Admin Onboarding

This guide walks Organization Admins through the complete setup of Olympus Cloud, from initial account configuration to enabling integrations and securing your environment.

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Admin Setup Roadmap

Follow these phases to get your organization fully operational:

Phase	Tasks	Estimated Time
Phase 1: Foundation	Organization profile, locations, departments	30 minutes
Phase 2: People	Import employees, assign roles, invite managers	30 minutes
Phase 3: Configuration	Time clock rules, scheduling policies, approvals	20 minutes
Phase 4: Security	MFA, SSO, access policies	15 minutes
Phase 5: Integrations	Payroll, HR, calendar, communication	30 minutes

Total estimated time: 2-3 hours

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Phase 1: Organization Foundation

Set Up Your Organization Profile

1. Log in at app.olympuscloud.ai with your admin credentials
2. Go to Settings > Organization
3. Complete the organization profile:
   • Organization name: Your company or brand name
   • Industry: Select your industry (used for benchmarking)
   • Timezone: Primary timezone for your organization
   • Work week start: Day your work week begins (e.g., Monday or Sunday)
   • Fiscal year start: Month your fiscal year begins
   • Logo: Upload your company logo (appears in the app and reports)
4. Click Save

Create Locations

Each physical site where employees work needs a location entry.

1. Go to Settings > Locations
2. Click Add Location
3. Enter location details:
   • Name: Descriptive name (e.g., "Downtown Office", "Main Street Store")
   • Address: Full street address
   • Timezone: Timezone for this location (important for multi-timezone orgs)
   • Phone: Location contact number
   • Geofence radius: Distance (in meters) for clock-in verification (default: 100m)
4. Click Save
5. Repeat for all locations

Geofence Sizing

Set the geofence radius large enough to cover the entire building and parking area. A radius of 100-200 meters works for most locations. Too small and employees will have trouble clocking in; too large and the restriction becomes meaningless.

Create Departments

Departments organize employees within a location for scheduling and reporting.

1. Go to Settings > Departments
2. Click Add Department
3. Enter department details:
   • Name: Department name (e.g., "Kitchen", "Sales Floor", "Warehouse")
   • Location: Which location this department belongs to
   • Minimum staffing: Minimum employees needed per shift (optional)
   • Maximum staffing: Maximum employees per shift (optional)
4. Click Save
5. Repeat for all departments at each location

Create Positions

Positions define job roles that employees can be assigned to.

1. Go to Settings > Positions
2. Click Add Position
3. Enter position details:
   • Title: Position name (e.g., "Shift Lead", "Cashier", "Cook")
   • Department: Which department this position belongs to
   • Pay type: Hourly or salary
   • Skills required: Optional tags for scheduling (e.g., "Food Handler Cert")
4. Click Save

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Phase 2: People Management

Importing Employees

You have three options for adding employees:

Option A: Bulk Import via CSV

1. Go to Settings > Users > Import
2. Download the CSV template
3. Fill in employee data:
   • First name, last name, email, phone
   • Department, position, location
   • Hire date, employment type (full-time, part-time)
   • Pay rate (optional)
4. Upload the completed CSV
5. Review the import preview for errors
6. Click Import

Option B: HR System Sync

If you use BambooHR, Workday, or Namely:

1. Go to Settings > Integrations > HR Systems
2. Connect your HRIS (see HR Systems Integration)
3. Employees are imported automatically

Option C: Manual Entry

1. Go to Settings > Users > Add User
2. Enter employee information
3. Assign department, position, and location
4. Click Save and Invite

Email Accuracy

Every employee needs a valid, unique email address. This is their login credential and how they receive invitations, shift notifications, and schedule updates. Verify email addresses before importing.

Assigning Roles

After importing employees, assign each person the appropriate Olympus Cloud role.

Role	Who Gets It	Permissions Summary
Organization Admin	You and other IT/business admins	Full access to everything
Location Manager	Store/site managers	Manage staff and schedules at their location
Department Manager	Department heads, shift leads	Manage their department's staff and schedules
Scheduler	Scheduling coordinators	Create and publish schedules
Timekeeper	Payroll coordinators	Approve timesheets, manage time entries
Employee	All other staff	View schedule, clock in/out, request time off

To assign a role:

1. Go to Settings > Users
2. Click on the employee
3. Under Role, select the appropriate role
4. Under Access Scope, assign their location(s) and department(s)
5. Click Save

For detailed information about permissions, see User Permissions.

Sending Invitations

Once employees are added and roles assigned:

1. Go to Settings > Users
2. Select the users to invite (or select all)
3. Click Send Invitations
4. Employees receive an email with a link to set up their account

Staggered Invitations

For large organizations, consider inviting managers first. Let them familiarize themselves with the platform (see Manager Onboarding) before inviting all employees. This ensures managers can answer questions from their teams.

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Phase 3: Configuration

Time Clock Rules

Configure how employees clock in and out.

1. Go to Settings > Time & Attendance
2. Configure these settings:

Setting	Description	Recommended
Clock-in method	How employees clock in	App + PIN or App + Geofence
Early clock-in window	How early before a shift an employee can clock in	5-10 minutes
Auto clock-out	Automatically clock out after shift end + buffer	Enable with 30-minute buffer
Break requirements	Meal and rest break rules	Match your local labor laws
Overtime threshold	Weekly hours before overtime applies	40 hours (or per local law)
Rounding rules	How clock-in/out times are rounded	Nearest 5 or 15 minutes

3. Click Save

Scheduling Policies

1. Go to Settings > Scheduling
2. Configure policies:

Setting	Description	Recommended
Minimum rest between shifts	Hours required between shifts	8-12 hours
Maximum weekly hours	Cap on scheduled hours per employee	40-50 hours
Shift swap rules	Who can swap and approval requirements	Same position, manager approval
Open shift visibility	Who can see and pick up open shifts	Same department
Schedule publish lead time	How far in advance to publish	7-14 days

3. Click Save

Approval Workflows

Configure how requests move through the approval chain:

1. Go to Settings > Approvals
2. For each request type, set:
   • Time-off requests: Manager approval required, 7-day minimum lead time
   • Shift swaps: Manager approval, same-position restriction
   • Timesheet adjustments: Manager approval, with admin override
   • Overtime: Pre-approval required at 35 hours
3. Click Save

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Phase 4: Security Configuration

Enable Multi-Factor Authentication (MFA)

1. Go to Settings > Security > Authentication
2. Configure MFA policy:
   • Required for admins: Always enable
   • Required for managers: Recommended
   • Required for all users: Optional but best practice
3. Choose allowed MFA methods:
   • Authenticator app (TOTP)
   • SMS (less secure, but more accessible)
4. Set the enforcement date (gives users time to set up)
5. Click Save

Enforce MFA for Admins

Admin accounts have the highest level of access in your organization. Enabling MFA for all admin accounts is critical for preventing unauthorized access.

Configure SSO (Enterprise Plan)

If your organization uses an identity provider:

1. Go to Settings > Security > SSO
2. Select your provider (Google Workspace, Microsoft Entra ID, Okta, OneLogin)
3. Follow the provider-specific setup guide
4. Configure group-to-role mapping (see User Permissions)
5. Test SSO with a single account before enabling for all users
6. Enable SSO and set enforcement policy

Password Policy

1. Go to Settings > Security > Password Policy
2. Configure requirements:
   • Minimum length: 8 characters (recommended: 12)
   • Complexity: Require number and special character
   • Password expiry: Optional (e.g., every 90 days)
   • Password history: Prevent reuse of last 5 passwords
   • Lockout: Lock after 5 failed attempts for 15 minutes
3. Click Save

Session Management

1. Go to Settings > Security > Sessions
2. Configure session policies:
   • Session timeout: Auto-logout after inactivity (recommended: 30 minutes for web, 8 hours for mobile)
   • Concurrent sessions: Maximum simultaneous logins per user
   • Trusted devices: Allow remembering devices for 30 days
3. Click Save

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Phase 5: Integration Setup

Integration Priority Order

Set up integrations in this recommended order:

Priority	Integration	Why First
1	Calendar sync (Google/Outlook)	Employees see shifts in personal calendar immediately
2	Communication (Slack/Teams)	Real-time team notifications
3	HR system (BambooHR/Workday/Namely)	Automates employee data flow
4	Payroll (ADP/Gusto/Paychex/QuickBooks)	Streamlines pay processing
5	Webhooks/Zapier	Custom automations

Quick Integration Checklist

For each integration:

• Verify you have admin access to the external system
• Connect the integration in Settings > Integrations
• Configure field mapping
• Run a test sync
• Verify data accuracy in both systems
• Set up sync schedule (if applicable)
• Document the configuration for your records

See the detailed guides:

• Payroll Integration Setup
• HR Systems Integration
• Integrations Overview

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Post-Setup Verification

After completing all phases, verify your setup:

Checklist

• Organization profile is complete with logo and correct timezone
• All locations are created with correct addresses and geofences
• All departments are created and assigned to locations
• All positions are defined with correct departments
• All employees are imported with correct roles and access scopes
• Managers have been invited and have completed their onboarding
• Time clock rules match your labor law requirements
• Scheduling policies are configured
• Approval workflows are set up
• MFA is enabled for admin accounts
• Password policy meets your security requirements
• Priority integrations are connected and tested
• A test schedule has been created and published

First Week Monitoring

During your first week, watch for:

What to Monitor	Where to Check	Action If Issues
Failed employee invitations	Settings > Users (filter by "Pending")	Resend or verify email
Clock-in problems	Dashboard > Time Clock issues	Adjust geofence radius
Integration sync errors	Settings > Integrations > Health	Review error logs
Permission complaints	Direct feedback from managers	Adjust roles or scopes
Missing notifications	Feedback from employees	Check notification settings

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Getting Help

Resource	When to Use
This guide	Setup reference and checklists
In-app help (?)	Context-specific guidance on any screen
Support chat	Quick questions during setup
Email: support@olympuscloud.ai	Detailed setup assistance
Account manager (Enterprise)	Dedicated onboarding support

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Related Guides

• Manager Onboarding
• Quick Start Guide
• Account Setup
• User Permissions
• Platform Portal Settings