Onboarding & setup guide

Everything new users and admins need to go from sign-up to a working shared inbox — account creation, workspace setup, the in-app Onboarding checklist, and where to go next. Who this is for: First-time owners, Google sign-in users completing workspace setup, and anyone asking Co-Admin “What do I do after I sign up?” or “Where is the onboarding page?” Two different “onboarding” moments in Vendschat:

Moment	URL	When it appears
Account / workspace setup	`/oauth-onboarding`	Google sign-in without an existing workspace
Product setup checklist	`/onboarding`	Anytime after you have a workspace — connect channels, labels, team

Quick reference

Topic	Answer
Sign up	`/signup` — email + password or Continue with Google
Sign in	`/signin`
Google new user lands on	`/oauth-onboarding` → then `/chat`
Email sign-up lands on	`/chat` directly (org + workspace created at signup)
Setup checklist page	Onboarding in sidebar → `/onboarding`
First must-do	Connect one channel (WhatsApp, Messenger, or Instagram)
Default workspace name (email signup)	Headquarters
Default workspace name (Google setup, if blank)	Headquarters
Who sees Onboarding in nav	Users with overview page access (typically owners/admins)
Invited teammates	Accept invite → `/chat` — skip account onboarding
Get help in-app	AI Workspace Co-Admin (internal assistant, not customer-facing)

The full journey (diagram)

                    ┌─────────────────┐
                    │  vendschat.com  │
                    │  or /signup     │
                    └────────┬────────┘
                             │
              ┌──────────────┴──────────────┐
              │                             │
       Email sign-up                   Google sign-up
              │                             │
              ▼                             ▼
    Org + workspace created          User account only
    at signup (owner)              (no workspace yet)
              │                             │
              ▼                             ▼
           /chat                    /oauth-onboarding
         (ready to work)           (org + workspace form)
                                            │
                                            ▼
                                         /chat
                                            │
              ┌─────────────────────────────┘
              │
              ▼
    Optional: /onboarding checklist
    (channels → labels → AI Agent → team)
              │
              ▼
    /chat — first customer reply

Example: Nova Retail’s first hour

Sam signs up with email for Nova Retail.

Minute	What happens
0–2	`/signup` — name, company Nova Retail, work email, password → lands on Chat
3–5	Sidebar → Onboarding → Step 1 → Manage channels → connects WhatsApp
6–8	Step 2 → creates labels `Orders`, `Returns`
10	Sends test reply in Chat when first customer messages
15	Step 4 → invites Priya as Member (Chat-only)

Sam never saw /oauth-onboarding because email signup creates the workspace automatically. Contrast: Alex uses Continue with Google as a brand-new user → /oauth-onboarding → enters org Alex Studio, workspace Main → Chat.

Part 1 — Creating your account

Path: Open the app sign-up page or marketing Start trial links. Header copy: “Create your account” · “Start your 7-day free trial. No credit card required.” Options:

Method	Fields	After success
Continue with Google	Google account picker	New user → `/oauth-onboarding`. Existing user → `/chat`
Email	Full name, Company name, work email, password	→ `/chat`

Password requirements (email):

Upper & lowercase letters
At least one number
Special character (!@#$%^&*)
Minimum 8 characters

Strength indicator shows Weak → Strong as requirements are met. Legal: By signing up you agree to Terms of Service and Privacy Policy. What email signup creates automatically:

Created	Value
Organization	Your Company name from the form
Workspace	Headquarters (default name)
Your role	Owner on that workspace
Subscription	Free tier to start — upgrade later in Billing & Usage

You do not need a separate “create workspace” step after email signup. Path: /signin

Method	After success
Email + password	→ `/chat`
Continue with Google	Existing workspace → `/chat`. No workspace → `/oauth-onboarding`

Google errors (cancelled, missing code, failed) show on sign-in and clear the URL.

Google OAuth workspace setup (`/oauth-onboarding`)

When: First-time Google sign-in with no workspace membership. Page title: “Set up your workspace”
Subtitle: “Create your organization and workspace to get started.”

Field	Required	Notes
Organization name	Yes	e.g. Acme Inc
Workspace name	No	Defaults to Headquarters if left blank

Click Continue → organization + workspace + owner membership created → redirect to /chat. If you already have a workspace: This page redirects you to /chat — you cannot create a second org through this flow. Auth guard: While needsOnboarding is true, any dashboard URL redirects here before Chat, Settings, etc.

Part 2 — Invited teammates (different path)

Path: Invitation email link with token → invite accept page.

Step	What you see
1	“You’re invited to join ” with your role badge
2	Email pre-filled; set password (or use existing password if you already have an account)
3	Accept Invitation → `/chat`

Invited users skip:

/signup company creation
/oauth-onboarding

They join an existing workspace with the role the inviter chose (Owner, Admin, or Member). Member (Chat-only) users typically land in Chat only — they may not see Onboarding or Settings in the sidebar unless given page access. See Team invite FAQ below and Channels — permissions.

Part 3 — In-app Onboarding checklist (`/onboarding`)

After your account and workspace exist, use the Onboarding page as a guided checklist.

How to open it

Platform	Navigation
Desktop sidebar	Onboarding (book-check icon) — first item when you have access
Mobile	More tab → Onboarding
Direct URL	`/onboarding`

Page title: “Let’s get you set up”
Subtitle (live): remaining-step copy, for example “connect channels, labels, AI agent, and team.” Access note: The nav item requires overview page permission (owners/admins). The URL /onboarding remains reachable for authenticated users who know the path — useful if your role is expanding.

Layout

Left: Four expandable accordion steps (one open at a time; Step 1 open by default)
Right: Resources panel — Intro, Contact, Book, Help center, Video guides (quick links for support content)

Vendschat Onboarding page titled Let's get you set up. Four completed steps: connect a communication channel, create labels for chat, create AI Agent, and invite your team. Resources panel on the right. — Onboarding checklist

Step 1 — Connect a communication channel

Accordion title: Connect a communication channel
Subtitle: Select where you want to send messages from Body:

Explains managing WhatsApp, Messenger, Instagram from workspace settings
Manage channels button → /settings/workspace/channels
Embedded channel setup video (YouTube) in the accordion

What to do:

Click Manage channels
Add Channel → Channel Catalog
Connect WhatsApp, Messenger, or Instagram (see channels docs)
Wait until channel status is active
Return to Onboarding or open Chat

Deep dive: First channel & inbox · WhatsApp

Step 2 — Create labels for chat

Accordion title: Create labels for chat
Subtitle: Organize your inbox with custom tags and categories Body: Labels help filter chats, assign work, and track topics. Button: Create Your First Label → /settings/workspace/labels

Vendschat Labels settings with Create Label and label cards that include keywords for automated routing. — Labels

Recommended starter labels:

Label	Use when
`New` / `Unassigned`	Triage queue
`VIP`	Priority customers
`Sales` / `Support`	Department routing

Create at least two before campaign volume — onboarding best practice. Deep dive: Shared inbox & labels

Step 3 — Create AI Agent

Accordion title: Create AI Agent
Subtitle (when done): AI agent created Live checklist (Sep 2026): Step 3 is Create AI Agent, not n8n. Integrations stay under Settings → Workspace → Integrations. What to do:

Open AI Agents (/ai-agents)
Browse templates or Create AI Agent
Save, then test in the sandbox before assigning live threads

Related (not this accordion):

Feature	Path
Integrations (Agent Skill, Lovable, MCP, Zapier, Make, n8n)	Settings → Workspace → Integrations
n8n (hosted workflows, Advanced plan)	`/n8n`
Webhooks	Settings → Workspace → Webhooks

Tip: Step 3 is optional on day one. Connect a channel and reply manually first; add a bot when after-hours volume appears. Deep dive: Creating & training AI Agents · Integrations overview

Step 4 — Invite your team

Accordion title: Invite your team
Subtitle: Collaborate on chats and manage support together Button: Add Team Member → /settings/workspace/team-members What to do:

Open Team Members
Invite with email and role
Teammate accepts via email link
They appear in Chat for shared inbox work

Role	Typical use
Member	Chat-only agents
Admin	Channels, templates, settings
Owner	Billing, workspaces, full control

Deep dive: Channels FAQ — permissions

Part 4 — After onboarding — daily work

Open Chat

Path: Sidebar Chat → /chat This is your shared inbox. Every message from connected channels appears here.

First reply checklist

At least one channel Active
Customer sent an inbound message (or you started outbound where allowed)
Reply sent from Chat composer
Teammate can see the same thread

Settings you’ll use next

Goal	Path
Connect more channels	Settings → Workspace → Channels
WhatsApp templates	Templates (`/template`)
Campaign send	Chat → template composer → Broadcast tab (sidebar Broadcast page is a placeholder today)
Performance	Analytics (`/analytics`)
Plan & billing	Settings → Organization → Billing & Usage
Profile	Settings → Profile

Ask Co-Admin

Open AI Workspace Co-Admin and ask in plain language:

“How do I connect WhatsApp?”
“What are labels for?”
“How do I invite my team?”

Co-Admin reads product docs for how-to and can use live workspace tools for status (“How many channels are connected?”). Co-Admin is not a customer-facing bot — see AI Agents overview for bots that talk to your customers.

Auth
├── /signup          Create account
├── /signin          Log in
├── /oauth-onboarding   Google → org + workspace (first time only)
└── Invite link      Join existing workspace

Setup checklist
└── /onboarding      4-step accordion

Step destinations
├── /settings/workspace/channels        Step 1
├── /settings/workspace/channels/catalog  Add channel
├── /settings/workspace/labels            Step 2
├── /ai-agents                            Step 3
└── /settings/workspace/team-members      Step 4

Daily work
└── /chat            Shared inbox

What good looks like — timelines

First 30 minutes (owner)

Complete account (signup or oauth-onboarding)
Onboarding Step 1 — one active channel
Onboarding Step 2 — two labels
First reply in Chat

First day

Second teammate invited and has replied
Labels used on real threads
Skim Integrations / AI Agents — don’t need to enable yet

First week (Luna Home Decor pattern)

Day	Action
Mon	Connect WhatsApp + Instagram; labels `Orders`, `Delivery`, `VIP`
Tue	Invite agents (Chat-only)
Wed	Train Support AI Agent on FAQ
Thu	First Broadcast with approved template
Fri	Check Analytics; ask Co-Admin for open thread count

See Welcome — Luna example.

Troubleshooting

Problem	Cause	Fix
Stuck on `/oauth-onboarding`	Google account has no workspace yet	Complete org + workspace form
Redirected to `/signin`	Not logged in	Sign in again
Don’t see Onboarding in sidebar	Member role — chat-only access	Ask owner for admin access, or go to `/onboarding` directly
Manage channels shows empty	No connections yet	Add Channel from catalog
No conversations in Chat	No inbound message yet	Customer must message connected number/account first
Google sign-in cancelled	Closed Google popup	Try Continue with Google again
“Email already registered”	Account exists	Use Sign in or reset password
Invited but link invalid	Token used or expired	Ask inviter to resend invite
Wrong workspace after login	Multiple workspaces	Settings → workspace dropdown → switch

Getting started

Use cases

Inbox

Channels

AI Agents

Templates & broadcasts

Integrations

Analytics

Billing

Co-Admin

Legal

Quick reference

The full journey (diagram)

Example: Nova Retail’s first hour

Part 1 — Creating your account

Google OAuth workspace setup (`/oauth-onboarding`)

Part 2 — Invited teammates (different path)

Part 3 — In-app Onboarding checklist (`/onboarding`)

How to open it

Layout

Step 1 — Connect a communication channel

Step 2 — Create labels for chat

Step 3 — Create AI Agent

Step 4 — Invite your team

Part 4 — After onboarding — daily work

Open Chat

First reply checklist

Settings you’ll use next

Ask Co-Admin

Navigation map (getting started)

What good looks like — timelines

First 30 minutes (owner)

First day

First week (Luna Home Decor pattern)

Troubleshooting

​Quick reference

​The full journey (diagram)

​Example: Nova Retail’s first hour

​Part 1 — Creating your account

​Sign up (/signup)

​Sign in (/signin)

​Google OAuth workspace setup (/oauth-onboarding)

​Part 2 — Invited teammates (different path)

​Part 3 — In-app Onboarding checklist (/onboarding)

​How to open it

​Layout

​Step 1 — Connect a communication channel

​Step 2 — Create labels for chat

​Step 3 — Create AI Agent

​Step 4 — Invite your team

​Part 4 — After onboarding — daily work

​Open Chat

​First reply checklist

​Settings you’ll use next

​Ask Co-Admin

​Navigation map (getting started)

​What good looks like — timelines

​First 30 minutes (owner)

​First day

​First week (Luna Home Decor pattern)

​Troubleshooting

​Related docs

Quick reference

The full journey (diagram)

Example: Nova Retail’s first hour

Part 1 — Creating your account

Sign up (`/signup`)

Sign in (`/signin`)

Google OAuth workspace setup (`/oauth-onboarding`)

Part 2 — Invited teammates (different path)

Part 3 — In-app Onboarding checklist (`/onboarding`)

How to open it

Layout

Step 1 — Connect a communication channel

Step 2 — Create labels for chat

Step 3 — Create AI Agent

Step 4 — Invite your team

Part 4 — After onboarding — daily work

Open Chat

First reply checklist

Settings you’ll use next

Ask Co-Admin

Navigation map (getting started)

What good looks like — timelines

First 30 minutes (owner)

First day

First week (Luna Home Decor pattern)

Troubleshooting

Related docs