Organization Onboarding Guide
Organization Onboarding Guide
Complete this 8-step guided setup process to configure your organization for sample management operations. Each step
builds upon the previous one to create a comprehensive organizational profile.
Onboarding Overview
The onboarding process ensures your organization has all necessary components configured before regular operations
begin. You can complete the steps in order or return to modify any step later through your organization settings.
Time Required: 15 minutes to complete all steps
Prerequisites: Organization administrator account
Step 1: Company Information
Set up your organization’s basic profile and contact information.
What You’ll Enter
- Company Name: Your organization’s legal or operating name
- Description: Brief description of your organization (optional)
- Business Address: Complete address including street, city, state/province, and postal code
- Note: Your generated invoices will include this address
- Country: Select your primary business location
- Company Logo: Upload your organization’s logo (optional)
- Company Icon: Upload a square icon for smaller displays (optional)
Best Practices
- Use your complete legal business name for official documentation
- Ensure address information is accurate for shipping and billing purposes
- Upload high-quality logos (recommended: PNG format, transparent background)
- Icon should be square format for optimal display
Step 2: Sample Sizes
Define the sample sizes your organization offers for products. Sample sizes are essential for inventory management and
request processing.
Examples: 1 oz, 4 oz, 8 oz, 16 oz, etc.
Configuration Process
- Add Sample Sizes: Click “+ Add Sample Size” to create new entries
- Size Value: Enter the numeric value (e.g., 1, 4, 16)
- Unit: Specify the unit of measurement (e.g., oz, ml, gal, L)
- Multiple Sizes: Add as many sizes as your organization offers
Common Sample Size Examples
- Liquid Products: 1 oz, 4 oz, 8 oz, 1 gal
- Dry Products: 1 lb, 5 lb, 25 lb
- Cosmetics: 5 ml, 15 ml, 30 ml, 50 ml
- Industrial: 1 qt, 1 gal, 5 gal, 55 gal
Management Tips
- Include all sizes you currently offer or plan to offer
- Use consistent unit abbreviations across your organization
- Consider future product lines when defining sizes
- Sample sizes can be modified later through organization settings
- Reach out to Support if you need assistance changing the order Sample Sizes are displayed in the system
Step 3: Distribution Sites (Fill Sites)
Configure the locations where your products are stored and shipped from.
Site Information Required
- Site Name: Descriptive name for the location (e.g., “Main Warehouse”, “West Coast Distribution”)
- Complete Address: Full address including all required fields
- Contact Information: Phone and email for the facility
Setup Guidelines
- Multiple Locations: Add all facilities that handle product distribution
- Naming Convention: Use clear, descriptive names for easy identification
- Primary Site: Designate your main distribution center first
- Regional Sites: Add additional sites for regional distribution
Considerations
- Each site can have different inventory levels for the same products
- Sites appear as options when processing requests and tracking shipments
- Accurate addresses are essential for shipping calculations and logistics
Step 4: Sales Markets
Define the markets and regions where your products are approved for sale.
Market Configuration
- Market Name: Enter descriptive names for each approved market
- Geographic Scope: Can be countries, regions, or specific market segments
- Regulatory Considerations: Include markets where you have regulatory approval
Common Market Examples
- Geographic: “United States”, “European Union”, “North America”
- Industry-Specific: “Food Service”, “Retail”, “Industrial Applications”
- Regulatory: “FDA Approved Markets”, “Organic Certified Markets”
Strategic Planning
- Consider current regulatory approvals
- Include both domestic and international markets
- Markets link to product approvals in later steps
Step 5: Trade Names
Register the trade names under which your products are marketed.
Trade Name Details
- Name: The marketing or brand name for products
- Registration Entity: Legal entity that owns the trademark
- Approved Regions: Geographic areas where the trade name can be used
Registration Best Practices
- Include all active trade names and brands
- Consider subsidiary and parent company relationships
Legal Considerations
- Ensure trade name rights are properly documented
- Verify regional usage rights before adding approved regions
- Include expiration dates for trademark renewals in your internal tracking
Step 6: Product Catalog
Set up your organization’s product offerings and specifications.
Product Information
- Product Name: Clear, descriptive product names
- Description: Detailed product descriptions and specifications
- Trade Names: Associate products with registered trade names
- Approved Markets: Select which markets can receive each product
- Sample Sizes: Assign available sample sizes for each product
Product Organization
- Categorization: Group similar products for easier management
- Naming Convention: Use consistent naming across product lines
- Specifications: Include key technical details and uses
- Regulatory Info: Note any special handling or shipping requirements
Inventory Integration
- Products automatically link to inventory tracking systems
- Sample sizes connect to inventory levels at each fill site
- Market approvals control which products can fulfill requests from specific regions
- If the product name is known by the trade name, enter the trade name in the product name field. The system will
display it as a single name in the product catalog.
Step 7: Team Setup
Invite team members and establish your organizational structure.
Invitation Methods
You can invite team members using two methods: email invitations or a shareable invitation link. Either method
allow the user to request access to your organization, which you will then approve and set their permissions.
Email Invitations
- Enter email addresses in the text area (comma-separated for multiple)
- System validates email format automatically
- Invitation emails are sent immediately upon submission
Invitation Link
- Click “Copy Invitation Link” to generate a shareable URL
- Share the link directly with potential team members
- Link allows users to request access to your organization
Note: You will set permissions in a later step after invitations are accepted.
Step 8: Billing & Plan Selection
Choose your subscription plan and complete billing setup. Each plan includes a 30-day free trial to evaluate the
platform.
Billing Setup Process
- Plan Selection: Choose the plan that best fits your organization’s needs
- Free Trial: All plans include a 30-day trial period
- Payment Setup: In a future step, you will enter your payment information to begin the trial.
Note: If you select an enterprise plan, we will reach out to you for consultation on your specific requirements
and billing configuration.
Trial Expiration: If your trial expires, you will lose the ability to create new requests. You will retain the
ability to view and export your data.