Admin Getting Started

Welcome to Solatis administration! This guide walks you through setting up your organization, inviting team members, and configuring essential settings.

What You'll Do Today

1. Verify your organization - Review your workspace details
2. Invite team members - Add your team to Solatis
3. Configure permissions - Set who can do what
4. Review billing - Understand your subscription
5. Enable integrations - Connect Slack, Google Drive, etc.

Part 1: Understanding Your Organization Structure

Solatis uses a three-level hierarchy:

Level 1: Organization

Your top-level account that contains everything. Only one admin per organization initially.

You are: Organization Owner/Admin Your permissions: Full access to all settings, users, billing, and audit logs

Level 2: Workspaces

Separate environments within your organization. Most teams have 1-3 workspaces:

• Main workspace - Core team documents and knowledge
• Projects workspace - Project-specific content
• Confidential workspace - Sensitive/legal documents

Each workspace:

• Has its own documents and AI agents
• Can have different team members
• Maintains separate search indexes
• Supports independent AI agent configurations

Level 3: Permissions & Roles

Within each workspace, team members have roles:

Role	Documents	Agents	Users	Billing	Settings
Owner	Create/Edit/Delete	Manage	Invite/Remove	View/Edit	Full Control
Admin	Create/Edit/Delete	Manage	Invite/Remove	View	Full Control
Editor	Create/Edit/Delete	View	None	None	View Only
Viewer	View Only	View	None	None	View Only
Guest	View specific docs	None	None	None	None

Recommendation: Start with your 3-5 core team members as Editors. Add more people once you understand your workflow.

Part 2: Inviting Your First Team Members

Step 1: Navigate to User Management

1. Click the settings gear icon ⚙️ in the top right
2. Select Team & Access
3. Click the Invite Team Members button

Step 2: Enter Email Addresses

You can invite multiple people at once:

alice@company.com
bob@company.com
carol@company.com

Step 3: Assign Roles and Workspace Access

For each person, select:

• Role: Choose Editor for most team members (they can create/edit documents)
• Workspaces: Which workspaces can they access?
  • Main workspace - Usually everyone
  • Projects workspace - Only people working on projects
  • Confidential workspace - Only executives/legal team

Step 4: Send Invitations

Click Send Invites. Team members receive an email with:

• Invitation to join Solatis
• Link to accept invitation
• Workspace and role assignments

What happens:

• Invitees get email within 1 minute
• They click the link and create a password
• They're immediately added to their assigned workspaces
• They can start using Solatis right away

Step 5: Verify They Joined

After they accept:

1. Go to Team & Access
2. You'll see their name and status: Active

Part 3: Setting Up Your Workspaces

Review Your Default Workspace

When you created your organization, Solatis created a default workspace. Let's make sure it's configured correctly:

1. Click Workspaces in the top navigation
2. Click Main Workspace (or your default)
3. Review the settings:

Setting	What It Does	Default
Workspace Name	Display name for this workspace	"Main Workspace"
Description	What's this workspace for?	Empty
Privacy	Who can discover this workspace?	Private (invite-only)
Default AI Model	Which LLM for this workspace?	Claude 3.5 Sonnet
Search Optimization	How detailed is semantic search?	Balanced

Customize Your Workspace

Update the name and description:

1. Click Settings (gear icon)
2. Click Workspace Info
3. Change:
   • Name: "Product Team" (be specific)
   • Description: "Documentation, meeting notes, competitive analysis"
4. Click Save

This helps team members understand what the workspace is for.

Choose your default AI model:

1. In Workspace Settings, find AI Model Configuration
2. Choose from:
   • Claude 3.5 Sonnet (Recommended) - Best reasoning and accuracy
   • GPT-4 - Fast, good for varied tasks
   • Claude 3 Opus - Deep reasoning for complex analysis

Tip: Use Claude 3.5 Sonnet unless you have a specific reason. It's the most accurate for document analysis and semantic search.

Create Additional Workspaces (Optional)

If you need separate spaces for different teams:

1. Go to Workspaces
2. Click Create New Workspace
3. Name it: "Projects", "Legal", "Confidential", etc.
4. Click Create
5. Invite specific people to this workspace

When to create separate workspaces:

• ✅ Confidential documents (legal, executive, HR)
• ✅ Project-specific knowledge bases
• ✅ Different teams with different access levels
• ❌ Don't create one per person (use Viewer role instead)
• ❌ Don't create one per project (use tags in documents instead)

Part 4: Essential Permissions Setup

Understand the Three Permission Layers

Layer 1: Workspace Roles

Who can access the workspace and what they can do?

• Owner/Admin: Can manage users and workspace settings
• Editor: Can create/edit documents and run agents
• Viewer: Can only read documents

Layer 2: Row-Level Security (RLS)

Which specific documents can each person see?

By default, all workspace members can see all documents. But you can restrict:

• Secret documents: Only executives
• Legal contracts: Only legal team
• Customer data: Only customer success team

Layer 3: Agent Access Control

Which AI agents can each person use?

• Public agents: Everyone can use
• Private agents: Only specific people
• Restricted agents: Only admins can execute

Setting Up Row-Level Security

When you have sensitive documents:

1. Go to a sensitive document (e.g., contract, strategy)

2. Click Permissions (lock icon) at the top

3. Click Restrict Access

4. Choose who can see it:

   • Specific people: alice@company.com, bob@company.com
   • By role: Only Editors and above
   • By department: Only Product team

5. Click Save

Now only those people can:

• See this document in search results
• Access the document directly
• Share it with others

Security note: Solatis enforces these permissions at the database level. Even if someone knows the document ID, they can't access it without permission.

Part 5: Configuring Integrations

Enable Slack Integration

This allows Solatis to post summaries and alerts to Slack.

1. Go to Settings ⚙️
2. Click Integrations
3. Find Slack and click Connect
4. You'll be redirected to Slack
5. Click Authorize to allow Solatis to post to your workspace
6. Choose which channels Solatis can post to:
   • #general - Organization-wide announcements
   • #meetings - Meeting summaries
   • #documents - New document alerts
7. Click Confirm

What Solatis will do:

• ✅ Post meeting summaries to #meetings
• ✅ Alert @everyone when important documents are shared
• ✅ Send task reminders
• ✅ Post AI agent results
• ❌ Never read private messages
• ❌ Never access user passwords

Enable Google Drive Integration

Share documents from Google Drive with Solatis:

1. Go to Integrations

2. Find Google Drive and click Connect

3. You'll see Google's permission screen

4. Click Allow to let Solatis access your Google Drive

5. Choose which folders Solatis can access:

   • All files: Full access
   • Specific folder: Just /Company Docs
   • Just shared files: Only files shared with you

6. Click Save

What you can now do:

• Upload Google Docs directly to Solatis
• Have Solatis analyze Google Sheets
• Link to Google Drive files in documents
• Solatis automatically syncs file updates

Enable Google Meet Integration

Automatically transcribe and analyze meetings:

1. Go to Integrations

2. Find Google Meet and click Connect

3. Click Allow to let Solatis join your meetings

4. Choose which calendars to monitor:

   • All meetings
   • Just meetings with "analysis" tag
   • Specific team's meetings

5. Click Save

Now when you start a Google Meet:

• Solatis joins as "Solatis Recorder"
• Automatically transcribes in real-time
• Extracts action items
• Generates summary
• Creates Jira tickets for tasks
• Emails summary to participants

Note: Solatis never records video. It only transcribes audio.

Enable Jira Integration

Automatically create and update Jira tickets:

1. Go to Integrations

2. Find Jira and click Connect

3. Enter your Jira domain: company.atlassian.net

4. Click Generate Token (you'll need to authorize once)

5. Give Solatis permission to:

   • Create issues
   • Update existing issues
   • Assign to team members

6. Click Confirm

Now your agents can:

• Create Jira tickets from meeting action items
• Update tickets when tasks complete
• Link documents to Jira issues

Part 6: Configure AI Agent Defaults

Choose Default Behaviors

These apply to all AI agents in your workspace:

1. Go to Settings ⚙️ → AI Agent Configuration
2. Choose:

Setting	Options	What It Does
Language Model	Claude Sonnet / GPT-4 / Claude Opus	Which AI powers the agents
Safety Level	Strict / Standard / Permissive	How much autonomy agents have
Approval Gate	Required / Optional / None	Which actions need human approval
Sensitive Data Redaction	On / Off	Auto-hide PII in agent outputs
Cost Limit	$50 / $100 / $500 per month	Monthly AI spending cap

Recommended settings for teams new to AI agents:

• Model: Claude 3.5 Sonnet
• Safety Level: Standard (good balance of capability and caution)
• Approval Gate: Required (review agent actions before they happen)
• Data Redaction: On (protect customer data)
• Cost Limit: $50 (learn before spending more)

Part 7: Review Your Billing

Check Your Current Plan

1. Go to Settings ⚙️
2. Click Billing & Plans
3. You'll see:

Current Plan: Pro
Team Size: 5 people
Documents: 247
Storage Used: 2.3 GB / 100 GB

Monthly Cost: $149
Renewal Date: March 1, 2026

Understand Your Costs

Solatis has two cost components:

Fixed Costs (Per Month)

• Pro Plan: $149/month
  • Up to 20 users
  • 100 GB storage
  • All integrations
  • Semantic search
  • Custom AI agents

Variable Costs (Pay as You Go)

• AI Agent Execution: ~$0.02 per agent run
  • Meeting analysis: ~$0.05-0.10 per meeting
  • Document analysis: ~$0.01-0.05 per document
  • Semantic search: ~$0.001 per search

Example monthly cost:

Base Pro plan:        $149
100 meetings × $0.07:   $7
500 searches × $0.001:  $0.50
Document uploads:       $0
━━━━━━━━━━━━━━━━━━━━
Total:                $156.50

Upgrade Your Plan (If Needed)

If you need more users or storage:

1. In Billing & Plans, click View Plans
2. Compare:

Plan	Pro	Enterprise
Users	Up to 20	Unlimited
Storage	100 GB	1 TB
AI Agents	Limited	Unlimited
Integrations	All	All
SSO	No	Yes
Audit Logs	30 days	2 years
Cost	$149/mo	Custom

3. Click Upgrade to change plans
4. Review the new charge (prorated to your billing date)
5. Click Confirm

Part 8: Configure Security Settings

Set Up Two-Factor Authentication (2FA)

Protect your admin account with 2FA:

1. Go to Settings ⚙️
2. Click Security
3. Find Two-Factor Authentication
4. Click Enable 2FA
5. You'll see a QR code
6. Scan it with an authenticator app (Google Authenticator, Authy, Microsoft Authenticator)
7. Enter the 6-digit code from your app
8. Click Verify

Now when you log in:

• You enter email and password
• You're asked for your 2FA code from the app
• Only then do you access Solatis

Require 2FA for All Team Members

Enforce 2FA across your organization:

1. In Security settings
2. Toggle Require 2FA for all team members
3. Click Save

Team members will:

• Get an email asking them to set up 2FA
• Have 7 days to complete it
• Be locked out if they don't set it up

Review Session and Login Activity

See who's logged in and from where:

1. Go to Settings → Security
2. Click Login Activity
3. You'll see:

Alice (@alice) - Logged in from 192.168.1.5 (Chrome, macOS)
  Last seen: 2 hours ago

Bob (@bob) - Logged in from 203.45.67.89 (Safari, iPhone)
  Last seen: 1 day ago

Unknown user - Attempted login from 185.220.101.24
  ⚠️ Failed login attempt at 2:45 PM

Click on any session to:

• See detailed info (browser, location, device)
• Revoke the session (force logout)
• Mark as suspicious (triggers alert)

Part 9: Set Up Audit Logging

Review Audit Logs

See everything that happens in your organization:

1. Go to Settings → Audit Logs
2. You'll see entries like:

2:45 PM - alice@company.com created document "Q1 Strategy"
2:40 PM - bob@company.com uploaded file "competitor-analysis.pdf"
2:35 PM - system ran "Meeting Analysis Agent" on meeting #456
2:30 PM - carol@company.com shared document with @legal_team

Click any entry to see:

• Who did it
• What they did
• When they did it
• From which IP/device
• What changed

Export Audit Logs

For compliance reports, export 30/90/365 days of logs:

1. In Audit Logs, click Export
2. Choose date range: "Last 30 days", "Last 90 days", etc.
3. Choose format: CSV or JSON
4. Click Download

You'll get a file with all activities for compliance purposes.

Part 10: Best Practices Checklist

As you set up your organization, complete these checklist items:

Security ✅

• [ ] Set your organization admin password (strong, 16+ characters)
• [ ] Enable 2FA on your admin account
• [ ] Require 2FA for all team members
• [ ] Review audit logs weekly for suspicious activity
• [ ] Enable sensitive data redaction for AI agents
• [ ] Set cost limits for AI agent spending

Team & Access ✅

• [ ] Invite core team members (3-5 people)
• [ ] Assign appropriate roles (don't make everyone Owner)
• [ ] Set up Row-Level Security for sensitive documents
• [ ] Create separate workspaces for confidential content
• [ ] Document who has access to what

Integrations ✅

• [ ] Connect Slack for notifications
• [ ] Connect Google Drive for document uploads
• [ ] Connect Google Meet for meeting analysis
• [ ] Connect Jira for task creation
• [ ] Test that integrations work (send a test message to Slack)

Configuration ✅

• [ ] Choose your default AI model (Claude 3.5 Sonnet recommended)
• [ ] Set up approval gates for AI agents
• [ ] Configure cost limits
• [ ] Set retention policies
• [ ] Review and customize workspace descriptions

Monitoring ✅

• [ ] Review login activity weekly
• [ ] Check audit logs for unexpected changes
• [ ] Monitor AI agent spending vs. budget
• [ ] Get alerts for policy violations
• [ ] Review team member activity monthly

Part 11: Common Admin Tasks

Add a New Team Member (Quick)

1. Go to Settings → Team & Access
2. Click Invite Team Members
3. Type their email
4. Select their role and workspaces
5. Click Send Invites

Remove a Team Member

1. Go to Team & Access
2. Find the person in the list
3. Click the ⋮ menu
4. Click Remove from workspace or Remove from organization
5. Click Confirm

Their access is immediately revoked. They can no longer log in.

Change Someone's Role

1. Go to Team & Access
2. Click the person's name
3. Change their role: Editor → Viewer, etc.
4. Click Save

The change takes effect immediately.

Restrict Access to a Document

1. Go to the document
2. Click the 🔒 Permissions button at the top
3. Click Restrict Access
4. Choose who can see it
5. Click Save

Monitor AI Agent Spending

1. Go to Settings → Billing & Plans
2. Click AI Usage
3. You'll see:

This Month: $23.45 / $50 limit
├─ Meetings analyzed: 18 × $0.07 = $1.26
├─ Documents processed: 145 × $0.01 = $1.45
├─ Searches: 2,300 × $0.001 = $2.30
└─ Agent runs: 8 × $5.00 = $40.00

Click on each category to see details.

Part 12: FAQ for Admins

Q: How many people should I invite at once?

A: Start with your 3-5 core team members. Add more after they've used Solatis for a week and you know the workflow.

Q: What's the difference between Owner and Admin roles?

A:

• Owner: One person, full control, manages billing and organization-level settings
• Admin: Can manage users and workspace settings, but doesn't control billing

In most cases, you stay Owner. Only promote someone to Admin if you want to delegate user management.

Q: Can I change someone's role after inviting them?

A: Yes! Go to Team & Access, click their name, and change their role. Changes take effect immediately.

Q: What happens if someone leaves the company?

A:

1. Go to Team & Access
2. Click their name
3. Click Remove from organization
4. Their access is immediately revoked
5. They can't log in anymore

Q: How do I keep sensitive documents private?

A: Use Row-Level Security:

1. Open the sensitive document
2. Click Permissions (lock icon)
3. Click Restrict Access
4. Choose specific people or roles
5. Click Save

Now only those people can see it, even if others have workspace access.

Q: Can I undo changes?

A: Most changes are permanent but reversible:

• Remove someone: Go back to Team & Access, click "Pending", and resend invite
• Change roles: Just click their name and change it back
• Delete a document: Check Trash/Recycle bin first

We keep backups for 30 days.

Q: How much does Solatis cost?

A:

• Base plan: $149/month for up to 20 users
• AI agents: ~$0.01-0.10 per execution (usage-based)
• Enterprise: Custom pricing for 100+ users

See Billing & Plans for your exact costs.

Q: How do I contact support if something breaks?

A:

1. Go to Contact Support
2. Describe your issue
3. Support responds within 1 hour during business hours

For urgent issues, email support@solatis.team with "URGENT:" in the subject line.

Next Steps

Now that you've set up your organization:

1. Dive deeper into Permissions - Learn advanced access control
2. Understand User Management - Manage your team at scale
3. Learn about Organization Settings - Advanced configuration
4. Explore AI Agent Configuration - Set up custom agents
5. Read Security Best Practices - Protect your data

Questions? Contact our support team - we're here to help!

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Congratulations! 🎉 Your Solatis organization is now set up and ready for your team. You've:

• ✅ Invited team members
• ✅ Configured workspaces
• ✅ Set up permissions
• ✅ Connected integrations
• ✅ Reviewed billing

Start uploading documents, scheduling meetings, and running AI agents. Your knowledge base will grow with every action!