> ## Documentation Index
> Fetch the complete documentation index at: https://docs.yrka.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Complete your first Yrka workspace setup
> Walk through the onboarding checklist to configure your company profile, employees, scheduling, billing, and access before your team goes live.
The workspace setup checklist at `/admin/onboarding` is where you turn a new Yrka account into a running operation. It walks you through every area of the platform — from company profile and employee roster through schedules, resources, provider readiness, and billing — and shows you what is ready, what still needs attention, and what you can intentionally defer. Work through it in order for the smoothest launch, or jump between sections as your information becomes available.
## Before you start
Have the following ready before opening the onboarding checklist:
* **Owner and billing contact** — the person responsible for the account and payment
* **Business name and timezone** — used by schedules, payroll periods, and reports
* **First employee roster** — names, work emails, roles, and reporting relationships
* **Payroll cadence** — pay period start date and frequency
* **Admin assignments** — which employees should have admin access and at what permission level
* **Support contact** — who handles issues after launch
If you are doing a managed rollout, also confirm your migration files, launch owner, provider-readiness plan, and support handoff before entering production data.
## Understanding setup step statuses
Each step in the checklist carries a status that tells you what action is needed next.
| Status | What it means |
| ------------------ | -------------------------------------------------------------------- |
| **Complete** | The app found the expected records or an admin signed off the step. |
| **In progress** | Some setup exists but not every readiness signal is satisfied yet. |
| **Skipped** | A launch owner intentionally deferred this step. |
| **Not started** | The records or settings for this step are still missing. |
| **Setup required** | The owning admin surface needs to be opened to take the next action. |
Use **Skip for now** only when your launch owner has accepted the gap and knows which admin surface owns the follow-up. A skipped step is not a forgotten step — it still needs an owner and a next action.
## Setup checklist walkthrough
Complete this step first. Your timezone and business identity are used by every other area — schedules, payroll periods, reports, and employee-facing displays all depend on this being accurate before you configure anything else.
Set your business name, timezone, operating model, and the primary owner contact.
Add your active employee roster in **Personnel** before assigning schedules, resources, training, tasks, payroll snapshots, or app access. Each active employee counts toward your plan's capacity.
The first-employee starter action in the onboarding checklist can create one employee quickly when the workspace is still empty. For larger rosters, use **Imports** with an approved roster file instead of adding people one by one.
Do not mix demo or sample employees with your real roster. If sample data exists in a workspace that now has real operational records, contact support before relying on reports, payroll prep, provider sync, or employee-visible resources.
Open **Types** to create company job types and payroll handoff defaults. These are used by schedule assignments and timekeeping — schedules, timecard exports, and payroll snapshots pull job-type context from here.
Set your payroll period anchor (the pay period start date) and frequency at this step. Payroll settings cannot be retroactively applied to past periods, so confirm the anchor date before adding any timecard data.
Configure how time is captured and calculated: break rules, overtime thresholds, rounding settings, geofence or location requirements for clock-in, kiosk access, and missed-clock-out handling.
These settings apply to all employees by default. You can override specific settings per job type or per employee after the workspace is running.
Set default shift lengths, start times, and scheduling windows. The auto-scheduler and shift templates use these defaults when proposing coverage.
If you have standard schedules that repeat each week, configure them here as templates so you are not building from scratch each pay period.
Structure defines how Yrka targets resources, training, reports, and access reviews. Add departments, job roles or positions, and teams in **Employees** (under the organization structure section).
If an industry preset matches your structure, preview it first. Apply only the records that match your real organization — rename labels, skip suggestions that do not fit, and do not apply presets that will need cleanup later. Choose **Custom setup** if no preset fits your structure.
Departments, teams, and job roles affect resource targeting, training assignments, schedule filtering, and access reviews. Missing structure makes these areas look sparse until records exist.
Open **Resources** to publish handbook pages, policy documents, or training content that should be available to your team at launch. Publish only content that is safe and finalized for your launch audience — you can add more after go-live.
Track acknowledgements for any resource that requires employees to confirm they have read it.
Open **Integrations** to review your first provider path. Providers connect Yrka to payroll systems, calendar apps, messaging platforms, and storage services.
Provider records are readiness evidence until customer authorization, provider credentials, and a working adapter are all confirmed. Do not describe a provider as active until the setup is verified end-to-end.
| Provider status | What it means |
| ------------------ | --------------------------------------------------------------------------- |
| **Provider ready** | The connection has no visible readiness issues for the supported workflow. |
| **Setup required** | Credentials, scopes, or authorization are still missing. |
| **Provider issue** | Support or an admin should resolve the issue before relying on synced data. |
| **Planned** | The provider is on the roadmap but should not be described as active. |
Confirm your plan, start checkout if you have not already, or contact support for a managed activation. Review the trial end date if you are in a trial so you know the renewal timeline.
See [Billing and account lifecycle](/setup/billing) for the full billing walkthrough.
Review which employees have admin roles and confirm those roles carry the right permission scopes. Admins with broad permissions can affect billing, payroll exports, employee records, and access reviews — assign permissions deliberately.
If you need to add or adjust admin assignments, open **Settings** and then **Admin access** or **Roles**.
Confirm that employee app access, document visibility, payroll visibility, timecard write grants, and sensitive write permissions are configured correctly for each employee before go-live.
Pending access requests that arrived during setup should be reviewed and resolved here so no one is blocked on day one.
The final step asks you to confirm that:
* Production data is not mixed with sample or demo records
* Owner and admin access has been reviewed
* Billing or managed activation is understood and active
* Support escalation details are known
When all items are confirmed, your workspace is ready for production use. If any items are skipped, record the gap owner and next step before handing off to your team.
## What setup does and does not do
Setup tracks launch readiness across every domain. It does not replace the owning admin surfaces — Employees, Schedule, Payroll, Resources, Integrations, Billing, Reports, and Settings remain the source of truth for their respective areas. When a setup step points you to an admin surface, complete the work there and return to setup to see the progress update.
Setup does not provide payroll processing, tax filing, HR or legal advice, provider contract management, or guarantees about third-party provider uptime or approval.
## Common issues
Check that your admin account has the permission for the related domain. If the permission is not available, open the owning admin surface and create the record directly there.
Open the employee profile or the invite management section in **Personnel** to resend, revoke, or copy the manual invite link. If email delivery is disabled or bounced, use the manual invite link path.
Select **Custom setup** or skip the mismatched preset items instead of applying records that will need cleanup. Applying a wrong preset creates records you will have to audit and remove later.
Check billing and account state, access review, provider readiness, and whether any sample data remains in the workspace alongside real records. The checklist reflects what the app can infer — it does not catch every operational gap.
Keep provider-readiness work, migration files, and custom workflow changes in your implementation plan rather than marking setup complete based on generic starter records. Stage imports outside production first, then schedule a guided cutover and support handoff.