First-run setup

With the bot in your server, open Settings in your organization. A setup checklist at the top tracks the first four steps below and disappears once they're done (you can also dismiss it). Plan on about ten minutes.

Import your roles from Discord

Open Settings → Roles & access and click Import from Discord. Tick the Discord roles that make up your structure, for example Director, Team Lead and Volunteer, and leave out roles that aren't about your organization (bots, colour roles, pings).

Crew adds them in your server's order, highest first, and links each one to its Discord role.

Tip: No suitable Discord roles yet? Click New role to make a role that exists only in Crew, then Create role to have Crew create the matching Discord role for you.

Decide who can manage

Each role has a Crew access level. Everyone starts as Member. Raise your leadership roles:

• Super User for the people who run the organization and its settings (often one or two roles).
• Manager for people who lead a team: they approve their team's requests and manage their people's records.

Discord roles that aren't part of your structure can still open Crew. Add them under Other Discord roles with access, for example @Admin as Super User or @Visitors as View only.

Warning: Until some role gives Super User access, every Discord administrator in your server is a Super User. The server owner always is. Give Super User to a role early so access follows your structure, not Discord's admin permission.

See Access levels for exactly what each level can do.

Add departments (optional)

Under Settings → Departments, add the parts of your organization, such as Support, Events or Operations, and any units inside them. Members can belong to one department and one unit.

You can also give each department a Discord role, so members get it automatically. See Departments and units.

Set up activity (optional)

If you want members to log time, open Settings → Activity and add at least one activity type, such as Shift or Event. You can add requirements, like "4 hours a week", now or later. See Activity setup.

Add your members

There are three ways to fill the directory. Use whichever suits you, or mix them:

• Automatically: in Settings → Roles & access, turn on Add people automatically, then click Sync from Discord. Everyone holding one of your roles gets a profile, and new people get one as soon as they're given a role.
• One by one: Directory → Add member. Search your server to link the person's Discord account and pick their role.
• From a spreadsheet: Directory → Import with a CSV file. See Members and profiles.

Test with a second account

Ask someone with an ordinary role, or use a second Discord account, to sign in at crew.noyralabs.com/app. Check that:

• they see the organization, with the access level you expect;
• their profile shows the right role and department;
• they can submit a request, and it reaches their manager;
• /crew status answers them in Discord.

Troubleshooting

• Someone can't open the organization. They need a role that gives access (a role in your list, or one under Other Discord roles with access). People with no access never see the organization.
• Roles given in Discord don't show up in Crew. Run Settings → Integrations → Check the bot and look at Server Members Intent and Bot online.
• Promoting in Crew doesn't change the Discord role. The bot's role must be above that role in Server Settings → Roles. Roles with moderation or admin permissions are never handed out by Crew (they show as Discord-managed).

You're set up. Next, invite your team to sign in, or read on about Roles and access.