App Menu setup runs through App Manager. The work is mostly per-profile visibility configuration.
- Open App Manager
Setup, App Manager. The list shows every Lightning and Classic App.
- Edit each app''s visibility
For each App, set the profile-level visibility. Restrict apps to the relevant teams; default to deny.
- Set the default app per profile
Edit each profile''s App Settings to set the default app. Sales reps default to Sales, service agents to Service.
- Configure App Launcher order
Drag apps in the App Manager to set the default order in the App Launcher grid.
- Pre-populate pinned apps
Use profile-level Default Pinned Apps to ensure new users see the right shortcuts.
- Train users on the App Menu
Most users do not realize they can switch apps; a short walk-through removes a common UX confusion.
Gotchas
- App visibility is per profile (or permission set in modern orgs). Granting an app to one user requires editing their profile or permission set, not just adding them to the app.
- Lightning Apps and Classic Apps are different. Switching an org from Classic to Lightning involves either migrating Classic Apps or building new Lightning Apps.
- Default App is per-user but defaults from profile. New hires inherit their profile''s default; admins setting it once per user creates maintenance overhead.
- App Launcher discoverability matters. Users who do not know about the waffle icon never find non-default apps; train explicitly.