Admin — Initiative Setup

This section covers features for admins. If you're a member (contributor or viewer), you can skip the admin sections.

The levels

• Initiative — the top-level container, and the unit Architect analyzes. Everything inside an Initiative is analyzed together. Each Initiative usually maps to a department or area of your organization.
• Department — a team or function (Accounting, IT, Operations). Departments are defined once at the organization level and shared across Initiatives; each Initiative chooses which it covers under Settings → Departments in Scope.
• Process — a living SOP in the sidebar Library, filed under a department and, if you like, in a Library folder (Accounts Payable, Month-End Close). Folders are how you group related processes and their reference documents.

How to decide where the Initiative boundary goes

An Initiative can span many departments, and each department can hold many processes. Rule of thumb:

• Group into one Initiative when the work shares systems and you'd want its opportunities compared side by side.
• Split into a separate Initiative when it's a genuinely different domain that would dilute the analysis.

Architect runs across an entire Initiative at once. If you mix unrelated domains (IT helpdesk tickets next to month-end close), the analysis spreads thin for both. Avoid over-splitting too: don't create a separate Initiative for every process — giving Accounts Payable its own Initiative fragments the analysis and loses the connections between related workflows (like how AP inquiries feed into month-end close). Keep related processes together within one Initiative.

Worked example — a corporate finance transformation:

• Initiative: Corporate Transformation
• Departments in scope: Accounting (add Operations and other corporate teams as they come online)
• Processes under Accounting: Accounts Payable, Accounts Receivable, Month-End Close
• Separate Initiative: IT (helpdesk, infrastructure, application support) — a different domain with different systems

You don't need to merge everything into one Initiative for a cross-department picture: org admins can switch the Workspace dropdown to All Initiatives and run Architect across the entire organization in one pass.

Creating an Initiative

Only org admins can create Initiatives:

1. Open the Workspace dropdown near the top of the left sidebar and click New Initiative.
2. Enter a name and description. Optionally name the Initiative admin(s) by email — the people who will run it (invite recorders, choose its departments, write its brief). You can always manage them later in Settings → Members & Access.

Set up before inviting people

Before sending recording invitations, set up (see the Settings section for detail on each):

1. Departments (Settings → Departments, organization scope) — add each department with its context: responsibilities, systems, roles, terminology. This context is given to Architect, Scout, and Chat as background knowledge.
2. Departments in Scope (with the Initiative selected) — tick the departments this Initiative covers. Leave empty to make every department available.
3. Interview Topics (organization scope) — what Scout asks about, with overrides per department or Initiative.
4. Company Context — a shared description of how the company works.

Reference documents the AI should know about — standards, existing SOPs, guides — live in the Library: upload them to a folder or to a process itself.

Roles

• Org admin — full control: create Initiatives, assign Initiative admins, manage all settings, plan interviews and invite anywhere, run organization-wide analysis.
• Initiative admin — manages specific Initiative(s): invite and assign members, send recording invitations, edit content — only for the Initiatives they administer.
• Member — a contributor (can add and edit content) or viewer (can only look) inside the Initiatives they belong to. An admin can grant a member To-Be access to see Opportunities, Roadmap, Designer, and the Analysis chat without making them an admin.
• Guest — the most restricted role: can only complete their own Scout interview. No Architect, no analysis or financial figures, no member roster, no other parts of the app. Meant for people you only need to interview.