🔌 Set Up My Essential Apps (Mac)

If you’re here, you should be all signed up with Okta and have set up your new company laptop.

Now, let’s introduce you to your Okta dashboard and bring you up to speed on any essential company tools you’ll need to know about before getting started. 

⚠️ Take your time. This guide is packed with important info that you’ll use every day. If you run into trouble, just give us a shout on the #techops-help Slack channel or email techops-help@octopusenergy.group if you can't get into Slack.

Add Your Okta Account

First, let's add your Okta account to your laptop. 

 

 

  1. On your laptop, open Okta Verify

  2.  Click Add account from another device
  3. On your phone, open the Okta Verify app
  4. Click on your account and then Add account to another device
  5. Verify with your fingerprint to generate a code
  6. Go back to your laptop and enter the 8 digit pin displayed beneath the QR code
  7. Now enter the 6 digit pin on your phone
  8. On your laptop, click Enable Touch ID
  9. Your account has been successfully added! 

Sign Into Google

⚠️ We’re a Google-first company, which means our apps and products work best on Chrome. In some cases Safari will automatically open on your desktop, but make sure to use Chrome instead, as Safari might not be compatible with our company’s software. 

Open Google Chrome, which you’ll find pre-installed in the dockbar on your desktop, and sign in with your Okta account details. 

Sync your Google Account

Backup your browser’s data and settings across various devices. This means if something ever goes wrong with your laptop, all your settings, bookmarks, browsing history and passwords can be easily restored to a new device.

To Sync your Octopus Google account:

  1. Open Chrome

  2. At the top right, click Profile (where your user photo is) 

  3. Click Turn on sync…

  4. If you're not signed into your Google Account, you'll be prompted to sign in through your Okta Account

  5. Click Yes, I'm in

At the end of the process your profile should look like the screenshot below. If you're still having trouble enabling Sync, check out Google's sync help page for assistance. 

Make Chrome your default browser  

  1. Open Chrome, which you’ll find in the dockbar on your desktop

  2. Click on this symbol (⋮) in the top right of your browser

  3. Click Settings

  4. In the Default browser section, click Make default. If you don't see the button, Google Chrome is already your default browser.

Check out your Okta dashboard 

Your Okta dashboard is where you’ll find all our company apps that you’ll be using whilst working at Octopus. You can easily access it through the bookmark on Google Chrome, or by visiting http://octoenergy.okta.com.

 

Don’t worry if you don’t recognise many of the apps you see there, you’ll be introduced to them in due course. But let’s not get ahead of ourselves! First, we’ll guide you to the ones you’ll need to know before you start working.

Slack

We use Slack to communicate: it’s where you’ll stay connected with your team via instant messaging. You can chat directly to your colleagues or join slack channels to stay updated. 

  • You’ll find Slack in the dockbar on your desktop, as well as in your Okta dashboard. 

  • If it says your account is still awaiting approval, don’t worry - sometimes it takes a little while for your account to be authorised. 🙄

If that’s the case, just move on to the next step in this Onboarding Guide and come back later, it should be up and running soon. ⏱️

Set-up 

  1. The first time you open Slack, you’ll be redirected to a login window on your browser. Select Sign in with Okta and enter your details. You will automatically be directed back to the app. 

  2. Check out any messages from Slackbot, which you’ll find in the left hand panel, and follow any instructions.

  3. Set up your profile to include:

    1. Your preferred name

    2. Job title

    3. Pronouns

    4. Your location

    5. Your mobile number

    6. A photo of yourself 🧞

Check out this page for more detailed guides on using Slack, including how to start sending messages and using all its cool features, like using a canvas, setting reminders or starting a “huddle”.

Slack channels 

On the left hand side on your desktop app, you’ll see a few Slack Channels that you’re automatically enlisted in. 

Slack channels are chat groups created for specific things, such as:

  • Tech related support

  • Office related support

  • Current projects you’re involved in

  • Or just a place to share pictures of your cat 🐈

While some channels will automatically enlist you, there are plenty more for you to discover. 

To join a new Slack channel

  • Just click on Add Channels in the left hand panel and search for the channel you’re looking to join in the search bar. 

  • We’ve put together a list of some channels we’d recommend that you check out here.

  • Introduce yourself in the #welcome-to-octopus channel! 🙋

⚠️ Important: when you want to post in one of them, take a moment to check that you’re in the right place. It’s important not to overload them with stuff that might not be relevant as it can lead to important details getting lost in the mix. 🧐

Familiarise yourself with Google Workspace

We know you might already be familiar with it, but make sure to read this section thoroughly as there might be some Octopus specific details that you should be aware of! 

Microsoft Office tools, such as Word or Excel are available only if your role requires it. For all other purposes we use Google docs, sheets or slides. 

Managing your Google Accounts

First up, let's keep things organised. 

If you would like to add your personal Google account, for access to emails or drives, just click on the icon with your initial in the top right hand corner of your Chrome window. 

 

 âš ď¸ Tip: You will be asked to select a background colour. We recommend selecting a different one from your work account so that it’s easier to keep them separate. 😵💫 Bear in mind that access to company files and drives will not work on your personal account. 

Gmail

Slack is our favourite means of communication, but for confidential stuff and external communications, Gmail is the way to go. 🤓

You will receive your work email before you start at your personal email address. It is the same as your Okta username. 

To access your email:

  1. Go to your Okta dashboard and click on Google Workspace Mail

  2. The first time you access a Google tool, you'll be asked to sign in with Okta. Just enter your details and you’ll be granted access to all of Google’s tools, including email, calendar, meet, and drives.

 âš ď¸ Tip: We recommend using your web browser to access Gmail instead of desktop email apps like Microsoft Outlook or Windows Mail. This way:

  • Your data remains securely stored in the cloud

  • You won’t miss any important security warnings or experience any issues with its features

For more information about using Gmail and its features, take a look at this section here. 

Google Calendar

For organising our schedules we use Google Calendar. You’ll find your calendar on your Okta dashboard.

Best practices: 

  • Keep it up to date! It is not only about maintaining a tidy schedule but it also lets your colleagues know your availability. 

  • Check it regularly as your colleagues or manager might schedule meetings without informing you beforehand. 

  • When creating a new appointment with an Octopus team member, take a peek at their schedule to see when they are free!

Check out this section on Google Calendar for more information. 

Google Meet

If you need to make a call or organise a meeting, Google Meet is your go-to. Zoom is available only if a particular task requires it. 

Setting up Google Meet is pretty simple, so we thought we could spare you a boring guide. 😴 Feel free to explore the app on your own and get the hang of the basics, like starting a new meeting or hopping into an impromptu one. You've got the option to schedule your calls in there too. 

If you have any questions check out the Google Meet help centre. 

Google Drive 

To store and share docs, sheets or slides, we use Google Drive. 

 âš ď¸ Tip: Whenever you’re working on Octopus related stuff, don't forget to save your work in Shared Drives. This way, the whole team can jump in and participate too. 

Depending on your team's arrangements, you may find a range of documents already in place, or you might need to be granted access. If in doubt, just reach out to a colleague or your manager to make sure you're fully equipped and in the loop! 

Keep things organised with labels

You will notice that we use labels to categorise the documents we share. This is important as each label provides information on how confidential each document is. 

To add a label just click on file > labels > apply label

Security check

Keeping our stuff secure is a top priority for us, especially since we all work on portable devices, in and out of the office. We’ve pre-installed some security applications on your device for protection.

1Password

1Password is a password manager that we use to make access to all of our apps and services as simple and secure as possible. It's like a keyring for the digital world, keeping all your authentication details in one place. There, you can find things like:

  • login passwords to Wifi networks

  • 2-factor authentication

  • credit card information

  • API keys

Set-up

  1. You will receive an email on your Octopus Gmail asking you to join 1Password. Click on the link and follow the instructions. 

  2. This will take you to an Okta login page. Fill in your details and continue.

    ⚠️ If you haven't made Google Chrome your default browser yet, Safari might open instead. However, it's important to carry out this process in Chrome to ensure it works correctly.

    Wait for an admin to approve your request. You will receive another email once this has been approved.

  3. Click on your sign in address and you’ll be directed to an Okta login page in Chrome. Follow the steps to sign in with Okta. 

  4. You should now be on the 1Password homepage in your Chrome browser. Click on Get the apps and follow the link in Step 2 to Add your account directly. 

  5. You will be redirected to the app that's already installed on your laptop. Follow the instructions to sign in with Okta.

  6. You’ll be instructed to go back to the 1Password homepage on your Chrome browser for a verification code to approve sign in.

  7. You’ll now be signed in on the 1Password app. 

Getting access to your team’s vaults

To get access to your team's vaults (storage boxes containing all the passwords for your team’s accounts), just send a message to the TechOps team at #techops-help on Slack and they’ll set you up with what you need.

 

Check out this section here for more info on 1Password, including how to add a password.

Kolide

Kolide is a security app that checks if all your software is up-to-date and running as it should. When you are asked to sign in with Okta, you will also receive a notification asking you to Verify with Kolide. 

⚠️ If you don’t see this, you might not be registered yet with Kolide Trust. Reach out to the TechOps team on Slack and they’ll get you on there. 

  1. Click Verify with Kolide and Kolide with check that your computer is up to date and configured correctly. If anything is missing or outdated, you’ll be notified. 

    ⚠️ You must apply the changes within 14 days to prevent your device from being blocked.

  2. Most updates are pretty simple, but if you need a bit of help try clicking More Info/ Resolve for step-by-step instructions, or contact #techops-help if you’re having trouble!

Kandji

Kandji is our remote management app. Like Kolide, it will inform you about any actions you might need to take to ensure that your computer is safe and within company regulations.

 

Crowdstrike Falcon

Crowdstrike Falcon is there to detect any malicious software (like viruses) and get rid of it, keeping your digital environment clean and virus-free. Most of the time Crowdstrike Falcon runs silently in the background and you won’t even notice it, but if you receive an alert, it's important you follow the instructions it provides. Notify the TechOps team if there’s any ongoing issues.

Security Tips

  • Use two-factor authentication whenever possible. ✅

  • Make sure your laptop is password protected. Lock your screen whenever you’re away from it and make sure your screensaver is set to ask for a password when opened. 🔑

  • Don’t download files onto your device, keep them safe in Google Drive instead. 📁

  • If you’re working in a public space, consider using a privacy screen if necessary. 💻

  • Mark any suspicious emails as spam. 🔍

To wrap up

🎉 You're now equipped with the essentials, but remember, your department might use additional apps. Check with your manager or colleagues for any role-specific tools.

Your Okta Dashboard has more apps than we've covered here. Don't worry - we've got guides for those too in our help hub. We'll introduce them as you need them.

What’s next?

If you haven't met your team yet, give your manager a nudge. They'll guide you through your induction training and next steps. Don't be shy to ask questions!

For role-specific courses, check out Edapp on your Okta Dashboard. 😉

Where to go for help

 

FAQs

 

How can I know if all the apps have been installed?

All our essential apps should have been pre-installed automatically during your computer set-up. You should have seen a window like this one indicating that your apps were being installed.

If the box with the swirling Octopus (also known as Constantine) did not appear when you set up your laptop, try rebooting your Mac and log back in. Still no luck? Just give TechOps a shout at techops-help@octopusenergy.group, and they'll jump in to help out!

 

Which apps will be pre-installed on my computer?

We pre-install these apps because you'll probably need them day-to-day:

  • Chrome

  • Slack

  • 1Password

  • Zoom

We pre-install these apps for security:

  • CrowdStrike

  • Kolide

  • Zscaler

  • Google Endpoint Verification

We also pre-install a few other things that you might not even notice. Some of these are for helping us configure your laptop. Some are for things like printing, or connecting to the meeting room equipment in our offices:

  • PaperCut

  • DisplayLink

  • Chromatophore font

  • Outset

  • desktoppr

  • umad

  • Default dock/start menu layout

  • Default screensaver

  • Default wallpaper

  • Default user icon

 

What should I do if any apps are missing?

Kandji will automatically install all the essential apps you need. Hopefully they will get it right, but sometimes they might miss something, if you’ve been enrolled incorrectly on our system. 

If you think any of the apps are missing, drop the TechOps team a quick message at #techops-help and they’ll sort you out.

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