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Settings & admin

The admin surfaces: who is in the organization, what everybody is paid and billed at, which outside systems are connected, and where deleted things go.

Where to find it: The gear in the top bar.

What this section is about

Settings splits into what is yours (your profile, your timezone, your connected accounts, your agents) and what is the organization's (users, clients, rates, integrations, trash). The admin-only sections are hidden rather than disabled for everybody else.

Two kinds of person can be invited. A colleague is (email, role). An outsider is (email, which client, which projects, which surfaces) — a different form and a different thing entirely, though both start from the same Invite button.

Rates are dated rather than current. Changing somebody's rate from the first of next month does not reprice last month, and recording a change you agreed in March but never wrote down reprices from March — which is usually why the screen is open.

Important features to use

  1. 01Billing Rates is the one place rates are setOne list of people, with exceptions per client or per project hanging off each. Every rate carries the date it takes effect, so history stays correct. A monthly retainer is set here too, as an alternative to an hourly rate at that scope.
  2. 02External client users see one client and only what you grantInvite with the External role: pick the client, the projects, and which surfaces they reach (knowledge, tickets, project hours). They cannot see your other clients, your internal handbook, or anybody's comms — and the same boundary applies if they connect through the API.
  3. 03Set each client's email domainsOn the client's settings. They are what attributes a recorded meeting to that client. A partner takes no domains, deliberately — a meeting resolves to a client, and two answers to that question would be one too many.
  4. 04Jira connects per client, and syncs per projectConnect the client's Jira once, map a project to a board, then choose per project what gets pushed back: fields, status, assignee, comments, worklogs, and whether a delete transitions the issue. Inbound is always on — Jira is the client's system of record. A delete never deletes their issue, it transitions it.
  5. 05Trash restores from the top downSettings → Trash lists what has been deleted. Restoring brings back everything that was deleted with it, and refuses to restore something whose parent is still deleted — which stops a live project appearing under a client that is not there.
  6. 06Agent prompts are editableSettings → Agent prompts, for admins. Each agent situation has its prompt, model and effort, and required anchors that cannot be edited out — removing one would silently break the flow that depends on it.

Common questions

Somebody left. What should I do?
Deactivate them in Settings → Users. Their logged time, tickets and invoices stay — they are the record of work that happened. If they held a client's Jira connection, reconnect it as somebody else.
Can I change a rate retroactively?
Yes, deliberately — set the effective date in the past and it reprices from that day forward. The wizard shows what it will change before you commit.
A contractor says their rate is wrong on one project.
Rates resolve most-specific-first: a project exception beats a client exception beats their default, and each rate — pay and bill — falls back independently. The project team editor shows which scope the figure came from.
How do I stop an integration from writing to a client's system?
Per project, with the sync toggles on the project page, or per ticket with the ticket's own sync switch. The per-ticket switch is checked first, so switching it off there means nothing reaches the client whatever the project says.
Can I permanently delete something?
Not from the UI. Everything is recoverable, which is the right default for a system holding billable records.