Run the organisation setup wizard as an Admin. Enter company details, optionally add a card, invite your first team and give the AI company knowledge, then see what completing or skipping it creates.
Organization Setup is a six-step wizard that prepares a new organisation: its company details, an optional payment card, the first invitations and the company knowledge the AI works from. Only an organisation Admin can run, complete or skip it, and only Admins are sent into it. Everyone else goes straight to the product.
Your own account has a separate personal setup; see First sign-in.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
When an Admin signs in to an organisation whose setup is not finished, ComplyTrain opens Organization Setup. The steps are Welcome, Company, Billing, Team, Knowledge and Review. Move between them with Next and Previous. The step bar marks the steps you have completed.
Welcome greets you by organisation name and summarises what follows: Company Details, Invite Your Team and Knowledge Base. Choose Next to begin.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
On Company Details, describe your organisation. ComplyTrain uses these details in compliance documentation and reporting, and the AI uses them to understand your business.
Field | Required | Limits and checks |
|---|---|---|
Company Name | Yes | Up to 255 characters. Company name is required. appears when empty. |
Industry | Yes | Choose from the list. Industry is required. appears when none is chosen. |
Primary Email | Yes | A valid email address, for example [email protected]. |
Phone Number | Yes | Phone number is required. appears when empty. |
Website | No | Your public website. It is copied to the Knowledge step. |
Company Description | No | What the company does, how it is organised and its key activities. Up to 5,000 characters. |
Address Line 1 | Yes | Street address. |
Address Line 2 | No | Apartment, suite or building. |
City | Yes | |
State / Province | No | |
Postal Code | Yes | |
Country | Yes | Choose from the list. If a country saved earlier is not recognised, the page asks you to select one from the list. |
Next becomes available only when every required field is filled in and valid.
If company details were already entered for your organisation, the step shows Company Details Already Provided with a read-only summary instead of the form. Choose Next to continue. You can change those details afterwards in the organisation profile; see Maintain organisation profile and facts.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Add a payment method (optional) lets you store a card now. You are not charged during your trial, and this step never blocks Next.
Enter the card details in the secure card form. Payments are processed by Stripe, and ComplyTrain never sees or stores your full card number.
Choose Save card. The card is saved at once and shown under Payment method on file with its expiry date.
To replace it, choose Use a different card.
If card setup cannot be offered, the step shows Add your payment method later. You can add, change or remove cards at any time in Settings, Billing & Payments, Payment Methods; see payments and invoices.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
On Invite Your Team, choose Add Team Member for each person. Each row has an Email, a First Name, a Last Name and a Role. The cross button at the end of a row removes it.
Every field in a row is required, and the email must be valid. Next stays unavailable while any row is incomplete, so fill it in or remove it. Leaving the step with no rows is fine. The invitations are sent only when you complete the wizard.
Role | Access it gives |
|---|---|
Admin | An organisation administrator. Admins can change every Settings page, including users, security, branding, billing and organisation data. |
Manager | A standard user. |
Member | A standard user. This is the default for a new row. |
Viewer | A standard user. |
Manager, Member and Viewer all create the same kind of account: a standard user without administrator access. Only Admin gives administrator access. Give standard users more access afterwards with roles and user groups; see Invite and manage users.
Each invited person takes a licensed seat. If your plan has no free licensed seat left, that person is not invited; invite them later from User Management when a seat is free. An address that already has an account in your organisation is not invited again.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
The Knowledge Base step gives the AI material about your organisation. Everything on it is optional.
To upload documents, drag a file onto Upload Documents or choose Upload Document, one file at a time. Accepted file types are PDF (.pdf), Word (.docx), text (.txt, .md, .csv, .json, .xml), video (.mp4, .mov, .m4v, .webm) and audio (.mp3, .m4a, .aac, .wav, .ogg, .flac). Audio and video are transcribed so that their speech can be searched. Each upload is stored at once in your organisation's Tenant Information vault, and indexing starts straight away.
Each file in the list shows its size and one of these states:
State | Meaning |
|---|---|
Waiting in queue | The file is waiting to be processed. |
Extracting text… | Text is being read from the file, with progress such as Page 3 of 12. |
Transcribing… | Speech is being transcribed. The recording's length is shown. |
Indexing… | The text is being added to the knowledge base. |
Ready | The AI can use the file. |
Failed | Indexing did not succeed. The reason is shown underneath, for example a corrupted file. |
Not searchable | The file is stored and can be downloaded, but the AI cannot search it. The reason is shown underneath. |
Next to the upload button, a badge shows the overall state, Indexing..., Indexed, Not indexed yet or Indexing failed — contact support, with a count such as 2 indexing, 1 queued. To remove a file, choose its cross button, then Remove in Remove document?.
Company Website URL is filled in from the company step when you gave a website there. It must start with http:// or https://. Additional Company Information takes up to 10,000 characters of free text about your structure, processes, products and services.
If the indexing service cannot be reached, the step says so and offers Try again. Your uploads are safe, and indexing continues in the background when the service is back.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Review Your Setup summarises the Company Details, the Team Invitations with each person's role, and the Knowledge Base entries. Use Previous to correct anything.
Choose Complete Setup. The button shows Completing Setup... while ComplyTrain saves everything, and then the dashboard opens. You do not need to wait for indexing: Knowledge sources are being indexed explains that it continues in the background.
Product location: /settings/users. Open User Management in Settings to see the invited people.
Result | What happens |
|---|---|
Company details | Saved to the organisation profile and as company facts that the AI and document generation use. |
Invitations | Each invited person receives an invitation email. They appear in User Management as Awaiting first sign-in until they first sign in. |
Signing certificate authority | ComplyTrain creates your organisation's certificate authority. It issues each person's signing certificate, so people can now register signing credentials. |
Knowledge | The website becomes a knowledge source that ComplyTrain reads and indexes. The free text is saved as a company fact. Uploaded documents keep indexing. Kick-off rooms use all of this when you enable a standard. |
Check the result in User Management and in knowledge sources.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Your entries on a step are saved when you move forward from it with Next. Uploaded documents and a saved card are kept immediately. If a step cannot be saved, a warning says so. Your answers stay in the wizard and are saved again at the next step.
You can leave the wizard at any time. The next time an Admin signs in, ComplyTrain reopens it at the step reached, with the entries restored. The progress belongs to the organisation, so any Admin can finish it.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Skip Setup, at the top of every step, ends the wizard at once and opens the dashboard. The wizard is then finished for your organisation and is not offered again.
Skipping does not save the company details from the wizard, and it sends no invitations. Documents you already uploaded stay in the Tenant Information vault, and a card you already saved stays on file. ComplyTrain still creates the organisation's certificate authority automatically shortly afterwards.
Do the rest from the normal pages instead: company details in the organisation profile, people in User Management, and websites and documents in knowledge sources.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Organisation setup does not configure a QMS standard or an RMS methodology. Choose the relevant module setup wizard next, and review branding and the organisation's sign-in policies in Settings. Keep the company profile current when your activities or scope change.
Product location: /settings/onboarding. Sign in as an Admin while organisation setup is unfinished; Organization Setup opens automatically.
Suppose Sofie is the Admin for a 20-person medical device start-up. On Company Details she enters the company name, chooses the medical devices industry, gives the quality inbox as Primary Email and adds a two-paragraph Company Description. She skips the card for now. On Invite Your Team she adds the quality manager as Admin and three engineers as Member. On Knowledge Base she uploads the quality manual as a PDF and the product overview as a Word document, and keeps the website address copied from the company step.
On Review Your Setup she notices a typo in an engineer's email, goes back with Previous, fixes it and chooses Complete Setup. The four invitations go out, both documents reach Ready a few minutes later, and the quality manager can register a signing credential on the first day.
