Completing the Onboarding Wizard

Overview

After signing up, CrewHR guides you through an onboarding wizard to set up your organization. The wizard has 8 steps and takes about 10 to 15 minutes to complete.

You can come back to the wizard at any time if you need to step away. Your progress is saved automatically.

Step 1: Organization

Set up your basic organization details:

• Organization Name: Your company or team name
• Timezone: Auto-detected from your browser, but you can change it
• Country: Auto-populated based on your timezone
• Currency: Auto-populated based on your country

These settings apply across your entire organization and can be changed later in Settings.

Step 2: Locations

Add the physical locations where your team works. You need at least one location.

For each location, enter:

• Name: A recognizable name (e.g., "Downtown Office", "Main Hospital")
• Address: Optional but helpful for reference
• Timezone: Defaults to your organization timezone
• Operating Days: Select which days the location is open (defaults to Monday through Friday)
• Zones: Optional departments or areas within the location (e.g., "Kitchen", "Front Desk", "ICU")

You can add multiple locations and edit them later.

Step 3: Roles

Define the roles in your organization. You need at least one role.

For each role, enter:

• Name: The role title (e.g., "Nurse", "Cashier", "Manager")
• Color: Pick a color for visual identification on the schedule

Roles are used throughout CrewHR to organize employees, define coverage requirements, and filter schedules.

Step 4: Employees

Add your team members. This step is optional during onboarding since you can add employees later.

For each employee, enter:

• First Name and Last Name (required)
• Email (optional)
• Role (select from the roles you just created)
• Location (select from your locations)

You can also upload a CSV file with employee data. The CSV should have columns for first name and last name at minimum.

Step 5: Schedule Type

Choose how your scheduling works:

• Highly Predictable (Template-based): Same shifts, same people, every week. Best for fixed schedules that rarely change.
• Highly Dynamic (Coverage-based): Shifts change week to week with custom schedules for each period. Best for variable staffing needs.

This choice affects how CrewHR sets up your initial schedule configuration.

Step 6: Describe Your Schedule

This is an optional step where you can help CrewHR understand your current scheduling needs:

• Type a description of how your schedule works (shift times, rotation rules, special requirements)
• Upload a file with your current schedule (CSV, Excel, PDF, or image formats accepted, up to 50MB)

CrewHR uses AI to parse your description or file and pre-populate the next step. You can skip this entirely and set things up manually.

Step 7: Build Schedule

Based on your schedule type choice in Step 5:

• Template mode: Build shift templates with specific time slots for each day
• Dynamic mode: Define coverage requirements specifying how many of each role you need per day

The details you entered in Step 6 may be pre-filled here.

Step 8: Review and Launch

Review a summary of everything you have set up:

• Organization name
• Number of locations and their names
• Number of roles and their names
• Employee count
• Schedule type

Click Launch to complete onboarding and start using CrewHR. You will be taken directly to the scheduler page.

After Onboarding

Once onboarding is complete, you can:

• Fine-tune your settings in the Settings page
• Add more employees or import them from CSV
• Set up coverage requirements for each location
• Create your first schedule

Common Questions

Can I change things after onboarding?

Yes. Everything you set up during onboarding can be modified later. Locations, roles, employees, and schedule settings are all editable from the main dashboard.

What if I skip the employees step?

You can add employees at any time from the Employees page. You can also send email invitations for employees to create their own accounts.

Can I redo onboarding?

Onboarding only runs once. After completing it, use the individual settings and configuration pages to make changes.