ICONK OS
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Account & Company Setup

Draft

Register, create a company, invite team members, accept invitations, and manage branches.

Goal

Explain how to register for an account, create a company, log in to a company workspace, accept invitations, and manage company access.

Who This Guide Is For

Company owners, administrators, and new users who need to set up or join a company in ICONK OS.

What You Can Do

  • Register a new user account
  • Create a company and configure its basic settings
  • Log in to your company workspace
  • Invite team members to join your company
  • Accept an invitation from another company
  • Switch between companies if you belong to more than one

What You Should Not Expect Yet

  • Multi-branch management is available but may require administrator setup.
  • Company deletion is possible but is a soft delete — data is not immediately removed from the system.
  • Some company settings (like email configuration) require owner-level access.

Step 1: Registering a New Account

  1. Go to the ICONK OS registration page.
  2. Enter your email address, password, first name, and last name.
  3. Click Register.

What Happens Next

  • Your account is created immediately.
  • An email verification token is generated. You should receive a verification email.
  • If your email is already registered to an active account, you will see a message telling you to sign in instead.

Email Verification

  • Check your inbox for a verification email and click the link inside.
  • If you do not see the email, check your spam folder.
  • After verifying, you can proceed to create your company or join an existing one.

Note: Email delivery is best-effort. If the email fails to send, your account is still created. You can still sign in and proceed.

Step 2: Creating a Company

After registering, if you do not yet belong to a company, you will be guided to create one.

  1. Enter your company name.
  2. Choose a slug (a short identifier used in your company's URL). This must be unique.
  3. Select your business type (e.g., retail, restaurant, marina, general business). This determines which modules are suggested during setup.
  4. Choose which modules to activate during onboarding. Some modules may be marked as "Coming Soon" and cannot be selected.
  5. Click Create Company.

What Happens When a Company Is Created

  • Your company is created with your selected settings.
  • You are automatically assigned the Owner role.
  • Default accounting settings are set up.
  • Default roles (Owner, Admin, Employee) are created with standard permissions.
  • A free subscription plan is applied.
  • The modules you selected during onboarding are enabled.

Currency and Timezone

Your company's currency and timezone are set during creation. These affect how financial data is displayed and reported.

Note: Changing the base currency later is an accounting event and may require careful handling. Consult your accountant before making this change.

Step 3: Logging In to Your Company Workspace

Standard Login

  1. Go to the ICONK OS login page.
  2. Enter your email and password.
  3. Click Sign In.

If you belong to one company, you will be taken directly to that company's workspace.

If You Belong to Multiple Companies

If your account has access to more than one company, you will see a company selector. Choose the company you want to work in.

Tenant Login

Some companies have a dedicated login page at their own URL (for example, yourcompany.iconk.com/login). If your company has set this up, you can log in directly there.

Global Login vs. Company Login

  • Global login (the main login page) works for all users. If you have an account but no company yet, you will be directed to create one.
  • Company login (tenant-specific) is for users who already belong to a company. Non-owner employees should use their company's login page.

Step 4: Inviting Team Members

As a company owner or administrator, you can invite people to join your company.

  1. Go to Company → Users in the sidebar.
  2. Click Invite User (or similar action).
  3. Enter the person's email address, first name, last name, and select a role.
  4. Send the invitation.

What the Invitee Receives

  • An email with an invitation link.
  • When they click the link, they set their password and confirm their name.
  • They are signed in directly to your company's workspace.

Managing Invitations

  • You can view pending invitations in the Users section.
  • You can revoke an invitation before it is accepted.

Step 5: Accepting an Invitation

If someone invited you to join their company:

  1. Open the invitation email.
  2. Click the invitation link.
  3. Set your password (if you do not already have an ICONK OS account) or confirm your name.
  4. You will be signed in to that company's workspace.

If You Already Have an Account

If you already have an ICONK OS account, accepting an invitation adds the new company to your list of accessible companies. You can switch between companies using the company selector.

Step 6: Switching Between Companies

If you belong to more than one company:

  1. Look for the company selector in the sidebar or top navigation.
  2. Click it and choose the company you want to switch to.
  3. The page will reload with the selected company's workspace.

What Changes When You Switch

  • All data, modules, and settings are specific to the selected company.
  • Your role and permissions may be different in each company.
  • Your personal profile (name, email) stays the same.

Step 7: Branch Basics (If Applicable)

If your company operates from multiple locations, you can set up branches.

  1. Go to Company → Branches in the sidebar.
  2. Click Add Branch.
  3. Enter the branch name, code, and location details.
  4. Save.

What Branches Are Used For

  • Branches help organize operations by location.
  • POS sessions, sales, and some reports can be filtered by branch.
  • Not all companies need branches — single-location businesses can skip this.

Known Limitations

  • UNCERTAIN: The exact behavior of base currency changes after company creation is an accounting event and may have restrictions not fully documented here.
  • Some team-management workflows are still being refined.
  • Some branch workflows may use broader access checks.
  • Company deletion is a soft delete — data is not immediately removed.

How to Get Help or Troubleshoot

  • If you cannot create a company, make sure you are registered and verified. See Getting Started.
  • If an invitation link does not work, ask the sender to resend it or check with your company administrator.
  • If you cannot see the Branches section, multi-branch may not be enabled for your company.
  • For general questions, see the FAQ.
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