Once your account is created, the onboarding wizard walks you through company setup. This article covers your company profile, team invitations, and the role system that controls access across Kolva.
Company Profile
Navigate to Settings > Company to configure your organization's details:
- Enter your company name as it should appear across the platform.
- Select your industry (manufacturing, distribution, services, etc.) — this helps the AI tailor its recommendations.
- Upload your company logo. Kolva extracts your brand colors automatically to theme the interface.
- Set your timezone so that scheduled briefings, reports, and cron jobs run at the right time for your region.
Pro Tip: Upload a high-quality logo on a transparent background. Kolva uses it in generated reports, PDF quotes, and your team's digital business cards.
Inviting Your Team
Go to Settings > Team and click Add Member. For each team member:
- Enter their work email address.
- Assign a role (see below).
- Click Send Invite. They will receive an email with a link to set their password and join your company.
An invitation that grants Field access consumes a named Field seat. Users assigned to Finance, Lab, Supply, Production, Maintenance, or R&D remain within the business capacity subscribed for those hubs. You can track active and pending invitations from the Team page.
Understanding Roles
Kolva uses role-based access control to ensure every team member sees only the features and data relevant to their job. Here are the four core roles:
- Admin — Administrative access to settings, billing, integrations, user management, and the hubs and capacities subscribed by the company, subject to assigned permissions. Typically assigned to company leadership or authorized IT administrators.
- Manager — Access to team performance views, authorized visit check-in proofs, coaching goals, effort scoring, nudge engine, and the full deal pipeline. Visibility follows the manager’s team scope.
- Commercial (Field Rep) — Access to their own clients, visits, pipeline, decision briefs, voice orders, and the mobile app. Cannot see other reps' data.
- Finance — Access to the Finance hub: consolidated views, cash flow forecasts, anomaly detection, narrative reports, and vendor intelligence.
Note: The first person to sign up for a company is automatically assigned the Admin role. At least one Admin must remain on the account at all times.
Next Steps
With your company profile set and your team invited, the next step is importing your client data. See Importing Your Data to continue.