Setting up your team (for the administrator)
The first account to register automatically becomes the Administrator — this tutorial is for you. Everything below lives in one place: the avatar menu → Organization settings. We'll go in the order a new company actually needs: branding → people → roles → AI → look.
1. Name the organization and upload a logo
The Organization section: the name and logo (PNG/JPG/SVG) show in the app header for every member once saved — replacing the default title. Two fields and a Save button; done in a minute.
2. Invite people
The Invite user button (it's on the Tasks page too, so you don't have to visit administration). The dialog asks for the e-mail and the role right away — Administrator / Manager / Member:
What happens next depends on the instance's e-mail:
- Cloud (and self-host with SMTP configured): the colleague receives an invitation with a link to set their password.
- Without SMTP: the app shows you a temporary password exactly once — hand it over; they change it on first sign-in.
The second way in is self-registration: whoever registers on the instance's address is in your organization. An instance reachable from the internet therefore wants a registration key — without it, registrations are refused. (Cloud instances have this handled for you.)
3. Hand out the roles
Every row of the user table has a role picker:
| Role | What it's for |
|---|---|
| Administrator | Manages the instance: users, roles, the organization, AI, the default look. |
| Manager | Invites members and sees and manages all tasks — a lead without access to settings. |
| Member | Their own tasks and the maps shared with them. The default for every newcomer. |
Independently of the role there is the AI manager flag (a toggle on the same row): whoever carries it receives the "I would like this automated" requests and maintains the AI agent registry. It can be the admin or an ordinary member.
The same row also has a Deputy column — the member's personal stand-in for automation rules. A deputy of a specific position in the org structure is more precise; the personal deputy acts as the fallback when the person holds no position with a deputy.
4. Turn the AI on (or off)
The AI features section decides where the whole instance gets its AI — it applies to all members immediately:
| Mode | When to pick it |
|---|---|
| Off | No AI at all — maps, tasks and sharing work fully; the AI buttons disappear. |
| Own Ollama | Self-hosting with your own hardware: free AI, quality set by your model. |
| AI service via API | A remote AI service compatible with the killBottleneck API — enter an address and a token. Cloud plans come with it prefilled. |
| Custom endpoint | For the advanced: your own service speaking the same API contract. |
5. Unify the look (optional)
The Instance default appearance section sets a skin for everyone who hasn't picked their own — it colors the login screen too. A user's own choice always wins.
Where to go next as the admin
- Automations and agents — the agent registry the AI manager runs
- Team and roles — how map sharing works between members
- The trial and plans — what happens to the instance around payment
- Self-host extras: Configuration (SMTP, registration key, Google) and Backup and restore