Initial First-Time Setup (Administrator)

This section explains how to set up the platform for the first time as an administrator.

If you are the first person registering in the system, you will automatically be assigned administrator permissions.

Step 1 – Register the First Admin Account

  • Open the application in your browser.

  • Select Register.

  • Enter your full name.

  • Enter the shared authorisation code provided for your organisation.

  • Create your login credentials.

  • Submit the form.

The first registered user is automatically assigned administrator access.

After logging in, confirm that you can see the Admin Panel button on the dashboard. This confirms your admin status.

Step 2 – Review and Configure Application Settings

Go to Admin Panel.

Complete the following setup items before inviting wider staff use.

Company Details

  • Set the Company Name.

  • Upload the Company Logo (PNG or JPG).

  • Choose Main Gradient Colours.

  • Choose Recognition Gradient Colours (if Recognition is enabled).

These settings control branding across the platform, emails, and the Display Wall.

Recognition Settings

  • Enable Recognition if you want it active.

  • Set the Recognition Name (for example, Kudos, Highfive, Shoutout).

  • Set the Monthly Goal Multiplier.

The Monthly Goal Multiplier determines the monthly recognition target:
Active users × multiplier = monthly recognition goal.

For example:
50 users × 1.2 = 60 recognitions per month.

Start with a realistic multiplier (typically 1.0–1.3) and adjust later if participation consistently exceeds target.

  • Configure Recognition Categories.
    Add, edit, reorder, or deactivate categories.
    Categories should reflect company values or key behaviours.

Departments

Go to Manage Departments.

  • Add all operational departments.

  • Arrange them in logical order.

  • Confirm that departments reflect how the business is structured.

Departments affect suggestion categorisation and reporting.

Users

Go to Manage Users.

  • Confirm your own admin status.

  • Ensure at least one additional trusted person is assigned admin access for continuity.

  • Remove or disable any test accounts before launch.

You may optionally:

  • Pre-register senior managers.

  • Confirm correct spelling of names (login uses exact name matching).

Email Configuration (Optional but Recommended)

If you want notifications enabled:

  • Enter Mailgun API Key.

  • Enter Domain.

  • Enter From Email Address.

  • Select Region (US or EU).

  • Send a test email.

Without email configured, the platform works fully, but users will not receive notifications.

AI Similarity Detection (Optional)

If using AI-assisted similarity checking:

  • Enter Anthropic API Key.

  • Test connection.

  • Confirm similarity detection is enabled.

This helps reduce duplicate suggestions at submission stage.

Step 3 – Security Check

Before launch:

  • Confirm only authorised users have admin access.

  • Confirm the authorisation code is correct.

  • Consider updating the authorisation code if it was shared widely during testing.

  • Confirm the Display Wall route is restricted appropriately.

Ensure no default or test credentials remain active.

Step 4 – Test the Core Workflow

Before rolling out to staff:

  • Submit a test suggestion.

  • Move it through each status.

  • Add reviewer notes.

  • Confirm savings calculation works.

  • Send a test recognition.

  • Verify it appears in the feed and on the Display Wall.

  • Confirm email notifications are received (if configured).

This ensures the full workflow functions correctly.

Step 5 – Communicate Launch

Before inviting all staff:

  • Provide a short explanation of purpose.

  • Clarify what “good suggestions” look like.

  • Clarify how recognition should be used.

  • Set expectations for review timelines.

Cultural clarity at launch improves participation rates.

Ongoing Admin Responsibilities

After initial setup, administrators are responsible for:

  • Reviewing suggestions in a timely manner.

  • Providing clear reviewer notes.

  • Maintaining professional standards in comments.

  • Monitoring recognition participation levels.

  • Adjusting the monthly multiplier if engagement consistently exceeds target.

  • Ensuring at least one active administrator remains in the system.

Consistent administration is critical. The system works best when suggestions are reviewed promptly and recognition remains visible.