---
title: Settings overview
order: 1
updated: 2026-07-21
---

# Settings overview

The *Settings* screen is where you adjust how the app works for you and — if you administer the firm — how it works for everyone in it. It is a single page with a row of tabs across the top; each tab is a self-contained area. Which tabs you see depends on your role and, for a few controls, on whether you are running the desktop app or the browser (web) version.

This page is the map. Each tab is summarised below with what it holds and who can see it, and every summary links to the full guide for that area.

## Open Settings

1. Open *Settings* in the sidebar.
2. The page heading reads *Settings* with a row of tabs underneath.
3. Click any tab to switch sections. The page does not reload — each tab's content simply fades in.

The selected tab is written into the page address as a `?tab=` value (for example `?tab=Firm Customisation`), so you can bookmark or share a link that opens straight on a specific section. If the tab named in the address is one you are not allowed to see, the page falls back to the first tab you *can* see.

## The tabs at a glance

In order, the tabs are:

- *Personalisation* — your own private preferences (theme, zoom, dashboard default, notifications, column defaults). Everyone has it. A few controls appear only in the desktop app.
- *Security* — your password, your email address, your personal sending mailboxes, and your active device sessions. Everyone has it.
- *Users* — add, edit, and archive the people who work under you. Shown only if you are allowed to add at least one user.
- *Billing* — your firm's storage usage and quota. Administrators only.
- *Firm Customisation* — firm identity (name, logo, address), outgoing email accounts, document templates, and hidden firm-wide toggles. Administrators only.
- *Help & Support* — a way into the full documentation, plus (for administrators) firm backup and restore. Everyone has it.

There is no *Notifications* tab of its own — notification settings live inside *Personalisation*.

## Personalisation

Your private preferences. Nothing here is visible to, or changeable by, anyone else — administrators set firm-wide *defaults* under *Firm Customisation*, but they cannot touch your personal choices. The tab groups its controls into cards, and several cards appear only if you hold the matching permission. See [Personalisation](/docs/settings/personalisation) for every option in detail.

### What the tab contains

- *Account* — a *Change Username* row for the login username you type. Requires your current password. This card is hidden for the built-in `admin` login.
- *Appearance* — *Dark Mode* on/off and a *Zoom Level* that scales the whole app. Both work on web and desktop. In the **desktop app only**, this card additionally shows *Disable Sidebar*, *Auto Hide Titlebar*, and *Low Performance Mode* — those three affect the desktop window shell and are hidden in the browser.
- *Dashboard* — a *Default Date Range* the dashboard opens on. Saved to your user account, so it follows you across devices.
- *RFQ Cart* — a *Default Closing Date* (in days). Shown only if you are allowed to send enquiries to suppliers. Saves as you type; set `0` to switch it off. See [RFQ Cart](/docs/procurement/rfq-cart).
- *Notifications* — *Notification Preferences* (per-category delivery mode) and *Notification History*. See [Notifications](/docs/settings/notifications).
- *Enquiry* — a *Quotation Columns* row that sets the default columns on generated quotation PDFs. Shown only if you can create, queue, or send quotations. See [Generate a quotation](/docs/enquiry-bank/generate-quotation).
- *Procurement* — a *PO Columns* row that sets the default columns on generated purchase-order PDFs. Shown only if you can send purchase orders to suppliers (or are an administrator).

### Gotcha — some cards are permission-gated

If you can't see *RFQ Cart*, *Enquiry*, or *Procurement*, it is because you don't hold the permission that section configures — there is simply nothing there for you to set. The desktop-only shell toggles are gone in the browser for the same practical reason: they'd do nothing.

## Security

Everyone has this tab; there is no permission to set. It covers your own sign-in credentials and the devices you are logged in on. See [Security](/docs/settings/security).

### What the tab contains

- *Update Security Data* — *Change Password* and *Change Email Id* buttons, each opening a small modal.
- *My Email Accounts* — *Manage My Email Accounts* opens the modal listing your personal outgoing mailboxes (Google OAuth or manual SMTP). These are used when a firm sending policy allows users to send from their own account. This is separate from the firm-wide accounts an administrator sets under *Firm Customisation*.
- *All Logged In Sessions* — one row per active session, showing browser, OS, IP, and start time. The session you are on is tagged *Current* and cannot be revoked from its own row; other sessions have a *Revoke* button. This card is hidden entirely when you have no other sessions.
- *Logout From All Devices* / *Logout From Current Device* — two buttons at the bottom, each asking you to confirm first.

### Gotcha — you may be signed in on two devices

The app allows one PC-class session (browser or desktop app) and one mobile-app session at the same time. A new PC login kicks the old PC session only; a new phone login kicks the old phone only. *Logout From All Devices* is the one action that ends every session, including the one you're using.

## Users

The *Users* tab lets you add and manage the staff who sit under you in the firm hierarchy. It is shown only if your account is allowed to have at least one user beneath it — if your "can add users" allowance is `0`, the tab is hidden completely. See [Users and permissions](/docs/settings/users-and-permissions).

### What the tab contains

- A *+ Add User* button (top right). It is disabled with a *Remove a user to add more* tooltip once you have reached your allowance — the number of users you may create is capped by your own account.
- A *View Deleted Users* button to review and restore archived users.
- A table of the users under you: *Name*, *Username*, *Role*, *Can Add Users* (how many users that person may in turn create), and an *Edit* action per row.

### Gotcha — the cap is enforced, not cosmetic

Your maximum number of sub-users is set on your own account and re-checked by the server on every add. Even if the button were forced open, the backend refuses to create a user beyond your allowance.

## Billing

Administrators only. It shows your firm's storage picture; ask whoever set up the firm if you cannot see the tab. See [Billing](/docs/settings/billing).

### What the tab contains

- *Storage* — a single card reading, for example, `12.4 GB / 50 GB used (24.8%)`, with a *Manage* button that opens a grouped breakdown of what is consuming space (attachments, generated PDFs, firm assets, and record data). Free space by removing old attachments from the relevant records.

### Gotcha — backups moved out of Billing

Firm *Backup & Restore* is **not** on the Billing tab — it now lives on the *Help & Support* tab (administrators only). Billing is storage-only.

### Gotcha — running out of space blocks logins

As usage approaches the quota a *Storage Warning* dialog appears at login. At `99%` only administrators can use the app; at `100%` non-administrator logins are blocked until space is freed.

## Firm Customisation

Administrators only. This is where the firm's outward appearance and its outgoing communication are configured — everything here is firm-wide, so a change affects every user and every document sent *after* you save it. See [Firm customisation](/docs/settings/firm-customisation) and, for the templates themselves, [Document templates](/docs/settings/document-templates).

### What the tab contains

The tab is three cards (all shown to the firm administrator):

- *Company Profile* — the firm's identity: *Company Logo* (upload, crop, or remove), *Company Name*, *Company Email* (password required), *Company Username* (the login ID; password required; `2`–`20` lowercase letters/digits), and *Address*. See [Firm customisation](/docs/settings/firm-customisation#company-profile).
- *Communication & Templates* — three rows:
  - *Email Accounts* — the firm's outgoing mailboxes and the per-document sending policy. Needs *Manage Email Configuration*.
  - *Sales Communication* — customer-facing templates (quotation, customer follow-up, delivery receipt, order acknowledgment, sample delivery note, delivery note — the last two also hold their own document numbering, each behind an administrator-only card).
  - *Procurement* — supplier-facing templates (RFQ, purchase order, vendor follow-up, PO follow-up, arrival receipt).
  The individual entries inside those two chooser modals each appear only if you hold the matching permission — most need *Manage Quotation Personalisation*, while the purchase-order, delivery-receipt, and arrival-receipt entries are administrator-only. The full field-by-field reference lives in [Document templates](/docs/settings/document-templates).
- *Misc Settings* — hidden firm-wide toggles the owner would rather employees not notice: the purchase-price markup, the shared additional-charges master list, and the delivery/arrival attachment rules. See [Firm customisation](/docs/settings/firm-customisation#misc-settings).

### Gotcha — template changes are not retroactive

A template, number-format, or logo change only applies to documents sent *after* you save it. Anything already sent — and any enquiry that already carries a quotation number — keeps what it went out with.

## Help & Support

Everyone has this tab; there is nothing to configure for a normal user. See [Help & Support](/docs/settings/help-and-support).

### What the tab contains

- *Documentation* — a card that opens the in-app documentation viewer (the same guides you are reading now), with search across every chapter. It works on web and desktop, and is available offline in the desktop app.
- *Backup & Restore* — shown **only to administrators**. *Download backup* streams a full archive of the firm's database and files to your device; *Email restore link* emails a one-time link that, when opened, kicks everyone out of the firm and replaces all data with the uploaded archive. Only one restore link per firm per day.

## Who sees which tab

| Tab | Shown when |
|---|---|
| *Personalisation* | Always (some cards need a matching permission; three shell toggles are desktop-only) |
| *Security* | Always |
| *Users* | You are allowed to add at least one user under you |
| *Billing* | You are an administrator |
| *Firm Customisation* | You are an administrator |
| *Help & Support* | Always (the *Backup & Restore* card is administrator-only) |

Tabs are removed from the row entirely when you don't qualify — they are not shown greyed out. That's why two people in the same firm can see a different number of tabs.

## Common questions

### Why do I see fewer tabs than a colleague?

Tabs you aren't entitled to are removed from the row, not disabled. *Billing* and *Firm Customisation* are administrator-only; *Users* appears only if you may add users. Everyone sees *Personalisation*, *Security*, and *Help & Support*.

### Is *Personalisation* really only on the desktop app?

No — the *Personalisation* tab is available on both web and desktop. Only three controls inside its *Appearance* card (*Disable Sidebar*, *Auto Hide Titlebar*, *Low Performance Mode*) are desktop-only, because they change the desktop window shell and have no meaning in a browser. Everything else in the tab works in both.

### Can changes I make here affect other people?

Only on the administrator tabs. *Firm Customisation* and *Billing* are firm-wide — name, logo, templates, email policy, and storage affect everyone. *Users* affects the accounts you manage. *Personalisation* and *Security* only ever affect you.

### Where are notification settings — there's no Notifications tab?

They live inside *Personalisation*, under the *Notifications* card (*Notification Preferences* and *Notification History*). See [Notifications](/docs/settings/notifications).

### Where do I take a firm backup?

Open *Help & Support* — the *Backup & Restore* card is there for administrators. It is no longer on the *Billing* tab (Billing now only shows storage usage).

### I bookmarked a Settings section but it opens somewhere else. Why?

The bookmark carries the tab name in the address. If your permissions changed and you can no longer see that tab, the page opens on the first tab you *are* allowed to see instead.

### How do I set the firm's document templates and numbering?

Those are administrator settings under *Firm Customisation → Communication & Templates*. The complete reference — subject/body tokens, number formats, logo layout, recipient modes, and per-document options — is in [Document templates](/docs/settings/document-templates).