// CYNDRA_ONBOARDING / 01_PRE_CALL
Pre-call setup checklist
Welcome to Cyndra. A few things to download and set up before your 90-minute onboarding call. Tap any section to expand it. Should take ~15 minutes end to end. If something looks confusing, skip it — we'll handle it live on the call.
The 4-step checklist
Do these four things before the call. None of them require any technical skill — you just download a few apps and click through Apple's onboarding screens. If you get stuck anywhere, screenshot it and we'll handle it on the call.
1. Set up the Mac mini
- Plug in power, connect a monitor, keyboard, and mouse, then turn it on.
- Click through the macOS welcome screens. Pick your country, wifi network, and keyboard.
- When it asks for an Apple ID, create a fresh one for this Mac (easiest) — or click Set Up Later if you'd rather skip. If signing in throws any error, just skip it. Doesn't affect anything.
- When it asks you to create a Mac user account, pick a password you're OK sharing with us (we'll need it during setup). Write it down — it's separate from your Apple ID password.
- Skip every other step (Siri, Touch ID, analytics, screen time, etc). You can always set them up later.
2. Install Zoom (so we can drive your screen during setup)
- Download Zoom for Mac: zoom.us/download?os=mac
- Open Zoom once, then close it.
- Open System Settings → Privacy & Security → Accessibility and toggle Zoom on.
- Same place: Privacy & Security → Screen & System Audio Recording → toggle Zoom on.
- If Zoom doesn't appear in either list, click the + button and pick Zoom from your Applications folder.
Why this matters: without these two permissions, we can't remote-control your Mac during the call, and the install becomes a 3-hour back-and-forth instead of 90 minutes. Get these toggled before we hop on.
3. Get Telegram on your phone and your Mac
- Phone first: install Telegram from the App Store (iPhone) or Play Store (Android). Sign up with your phone number.
- Mac: download macos.telegram.org, open it, scan the QR code with your phone (Phone → Settings → Devices → Link Desktop Device).
- Set a Telegram username on your phone (Settings → tap your name → Username). Pick anything — makes it easier for us to add you to a group.
Telegram is how you'll talk to your agent. More detail in the Telegram setup (in detail) section below if you hit any snags.
4. Hold off on the AI subscription
Mac mini onboarding gotchas
If you've never set up a Mac before, this is where 90% of pre-call confusion lives. None of it is hard — just non-obvious. Here's the cheat sheet.
The two passwords problem
During onboarding the Mac will ask you to set two separate passwords:
- Apple ID password — your iCloud login. If you create a new Apple ID for this Mac, write it down. If you skip Apple ID, you don't have one.
- Mac user account password — the password you type to log into the Mac itself, install software, and approve system changes. This is the one we need for setup.
These can be different. They probably should be. Write both down somewhere safe before you finish onboarding.
If Apple ID throws an error
- Just click Set Up Later or Skip. You don't need Apple ID for the agent to work.
- Common error: "This Apple ID has not yet been used in iTunes" — bypassed by skipping.
- If you really want one, you can create a fresh Apple ID later from System Settings → Apple ID → Create.
If you get locked out / forget your password
- Type the wrong password 3 times in a row at the login screen. macOS will offer a reset link.
- If you signed in with Apple ID, you can reset via Apple ID recovery there.
- If that doesn't work: shut down. Hold the power button until you see Loading startup options. Click Options → Continue → Utilities → Terminal. Type resetpassword and press return. Follow the prompts.
- Or just tell us on the call and we'll walk you through it live in 5 minutes.
The other gotchas
- macOS asks you to enable FileVault. Skip it for now — we'll set it up properly after install.
- Don't enable iCloud Drive sync. Keeps the agent's files local and predictable.
- Don't migrate from another Mac during setup. Start fresh.
- If the Mac is brand new, run Software Update before our call (System Settings → General → Software Update). Saves us 10 minutes.
Zoom permissions (in detail)
Zoom is how we control your Mac during the 90-minute call. macOS guards these permissions tightly, so they need to be on before we connect. Five minutes of clicking now saves an hour of debugging on the call.
Walk-through
- Download Zoom: zoom.us/download?os=mac (the regular Zoom client, not the Outlook plugin or anything else).
- Drag Zoom into your Applications folder, open it once, then quit it (CMD-Q).
- Open System Settings (gear icon in Dock, or Apple menu → System Settings).
- Click Privacy & Security in the sidebar.
- Click Accessibility. Find zoom.us in the list and toggle it on. macOS will ask for your Mac password to confirm.
- Go back. Click Screen & System Audio Recording. Find zoom.us and toggle it on. Approve with your password again.
If Zoom doesn't appear in either list
- Click the + (plus) button at the bottom of the list.
- Navigate to Applications → zoom.us.app and click Open.
- Toggle it on.
During the call you'll also approve
A "Remote Control" request from us, in Zoom. You'll see a popup asking for permission. Click Approve. We can only control your screen while that permission is active — close Zoom and we're out instantly.
Telegram setup (in detail)
You'll talk to your agent through Telegram. Get it on both your phone and your Mac — phone first, then desktop pairs to it via QR code.
On your phone
- Install Telegram from the App Store (iPhone) or Play Store (Android).
- Open it and sign up using your personal phone number. Telegram texts you a code — enter it to log in.
- Set a username (Settings → tap your name → Username → pick anything available). Makes it easier for us to add you to groups later.
On your Mac
- Download the Mac app: telegram.org/dl/macos
- Open it. You'll see a QR code on screen.
- On your phone, open Telegram → Settings → Devices → Link Desktop Device.
- Point your phone camera at the QR code on your Mac. Hold steady — it pairs instantly.
- Same chats, both places. Done.
If the QR code won't scan
- Make sure your phone has Telegram updated to the latest version.
- Check that you've gone to Devices, not Privacy or Notifications.
- Move your phone closer or further — focus is the usual culprit.
- Last resort: on the Mac, click "or log in using your phone number" under the QR code. Telegram texts a code to your phone. Enter it.
Device buying guide (if you haven't bought yet)
Your agent needs to live somewhere — a small computer at home or at the office that stays on 24/7. We've tested every option. The answer is the base Mac mini. One config, no upgrades, no thinking required.
Buy this exact model
Alternatives that work just as well:
- Refurbished Mac mini, 2023 or newer (M2 / M3 / M4) — same machine, full warranty, usually 15–25% off.
- If Mac minis are out of stock, a Mac Neo will run the agent fine.
Upgrading RAM (24GB / 32GB) is optional. If you want to spend a bit more for headroom you can, but you genuinely don't need it at our scale.
Why a Mac mini (and not a Windows or Linux box)
- Runs silent and idles at 4 watts — fine to leave on 24/7, won't spike your power bill.
- No screen, keyboard, or mouse needed once it's set up. Tucks behind a router or under a desk.
- macOS handles every tool we install — Claude/OpenAI, Docker, Telegram, browser automation. Linux works but adds setup time. Windows is a pain for the AI tooling we use.
- Apple silicon is fast enough that the agent never lags, even when running multiple tasks at once.
Where to buy
- Apple — apple.com or any Apple Store. Cleanest box, fastest support, easy returns.
- Amazon — usually $20–50 cheaper. Same machine, same warranty. Totally fine.
- Best Buy — in-stock pickup if you need it today. Same price as Apple.
- Apple Refurbished — 15% off, indistinguishable from new, full warranty. Any refurbished Mac mini from 2023 or newer (M2 / M3 / M4) works. Available on apple.com/shop/refurbished and on Amazon. Solid choice if available in your size.
Do NOT upgrade these
- Storage. 256GB is plenty. Agents don't store much locally. Skip the SSD upgrade and save $200.
- RAM. 16GB is more than enough at our scale. You can upgrade if you feel like spending the money, but there is really no need.
- 10-gigabit ethernet. Standard ethernet is fine. Don't pay for it.
- The Pro chip. Don't buy a Mac mini Pro. Base M4 is the play.
Optional accessories
- UPS / battery backup ($60–120) — keeps the Mac running through brief power blips so the agent doesn't drop offline. Worth it if your area has flaky power.
- Ethernet cable — more reliable than wifi. Not required, but nice if your router is close.
- Monitor + keyboard + mouse for setup day. You only need them on setup day — after that the Mac runs headless and you won't touch it. If you already have these around the house, use what you have. The keyboard and mouse just need to connect via USB-C or Bluetooth. If yours are old USB-A, grab a cheap USB-C to USB adapter. If you need to buy fresh, the Amazon Basics Pro keyboard + mouse combo is a solid pick.
Why we don't recommend Windows or Linux
- Windows: most of the AI dev tooling we use was built Mac-first. Setup takes 2–3x longer and we hit weird permission issues.
- Linux: works great if you're already a Linux user, but if we have to teach you the basics live on a setup call, it eats our time and yours.
- Old laptop you have lying around: tempting, but laptops aren't built to run pinned at 100% for years. The Mac mini just works.
Before our call, have it ready like this
- Powered on and plugged into power.
- Signed in with an Apple ID (or skipped — either works).
- Connected to wifi or ethernet.
- macOS updated to the latest version.
- A user password you're OK sharing with us (we'll need it to install things).
FAQ
Real questions from real setup calls. If you've got one we missed, ask us — we'll add it.
Do I need to keep the Mac mini on all the time?
Yes. The agent only works while the Mac is awake. We configure it to never sleep, never auto-shutdown, and to restart automatically if power blips. You can ignore the machine after we set it up — it just runs in the background.
What if I close my laptop or travel?
If you're using a Mac mini at home, this doesn't apply — you leave it powered on and go. If we set up your agent on a MacBook, you can close the lid and travel; when you reopen it on wifi, the agent resumes automatically. If you fully shut down, just power back on and it picks up where it left off.
Where does my data live? Is it private?
Your agent runs on your own Mac, in your own house. Conversations and files stay local. The only thing that goes out is the messages you send to the AI model (Claude or OpenAI), which is the same as you using Claude.ai or ChatGPT directly. We don't have a server collecting your data.
Can I add WhatsApp later? Or email, calendar, anything else?
Totally. We start with Telegram because it is the most reliable. Once you are comfortable, message us and we will add WhatsApp, Gmail, Outlook, calendar, Drive, your CRM — whatever you use. Things we have already wired up for clients: HubSpot, Monday.com, Notion, Slack, Beehiiv, Metricool, Google Photos, QuickBooks (slower — needs vendor approval), and most platforms with a public API. Each integration is a one-time setup.
How do I change my agent's name or personality?
Just tell it. "From now on your name is Dorothy and you're more sarcastic" — it'll update its own config. For deeper personality changes, we'll edit a personality file together. Most clients tweak this in the first week.
What language model does it use? Do I need a Claude or OpenAI account?
It runs on either Claude (Anthropic) or GPT (OpenAI), depending on your use case. We pick the right one with you on the kickoff call so you don't end up paying for the wrong plan. Both run ~$200/month for the heavy-use plan. Don't subscribe before the call.
What happens during updates?
We push improvements to the agent platform every few days. Updates apply automatically and don't interrupt anything — your skills, memories, and integrations all carry forward. If something breaks, we see it on our end and fix it before you notice.
How do I see what the agent has been doing?
Everything happens in your Telegram chat — every message it sends, every action it takes, you see it. We also keep daily summaries you can scroll back through. Nothing is hidden.
What if I want to pause it or stop it?
Just tell it to stand down, or close Telegram. The agent only acts when you message it (or on schedules you set). No background activity unless you asked for it. To fully shut down, power off the Mac.
What if my internet goes out?
The agent goes quiet until your wifi comes back, then resumes automatically. Any messages you send while it's offline arrive once it reconnects. No lost work.
Can I run multiple agents on the same Mac?
Yes — one Mac mini can host several agents (one per project, one for personal vs work, etc.). Most clients start with one and add more as they get the hang of it.
How do I give it access to a specific project folder?
Tell us which folder and we'll mount it for the agent. From then on it can read, write, and run scripts in that folder — but only that folder. Same pattern works for repos, shared drives, anything on the machine.
How does it handle money / can it spend on my behalf?
Don't give it your real credit card. We set you up with a virtual card (via Stripe or similar) with a fixed spending limit — $500, $1,000, whatever you want. The agent can pay for things up to that cap, and if something goes weird, you cap the damage.
What should I have it do first?
Start with the most annoying part of your day. Inbox triage, scheduling, finding stuff in old emails. Once you see it work on the small stuff, you'll get ideas for bigger things. Push it — if it says it can't, push back. It usually can.
What if it makes a mistake?
Tell it. "That was wrong, here's what I actually wanted" — it'll log the correction and not repeat the mistake. We also do a nightly self-review where it learns from the day's conversations. The agent gets smarter the more you use it.
Can my agent have its own email address?
Yes, and we recommend it. We will spin up a fresh Gmail for your agent (something like sarahbot1313@gmail.com). That lets it send calendar invites and outreach without using your personal email. You stay in control of approvals.
Can my agent send emails without my approval?
No. By default it always asks before sending. The rule is baked in — people have tried tricking it (fake selfies, fake messages saying "I created you", etc.) and it refuses every time. Once it knows your style you can give blanket approval to specific contacts or threads if you want.
What if my work email is locked down by IT?
Skip it for now. Use your personal Gmail to start. Once your agent is running and your IT team understands what we are doing, we will loop them in for the work email integration.
Can my agent connect to my CRM, brokerage, or other software?
Most likely yes. If your software has an API (most modern tools do), your agent can read from it and act on it. Just tell it the platform name — it will investigate the API and wire it up. No engineer required.
What if my agent throws an error or something breaks?
Screenshot it and drop it into your Telegram chat. Most of the time your agent will debug itself and tell you what to do. If it cannot, ping us — we usually fix things in minutes, not days.
Should I start small or go all-in on day one?
Start small. Week 1 should be basic email + calendar so your agent learns your workflow, voice, and the people in your life. Once it has that foundation, the bigger integrations (CRM, brokerage, dashboards, outbound) plug in fast.
Can I let you remote-control my Mac mini during setup?
Yes — that is exactly how setup works. We use Zoom remote control. You approve a request on your screen, we drive briefly to install and configure, you watch the whole time. After setup we never need to log in again unless something breaks.
What if my agent is slow or stops responding?
Tell it. Just message it in Telegram and say it feels slow or stuck. It will check its own status and either fix itself or escalate to us. Performance hiccups usually trace back to a queued task or a stale process — both are quick to clear.
What if I get locked out of my Mac mini during setup?
This trips up a lot of first-time Mac users. The Mac mini sometimes asks for a login password that is separate from your iCloud password. If you cannot remember setting one, enter the wrong password 3 times to trigger a reset prompt. From there you can use Apple ID recovery or restart in macOS Recovery mode (hold the power button while booting). If you are stuck, just tell us on the call and we will guide you through it live.
Should I use my personal Claude/OpenAI account or my company/org account?
Personal account, tied to whichever email you want to use long-term. Company/org accounts often have admin restrictions that block the agent from working properly. If your company has an enterprise deployment, keep using that for company tasks separately, but the agent itself runs on a personal plan.
Do I need an iCloud account during Mac mini setup?
No, it is optional. If macOS asks you to sign in to iCloud, you can either create a fresh one for this Mac (easiest) or skip it. If you hit an error trying to sign in, just continue without it — does not affect anything we do.
How is this different from Claude's regular app or ChatGPT?
Three big differences: (1) you talk to it through Telegram from anywhere, not just at your desk, (2) it can run scheduled tasks while you sleep — daily reports, automated outreach, monitoring, etc., (3) it has persistent memory and files saved locally, so it actually learns your business over time. Claude or ChatGPT on their own are great chat tools. This is a 24/7 employee.
Will my agent know my Claude or ChatGPT history?
Not automatically — it starts blank. If you want it to inherit your old chat knowledge, you can export your data from Claude or ChatGPT and we'll feed it to your agent so it absorbs everything you have already built. Most clients skip this and just let the agent learn fresh.
Can I give different access levels to different team members?
Right now everyone you add gets the same level of access (the same as you). Permission granularity per user — e.g. your assistant can use email but not your brokerage — is on the roadmap. If you need partial access for a teammate today, easiest workaround is a separate dedicated agent for them with only the tools they need.
What is a "skill file"?
A plain-text SOP that teaches your agent how to perform a specific task in your style — newsletter writing, weekly reports, customer outreach, anything. We help you build them on calls; over time you accumulate a library of skills and your agent gets sharper at every task it has done before.
// NEXT
Next up: what happens on the call
Got the four boxes ticked? Read what we'll do together during the 90-minute Zoom. So you know exactly what to expect.
02 — Day of the call