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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." :::

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.

Departments page

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.

Step 2: Add your users​

Now invite your team members.

  1. Go to Organization → Users.
  2. Click Invite User.
  3. Fill in the form:
FieldRequiredNotes
Full NameYesOne single name field (for example, "John Doe")
Email AddressYesThe address the person will log in with
Initial PasswordYesThe person can change it after their first login
DepartmentNoAssign the person to a department (and sub-department or teams if those exist)
RoleYesChoose one of the three roles below
  1. Pick a role:
RoleWhat it can do
MemberCan access assigned assistants and documents
ExecutiveFull access to all features and analytics
AdminCan manage users, the Knowledge Base, and assistant permissions
  1. Click Create User, then share the login details with each person.
caution

The initial password must be at least 10 characters and include an uppercase letter, a lowercase letter, a digit, and a special character.

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.

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:

PriorityDocumentsSuggested access level
FirstCompany handbook, HR policiesOrganization
SecondDepartment-specific proceduresDepartment
ThirdTraining materialsOrganization
FourthTemplates and formsOrganization
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.

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 your platform administrator has made available — 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.

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.

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.

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.

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.

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 told about their login details and where to get started

Next steps​