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Workspace Setup Guide

When infrastructure becomes usable, the provisioning wizard disappears — and you still have the most left to do. The Setup Guide is a catalog-driven checklist for tenant administrators: invite people, fix billing, lay knowledge foundations, configure AI, add customers, and connect integrations.

The guide appears after tenant infrastructure is ready, not after every user is workspace-ready. Assigning product and regional seats is part of making the workspace usable, so the checklist must stay visible during that work.

Where you see it​

SurfaceBehavior
Header pill (desktop)Progress ring in both the product header and the Admin Portal header. Stays visible after you close the panel
Floating panelBottom-right checklist (bottom drawer on mobile). Mounted once for the whole app
Admin Portal → Setup GuideFull-page view at /admin-portal/setup-guide. Use this after you dismiss the panel, or from the hub shortcut grid

Dismissing hides the panel, not the pill. The guide stops advertising itself only when every visible task is complete. The full page is always a way back in.

How completion works​

Each task is:

  • Auto — the platform detects it from live data (for example, a second user exists). You cannot mark it done by hand
  • Hybrid — detected when possible, but you may mark it done (reviewing chat configuration has no perfect query)
  • Manual — you mark it done (or skip, if skippable)

Your override wins over a guess: if you say a hybrid task is done, the guide does not argue. Reopen only holds while the detector still disagrees; once the work is genuinely done, the item goes green again.

Marking done or skipped is tenant-wide (one admin’s “billing details done” counts for every admin). Dismissing the panel is per user.

Task catalog (corporate admin)​

Tasks appear only when they apply to your tenant type, role, product, and capabilities. Empty gates mean “no extra filter.”

Get your team in​

  • Add team members
  • Assign product seats
  • Assign users to a region

Billing and tax​

  • Add billing address and tax ID (correct reverse-charge treatment)
  • Confirm a default payment method (skippable)

Knowledge foundations​

  • Create a vector index
  • Create collections
  • Configure the files pipeline (default index, auto extract/ingest)
  • Upload first documents (skippable)

AI configuration​

  • Review chat configuration (manual)
  • Create personas
  • Assign personas to users — personas are never assigned automatically
  • Choose AI model tiers (skippable)

Customers and clients​

Visible only with the customers capability:

  • Add first customers
  • Associate files (or designate a folder)
  • Add contacts so mail can be attributed

Connect and extend​

  • Connect integrations (SharePoint, OneDrive, Google Drive, Outlook Mail, and more)
  • Connect CRM sync (Salesforce or HubSpot; one-way, never deletes local records) — needs customers CRM sync
  • Set up the default agent team (Researcher, Drafter, Monitor, Knowledge Steward)
  • Apply branding

Each row has a button that routes to the right Admin Portal page or dashboard tab.

Completing work from the feature itself​

When you finish a task in place (create a user, assign a seat, create a customer, link files, add a CRM watch), the guide refreshes without a full reload. If it does not flip immediately, open the panel or change route — both revalidate.

Best Practices​

  • Finish team access and billing before deep product configuration
  • Create a vector index and collections before turning on auto-ingest
  • Assign personas or chat has no knowledge access
  • Treat CRM sync and branding as optional polish, not blockers
  • Use the full-page Setup Guide when several admins share the work

Troubleshooting​

The guide never appeared​

Problem: No pill after provisioning. Solution: Confirm infrastructure is ready and you are an Admin or SuperUser on a corporate tenant. Individual developer tenants see a smaller, catalog-filtered set.

A task never goes green​

Problem: You did the work but the row stays pending. Solution: Auto items cannot be force-completed. Check you did the work in this tenant (not another stack’s UI). Hybrid items can be marked done. Stripe-backed billing checks need a configured billing portal.

A task went green too early​

Problem: You have not reviewed chat configuration but it is done. Solution: That item is manual or hybrid — another admin may have marked it. Reopen it if the catalog allows.

I dismissed the panel and cannot find the list​

Problem: The floating panel is gone. Solution: The pill remains. Open Admin Portal → Setup Guide, or restore from the pill if restore is offered.

⏱️ Read time: 10 minutes | 📊 Difficulty: beginner | 🔄 Last updated: 2026-08-30