Set up your company
The settings a new Tenant Admin should fill in before adding people or creating jobs, and the order to do them in.
Do this once, before you add your team. Two of these settings cannot be changed cleanly later, so half an hour now saves a mess in month two.
Open Settings at the bottom of the sidebar.
1. Name your company
Go to Settings → General.
Fill in Company Name
This is the name that appears through the Dashboard and on your documents.
Fill in App Display Name if you want a shorter name
It shows at the top of the Technician app. Leave it blank to use the company name.
Pick a Brand Theme
The colour scheme for your Dashboard and the Technician app.
Set the Workspace currency
Every amount is shown in it. Changing it later does not convert amounts you have already saved.
Click Save Changes
Your Logo and your Mobile App Icon show here but you cannot change them. Your provider owns both. Send them your logo and they will set it.
2. Set your employee code prefix
Still in Settings → General. Set Employee Code Prefix to one to five capital letters — your initials, or a short form of your company name.
KaryaFlow builds every employee code from it. Set CA and your first technician becomes CA-001. The line under the box shows the next code that will be used.
Do this before you add anybody. Codes already given out do not change when you edit the prefix, so you end up with two styles of code in one list.
3. Build your job pipeline
Go to Settings → Jobs → Work Statuses.
Your stages are your own words for how work moves. Write down how a job actually travels through your office first, then type those stages in.
Add each stage in order
Type the name in Add a work status… and press Enter. Drag the rows to fix the order.
Choose which stages technicians see
The Mobile switch puts a stage on the technician's phone as a filter chip. The Default switch picks which one their app opens on.
Set When a new job is created
Choose the stage every new job starts at. Leave it unset and jobs a technician raises on their phone arrive already closed.
Set your Completed status and Cancelled status
These two are the ones the rest of KaryaFlow keys off. Completion dates and technician pay follow the completed one.
Full detail in Job statuses explained.
4. Trim the job form
Go to Settings → Jobs → Job fields.
Look at the New job form tab and turn off everything your business does not use. Rename anything your team calls by a different word. A shorter form gets filled in properly.
Do the same for the Job details and Jobs list tabs.
5. Decide the attendance rule
Go to Settings → Attendance.
Require check-in before working on jobs is on by default. While it is on, a technician cannot touch a job until they have marked attendance. Most companies keep it on — it is what makes attendance honest.
Set Auto check-out forgotten sessions and a Daily cut-off time at the end of your working day, so nobody's day stays open all night.
6. Set what work pays
Go to Settings → Pay & Completion → Incentives.
Add your service types and fill in the amounts. Until you do, technicians earn nothing on their jobs.
You can start with the ready-made chips — Installation with Demo, Complaint, Normal Service, Visit only and others — and edit the amounts.
See Understand what a technician earned.
7. Set your invoice numbering
Only if you will bill from KaryaFlow. Go to Settings → Documents → Invoices.
Set the Prefix, the Number length, and whether numbering resets Every financial year (Apr–Mar) or never. Then set the Next number so your KaryaFlow bills continue from wherever you had reached.
One running sequence is shared across every job. Get the prefix and the starting number right before you issue the first bill — you cannot renumber afterwards.
8. Check what your roles can do
Go to Settings → Roles & Permissions. Look down the Manager column and turn off anything a manager in your office should not touch, especially the rows marked Sensitive.
See Users and roles.
Ready
Your workspace is set up. Now put people in it.