Organisation setup — Documentation

01 / Create

Create the organisation workspace

An organisation is the customer entity and website being analysed. Its profile, evidence connections, projects, reports, stakeholders, and team access stay together in one workspace.

Open the application sidebar.
Select Organisations, then select New organisation.
Enter the organisation name and website URL.
Choose the organisation type and country, then add the initial description requested by the form.
Save the organisation. UX Robot opens its setup sections in the sidebar.

Account owners can create organisations while their subscription or trial provides access. Team members can work only in organisations to which they have been invited and cannot create customer organisations on the owner’s billing account.

02 / Profile

Give the analysis enough business context

Open the organisation’s Profile section and select Edit profile. Complete the fields that help a reviewer understand the organisation before reading behavioural evidence.

Identity: name, legal and trading names, website URL, organisation type, country, timezone, and primary language.
Market context: sector, sub-sector, lifecycle stage, business models, and pricing models.
Narrative: description, mission, value proposition, products or services, target market, differentiators, and current positioning.

Write for an analyst who has never worked with the organisation. Prefer specific statements such as “customers renew online each July” over broad claims such as “we value our customers.” Keep the website URL current because it is used throughout evidence and report context.

03 / Decisions

Record goals and constraints before analysis

Goals tell UX Robot which outcomes matter. Constraints prevent recommendations from ignoring operational, legal, brand, accessibility, technical, budget, or timing realities.

To add a goal:

Open Goals and select Add goal.
Describe the website outcome in measurable, user-centred language.
Choose its priority and mark it primary only when it should lead trade-offs.
If GA4 is connected, select the matching analytics key event where one exists.
Under How success is measured, record where the goal is now, the period that figure covers, where it should get to and by when.
Add notes explaining how the organisation recognises success, then save.

Why the target matters

A goal without one can be described but not judged. Reports will give the figure the evidence shows, say that no target was recorded, and ask for one, because inferring a target from traffic or from a round number would invent a standard the organisation never set.

A target is a number and how often you expect to reach it, such as 5,000 returning visitors per month. You do not record where the goal stands today: that comes from your own analytics, so it is current in every report rather than fixed at whatever it was when the goal was written. Measures that describe a level rather than a count — an engagement rate or an average position — take the number alone.

Because the target is a rate rather than a deadline, a report never calls it overdue. It says how close you came in the period it covers, so the same goal can be judged again next month and the month after.

How this goal is counted stores the lasting measurement rule UX Robot should reuse in later analyses, such as “only visitors from the UK”, the timezone and week boundary, or “do not count our own staff”. Do not paste the current figure here: UX Robot retrieves it from the connected source for each new analysis. Put tracking or consent changes that apply only to one period in that analysis’s Changes since previous analysis or Known issues during this period field. Where the current analytics cannot measure the lasting rule yet, a report will say the goal is unclear because the measure is missing rather than because the target is — which is a different problem with a different fix.

To add a constraint:

Open Constraints and select Add constraint.
Choose the closest type, severity, and whether it should affect recommendations.
State the limitation or requirement and add enough notes for a reviewer to apply it correctly.

Review goals and constraints before every materially different project. Old context can make an otherwise well-supported recommendation impractical.

04 / Supporting context

Complete the technical and human picture

The remaining organisation sections help UX Robot interpret evidence and deliver recommendations to the right people.

Tech Stack: record the website platform, CMS, frontend and backend frameworks, CRM, hosting provider, and technical contact. Leave unknown fields blank rather than guessing.
Stakeholders: add the people who shape, approve, implement, or receive the work. Add an accurate email only when that person may receive a report.
Competitors: add relevant competitors, benchmarks, or reference websites and explain why each is useful. A reference need not be a direct commercial competitor.

For stakeholders, select Receives reports only for people who should be sent the private stakeholder and full-report links. Update this before every report distribution.