# First Login and Setup This guide covers everything from receiving your invitation to being ready to work in PAI. If you're an organization admin setting up a new workspace, there's a section for you at the end. ## Step 1: Accept Your Invitation Access to PAI starts with an email invitation sent by your organization's administrator. - The invitation email comes from [email protected] - It contains a secure link unique to your account - The link expires after 7 Days. > [!tip] > If you don't see the invitation, check your spam folder. Add [email protected] to your safe senders list to ensure you receive future system notifications. ## Step 2: Create Your Account Clicking the invitation link takes you to the account creation page. Your email address is pre-filled — you can't change it here. 1. Create a password that meets the following requirements: - Minimum 8 characters - At least one uppercase letter, one lowercase letter, one number, and one special character 2. Accept the terms of service 3. Enter your profile information: - First and last name - Job title - Phone number > [!important] > Your name, job title, and phone number appear in system-generated documents. Enter them exactly as you want them to appear. ## Step 3: Log In Navigate to [app.paihq.com](https://app.paihq.com) and enter your email and password. PAI uses two-factor authentication by default. After entering your credentials, a one-time code is sent to your email address. Enter the code to complete the login. > [!note] > If your organization uses Single Sign-On (SSO), you'll be redirected to your identity provider instead of the standard login screen. Follow your organization's instructions for SSO access. ## Step 4: Complete Your Profile After your first login, take a moment to verify your profile information is complete and accurate. 1. Click your user icon in the bottom-left corner of the screen 2. Review and update: - **Job Title** — appears on call sheets and other logistical documents - **Phone Number** — appears on logistical documents - **Notes** — optional, visible to your team only ## Devices and Browser Support PAI is a web application designed for desktop use. Full functionality is available in the latest versions of Chrome, Firefox, Safari, and Edge. For the best experience with PAI's data tables, a screen resolution of 1920×1200 or wider is recommended. On tablets and mobile devices, only the Vendor Portal is optimized for smaller screens. The main application is not designed for mobile use. --- ## Admin Setup If you're the administrator setting up a new PAI workspace, complete the following before any other users start working. Getting this right first means every project your team creates will inherit the correct defaults. ### Configure Organization Settings 1. Navigate to **Settings → Organization** 2. Enter your company information — this appears on all estimate and invoice documents: - Company name and address - Phone number and website 3. Upload your company logo (PNG or SVG with transparent background recommended; at least 300×100px) 4. Enter your EIN if applicable (optional, no downstream effects in the current version) 5. Set your organization defaults: - **Minimum Hours** — default minimum hours for day-based line items across all new projects - **Standard Templates** — boilerplate text for project scope, billing notes, and internal overviews > [!important] > Organization settings affect all users and all documents generated in your workspace. Only administrators should modify them. For a full reference on everything configurable at the organization level, see [Organization Settings](../01-Organization-Setup/Organization-Settings.md). ### Set Up Your Rate Card PAI includes a base rate card of approximately 300 common line items, so you're not starting from scratch. You can begin using it immediately and expand it over time — the most natural way to build it out is using the **Save to Rate Card** feature inside estimates, which adds new items as you create them. If you'd prefer to configure it before your first project, see [Rate Cards](../01-Organization-Setup/Rate-Cards.md). ### Add Users 1. Go to **Settings → Users** 2. Click **Add User** 3. Enter the user's email, first name, and last name 4. Select their role — see [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md) for a full breakdown of what each role can access 5. Choose an invitation method: - **Create Only** — adds the user to the system without sending an invitation. Use this for users who need to exist as contacts or assignees but don't need login access yet. - **Create and Invite** — sends an invitation email immediately, prompting the user to create their account and access your workspace --- ## Troubleshooting **Invitation link expired** — Links expire after 48 hours. Ask your organization's PAI administrator to resend the invitation. **Not receiving the OTP code** — Check your spam folder. If the code still doesn't arrive, use the option on the login screen to resend it. **Forgot your password** — Use the "Forgot Password" link on the login page at app.paihq.com. **Wrong email address** — You must use the exact email address the invitation was sent to. If you need to change it, contact your administrator. **Browser issues** — Try a different browser or clear your cache. Chrome is recommended for the most consistent experience. --- Once you're logged in and set up, see [Navigating PAI](./Navigating-PAI.md) for an orientation to the main sections of the application.