Onboarding Checklist

This is the order we recommend for bringing a new organization onto the platform. The IT track and the operations track can mostly run in parallel, but the numbered dependencies matter.

Before you start

Your Optimal Workforce contact creates your organization and invites your first organization owner — normally someone on the IT or operations leadership side. Everything after that is self-serve.

Decide up front:

• Who is the organization owner. This person registers single sign-on and can grant organization roles. Have at least two.
• How many teams you need. A team is a workspace with its own data source and its own regions. Many customers start with one.
• Where your data comes from. An API connection to your scheduling or HIMS platform, or CSV exports. See Data Sources.

IT track

1. Accept the owner invitation and sign in. The owner opens the invitation, sets a password, and confirms that Manage Tenant appears in the sidebar. If it does not, the organization membership was not granted — contact your Optimal Workforce representative.

2. Enable multi-factor authentication on the owner account. Do this before anything else. See Account Setup.

3. Set up single sign-on. (Depends on 1.) Create the Enterprise Application in Microsoft Entra, assign the users and groups who should have access, and register your email domain and metadata URL under Manage Tenant → Single Sign-On. Full walkthrough: Single Sign-On.

Test it with one user before announcing it.

4. Decide where vendor credentials live. (Can run alongside 3.) If every team will connect to the same source system with the same credentials, enter them once under Manage Tenant → Integrations and let teams inherit them. See Integration Credentials.

5. Create the teams. Under Manage Tenant → Teams, create the workspaces your operations group needs.

6. Review the role model with your operations leads. (Depends on 5.) In particular, confirm you are comfortable that a team member can change that team's data source. See Teams and Members.

7. Invite people. Organization roles are granted in Manage Tenant; team access is a separate invitation from inside each team. Most people need both.

Operations track

1. Get your data ready. (Can start immediately.) If you are connecting an API, gather the vendor credentials. If you are uploading CSV, produce a sample export and check it against CSV Upload — especially the rule that the file must contain no client or employee personal information.

2. Connect the data source. (Depends on IT step 5.) Go to /home/<team>/integrations and run the connect wizard. See Connecting an API Source or CSV Upload.

3. Check that your regions look right. (Depends on 2.) Open the Data Editor and confirm the areas and regions match how you actually operate. If the platform's region discovery does not match your real territories, fix it here before you rely on any numbers. See Data Editor.

4. Read the baseline. (Depends on 3.) Spend time on the Monitoring dashboard understanding your current distribution before you change anything. See Caseload Dashboard.

5. Set up alerts. (Depends on 4.) Once you know what normal looks like, set thresholds so you hear about drift. Start with a small number of alerts on the metrics you actually act on. See Alerts.

6. Model a change in Preview. (Depends on 3.) Before running an optimization, use the Preview sandbox to get a feel for how moving areas between regions changes the numbers. Nothing there touches live data. See Preview Sandbox.

7. Run your first optimization. (Depends on 4.) See Running an Optimization.

8. Produce a baseline report. A balance report captures where you started, which makes the value of later changes much easier to demonstrate. See Reports.

A realistic first month

Getting help

If you get stuck, Troubleshooting covers the problems we see most often during onboarding. Otherwise see Support.