Gemini HQ Quick Start Guide

Welcome!

Your Gemini HQ system is built and branded. This guide shows you how to dive in right away

You’ll learn:

  • What’s already set up for you
  • What not to touch
  • How to start booking clients, sending emails, and tracking leads
  • The fastest way to make any changes you’d like

Table of Contents


  • What's in this Guide

What's in this Guide

Set Up Your Sending Domain

Update: Update: As of August 1, 2025, for new clients, Gemini HQ purchases the domain on your behalf and manages all domain registration and hosting as part of the setup process. This ensures proper configuration of funnels, CRM, and email systems from day one. Domains are registered under your business name and are transferable to you upon cancellation.

If you are a Legacy Client and started your subscription prior to August 1st, and you selected to configure your own email sending domain instead of having Gemini HQ do it for you, follow these steps:

  1. Settings » Domains
  • Click + Add Domain, enter your sub-domain (e.g. mail.yourdomain.com)
  • Copy the SPF TXT, DKIM TXT and DKIM CNAME records into your DNS host
  • Return and click Verify on each until you see green checks
  1. Settings » Email Services
  • Click + Add Service for Dedicated Domain and IP
  • Enter the domain you want to use in the “Enter domain name” field, then click "Add & Verify."
  • Check Verification Status

DNS Records for Email Sending Domain

Sending Domain: send.yourdomain.com
Email Provider: Mailgun

Important: For TXT records, copy and paste the entire value exactly as shown, including all characters. Do not shorten or split the string unless your DNS provider does this automatically.

Common DNS Mistakes (Read Before Submitting)

The most common issues we see during email domain setup are:

  • Truncating the TXT record value
    DKIM TXT records are long by design. The entire value must be copied exactly as provided. Do not shorten, edit, or remove any characters. Partial values will fail verification.
  • Adding records to the wrong domain
    All records must be added to the sending subdomain (for example, send.yourdomain.com), not the root domain.
  • Modifying record names
    Do not remove prefixes like _domainkey or _dmarc. These must match exactly.
  • Creating duplicate or conflicting records
    Multiple SPF or DMARC records on the same subdomain can cause authentication failures.
  • Not allowing time for DNS propagation
    DNS changes can take up to 24 hours to fully propagate. Verification may fail if checked too early.

Tip: Most verification failures are caused by incomplete or edited TXT records. Double-check all values before submitting.

3. In the LeadConnector setup pane

  • Under Sending Domain, pick the domain you just verified
  • For example, send.yourdomain.com
  • This ensures Gmail does not flag DMARC.

⚠️If you only set your email without a sending subdomain, the platform’s return-path will still be a shared domain → alignment fails.

  • Click Save

4. Test & Confirm

  • Send yourself a test email

Notes for clients

  • The DKIM TXT value is long by design. This is normal.
  • Paste the full value exactly as shown in Gemini HQ.
  • Some DNS providers automatically wrap long TXT strings. That’s fine.
  • Do not edit, shorten, or remove characters.
  • DNS changes can take up to 24 hours to verify.

Set Up Your Booking Calendar

If you’d rather set up your own booking calendar instead of having Gemini HQ do it for you, follow these steps:

  1. Open “Calendars”
    In the left menu of that sub-account, click Calendars.
  1. Click “+ New Calendar”
    Give it a name (e.g. “Discovery Call”) and hit Create.
  1. Connect a provider
  • Under Calendar Integrations, click Connect beside Google Calendar (or Outlook).
  • Authorize the platform to access your calendar account.

How to Connect Your Zoom or Google Calendar to GeminiHQ

Google Calendar

Go to Settings inside GeminiHQ.

Click Profile → Integrations.

Select Google and sign in.

Allow permissions

Choose the calendar you want to use.



Zoom

Go to Settings → Integrations in GeminiHQ.

Select Zoom.

Sign in to your Zoom account.


Approve the connect and then your meetings and bookings sync automatically.

  1. Set availability
  • Define your working hours and buffer times.
  • Choose which days and times you want to offer.
  1. Configure booking settings
  • Set your meeting duration (15, 30, 60 minutes).
  • Enable “Allow rescheduling” if you want clients to move slots.
  • Add a confirmation email template.
  1. Save and publish
  1. Click Save. Your new calendar now has a unique booking link.
  1. Embed or share your link
  • Copy the booking link from the calendar settings.
  • Paste it into emails, your website, or funnels.

Add a New Landing Page or Funnel

Access Funnel Builder

Click 'Sites' > 'Funnels'.

Click '+ New Funnel'.

Set Up Your Funnel

Name your funnel (e.g., 'Freebie Opt-In').

Add a step: choose from opt-in, thank you, booking, etc.

Design and Launch

Use the editor to design each page.

Add automations if needed (follow-up emails, etc.).

Click 'Save' and 'Preview' to check your funnel.

Adjust Emails or Texts

1

Go to 'Automation'

Navigate to the automation section in your dashboard

2

Open a workflow to edit

Select the specific workflow containing the messages you want to modify

3

Click a step to change message or timing

Edit the content or adjust when the message will be sent

4

Click 'Publish' when finished

Make your changes live by publishing the updated workflow

Access Your Account

Account Management

Change Your Password

  • Click your profile icon in the bottom left.
  • Select 'Settings'.
  • Click the 'Change Password' tab.
  • Enter your current and new password.
  • Click 'Save'.

Create a Login for Your Virtual Assistant

  • Click 'Settings' from the main menu.
  • Go to 'Team Management' or 'Users'.
  • Click 'Add User'.
  • Enter your VA's name and email.
  • Assign the appropriate permissions (e.g., Funnels, Contacts).
  • Click 'Send Invite'.

Login to Your Platform

  • Open the login link from your welcome email.
  • Enter your email and password.
  • Click 'Sign In' to access your dashboard.

Customize Your AI Assistant

Access AI Settings

Go to 'AI Agents'.

Open AI Configuration

Open the automation labeled 'AI Assistant'.

Modify Responses

Edit the response messages.

Finalize Changes

Click 'Save' and 'Publish'.

Edit Your Digital Assets

Edit Your Funnel

  1. Go to 'Sites' > 'Funnels'.
  1. Select the funnel you want to update.
  1. Click 'Edit Page' next to the step.
  1. Change text, images, or buttons.
  1. Click 'Save' in the top right corner.

Edit a Website or Landing Page

  1. Click 'Sites' in the left menu.
  1. Choose 'Websites' or 'Funnels'.
  1. Click 'Edit Page' on the specific page.
  1. To change text: click the text box and type.
  1. To update images: click image > upload new file.
  1. To change colors: click the section and use the style panel.
  1. Click 'Save' to keep changes.

Update Photos on Website/Landing Pages

  • In the left menu, click Sites then Websites
  • Find the site you want to edit and click Edit
  • In the site builder, hover over the section with the photo
  • Click the image to select it
  • In the right panel, click Replace Image
  • Upload your new photo or choose one from your library
  • Click Save

Edit Contract Template

  1. Go to Payments, then Documents & Contracts section
  1. Navigate to the Templates section to see available contract templates.
  1. Click on the template you want to use.
  1. Select Create Document (or similar action) to generate a new contract for a client using that template.
  1. Fill in any required details, assign recipients, and send the document for review or signature.


Phone System Management

Forward Your Number to Your Mobile

  • Go to 'Phone System' or 'Settings'.
  • Find your business number.
  • Click 'Edit' or 'Settings' for that number.
  • Toggle on call forwarding.
  • Enter your personal mobile number.
  • Save changes.

Send a Pre-recorded Voice Message

  • Go to 'Phone System' > 'Call' or 'Automation'.
  • Choose or create a workflow.
  • Add a new step: 'Voicemail Drop' or 'Call Action'.
  • Upload your MP3 audio file.
  • Select the contact or trigger to send.
  • Publish the workflow.
  • You can also send directly by using 'Contacts' > 'Send Voicemail'.

Launch Payments

Access Payment Settings

Go to 'Payments'.

Create Product

Click 'Products' > Add Product.

Configure Details

Fill in name, price, and details.

Connect to Funnel

Link it to your funnel's order form.

Manage Your Calendar

Access Calendar Settings

Click 'Calendars' in the left menu.

Choose Calendar

Select the calendar to edit.

Edit Settings

Adjust availability and settings.

Finalize Changes

Save your changes.

Lead and Contact Management

Move Leads in Your Pipeline

  • Click 'Opportunities'.
  • Drag and drop leads between columns.
  • Each stage reflects their progress.

Send Direct Messages

  • Click 'Contacts'.
  • Select a contact.
  • Type your message at the bottom.
  • Click 'Send'.

⚠️ What Not to Do in Your Gemini HQ Account

System Structure

  • Don't delete automations or workflows
  • Don't change pipeline stages or funnel structure
  • Don't remove tracking scripts or code snippets

Core Settings

  • Don't edit the AI assistant without guidance
  • Don't toggle off email/SMS settings
  • Don't adjust domain, email, or DNS settings, if you're unsure how to do this correctly

Contacts & Access

  • Don't send emails outside your approved domain
  • Don't invite outside users without consultation. We can help you set the right roles and permissions.

When in doubt, reach out to the Gemini team first here. Changes to your system can have cascading effects that disrupt your entire client journey.

You're Ready to Go

1

Start With Basics

Your Gemini HQ system is built, branded, and waiting for you.

Begin with core features and expand as you grow comfortable.

2

Use What's Built

Leverage pre-configured automations and workflows.

Everything is ready to use right away.

3

Get Support

Reach out whenever you need guidance or have questions.

4

Keep Moving Forward

Build momentum with simple, automated processes.

Welcome to your new Gemini HQ experience!

Need Support?

submit a ticket or support@geminihq.ioB


*This guide is continuously updated as new features and improvements are added to Gemini HQ. Check back any time for the latest.


Last Updated 9/15/25