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Beam Machine Admin and System Setup

Admin SOPs for entity selection, company profile, users, roles, templates, approvals, and auditability controls.

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Setting Up Beam Machine for Your Team

This page shows admins how to check company context, users, roles, approvals, templates, documents, and system control points.

Product: Beam Machine
Module: System Setup
Role: Firm Admin, Operations Admin, Reviewer
Difficulty: Intermediate
Time: 15 minutes first time, 5 minutes repeat
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need admin-level access.
  • You need to know which entity and team you are setting up.
  • You should already understand 02-roles-and-access.md.

What is system setup in Beam Machine?

System setup is the set of screens that decides whether the rest of the product stays orderly or becomes chaos. It covers company context, user visibility, permissions, approvals, templates, terms, documents, and auditability.

When do you use this?

Use this page when:

  • onboarding a new entity,
  • adding or reviewing users,
  • checking approvals,
  • preparing document templates,
  • or troubleshooting whether the system is configured well enough for real work.

If setup is wrong, operational teams spend the rest of the month compensating for it.

Where do you find these controls?

Primary path: Settings for company, users, roles, templates, terms, and audit trail.
Alternative: Use Approvals and Documents from the main sidebar when you need operational control rather than pure setup.

How to set the system up safely

Main admin pages

Area Route Why it exists
Company Profile /dashboard/settings/company Shows active entity details and accessible entities
Users /dashboard/settings/users Review user list and activation state
Roles and Permissions /dashboard/settings/roles Review current static permission matrix
Approvals /dashboard/approvals Review pending invoices, bills, and credit notes
Audit Trail /dashboard/settings/audit-trail Review tracked system activity
Document Templates /dashboard/settings/templates Manage reusable document templates
Approval Optimization /dashboard/settings/approval-optimization Review approval-path tuning where available
Terms and Conditions /dashboard/settings/terms Maintain legal or policy text where enabled
Documents /dashboard/documents Central document library

Confirm the business context

  1. Confirm the user is in the staff app, not the client portal.
  2. Confirm the user’s role.
  3. Confirm the active entity.
  4. Confirm whether the issue is missing access, bad data, or unfinished functionality.

Check company and entity setup

  1. Go to Settings > Company.
  2. Review the Active Entity card.
  3. Confirm legal name, firm ID, registration number, tax number, and base currency.
  4. Review All Accessible Entities.
  5. If the user should work in another entity, tell them to switch entity from the header before they do anything else.

Review users

  1. Go to Settings > Users.
  2. Confirm the user exists.
  3. Confirm their role and active status.
  4. If their access looks wrong, compare with 02-roles-and-access.md.

Review pending approvals

  1. Go to Approvals.
  2. Check the count of pending items.
  3. Use the tabs to filter All, Invoices, Bills, or Credit Notes.
  4. Confirm the value and type of items waiting for review.

Review document readiness

  1. Go to Documents.
  2. Confirm required files are present.
  3. Confirm the correct category, upload state, and document count.
  4. If a workflow depends on templates, check Settings > Templates.

Common Questions & Issues

"The screen exists, but the workflow is thinner than expected"

Why this happens: Beam Machine exposes a broad control surface, but some cross-cutting governance features are still partial or planned.

Fix: Check 99-functionality-gap-map.md before writing a process around that screen.

What's Next

Related Pages

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