Onboarding
How to prepare for a Proxon rollout, and what the setup process asks of you, so the person setting it up knows what to gather first.
Onboarding is how you set Proxon up for your organization, and after you sign up Proxon's onboarding flow walks you through it one step at a time. You do not have to prepare anything in advance to begin. This page lists a few things you will need along the way, so you can have them ready and move through setup faster.
Prepare in advance
None of this blocks you from starting. Gathering it ahead of time is what makes the setup flow quick.
Step 1: Find out which AI services people use
Get a sense of which AI services people use across your organization. This does not need to be an exhaustive inventory. What matters is the services in most frequent use, especially the ones from the top AI vendors.
Knowing what your people use is what lets Proxon recommend the data collection mechanisms that fit your organization. Ask around, and look at what your organization already pays for and what shows up on expense reports. See How Proxon collects data for the mechanisms this feeds into.
Step 2: Prepare to connect your AI vendors
Some AI vendors let Proxon pull spend and usage straight from their own billing, which is the most accurate cost source. Decide which of these you want to connect, and line up who can do it.
Today Proxon connects to Claude API, Claude Enterprise, OpenAI (ChatGPT), Microsoft 365 Copilot, GitHub Copilot, and Gemini for Workspace. Each connection is made by someone with admin access to that vendor's own console, so it helps to know who holds that access before you start.
Connecting Claude Enterprise and ChatGPT requires an Enterprise plan with the vendor.
See AI vendor integrations for what each one needs.
Step 3: Get your org chart ready
Proxon attaches AI usage to real people, teams, and reporting lines, and it learns that structure from an export of your org chart. Ask your HR or IT team for an export from your HRIS, or export it yourself if you have access.
A CSV with one row per person is all you need. Email is the only required column, and columns for names, job titles, departments, and managers let Proxon roll usage up into teams and departments. See Directory and HRIS import for the full format.
Who should sign up first
The first person to sign up creates the organization and becomes its Owner. The Owner can do everything in Proxon, so it makes sense for this to be the person who will run the rollout, or someone who can work closely with them.
Connecting vendor accounts, deploying to devices, and importing your org chart each tend to need someone with the right access, and that is not always one person. You do not have to hold all of it yourself. If you have signed up and someone else is the right person for part of the work, invite them as an admin during onboarding. Admins can do everything the Owner can except change the Owner role, so you can share the setup across the people who hold the access it needs. See Roles and permissions.