Preparing Hanna for work as an administrator

This workflow helps you systematically prepare your Hanna organization for the team. Complete and verify each stage before moving on to the next, especially when modifying permissions, configuring numbering, importing data, or connecting external systems.

1. Prepare the organization's foundation

Start with Creating an Organization, Details, and Financial Options. The data entered here is used in documents, so verify the official name, codes, address, bank accounts, and tax information.

Then, configure Language, Time Zone, and Locale Settings and review General settings and default values.

2. Create Staff and set up access

First, select the appropriate account type and create a team member according to article Creating a new user and selecting the account type.

It is more convenient to manage permissions via roles. Follow the Roles, their assignment, and the permissions matrix instructions and verify data access using article Record visibility and secure permission changes. Grant extensive administrator permissions only to team members who require them.

3. Prepare the modules in use

In the System Administration section, open the settings for the modules used in the organization. Review their statuses, types, categories, additional fields, templates, and automated rules. Do not modify unused modules solely to complete this step.

If financial documents are to be created, configure Financial document series and numbering. Test any numbering changes using a trial document first.

4. Connect communication tools

Prepare Email Settings and System Mailbox for organizational emails. Follow the Connecting Google and Office 365 Calendars instructions for staff calendars.

Verify the connection with a test email or a controlled calendar event. Simply saving login credentials does not confirm that synchronization is working.

5. Migrate initial data

Before importing, prepare the file and field mappings according to article Preparing the Import File and Mapping Fields.

Import a small test batch first. Then, follow the Safe imports, history, and error handling instructions and proceed with the full import only after verification.

6. Configure security

Set up password requirements, two-factor authentication, session management, and—if necessary—IP restrictions as described in article Login security: passwords, 2FA, sessions, and IP restrictions. Ensure the administrator retains working access before enabling stricter restrictions.

7. Connect only the necessary integrations

You can find access principles and the general list in article Integration Settings and Access. For programmatic access, use article API and MCP Settings and Documentation.

For each integration, grant only the necessary permissions, record the team member responsible, and verify a single controlled action.

8. Perform a final check

Log in using the test team member and verify:

• whether only the modules and records required for work are visible;
• whether Contact and Task can be created and located;
• whether dates, times, currency, and document numbers are displayed correctly;
• whether the necessary notifications, email, and calendar functions are working;
• whether unnecessary export, deletion, and administrative actions are restricted.

Only after this check should you hand over the accounts to your staff and begin working with the full dataset.

Related articles

• First steps for a Hanna user
• Hanna Navigation and Side Menu Management