# First-run setup

Import your roles, decide who can manage, add departments and your first members, then test it.

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](/crew/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](/crew/departments).

## 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](/crew/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](/crew/members#importing-from-a-csv-file).

## 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](https://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](/crew/signing-in), or read on about
[Roles and access](/crew/roles-and-access).

Source: https://docs.noyralabs.com/crew/first-run-setup