From configuring the practice to your first case
Getting started
This guide takes a practice from first sign-in to a complete workflow: a client, a case, an assigned task and a deadline on the calendar.
1. Sign in and your organisation
Each practice in Xedul corresponds to an organisation. It's the data boundary: everything created belongs to the organisation and is unreachable from any other.
On first sign-in:
- Open Xedul and sign in with the credentials you received.
- Confirm your email address if prompted.
- Set your permanent password.
If a colleague invited you, the organisation already exists and must not be created: the invitation links you straight into the practice's space.
2. Practice settings
The settings menu configures what applies to everyone:
- Language — Italian, English or French, per user.
- Notifications — which events raise an alert, and through which channel.
- Organisation — the practice's details.
- Mandatory fields — which fields must be filled when creating clients, cases and tasks.
Mandatory fields are the single most effective lever for data quality. Defining them up front avoids cleaning hundreds of half-filled records six months later.
3. Invite the team
The Users section is where you invite the practice's people and assign a role:
| Role | Scope |
|---|---|
| Admin | Practice governance, settings, user management |
| User | Daily work on clients, cases, tasks and documents |
| External user | Limited access to only what concerns them |
The invitee receives an email, sets their own password and enters the practice's space.
4. Create your first client
From Clients, the create button opens the new-record panel. The main fields:
- Client code — a short identifier used in lists and filters.
- Name — the company or individual name.
- Referent — the point of contact at the client.
- Email, phone, address, tax ID or VAT number.
Once saved, the record becomes the point from which you reach all linked work.
5. Open a case
From Cases you create the work container and link it to the client you just made. To the case you assign:
- a name that will still be recognisable a year from now;
- a progress state;
- a due date, if a binding one exists;
- the people on the team involved.
6. Create and assign a task
From Tasks, or directly from the case, create the first unit of work:
- Task title.
- Client and case it belongs to.
- Assignee or assignees.
- Priority: low, normal, high or critical.
- Due date and an optional reminder.
The task appears immediately in the assignee's list, in the linked case, and on the practice calendar.
7. Check the calendar
Open Calendar and switch to month view. The deadline you just set is visible, coloured by the priority you assigned. Filters for client, case, status, priority and assignee let you isolate a slice of the workload.
8. Connect your mail
The last step makes the most frequent flow operational: receiving a request by email and turning it into tracked work.
- For Gmail, follow Gmail integration.
- For Outlook, follow Outlook integration.
The email integrations require a client-side install (extension, add-on or task pane). They must be configured once for each user who will use them.
Launch checklist
- [x] Organisation active and sign-in confirmed
- [x] Mandatory fields defined
- [x] Team invited with the right roles
- [x] First client created
- [x] First case opened and linked
- [x] First task assigned with a due date
- [x] Email integration configured