Product guide
Set up your business
Set up the basics in a calm order. Business profile first, then locations, services, staff, resources, and schedules. After that, daily work becomes much easier.
Learn setup in this order
Don't try to configure everything at once — each task prepares the next.
Set up your business profile
Create the business record users will recognize across invites, schedules, reports, and billing.
Add customers and locations
Create customer and branch records so appointments, jobs, and reports point to the right place.
Invite staff and build schedules
Set staff roles, working hours, breaks, leave rules, and availability before the first live schedule.
Set leave policies and balances
Configure annual, sick, and personal leave balances so managers can approve requests without guessing.
Create services and booking rules
Define what the business sells, how long it takes, who can do it, and what must be checked before completion.
Walkthrough video
Setup overview video
A 2–3 minute walkthrough of the full setup path — business profile, locations, services, and team schedules.
Before inviting the whole team
A practical checklist before people start using Flowdexa for real jobs.
- Business timezone and closed dates match the operating calendar.
- Customer locations have clear names, addresses, and access notes.
- Services include required skills, tasks, delivery mode, and pricing context.
- Resource profiles have skills, schedule templates, and availability rules.
- Leave balances include entitlement, used days, and carry-over for the current year.
- Owner and admin accounts can access settings, billing, and team management.
- Managers have reviewed initial leave balances and approval responsibilities.
Decisions to make early
These prevent messy data and access problems later.
- Naming
- Use names people would say on a call. Avoid internal codes as the only identifier unless the business already depends on them.
- Ownership
- Assign one owner for workspace setup, one owner for services, one owner for schedules, and one owner for billing readiness.
- Data import
- Import customers and services before jobs. Import resources before schedules. Validate duplicates before inviting the whole team.
- Access review
- Test each role using a non-owner account. Confirm managers, dispatchers, employees, and finance users see different surfaces.
- Rollback
- Keep the previous scheduling or billing process available during pilot week until the team confirms the Flowdexa workflow is complete.
You're ready to go live when…
Setup is finished when these things work with real business examples, not sample placeholders.
- A dispatcher can create and dispatch a job using a real customer, service, and available resource.
- A manager can approve and reject leave while seeing balance and schedule impact.
- An admin can invite a new user, assign role access, and remove access when needed.
- A service manager can update a service checklist without breaking existing jobs.
- Finance can identify which jobs are ready for invoice review.
- Support can trace a user issue to role, project membership, or missing setup data.