First login as a Nextcloud admin

We set up your Nextcloud before we hand it over — server configured, database optimized, SSL certificate active, standard apps installed. The setup mail gives you:

• Nextcloud URL (typically https://<yourname>.cloud.xaweho.de, or your own subdomain if you already provided one)
• Admin username (typically chosen by you, or admin)
• Initial password (set by us — change it right after your first login)

What we handle, what you handle

To keep it clear:

We (server admin):

• Run the server, the database, the storage
• Apply Nextcloud updates
• Keep SSL certificates current
• Backup strategy and mirroring
• React to maintenance notices and error messages when you let us know

You (Nextcloud admin):

• Have full admin access in the Nextcloud web interface
• Manage users, groups, apps, themes, sharing settings
• Are responsible for content, sharing policies, and security at the application level

Important: if you see maintenance notices or error messages in the Nextcloud admin interface (yellow or red banners at the top), open a ticket — we jump on it quickly, even outside the regular queue. You never have to fix anything at the server level yourself.

First login

Open your Nextcloud URL in the browser → log in with your username and the initial password.

On first login, Nextcloud shows a welcome banner with tips. You can click it away or walk through it — everything that matters is covered here in the knowledge base.

What to do in the first 10 minutes

Three things:

1. Change your password

Top right on the profile icon → Personal settings → Security. Set a new password — generated by your password manager, at least 16 characters. Nobody should ever need the initial password we sent you again.

2. Complete your profile

Personal settings → Personal info:

• Full name: what other users see
• Email address: important for notifications
• Profile picture: optional, but helps with sharing features
• Language: English (or whatever you prefer)
• Locale: for date/currency formatting
• Timezone: Berlin

Under “Visibility” you decide what other users get to see. The default is fine for most.

3. Enable two-factor authentication

On the same screen, tab Security → Two-factor authentication:

• Pick TOTP (Time-based One-Time Password) — the standard option with authenticator apps.
• Scan the QR code with Aegis, 2FAS, the Apple password manager, or any other TOTP app.
• Type in the code to activate.

Important: Nextcloud shows you recovery codes. Print them or store them in your password manager. If you lose your TOTP generator, these codes are the only way back in.

More details in 2FA and security.

The web interface

The top navigation shows:

• App icons (Files, Calendar, Contacts, Talk, Mail, …)
• Search field (searches files, contacts, appointments — full text with the search app active)
• Notification bell
• Profile icon with a dropdown to the settings

The main area shows the active app. By default that’s the Files app — your primary file browser.

Uploading files

In the Files app: + → Upload file. Or drag and drop into the browser.

Browser-based upload is fine for a handful of files. For syncing multiple GB → the Nextcloud desktop client (see Setting up the desktop client).

What to do next

Depending on what your Nextcloud is meant to be:

• Create multiple users (family, club, team) → Users and groups
• Share files with others → Sharing
• Install or enable apps → App overview
• Set up office editing → Office overview
• Talk for chat/video → Talk

The yellow banner at the top — what now?

Sometimes Nextcloud shows a notice banner at the top. Examples:

• “Maintenance tasks available”
• “Cron job has not run”
• “Database index missing”

What you should do: take a screenshot, open a ticket with us. We handle it quickly, often within hours — even outside the regular maintenance windows, because these are usually server-side tasks.

What you should not do: try to fix it yourself in the admin overview (especially not “enable maintenance mode” or similar). Even though the buttons are there — we prefer the clean repair.

OCC commands — we run them for you

OCC is Nextcloud’s command-line tool for tasks the GUI doesn’t offer (file rescans, repair commands, missing database indexes). There is no SSH access to the server with us — your Nextcloud runs fully managed. Instead: open a ticket describing what you want to achieve, and we run the matching OCC command — typically within one business day.

More in OCC commands — how we handle them.

Frequently asked questions

Can I see the server maintenance logs on my Nextcloud? Not in the web interface. We take care of that server-side — if anything looks off, we contact you proactively. If you want to look at logs yourself: Administration settings → Logging shows the most recent entries; for more, open a ticket.

What if I forget my password? If you’re still logged in (on another device): simply change it in the personal settings. If not: open a ticket, we reset it via occ.

Can I change the Nextcloud URL, say to my own domain? Yes, open a ticket. We set up the DNS configuration and the SSL certificate — free of charge, typically takes 1–2 business days.

Do all standard apps work right away? Files, Contacts, Calendar, Talk: yes, they’re active. Others like Notes, Tasks, Deck can be enabled on demand — see the App overview.

How do I see how many other users there are and who does what? The admin overview (profile icon → Administration settings → Overview) shows statistics — user count, storage usage, active sessions. More in Admin GUI overview.

When something doesn’t work: try it myself first, or open a ticket right away? For application-level problems (say: a sharing link doesn’t work, an app won’t open): feel free to try briefly — clear the browser cache, incognito mode, another browser. If it’s not clear after 5 minutes: ticket. We help fast.

What’s next

• Admin GUI overview — what’s where
• Creating users and groups
• 2FA and security