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Overview

Your first week with Reclamia is critical for adoption and productivity. This guide provides a structured approach whether you’re an admin, manager, or employee.
This guide is designed for you to follow along, checking off activities as you complete them.

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For Administrators

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Day 1: Organization Setup

Morning (30 minutes)
  • Create organization account via signup page
  • Receive admin credentials
  • Login to Reclamia
  • Verify organization name and branding
  • Note admin dashboard features
Afternoon (1 hour)
  • Access Keycloak Admin Console
  • Review available roles (admin, manager, employee)
  • Explore user management interface
  • Create test user account in Keycloak
  • Assign roles to test user
End of Day
  • Document organization setup (screenshot config)
  • Create admin checklist for next steps
  • Plan department structure

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Day 2: Configure Departments & Categories

Morning (1 hour)
  • Login to Reclamia Admin Console
  • Create departments matching your structure:
    • Production
    • Quality Control
    • Maintenance
    • Logistics
    • Safety
    • Any custom departments
  • Assign department managers
  • Verify department visibility
Afternoon (1 hour)
  • Configure custom claim categories
  • Map categories to departments
  • Review default SLA policies
  • Customize SLA timelines for your org:
    • Critical priority targets
    • High priority targets
    • Medium priority targets
    • Low priority targets
End of Day
  • Test creating claim in each category
  • Verify category-to-department routing
  • Review SLA calculations

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Day 3: User Onboarding

Morning (1.5 hours)
  • Bulk add team members in Keycloak:
    • Add managers for each department
    • Assign MANAGER role
    • Send activation emails
  • Add pilot group of employees:
    • 5-10 people from different departments
    • Assign EMPLOYEE role
    • Send activation emails
Afternoon (1 hour)
  • Verify users can login
  • Check that roles sync correctly
  • Test user creation workflow
  • Prepare communication to team about launch
End of Day
  • All pilot users active
  • Team trained on login process
  • Support contact information shared

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Day 4: Business Rules & Automation

Morning (1 hour)
  • Create auto-routing rules:
    • Rule: Quality claims → Quality department
    • Rule: Safety claims → Safety department
    • Rule: Logistics claims → Logistics department
  • Test each rule with sample claim
Afternoon (1 hour)
  • Create escalation rules:
    • Rule: Critical claims auto-notify manager
    • Rule: High priority auto-assign if not assigned in 2 hours
    • Rule: Overdue claims escalate to director
  • Create notification preferences
  • Test escalations
End of Day
  • All automation rules tested
  • Business rules documented
  • Ready for full team launch

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Day 5: AI Configuration & Knowledge Base

Morning (1 hour)
  • Gather company documentation:
    • Standard operating procedures
    • Safety guidelines
    • Troubleshooting guides
    • Historical resolutions (if available)
  • Organize documents by department
  • Prepare for bulk upload
Afternoon (1 hour)
  • Go to Admin Console → Knowledge Base
  • Upload documentation:
    • Quality procedures
    • Safety protocols
    • Maintenance guides
    • Logistics standards
  • Organize by department
  • Tag for easy search
Late Afternoon (30 minutes)
  • Create your first AI agent:
    • Name: “Operations Assistant”
    • Purpose: Help teams with claim classification
    • Link knowledge base
    • Test with sample query
End of Day
  • Knowledge base populated
  • AI agents configured
  • Team ready to use intelligent features
Week 1 Accomplishments (Admin) ✅ Organization configured ✅ All departments and categories setup ✅ Users added and roles assigned ✅ Business rules and automation active ✅ Knowledge base populated ✅ AI agents configured and tested

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For Managers

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Day 1-2: Explore Reclamia

Day 1 (30 minutes)
  • Receive manager invitation from admin
  • Create account in Keycloak with admin-provided credentials
  • Login to Reclamia
  • Explore manager dashboard
  • Review department claims (should be empty)
  • Check team member list
  • Review SLA policy for your department
Day 2 (30 minutes)
  • Explore Analytics:
    • View dashboard widgets
    • Review KPI metrics
    • Check team workload
  • Explore Kanban Board:
    • See workflow columns
    • Understand status transitions
    • Review filtering options
  • Create your first test claim

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Day 3-4: Create Sample Claims & Collaborate

Day 3 (1 hour)
  • Create test claims (3-5):
    • Text claim
    • Voice claim (test voice transcription)
    • Image claim (test OCR)
    • Try all input methods
  • Review how AI classified each
  • Assign to team members
  • Add comments to practice collaboration
Day 4 (1 hour)
  • Assign claims to self first
  • Move through workflow:
    • Assign to team member
    • Add comment with feedback
    • Change status to IN_PROGRESS
    • Mark as RESOLVED
    • Close the claim
  • Review activity log to see all changes

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Day 5: Configure Workflows

Morning (30 minutes)
  • Review department workload patterns
  • Plan business rules your team needs:
    • Auto-routing criteria?
    • Escalation triggers?
    • Notification rules?
  • Document desired workflows
Afternoon (30 minutes)
  • Work with admin to implement:
    • Create automation rules
    • Test rules with sample claims
    • Enable for team
End of Week
  • Understand full workflow
  • Created and managed sample claims
  • Configured team automation
  • Ready to train team
Week 1 Accomplishments (Manager) ✅ Learned Reclamia interface ✅ Tested all input methods ✅ Practiced collaboration ✅ Understood analytics ✅ Configured team workflows

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For Employees

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Day 1: Login & Explore

Morning (15 minutes)
  • Receive login credentials from manager
  • Visit Reclamia login page
  • Enter credentials
  • View your dashboard
  • See employee-level features and permissions
  • Review available actions
Afternoon (15 minutes)
  • Explore interface:
    • Find “New Claim” button
    • See claims list/dashboard
    • Review team section
    • Check notifications
  • Read Quick Start guide
  • Ask manager if confused

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Day 2-3: Create Your First Claims

Day 2 (30 minutes)
  • Create text claim:
    • Find simple issue to report
    • Write clear description
    • Select appropriate category
    • Select your department
    • Submit
  • Review claim you created
  • See AI classification
  • Watch for manager assignment notification
Day 3 (30 minutes)
  • Create voice claim:
    • Think of issue to report
    • Click “New Claim” → “Voice”
    • Record clear description (15-30 seconds)
    • Review auto-transcription
    • Select category
    • Submit
  • See if transcription was accurate
  • Notice speed vs typing
Optional: Image Claim
  • Create image claim:
    • Take photo of something (can be training photo)
    • Upload to Reclamia
    • See auto-extracted text
    • Add description if needed
    • Submit

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Day 4-5: Collaboration & Management

Day 4 (30 minutes)
  • Review claims assigned to you:
    • See which claims are “yours”
    • Read assigned claim details
    • Understand what’s being asked
  • Add comment to assigned claim:
    • Type response/update
    • See comment appear
    • Watch for notifications
  • Practice @mentions:
    • Tag manager if you need help
    • Manager gets notification
Day 5 (30 minutes)
  • Update claim status:
    • Find claim assigned to you
    • Change from OPEN → IN_PROGRESS
    • Add comment: “Working on this”
    • Later: change to RESOLVED
    • Add resolution note
    • Mark as CLOSED
  • View dashboard:
    • See fewer open claims
    • See completed claims
  • Celebrate first complete workflow!
End of Week Checklist (Employee) ✅ Successfully logged in ✅ Created 2-3 sample claims ✅ Used different input methods ✅ Received feedback from manager ✅ Collaborated via comments ✅ Completed first full workflow ✅ Comfortable with basic operations

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Common Week 1 Scenarios

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Scenario 1: “I’m Struggling with Setup”

Solution: You’re likely in the admin role
  • Reach out to Reclamia support
  • Share screenshot of issue
  • Check Keycloak logs for errors
  • Verify all services are running (postgres, backend, frontend)
  • Review Admin Console guide

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Scenario 2: “My Team Isn’t Adopting Reclamia”

Solution: If you’re a manager
  • Start with pilot group (5-10 people)
  • Train them personally
  • Create test claims together
  • Show time savings vs old process
  • Gradually roll out to full team
  • Celebrate early wins

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Scenario 3: “AI Classification Seems Wrong”

Solution: This improves over time
  • Classification confidence score shows certainty
  • You can override and correct
  • Each correction trains the AI
  • Patterns take time to recognize
  • More data = better accuracy
  • Check AI Overview for details

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Scenario 4: “Claims Not Being Assigned to Right Department”

Solution: Check your business rules
  • Verify rules are configured correctly
  • Check rule priorities (rules execute in order)
  • Test with sample claim
  • Review Business Rules guide
  • Consult admin for complex scenarios

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Week 2 & Beyond

After your first week:
  • Focus on adoption: Get full team using Reclamia
  • Refine workflows: Adjust rules based on real usage
  • Expand features: Try AI assistants, advanced analytics
  • Gather feedback: Ask team what’s working/not working
  • Continuous improvement: Update knowledge base with new solutions
For Employees: For Managers: For Admins:

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Success Metrics

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Day 5 Goals

  • Organization fully configured (admin)
  • 10-20 test claims created across team (admin/manager)
  • All team members can login (admin)
  • At least 50% of team created 1 claim (manager/employee)
  • Zero critical issues blocking work (all)

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Week 1 Success Indicators

  • ✅ All systems running smoothly
  • ✅ Team understands basic workflow
  • ✅ Business rules working as intended
  • ✅ AI classification showing value
  • ✅ Team excited about features

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Red Flags (Need Help)

  • ❌ Team still can’t login by Day 3
  • ❌ Claims not routing to correct departments
  • ❌ Frequent timeout/performance issues
  • ❌ Team expressing strong resistance
  • ❌ Critical business rule not working
If you see red flags: Contact Reclamia support with specific issue details.

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Next Steps