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Account Setup Guide

Account Setup Guide


Complete your SWELLEnterprise account setup to get the most out of the platform.


Profile Information


Basic Profile


Access your profile via the top-right menu → Profile or Settings.


Required Information:

  • Full Name: Your display name throughout the system
  • Email Address: Used for login and notifications
  • Password: Secure password (minimum 8 characters recommended)


Optional Information:

  • Phone Number: For contact purposes
  • Avatar/Photo: Profile picture (helps team recognition)
  • Bio: Brief description (useful for scheduling booking pages)
  • Timezone: Critical for scheduling and time-based features


Important: Set your timezone correctly - it affects scheduling availability, invoice due dates, and all time-based features.


Booking Profile (Scheduling)


If you use the scheduling module, configure your booking profile:


  • Booking Slug: Custom URL for your booking page (e.g., /meet/john-doe)
  • Enable Public Booking: Allow people to book with you
  • Booking Bio: Description shown on your booking page
  • Booking Avatar: Photo shown on booking page


Organization Settings


Company Information


Set up your organization details:


  • Company Name: Your business or organization name
  • Address: Physical address (for invoices and contracts)
  • Phone: Business phone number
  • Email: Business email address
  • Website: Your website URL
  • Logo: Company logo (used in invoices, proposals, etc.)
  • Tax ID: Tax identification number (for invoices)


Branding


Customize your brand appearance:


  • Primary Color: Used in invoices, proposals, and UI elements
  • Logo: Upload your company logo
  • Favicon: Small icon for browser tabs


Email Configuration


SMTP Settings


Configure email sending for system notifications and client communications.


Access: Settings → SMTP Settings


Required Information:

  • SMTP Host: Your email server (e.g., smtp.mailgun.org, smtp.gmail.com)
  • SMTP Port: Usually 587 (TLS) or 465 (SSL)
  • Encryption: TLS or SSL
  • Username: Your email address or SMTP username
  • Password: Your email password or SMTP password
  • From Name: Name shown in sent emails
  • From Email: Email address shown as sender


Testing:

  • Use the "Test Connection" button to verify settings
  • Send a test email to yourself
  • Check spam folder if test email doesn't arrive


See SMTP Settings for detailed configuration.


Email Client (Optional)


If you want to manage emails within SWELL:


  1. Connect your email account
  2. Configure IMAP/POP3 settings
  3. Enable email capture for specific addresses


Notification Preferences


Configure how and when you receive notifications:


Access: Settings → Notifications (or per-module settings)


Notification Types:

  • Email Notifications: Receive emails for important events
  • In-App Notifications: See notifications in the app
  • SMS Notifications: Text messages (if configured)
  • Push Notifications: Browser push notifications


Common Notification Events:

  • New booking requests
  • Invoice payments received
  • Task assignments
  • Lead status changes
  • Project updates
  • Team mentions


Security Settings


Password Management


  • Change Password: Update your password regularly
  • Password Requirements: Minimum 8 characters (recommended: 12+ with mix of characters)
  • Password History: System prevents reusing recent passwords


Two-Factor Authentication (2FA)


If available, enable 2FA for additional security:


  1. Go to Settings → Security
  2. Enable Two-Factor Authentication
  3. Scan QR code with authenticator app
  4. Enter verification code
  5. Save backup codes in a secure location


Session Management


  • Active Sessions: View and manage active login sessions
  • Logout All Devices: Sign out from all devices at once
  • Session Timeout: Automatic logout after inactivity


Module Activation


During trial, all modules are typically active. After trial, manage which modules you use:


Access: Settings → Modules (or Admin → Modules)


To Activate/Deactivate:

  1. Find the module in the list
  2. Toggle the switch to enable/disable
  3. Changes take effect immediately


Note: Deactivating a module hides it from navigation but doesn't delete data. You can reactivate later.


Team Management


Adding Team Members


  1. Go to Settings → Team (or Admin → Users)
  2. Click "Add User" or "Invite User"
  3. Enter email address
  4. Assign role (Admin, User, Guest)
  5. Send invitation


User Roles


  • Super Admin: Full system access (you)
  • Admin: Full access within tenant
  • User: Standard access with permissions
  • Guest: Limited read-only access


Permissions


Configure what each role can do:

  • View/edit/delete records
  • Access specific modules
  • Manage settings
  • View financial data


Billing & Subscription


Viewing Your Plan


Access: Settings → Billing or Admin → Subscription


Information Shown:

  • Current plan name
  • Subscription status (Active, Trial, Expired)
  • Trial days remaining (if applicable)
  • Next billing date
  • Payment method


Upgrading/Downgrading


  1. Go to Billing settings
  2. Click "Change Plan" or "Upgrade"
  3. Select new plan
  4. Confirm changes
  5. Payment processed immediately


Payment Methods


  • Add Payment Method: Credit card via Stripe
  • Update Payment Method: Change card details
  • Billing History: View past invoices and payments


See Billing & Subscriptions for details.


Integration Settings


Calendar Connections


Connect external calendars for scheduling:


  • Google Calendar: OAuth connection
  • Microsoft/Outlook: OAuth connection
  • iCloud/CalDAV: Manual connection
  • Other CalDAV: Custom server connection


See Calendar Connections for setup.


Payment Gateway


Configure Stripe for payments:


  1. Go to Settings → Integrations → Stripe
  2. Enter Stripe API keys (from Stripe dashboard)
  3. Test connection
  4. Enable payment processing


Other Integrations


  • Mailgun: Email delivery (if not using SMTP)
  • Plaid: Bank account connections (if available)
  • Crisp: Support chat (typically pre-configured)


Data Import/Export


Importing Data


Supported Formats:

  • CSV files
  • Excel files (.xlsx)


Importable Data:

  • Contacts
  • Companies
  • Products
  • Invoices (limited)


Steps:

  1. Go to module (e.g., CRM → Contacts)
  2. Click "Import" button
  3. Select file
  4. Map columns
  5. Review preview
  6. Import


Exporting Data


Export your data for backup or migration:


  1. Go to Settings → Data Export
  2. Select data types to export
  3. Choose format (CSV, JSON)
  4. Click "Export"
  5. Download file when ready


Timezone Configuration


Critical Setting: Your timezone affects:

  • Scheduling availability display
  • Invoice due dates
  • Task deadlines
  • All time-based features


To Set:

  1. Go to Settings → Profile
  2. Select your timezone
  3. Save


For Scheduling:

  • Your availability is shown in your timezone
  • Clients see times in their timezone (if detected)
  • Bookings are stored in UTC and converted for display


Next Steps


After completing account setup:


  1. Import Sample Data: Importing Sample Data
  2. Set Up Scheduling: Setting Up Availability
  3. Configure CRM: Managing Contacts
  4. Set Up Finance: Creating Invoices


Troubleshooting


Can't receive emails?

  • Check SMTP settings
  • Verify email address
  • Check spam folder
  • Test connection


Timezone issues?

  • Verify timezone in profile
  • Check browser timezone detection
  • Ensure server timezone is correct


Module not showing?

  • Check module activation status
  • Verify subscription includes module
  • Clear browser cache


For more help, see Common Issues.


Updated on: 13/03/2026

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