First-time setup

Complete this sequence to prepare the organisation structure, access, approvals, time policies, and payroll foundations required for a controlled first run.

Who should coordinate setup

An organisation administrator coordinates the sequence. HR owns structure and time; payroll reviews periods, policies, and the payroll template; the identity owner helps if single sign-on is enabled.

Before every stage, confirm the selected organisation.

The setup sequence

Register and hand over the organisation → Build the organisation and positions → Assign roles and data access → Configure approvals and time → Prepare payroll → Add only the advanced settings you need → Review readiness and run a trial

1. Register and hand over the organisation — complete the company profile, first administrator account, and initial setup profile.
2. Organisation structure and positions — create the groups, hierarchy, and positions used for employees and managers.
3. Roles, data access, and approvals — give each person only the access they need, then define where requests go.
4. Time and attendance policies — prepare schedules, holidays, shifts, leave, overtime, and clock requirements.
5. Payroll foundations — create an attendance period and publish a tested payroll template.
6. Advanced settings when needed — configure auto codes, banking, single sign-on, or additional organisations only when they are part of the rollout.
7. Review and trial run — open HR → Onboarding → Setup, Recheck, resolve every Needs action item, then Review go-live.

Evidence required before moving on

Move to the next stage only after the saved result is visible on its own screen:

• the organisation and timezone are correct;
• the organisation draft has been published;
• required positions are Active;
• role assignments have the intended data access;
• required approval workflows are Active;
• time policies have the intended assignments;
• an attendance period and a Published payroll template exist.

Review operational readiness

Open HR → Onboarding → Setup:

1. Choose Recheck to refresh the current status. Rifena runs this step only after verifying the account’s setup-management permission.
2. Open Needs action, then select each item that needs correction.
3. On the selected item, use Open configuration. Its target comes from current setup state and is permission-checked at the destination; Docs does not construct a configuration URL.
4. When no required item is blocking progress, choose Review go-live.
5. Review any active defaults or items that do not apply, enter a confirmation reason, then choose Confirm and create snapshot in the dialog. Docs opens the review step but never confirms on the user’s behalf.

The snapshot records the readiness review at that moment. It does not replace a trial of the actual business workflows.

Run a controlled trial

Use a small group with representative data. Create one test employee, assign a shift, record attendance, submit a leave request, close attendance, and create a draft payroll run. Expand the rollout only after the owner of each stage has confirmed the visible result.

Next step: Begin with Register and hand over the organisation.