Owner and IT Admin Guide
Use this guide to register the organization, invite the team, set up departments, configure permissions, create projects and rituals, and prepare daily operations before rollout.
People
Departments, managers, employee onboarding, imports, and PIN accounts.Access
Roles, permissions, project membership, and safe delegation.Workflows
Projects, rituals, evidence, review, and operational health.Operations
Calendar resources, docs, files, quotas, chat, voice, and notifications.Register your organization
Create the workspace and first admin account when your company does not have TechOffice yet.
Example: register Docs Capture 441114 with subdomain docs-guide-441114 and admin email [email protected].
- Open https://transformar.work/signin/.
- Select Register your organization.
- Enter the company name and subdomain.
- Enter the first admin account details.
- Wait for the subdomain availability check.
- Select Create Organization, then go back to sign in after the success message.
Confirm the active workspace
Make sure every setup action happens in the intended organization before changing settings.
Example: switch from North Star Lab to North Star Clinic before creating departments or inviting clinic employees.
- Check the organization name in the top-left workspace header.
- Use the profile or organization switcher if you need a different workspace.
- Confirm the top navigation shows Calendar, Notifications, Chat, Tasks, Docs, Files, and Organization.
- Continue only after the active workspace is correct.
Set up departments and managers
Build the structure used for assignment, manager visibility, search, notifications, and permissions.
Example first structure: Operations, Sales, Support, and Field Team.
- Open Organization.
- Select Departments.
- Select Create Root Department or Create First Department.
- Create only the top-level groups you will actually use.
- Add child teams when they matter for assignment, reporting, or communication.
- Assign managers after employee records exist.
- Use org chart or list view to verify that the structure is easy to understand.
Invite your team members
Choose email, SSO, PIN account, or bulk import based on how each worker signs in.
Example: invite [email protected] by email, create night-shift-17 as a PIN account, and use bulk import for a store opening team.
- Open Organization.
- Select Employees.
- Invite office workers with email or SSO so they can manage their own sign-in.
- Create org-managed PIN accounts for frontline, temporary, field, or shared-device workers.
- Use import for batches and review the preview table before confirming.
- Assign each employee to the correct department and role.
- Save any one-time temporary PIN before closing the result screen.
Delegate with roles and permissions
Use permission-backed roles to delegate repeatable admin work without giving every operator owner access.
Example roles: People Operator, Project Lead, and Facilities Scheduler.
- Open Organization.
- Select Permissions.
- Review who can invite employees, import employees, manage departments, manage roles, create projects, review evidence, manage resources, delete files, and change quotas.
- Keep owner access limited to recovery and high-risk settings.
- Create operator roles for repeatable administration.
- Use project membership for authority that should apply only inside one project.
- Review permissions after each rollout phase.
Set up projects and task workflow
Create project workspaces and keep workflow complexity small until the team needs it.
Example: create Q3 Product Launch with key PRJ56D0F and mixed mode for one-off tasks plus recurring readiness checks.
- Open Tasks.
- Select New Project.
- Give the project a short name and key.
- Choose visibility: public for broad discovery, private for restricted teams.
- Choose collaboration mode: standard, ritual, or mixed.
- Add members and assign project roles.
- Configure states, task levels, custom fields, and workflow rules only when they clarify the work.
Set up recurring rituals and evidence
Create scheduled operational work and require evidence only when proof matters.
Example rituals: store opening checklist, Friday safety inspection with photo evidence, and end-of-shift report with text notes.
- Open the project where the recurring work belongs.
- Create a ritual definition with a clear title and schedule.
- Add default assignees, departments, or reviewers.
- Set the completion window.
- Add evidence requirements only when proof matters.
- Save the ritual and verify upcoming instances.
- Use the review backlog to approve, reject, or request corrected evidence.
Set up calendar resources and booking links
Prepare scheduling for meetings, shifts, rooms, equipment, vehicles, and shared spaces.
Example resources: Training Room A, Delivery Van 2, and Portable Scanner Kit.
- Open Calendar.
- Select New Event for meetings, shifts, company events, or maintenance windows.
- Add required and optional attendees.
- Check availability before choosing a time.
- Add resources such as rooms, vehicles, or equipment when needed.
- Use booking links when someone else should choose from available times.
- Use check-in or evidence only for events where proof is operationally required.
Prepare notifications, chat, docs, and files
Set up the places where daily work will happen before inviting the whole team.
Example channels: General Announcements, Operations, Q3 Product Launch, and direct messages for one-on-one coordination.
- Open Notifications and enable push notifications on trusted admin devices.
- Open Chat and create channels for teams, projects, operations, or announcements.
- Use private channels only for restricted groups.
- Create root docs for policies, handbooks, procedures, and project notes.
- Review file storage quotas and cleanup responsibilities.
- Explain when employees should use mentions, direct messages, task discussions, voice messages, and live calls.