firm account is active. Following account termination:

* Active data is deleted within 30 days of termination request
* Backup data is purged within 90 days
* We may retain records required by law for longer periods where legally obligated to do so

***

## 7. Third Parties We Share Information With

We do not sell your data. We share information with third parties only to the extent necessary to provide the Service:

| Third Party                                                          | Purpose                                        | Data Shared                                                | Location                                            |
| :------------------------------------------------------------------- | :--------------------------------------------- | :--------------------------------------------------------- | :-------------------------------------------------- |
| Stripe                                                               | Payment processing and subscription management | Firm name, email, billing details                          | USA (covered by Stripe's data processing agreement) |
| Supabase                                                             | Database hosting                               | All application data                                       | Global                                              |
| [Fly.io](http://Fly.io)                                              | Application hosting                            | All application data processed in transit                  | Global                                              |
| Cloudflare                                                           | Edge networking and DDoS protection            | Request metadata                                           | Global edge network                                 |
| RingCentral                                                          | Telephony platform                             | Call metadata as required for the integration              | As per RingCentral's privacy policy                 |
| Your practice/contact management software (Filevine, Smokeball, etc) | Integration target                             | Call logs, contact lookups as required for the integration | As per each platform's privacy policy               |

We require all third-party processors to maintain appropriate data protection standards.

***

## 8. Legal Professional Privilege and Confidentiality

We understand that law firms handle privileged and confidential client information. With respect to this:

* We process client contact information and call metadata only to the extent necessary to match calls to matter files and log activities
* We do not analyse, mine, or use client information for any purpose beyond delivering the Service
* We do not disclose client information to third parties except as described in Section 7 or as required by law
* We recommend firms review their professional obligations under applicable legal profession rules before deploying the Service and satisfy themselves that use of the Service is consistent with those obligations

We are happy to enter into a data processing agreement with firms that require one for compliance purposes. Please contact us at [privacy@captivolabs.com](mailto:privacy@captivo.com).

***

## 9. Your Rights

Under the Australian Privacy Principles, you have the right to:

**9.1 Access your information** You may request a copy of the personal information we hold about you. We will respond within 30 days.

**9.2 Correct your information** If information we hold about you is inaccurate or incomplete, you may request a correction. We will action corrections within 30 days.

**9.3 Delete your information** You may request deletion of your personal information. We will delete your data within 30 days, subject to any legal retention obligations. Note that deleting your information will require termination of your account.

**9.4 Restrict processing** You may request that we restrict processing of your information in certain circumstances, such as where you contest the accuracy of the information.

**9.5 Data portability** You may request an export of your data in a machine-readable format.

To exercise any of these rights, please contact us at [privacy@captivolabs.com](mailto:privacy@captivo.com). We may need to verify your identity before actioning requests.

***

## 10. Cookies and Tracking

The Service operates as a server-side API and Chrome browser extension. We do not use cookies or tracking technologies for advertising or analytics purposes. Our documentation website may use minimal analytics to understand page traffic — this is governed by a separate cookie notice on that site.

***

## 11. Children's Privacy

The Service is intended for use by legal professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.

***

## 12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service with at least 14 days notice. The date at the top of this policy reflects when it was last updated. Continued use of the Service following notification of changes constitutes acceptance of the updated policy.

***

## 13. Complaints

If you believe we have not handled your personal information in accordance with the Australian Privacy Principles, you may lodge a complaint with us at [privacy@captivolabs.com](mailto:privacy@captivo.com). We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at [oaic.gov.au](http://oaic.gov.au).

***

## 14. Contact

For any privacy-related questions or requests:

**Privacy Officer** Captivo Labs Email: [privacy@captivolabs.com](mailto:privacy@captivo.com) Website: [captivolabs.com](http://captivo.com)

***


# Smokeball
Source: https://docs.captivolabs.com/smokeball

Log calls, surface contacts, and capture activity automatically in Smokeball using RingCentral App Connect.

<Check>
  Only AU instances are currently supported. US & UK regions are coming soon.
</Check>

<iframe title="RingCentral + Smokeball" />

## Overview

The Captivo integration for Smokeball connects your RingCentral phone system directly with Smokeball, so every call your firm makes or receives is automatically matched to the right contact and logged against the right matter — without anyone having to do it manually.

**What it does:**

* Surfaces the matching Smokeball contact when a call comes in or goes out
* Automatically logs call activities against the correct matter, including duration and notes
* Lets you add call notes from directly within the RingCentral dialer
* Uses AI transcriptions to summarise conversations and extract tasks
* Outbound calls directly from Smokeball

***

## Requirements

Before you begin, make sure you have:

* An active **RingCentral** account with App Connect access
* An active **Smokeball** subscription
* **Google Chrome** or **Microsoft Edge** browser.
* Administrator access is not required — any Smokeball user can connect their own account

<Warning>
  [AI Conversation Expert (ACE)](https://www.ringcentral.com/ringsense.html) RingCentral license required for logging AI artifacts

  During the beta period of App Connect, artifacts will be logged for free. When the feature becomes generally available, RingCentral customers will need to purchase an ACE license to continue logging AI artifacts.
</Warning>

***

## Installation

### Step 1 — Install the App Connect extension

Install the **RingCentral App Connect** extension from the Chrome or Edge Web Store.

[**→ Install RingCentral App Connect**](https://chromewebstore.google.com/detail/ringcentral-app-connect-b/bgpkbcidaabaeioilooghlffdcmlimgk)

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  If your firm uses managed Chrome policies, your IT administrator may need to allowlist the extension before it can be installed.
</Note>

***

### Step 2 — Open Smokeball

Navigate to your Smokeball account or refresh the page. The orange App Connect button should appear in the corner of the page once you're on a Smokeball domain.

<img alt="Image" title="Image" />

***

### Step 3 — Open App Connect and sign in to RingCentral

Click the orange App Connect button to open the dialer. If you haven't signed into RingCentral yet, you'll be prompted to do so.

<img alt="Image" title="Image" />

Enter your RingCentral credentials and complete the login. Once signed in, you'll see the main dialer interface.

***

### Step 4 — Connect to Smokeball

From the dialer, navigate to **More → Settings → Integrations**. You should see **Smokeball by Captivo Labs** listed.

<img alt="Image" title="Image" />

Click **Connect**. A popup window will open asking you to authorise the connection to your Smokeball account.

<img alt="Image" title="Image" />

Log in with your Smokeball credentials and click **Authorise**. The popup will close automatically once the connection is successful.

<img alt="Image" title="Image" />

<Check>
  You should now see a green connected status next to the Smokeball integration. If you see an error, see the [Troubleshooting](#troubleshooting) section below.
</Check>

***

## Using the Integration

### Incoming calls

When a call comes in, App Connect automatically searches Smokeball for a contact matching the caller's phone number. If a match is found, the contact is displayed in the dialer along with their matter information.

<img alt="Image" title="Image" />

If multiple contacts match the number, you'll be asked to select the correct one.

If no contact is found, you'll have the option to create a new contact in Smokeball directly from the dialer.

***

### Outgoing calls

Click any phone number in Smokeball to dial it directly through RingCentral. App Connect will automatically match the contact and pre-populate the logging form.

<img alt="Image" title="Image" />

***

### Logging a call

When a call ends, the call logging panel appears automatically. From here you can:

* Confirm or change the matched contact
* Select the matter to log the activity against
* Add a note about the call
* Edit the activity title

<img alt="Image" title="Image" />

Click **Save** to log the activity to Smokeball. The activity will appear in the matter file immediately.

<Frame>
  <img alt="Image" />
</Frame>

<Note>
  If you close the logging panel without saving, the call will not be logged. You can re-open recent calls from the call history tab.
</Note>

***

## Configuration

### Billing Rate and Billable Toggle

Set hourly billing rate for calls. Disable billable toggle to disable automatic billing entry in call logs.

### Tasks

When enabled, any tasks mentioned in the call transcription will be automatically extracted and entered as a Task inside Smokeball.

<img alt="Image" title="Image" />

***

### Auto-logging

By default, the logging panel appears after each call and waits for you to save manually. To enable automatic logging without the save prompt:

Go to **More → Settings → Call Logging** and enable **Auto-save call logs**.

<Warning>
  With auto-logging enabled, every call will be logged automatically including short or accidental calls. You can delete unwanted activities directly in Smokeball.
</Warning>

***

## Subscription and Billing

The Captivo integration is a paid service billed per user per month. Each person at your firm who connects their Smokeball account uses one seat.

To manage your firm's subscription, billing, or payment details, click the **Manage billing** link in the App Connect integration settings.

<img alt="Image 5" title="Image 5" />

This will open the billing portal where you can view invoices, update your payment method, or cancel your subscription.

<Note>
  The first person at your firm to connect their account starts a free trial automatically. No payment details are required during the trial period.
</Note>

***

## Disconnecting

To disconnect your Smokeball account:

1. Open App Connect and go to **More → Settings → Integrations**
2. Click the settings icon next to **Smokeball by Captivo Labs**
3. Click **Disconnect**

Your call history and logged activities in Smokeball will not be affected. Only the live connection is removed.

***

## Troubleshooting

### The App Connect button doesn't appear on Smokeball

* Make sure you're using Chrome or a Chromium-based browser
* Confirm the extension is enabled at `chrome://extensions`
* Try refreshing the Smokeball page
* If your browser is managed by your firm's IT, the extension may need to be allowlisted

### Smokeball is listed as an integration but I can't connect

* Make sure you're logged into Smokeball in the same browser before clicking Connect
* Check that your Smokeball account is active and your subscription is current
* Try disconnecting and reconnecting

### Contacts aren't being matched on incoming calls

* Check that the contact's phone number in Smokeball is saved in a format App Connect recognises
* Confirm the contact exists in Smokeball under the number the call is coming from

### The call was logged to the wrong matter

* Open the activity in Smokeball and move it to the correct matter manually
* On the next call, use the matter dropdown in the logging panel to select the correct matter before saving

### My session expired and I'm being asked to reconnect

* This happens if you haven't used the integration for an extended period
* Simply click **Connect** again in the integration settings and re-authorise with your Smokeball credentials
* Your previous call logs and activities are unaffected

***

## Getting Help

If you're experiencing an issue not covered here, our support team is happy to help.

* **Documentation:** [docs.captivolabs.com](https://docs.captivolabs.com)
* **Email:** [support@captivolabs.com](mailto:support@captivolabs.com)

Please include your RingCentral account number and a brief description of the issue when contacting support.


# Support
Source: https://docs.captivolabs.com/support



If you're experiencing an issue not covered here, our support team is happy to help.

* **Documentation:** [docs.captivolabs.com](https://docs.captivolabs.com)
* **Email:** [support@captivolabs.com](mailto:support@captivolabs.com)

Please include your account details and a brief description of the issue when contacting support.


# Terms of Service
Source: https://docs.captivolabs.com/terms-of-service



**Captivo Labs**

*Last updated: April 2026*

***

## 1. Agreement to Terms

By installing or using any Captivo Labs integration ("the Service"), you agree to be bound by these Terms of Service ("Terms") on behalf of yourself and the law firm or organisation you represent ("your firm"). If you do not agree to these Terms, do not install or use the Service.

These Terms apply to all Captivo Labs integrations with RingCentral App Connect, including integrations with Filevine, Smokeball, Clio, and any other practice management platforms we support.

***

## 2. Description of Service

Captivo Labs provides middleware software that connects RingCentral telephony with legal practice management software. The Service enables features including but not limited to:

* Automatic matching of inbound and outbound calls to contact records in your practice management software
* Logging of call activities, notes, and recordings to matter files
* AI-generated call summaries and transcripts (where applicable)
* Click-to-dial functionality
* SMS conversation logging

The Service acts as a conduit between RingCentral and your practice management software. It does not replace either platform and requires active subscriptions to both.

***

## 3. Accounts and Access

**3.1 Firm accounts.** The Service is provisioned at the firm level. The first user at your firm to authenticate creates the firm account. Subsequent users from the same firm are automatically associated with the existing firm account.

**3.2 User responsibilities.** You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at [support@captivolabs.com](mailto:support@captivo.com) if you become aware of any unauthorised access.

**3.3 Accurate information.** You agree to provide accurate and complete information when connecting your accounts and to keep that information current.

***

## 4. Subscriptions and Billing

**4.1 Paid service.** The Service is provided on a paid subscription basis, billed per seat (per active user at your firm). Current pricing is available on our website.

**4.2 Trial period.** New firms receive a free trial period as specified at the time of signup. No payment information is required during the trial. At the end of the trial period, continued use requires a paid subscription.

**4.3 Billing.** Subscriptions are billed in advance on a monthly or annual basis. Billing is handled by Stripe, our third-party payment processor. By subscribing, you authorise Captivo Labs to charge your nominated payment method on a recurring basis.

**4.4 Seat changes.** Seats are added automatically as new users at your firm connect their accounts. Seats are removed when users disconnect. Your subscription quantity is adjusted accordingly.

**4.5 Payment failure.** If a payment fails, we will notify you and attempt to collect payment according to our retry schedule. Access to the Service may be suspended if payment cannot be collected after reasonable attempts.

**4.6 Cancellation.** You may cancel your subscription at any time through the billing portal accessible from within the App Connect extension. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial periods.

**4.7 Price changes.** We reserve the right to change our pricing with at least 30 days notice. Continued use of the Service after a price change takes effect constitutes acceptance of the new pricing.

***

## 5. Data and Privacy

**5.1 Data processed.** In the course of providing the Service, Captivo Labs processes the following categories of data:

* RingCentral telephony data, including call records, phone numbers, call durations, and recordings
* Contact information retrieved from your practice management software
* Matter and activity identifiers from your practice management software
* User authentication tokens for RingCentral and your practice management software
* Call notes and AI-generated summaries where applicable

**5.2 Data storage.** Your data is stored on servers located in Australia (Sydney region). We do not store your data outside of Australia without your consent.

**5.3 Data ownership.** You retain full ownership of your data at all times. Captivo Labs does not claim any rights over your data and will not use it for any purpose other than providing the Service.

**5.4 Data access.** Captivo Labs staff may access your data only to the extent necessary to provide technical support, investigate issues, or comply with legal obligations. We will notify you of any such access where permitted by law.

**5.5 Third-party services.** The Service integrates with third-party platforms including RingCentral, Filevine, Smokeball, Clio, and Stripe. Your use of those platforms is subject to their respective terms of service and privacy policies. Captivo Labs is not responsible for the data practices of those platforms.

**5.6 Security.** We implement industry-standard security measures including encryption of authentication tokens at rest and in transit. However, no system is completely secure and we cannot guarantee absolute security.

**5.7 Data retention.** We retain your data for as long as your firm account is active and for a reasonable period thereafter. Upon request, we will delete your firm's data within 30 days, subject to any legal retention obligations.

***

## 6. Acceptable Use

You agree not to use the Service to:

* Violate any applicable law or regulation, including Australian privacy laws
* Infringe the intellectual property rights of any third party
* Transmit any harmful, offensive, or illegal content
* Attempt to gain unauthorised access to any systems or networks
* Reverse engineer, decompile, or disassemble any part of the Service
* Resell, sublicense, or otherwise commercialise the Service without our written consent
* Use the Service in a way that could damage, disable, or impair its functionality

***

## 7. Intellectual Property

The Service, including all software, documentation, and related materials, is owned by Captivo Labs and protected by Australian and international intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.

***

## 8. Availability and Support

**8.1 Availability.** We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform maintenance that temporarily affects availability and will endeavour to provide advance notice where possible.

**8.2 Support.** Support is provided via our documentation at [docs.captivolabs.com](http://docs.captivo.com) and by email at [support@captivolabs.com](mailto:support@captivo.com). We will endeavour to respond to support requests within 2 business days.

***

## 9. Disclaimers and Limitation of Liability

**9.1 As-is basis.** The Service is provided on an "as is" and "as available" basis without warranties of any kind, express or implied, to the maximum extent permitted by Australian law.

**9.2 Limitation of liability.** To the maximum extent permitted by law, Captivo Labs' total liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the total fees paid by your firm in the 12 months preceding the claim.

**9.3 Exclusion of consequential loss.** To the maximum extent permitted by law, Captivo Labs is not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunity.

**9.4 Australian Consumer Law.** Nothing in these Terms excludes, restricts, or modifies any rights or remedies you may have under the Australian Consumer Law that cannot lawfully be excluded, restricted, or modified.

***

## 10. Indemnification

You agree to indemnify and hold harmless Captivo Labs and its officers, directors, employees, and agents from any claims, damages, losses, and expenses (including reasonable legal fees) arising out of or relating to your use of the Service, your violation of these Terms, or your violation of any third party's rights.

***

## 11. Termination

**11.1 By you.** You may terminate your account at any time by cancelling your subscription and disconnecting all users from the Service.

**11.2 By us.** We may suspend or terminate your access to the Service immediately if you breach these Terms, fail to pay fees when due, or if we reasonably believe that your use of the Service creates legal or security risks.

**11.3 Effect of termination.** Upon termination, your right to use the Service ceases immediately. We will retain your data for 30 days following termination, after which it may be deleted.

***

## 12. Governing Law and Disputes

These Terms are governed by the laws of New South Wales, Australia. Any dispute arising out of or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of New South Wales, except where prohibited by applicable law.

We encourage you to contact us at [support@captivolabs.com](mailto:support@captivo.com) before initiating any formal dispute proceedings.

***

## 13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service with at least 14 days notice. Continued use of the Service after the effective date of the updated Terms constitutes acceptance of the changes.

***

## 14. Contact

If you have questions about these Terms, please contact us:

**Captivo Labs** Email: [support@captivolabs.com](mailto:support@captivo.com) Website: [captivolabs.com](http://captivo.com)

***