Organization settings
One page for the administrator: people and roles, the company brand, calendars, payments, AI and the look. This page is the section-by-section reference; the step-by-step guide for a new admin is Team setup.
Where to find it
The user menu → Organization settings (the /admin/users address). An administrator sees it; a structure manager sees only the people table (without roles and flags) and the Org structure section. Everyone else gets You don't have permission to access this page.
The sections in their order
| # | Section | Where |
|---|---|---|
| 1 | Organization — name, logo, instance purpose | everywhere |
| 2 | Invite user + the people table — roles, flags, deputy, password reset, deletion | everywhere |
| 3 | Org structure and deputies | everywhere |
| 4 | Shared calendars | everywhere |
| 5 | Billing details | cloud only |
| 6 | Issuing invoices | everywhere |
| 7 | Plan & payment | cloud only |
| 8 | Custom domain | KB Cloud Pro and AI Agent |
| 9 | AI features | self-hosted only |
| 10 | AI credits | wherever the assistant runs |
| 11 | Instance default appearance | everywhere |
1. Organization
Organization name and Logo (PNG/JPG/WebP) → Save: The name and logo appear in the app header for all members — and in the map bar and the window title. SVG is deliberately refused (it can carry a script). Instance purpose (Company or team / Family and friends / Just for myself) shapes the starter map of newly invited people; existing maps stay as they are.
2. People: invitations, roles, flags, passwords
Invite user opens the Invite to team dialog: Colleague's e-mail and Role (Member — works on the maps and tasks you share with them; Manager — can also invite people, but only as members; Administrator — runs the whole instance). With SMTP you get Account created — we've sent your colleague an e-mail with a link to set their password; without SMTP Account created. Hand the login credentials to your colleague with a Copy credentials button — The password is shown only now — you won't see it again after closing. The Invite to team menu item opens the same dialog (administrators and managers).
Two banners may show above the table: The administrator currently covers the AI manager duty automatically — until you appoint a specific person with the switch and the same for the org structure.
| Column | What it holds |
|---|---|
| User | Name and e-mail; an invitee carries the Invitation sent — waiting tag until the first sign-in. |
| Role | Administrator (manages the instance, users and roles) · Manager (can invite new people, as members only; sees the Organization page) · Member (their own projects and those they are invited to). |
| AI manager | A switch: Receives AI agent briefs and manages the agent registry. Independent of the role. automatic on the administrator until someone is appointed. |
| Structure manager | A switch: May draw the organizational structure and appoint people to positions — typically an HR person. Independent of the role; only an administrator can still DELETE the structure. |
| Deputy | The personal stand-in for automation rules (the “deputy of the responsible person” target); never the person themselves. A position deputy in the structure is more precise. |
| Last login · Maps · Created | When the person was last in the app, how many maps they created, when the account was made. |
| Actions | Reset password (🔑) and account deletion (the trash icon with the confirmation Are you sure you want to delete this user?). |
Reset password — Reset the password for …? Their current password stops working and they are signed out everywhere. With SMTP A link to set a new password was sent to …; without SMTP Password changed. Hand the new one over in person — it will not be shown again. The person gets a Password reset notification that cannot be turned off. An administrator does not reset their own password or another administrator's. Deleting a member frees their positions in the structure and the managers get a message.
3. Org structure and deputies
The table of positions and functions with holder and deputy, Create structure, Add position, Open the structure map; changes save immediately. Details in Org structure.
4. Shared calendars
Calendars that are not a person: company events, a meeting room or a car (bookings never overlap), vacations and time off. The Company, Time off, Meeting room presets with one click, or New calendar; for each the Kind, Who adds entries (every member / admins and managers only), Who sees it (whole team / selected only), Approval (time off needs an admin or manager), Archive or Delete with its events. Details in Calendar.
5. Billing details (cloud)
Not needed for the trial — fill them in before ordering a plan. They appear on invoices. Company / name, Company ID (ICO), VAT ID (DIC), Street and number, City, ZIP, Invoicing e-mail → Save billing details.
6. Issuing invoices
The shared supplier details (your company) printed on the invoices the assistant issues to your clients: name / company, address, company ID, VAT ID, I am a VAT payer and the rate, a bank account (the app derives the IBAN for the QR payment), e-mail, invoice number prefix, due days → Save supplier details. Anyone on the team can issue an invoice; whoever sets their own details in My account invoices with those and gets their own number series. Details in Invoices.
7. Plan & payment (cloud)
Plan (KB Cloud Lite / KB Cloud Pro / KB Cloud AI Agent), Billing period (Monthly / Quarterly / Yearly — A year = 10 monthly payments, 2 months free), Pay by card or Order via bank transfer (invoice) (yearly only), Write to us for a move to your own server. Please fill in and save the billing details above first. Step by step in The trial and plans.
8. Custom domain (KB Cloud Pro, AI Agent)
The app on tasks.company.com: address → Continue → two DNS records → Check and switch; then Change domain or Disconnect domain. The guide: Custom domain.
9. AI features (self-hosted)
Where killBottleneck gets its AI (map suggestions, chat, tasks from a node, voice transcription). Changes apply immediately for all members. The modes Disabled · Your own Ollama · OpenAI-compatible · AI service via API · Custom endpoint; with them the address, model, token, an optional voice-transcription endpoint and model, Test connection. The The assistant reads images switch with its own model and Test an image. The note The .env configuration on the server is currently active — saving will override it. The table of modes with advice on when to pick which is in Team setup.
10. AI credits
AI assistant usage for the organization and per person, in turns. 1 turn ≈ one ordinary message to the assistant. This week (turns · messages · tokens), the Administrators and Other members groups, a per-person table (Person · Role · Last use), Previous weeks. The Weekly quota: Turns per week and Administrators' reserve (%) — The quota runs Monday 00:00 UTC to Sunday and does not carry over. Administrators may use the whole quota; their reserve cannot be used up by other members. Quota 0 = no own limit. On a hosted instance The operator set a cap of N credits per week. Your own value can only lower it, not raise it.
11. Instance default appearance
A skin picker (built-in, or Custom (JSON)) → Save appearance. Applies to users who have not picked their own skin. A user's own choice takes precedence. It colors the sign-in screen too. None means the app default — Midnight (the default Forest label is an outdated app text).
Who sees what and what cannot be done
- A structure manager sees only the people table (User · Role read-only · Deputy · Reset password) and the Org structure — not roles, flags or the other sections.
- The cloud has no AI features section (the operator configures the AI); a self-hosted server has no Billing details, Plan or Custom domain.
- An administrator cannot delete themselves or reset their own password; the account e-mail cannot be changed anywhere.
- The operator turns off the purpose question and the AI agent dialog after the first sign-in (
KB_PURPOSE_ASK=0,KB_AGENT_SETUP_ASK=0).
Related
- Team setup (admin) — the step-by-step guide
- Team and roles — roles and map sharing
- Organization — the overview across projects
- Account and settings — what everyone sets for themselves