Admin Quick Start

A step-by-step guide for setting up Arketic AI for your organization. Follow these steps in order for the best results.

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Step 1: Set Up Your Departments

Before adding users, create your organization structure.

1. Go to Organization → Departments
2. Click "New Department"
3. Create your top-level departments (e.g., IT, HR, Marketing, Finance)
4. Add sub-departments if needed (e.g., IT → Frontend Team, IT → Infrastructure)
5. Assign a manager to each department

tip

Mirror your real company structure. This affects how documents, tasks, and AI assistants are scoped.

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Step 2: Add Your Users

Now invite your team members.

1. Go to Organization → Users
2. Click "Invite User" for each person
3. Fill in their email, name, and initial password
4. Assign the correct role:
   • Member — Regular employees
   • Executive — Leadership (gets dashboard + analytics access)
   • Admin — Full platform control (use sparingly)
5. Assign each user to their department
6. Share login credentials with each user

caution

Start with fewer admins. You can always promote someone later. Too many admins can lead to conflicting configurations.

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Step 3: Upload Your Knowledge Base

Give the AI something to work with — upload your company documents.

1. Go to Knowledge Base (under Platform section)
2. Click "Upload Document"
3. Start with your most important documents:
   • Company handbook → Set to Organization level
   • Department policies → Set to Department level
   • HR guidelines → Set to Organization level
   • IT procedures → Set to Department level
4. Set appropriate access levels for each document

Recommended upload order:

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

info

The AI can only answer questions using documents that have been uploaded. The more relevant documents you add, the more useful the AI becomes.

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Step 4: Configure AI Assistants

Set up which AI assistants your organization can use.

1. Go to AI Assistants (under Workspace section)
2. Review available assistants
3. Enable the ones your organization needs (Arketic AI should always be active)
4. Set department access — decide which departments can see which assistants
5. Handle any access requests from users

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Step 5: Set Business Hours (Optional)

Task timing is tracked automatically against each task's estimate or dates — but only working hours count. Set them per department:

1. Go to Tasks → Settings tab
2. Open Business Hours and set 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 6: Create Your First Blueprint (Optional)

If you have a repeating process (like employee onboarding):

1. Go to Blueprints
2. Click "New Blueprint"
3. Design a simple flow (start with 3-5 steps)
4. Publish it
5. Test by launching it once

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Step 7: Verify Everything Works

Before announcing to your team:

1. Log in as a test user (Member role) — verify they see the right menu items
2. Ask the AI a question about a document you uploaded — verify it answers correctly
3. Create a test task — verify it appears on the Kanban board
4. Check notifications — verify they arrive for task assignments

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After Setup Checklist

• Departments created and managers assigned
• All users invited with correct roles and departments
• Key documents uploaded to Knowledge Base
• AI Assistants enabled and department access configured
• Business hours set per department
• Test login as Member role verified
• Team notified about login credentials and getting started guide

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Next Steps

• Share the First Steps guide with your team
• Monitor the Dashboard for adoption metrics
• Review Analytics weekly to track AI usage
• Check the FAQ for common questions your team might ask