Glossary

Definitions for the terms, features, and record types you'll come across in Daylite.

A

Account Administrator: An account-level role, separate from the in-app access levels, that controls what a user can do outside the Daylite app — managing billing and invoices, adding or removing users, cloning or deleting the database, and exporting the full database. The first user on the account is the Account Administrator by default. Changing it requires the current Account Administrator to contact Customer Support.

Action Bar: An inline control in Mail in Daylite that turns an email into a task, meeting, opportunity, or project in one click.

Activity Sets: Reusable workflow templates that automatically create a set of tasks and meetings with calculated due dates. Often paired with Pipelines to pre-fill follow-up work.

Activity View: A timeline on a contact, company, opportunity, or project showing every linked email, meeting, note, task, opportunity, and project in one place.

Administrator: An in-app access level for trusted team members such as managers or IT staff. Administrators can change all Daylite settings and configure access levels for other users, but they can't bypass record-level permissions or manage account-level settings. See User access levels.

Appointment: A scheduled meeting or event on your calendar.

C

Categories: Tags used to segment contacts, opportunities, projects, and other records. Often used alongside Keywords.

Company: A record representing an organisation, business, association, or group.

Custom Fields: User-defined fields you can add to any record type to capture information Daylite doesn't track by default.

D

Daylite Cloud: The sync service that keeps your Daylite data in step across Mac, iPhone, and iPad.

Daylite Mail Assistant: A plug-in for Apple Mail that lets you link emails to Daylite records from inside Apple Mail. It includes Smart Linking, but not the Action Bar, Priority Inbox, or Smart Suggestions. See also Mail in Daylite.

E

Email: A message sent or received through an email account.

Estimates: Built-in quoting that fills in automatically from Opportunity data, with line items drawn from your saved Products and Services.

F

Favourite Bar: A customisable bar for pinning the Smart Lists, views, and records you use most.

Form: A structured data-capture record you can link to a contact, opportunity, or project.

G

Group: A collection of people, companies, projects, or opportunities that you assemble by hand.

Growth: A Daylite plan designed for up to 20 users and 25,000 contacts, with standard support and onboarding.

H

Home View: A dashboard showing today's priorities, overdue items, and upcoming work.

I

Insight View: A dashboard showing activity trends, project progress, and sales performance.

K

Keywords: Tags used to segment records, often alongside Categories.

L

Leap: A Daylite plan for a single user and 500 contacts, with email support.

Limited Access: An in-app access level for users who should only work with records they own or are assigned — useful for contractors, temporary staff, or sensitive data. See User access levels.

Linking: A relationship between two records. Linking allows one record to be connected to many other records, and each of those records can also be connected to many others. See Productivity Pyramid.

M

Mail in Daylite: Daylite's built-in email module, available on Mac, iPhone, and iPad. It's home to the Action Bar, Priority Inbox, Smart Suggestions, and Smart Linking.

N

Normal Access: The default in-app access level for new users. Normal users view and edit records according to their permissions and manage their own personal settings. See User access levels.

Note: A freeform text record you can link to any other record.

O

Objectives: Daylite's collective term for Opportunities and Projects. You'll see it in the app wherever both are shown together.

Opportunities Board: A visual kanban pipeline for sales, showing Opportunity cards by stage with probability and forecast date.

Opportunity: A record that tracks a potential piece of new business as it moves through a pipeline.

Opportunity State: The status field on an Opportunity. Values are Open (active), Won, Lost, Abandoned (no longer pursued), and Suspended (paused).

P

Permissions: Settings that control the specific actions a user can take on individual records — viewing, editing, or deleting them. Permissions differ from access levels, which set a user's overall scope of access. They're fine-tuned under Advanced Access in Users & Teams.

Person: A record representing an individual contact — a client, lead, colleague, or supplier.

Pipelines: Customisable stage sequences used by both the Opportunities Board and Projects Board.

Priority Inbox: A feature in Mail in Daylite that highlights emails from clients, prospects, and team members so they don't get buried.

Private record: A record marked Private so it's hidden from other users, including Administrators. Only the record's owner and a Superuser with Superuser Access enabled can view it. See Permissions.

Productivity Pyramid: Daylite's three-layer model for organising data: Things (tasks, appointments, notes, emails, forms, files), Contacts (people and companies), and Objectives (opportunities and projects).

Products and Services: A saved catalogue of items with preset pricing, used to build Estimates.

Project: A record that tracks a body of work being delivered, for a client or internally.

Project Status: The status field on a Project. Values are New, In Progress, Done, and Cancelled.

Projects Board: A visual kanban pipeline for project delivery.

R

Record: An item stored in Daylite, such as a person, company, opportunity, project, task, appointment, note, or email. Records can be linked to one another to keep related information and activity together.

Record-level permissions: See Permissions.

Relationship: A label that describes the connection between two People or two Companies — for example "referred by" or "parent company of." Relationships are bidirectional and set in Settings > Roles & Relationships.

Role: A label that describes the function a Person or Company plays in a specific Opportunity, Project, or Company link — for example "Decision Maker." A Role belongs to the link, not to the record, and isn't the same as a job title.

S

Scale: A Daylite plan designed for up to 100 users and 250,000 contacts, with premium support and onboarding.

Smart Linking: A feature in Mail in Daylite and the Daylite Mail Assistant that automatically links an email to the right Person, Company, Opportunity, or Project. When a record has several active opportunities or projects, only the active ones are shown.

Smart Lists: Saved, dynamic searches that update themselves as your data changes. Because Daylite is relational, they can surface linked-record activity — including its absence — so they work as live to-do lists rather than static reports.

Smart Suggestions: A feature in Mail in Daylite that surfaces related contacts, opportunities, and projects while you read an email. Also called Business Suggestions.

Subtask: A step nested inside a larger "parent" task, used to break a single to-do into smaller steps you can check off in one place. For repeatable, team-wide processes, use an Activity Set or Pipeline instead, since subtasks can't repeat or be added to either.

Superuser: The highest in-app access level, able to bypass record permissions to view and edit every record, change all settings, and set access levels for all users — including making others Superusers. The first user on an account is a Superuser by default. You can have more than one, but because Superusers can override every restriction it's best to keep the number to a minimum, reserving it for roles that genuinely need it such as the business owner or head of IT. See User access levels and Superuser Access.

Superuser Access: The temporary mode a Superuser must switch on to bypass record permissions and see every record (Daylite > Superuser Access > Enable). It turns off each time Daylite is quit.

T

Task: A to-do item, which you can optionally delegate to another user.

U

User access levels: The four in-app levels that set a user's overall scope of access, from highest to lowest:

• Superuser — bypass permissions, full settings, manage all users
• Administrator — full settings and user management, but still bound by record permissions
• Normal Access — the default; view and edit according to permissions
• Limited Access — own and assigned records only

Access levels differ from permissions, which control the specific actions allowed on individual records. Account-wide abilities such as billing and user management sit outside these levels, under the Account Administrator role. See Account Administrator.

W

Worklist: A way to flag tasks for priority attention, shown on the Home View and Sidebar regardless of their due date.