A clean first-week workspace setup covers six areas: workspace settings (timezone, date format, language), default reminder sequence and templates, document types you'll actually use, departments and folders, contacts and users, and security (2SV). Below is the checklist in the order most teams find easiest to work through.

The checklist

1. Workspace settings — Settings → General
  • [ ] Timezone — set to your business's main timezone. Notifications send relative to this.
  • [ ] Date Format — pick once and stick with it. Your import files will need to match.
  • [ ] Language — interface language.

See Workspace settings.

2. Company name — Manage → Companies
  • [ ] Rename the default General company to your business name.
  • [ ] If you'll have multiple companies (separate clients, legal entities), wait — set up the first company well before splitting.

See Manage Companies.

3. Default reminder sequence — Settings → Reminder Sequence
  • [ ] Review the default sequence. The standard pattern (60 / 30 / 7 days before, then on the day) covers most use cases.
  • [ ] If the steps don't match your business cadence, edit them now — every new reminder will use this sequence by default.
  • [ ] Confirm the sequence's timezone matches your team.
  • [ ] (Optional) Set Default Recipients — a one-click suggestion that appears when adding contacts to reminders.

See Set the default reminder sequence and Edit a sequence's steps.

4. Templates — email, SMS, WhatsApp
  • [ ] Review the default email template. Adjust subject and body to your brand voice. Use merge tags like {{contact.first_name}} and {{item.title}}.
  • [ ] If you'll send SMS or WhatsApp, configure those templates too.
  • [ ] Send a test email to yourself to verify it looks right before going live.

See Create and edit an email template, Merge tags, and Test-send a template.

5. Document types — Manage → Document Types
  • [ ] Decide which document types you'll actually use (Contract, Insurance, License, Permit, etc.).
  • [ ] Delete or hide types you don't need.
  • [ ] Add any custom types specific to your business.
  • [ ] Keep the list small — more than 15–20 types makes reports noisy.

See Manage Document Types.

6. Folders, tags, departments
  • [ ] Plan your folder structure in Explorer — typically by document kind (Insurance / Permits / Contracts) or by client/site.
  • [ ] Set up departments if you have internal teams that need separate access scopes.
  • [ ] Configure tags sparingly — they grow on the fly as you work.

See Organising playbook and Manage Folders.

7. Contacts
  • [ ] Import your contacts in bulk via Manage → Contacts → Import, or add them as you create reminders.
  • [ ] Make sure mobile numbers have country codes if you'll use SMS or WhatsApp.

See Import contacts and Add a contact.

8. Users — Manage → Users
  • [ ] Invite each teammate who needs to log in. They start as Editors.
  • [ ] Promote to Admin via the row ⋯ → Make Admin for those who need full access.
  • [ ] For Editors, open their Permissions screen and grant specific capabilities (explorer_create, contact_view, etc.).
  • [ ] Remember: people who only receive notifications are contacts, not users.

See Invite a user, Change a user's role, and Users, Roles & Permissions.

9. Security — My Settings → Security
  • [ ] Enable 2-Step Verification for your own account first.
  • [ ] Encourage every team member to enable 2SV on their own account.
  • [ ] Note that there's no admin "enforce 2SV for everyone" toggle; it's per-user opt-in.

See Set up two-step verification.

10. First real data
  • [ ] Create your first real reminder (not a test) — see Your first reminder in 5 minutes.
  • [ ] Confirm it appears in Explorer, Calendar, and Dashboard.
  • [ ] Test that notifications will fire by reviewing the reminder queue.
11. Bulk migration (if needed)
  • [ ] If you're moving from spreadsheets or another tool, use the reminder import template for bulk onboarding.
  • [ ] Verify a small import (5 rows) before doing the big upload.

See Migrating from spreadsheets to Remindax.

A simpler version for solo users

If you're a solo user with no team and no bulk data:

  1. Set timezone and date format.
  2. Review the default sequence.
  3. Create your first real reminder.
  4. Enable 2SV.

That's it. Add complexity only when you actually need it.

What happens next

  • After the checklist, you have a workspace ready for daily use.
  • Build the habit of using the Dashboard to track Compliance % over time.
  • Build the habit of confirming notifications went out via the item's reminder queue (double tick = sent).
  • Revisit settings as your needs evolve — workspace, sequences, templates, document types all stay editable.

Edge cases & gotchas

  • Don't over-engineer upfront. A small clean setup beats a complex one. Add document types, tags, and departments as you discover real needs, not preemptively.
  • **The default sequence applies to new reminders only.** Editing it doesn't retroactively change existing items. Plan accordingly.
  • Date format affects imports. If you change the format after creating your import file, the file's dates won't match. Set the format first.
  • Companies don't share data. If you'll have separate clients/entities as separate companies, plan the split intentionally — moving data between is export-and-reimport.
  • Add-ons exist for limits. If you hit contact, user, or company limits during setup, add-ons under My Subscription extend them without changing plan.

Related questions

  • Where do I start with a fresh account? Timezone → date format → default sequence → templates → document types → first reminder. The full checklist is above.
  • How long does workspace setup take? A focused 30–60 minutes for a small team; longer if you're migrating from spreadsheets and have many contacts and items to load.
  • Do I have to set up everything before I can use Remindax? No — the absolute minimum is timezone and one reminder. Add the rest as you grow.
  • Can I change settings later? Yes — almost everything is editable. Set sensible defaults now and refine over time.

Related articles

Getting Started · Your first reminder in 5 minutes · Workspace settings · Migrating from spreadsheets to Remindax · Organising playbook · Users, Roles & Permissions