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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](./modules/email/smtp-settings.md) 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](./settings/billing-subscriptions.md) 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](./modules/scheduling/calendar-connections.md) 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](https://help.swellsystem.com/en/article/importing-sample-data-tfg4vt/)
2. **Set Up Scheduling**: [Setting Up Availability](./modules/scheduling/setting-up-availability.md)
3. **Configure CRM**: [Managing Contacts](./modules/crm/managing-contacts.md)
4. **Set Up Finance**: [Creating Invoices](./modules/finance/creating-invoices.md)

## 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](./troubleshooting/common-issues.md).