Enterprise Admin Quick Start

Set up your organization, add people, brand the app, create specialists, review documents and visuals, turn on phone calling, and manage billing.

Overview

This guide walks you through the first week of getting your company up and running with CodeBuddy. You'll set your company's look and feel, add people, set permissions, create specialists, bring in your documents, and (optionally) turn on phone calling. It ends with tips for billing, plan choices, and access controls.

1) Initial Enterprise Account Setup

• Choose your main company name and logo.
• Pick your primary color for buttons and icons.
• Confirm your time zone and default language.
• Add a test Specialist so you can try things quickly.

Tip: Keep names simple so your team can find the right items fast.

2) Add and Manage Your Team

• Invite teammates by email.
• Assign a role:
  • Admin: Full control (settings, people, billing).
  • Pro: Full product features (photos, voice, shared content).
  • Lite: Core chat features.
  • Phone User: Call-in access only (no web app).
• Group people by teams, offices, or job roles if helpful.

Best practice: Start with a few Admins you trust, then add others gradually.

3) Organization Settings & Branding

• Upload your logo and choose colors that match your brand.
• Check the app in light and dark mode.
• Add a short "welcome note" if you want new users to see guidance on first login.
• Confirm what users should see first: the main chat, or a "pick a specialist" screen.

4) Create Specialists & Set Permissions

• Create a Specialist:
  • Name (e.g., "NEC Compliance Specialist").
  • Simple instructions for how this Specialist should answer.
• Assign the Specialist:
  • Everyone in the company.
  • Only certain teams.
• Decide who can edit Specialists:
  • Admins only.
  • Admins + trusted Pro users (good for smaller teams who self-manage).

Keep instructions short and clear. Show examples of good questions in the description.

5) Bring In Your Documents

• Add key documents your team uses (PDFs, Word, Excel, text, images).
• After upload, give the system time to read everything.
• Review the visuals (illustrations, diagrams, tables) that are found.
• Make sure titles and captions are easy to understand.
• When things change, re-upload updated files and remove outdated ones.

Goal: Your team should see helpful visuals in answers when it makes sense.

6) Phone System for Your Organization (Optional)

• Set up a company call-in number for CodeBuddy.
• Choose whether callers must say their name and enter a PIN.
• Share the number and simple calling instructions with your team.
• Make a test call yourself to confirm:
  • The greeting.
  • PIN behavior.
  • How answers sound and flow.

Tip: Post the call-in number in team areas where it's easy to find.

7) Plans and Billing

• Confirm who needs Pro vs Lite.
• Choose monthly or yearly plans.
• Review current invoices and the billing contact email.
• Set a reminder to check plan usage each month (especially call volume).

8) Security and Access Controls

• Use strong passwords and turn on 2-step sign-in if your company requires it.
• Limit who can add or remove people (Admins only).
• Keep your documents and visuals current. Remove outdated or sensitive files.
• If someone leaves the company, remove their access right away.

Quick Final Checklist

• Your logo and colors look good.
• You added people with the right roles.
• You created at least one Specialist and assigned it.
• You uploaded a few key documents and reviewed visuals.
• Your phone number works (if you're using calling).
• Billing is set and invoices are going to the right place.

Your organization is now ready to use CodeBuddy.