Set Up Runnit

Set up enough shared data for the first project before using Brief Builder or resource planning. You can return to advanced settings later.

New workspaces start with Guided Setup with Ru, which covers the same ground in a friendly chat. This page is the manual checklist for doing it yourself; both paths end in the same place.

1. Check organisation details

Open Settings and confirm:

• organisation name, logo, contact details, locale, and currency;
• the top-level label used for master projects, such as Campaign or Programme;
• working-day hours, lunch break, daily capacity, and closure dates used by scheduling and overload checks;
• AI project planning defaults for budget, optimisation, financial display, and rate-card confirmation; and
• whether team members can create empty projects without Brief Builder.

See Advanced Settings for every option.

2. Add client organisations

Create or link the clients your team works with. Client records keep projects, brand assets, files, and access connected to the correct organisation.

You can add a client while setting up the organisation or from Brief Builder. See Client Organisations.

3. Add the team and access

Invite or import team members, then check their role and client access. Access controls which projects, files, schedules, and client information each person can use.

Each person can also open Profile & Portfolio to add their own profile picture, details, skills, and work history.

• Use Managing Users to invite one person and track the invitation’s pending status until they join.
• Use Importing Users for a normal user import with field mapping and preview.
• Use Importing Staff when you need richer staff profiles, skills, and project experience.

4. Configure planning information

Add the information resource planning needs to make useful choices:

• role names and billable rates;
• user cost rates and default rate-card roles;
• client-specific rate cards when needed;
• skills, titles, and working capacity; and
• closure dates or scheduling constraints used by your organisation.

See Rate Cards and Time Tracking & Planning.

5. Add client context and brand assets

Store approved brand guidelines, tone of voice, references, briefing rules, and creative files in the client’s asset collections. If a client’s Brand Guidelines collection is empty, choose Generate Brand Guidelines on that tab to have Ru interview you and generate the set from your documents, links, and its own research; see Assets. Add Markdown brief templates to a Brief Templates collection if the client follows a repeatable format. Use the client’s AI Directives collection for rules that should shape every AI-created draft project for that client, such as required roles, review steps, meeting allowances, and work that should never be added. See AI Directives.

The organisation’s own material lives in Admin > Organisation Library: the AI Library collections the assistant reads while it works, and the organisation’s own brand collections used when internal projects run against the organisation itself.

Well-organised source material improves asset search, Brief Builder guidance, resource planning, chat answers, and Ru’s creative work. See Assets and Asset Search & Intelligence.

6. Run a small test project

Create a short internal or low-risk project and confirm that:

• the right client and template are available;
• the expected users appear as planning candidates;
• rates, capacity, and availability look correct;
• the generated draft uses the expected tasks, rate card, planning policy, and tentative capacity;
• the project can be activated after any required budget or rate-card review; and
• the team can open only the data they should access.

Then continue to Creating Projects.