Set up your workspace
What signing up gives you, the setup checklist on the Settings page, and a good order for your first day in ValiCrew.
On this page
When you sign up, ValiCrew creates your workspace with one company, named as you entered it, and makes you its first Admin. Starter lists come with it, such as document types, leave types, request types and public holidays, and every setting has a working default. You can start adding people straight away and finish the setup as you go.
This page shows what to do first and where each step lives.
Admin can act on every setup step. HR and Operations can open Settings too and change the reminder schedule; the other steps show their state without a button. A custom role needs at least one of companies.manage, reminders.manage, workspace.manage, users.manage or billing.manage to open Settings.
What you have after signing up
- One company: everything you add belongs to the company selected in the top bar. You can add more later. See Add your companies.
- Your own account, as Admin: Admin can see and change everything, including billing and who can sign in.
- A check on your email: until you confirm your address, a banner at the top says Verify your email. Open the link in the email ValiCrew sent you, or choose Resend verification email. A confirmed email is how you recover the account if you forget your password.
Follow the setup checklist
Go to Settings. The Finish setting up card lists what is left, with the steps still to do first and the finished ones below them. Each open step has a button that takes you to the screen that fixes it.
| Step | Why it matters |
|---|---|
| Connect your mail server | Until then, reminders and notifications stay inside the app and nobody gets them by email. |
| Connect file storage | Uploading scans and files is off until your own cloud storage is connected. |
| Turn on 2-step sign-in | Shows how many people still sign in with a password alone. |
| Company details | Add the trade licence number so documents and the bank file can carry it. |
| Invite your team | Until you invite someone, only you can sign in. |
| Reminder schedule | Sets how many days before an expiry people are warned. |
| Payroll cut-off and roster period | Already set with defaults. Check that they match how you work. |
When every step is done, the card says Everything is set up. Until then, a banner on every page points to the missing pieces, such as Connect file storage.
A good order for your first day
- Check your company: its name, language, time zone and trade licence number. See Add your companies.
- Connect file storage if you want to keep scans of passports, visas and licences. See Connect file storage.
- Connect your mail server so reminders reach people by email. See Notifications and email.
- Bring in your staff, documents and vehicles from a spreadsheet. See Import your data.
- Invite the managers and office staff who will work with you. See Invite your team.
- Invite your workers to the employee app. See Invite employees.
While the company has no people and no vehicles yet, the Dashboard shows a Get started button. It opens Import data, the quickest way to fill an empty workspace.
Add records one at a time
You do not need a spreadsheet to start. On the Dashboard, choose New and then Employee, Shift or Document. Each choice appears only if your role can add that kind of record.
Get help along the way
To learn the layout of the panel first, read Find your way around. When you are stuck, choose Ask ValiCrew at the top of any page to ask how something works or to message our team. See Get help in the app.
Your workspace also includes one free training session. While it is unused, Admin sees Request free training on the Dashboard. See Billing and training.