ICONK OS
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Getting Started

Draft

Learn what ICONK OS is, how to sign in, navigate your workspace, and find your way around.

Goal

Help new users understand what ICONK OS is, how to sign in, how the company workspace works, and where to go first based on their role.

Who This Guide Is For

Anyone who is new to ICONK OS — company owners, employees, accountants, salespeople, cashiers, and operations users.

What Is ICONK OS

ICONK OS is a business operating system that helps companies manage their day-to-day operations in one place. It brings together accounting, invoicing, inventory, point of sale, sales, purchasing, HR, and industry-specific tools (like restaurant management, marina operations, and more) into a single workspace.

Each company gets its own private workspace. Users log in to their company workspace and see only the modules and features they have permission to use.

What You Can Do

  • Sign in to your account and access your company workspace
  • Navigate the dashboard and sidebar to find the tools you need
  • Set up your profile and personal settings
  • Understand which modules are available to you based on your role

What You Should Not Expect Yet

  • ICONK OS is a growing system. Some modules are fully functional, while others are still being improved.
  • Not every module is available to every company. Your company owner decides which modules to activate.
  • Some features marked as "Coming Soon" are not yet available. These include Service Management, Hotel, Travel, Fuel Station, and Website Builder.

Step 1: Signing In

If You Already Have an Account

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

If you belong to a company, you will be taken to your company workspace. If you have access to multiple companies, you can switch between them using the company selector in the sidebar.

If You Are New

  1. Go to the registration page.
  2. Enter your email, password, first name, and last name.
  3. After registering, you will be asked to create your company (see the Account and Company Setup Guide for details).

If You Were Invited

If someone invited you to join their company:

  1. Click the invitation link you received by email.
  2. Set your password and confirm your name.
  3. You will be signed in directly to that company's workspace.

Forgot Your Password?

  1. Go to the login page and click Forgot Password.
  2. Enter your email address.
  3. Follow the instructions in the email you receive to reset your password.

Email Verification

After registering, you may need to verify your email address. Check your inbox for a verification email and click the link inside. If you do not see the email, check your spam folder.

Step 2: Understanding Your Company Workspace

When you sign in, you enter your company workspace. This is your company's private area in ICONK OS. Everything you see — data, settings, modules — belongs to your company and is separate from other companies.

The Dashboard

The dashboard is your home page within the company workspace. It shows:

  • A summary of your company's activity
  • Quick links to the modules you use most
  • Key metrics relevant to your role

If your account is the platform owner, the avatar menu on the public home page shows both Dashboard and Platform Owner. Use Dashboard for your company workspace and Platform Owner for the platform control room. The company-dashboard profile menu also includes Platform Owner, and the platform header includes Company Dashboard, so you can switch between both areas without signing out.

The Sidebar

The sidebar on the left is your main navigation. It is organized into collapsible sections:

  1. Overview — Dashboard and module overview pages
  2. My Workspace — Your personal area (profile, shifts, leave, payslips)
  3. Business Modules — Accounting, Inventory, Sales, Purchasing, POS, and others
  4. Industry Modules — Food & Beverage, Marina, CRM (depending on what your company uses)
  5. Company (bottom) — Branches, Users, Roles & Permissions
  6. System (bottom) — Settings, Module Marketplace, Data Import/Export, Audit Logs

What You See Depends on Your Role

Not everyone sees the same modules. Your company owner or administrator assigns you a role, and that role determines which modules and features are visible to you. For example:

  • A cashier sees the POS terminal but may not see accounting reports.
  • An accountant sees the full accounting module but may not see HR settings.
  • An employee sees only their personal workspace (My Workspace).

See the Roles and Permissions Guide for more details.

Step 3: Setting Up Your Profile

Your profile holds your personal information. To access it:

  1. Click on your name or avatar in the top-right corner of the screen.
  2. Select Profile or go to Settings from the sidebar.
  3. You can update your first name, last name, and password.

Setting a POS PIN

If you work as a cashier and need to use the Point of Sale terminal, you may need to set a PIN:

  1. Go to Settings → Team (or ask your administrator).
  2. Set or update your POS PIN.
  3. This PIN is used when switching cashiers at the POS terminal.

Step 4: Where to Go First (By Role)

Company Owner / Administrator

  1. Account and Company Setup — Make sure your company details are correct. See Account and Company Setup Guide.
  2. Roles and Permissions — Set up roles and invite team members. See Roles and Permissions Guide.
  3. Modules and Billing — Activate the modules your company needs. See Modules and Billing Guide.
  4. Accounting — Set up your chart of accounts. See Accounting Guide.

Accountant

  1. Accounting — Start with the Chart of Accounts, then move to journal entries and reports. See Accounting Guide.
  2. Invoicing — Learn how to create and manage invoices. See Invoicing Guide.
  3. Expenses and Payments — Record expenses and track payments. See Expenses and Payments Guide.

Salesperson

  1. Sales — Learn how to create quotes and sales orders.
  2. Customers — Manage your customer list.
  3. Invoicing — Convert quotes to invoices when ready. See Invoicing Guide.

Cashier / POS User

  1. Point of Sale — Learn how to open a session and process sales. See Point of Sale Guide.
  2. Sales History — Review past transactions.

Inventory User

  1. Inventory — Start by adding products and setting up warehouses. See Inventory Guide.
  2. Stock Movements — Learn how stock is tracked.

Employee (Self-Service)

  1. My Workspace — View your shifts, request leave, and check payslips. See the My Workspace section in the sidebar.

Known Limitations

  • Some modules may not be available to your company if they have not been activated by your administrator.
  • The "My Leave" page may show a link to create a new leave request, but this feature may not be fully available yet.
  • Some HR and self-service features are still being improved.

How to Get Help or Troubleshoot

  • If you cannot sign in, see the Troubleshooting Guide for login issues.
  • If you cannot see a module you expect, check with your company administrator — you may need a different role or the module may not be activated. See Roles and Permissions Guide.
  • For general questions, see the FAQ.
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