Onboard a workspace and teammates

Use this guide when starting a new TOW workspace or bringing a teammate into an existing organisation.

Prepare onboarding inputs

Before the first setup, gather:

1. Company name and one-line description.
2. Current strategy and priorities.
3. Products, customers, market, and constraints.
4. Known technical architecture and AI usage.
5. Current operating rhythm.
6. Active risks, decisions, and unresolved questions.
7. Work that should become tickets after setup.

Do not paste sensitive information into onboarding unless the organisation is ready for that information to become workspace context.

Complete first workspace setup

1. Open TOW.
2. Register the first user.
3. Confirm organisation settings.
4. Choose the workflow mode.
5. Complete company onboarding.
6. Select Finish onboarding.
7. Wait for Agent running.

The first registered user becomes organisation owner and server admin. 4. Edit incorrect, speculative, stale, or sensitive content. 5. Check generated priorities, risks, and task seeds. 6. Select Activate only when the snapshot is a trustworthy baseline. 7. Open Today, Memory, and Tickets to review generated follow-up.

Baseline context

Activating the first snapshot changes what TOW treats as current organisation context. Do not activate a snapshot that contains guesses or content that should not guide the team.

Fix a bad first snapshot

1. Keep the snapshot pending if it is not trustworthy.
2. Edit the snapshot body directly.
3. Correct source docs or memory that caused the issue.
4. Review pending memory diffs.
5. Regenerate only if source context was incomplete enough that editing is not practical.
6. Activate the corrected snapshot.

Create initial projects

1. Open Projects.
2. Create a project for each durable work area that needs its own scope, access, workflow, fields, or boards.
3. Choose a clear project key.
4. Choose open or restricted visibility.
5. Assign a project lead.
6. Add members or groups.
7. Configure workflow statuses.
8. Add custom fields.
9. Create at least one saved board for the project's operating review.
10. Create initial tickets or connect roadmap epics.

Avoid creating too many projects at once. Start with areas that truly need separate access or workflow.

Invite a teammate

1. Open organisation settings.
2. Go to members and invites.
3. Create an invite.
4. Set role, profile, title, group, and expiry if available.
5. Copy and share the invite URL through an approved channel.
6. After the teammate accepts, confirm their organisation role.
7. Add them to project groups or direct project grants.
8. Ask them to open Today, Docs, Tickets, Chat, and Inbox in the correct project scope.

Onboard a teammate into a project

1. Add the teammate to the project or project group.
2. Send them the key project docs.
3. Send them the main project board.
4. Point them to active tickets assigned to them or their group.
5. Explain which Daily updates the team expects.
6. Tell them where Inbox review happens.
7. Ask them to check Chat source groups before asking project-specific questions.

Run an access review

1. Open the project.
2. Review visibility.
3. Review direct grants.
4. Review group grants.
5. Remove stale access.
6. Confirm the project lead is still correct.
7. Document any sensitive scope rules in a project doc.

Run access review after team changes, customer changes, sensitive work, or project closure.

Related guides: Add custom fields, Configure workflows and required fields, Create a project board.