First-run wizard
The first time an organisation admin opens Bee Flow, a 4-step onboarding wizard runs. It saves the org's first sane defaults so other users land on a working chat instead of an empty config screen.
If you reach a step that doesn't match what you see in the UI, your version is newer than this page — the field meanings still apply.
Step 1 — User sync mode
Choose which Nextcloud users get a Bee Flow account.
| Mode | Behaviour | When to pick |
|---|---|---|
| All users | Every NC user is mirrored as a Bee Flow user immediately, and stays in sync as users are added/removed. | Smaller teams; you want everyone in scope by default. |
| Specific groups | Only members of selected groups (e.g. bee-flow-users, staff) get an account. | Larger orgs; you want to opt-in groups gradually. |
| Manual | No NC users are auto-mirrored. Admin invites users by hand. | Pilot installs; tightly controlled rollouts. |
The mode controls initial sync + ongoing webhook-triggered sync from Nextcloud user/group events. You can change it later under Settings → Organisation → User sync.
What "sync" really does:
- Creates a Bee Flow user record keyed by NC user ID
- Mirrors
email,displayName, andgroups - Sets
lastNcSynctimestamps on the user record - A 6-hourly backstop job re-runs sync to catch any missed webhook events
Step 2 — Default integrations
Pick which Nextcloud integrations are enabled for new users by default. The 11 NC integrations are:
| ID | Integration | What it lets the assistant do |
|---|---|---|
nextcloud | Files & WebDAV | List, search, read, upload, share files |
nextcloud-mail | Read, draft, send mail via Nextcloud Mail | |
nextcloud-calendar | Calendar | List, search, create, update, delete events |
nextcloud-contacts | Contacts | List, search contacts |
nextcloud-deck | Deck | Boards, stacks, cards, labels, comments |
nextcloud-talk | Talk | List rooms, post messages, react |
nextcloud-notes | Notes | Plain-text / Markdown notes |
nextcloud-tasks | Tasks | VTODO via CalDAV |
nextcloud-activity | Activity | Read-only feed of recent file changes, shares, mentions |
nextcloud-notifications | Notifications | List & dismiss NC notifications |
nextcloud-status | User Status | Get / set the user's availability and custom message |
Per-group overrides are configurable later in Admin → Nextcloud integrations: any group can disable integrations for its members. The rule is "enable wins" — a user gets access if any of their groups still allows it. Read more.
Step 3 — Privacy shield
The Privacy Shield scans every prompt for sensitive data and replaces matches with placeholders before anything reaches the language model. Original values are restored only on your screen.
| Level | Detected categories |
|---|---|
| Off | None — prompts go to the model untouched. |
| Standard (default) | Email, phone number, IBAN, BSN (NL), credit card number, IP address, URL with credentials. |
| Strict | Standard, plus: person names, dates of birth, postal addresses, organisation names, passport / driver's licence numbers, SSN, BIC/SWIFT, bank account, Azure storage / CosmosDB keys. |
| Custom | Define your own regex categories. Useful for project codenames, internal classification labels. |
The detection backend is configurable independently of the level (Azure AI Text Analytics, or a local CPU model). See Privacy Shield for the full category list and the underlying mechanism.
Step 4 — License key (optional)
Stay on the free Community tier or paste a JWT licence key from https://beeflow.ai/pricing to unlock automations, multi-user, DLP, voice and other premium features.
The server verifies the JWT signature against a bundled public key (license/bundled-public-key.pem). If valid, the active tier updates immediately — no restart needed. Premium navigation entries appear, and gated endpoints become reachable.
You can paste, rotate, or remove a key any time later under Settings → Organisation → License & usage. See Applying a licence key.
After the wizard
The wizard closes and Bee Flow opens with:
- A pre-seeded Assistant agent wired to all enabled integrations
- The 10 system starter agents (Title Generator, Memory Extractor, Component Designer, etc.) available org-wide
- An empty Knowledge Bases list
- An empty Automations list (Pro+ only)
Other users in the chosen sync scope log in with their NC account and land directly on chat — the wizard never runs for non-admins.
You can re-run individual sections later from Settings → Organisation. The wizard will not re-prompt unless you fully reset the org from the Danger zone.