Set Up a Shared PC

This guide explains how to configure the Tomato.ai PC App so that multiple agents (e.g. Jacob and Angel) can use the same computer with their own unique profiles.

Before You Start

Prerequisites:

• Installer: Get familiar with the installation instructions, including downloading the installer.
• Permissions: You must have Administrator rights to install software and access the C:\ProgramData hidden folder.
• Hardware: Ensure you have an active Ethernet internet connection and wired headphones plugged in (required for the mic check).

Important Notes:

• Close other apps: Specifically those that use the microphone (Zoom, Teams, etc.) before running the onboarding mic check.
• Security Warnings: If your Antivirus or Windows SmartScreen appears, please approve the installer.

🛠️ Step-by-Step Configuration per User

1. Install and Onboard
   • Run the installer.
   • Complete the full onboarding process, including the microphone check.

2. Quit the App Completely

   Crucial Step: Right-click the Tomato.ai icon in the System Tray (bottom right corner of your screen, near the clock) and select Quit.

   Note: The app must not be running while you copy files.

3. Locate the Source Data Folder
   • Open File Explorer.
   • Navigate to C:\ProgramData.
   • Tip: If you cannot see this folder, type C:\ProgramData directly into the address bar at the top of the window and press Enter.
   • Locate the folder named Tomato.ai.
4. Create the New Agent Folder
   • Open a new File Explorer window and go to C:\ (This PC → Local Disk C:).
   • Right-click an empty area and select New → Folder.
   • Name this folder with the specific agent’s name (e.g., Jacob).
   • Your path should look like: C:\Jacob
5. Copy the App Files
   • Go back to your C:\ProgramData window.
   • Right-click the Tomato.ai folder and select Copy.
   • Go to the new agent folder you created (C:\Jacob).
   • Paste the folder here.
   • Verify: You should now see C:\Jacob\Tomato.ai\…
6. Remove Existing Embedding Files

   ⚠️ Important: This step ensures the new agent starts with a fresh profile.

   • Open C:\Jacob\Tomato.ai.
   • Look for two files that start with the word embedding.
   • Select both of them and Delete them.
7. Create and Rename the Shortcut
   • Inside C:\Jacob\Tomato.ai, find the file named tomato_ai_app.exe.
   • Right-click the file → Show more options → Send to → Desktop (create shortcut).
   • Go to your Desktop and find the new shortcut. It should have a name like tomato_ai_app.exe – Shortcut.
   • Right-click the shortcut → Rename.
   • Name it after the agent (e.g., Jacob).
8. Verify the Setup
   • Double-click the new Jacob desktop shortcut.
   • Confirm that the app opens and presents the onboarding screen (setup mode).

❓ Troubleshooting

Issue	Solution
Access Denied	If you cannot open C:\ProgramData, try running File Explorer as Administrator or contact your IT department.
SmartScreen Block	If Windows blocks the app, right-click the file → Properties → check Unblock (if available), then run as Administrator.
Deleted Wrong File?	Check your Recycle Bin to restore accidental deletions (unless you have already emptied it).