Initial setup

When you sign in as an admin, Home shows the Finish setting up your company checklist: nine steps, in the order they are best done, which tick themselves off once they’re done.

Before you start

The checklist is shown to whoever has permission over the Company details, usually the admin. Each step has a Set up button that takes you to its screen. Hide the list removes it for the whole company, and it doesn’t come back.

Everything in this article is available on every plan. What each plan adds: Billing, plan and modules.

The nine steps

Step	Ticked off when	Where it's done
Complete your company details (tax ID)	The company has a tax ID	Organization › Structure › Company
Add your work sites	There is at least one work site	Organization › Structure › Worksites
Set each work site's region for its holidays	A work site has a region, or the company has a holiday of its own	Organization › Structure › Worksites, or Organization › Time tracking › Holidays
Create the departments	There is at least one department	Organization › Structure › Departments
Add your team	Someone besides you is active	Employees
Assign each person their manager	Some active person has a manager	Profile › HR
Invite your team so they can sign in	Someone besides you has an account	Employees
Assign work schedules	Someone has a schedule of their own	Schedules, if you have Advanced schedules; otherwise each person's profile (Employees › Profile › Schedule)
Define the time off types	There is at least one type	Organization › Time tracking › Time off

Company details

OrganizationStructureCompany

Identity: Company name, Sector and Logo.
Legal details: Legal name, Tax ID, Address, postal code, city and province, the Social Security account code (CCC), the Collective agreement and the Yearly working hours. The working-time register, the labor inspectorate and your payroll bureau ask for these. Tax ID, legal name and address are the same as in billing.
Preferences: Default language, Currency and Time zone, applied to new accounts and to reports.

Click Save changes when you’re done.

Structure and roles

Create the Worksites and Departments before adding anyone: the import looks them up by name. Positions are job titles. How to create each one: Departments, positions, sites and sub-companies.

Roles live in OrganizationStructureRoles. Check what each one grants before assigning it: Roles and permissions.

Adding your team from a CSV

One at a time, with New employee in CompanyEmployees. For many at once:

In Employees, click Import CSV.
Click Download template. It has the columns and two example rows; delete them before uploading.
Fill in one row per person with nine columns, in this order: email, first name, last names, hire date, department, position, work site, weekly hours and vacation days. The first four are required.
Upload the file and check the summary: how many people will be created, and which rows are rejected and why.
If everything is right, click the create button.

The hire date goes as dd/mm/yyyy or yyyy-mm-dd. Department, position and work site must already exist, with the same name. Orquiva reads the CSV the way Excel saves it, in UTF-8 or the Windows encoding, separated by commas or semicolons, and accents are kept. Quoted fields aren’t supported: if a name contains a comma, save the file with semicolons.

All or nothing

If a single row fails, or there aren’t enough seats for everyone, nobody is created. Fix what’s flagged and upload the whole file again.

Imported people get no login and receive no email.

Inviting people who don’t have access

In Employees you’ll see a notice with how many people can’t sign in yet. Click Invite.
Check the list in Invite people who don’t have access yet. You can also include people with an invitation they haven’t accepted; the new email replaces the old one.
Click the send button, which shows how many invitations will go out.

Each person gets an email to create their password. The link expires after 7 days. Invitations go out in batches; if one fails, sending stops and tells you how many went out. Click send again: anyone who already has theirs doesn’t get it twice.

Managers, schedules, time off and balance

Each person’s manager is set on their profile, HR tab, Supervisor field. It matters: the direct manager approves their team’s time off, clock-in corrections and expenses without needing any permission.
Each person’s weekly schedule is set on their profile, Schedule tab. Only people who already have an account can have one, so invite first. See Planning schedules and shifts.
Time off types and holidays are in OrganizationTime tracking. See Absence types and public holidays.
The vacation balance is deducted automatically: for types with Deduct vacation days, pending and approved requests use up working days, and without balance they can’t be approved. Each balance adds up the Entitled days, last year’s carry-over and a manual adjustment (profile › HR › Vacation balance). Set it before people start asking for time off.

What happens next

Each step ticks itself off as soon as you do it. When all nine are done, the checklist offers to hide itself. If hiding it fails, you are told. New accounts take the language, currency and time zone from Preferences.

If something goes wrong

The import doesn’t create anyone. A row has an error, or there aren’t enough seats for all of them. The summary says which line fails and why; if it’s seats, add more in Billing, plan and modules.

A row says there’s no department, position or work site with that name. Create it first, or fix the name so it matches the existing one exactly.

The first row of the file is rejected. It’s the header and it isn’t recognized. Start from the template, whose header begins with «email», or delete that row.

A step doesn’t tick off. Check the “Ticked off when” column: for example, adding your team counts from the second person, because the first one is you.