> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/getting-started/initial-setup.md).

# Initial setup (checklist for administrators)

Checklist for administrators: set up equipme in the right order, from branding and organization to approvals and self-service.

This checklist guides you through the setup in a sensible order. Not every step is necessary for every company.

## 1. Appearance and basic settings

* [ ] [Theme](/dokumentation/settings/theme.md): logo, colors, favicon, app title
* [ ] [Portal settings](/dokumentation/settings/portal-settings.md): preferred language, **currency** (can only be changed to a limited extent later), confirmation of receipt, mandatory phone number
* [ ] [Company profile](/dokumentation/settings/company-profile.md): company address

## 2. Finance

* [ ] Create [billing addresses](/dokumentation/organization/cost-centers-and-billing-addresses.md#billing-addresses) and set a default
* [ ] Create or import [cost centers](/dokumentation/organization/cost-centers-and-billing-addresses.md#cost-centers), with managers and billing address

## 3. Organization

**With an HR system:**

* [ ] Connect [HR sync](/dokumentation/organization/hr-sync.md), review filters and settings, activate it
* [ ] Add **addresses and phone numbers** to synchronized locations

**Without an HR system:**

* [ ] Create or import [locations](/dokumentation/organization/locations.md)
* [ ] Create [groups](/dokumentation/organization/groups.md), especially **departments** with managers
* [ ] Import [employees](/dokumentation/organization/employees/import-employees.md), with location, department, **supervisor** and cost center

**In both cases:**

* [ ] Assign [location managers](/dokumentation/organization/locations.md#location-managers-manager) (purchasers/planners)

## 4. Roles and access

* [ ] Assign [roles](/dokumentation/settings/roles-and-permissions.md): administrators, purchasers, planners, controllers
* [ ] Check whether "Supervisor" should be assigned automatically
* [ ] Optionally set up [single sign-on](/dokumentation/settings/integrations-and-sso.md#single-sign-on-sso)

## 5. Procurement

* [ ] Choose the [approval process](/dokumentation/procurement/approval-settings.md) and activate the approval type. **Before doing so, check that the required assignments (supervisors, department heads, location managers or cost center managers) are complete.**
* [ ] Define which justifications are mandatory
* [ ] Optional: create [your own services](/dokumentation/offer-management/service-portfolio.md) and [suppliers](/dokumentation/offer-management/suppliers.md)
* [ ] Optional: create [templates](/dokumentation/offer-management/template-management.md) for standard equipment and assign them to locations or groups

## 6. Take over existing stock

* [ ] [Record or import](/dokumentation/assets/inventory/record-and-import-inventory.md) existing devices, licenses and contracts
* [ ] Optionally set up [additional table columns](/dokumentation/settings/portal-settings.md#additional-table-columns) for serial numbers or similar

## 7. Self-service and communication

* [ ] [Set up self-service](/dokumentation/self-service/self-service-setup.md): release offers, tags, price display, delivery addresses
* [ ] Review [email notifications](/dokumentation/settings/email-notifications.md): recipients, reminders for expiring services
* [ ] Optionally activate [custom links](/dokumentation/settings/custom-links.md) and the [Equipme Operate](/dokumentation/self-service/tickets.md#for-administrators) ticket system (already active for new companies)
* [ ] [Invite](/dokumentation/organization/employees.md#account-tab) employees

{% hint style="success" %}
Test the entire flow once: request a service via "My workspace" → "My Marketplace", approve it, order it in the order requests and follow it all the way into the inventory.
{% endhint %}


---

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