Apps

An app is a small interactive tool Swan builds for you: a pipeline review, a queue of accounts to work, a chart of this quarter’s meetings, a demo-request form. You describe what you want in chat, Swan writes and checks it, and the app opens full-page in Apps. Apps load your data live every time they open, so they don’t go stale the way a report does.

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Building and changing an app

There’s no “new app” button — you ask Swan in chat. (“A table of open deals by stage and owner, flagging deals past their close date.”) On an empty Apps page, Ask Swan starts a chat where Swan explains apps and suggests a few it could build from your CRM and workspace data. When you ask for an app, Swan:

1. Says in a sentence or two what it will build and what it assumed (which data, who it’s for). It asks a few short questions only when your request could mean quite different apps.
2. Builds the app and checks it. When it can, Swan also opens the app in its own browser and fixes failed data loads, crashes, and layout problems before handing it over.
3. Gives it a card for the Apps page: a title, a one-sentence description, and a preview screenshot.
4. Replies with a chip you can click to open the app.

To change an app, open it and chat with Swan beside it — the chat knows which app you’re looking at. To point at a specific part, use the Select an element to discuss button in the app’s toolbar and click the element; it’s added to your message. Swan keeps the app’s existing features and adds new ones only when you ask. Renaming or deleting an app is also done by asking Swan. Apps are built from Swan’s own component kit — tables, charts, filters, kanban boards, forms, an email composer — so they look like the rest of Swan and work in light and dark mode and on phone-sized screens.

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Personal and org apps

Every app is either personal (only you see it) or an org app (everyone in your organization sees it). Tell Swan who the app is for; it asks when that’s unclear. In the app’s header, an icon shows “Your personal app” or “Shared across your organization.” To share a personal app with your team, ask Swan to move it to the org — or copy it, to keep your personal version too. Swan confirms before making it org-wide, and won’t overwrite an existing org app with the same name unless you say so. The Apps page itself only moves apps within the same scope.

• Personal apps are private. Nobody else sees them in Apps — not even Admins.
• Org apps follow workspace permissions. By default, Admins and Members can create, change, move, and delete org apps. Viewers can open apps but can’t chat with Swan, so they can’t build or change them. See roles and permissions.
• Triggers act as their owner. A trigger run that builds or updates apps can change its owner’s personal apps, and org apps only when the owner is allowed to.

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When edits go live

Swan saves each change right away, but people only see it once the app is rebuilt, and that happens when Swan finishes its turn (or pauses to wait for your approval). Changes made mid-turn don’t show yet. If you have the app open while Swan edits it, the app reloads by itself when Swan finishes. Otherwise use Reload app in the toolbar, or open it again. There are no drafts or version history — each successful rebuild replaces what everyone sees, including on a public link.

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When a build fails

A failed build never takes a working app down. Everyone keeps getting the last version that built successfully, and the broken changes stay saved so they can be fixed. Swan checks every change as it makes it and fixes build errors before finishing, usually without mentioning them. If a change you asked for isn’t showing up, ask Swan to check — it can see the errors. A brand-new app has no earlier version to fall back on. Until its first successful build, it shows “This app has no successful build yet. Finish editing it to build the app.”, and its public link doesn’t work yet. When an app errors while you’re using it, a banner appears over it: This app hit an error, with the error message and a Fix with Swan button. That sends the error to Swan in the chat beside the app so it can find and fix the cause. Other messages you may see when opening an app:

• “The app didn’t load” — it couldn’t be reached or didn’t become ready within 20 seconds. Use Try again.
• “App unavailable” — it was moved or deleted, or you no longer have access.

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Finding and organizing apps

The Apps page has two views:

• Gallery — cards with each app’s preview, title, description, and who last updated it. Apps are grouped into Personal, then Organization, then by folder, with starred apps first and then the most recently updated.
• Folders — a tree you can reorganize: drag and drop, Move to…, rename a folder (pencil icon or F2), or New folder to create one and pick what goes in it. Every move shows an Undo.

Use the filter box to search apps and folders by name, description, or folder. How folders work:

• A folder is just a group. It exists while it holds apps and disappears when it’s empty. Folders can contain folders (sales/emea).
• An app can’t sit inside another app. Apps go side by side in plain folders. Swan rejects any change that would put an app inside another app’s folder, and the Apps page doesn’t offer it as a destination.
• Org folders are shared. Reorganizing the org’s folders changes the Apps page for everyone in the organization.
• Moves keep everything attached. A moved app keeps its stars and its public link, and keeps working without a rebuild.

Swan files new apps into an existing folder when one fits and won’t create a folder for a single app. Once you have around 15 apps outside any folder, it suggests a set of folders and moves apps only after you agree.

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Starring apps

Star an app (Add to sidebar in the app’s toolbar, or the star on its card) to pin it under Pinned in your sidebar and sort it first on the Apps page. Stars are personal — starring an org app doesn’t pin it for anyone else. You can star up to 30 apps.

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What apps can do with your data

Apps read and act through the same connected tools Swan uses, as the person using the app. An app only reaches the integrations and records that person can, so two people opening the same app can see different data.

• Reads are live. Every open loads current data from your Swan records, CRM, and connected integrations. While the app stays open, a view you go back to shows what it loaded last time right away and refreshes it in the background. A view that stays on screen doesn’t update by itself; the app’s refresh or reopening the app picks up changes made elsewhere. A single read loads at most 10 pages, so a total computed from a very long list can cover only part of it — Swan points this out when it applies.
• Actions run immediately. A button in an app (send an email, update a record) runs the moment you click it, with no confirmation prompt — even for tools set to always ask in chat. See chat and approvals.
• Some tools are off limits. Apps can’t run paid data lookups (enrichment, people and company search) or tools that need an alert-level confirmation in chat.
• No credits. Reads and actions from apps don’t spend credits.
• Ask Swan buttons in an app send a prepared message to a Swan chat beside the app, for follow-up analysis. They never take an action themselves.

An organization’s apps share a limit of 250 tool calls per minute. Apps can’t reach the internet on their own — no outside images, scripts, or API calls; everything goes through Swan. Company logos are the one exception. Links in an app open in a new tab.

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Publishing an app

Any app, personal or org, can be published to a public link that anyone can open without signing in. Click Publish in the app’s toolbar and then Publish app, or ask Swan (it asks you to confirm first). The link is unlisted: an unguessable address that isn’t listed anywhere. The Publish and share dialog then shows the public link, who published it, and embed code. A published page has no Swan session behind it, so it works differently:

• No live data or actions. It can’t read your records or CRM or run tools. Everything it shows has to be built into the app, or typed in by the visitor. Ask Swan to prepare the app for publishing so its public view stands on its own.
• Treat everything in it as public. Anyone with the link can read what’s built into the app. Swan won’t put secrets or non-public data into an app meant for publishing.
• Ask Swan buttons do nothing, and light or dark mode follows the visitor’s browser.

Keeping it current. A public page only shows the data built into it, so numbers go stale. For a page that should stay current — a weekly results page, a customer-facing report — Swan can set up a schedule trigger that refreshes the app’s data. Each refresh goes live when its run finishes. Embedding. Use Copy embed code in the publish dialog to put the app on your website in an iframe. The snippet sets a height of 640px — change it to fit your page, since the frame doesn’t resize itself. Add color-scheme: dark; to its style to force dark mode. Unpublishing. Open the publish dialog and unpublish (or ask Swan). The public link and any form on it stop working immediately.

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Collecting form submissions

A published app can include a form — demo requests, lead capture, waitlists, feedback — where each submission starts a Swan run. Ask Swan for one and it sets up:

1. A Form Submission trigger whose instructions say which fields to expect and what to do with each submission (research the company, draft a reply, post to Slack). The trigger has no other settings. Visitor-typed values reach the run as untrusted data, never as instructions.
2. The form in the app. Inside Swan the form is a marked preview that sends nothing — only the published page submits for real.
3. The public link. Send a test submission, then check the trigger’s run history; each run’s details show a Submitted fields table.

Each accepted submission is a trigger run and is billed like one. On v1 pricing (per-action credits) it costs 1 credit plus whatever the run does; on v2 pricing (data and intelligence credits) there’s no per-submission fee and the run pays for the credits it uses. See credits. Submissions are rate limited: 20 per minute per visitor, and 120 per minute and 1,000 per day per trigger. A form that resends after a network error isn’t counted twice. To pause submissions without unpublishing the app, disable the trigger.

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Limits

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Common questions

Why don’t I see Apps in my sidebar? Apps are only on Swan v2, the new version of Swan. If your organization joined before October 10, 2026, email hello@getswan.com to have them turned on. I asked Swan to change my app, but it still looks the same. Why? Changes go live when Swan finishes its turn. If the app wasn’t open in that chat, click Reload app. If it still hasn’t changed, the new version probably failed to build and the app is showing the last working one — ask Swan to check. Why does my app say “This app has no successful build yet”? It’s a new app that has never built successfully, so there’s nothing to show yet. Ask Swan to finish or fix it. Can my teammates see my apps? Not your personal ones. Ask Swan to move or copy an app to the org to share it with everyone. Can I share an app with just one teammate? No. An app is either personal or visible to the whole organization. Outside the organization, the option is a public link. Can I put one app inside another app’s folder? No. Put both apps side by side in a plain folder instead. If I reorganize the org’s folders, does everyone see it? Yes. Org folders are shared, so moves and renames change the Apps page for the whole organization. Does a public link show the latest version of my app? It shows the latest successful build, the same version people see inside Swan. Will my published app show live CRM data? No. A public page can’t read your data. To keep it current, have Swan refresh the data built into it on a schedule. Does clicking a button in an app ask me to confirm first? No. App actions run immediately, so keep them to things you’re comfortable doing in one click. Do apps use credits? Opening apps and using their buttons doesn’t. Form submissions on a published app do, because each one starts a trigger run.