Setup wizard

The setup wizard is the first thing a new Complaia workspace shows. It opens by itself and covers the whole application. It takes the Owner through the decisions Complaia needs before work can start: whether you manufacture, how your warehouse is organised, and which company issues your invoices. It takes about five minutes.

Where to find it: nowhere in the menu. It opens on its own the first time the workspace Owner signs in, and stays until it is finished.

📷 Screenshot to add: the wizard on its first step, with the step bar at the top and the Guide panel on the right

Before you start

When it opens. After you register your company, confirm your e-mail address and sign in for the first time.

Who sees it. Only the Owner, the person who registered the company. Any other user who signs in before setup is finished sees the ordinary application, without the wizard. This is expected.

Have these ready. Some steps will not let you continue without them:

• your company's registered name and tax number,
• your company's registered address: street and number, postcode, city,
• the address of your main warehouse (if you have no separate warehouse, your head office address),
• at least one bank account number,
• if you manufacture: the names your team uses for the parts of your shop floor and for the stations in them.

Nothing you enter is final. You can change everything the wizard creates later, on the regular screens. The last step tells you where.

How the window behaves.

• The first time through, the wizard cannot be closed. There is no ×, and clicking outside the window does nothing. The only button in the header is Sign out.
• To take a break, close the browser tab. When you sign in again in the same browser within two weeks, the wizard reopens with what you typed still in the fields.
• Back takes you to an earlier step at any time. Nothing is created twice.
• On a computer, a second panel titled Guide is shown to the right of the wizard and explains the step you are on. On a narrow screen it is shown below the wizard.
• Messages from the wizard, for example about a missing field, appear at the bottom of the screen.

When the wizard does not appear yet

A new workspace starts with a trial period, so normally the wizard opens straight away. If access is restricted, the window System access has been restricted is shown instead. This happens when the trial ended before setup was finished, or when the subscription is unpaid. The wizard waits until a plan is active. See Subscription.

The steps

The step bar at the top shows every step, with its name under it:

Scope → Shop floor (only if you manufacture) → Warehouse → Seller → Summary

The counter in the header (for example 2 / 5) counts only the steps you will see. It changes as soon as you tick or untick Shop floor on the first step. The Seller step has three parts, so it is shown as three short bars.

1. Choose what you are setting up

The first step, What would you like to set up?, asks one question: does your company make what it sells?

1. Leave Shop floor ticked if you manufacture, assemble or personalise at least some of what you sell. Untick it if you only resell ready-made goods. In a new workspace it starts ticked.
2. Click Next.

The other two rows, Warehouse and Default sales entity, show the word always instead of a tick box. Every company gets them: the warehouse keeps track of your stock, and the sales entity is your company as the seller on invoices.

Row	Can you untick it?	What happens if you do
Shop floor	Yes	The shop-floor step is skipped. When you finish the wizard, production is switched off for the company: Production orders and Planning disappear from everyone's sidebar except yours, until you turn production on again.
Warehouse	No, it says always	Not applicable
Default sales entity	No, it says always	Not applicable

Not sure? Leave it unticked

You can turn production on later. See Turn production on later. Nothing is lost by starting without it.

If you untick Shop floor after you have already added areas, workstations or terminals, the wizard asks Turn production off? and offers:

• Turn production off, keep data: what exists stays in Complaia and is there again when you turn production back on;
• Turn off and remove what was added here: removes only the items you added in this wizard session;
• a button to cancel, which leaves Shop floor ticked.

2. Shop floor

Shown only if Shop floor is ticked.

Here you describe how your shop floor is organised. The step has four stages, in a fixed order.

Stage 0: sites. Under How many sites do you have?, choose one of two cards:

• I have one site is the default. Nothing more to set up.
• I have several sites is for a company that manufactures in more than one plant or location. Each site has its own warehouses and areas, and production orders take materials only from their own site. Type a Site name and click Add, for each site. You need at least two. Choosing several sites switches the warehouse to the advanced mode. The sites start working when you click Finish.

If you switch back to I have one site after adding sites, the wizard asks before it deletes them. The areas stay, without a site.

Stage 1: production areas. An area is a part of the floor, for example Machining or Assembly. Type a name in Area name and click Add. Repeat for each area. With several sites, also choose the site the area belongs to.

Stage 2: workstations. A workstation is a single station that receives jobs, for example Machine 1. Type its name, choose its area, and click Add. This stage stays locked until the first area exists.

Stage 3: POS terminals (optional). A POS terminal is a kiosk screen on the floor where workers confirm the work they have done. Type a Terminal name, tick at least one of the Served areas, and click Add. With several sites, a terminal serves the areas of one site only. You pair the physical device later, under Settings → POS terminals.

Then click Next.

Good to know:

• At least one workstation is required. Without one, Next shows Add at least one workstation to continue.
• Each entry is saved when you click Add, not when you click Next. If you leave text in a field without clicking Add, the wizard asks whether to continue and discard it.
• To remove an entry added by mistake, click the × next to its name. An area can be removed only after its workstations are removed.
• New workstations take part in the automatic distribution of jobs straight away. There is nothing to switch on.
• Use the names your team uses every day. Workers will read them on the terminal.

3. Warehouse

This step asks for two things: the operating mode and the details of the main warehouse.

1. Choose the warehouse operating mode. Click Simple or Advanced.

   	Simple (recommended)	Advanced
   Warehouses	Main only	One or more
   Segments (locations)	None: one place	Split into segments
   On receipt or issue	Goods go to the main warehouse automatically	You choose the warehouse and segment
   Stock transfers	Not available	Between warehouses and segments

   If you are not sure, leave Simple. You can change the mode later under Warehouse → Configuration → Warehouse type. When you switch to advanced, all existing stock goes into the main warehouse and nothing is lost. See simple vs advanced mode. With several sites, Simple is disabled.

2. Fill in the main warehouse name and address. Warehouse name, Street and number, Postcode, City and Country are required. Region and Description (internal) are optional. If the warehouse has no address yet, the wizard fills in your company's address for you. Check it, because a warehouse is often somewhere else.

3. Optional. Under Contact for the courier, enter a Contact person, Phone and Email. Carriers receive them with shipments sent from this warehouse. An empty field uses the contact from the carrier's integration settings.

4. With several sites, the main warehouse belongs to the first site. Fill in a warehouse for each further site in the same way.

5. Click Next. Complaia checks the address on the map and shows Confirm address:

   • if the pin is in the right place, click Yes, save;
   • if not, click Edit address and correct it, or drag the pin to the exact spot;
   • if the map cannot find the address at all, click Continue without coordinates and set the location later.

The confirmed point matters: your drivers' routes start from it.

The mode and the warehouse details are saved when you leave this step. If you changed the mode, Complaia reloads once the wizard closes.

4. Your default sales entity

This is the longest step. In three parts you create the sales entity (your invoicing company) that appears as the seller on your invoices. Fields marked with an asterisk are required. Some are already filled in from your registration. Check them.

Company details

1. Choose the Country. Complaia then suggests the rest: what the tax number is called, the currency, the VAT rate and the document language.
2. Check the Default currency. It also becomes the workspace's base currency: the default in orders, products and tables.
3. Enter the company's tax number and its Name. The tax number field is named after the country you chose. For a company in Poland it reads NIP / tax ID. Type the NIP and click Fetch from registry: the name, address and REGON are filled in for you, and the EU VAT number is added if the company is an active VAT payer.
4. Optionally, fill in EU VAT and the registry number, if your country has one, and adjust the Default VAT rate (%). The rate is used for new products and for invoice lines that have no rate of their own.
5. Under Choose the document language, choose the language your documents are written in.
6. Click Next.

For a company in Poland with an empty REGON and EU VAT number, the wizard fetches both from the registry by itself when you open this part. It does this once for each NIP. If the registry says the company is not an active VAT payer, the wizard tells you and leaves the EU VAT number empty.

The document language is not your screen language

The document language belongs to the whole company. Invoices, other PDF documents and system e-mails are written in it. The language of menus and buttons is separate. Each person chooses their own in their profile.

An invoice PDF is created each time you download it. After you change the document language, older invoices therefore also download in the new language. Files you have already sent to customers stay as they are.

The language and currency are saved when you click Next on this part.

Address and contact

1. Fill in Street and number, Postcode and City. All three are required. This is the address printed on your invoices, so it should match your company register.
2. Optionally, add Email and Phone. Customers see them on invoices as your contact details.
3. Click Next.

To change the country, click Back. It is set in the first part.

Bank accounts and logo

1. Enter the Account number (IBAN) in the first account row. Spaces do not matter: the number is formatted for you. A 26-digit Polish account number can be entered without PL at the start. In countries without IBAN, enter your regular account number.
2. Check the Bank name and SWIFT / BIC if Complaia suggests them from the number, and tick the box that confirms you checked them. You cannot continue until you do.
3. Choose the currency of the account.
4. Click Add account for each further account you have, for example one in another currency. Mark one account with Set as default: new invoices start with it selected, and you can choose a different one while issuing an invoice.
5. Optionally, upload a logo (PNG, JPG, WEBP or HEIC, up to 5 MB). Click the upload area or drag the file onto it. The logo appears in the invoice header. You can also add it later.
6. Click Next. The seller is saved now, together with its bank accounts and logo. If saving fails, the wizard shows the reason and you stay on this screen.

At least one bank account is required, because an invoice has to say where to pay.

5. Summary, and finishing

The last step shows one tile for each thing the wizard set up: Sites, Production areas, Workstations and POS terminals (if you manufacture), Warehouse and Sales entity.

• A tick on a tile means that part is ready.
• A tile marked Required shows what is still missing. Until you add it, Finish stays disabled. Click the tile, or click Go to what is missing in the Guide panel.
• A zero on a tile means an optional part that you skipped, such as a POS terminal. You can finish without it.
• Click any tile to go back to its step and change something.

Click Finish. The wizard saves the last settings, including whether production is on or off, switches on the sites if you added several, and closes. If something could not be saved, the wizard tells you which step to go back to and stays open.

What you have at the end

The workspace is now set up, and the wizard will not open by itself again.

You can change everything the wizard created on the regular screens:

What you set up	Where to change it later
Sites	Production → Configuration → Sites. See Sites
Production areas	Production → Configuration → Production areas. See Production areas
Workstations	Production → Planning. See Workstations
POS terminals	Settings → POS terminals. See POS terminals
Warehouse mode	Warehouse → Configuration → Warehouse type. See simple vs advanced mode
Main warehouse name, address and courier contact	Warehouse → Configuration → Warehouse location in simple mode, Warehouse → Configuration → Warehouses in advanced mode. See warehouses
Seller, bank accounts and logo	Finance → Sales entities. See sales entities
Document language and base currency	Settings → Company details. See company details

The wizard does not create products, customers, users, payment methods, order sources or carriers. The setup checklist covers those next, in order.

Turn production on later

No menu entry reopens the full wizard. Only one part of it can be opened again: the shop-floor step, for a company that started without production.

When production is off:

• the Owner still sees Production orders and Planning in the sidebar, and the Production tile on the dashboard reads Turn on module;
• for everyone else those two entries are gone, and the tile reads Module turned off;
• the Configuration group under Production, with sites and production areas, stays where it is.

To turn production on:

1. Sign in as the Owner.
2. Click Production → Production orders in the sidebar, or the Production tile on the dashboard. The wizard opens with the Shop floor step only, without the sites stage.
3. Add your production areas and at least one workstation, as described in step 2.
4. Click Turn production on.

Production is switched on for the whole company, and you are taken to the production order list. Colleagues who were already signed in may need to reload the application before Production orders and Planning appear for them.

Opened this way, the wizard has an × and can be closed without changing anything.

There is no screen for turning production off again after setup. See Modules and missing screens.

When it doesn't work

What you see	Why	What to do
A colleague or administrator signs in to the new workspace and sees no wizard	The wizard is shown only to the Owner	The Owner has to sign in and complete it
The window has no × and will not close	On the first run the wizard cannot be closed	Work through to Summary and click Finish. To stop for now, close the browser tab. Your progress is kept in this browser. Click Sign out in the header if someone else needs the computer
Add at least two sites or choose “I have one site”.	You chose several sites but added fewer than two	Add another site, or go back to one site
A message that every area must belong to a site, with the names of the areas	You chose several sites after adding areas without a site	Remove those areas with the × and add them again with a site
Add at least one workstation to continue.	You manufacture, and no workstation has been added	Add a production area, then a workstation in it
The workstation fields are locked, with a note that a workstation must belong to an area	No area exists yet	Add an area first
Select at least one served area to add the terminal.	A terminal only shows work from its areas	Tick at least one area under Served areas
An area with this name is already on the list. (the same for workstations and terminals)	Names must be unique	Use a clearly different name
Enter the warehouse name. or Fill in the warehouse address: street and number, postcode, city and country.	A required warehouse field is empty	Fill it in and click Next again
A message about the courier contact e-mail of a warehouse	The e-mail in Contact for the courier does not look like an address	Correct it or leave the field empty
Enter the entity name., Enter the NIP / tax ID. or Fill in the registered address (street, postcode, city).	A required seller field is empty on the current part	Fill it in
Add at least one bank account (IBAN number).	The seller has no bank account	Click Add account and enter the number
Invalid IBAN for bank account no. 2. (or another number)	That account number fails the IBAN check	Check the digits of that account
Confirm the bank name and SWIFT suggested from the account number.	The bank details were suggested and are not confirmed	Check them and tick the confirmation box
No company found with this NIP. or Could not fetch data from the registry.	The Polish company registry did not return the company	Check the number, or fill in the fields by hand. Fetching from the registry is optional
An entity with this NIP already exists.	A sales entity with this tax number was created earlier	Click Back and check the number. The existing entity can be edited under Finance → Sales entities after setup
Finish is disabled	A tile on the summary is marked Required	Click Go to what is missing
Not everything could be saved. Affected: … Go back to those steps and try again. Setup has not been completed.	One of the steps failed to save, for example because the connection dropped	Go back to the named step, click Next through it again, then click Finish
You unticked Shop floor and worry about the areas you added	Unticking alone removes nothing. Only Turn off and remove what was added here does	Tick it again. What you added is still listed

Permissions

No permission controls the wizard. It is shown to the workspace Owner only, and no role setting can give it to anyone else. See Roles & permissions for what else is reserved for the Owner.

Related

• Register your company: the step before the wizard
• Setup checklist: what to set up after the wizard
• Modules and missing screens: why Production may be absent from a sidebar
• Interface & navigation: the sidebar, search and your profile
• Warehouse type: the warehouse decision in full
• Sales entities: invoice numbering and tax settings for the seller you just created
• Sites, Production areas and POS terminals: the full shop-floor configuration
• Company details: the document language and base currency
• Glossary: the one-line definition