Initial Account Setup — Configuration Sequence - User Guide
Overview
In the Redlist web app, configuring your account in the right order ensures permissions, assignments, and notifications work correctly from day one. This guide covers the recommended sequence for administrators setting up a new Redlist account.
Recommended Setup Sequence
Complete these steps in order. Each step depends on the previous one — for example, work boards must exist before you can assign board-level permissions to a user role, and user roles must exist before you can assign them to users.
Verify your email address — required before logging in for the first time
Create teams — organize your workforce by department, shift, or area
Create work boards — set up boards under each team to separate route and task visibility
Create user roles — define permission sets for each type of user
Configure permissions per role — control what each role can see and do, including which boards they have access to
Add users — create login accounts and assign roles
Create employee roles — define functional groups for route assignment and form notifications
Where to Find Each Step
All configuration except email verification is accessed from the same place:
From the navigation, click Settings
Click User Roles and Permissions
From here, use the tabs at the top — Teams, User Roles, Permissions, Users, and Employee Roles — to complete each step in sequence.
Why Order Matters
Teams and work boards before user roles: Board-level permissions can only be configured for boards that already exist. If you create a user role before creating your work boards, you will need to go back and update the permissions after the boards are set up.
User roles before users: Roles must exist before you can assign them to a user. Creating roles first means every user can be correctly configured at the moment they are added.
Employee roles after users: Employee roles drive route assignments and form notification targets. Set these up once your employees are in the system so you can immediately assign the right people to each role.
Use Cases / Examples
Use Case 1: Lubrication program with two shifts An administrator setting up a new lubrication program creates a Maintenance team with a Day Shift and Night Shift board, then creates two user roles scoped to their respective boards, adds all technicians as users, and creates Day Shift and Night Shift employee roles for route assignment.
Use Case 2: Administrator skips work boards and runs into a gap. An admin creates user roles before setting up work boards. When they go to configure permissions, the boards don't appear in the permissions table yet. They have to create the boards, then return to permissions to finish the role setup — two extra steps that following the sequence would have avoided.
Best Practices
Follow the Sequence: The order exists for a reason — working out of sequence means going back to update earlier steps once later ones are created.
Create All Boards Before Configuring Permissions: Even if you plan to add boards later, set up the full board structure first so you can configure each role's access completely in one pass.
Name Everything Consistently: Use clear, consistent names for teams, boards, roles, and employee roles so it is easy to match them up when assigning permissions and users.
Summary
Setting up a Redlist account correctly following a specific sequence: teams and work boards first, then user roles and permissions, then users, then employee roles. All configuration is accessed from Settings → User Roles and Permissions. Following the sequence avoids having to revisit earlier steps and ensures every user is correctly configured from their first login.