Signing in

basic

How to log in, pass the verification check, clear two-factor authentication, reset your password, and understand where you land.

Apolaris AI runs entirely in your web browser, so there is nothing to install on your computer or phone. Everything your organization needs lives behind a single login, which means no juggling spreadsheets or disconnected apps that never quite talk to each other.

Open Apolaris AI

Your organization has its own web address (for example, your business name on the Apolaris AI domain). Your manager or administrator gives you this link the first time.

Open any modern browser (Chrome, Safari, Edge, or Firefox) on a computer, tablet, or phone.
Type or paste your organization's web address into the address bar and press Enter.
You will land on the Apolaris AI sign-in screen.

On a phone, sign in and tap Install app to put Apolaris on your home screen with its own icon — see Install the CRM as an app. On a computer, bookmark the address so you are one tap away every day.

Log in

Enter your username or email (the one your manager registered for you).
Enter your password.
Answer the short Verification question (see below).
Select Sign in.

A field at the bottom of the form may look empty but is meant to stay that way — it is an invisible decoy that traps automated bots. Just leave it blank; you will never see it as a normal person filling in the form.

The verification question

Every login shows a tiny arithmetic question, for example "What is 4 + 7?". Type the answer (here, 11) in the Verification box before you sign in. This is an offline check that keeps automated scripts from hammering the login page — there is no external CAPTCHA service and nothing to click.

The question changes on every attempt, so if your first sign-in fails, read and answer the new question that appears.
If you leave it blank or answer wrong, you will see "Verification failed. Please answer the question and try again." — your password is never even checked until the verification passes.

If you are locked out

To protect your account, Apolaris AI counts failed sign-in attempts. After several failures in a short window, the login is temporarily locked and you will see "Too many attempts. Please wait a few minutes and try again."

Wait a few minutes — the lock clears on its own once you stop trying.
Then sign in again with the correct password and a fresh verification answer.

If you are sure your password is right but keep getting locked out, you may be answering the verification question with the old question still on screen. Reload the page to get a clean question, then answer that one.

If your organization has turned it on, the sign-in screen shows extra buttons under the password form: Continue with Google, Continue with Facebook, and/or Continue with Apple.

Select the provider you want to use.
Approve the sign-in on the provider's own screen.
You are returned to Apolaris AI and signed in — there is no separate Apolaris password to remember.

A social sign-in only succeeds when the email on your provider account matches the email on your Apolaris user, and your organization has enabled that provider. This is what keeps strangers out: a Google, Facebook, or Apple account whose email is not on any Apolaris user simply cannot get in.

Two-factor authentication still applies. If your account or organization uses 2FA, you are challenged for your second factor right after the social sign-in, exactly as with a password.
Which buttons appear depends on what the Apolaris platform team has configured and what your organization has switched on. Managers control their side under Advanced settings → Social sign-in.
Facebook didn't share your email? Some Facebook accounts (for example, those that signed up by phone) don't release an email, so there is nothing to match — just sign in with your username and password instead.

Sign in with your fingerprint or face (passkeys)

If you have registered a passkey, you can skip typing altogether. Below the password form, after the or divider, the sign-in screen shows a Sign in with fingerprint or face button.

Select Sign in with fingerprint or face.
Your device lists the passkey it holds for Apolaris AI — there is no username to type.
Confirm with your fingerprint, face, or device PIN, and you are in.

Good to know:

The button only appears when your browser supports it. Passkeys need a WebAuthn-capable browser on a secure (HTTPS) connection; anywhere else the button simply isn't shown and you sign in with your password as usual.
A passkey also covers the two-factor step. The device unlock is part of the sign-in, so no 2FA code is asked afterwards — you go straight to the app.
Passwords keep working. The passkey is an additional, faster way in — not a replacement.
If it fails, you'll see "Biometric sign-in failed. Please use your password." — fall back to the password form. (Cancelling the device prompt shows no error at all.) Repeated failures are throttled just like password attempts, so after several in a short window you'll have to wait a few minutes.

To register a passkey on the device you're using, see Two-factor authentication — setup lives on the same security page as your 2FA factors.

No account yet?

Apolaris AI is a managed platform: accounts are set up for your organization by our team, not self-served. If you don't have an account yet:

Select Sign up under the sign-in form (the New to Apolaris? button).
You land on our request-access page — tell us about your business and how to reach you.
Our team follows up and gets you set up.

The same thing happens automatically if you try to sign in with an email that isn't tied to any Apolaris account: instead of a dead-end error, we take you to that request-access page with your email already filled in. A wrong password on an account that does exist just shows the normal sign-in error — you are only sent to sign-up when there is genuinely no account for what you typed.

Two-factor authentication (2FA)

After your password is accepted, you may be sent to a second step before you reach the app:

You have a second factor set up. You are taken to a challenge screen and must enter a current code. The code can come from an authenticator app (TOTP), a one-time code sent by email or SMS, or one of your saved recovery codes.
Your organization requires 2FA but you have not set it up yet. You are taken to the setup screen and must enrol a second factor before you can continue. Organizations can require 2FA for everyone, or just for managers and privilege admins.

Until you clear this step, every page redirects you back to the challenge or setup screen, so you cannot skip it. Once you pass, the rest of your session works normally.

If your organization does not use 2FA and you have not turned it on yourself, you go straight to the app after your password — there is no second step.

Signing in with a passkey also skips this second step entirely — the fingerprint or face confirmation already counts as your second factor (see above).

For details on setting up an authenticator, email, or SMS factor and printing recovery codes, see Two-factor authentication.

Where you land

The address you reach right after sign-in is not decided by a job title — it is decided by your permissions. Apolaris AI sends you to one of two places:

You land in…	When…
The employee workspace (Caja) — a focused screen for the day's appointments and checkout	You are opted into the portal (Use employee portal), or you are a non-management user (you are not a manager and do not have report access)
The main dashboard — calendar, sales, analytics, and the sidebar	You are a manager or you have report access (Can view reports) and are not opted into the portal

A few consequences worth knowing:

A non-manager who is granted report access lands on the dashboard, not in Caja.
A manager who is opted into the portal lands in Caja, not on the dashboard.
If you are locked to one workspace (the Lock to one workspace permission), that lock wins over everything: you stay in Caja and cannot cross over to the full CRM.
If you opened a deep link (a page address with ?next=…), Apolaris AI honours that destination first, before applying the rule above.

The dashboard itself requires report access, so a limited user who is not opted into the portal is sent to their own profile page instead of hitting a "permission denied" wall.

Seeing Caja when you expected the dashboard (or vice versa) is almost always a permission, not a bug. Ask your manager to review your access — see Employees, users & permissions.

Learn your way around in Dashboard & navigation, or read more about the staff view in Employee workspace (Caja).

The dashboard sidebar is built per permission, not per role. A manager sees everything; anyone else sees only the sections their permissions unlock. So two people on the dashboard can see different menus — for example, a report-viewer without inventory access will not see the inventory menu at all. If a section you need is missing, it is a permission to be granted, not a tool that is gone.

Forgot your password

On the sign-in screen, select Forgot your password?.
Enter your email address and submit.
Open the email and follow the secure link to set a new password.

For your security, Apolaris AI never emails you an actual password — only a one-time link to create your own. (Changing your password from inside the app while you are already signed in is different: that asks for your current password — see Your profile.)

If no email arrives, check your spam folder, then ask your manager to confirm the email address on your account in Your profile.

Your first-visit checklist

Set your profile. Choose your language, timezone, and number format (comma or point for decimals) so dates, times, and money display the way you expect. See Your profile.
Turn on two-factor authentication. Even if your organization does not require it, a second factor protects your account. See Two-factor authentication.
Learn the layout. Take a minute with Dashboard & navigation to find the calendar, customers, and sales.
Missing a feature? If something you need isn't visible, it is almost always a permission setting, not a missing tool. Ask your manager to grant access — see Employees, users & permissions.

Tips

Use a strong, unique password and keep your login private. Each person should have their own account so activity is tracked correctly.
Sign out when you finish on a shared front-desk device.
If you work across more than one location, see Site visibility to understand which sites you can see.

Building a script or integration? Don't use your personal login — it has to pass the verification question and, where enabled, the 2FA step, neither of which a script can answer. Create a dedicated API token instead — see the REST API overview.