Configure Your Business Settings | Kizen Basics
Overview
Before your team begins working in Kizen, an administrator needs to establish the foundations of your workspace. This topic walks you through three core setup tasks in the Settings area:
Editing your business information
Adding team members
Creating roles
Together, these tasks ensure that your workspace reflects your organization's identity, and that the right people have access.
Throughout this topic, Flywheel Adventure Park is used as the example business. You will add Jacob Mulligan and Sally Woods as team members as a Guest Services and Concession Stand Cook Staff.
Note: In this tutorial, permissions on roles and team members will not be covered. To learn more about permission basics, review Configure Your First Permissions.
Why This Matters
Setting up your business information, team members, and roles correctly is not administrative overhead. It directly determines how effectively your organization operates inside the platform.
Without a clear structure:
Users may have too much or too little access, leading to security risks or blocked Workflows
Teams waste time navigating irrelevant data
Reporting, ownership, and accountability become inconsistent
With a well-defined setup:
Each team member sees only what they need, reducing errors and confusion
Sensitive data is protected through controlled access
Workflows run more smoothly because responsibilities and visibility are aligned
Scaling your team becomes significantly easier since roles are already structured
This foundation ensures your workspace is not just functional, but controlled, secure, and aligned with how your business actually operates.
Before You Begin
Before starting, confirm the following:
You are logged in to Kizen with an Administrator account. Only Admins can access and modify business settings.
You have the full names and business email addresses of the team members you plan to add.
Your business logo is available as an image file if you plan to upload it during the business information step.
Configuring Your Business
Task 1: Edit Your Business Information
Your business information appears throughout Kizen and helps identify your workspace. Keep this information accurate so your team and any client-facing outputs reflect your brand correctly.
In the Business Name field, enter or confirm your organization's name.
For this example, make sure it's: Flywheel Adventure Park
Update any additional fields as needed, such as your business address, phone number, time zone, and date format preferences.
Upload your business logo if desired by selecting the logo upload area and choosing your image file.
Select SAVE to apply your changes.
Note: Timezone and date format settings affect how dates and times display across the platform for all users in your workspace. Set these carefully before your team begins logging Activity.
Task 2: Add Team Members
Adding team members gives individuals access to your Kizen workspace. Each team member is invited via email and must accept the invitation to complete account setup.
Enter the first team member's details:
First Name: Jacob
Last Name: Mulligan
Email: [email protected] (this is a fake email address)
Phone Number: Blank
Set Roles(s): You'll assign Jacob a role once we have created one.
Add Additional Permission Group(s): Flywheel Guest Staff
Leave the remaining fields as default
Jacob Mulligan will appear in your Team Members list with a Unverified status until they accept their invitations and complete setup.
Task 3: Create Roles
Roles describe the job functions or positions within your organization. They help you organize your team and can be used throughout Kizen to assign ownership and filter Records.
The role of Guest Services Staff now appears in your Roles list and is available to assign to team members. You can now go back to Teams tab, edit Jacob Mulligan, and assign him to be a Guest Services Staff role.
Apply What You've Learned
Now that you've created the Guest Staff Services role for Jacob Mulligan, add another team member and assign them the correct role.
Team Member Details
First Name: Sally
Last Name: Woods
Email: [email protected] (this is a fake email address)
Phone Number: Blank
Role Name: Concession Stand Cook
Permissions Group: Flywheel Concession Staff
After completing this step, you should have:
Jacob Mulligan and Sally Woods in the Team tab.
Guest Services Staff and Concession Stand Cook in the Roles tab.
How This Fits Into Agentic Workflows
Business Settings define the environment that Workflows, Agentic Workflows, and users operate within.
Once configured, they influence three critical areas: timing, communication, and user context.
Timing: Agentic Workflows run based on your Business time zone. Scheduled Workflows, reminders, and Activity logging all follow this setting.
Communication: Emails and messages triggered by Workflows use your Business-level defaults, such as sender address and phone configuration.
User context (roles and team members): Workflows operate on Records that are owned, updated, or assigned to specific team members.
For example:
A Workflow that assigns a follow-up task will assign it to a team member with the appropriate role
Notifications and Activities are tied to specific users, not just Records
By configuring Business Settings alongside your team and roles, you ensure Workflows run correctly and reach the right people.
Business Workspace Capabilities By Role
Tying It Back to Your Industry
While Flywheel Adventure Park demonstrates a physical, guest-facing business, the same setup principles apply to industries where data access, compliance, and role clarity are critical.
In insurance organizations, teams are often divided between agents, claims processors, and underwriting staff.
Agents need access to client contact Records, policy details, and communication history, but should not have full visibility into underwriting decisions or internal financial data.
Claims processors require access to claims Records and supporting documentation, along with the ability to update claim status and timelines.
Underwriters may need broader access to risk data and policy structures but limited interaction with day-to-day client communication Records.
By defining clear roles, you ensure that sensitive financial and personal data is only accessible to those who need it, reducing compliance risk and operational errors.
Healthcare organizations rely heavily on strict access controls due to patient privacy requirements.
Front desk staff need access to patient intake forms, appointment records, and basic contact information.
Clinical staff require access to medical records, treatment history, and care plans.
Billing teams need access to insurance information and payment records but should not modify clinical data.
Using roles allows you to create distinct clinical, administrative, and financial positions. This helps maintain compliance with regulations while ensuring each team can do their job efficiently.
In financial services, teams often work across client management, compliance, and operations.
Advisors need access to client profiles, portfolios, and communication history.
Operations teams handle transactions, account updates, and internal Workflows.
Compliance teams require visibility into activity logs and records but typically do not modify client data directly.
A structured approach to roles ensures that sensitive financial data is protected while still allowing teams to collaborate effectively. It also makes auditing and oversight significantly easier.
What's Next
Now that your workspace is configured with business information, team members, and roles, you are ready to build out the operational tools your team will use daily. Next, Create Your First Contact Record.
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