As an Admin, you're responsible for configuring your firm's account and setting your team up for success.
Start by completing the Admin Setup checklist before your first onboarding session. As you continue your Monograph journey, return to this guide for best practices, feature walkthroughs, and additional resources to help you get the most out of the platform.
Throughout the guide, you'll find guided training videos that walk you through each topic step by step.
If you need help along the way, our Customer Experience team is here to support you. Depending on your plan, you'll work directly with your Launch Manager or our Support team.
Step 1. Complete Admin Setup
Configure Your Settings
You can access your Settings by selecting the ⚙️ icon next to your initials in the bottom-left corner of the screen. These steps establish your account’s defaults and preferences.
☑️ Organization
Complete your company information, including company name, address, and regional preferences
Set client email settings to manage the sender name and reply-to email address for payment and invoice emails sent to clients
Configure overhead costs by setting an overhead multiplier for your operating income
Define working hours per year to establish the average hours per employee for accurate cost calculations
Enable time off to manage employee availability
Set your utilization rate and realization rate to track performance against firm-wide targets
☑️ Activating Your Account
Account activation is required to unlock invoicing, collect payments, and more. To activate, you’ll need to enable e-payments by connecting your Monograph account to Stripe.
Go to Settings → Organization → Online Payments and click Connect next to Stripe. Create a new Stripe account through Monograph, even if you already have one. Enter your mobile number and email, then confirm the verification code.
Enter your personal and business details (name, address, DOB, industry, website, bank account). Upload ID if Stripe asks for it. Most users only need the last 4 digits of their SSN, but Stripe may request the full number in some cases.
Review your information and click Next. Upload any missing documents. Once Stripe verifies your details, you’ll see a confirmation and a Connected status.
Update Monograph Payment Settings by going to Settings → Organization and confirm Company info, Company address, Client email settings, and Regional preferences.
☑️ App Defaults
Update your Time Tracking settings
Create custom Categories and Phases for your Projects and review default entries
Review and edit which activities will appear on timesheets
Customize your Consultant types and applicable markup
Update your Invoice + Expenses settings
If Applicable, set up your tax rates or pull them over from Quickbooks Online
☑️ Permissions
Understand how permissions are defined in Monograph
Customize your own permission levels and access
Enable Quickbooks Online Sync
If you use QuickBooks Online, you will also need to complete the setup for the Monograph + Quickbooks Online integration
Add Your Contacts
Contacts houses information for your clients and consultants. This information will impact your continued use of Monograph, including projects build out and invoicing workflows. You can access Contacts from the main menu on the left side of the screen.
☑️ Clients
Enter contact information and detail for your clients. If you have setup the Quickbooks Online integration, Monograph will sync your client information directly from Quickbooks Online
☑️ Consultants
Add contact information and relevant details for all consultants you collaborate with on your projects. If you have setup the Quickbooks Online integration, Monograph will sync your consultants information directly from Quickbooks Online
Add Your Staff
The Directory houses your team information including employee details, compensation, and assigned roles and rates. You can access Staff from the main menu on the left side of the screen, then select Team to complete the following:
☑️ Roles & Rates
Setup your custom roles and rates that will be used when creating new projects
☑️ Directory
Add your Team to Monograph before you begin adding projects
Include Contact info, such as Email, Name, Title, and Phone Number
Upload a Headshot Photo or Avatar for each team member
Assign each User's Permission level access
Select a default role and rate for each user
Add Compensation information for each team member
Set utilization rates for each individual team member
Click the "Invite" button on the Team Directory to send an invitation link via email
Step 2. Monitor Your Progress
When you start your Monograph subscription, you will automatically receive access to your Onboarding Journey checklist.
A link to this checklist is sent via email to all Admin users on your account. If you do not see it, please check your spam or junk folder.
The checklist begins on the first day of your subscription. This is considered Day 1 of onboarding and when your progress officially starts.
The automated Onboarding Journey is a built in checklist designed to guide you through your 8 week implementation. It outlines key milestones, required actions, and recommended pacing so you know exactly what to focus on at each stage.
The checklist updates automatically based on your activity in Monograph, so there is nothing you need to manually mark as complete. If you fall behind, it will clearly highlight what remains, giving you visibility into your progress and helping you stay on track.
In the example above, this account remained On Track for the Setup User Permissions milestone and successfully completed it, as indicated by the check icon (purple arrow).
They are also currently On Track with the Complete Your Settings milestone, as shown by the play button icon (red arrow), which indicates active progress.
Additional milestones, such as Complete Contact Lists and Add Your Staff, have not yet been started. You can also reference the Status of each milestone to understand whether you are pacing well.
On Track: This milestone is progressing as expected.
Behind: This milestone was not completed on time
and onboarding is falling off pace.
Stuck: This milestone was not completed on time
and onboarding is off track.
Not Started: This milestone has not yet begun.
This view allows you to quickly assess where your account stands in their onboarding journey.
As you work through the following steps, your checklist will update automatically to reflect your progress and mark these milestones as complete.
If you have any questions, please reach out to your Launch Manager for support.
Step 3. Start Your Training
Before you begin building projects, make sure you've either scheduled or completed your introductory Learning Your Business session with your Launch Manager. This is an important first step that allows us to learn about your firm, align on your goals and priorities, and set clear expectations for the onboarding journey ahead.
If you have not yet scheduled your 'Learning Your Business' session, do that first using the link provided in your welcome email.
If you've already met with your Launch Manager or have your session scheduled, you're ready to register for our live Building Projects webinar. Register for the session directly here. During this session, we'll walk through how to create, organize, allocate, and manage projects in Monograph with a live, step-by-step demonstration.
Step 4. Bookmark This Guide
We know onboarding comes with a lot of information, and keeping track of multiple resources can quickly become overwhelming. That's why we've created this guide as your central resource throughout onboarding.
Use it whenever you're unsure what to do next, need help completing an onboarding milestone, or are looking for the right training session or resource.
What to Do Next? Check Here!
What You Need To Do | How To Accomplish |
✓ Attend Learning Your Business Session | Refer to the introduction email from your Launch Manager that you received on day one. It includes their direct scheduling link so you can book your Learning Your Business session.
|
✓ Setup User Permissions ✓ Complete Your Settings | Refer to the Admin Setup checklist above for guidance on completing these steps. |
✓ Activate e-Payments | Check out the How to Activate Your Monograph Account guide for step by step instruction. |
✓ Update Your Contact Directories* ✓ Add Your Staff | Refer to the Admin Setup checklist above for guidance on completing these steps.
*If you are a QuickBooks Online user, your contacts will automatically import once you set up the integration. |
✓ Enable Quickbooks Online Sync | For QuickBooks Online users, watch our Enabling QuickBooks Online training session to learn more. |
✓ Create 3 Active Projects with Phases | Register and attend our Building Projects live session to learn more. |
✓ Log Hours on Active Projects | Register and attend our Tracking Time live session to learn more. |
✓ Create Invoice Templates ✓ Enter Historical Billed Amounts | Register and attend our Prepare For Invoicing live session to learn more. |
✓ Draft Invoices with Expected Date | Register and attend our Invoicing Clients live session to learn more. |
Need additional help? Reach out to your Launch Manager for support throughout your onboarding.