Setting Up Your Organization: Admin First Steps

This tutorial is for tenant administrators setting up Waqti after signup or provisioning. It combines the onboarding wizard with the follow-on configuration teams usually need before go-live.

1. Complete (or revisit) the onboarding wizard

1. Sign in as an admin; if prompted, launch the wizard at /onboarding (you can also open it later from the app when allowed).
2. Work through the seven steps (0–6) summarized below; you may skip steps and return anytime.

Step	Focus	Typical actions
0	Company information	Legal name, bilingual names, logo, procurement preferences (some options are plan-gated).
1	Departments	Create your org structure for routing and budgets.
2	Users	Send invitations and assign initial roles.
3	Approval workflows	Attach workflows to document types (PR, PO, invoice, etc.).
4	Budgets	Define fiscal periods and limits.
5	Vendors	Seed key suppliers.
6	Projects	Optional cost objects for project-based buying.

Finish line

Completing the wizard sends you to /admin (main dashboard). Skipping still marks onboarding resolved for gating—you can configure everything later in Settings and admin modules.

2. Company settings

1. Open Settings (gear icon or Administration → Settings, depending on layout).
2. Confirm company profile, default currency, fiscal year, and locale (Arabic/English, RTL).
3. Configure numbering for POs, invoices, and other documents if your tenant exposes sequences.
4. Set tax / VAT defaults needed for Saudi operations and ZATCA readiness (often coordinated with finance).

See Admin Guide → Settings for screen-level reference.

3. Create departments

1. Navigate to Departments (or Organization → Departments).
2. Add each department with a clear code and name; use hierarchy if your tenant supports parent/child departments.
3. Link cost centers or dimensions if you use them in budgets or reporting.

Departments drive approval routing and budget ownership—get this right before scaling users.

4. Invite users and assign roles

1. Open Users (or Admin → Users & Roles).
2. Invite users by email; set role (e.g. requester, buyer, approver, AP clerk, admin).
3. Confirm department membership and optional project access.
4. Ask users to complete first login and password / SSO steps.

SSO and LDAP

Enterprise tenants often use SSO & LDAP. Enable IdP integration before inviting large groups to avoid duplicate accounts.

5. Create approval workflows

1. Go to Approval Workflows (admin workflows).
2. Create workflows for each document type you enforce (requisitions, POs, invoices, vendor onboarding, etc.).
3. Add steps (sequential or parallel), approver groups (by role, user, or department manager).
4. Activate and assign each workflow to the right document type and conditions (amount thresholds, category, department).

Test with a pilot

Run one test PR and PO with a small amount to validate routing before announcing go-live.

6. Set up budgets

1. Open Budgets administration or the wizard step equivalent.
2. Create budget lines per department/project/period.
3. Set thresholds for soft warnings (e.g. 50%, 75%, 90%) if available.
4. Link budgets to PR/PO checks so overspend is caught at submission.

Budget management explains day-to-day usage; admins own structure and allocations.

7. Add vendors

1. Go to Vendors → New.
2. Enter legal name, VAT ID, payment terms, bank details (as permitted), and contacts.
3. Set status (e.g. draft vs active) according to whether prequalification is required.
4. Upload certificates or contracts if modules are enabled.

8. Optional: configure integrations

1. Open Settings → Integrations → Add (or the integrations hub).
2. Choose Odoo, QuickBooks Online, Qoyod, or another supported connector.

System	Typical use
Odoo	PO, vendor, and invoice sync
QuickBooks Online	Invoices, vendors, chart of accounts
Qoyod	Saudi accounting sync

Follow the credential prompts; validate with a test sync where the integration provides one.

Full matrix: Integrations overview.

9. Optional: enable two-factor authentication (2FA)

1. In Security settings (organization or user policy—follow your tenant’s menu), enable 2FA requirements for privileged roles.
2. Ask admins and approvers to enroll TOTP or your supported second factor.
3. Document recovery procedures for lost devices.

Reference: Admin Guide → Security.

10. Optional: API keys and webhooks

1. If your plan includes API access (Pro+ in many deployments), open Settings → API (or Developer).
2. Create an API key with least privilege; store it in a secrets manager—never commit keys to source control.
3. Configure webhooks for PO status, invoices, or vendors if you automate downstream systems.

Reference: API introduction and webhooks.

Rollout checklist

Area	Status
Onboarding wizard completed or intentionally skipped	☐
Company & tax settings validated	☐
Departments created	☐
Users invited with correct roles	☐
Workflows assigned and tested	☐
Budgets active for key cost centers	☐
Core vendors loaded	☐
Integrations (if any) tested	☐
Security (2FA / SSO) aligned with IT policy	☐

You are ready to point users at User Guide and Tutorials → Procurement cycle for operational training.