Set up your plant

Setting up Edmund is short, and the order matters. Each step below builds on the one before it, and the last two — connecting a data source and turning on extra security — are worth doing carefully. Work through them in order the first time. You can always come back and adjust settings later.

1. Create the organization. In Organization settings → General, set your organization name and a default language, and upload your logo. These are what your whole team sees when they sign in, so it’s worth getting them right at the start. The same screen shows your Max members and Max projects limits and any feature flags for your plan.

2. Create your first project. A project is one machine or one production line — keep it that narrow. Creating one needs only a name, and you can rename it later, so don’t overthink it. Pick a real machine your team asks questions about and name the project after it.

3. Invite your team. In Organization settings → Users you’ll see a seat counter (for example, 0/10 users) and an Invite users button. Invite the people who need access. Tell the technician their login is ready — they don’t have to wait for the knowledge to be complete to start asking questions.

4. Print a QR code for a quick test. Every project has its own QR code. On the Projects page, use Download QR codes to print them. Print the code for the project you just made and keep it nearby — you’ll use it for the acceptance test at the end.

5. Assign roles and group projects with Teams. Each user has a role and can belong to teams. The role decides what someone can do; a team maps to a set of assigned projects and controls which projects a non-admin user can see. Put each person in the right role, then use teams so technicians see only the machines they work on. See roles & permissions →

6. Connect a data source — carefully. A data source is a live connection to an operational database, and it must be made with a read-only database user. This is the one step where a mistake matters, so read the safety note first and connect with a read-only account. How to connect data — and stay safe →

7. Set organization-wide Suggestions. In Organization settings → Suggestions you can define the chat starter prompts your team sees. Up to five can be active across the organization, and any project can override them. Add a few that match the questions your technicians actually ask.

8. Turn on Two-Factor Authentication. In your account preferences, enable 2FA. It generates backup codes — keep them somewhere safe. We recommend every administrator turns this on.

9. Read your dashboard. Both the organization and each project have a dashboard. It shows knowledge coverage, the last PLC sync, journal activity, data-source status, and a Documents by Category table with a count of files that have no text or errors. Check the project dashboard to confirm your documents indexed and the data source is connected before you hand the machine to a technician.