Organization Settings

Organization Settings

Overview

Organization Settings is the administrative control center for your Octayne PSA instance. Here you configure the foundational elements that shape how the entire platform behaves -- from your organization's identity and billing details to the roles, locations, practice areas, teams, and expense categories that populate dropdowns across the system. Settings also houses notification preferences, SSO configuration, and feature flag management.

Only users with the Admin role have full access to Organization Settings. Some sections may be visible to other roles in read-only mode depending on your permission configuration.

[Screenshot: Organization Settings landing page showing the General Settings section with organization name and logo]

Accessing Settings

1. Open the Sidebar Navigation on the left side of the screen.
2. Under the Platform group, click Settings.
3. The General Settings section loads by default.

Use the sub-navigation within Settings to move between sections: General, Billing Information, Roles & Positions, Office Locations, Practice Areas, Teams, Expense Categories, Notifications, SSO Configuration, and Feature Flags.

Tip: You can also use the Command Palette (Ctrl+K / Cmd+K) and type "Settings" to jump directly to this module.

General Settings

Organization Name

The organization name appears throughout the platform -- in the sidebar, on invoices, in reports, and in email communications.

1. Navigate to Settings > General.
2. Locate the Organization Name field.
3. Enter or update your organization's name.
4. Click Save.

Note: Changing the organization name updates it everywhere across the platform, including on previously generated invoice templates. Finalized/sent invoices retain the name that was current at the time they were issued.

Organization Logo

Upload your company logo to brand the platform and your client-facing documents (invoices, reports).

1. Navigate to Settings > General.
2. Click the Upload Logo button or the logo placeholder.
3. Select an image file from your computer. Supported formats include PNG, JPG, and SVG.
4. The logo is uploaded via S3 and appears immediately across the platform.
5. Click Save to confirm.

[Screenshot: General Settings showing the organization name field and logo upload area with a sample logo displayed]

Tip: For best results, use a logo with a transparent background and dimensions of at least 200x200 pixels.

Billing Information

Billing information is used to populate the footer and header sections of invoices generated through the Billing & Invoice module.

Adding Billing Details

1. Navigate to Settings > Billing Information.
2. Fill in the following fields:

• Company Legal Name -- The legal entity name to display on invoices.
• Address Line 1 -- Street address.
• Address Line 2 -- Suite, floor, or unit (optional).
• City, State/Province, Postal Code, Country.
• Tax ID / VAT Number -- Your organization's tax identification number (optional).
• Payment Information -- Bank details, payment terms, or payment instructions that should appear on invoices.

1. Click Save.

[Screenshot: Billing Information form with address fields, tax ID, and payment information filled in]

How Billing Info Appears on Invoices

Your billing information is displayed in the footer of all invoices generated from the platform. This typically includes:

• Organization legal name and address
• Tax ID / VAT number
• Payment instructions and bank details

Note: Changes to billing information apply to newly generated invoices. Previously finalized invoices retain the billing information that was current at the time of creation.

Editing and Removing Billing Info

• To edit, simply update the fields and click Save.
• To remove a specific field, clear its contents and click Save. The field will no longer appear on new invoices.

Roles & Positions

Roles and positions define the organizational structure of your team. They are used in member profiles, utilization calculations, and reporting.

Adding Roles

1. Navigate to Settings > Roles & Positions.
2. Click the + Add Role button.
3. Enter the Role Name (e.g., "Senior Consultant," "Project Manager," "Developer").
4. Click Save or press Enter.

[Screenshot: Roles & Positions section showing a list of roles with name and target utilization columns, and the + Add Role button]

Setting Target Utilization % Per Role

Each role can have a target utilization percentage, which is used in utilization reports and dashboards to measure actual performance against expectations.

1. Locate the role in the Roles list.
2. Enter a value in the Target Utilization % field (e.g., 75 for 75%).
3. Click Save.

Tip: Target utilization percentages are critical for accurate utilization reporting. Set realistic targets based on your organization's expectations for each role. For example, a Senior Consultant might have an 80% target, while a Practice Lead with management duties might have a 60% target.

How Roles Appear in Team Member Profiles and Utilization Reporting

• When editing a team member's profile (Team Management > Member > Settings), the Position dropdown is populated with roles defined here.
• Utilization reports use the target utilization percentage to display variance (actual vs. target) for each member based on their assigned role.

Editing and Deleting Roles

• Edit: Click on the role name or target utilization value to modify it inline. Press Enter or click Save.
• Delete: Click the Delete icon (trash can) next to the role. Confirm the deletion in the dialog.

Warning: Deleting a role that is currently assigned to team members will remove that role from their profiles. Reassign affected members to a new role before deleting.

Office Locations

Office locations help you organize team members by geography and enable location-based filtering across the platform.

Adding Locations

1. Navigate to Settings > Office Locations.
2. Click the + Add Location button.
3. Enter the Location Name (e.g., "New York HQ," "London Office," "Remote").
4. Click Save.

[Screenshot: Office Locations section showing a list of locations with the + Add Location button]

How Locations Are Used in Member Profiles

When editing a team member's settings (Team Management > Member > Settings), the Office Location dropdown is populated with the locations you define here. This allows team leads and admins to filter reports and views by location.

Practice Areas

Practice areas represent the functional or domain specializations within your organization (e.g., "Cloud Engineering," "Strategy Consulting," "Data Analytics").

Adding Practice Areas

1. Navigate to Settings > Practice Areas.
2. Click the + Add Practice Area button.
3. Enter the Practice Area Name.
4. Click Save.

[Screenshot: Practice Areas section with a list of practice areas and the + Add Practice Area button]

How Practice Areas Are Used in Member Profiles

The Practice Areas dropdown in a member's settings (Team Management > Member > Settings) draws from the list defined here. Practice areas are used for:

• Filtering members by specialization.
• Grouping utilization and performance reports by practice area.
• Matching team members to project staffing needs.

Teams

Teams allow you to create cross-functional or project-based groups within your organization.

Adding Teams

1. Navigate to Settings > Teams.
2. Click the + Add Team button.
3. Enter the Team Name.
4. Click Save.

Team Member Assignment

Team assignment is done at the member level. To assign a member to a team:

1. Go to Team Management > Members.
2. Open the member's detail view and navigate to the Settings tab.
3. In the Teams dropdown, select one or more teams.
4. Click Save.

How Teams Are Used for Filtering and Organization

Teams appear as a filter option in multiple areas of the platform:

• Members Directory -- Filter by team to see only members of a specific team.
• Utilization Reports -- Group or filter utilization data by team.
• Time Entry Review -- Filter submitted time entries by team for approval workflows.

Tip: Teams are flexible. Use them for permanent organizational units (e.g., "Backend Engineering") or temporary project teams (e.g., "Project Alpha Team").

Expense Categories

Custom expense categories ensure consistent categorization of expenses across your organization.

Adding Custom Expense Categories

1. Navigate to Settings > Expense Categories.
2. Click the + Add Category button.
3. Enter the Category Name (e.g., "Travel," "Software Licenses," "Meals & Entertainment," "Office Supplies").
4. Click Save.

[Screenshot: Expense Categories section showing a list of custom categories with the + Add Category button]

How Categories Appear in Expense Forms

When any team member creates an expense entry (via the Expenses module), the Category dropdown is populated with the categories defined here. This ensures consistent categorization for reporting and invoicing.

Note: If you use the Ramp Expenses integration, synced expenses will be automatically mapped to your Octayne expense categories based on the mapping configuration.

Notification Settings

Timesheet Reminder Configuration

Automated timesheet reminders help ensure that team members submit their time entries on schedule.

1. Navigate to Settings > Notifications.
2. Locate the Timesheet Reminder section.
3. Configure the following:

• Enable Reminders -- Toggle on to activate automated reminders.
• Reminder Frequency -- Set when reminders are sent (e.g., daily, weekly on Fridays).
• Reminder Time -- The time of day reminders are sent.
• Recipients -- Choose whether reminders go to all members or only those with missing timesheets.

1. Click Save.

[Screenshot: Notification Settings showing Timesheet Reminder toggles and frequency configuration]

Email Notification Preferences

Configure which events trigger email notifications for your organization:

• Timesheet Submissions -- Notify approvers when a timesheet is submitted for review.
• Expense Submissions -- Notify approvers when an expense is submitted.
• Invoice Events -- Notify finance team when invoices are created, sent, or paid.
• Invitation Acceptance -- Notify admins when a new member accepts an invitation.

Tip: Fine-tune notifications to avoid alert fatigue. Enable only the notifications that are actionable for each role.

SSO Configuration

Note: SSO Configuration is only available when the ENABLE_SSO_CONFIGURATION feature flag is enabled. See the Feature Flags section below for instructions on enabling it.

Setting Up Single Sign-On

Single Sign-On (SSO) allows your organization's members to log in using their existing identity provider (e.g., Okta, Azure AD, Google Workspace).

1. Navigate to Settings > SSO Configuration.
2. Click Configure SSO.
3. Enter the required details:

• Identity Provider (IdP) -- Select your provider from the list or choose "Custom SAML."
• SSO URL -- The login URL provided by your IdP.
• Entity ID -- Your IdP's entity identifier.
• Certificate -- Upload or paste the X.509 certificate from your IdP.

1. Click Test Connection to verify the configuration.
2. Once the test passes, click Enable SSO.

[Screenshot: SSO Configuration form showing Identity Provider dropdown, SSO URL, Entity ID, and Certificate fields]

SSO Onboarding Flow

When SSO is enabled, new members joining via invitation will be redirected to your identity provider during account setup. The onboarding flow works as follows:

1. A new member receives an invitation email and clicks the link.
2. They are redirected to your organization's IdP login page.
3. After authenticating with the IdP, they are returned to Octayne and their account is automatically created.

Managing SSO Settings

• Disable SSO -- Toggle SSO off to revert to standard email/password authentication. Existing members retain their accounts.
• Update Certificate -- Upload a new certificate when your IdP rotates credentials.
• Force SSO -- When enabled, all members must use SSO to log in. Email/password login is disabled.

Warning: Before enabling Force SSO, ensure all members have accounts with your identity provider. Members who cannot authenticate via the IdP will be locked out.

Feature Flags

Feature flags allow you to enable or disable beta and experimental features for your organization.

Accessing Feature Flags

1. Navigate to Settings.
2. In the sub-navigation, click Feature Flags (this may also appear under Organization > Feature Flags depending on your navigation layout).

[Screenshot: Feature Flags page showing a list of available flags with toggle switches]

Enabling/Disabling Beta Features

1. Locate the feature flag you want to change.
2. Click the toggle switch next to the flag to enable or disable it.
3. Changes take effect immediately for all organization members.

Available Flags

Flag	Description
ENABLE_ORG_DASHBOARD	Enables the organization-wide dashboard with aggregate metrics and KPIs.
ENABLE_PROJECT_PROFITABILITY_DASHBOARD	Enables the project profitability dashboard showing revenue, costs, and margins per project.
ENABLE_AI_ASSISTANT	Enables the AI Assistant sidebar, Ask AI for time entries, Note AI, AI Review, and other AI-powered features.
ENABLE_SSO_CONFIGURATION	Enables the SSO Configuration section in Organization Settings.

Note: Feature flags are organization-wide. Enabling a flag activates the feature for every member of your organization, subject to their role permissions.

Tip: Test new features with a small team first by enabling the flag, gathering feedback, and then rolling out broadly. Since flags are org-wide, consider coordinating with your team before enabling major features.

Troubleshooting

I cannot access Organization Settings

• Only users with the Admin role have full access to Settings. Ask your organization's Admin to verify your permissions in Team Management > Permissions.

My logo upload fails

• Ensure the image file is in PNG, JPG, or SVG format.
• Check that the file size does not exceed the upload limit (typically 5 MB).
• If the upload stalls, check your internet connection and try again. The upload uses S3, which requires a stable connection.

Changes to billing information are not appearing on invoices

• Billing information changes apply to newly generated invoices only. Previously finalized invoices retain their original billing details.
• Verify that you clicked Save after making changes.

Timesheet reminders are not being sent

• Verify that Enable Reminders is toggled on in Settings > Notifications.
• Check the reminder frequency and time settings.
• Ensure recipient email addresses are valid and not bouncing.
• Check that the member's email is not filtering Octayne emails to spam.

SSO Configuration option is not visible

• SSO Configuration requires the ENABLE_SSO_CONFIGURATION feature flag. Navigate to Settings > Feature Flags and enable it.

A feature flag is enabled but the feature is not appearing

• Feature flag changes take effect immediately, but users may need to refresh their browser.
• Verify that the user's role has permissions to access the feature.
• Some features may require additional setup beyond enabling the flag.

FAQ

Q: Can I have multiple Admins?

A: Yes. You can assign the Admin role to multiple team members via Team Management > Permissions. There is no limit on the number of Admins.

Q: Do changes to roles and positions affect existing time entries or invoices?

A: No. Renaming or deleting a role does not retroactively change historical records. Existing time entries and invoices retain their original data.

Q: Can I create custom permission roles beyond the four provided?

A: Currently, Octayne provides four built-in roles: Admin, Delivery Lead, Finance/Billing, and Member. Custom roles are not supported at this time. If you need a specific permission combination, contact Octayne support for guidance.

Q: How do I change my organization's subscription plan?

A: Plan changes are managed outside of Organization Settings. Contact your Octayne account manager or visit the Octayne billing portal.

Q: Is there a limit to the number of office locations, practice areas, or teams I can create?

A: There is no hard limit. However, for usability, keep your lists manageable. Long dropdown lists can slow down member profile editing.

Q: What happens if I disable a feature flag that is actively being used?

A: The feature becomes immediately unavailable to all organization members. Any data created using the feature is preserved, but the UI elements for that feature will no longer be accessible until the flag is re-enabled.