01
First steps: account, company, first item
Set your company up in ToolFlux and add your first item.
Reviewed 2026-09-05
In short
- The account is created once, by the first person in the company. They become the administrator.
- Setup has three steps. Currency and code format lock at the end and cannot be changed from the app afterwards.
- You cannot add your first item before you have a location — a warehouse or a van.
The order that matters
ToolFlux tracks physical objects that sit somewhere and are held by someone. That is why the starting order is not negotiable: first the company, then at least one location, then the equipment, then the people who receive it.
The app enforces the first step itself. Try to add equipment to a company with no locations and the screen does not open: it shows SYSTEM LOCKED and a single button, CREATE LOGISTICS NODE. That is not an error, it is the order being applied.
The account and the company
On the phone
Create the account
Sign up with email and password, or sign in with Google or Facebook. The account is personal; the company comes next.
Register the company
Register Company asks for two things: Name — yours — and Company Name. Both are required. Even if you signed in with Google, your name is not taken silently: if it is empty, you are asked for it.
You become the administrator
The account that creates the company gets the administrator role. It is neither offered nor asked — somebody has to be able to add everyone else.
Screenshot
Ecranul „Înregistrare Companie” din aplicație, completat cu date demo (nume persoană + nume firmă), înainte de apăsarea butonului.
In the console
Create the account
From the sign-in page: a new account with email and password, or sign in with Google.
Register the company
The console asks for Numele companiei (company name) and Numele tău (your name), then moves on. The same two fields as the app, and the same write behind them.
Initial setup: three steps
Straight after the company is registered, the administrator goes through a three-step wizard. Only the administrator sees it; users added later go straight into the app.
Fiscal Identity
Tax ID / CIF and Company Address. Both optional, but they appear on the documents the system generates — dispatch notes and PDF reports. If you want paperwork that looks like paperwork, fill them in now.
System Preferences
DEFAULT CURRENCY — RON, EUR, USD or GBP — and ID CODE FORMAT, meaning QR Code or 1D Barcode. This is the format every label will be printed in.
Confirmation
A summary of the first two steps and the ACTIVATE SYSTEM button.
Screenshot
Pasul 2 al configurării inițiale din aplicație („Preferințe Sistem”), cu selecția de monedă și cele două cartonașe QR / Cod Bare 1D vizibile în același cadru.
- 1The currency every amount will be recorded in.
- 2Label format: QR or barcode. Choose it to match the readers you already own.
- 3The step indicator — setup has three.
What differs between the app and the console
The wizard is the same, with one real difference: the console requires an explicit tick on the data processing agreement (DPA, GDPR art. 28) before it will activate, and the activate button stays disabled until it is ticked.
Acceptance is recorded against the company, not the person — with the document version and the date — so a second administrator of the same company does not re-accept a contract that is already in force. The documents themselves are not copied into the app: they live on the website and the app links to them. You will find them in Settings under Legal, or directly: the app's privacy policy, the terms of service and the DPA.
The first location and the first item
On the phone
Create the location
From the company management area on the home screen. A warehouse, a van or a site — at least one, or adding equipment stays blocked.
Add the item
ADD EQUIPMENT requires: Main Category, Subcategory, Item Name and Logistics Node (Destination). The rest — brand, model, serial, price, photo — can wait.
Give it a code
The item gets a code in the format chosen during setup. From here on, scanning it is the normal way to hand it over, take it back or find it.
Screenshot
Ecranul „ADĂUGARE ECHIPAMENT” pe un cont demo, cu categoria și subcategoria alese și denumirea completată, ca să se vadă câmpurile obligatorii.
In the console
From Inventar, the + Adaugă button opens a list of the item types you can create. The form asks for the same required fields as the phone, in a side panel rather than a full screen.
Screenshot
Pagina Inventar din consolă, cu meniul „+ Adaugă” deschis, ca să se vadă tipurile de articol disponibile.
Who comes in after you
So far you have worked alone. The rest of the company arrives in two completely different ways, and confusing them is the most common early mistake:
- Users have an account and sign in to the app. You create them; they do not sign themselves up.
- Employees have no account and sign in nowhere. They are the people tools are handed to.
That distinction, and the three roles, are the subject of the next chapter.
Next
Chapter 02 covers the vocabulary: the five ideas everything else rests on, and the three roles. If you would rather have this chapter's screens field by field, they are in the startup screen reference.
The screens in this chapter
Next chapter
02 · Concepts and roles: how ToolFlux thinks