Admin Quick Start

This guide walks you through setting up Arketic for your organization, in the order that works best. Each step points to the exact place in the menu where you'll find it.

:::info Where things live The left sidebar groups admin tools into three sections: WorkSpace, Platform, and Organization. Throughout this guide, a path like Organization → Users means "open the Organization section, then click Users." :::

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Step 1: Set up your departments

Before you add people, build your organization structure. Departments decide how documents, tasks, and assistant access are scoped later, so it's worth getting right first.

1. Go to Organization → Departments.
2. Create your top-level departments (for example: IT, HR, Marketing, Finance).
3. Add sub-departments where you need them (for example: IT → Frontend Team).
4. Assign a manager to each department.

tip

Mirror your real company structure. A member you set as a department's manager gets extra tools for their area, so choose managers deliberately.

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Step 2: Add your users

Now invite your team members.

1. Go to Organization → Users.
2. Click Invite User.
3. Fill in the form:

Field	Required	Notes
Full Name	Yes	One single name field (for example, "John Doe")
Email Address	Yes	The address the person will log in with
Department	No	Assign the person to a department (and sub-department or teams if those exist)
Role	Yes	Choose one of the four roles below

4. Pick a role:

Role	What it can do
Member	Can access assigned assistants and documents
Executive	Full access to all features and analytics
Admin	Can manage users, the Knowledge Base, and assistant permissions
Restricted	No default access — you grant it later through custom roles

5. Click Create User. A dialog shows a 6-digit Activation code for that person.
6. Pass the code on to the person, then click Done. They enter it under Forgot your password? on the sign-in screen and choose their own password.

caution

You don't set a password for anyone. The activation code is shown once — pass it on before you close the dialog. If a code is lost, you can issue a new one from the person's detail panel. See User Management.

tip

Start with only a few admins. You can promote someone later — but too many admins leads to conflicting settings. There is no separate "Manager" role: a manager is simply a member you assign to lead a department in Step 1.

For everything you can do on this screen — filtering, editing, deactivating, and removing people — see User Management. For what each role unlocks, see Roles & Permissions.

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Step 3: Upload your Knowledge Base

Give your assistants something to work with by uploading your company documents. Assistants can only answer from documents you've added.

1. Go to Platform → Knowledge Base.
2. Upload your most important documents first.
3. Set the right access level on each document so the correct people can see it.

A good order to upload in:

Priority	Documents	Suggested access level
First	Company handbook, HR policies	Organization
Second	Department-specific procedures	Department
Third	Training materials	Organization
Fourth	Templates and forms	Organization

info

The more relevant documents you add, the more useful your assistants become. The access level travels with each document and controls who can see it everywhere in Arketic.

See Uploading Documents and Access Levels for the full details.

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Step 4: Review your AI models & providers

Decide which AI models your organization can use.

1. Go to WorkSpace → Models & Providers.
2. Platform models are hosted by Arketic on isolated servers. They are always available, need no setup, and your conversation data stays in-house — you can start using them right away.
3. If you want to use an outside provider (such as OpenAI, Anthropic, or Google Gemini) — only those made available for your organization — open that provider's card, choose whether to use your own API key or a platform-provided key, then run Test Connection.

caution

When you enable an outside provider, conversation data is sent to that provider's servers and leaves your organization. Document Access for outside providers is off by default; turning it on sends document content — including confidential documents — to that provider. Prefer platform models for sensitive work.

For the full walkthrough, see Models & Providers.

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Step 5: Configure your AI assistants

1. Go to WorkSpace → AI Assistants.
2. Your organization starts with a default assistant named Arketic AI, ready to use.
3. Assistants can use platform models out of the box. An assistant can only use an outside model if you enabled and tested that provider in Step 4.

See Assistant Configuration for the full setup.

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:::note Steps 6 and 7 depend on your package Tasks and Blueprints appear in the menu only when your organization's package includes them. If you don't see them, skip the next two steps. :::

Step 6: Set business hours (optional)

Task timing is tracked automatically — but only working hours count. Set them per department:

1. Go to WorkSpace → Tasks, then open the Settings tab.
2. Open Business Hours and set the working days and hours for each department.
3. That's it — time tracking uses these hours automatically.

See Time Tracking for how timing works.

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Step 7: Create your first blueprint (optional)

If you have a repeating process (like employee onboarding), turn it into a reusable blueprint:

1. Go to WorkSpace → Blueprints.
2. Create a new blueprint.
3. Design a simple flow — start with just a few steps.
4. Publish it, then launch it once to test.

See Blueprints Overview to get started.

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Step 8: Verify everything works

Before you announce Arketic to your team, do a quick check:

1. Log in as a test Member and confirm they see the right menu items for their role.
2. Ask an assistant a question about a document you uploaded, and confirm the answer is correct.
3. Create a test task and confirm it appears on the task board.
4. Check notifications arrive for task assignments.

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After-setup checklist

• Departments created and managers assigned
• All users invited with the correct roles and departments
• Key documents uploaded to the Knowledge Base with the right access levels
• Models & Providers reviewed (platform models ready; outside providers configured if needed)
• AI assistants confirmed and ready
• Business hours set per department
• Test login as a Member verified
• Team given their activation codes and told where to get started

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Next steps

• Set up email delivery so notifications come from your own domain — see Email & SMTP.
• Build custom roles when the four system roles don't fit someone's job.
• Create reusable Prompt Templates for common requests.
• Share the First Steps guide with your team.
• Watch the Dashboard for adoption, and review Analytics to track usage over time.