Setting Up Your Organization

Overview

Setting up your organization is one of the most important steps in SimplChek. A properly configured organization ensures that users, sites, departments, tasks, actions, and reports are structured correctly from the beginning.

This setup forms the foundation for inspections, audits, compliance management, issue tracking, and operational reporting across your entire workspace.

What You'll Learn

After completing this guide, you will be able to:

• Configure your organization profile
• Create sites and locations
• Set up departments and teams
• Add users
• Assign roles and permissions
• Configure basic operational settings
• Prepare your organization for inspections and audits

Before You Begin

Ensure that you have:

• An active SimplChek account
• Administrator access
• Your organization details (name, locations, departments, and users)

Step-by-Step Guide: Set Up Your Organization

Step 1: Open Setup

1. Log in to SimplChek.
2. From the left navigation menu, click Setup.

The Setup module is used to configure your organization structure and system settings.

Step 2: Configure Organization Details

1. Open Company Setup.
2. Enter the following information:

• Organization Name
• Business Unit Name (if applicable)
• Contact Email
• Phone Number
• Address
• Country / Region
• Time Zone
• Save Changes.

This information is used throughout the platform for reporting, notifications, and audit records.

Step 3: Create Sites and Locations
Sites represent the physical or operational locations where inspections and audits will be performed.
Step-by-Step

1. In Setup, select Sites / Locations.
2. Click Add Site.
3. Enter:

• Site Name
• Site Code (optional)
• Address
• Region / Branch
• Description (optional)
• Save.

Example Sites

• Head Office
• Warehouse – 
• Production Plant – 
• Retail Store – 
• Construction Site – 

Create all operational sites before assigning users or starting tasks.

Step 4: Set Up Departments and Teams
Departments help organize users and simplify task assignment and reporting.
Step-by-Step

1. Open Departments / Teams.
2. Click Add Department.
3. Enter the department name.
4. Save the department.

Common Departments

• Operations
• Quality Assurance
• Health & Safety
• Maintenance
• Compliance
• Security
• Facilities Management

Step 5: Add Users
Once the organizational structure is ready, add the users who will perform inspections, reviews, and approvals.
Step-by-Step

1. Go to Setup → Users.
2. Click Add User.
3. Enter the user's:

• Full Name
• Email Address
• Phone Number (optional)
• Department
• Assigned Site
• Click Create User.

The user will receive access to the SimplChek workspace based on the assigned role.

Step 6: Assign Roles and Permissions
Roles determine what each user can see and do within SimplChek.
Common RolesAdministrator

• Full system access
• Manage users, sites, templates, and settings

Manager / Supervisor

• View dashboards and analytics
• Review submitted tasks
• Manage actions and issues

Inspector / Auditor

• Access assigned tasks
• Complete inspections and audits
• Submit findings and evidence

Viewer

• Read-only access to assigned reports and dashboards

Step 7: Configure Notifications
Configure how users receive updates about tasks, actions, and issues.
Step-by-Step

1. Open Setup → Notifications.
2. Enable the required notifications:

• Task Assigned
• Task Due Soon
• Task Submitted
• Action Assigned
• Issue Reported
• Action Overdue
• Issue Escalated

3. Save the settings.
Proper notification settings help ensure that important operational activities are not missed.

Step 8: Verify the Organization Setup
Before rolling out SimplChek to all users, perform a quick verification.
Checklist

• Organization details completed
• Sites created
• Departments configured
• Users added
• Roles assigned correctly
• Notifications enabled
• Test checklist available in the Library
• Test task successfully started and submitted

Recommended Setup Order
For the smoothest onboarding experience, configure your organization in this order:

1. Organization Details
2. Sites / Locations
3. Departments / Teams
4. Users
5. Roles & Permissions
6. Notifications
7. Checklist Templates
8. Test Task Execution

Tips

• Use clear and consistent names for sites and departments.
• Create all major locations before adding users.
• Test the setup with one site and a few users before full deployment.
• Keep administrator accounts limited to trusted personnel.
• Document your organizational structure for future administrators.

Best Practices

• Standardize naming conventions across all sites and departments.
• Review user permissions regularly.
• Separate operational sites from administrative locations.
• Use departments to simplify reporting and analytics.
• Perform a quarterly review of organization settings and active users.

Related Articles

• Account Setup
• Navigating the Platform
• How to Create a Checklist
• Starting a Task
• User Roles & Permissions
• How to Manage Users
• Dashboard Overview

Summary
Setting up your organization in SimplChek involves configuring your organization profile, creating sites and departments, adding users, assigning roles, enabling notifications, and verifying the overall structure. A well-configured organization provides the foundation for efficient inspections, audits, compliance management, issue tracking, corrective actions, and operational reporting across your entire SimplChek workspace.

Related Articles

User Roles & Permissions
Managing Locations
Template Access Control