Now that you understand your role and responsibilities as a tenant owner, you might be wondering: "where do I begin?" Your starting point will depend on your situation:
Taking over an existing tenant: You're stepping into a tenant that already has users, teams, workflows, and configurations in place. Your focus will be on understanding what's already there.
Setting up a new tenant: You're starting fresh, possibly as the only user. Your focus will be on planning and establishing foundational configurations.
Whether you're setting up a brand new Tines Stories tenant or taking over an existing one, there are a few foundational tasks that most tenant owners tackle first. Don't worry if some of these areas feel unfamiliar right now. We'll cover them in detail in later modules.
Review authentication settings
Authentication controls how users access your tenant.
Navigate to Settings → Authentication.
Note what's in place currently for the authentication method and settings (you don't need to change anything yet).
Identify who to contact if you have questions about your organization's authentication requirements.
💡Note
If you're in an existing tenant: This will help you understand how your colleagues are logging in.
If you're setting up a new tenant: The default authentication method is email-based login. You'll learn about other options (like single sign-on) in the Authentication module.
Review your current user base
Understanding who has access to your tenant is fundamental.
Navigate to Settings → Users.
Review the list of all users and note how many are in your tenant.
Identify who has what roles.
Check the Last seen column and make a note of any users who appear to be inactive.
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Existing tenant: Pay attention to who has access and what roles they have. We recommend having at least one other tenant owner besides you, as it ensures continuity if you are unavailable.
New tenant: You might be the only user right now. That's okay. As you onboard your team, you'll invite additional users. Make a note of who should be invited and consider who else should be a tenant owner for redundancy.
Explore your team structure
Teams are how Tines Stories organizes users and their work.
Look at the team menu in the upper left corner of the UI and identify which teams exist.
Use the team menu to switch between teams.
Within a team, open the team menu and select Settings to see that team's members, roles, and configuration.
Observe which users belong to which teams (if applicable).
Try to understand the purpose of each team based on its name and members.
Note any questions you have about team structure.
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Existing tenant: Consider how the teams align with your organization's structure and whether they make sense.
New tenant: You might only see a default team (often named after your organization or "Default Team"). Start thinking about how you want to organize teams. Will you have separate teams for different departments? Different projects?
Familiarize yourself with audit logs
Audit logs track activities in your tenant. Think of them as a detailed history of who did what and when.
Navigate to Settings → Audit logs.
Observe what types of activities are being logged.
Notice the information captured (user names, actions taken, timestamps).
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Existing tenant: You'll see a history of what's been happening in your tenant.
New tenant: You might see very few entries (possibly just your own login). That's normal. As you and others start using Tines Stories, the audit log will populate with activity.
Check your event usage
Events are the fundamental unit of work in Tines Stories. Every time a workflow runs, it consumes events. Every tenant has a daily event limit that is outlined in your plan.
Open Tenant health from the team menu. Note the Daily event usage card, which shows your current usage as a percentage of your tenant's daily limit alongside the raw count.
Navigate to Settings → Event limits and alerts. Review the configured notification thresholds for tenant, story, and team event limits.
Check if anyone is set up to receive notifications about event limits.
Add yourself as a notification recipient if no one is currently configured.
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Existing tenant: The Tenant health page will show your current daily event usage, which helps you understand how actively your tenant is being used and whether you're operating within normal capacity.
New tenant: Your event usage will be very low or zero since no workflows are running yet.
Start a tenant documentation trail
As you explore your tenant, start capturing what you're learning. This doesn't need to be formal or comprehensive yet; just a place to record observations and questions.
Create a simple document (in your preferred format) to track:
Who the tenant owners are (or should be)
What teams exist (or should be created)
Any questions or observations you have
Important dates (like when you became a tenant owner)
Key contacts (internal stakeholders, Tines support)
Share it with other tenant owners (if applicable).
Add to it as you learn more.
💡Note
Existing tenant: Document what you're discovering about the current state of your tenant.
New tenant: Use this document to plan your tenant setup. Who needs access? What teams should you create? What tools will you connect to? This becomes your Tines Stories implementation roadmap.