Setting Up Your Account: Initial Configuration

This guide walks you through the essential steps to set up your Piraja CRM account. From creating your business profile to configuring currency and VAT settings, enabling modules, and managing users, you'll learn everything needed to get your CRM running optimally.

Account Creation and Verification

Creating Your Account

When you first sign up for Piraja CRM:

1. Sign Up Process

   • Enter your email address
   • Create a secure password
   • Verify your email address
   • Complete your profile information

2. Email Verification

   • Check your inbox for verification email
   • Click the verification link
   • Your account will be activated

3. Initial Login

   • Use your email and password to log in
   • You'll be prompted to complete your profile
   • Set your language preference

Profile Completion

Required Information:

• First name and last name
• Email address (used for login)
• Preferred language (e.g. English, Norwegian, Swedish, Danish, Finnish, German, Dutch, French, Spanish — 9 locales supported)
• Timezone

Optional Information:

• Phone number
• Profile picture
• Job title
• Department

Tip: Complete your profile fully to help team members identify you in the system.

Business Profile Setup

Creating Your Business

After account creation, you'll need to set up your business:

1. Business Information

   • Business name (required)
   • Business type
   • Industry
   • Description
   • Website URL
   • Contact information

2. Business Address

   • Street address
   • City
   • Postal code
   • Country
   • Phone number

3. Business Settings

   • Default currency (USD, EUR, NOK, SEK, etc.)
   • VAT registration number (if applicable)
   • VAT rate (for your region)
   • Business locale/language

Currency Configuration

Setting Default Currency:

1. Navigate to Business Settings
2. Select your primary currency
3. This becomes the default for all financial operations

Supported Currencies:

• USD (US Dollar)
• EUR (Euro)
• NOK (Norwegian Krone)
• SEK (Swedish Krona)
• DKK (Danish Krone)
• GBP (British Pound)
• CAD (Canadian Dollar)
• AUD (Australian Dollar)
• JPY (Japanese Yen)
• CHF (Swiss Franc)

Multi-Currency Support:

• You can work with multiple currencies
• Each transaction can use different currencies
• Automatic currency conversion available

VAT Settings

VAT Configuration:

1. Navigate to Modules → Finance module → Click the settings (cog) icon
2. Or navigate directly to Business → VAT Settings
3. Set your default VAT rate (VAT is always enabled)
4. VAT is automatically included in all pricing calculations

VAT Calculation Methods:

• Inclusive: VAT is included in the price
• Exclusive: VAT is added to the price

Regional VAT Rates:

• Norway: 25% (standard), 15% (food), 10% (transport)
• Sweden: 25% (standard), 12% (food), 6% (books)
• EU: Varies by country (typically 19-27%)

Important: Consult with your accountant to ensure correct VAT configuration for your region.

User Roles and Permissions

Understanding User Roles

Piraja CRM has three main user roles:

Business Administrator

• Full control over business settings
• Can enable/disable modules
• Manage all users
• Configure business-wide settings
• Access to all features

Member

• Standard user access
• Can use enabled modules
• Can manage their own data
• Limited access to settings

Managing Users

Adding Team Members:

1. Navigate to Business Settings → Users
2. Click "Add User"
3. Enter user email and details
4. Assign role
5. User receives invitation email

User Permissions:

• Each user can have different permissions
• Permissions are role-based
• Can be customized per user

Removing Users:

1. Navigate to Business Settings → Users
2. Find the user
3. Click "Remove" or "Deactivate"
4. Confirm removal

Best Practice: Start with minimal permissions and add more as needed.

Module Activation

Which Modules to Enable

Essential Modules (Recommended for All):

• Individuals: Contact management
• Organizations: Company management
• Notes: Documentation

Sales-Focused Businesses:

• Opportunities
• Pipeline
• Organizations
• Individuals

Service-Focused Businesses:

• Tickets
• Services
• Finance
• Individuals
• Organizations

Full-Service Businesses:

• Enable most modules
• Disable only what you don't need

How to Enable Modules

1. Navigate to Business Settings → Modules
2. Review available modules
3. Toggle modules ON/OFF
4. Consider module dependencies
5. Save changes

Module Dependencies

Some modules require others:

• BRREG requires Organizations

Tip: See the "Understanding the Module System" article for detailed module information.

Language Preferences

Setting Your Language

User Language:

1. Navigate to Profile Settings
2. Select your preferred language
3. Interface will update immediately

Supported Languages:

• English (en), Norwegian (no), Swedish (sv), Danish (da), Finnish (fi), German (de), Dutch (nl), French (fr), Spanish (es) — 9 locales

Business Language:

• Set default language for your business
• Affects default language for new users
• Can be overridden per user

Multilingual Support

Content Translation:

• All interface elements are translated
• Knowledge base articles available in multiple languages
• Module guides translated
• Support documentation in all languages

Data Localization:

• Dates and times formatted per locale
• Currency formatting per region
• Number formatting per locale

Notification Settings

Configuring Notifications

Notification Types:

• Email notifications
• In-app notifications
• Task reminders
• Ticket assignments
• Opportunity updates

Notification Preferences:

1. Navigate to Profile Settings → Notifications
2. Configure notification types
3. Set frequency
4. Choose channels (email, in-app)

Business-Wide Notifications:

• Business administrators can configure defaults
• Users can override personal preferences
• Important notifications always sent

Security Settings

Initial Security Checklist

Password Security:

• Use strong, unique passwords
• Enable two-factor authentication (if available)
• Change password regularly
• Don't share passwords

Access Control:

• Review user permissions regularly
• Remove access for former employees
• Limit admin access to trusted users
• Use role-based permissions

Data Security:

• Understand data isolation (multi-tenant)
• Review audit logs periodically
• Monitor user activity
• Report suspicious activity

Best Practices

For Business Administrators:

• Regularly review user access
• Monitor module usage
• Review security logs
• Keep business information updated

For All Users:

• Use strong passwords
• Log out when done
• Don't share accounts
• Report security concerns

Setup Checklist

Complete Setup Checklist

Account Setup:

• Email verified
• Profile completed
• Language selected
• Timezone configured

Business Setup:

• Business profile created
• Business address added
• Currency configured
• VAT settings configured (if applicable)
• Business language set

User Management:

• Team members added
• Roles assigned
• Permissions configured
• User access reviewed

Module Configuration:

• Essential modules enabled
• Role-specific modules enabled
• Module dependencies checked
• Unused modules disabled

Settings:

• Notification preferences set
• Security settings reviewed
• Integration settings configured (if needed)

Next Steps

After completing setup:

1. Add your first contact
2. Create your first organization
3. Set up your service catalog (if applicable)
4. Explore enabled modules
5. Review Knowledge Base articles

Troubleshooting

Common Setup Issues

Can't Access Business Settings:

• Ensure you're a Business Administrator
• Check your user role
• Contact your business administrator

Currency Not Displaying Correctly:

• Verify currency setting in Business Settings
• Check user currency preference
• Ensure currency is supported

VAT Calculations Incorrect:

• Verify VAT rate is correct
• Check VAT calculation method (inclusive/exclusive)
• Consult with accountant

Modules Not Appearing:

• Check module is enabled at business level
• Verify your user has access
• Ensure module is released

Users Can't Access Features:

• Verify user role and permissions
• Check module is enabled
• Review business settings

Getting Help

If you encounter issues:

1. Search the Knowledge Base
2. Check troubleshooting guides
3. Contact support
4. Review module-specific guides