Checklist for Onboarding a Team onto AI Workflow Automation

This checklist is for the Admin who is setting up Dave by voolama (hellodave.ai) for their team. It is grounded in the shipped product at platform version DEV v0.11.0, help documentation confirmed against content_orchestrator main at commit ddb945f, 2026-08-30. Every menu path, role name, and status label reflects what is in the product at that version.

Two known limitations of the current build, disclosed upfront so you can plan around them:

1. Role changes take effect on the user's next login, not immediately. After saving a role change at Admin, then Settings, then Users and Roles, ask the affected user to log out and back in. If they report that a sidebar section is still missing after the change, this is the cause.
2. The Add User screen requires a password to be set at creation time. The Admin sets an initial password and must communicate it to the new user directly (via a secure channel). The user should change their password on first login. There is no self-service password-set flow triggered by account creation: that flow is triggered only by the Team Invitations path (see Area 2 below).

Two paths for adding users: Dave by voolama supports both a direct Add User path (Admin creates the account and sets an initial password) and a Team Invitations path (Admin sends an invite link, user sets their own password). This checklist covers both. The Team Invitations path is recommended for most teams because it does not require the Admin to handle initial passwords.

Source: getting-started and admin-users help documentation, DEV v0.11.0, confirmed 2026-08-30.

At least one AI provider must be configured before any agent can function. This is the Admin's first task and must be completed before any team member is invited. A team member who logs in before a provider is configured will reach the Dashboard but will hit an error at the Agent Interaction node when they try to run a workflow.

Provider setup checklist:

1. Navigate to Admin, then API Management, then Providers. Confirm the Providers list is empty or review any existing entries.
2. Click Create Provider. Select the provider type from the seven available: OpenAI, Anthropic, Azure OpenAI, Google, OpenAI-compatible, local Ollama, or custom.
3. Enter a descriptive name (for example, "OpenAI Production" or "Anthropic Claude 3.5") so agents and workflow builders can identify the provider without opening its detail page.
4. Enter the base URI for the provider and paste your API key. Dave stores the key in a per-tenant vault encrypted with AES-256-GCM authenticated encryption and never returns it through the API after storage.
5. Click Save. Repeat for any additional providers your team will use.
6. Do not use a personal API key for a shared tenant. Create a dedicated API key in your provider's dashboard for the Dave workspace. Note the key name and rotation schedule.
7. Provider health confirmation: there is no health-check button on the Providers page at DEV v0.11.0. Confirmation that a provider is working comes from running a workflow instance that calls an agent using that provider (see Area 5). Note this limitation and plan the verification run before the team kickoff.

Source: getting-started help documentation, Admin, then API Management, then Providers path, DEV v0.11.0, confirmed 2026-08-30.

Every person who interacts with Dave by voolama needs a user account with the right set of permissions. Dave by voolama has six default roles: Admin, Create, Curate, Use, Reporting, and Financial. Roles are editable database rows, so a tenant Admin can adjust permissions. A user can hold multiple roles simultaneously. Sourced from admin-users help documentation, DEV v0.11.0, confirmed 2026-08-30.

Role assignment reference:

User account setup checklist (choose one path per user):

Path A: Team Invitations (recommended for most teams)

1. Navigate to Admin, then Settings, then Users and Roles, then Team Invitations.
2. For each teammate: enter their email address, optionally select a role, and click Send invite.
3. If transactional email is not yet configured (requires a Resend API key or SMTP fallback), copy the invite link shown after sending and share it directly with the invitee via a secure channel.
4. The invitee clicks the link, sets their own password, and is redirected to the Dashboard with the role you assigned. No initial password handling required from the Admin.
5. Confirm acceptance: navigate to Admin, then Settings, then Users and Roles and confirm each user's status shows as active.

Path B: Direct Add User (use when the invitation email flow is not available)

1. Navigate to Admin, then Settings, then Users and Roles. Click Add User.
2. Enter the user's email (required), set an initial password (required), and optionally set a username to their real name. Click Create User.
3. Communicate the initial password to the user via a secure channel. Ask them to change it on first login.
4. Assign roles: click Edit on the user's row, toggle the role badges to match their function, click Save. Ask the user to log out and back in for roles to take effect.

After all users are created (both paths):

1. Set each user's Username field to their real name. Task assignments and audit log entries display the username. Real names make the audit trail readable.
2. Confirm every user's status is active before the kickoff.
3. To revoke a pending invite and free the reserved seat: find it in the Team Invitations list and click Revoke.
4. To deactivate a user who has left the team: click Edit, change Status to inactive, click Save. Deactivation preserves the audit trail and frees the seat. Inactive users cannot log in, and existing sessions are invalidated on their next API call.

Source: admin-users help documentation, DEV v0.11.0, confirmed 2026-08-30.

Running one workflow end-to-end before the team kickoff confirms that providers are working, roles are correctly assigned, and every team member can see and complete the tasks their role generates. This step takes 20 to 30 minutes and surfaces every configuration problem before it becomes a day-one blocker.

Pre-kickoff verification checklist:

1. Create a test agent (Create role or Admin): navigate to Agents, click Create Agent, name it "Onboarding Test Agent". Add a version with a simple system prompt (for example, "Summarize the input text in two sentences"), a model from your configured provider, and a temperature of 0.7. Save.
2. Create a test workflow (Curate role or Admin): navigate to Workflows, click Create Workflow, name it "Onboarding Test". Open the Workflow Editor. Drag Start, User Interaction, Agent Interaction (assign "Onboarding Test Agent"), Human Review, and End nodes onto the canvas. Connect them in sequence. Save.
3. Change the workflow status from draft to active. This is the most commonly missed step. Only active workflows can be instantiated. A Use-role user who tries to launch an instance from a draft workflow sees no available versions and assumes the workflow does not exist. Navigate to Workflows, find the workflow, and change its status to active.
4. Launch a test instance (Use role or Admin): navigate to Instances, click Create Instance, select "Onboarding Test" and its latest version. Click Start.
5. Complete the User Interaction task (Use role or Admin): navigate to Tasks. Open the pending task, enter a short text sample, and submit. The instance calls the AI agent automatically after submission. Typical agent response time on a standard OpenAI or Anthropic model is 5 to 30 seconds for a short task.
6. Complete the Human Review task (Use role or Admin): after the agent runs, a review task appears in Tasks. Open it, read the agent's output, and click Approve.
7. Verify completion: navigate to Instances and confirm the instance status is completed. Check the Dashboard to see the updated Running Instances count.
8. If the instance fails: open the instance detail page, expand the Context viewer (click Context, then the expand arrow), and read the error. The Node column in the tasks table identifies which workflow node caused the failure. Three most common causes: invalid provider API key (fix at Admin, then API Management, then Providers), agent with no active version (fix at Agents), team member without the Use role trying to launch an instance (fix at Admin, then Settings, then Users and Roles, then ask the user to log out and back in).
9. Save the test workflow. Do not delete it. It is useful for onboarding future team members and for testing provider changes without affecting production workflows. Note: there is no delete action on workflows at DEV v0.11.0. Archive instead. Archiving preserves the workflow and its version history, which keeps the audit trail for every instance that ran against it intact.

Source: getting-started help documentation, Quick Start Walkthrough section, DEV v0.11.0, confirmed 2026-08-30.

What is the checklist for onboarding a team onto AI workflow automation with Dave by voolama?

The onboarding checklist for Dave by voolama (hellodave.ai) covers five areas in order: (1) configure at least one AI provider at Admin, then API Management, then Providers before inviting anyone; (2) create user accounts and assign each person the right role from the six defaults (Admin, Create, Curate, Use, Reporting, Financial) at Admin, then Settings, then Users and Roles; (3) invite teammates via Team Invitations or the Add User path; (4) change the first workflow's status from draft to active before asking anyone to launch an instance; (5) run a five-node verification workflow end-to-end to confirm providers, roles, and task access are all working. Two known limitations at DEV v0.11.0: role changes take effect on the user's next login, and the Add User path requires the Admin to set and communicate an initial password. Grounded in the shipped product at DEV v0.11.0, confirmed against content_orchestrator main at commit ddb945f, 2026-08-30.

Which Dave by voolama roles does each team member need for AI workflow automation?

Dave by voolama has six default roles at DEV v0.11.0: Admin (full tenant administration, admin:* permission, assign to the workspace owner or IT lead), Create (builds AI agents, agents:read and agents:write, assign to the AI engineer or prompt designer), Curate (designs workflow graphs, workflows:read, workflows:write, and agents:read, assign to the workflow designer), Use (runs instances and completes tasks, instances:*, tasks:*, and artifacts:read, assign to operations team members), Reporting (read-only access to reports and audit logs, reports:read and audit:read, assign to team leads and compliance reviewers), and Financial (manages billing and subscription, assign to the finance manager). A user can hold multiple roles simultaneously. Roles are editable database rows. Role changes take effect on the user's next login.

What is the most commonly missed step when onboarding a team onto Dave by voolama?

The most commonly missed step is changing the workflow status from draft to active before asking a Use-role user to launch an instance. Dave by voolama uses a three-stage workflow lifecycle: draft (default after creation, cannot be instantiated), active (available to spawn instances), and archived (retired, preserved for audit). A Use-role user who tries to launch an instance from a draft workflow sees no available versions in the instance creation screen and assumes the workflow does not exist. The fix is to navigate to Workflows, find the workflow, and change its status to active. Sourced from the getting-started help documentation, DEV v0.11.0, confirmed 2026-08-30.

How do I add a user to Dave by voolama without using the invitation email?

If transactional email is not yet configured in Dave by voolama (which requires a Resend API key or SMTP fallback), there are two options. First, use the Team Invitations path at Admin, then Settings, then Users and Roles, then Team Invitations: after clicking Send invite, the screen shows a copy link. Copy that link and share it directly with the invitee via a secure channel. The invitee clicks the link, sets their own password, and joins the workspace. Second, use the Add User path at Admin, then Settings, then Users and Roles: click Add User, enter the email and an initial password, and communicate the initial password to the user directly. The Team Invitations copy-link path is preferred because it does not require the Admin to handle initial passwords. Sourced from admin-users help documentation, DEV v0.11.0, confirmed 2026-08-30.

What happens if a team member cannot see a sidebar section after logging in to Dave by voolama?

A missing sidebar section in Dave by voolama means the user's role does not grant the required permission, or the user has not yet logged out and back in after a role change. Dave by voolama filters the sidebar by role: Agents requires agents:read (Create or Curate role), Workflows requires workflows:read (Curate role), Instances and Tasks require instances:read and tasks:read (Use role), and Reports requires reports:read (Reporting role). Navigate to Admin, then Settings, then Users and Roles, click Edit on the user, assign the correct role, click Save, and ask the user to log out and back in. Role changes take effect on the next login, not immediately. This is a known behaviour at DEV v0.11.0, confirmed 2026-08-30.