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.
0. Say what it is for
On the first login the first admin is asked once: “What will you use killBottleneck for?” — company or team · family and friends · just for myself. The answer shapes the starter map (the tour of the tool): a solo user is not told to “assign roles”, a family is not told to “invite colleagues”. Everyone you invite inherits the choice, and you can change it any time in Organization settings → Organization (existing maps stay as they are). Skipping means “company or team”.
Starter-map items carry a plan (“I want to do this”), not a deadline — they light up in My Day for the first days but never turn red; whatever you skip stays in the map.
1. Name the organization and upload a logo
The Organization section: the name and logo (PNG, JPG or WebP) show for every member once saved — in the app header, in the map toolbar and in the browser window title, replacing the default name. Two fields and a Save button; done in a minute.
SVG is not accepted
We removed SVG from the allowed logo formats: it can carry a script and is served from the same origin as the app, so it could be turned against you. Export the logo as a PNG.
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 | May invite new people into the organization (as members only) — hiring without access to settings. Sees projects like a member. |
| 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. |
| OpenAI-compatible | You have a key from OpenAI, OpenRouter, Groq, Mistral… or run your own vLLM / LM Studio. Enter the address, the key and the model name — Test connection tells you right away whether it works. Dictation goes through the same service. |
| 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