System settings

System (the Administration menu in the top bar, system administrator only) holds the settings that apply to the whole installation rather than to one workspace. It is a separate area from Application configuration: those settings belong to a workspace and are changed by its administrators, while these apply everywhere at once.

The system administrator account belongs to no workspace. It cannot see or change work items, customers, teams or any other workspace data, so signing in with it opens this area directly instead of the home page.

Workspaces

The Workspaces tab lists every workspace of the installation. Created says by whom: the operator, or its own administrator through sign-up. A workspace's name opens it, and the number under Users shows those people in the Users tab. Search keeps only the workspaces whose name, code, plan, state, origin or confirmation match every word typed. The page shows only what the installation knows about a workspace, never what the workspace stores: no customers, no work items, no files.

Above the list, Sign-ups today counts the workspaces created through sign-up today against the most the installation accepts in a day. When the count reaches it, a warning says sign-up is closed until tomorrow. On an installation that does not offer sign-up, the line says so instead.

A workspace is Active while its license is in force. It is Read-only once the license expires, or while it has none: everything can be read and nothing can be changed. A read-only workspace shows, under its expiry day, the day its data is due for deletion. Due for deletion means that day has passed.

Hover over the Expires date to see Days left of an active license, or Days to delete data of a stopped workspace. A yellow warning icon beside the date means the license ends within 30 days; a red one means the workspace is read-only and waiting for its data to be deleted.

On an installation that issues licenses, each row has up to three actions:

A license runs until the end of its last day, in the time zone of the workspace. On an installation that does not issue licenses the page has no actions: a license arrives as a file, and an administrator of the workspace applies it.

Opening a workspace

Customers and storage are the only figures taken from what the workspace stores, and they can be up to a minute old; the milestones are days, never what reached them. Nothing else of its content is shown: no customer names, no work items, no file names.

Deleting a workspace

A workspace that was stopped, and so is Read-only or Due for deletion, has a Danger zone at the bottom of its page. Delete workspace removes the workspace whole, as the end of its read-only window does: its data, its files, its users and the workspace itself. Its code is never given to another workspace. It cannot be undone: only a backup of the installation could bring the workspace back.

The deletion is asked for twice:

1. Type the code of the workspace. Delete workspace stays disabled until what you typed is the code.
2. Tick I understand that this cannot be undone and select Delete for good.

Deleting a large workspace can take a while: keep the page open until it says the workspace was deleted. When it does not, the message says which of three things happened:

Deleting again is always safe: it picks up where the last attempt stopped.

An active workspace has no Danger zone: Stop it first. A workspace with no license has none either: Issue a license, Stop the workspace, then delete it.

Users

Finds a person in any workspace. Type at least two characters of their name, email, user name, or of their workspace's code or name; every word typed must match, in any order. A user's id, pasted whole, finds that user. At most 50 people are shown; when more match, a message asks you to type more.

A row names the person's workspace, whose code opens that workspace's page, and shows the day they were last active under their Last sign-in. The button at the end of the row copies the user's id.

Must change password under the state means the person has to choose a new password the next time they sign in. The system administrator account shows System administrator and No workspace: it belongs to none.

The search only shows. Blocking, unblocking or resetting a password is done by an administrator of the person's workspace.

AI companion

The platform's AI key, which every workspace whose plan includes AI uses unless it chose its own. The page shows whether a key is configured, by its last four characters only, its provider, which rate card is in force, and this month's spend against the monthly cap. At 80 % of the cap an alert is sent; at 100 % the platform's key stops for every workspace until the month ends, and workspaces on their own account carry on. The month is the calendar month in UTC.

Under Settings, the Model, the Monthly cap, US dollars and the Calls per person in a minute override the values the server was deployed with; an empty field uses the deployed value again, and the helper under each field says which one is in force. One model serves every workspace, and a change applies from the next request. When the rate card does not price the model, a warning says its requests are recorded with no cost and the cap does not see them. The key itself and its provider are set on the server, never here.

Rate card holds the prices every request is costed with, in US dollars per million tokens, one row per model; a cache price stays empty when the provider does not charge it. The rows start as the card in force, and the card holds at most eight models. Save rate card saves the whole card with a new version, and it replaces the card the server was deployed with entirely, also for the models it leaves out. Use the deployment's card removes the saved card. Each request keeps the price it was costed with, so a change never alters a past month.

Workspaces on the platform's key lists each workspace's requests, tokens, share of its allowance and cost in the Month chosen, dearest first, and what the operator allows it. The AI this month column of the Workspaces tab shows the same share for the current month.

Email service

Email service enabled is the master switch. Turn it off and the application sends no email at all and stops scheduling notification emails; already-pending notification emails are kept, not discarded, and go out once you switch it back on. Application name (email brand) is the name shown as the brand in emails, used whenever a workspace has not set a brand name of its own — leave it empty to keep the name the server was deployed with. Public base URL is the address people open the application at (for example https://app.example.com); it turns the links inside emails into full, clickable links. Leave it empty to keep the address the server was deployed with — if neither is set, email links come out as bare paths that a mail program cannot open.

Below that you choose how email is sent: through an SMTP server (host, Port, Username and password) or an Email API (an endpoint URL and an API key). Until a configuration is saved, the page shows the values the server was deployed with; Save configuration stores an editable copy that takes over from then on. Once one is saved, the button is enabled only while a field differs from what is stored or a new key or password is typed. Leaving the key or password blank keeps the one already in use.

To check the setup, enter a Test email recipient and press Send test email — the message lists the active email and notification configuration, including the sender address every email goes out with. If the send fails, the provider's error is shown so the settings can be corrected.

Because these settings apply to the whole installation, a change here affects every workspace immediately — including turning email off for all of them.

Notifications

Sets the pace of the two background jobs behind notifications. Each field shows the range it accepts, and a saved change takes effect on its own — no restart, and no need to stay on the page. The page also holds the address that is told about new workspaces.

Under Notification emails: Email delay for absent users (minutes) is how long someone is given to show up in the app before a notification is also emailed to them — if they open the app within that time, the email is cancelled as unnecessary. The delay applies to notifications created after the change; ones already waiting keep the delay they were given. Check for due emails every (seconds) is how often the application looks for notification emails that have come due, so it is also the longest a message can wait before going out. Send attempts before giving up is how many times a message that fails to send is retried before it is abandoned.

Under Clearing old notifications: Run the cleanup every (hours) is how often old notifications are removed, and Delete notifications older than (days) is the age at which they go. Deleted notifications cannot be recovered, so raise the number of days if people still need to look back that far.

Checking more often costs a little more work on the server and does not make notifications arrive sooner than they are due — it only shortens the wait after they are. If a message says these jobs do not run on this server, the schedule is still saved; it is simply another server that does the sending.

Under New workspaces: Email address for new workspaces is the one address that is told each time someone creates a workspace through sign-up. The message names the workspace, its code, its plan and the last day of its trial, and the person who created it: their name, user name and email address, which is not confirmed yet at that moment. Its button opens the Workspaces page, where the code finds the workspace and its people. Enter a single address; to tell several people, use the address of a distribution list. While the field is empty, nothing is sent. Language of the message is the language it is written in, whatever language the person who signs up uses.

The message goes out once, when the workspace is created, and is not sent again if it fails: the workspace is on the Workspaces page either way. A workspace the operator creates sends nothing. If a note says sign-up is off on this installation, or that the email service is off, the address is still saved and nothing is sent until that changes.

Support

Sets where Send feedback in the help menu leads, for every user of every workspace. Feedback link takes the full web address of a public form that takes problem reports and suggestions, starting with http:// or https://. A public form of a workspace you keep for support is the usual choice. While the field is empty, the help menu has no Send feedback entry.

When someone opens the link, the app adds the code of their workspace to it as workspace=, and the language the app is showing them as lang= (two letters, such as es), so the address you save must carry neither parameter of its own. What a user opens shows the link for a sample workspace in your own language, and Open this link opens it. The code and the language are the only things added: no name, no email, no screen. Someone who is not signed in sends the code of the workspace whose address they are on, or none; the system administrator never sends one, but sends the language like everyone else.

The code says where the click came from and proves nothing: anyone can type another one into the link. Read a ticket's workspace as something the sender wrote, and do not disclose or change anything on the strength of it.

For the code to arrive on the ticket, give the form a short-text question with Fill from the link set to workspace, as described under Public forms. The language needs no question: give the support form a version in each language and each user gets the one in theirs.

Users see a saved change the next time the app loads in their browser.