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User Onboarding

Colabmacs11/23/25About 3 min

User Onboarding

Overview

This guide walks you through the complete onboarding process for Colabmacs, a laboratory and facility management SaaS platform. The onboarding consists of three main steps: Terms and Conditions acceptance, Team Setup, and completion confirmation.

Step 1: Terms and Conditions

When you first access Colabmacs, you'll be presented with the Terms and Conditions page.

What You'll See

  • Colabmacs Terms of Service (Last updated: 09-10-2025)
  • Comprehensive terms covering all aspects of service usage
  • Welcome message: "Welcome to docs, XX_X!"

Contact Information

Colabmacs

Action Required

Review all terms carefully and choose one of the following options:

  • Click "AGREE TO TERMS" (green button) to accept and proceed
  • Click "DECLINE" to exit without creating an account

Step 2: Team Setup

After accepting the terms, you'll proceed to the Team Setup phase where you can either join an existing team or create your own.

Setup Options

Option A: Join Existing Team

Best for: Users who have been invited to collaborate on established projects

Features:

  • Connect with an existing team
  • Collaborate on projects and share resources
  • Access shared laboratory and facility management tools

Action: Click "JOIN EXISTING TEAM" button

Step 3(A): Joining an Existing Team

If you selected "Join Existing Team", you'll be taken to a page where you can search for and join available teams.

Page Information

Heading: Join Existing Team Subtitle: "Let's get you connected with an existing team." Instructions: Click on an open team to join immediately, or click on a public team to request to join.

Finding Teams

  • Use the search field at the top to find specific teams by name
  • Type keywords related to the team you're looking for

Team Status Types

Open Teams

  • Join immediately without approval
  • Click "Click to Join" button to join instantly
  • Indicated by an "Open" badge

Public Teams (if available)

  • Requires approval from team administrator
  • Click to submit a join request
  • Team owner will review and approve/deny your request

Joining a Team

  1. Browse or search for the team you want to join
  2. Review the team information (owner, member count, status)
  3. Click "Click to Join" on the right side of the team card
  4. You'll be added to the team and can proceed to complete onboarding
  • Click "BACK" (bottom left) to return to the Team Setup selection page

Option B: Create New Team

Best for: New organizations, labs, or project leaders starting fresh

Features:

  • Start your own team to manage projects and resources
  • Collaborate with others as the team administrator
  • Full control over team settings and member permissions

Action: Click "CREATE NEW TEAM" button

Step 3(B): Creating a New Team

If you selected "Create New Team", you'll be taken to a form to set up your team.

Required Information

Team Name

  • Enter a descriptive name for your team or laboratory
  • This will be visible to all team members

Description

  • Provide details about your team's purpose, focus area, or objectives
  • Helps team members understand the team's goals

Visibility

  • Private (invite only) - Recommended for most teams
  • Only invited members can access the team and its resources
  • Click "BACK" to return to the Team Setup selection
  • Click "CREATE TEAM" (green button) to proceed to the next step

Step 4: Creating a Project

After creating your team, you'll set up your first project.

Project Type

Select the type of project from the dropdown menu. Options include:

  • Industrial
  • Other project types as applicable to your work

Visibility

  • Private (invite only) - Control who can access the project

Optional Details

Expand the "Optional Details" section to provide additional information:

End Date

  • Set a project completion date using the date picker (yyyy-mm-dd format)
  • Helps with project planning and timeline management

Account Code

  • Enter an internal accounting or billing code
  • Useful for budget tracking and financial reporting

Budget

  • Specify the project budget amount
  • Helps monitor spending and resource allocation

Description

  • Provide detailed information about the project
  • Include objectives, scope, and any relevant context
  • Click "CREATE PROJECT" (green button) to proceed to adding team members

Step 5: Adding Team Members

Build your team by inviting colleagues to collaborate.

Page Information

Heading: Add Team Members Subtitle: "Let's build your team!" Description: Invite colleagues to join your team and start collaborating on projects together.

Adding Members

Email Address

Role

Select the appropriate role for each team member from the dropdown:

Administrator

  • Full access to all team and project settings
  • Can manage members, projects, and team configuration
  • Recommended for team leaders and managers

Editor

  • Can create and modify content within projects
  • Cannot change team settings or manage members
  • Recommended for active collaborators

Pending Invitations

Once you send an invite, pending members will appear in the "Pending" section with:

  • Email address
  • Invitation timestamp (e.g., "a few seconds ago")

Actions

  • Click "SEND INVITE" to send an invitation to the entered email address
  • Click "FINISH ONBOARDING" (green button) to complete the setup process
    • You can add more members later from the dashboard

Step 6: Onboarding Complete

Congratulations! Your onboarding is complete.

Completion Confirmation

Message: "All Set!" Subtitle: "You're all set up and ready to go!"

Description: Your onboarding is complete. You can now start collaborating with your team and managing your projects.

Progress Indicator

  • ✓ Terms (completed)
  • ✓ Team Setup (completed)
  • ✓ Complete (current)

Next Steps

Click "GO TO DASHBOARD" to access your Colabmacs dashboard and begin using the platform.

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