First Login

Getting access to CharleOS is an invite-only process managed by your administrator. This guide walks you through the invite process, first login, and account setup.

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Getting invited

CharleOS uses a secure invite system to ensure only authorized team members can access the platform.

1. Admin creates your account - Your administrator creates a user account for you in the system
2. Receive invite email - You’ll receive an email invitation with a link to CharleOS
3. Sign in with Google - Click the link and sign in using your Google account
4. Await activation - If your account isn’t immediately active, you’ll see a pending approval screen
5. Access granted - Once approved, you’ll be redirected to your personalized dashboard

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Pending approval screen

If you see a “Your account is awaiting approval” message after signing in, don’t worry - this is normal. What it means:

• Your account has been created but not yet activated by an administrator
• You won’t have access to CharleOS features until approved

What to do:

• Contact your administrator to request activation
• The admin can activate your account from the Users admin panel
• Once activated, refresh the page and you’ll be directed to your dashboard

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Your first dashboard

After your account is activated, you’ll land on a personalized dashboard based on your role:

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Delivery Team

Developers, Designers, QA Your dashboard shows:

• Welcome banner with time-based greeting and today’s date
• 4 key metrics: Day Rate, Delivery, Efficiency, Schedule Health
• My Tasks - Your assigned tasks
• Assigned Quotes - Quotes you need to review or estimate

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Project Managers (PMs)

Your dashboard shows:

• 4 key metrics: Availability, Delivery, Schedule Health, Help Desk
• Client Scheduling - Upcoming client work
• Team Schedule Health - Team capacity and workload

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Customer Success Managers (CSMs)

Your dashboard shows:

• 4 key metrics: Upsells (MTD), Avg Day Rate, Churned Customers, Revenue Churn
• Client Scheduling - Your assigned clients’ upcoming work
• Action Table - Tasks requiring your attention

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Managers

Your dashboard includes:

• Tabbed interface to switch between Agency, Department, and Individual views
• Agency metrics: Avg Day Rate, Utilization, On-Time Delivery, Total Availability
• Team Scheduling - Cross-team capacity planning
• Client Day Rates - Financial performance by client

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Setting up your profile

After your first login, take a moment to complete your profile:

1. Click your avatar in the top-right corner
2. Select “Settings” from the dropdown menu
3. Update your profile:
   • Profile photo - Upload a professional headshot
   • Display name - Your preferred name (defaults to Google account name)
   • Job title - Your role in the agency
   • Birthday - Grants an extra day of annual leave on your birthday (optional)
4. Configure notifications - Choose how you want to be notified about updates

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Understanding your access level

CharleOS has three access levels that determine what you can see and do: Your access level is displayed in the sidebar navigation - you’ll only see menu items relevant to your permissions.

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Next steps

Now that you’re logged in and set up:

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Troubleshooting