🚀 Admin Only

New Firm Setup Guide

Get your firm live on TidySlot in under 30 minutes. This guide walks you through every step — from first login to your team's first structured workday.

⏱️ Estimated setup time: 20–30 minutes

ℹ️ Before you start: You need your admin login to app.tidyslot.com and a list of your team members' email addresses. That's all.

📥 Prep before setup — takes 20 minutes

Fill in the TidySlot Setup Input Sheet with your team, categories, time slots, and tool URLs before starting. Setup is faster when you have the answers ready.

Download Input Sheet →

1Organisation Settings

2Invite Team

3Create Categories

4Create Time Slots

5Block Days

Step 1 — Configure Organisation Settings

Before anything else, set up your firm's core settings. This takes under 2 minutes.

1

Go to Organisation Settings in the sidebar
Look for "Settings" or "My Organisation" in the left navigation.
2

Set your Financial Year
Enter your financial year start and end dates in DD-MM format. For India (April–March financial year): Start = 01-04, End = 31-03. Adjust to match your organisation's financial year.
3

Set your Week Off Days
Select which days your firm is closed (e.g. Sunday only, or Saturday + Sunday). Note: this setting is informational — slots will still fire on Week Off days unless you manually exclude those dates in each slot’s Block Days pattern.
4

Set Monthly Working Hours
Enter the default number of working hours per month for your team. This is used in capacity and reporting calculations (e.g. 208 hours for a standard full-time month).
5

Save Settings
Click Save. A "Settings saved successfully" confirmation will appear. You're done with Step 1.

Step 2 — Invite Your Team

Add each team member so they can log in and see their assigned work.

1

Go to Team in the sidebar
Click "Team" in the left navigation. This is admin-only.
2

Click "Invite Member"
Enter the team member's name and email address. Select their role — "Team Member" for most staff, "Admin" only for partners who need to create and manage time slots.
3

Send the invitation
Click Invite. The team member receives an email with a link to set their password and log in. Repeat for each person.

ℹ️ You can create slots before inviting team members. Setup does not have to be done in strict order. If you prefer, create all your Time Slots first and assign team members later — or complete setup across multiple sessions. There is no time-limited wizard.

✅ Role tip: Give Admin access only to partners who need to create jobs and manage the team. All other staff — articled clerks, juniors, accounts staff — should be Team Members. Admins can see and control everything; Team Members only see their own calendar and the shared Team Calendar.

Step 3 — Create Your Categories

Categories classify the types of work your firm does. They drive reporting and colour coding across all views. Set these up before creating time slots — every time slot needs a category.

1

Go to Categories in the sidebar
Click "Categories" under the Manage section.
2

Click "Add Category"
A modal opens. Enter a clear, single-concept name for the work type.
3

Choose a colour and save
Pick a colour from the 10 swatches. This colour will show as a left border on every job card of this type — making job types instantly recognisable in the calendar. Click Save.
4

Repeat for each work type
Create one category for each distinct type of work your firm does. Aim for 5–10 categories to start.

ℹ️ Suggested starter categories: Monthly Reporting · Client Review · Compliance Filing · Accounts · Payroll · Project Delivery · Advisory · Admin. You can always add more later.

Step 4 — Create Time Slots

A time slot is a recurring work assignment — it defines the job, links the tool or file your team needs to open, and assigns the job to one or more team members. This is the core of TidySlot.

1

Go to Time Slot in the sidebar
Click "Time Slot" under the Manage section.
2

Click "+ Time Slot"
The Add Time Slot form opens.
3

Enter the Time Slot Name
Use a clear name your team will recognise — the client name + job type works well. Example: "Mehta Exports — GST Filing" or "Monthly Payroll Run".
4

Paste the URL (highly recommended)
Paste the direct link to the client's portal, Google Sheet, or the specific file used for this job. This is the link your team will click from their calendar to open the right resource in one click — no asking, no searching.
5

Add a description and select a category
Write a brief note on what the job involves. Then select the relevant category from the dropdown — this is required.
6

Set hours per day
Enter how many hours per day this job typically takes. Used for capacity reports and the Hours Blocked summary.
7

Assign to team members
Select the team member(s) responsible for this job. You can assign the same time slot to multiple team members — each gets their own schedule.
8

Click "Add Time Slot"
The time slot is saved. Repeat for each recurring job in your firm.

⚠️ Time slots don't appear on calendars yet. A time slot only appears on a team member's calendar after you complete Step 5 (Block Days). Don't skip this step.

Step 5 — Set Block Days

Block Days sets which specific dates of the month each job appears on a team member's My Calendar. This is the step that makes TidySlot's "set-once" promise real — configure it once and the job appears automatically every month on those dates.

1

Find the time slot in the list
Locate the time slot you just created. Look at the action icons on the right side of the row.
2

Click the Calendar icon (Block Days)
A popup appears showing all team members assigned to this time slot.
3

Click on a team member's name
The Recurring Pattern modal opens for that team member.
4

Select the dates
Click the date numbers in the grid (1–31) to mark which dates this job appears on that person's calendar each month. For example, click 10, 11, 12, 13, 14, 15 for a GST Filing job that runs from the 10th to 15th each month.
5

Save and repeat for each team member
Click Save. Repeat for each team member assigned to this time slot. Each person can have different dates for the same job.

Block Days — recurring date pattern modal

✅ You're live. Once Block Days are saved, team members can log in and see their structured work calendar in My Calendar. The setup is done — TidySlot will now show these jobs automatically every month on the dates you selected.

Setup Checklist

Use this checklist to confirm setup is complete before sharing TidySlot with your team.

Organisation Settings configured — financial year, week off days, monthly working hours saved.
All team members invited — every person who needs access has received their invitation email.
Categories created — at least 5 work types set up with distinct names and colours.
Time slots created — all recurring jobs entered with name, URL, category, and team member assignment.
Block Days set — date patterns configured for every team member on every time slot.
Verified in My Calendar — log in as a team member (or ask one to log in) and confirm their jobs appear on the correct dates.

Frequently Asked Questions

How long does setup take?

For a firm with 5–8 team members and 20–30 recurring time slots, setup typically takes 20–30 minutes. Larger firms with 10+ staff and 50+ jobs may take 45–60 minutes for the initial setup. Once set up, TidySlot requires minimal ongoing management.

Can I add more time slots after the initial setup?

Yes — add new time slots at any time from Manage → Time Slot. Remember to set Block Days for each new time slot after creating it.

What if a team member doesn't receive their invitation email?

Ask them to check their spam or junk folder. If the email isn't there, go to Team, find their row, and use the resend invitation option. If the problem persists, contact support@tidyslot.com.

What should I do after setup is complete?

Share a quick walkthrough with your team — show them how to log into My Calendar, how to click the job URL to open the right file, and how to punch hours at the end of each job. A 10-minute team session the first morning is enough. From day two, the structure runs itself.

What if I set the wrong dates in Block Days?

You can update Block Days at any time — go back to the time slot, click the Calendar icon, select the team member, and update the date pattern. Changes apply to the current and all future months.