How to configure workspace settings, integrations, modules, and customize your environment

Workspace Settings

Learn how to configure and customize your workspace settings, manage integrations, enable modules, and optimize your environment for your team's needs.

Overview

Workspace settings control:

General Configuration: Basic workspace information and branding
Modules: Enable/disable features based on your needs
Integrations: Connect external tools and services
Notifications: Configure email templates and preferences
API & Webhooks: Manage automation and integrations
Security: Access controls and security settings

Accessing Workspace Settings

Prerequisites

Permission: manage_workspace_settings
Admin or authorized team member role

Go to Workspace Settings in the main navigation
Use the sidebar to navigate between different setting categories
Changes are saved automatically or with explicit save actions

General Settings

Workspace Information

Basic Details

Configurable Fields:
- Workspace Name: Display name for your workspace
- Workspace URL: Custom subdomain (yourname.domain.com)
- Description: Brief workspace description
- Timezone: Default timezone for dates and times
- Currency: Default currency for billing and pricing
- Language: Primary workspace language

Branding Configuration

Brand Elements:
- Logo: Workspace logo (displayed in headers and emails)
- Favicon: Browser tab icon
- Brand Colors: Primary and secondary brand colors
- Email Branding: Custom email templates and styling

Client Portal Configuration

Portal Appearance

Custom domain configuration
Portal theme and styling
Navigation customization
Footer and header content

Portal Features

Available features for clients
Registration and login options
Self-service capabilities
Communication preferences

Advanced Settings

Custom Domain Setup

Configure DNS
- Add CNAME record pointing to your workspace
- Verify domain ownership
- Wait for DNS propagation
SSL Configuration
- Automatic SSL certificate generation
- Custom SSL certificate upload
- HTTPS enforcement
Domain Validation
- Test domain connectivity
- Verify SSL certificate
- Confirm proper routing

Email Configuration

SMTP Settings

Email Provider Setup

SMTP Configuration:
- SMTP Host: Email provider server
- SMTP Port: Connection port (usually 587 or 465)
- Username: SMTP authentication username
- Password: SMTP authentication password
- Encryption: TLS/SSL encryption settings

Testing Email Configuration

Send test emails to verify setup
Check delivery and formatting
Verify spam folder placement
Test different email providers

Email Templates

Notification Templates

Client invitation emails
Request status updates
Invoice notifications
Password reset emails

Template Customization

Custom email headers and footers
Brand-consistent styling
Merge tags for dynamic content
Multi-language support

Module Management

Available Modules

Core Modules (Usually included)

Client Management
Request Management
Service Catalog
Basic Reporting

Advanced Modules (Plan-dependent)

Billing & Invoicing: Invoice generation and payment tracking
Time Tracking: Hour tracking and productivity monitoring
Credit System: Credit-based service delivery
Messaging: Internal team and client communication
Advanced Reporting: Detailed analytics and insights
API Access: Full API functionality for integrations
Webhooks: Event-driven automation
Backlink Management: SEO and marketing agency tools

Enabling/Disabling Modules

Navigate to Modules
- Go to Workspace Settings > Modules
- Review available modules for your plan
Module Configuration
- Enable desired modules
- Configure module-specific settings
- Review feature dependencies
Testing Module Functionality
- Verify module activation
- Test core features
- Configure permissions and access

Module-Specific Settings

Billing Module

Payment processor integration (Stripe)
Tax configuration
Invoice numbering
Payment terms and policies

Time Tracking Module

Time entry preferences
Billable vs. non-billable time
Productivity tracking
Reporting preferences

Credit System Module

Credit allocation rules
Credit pricing and packages
Usage tracking
Rollover policies

Integration Management

Available Integrations

Payment Processing

Stripe: Credit card processing and subscriptions
PayPal: Alternative payment processing
Manual Payments: Bank transfer and check processing

Communication Tools

Email Providers: SMTP integration for email delivery
Slack: Team notification integration
Microsoft Teams: Collaboration integration

Productivity Tools

Google Workspace: Calendar and document integration
Microsoft 365: Office suite integration
Zapier: Workflow automation platform

Analytics and Tracking

Google Analytics: Website and form tracking
Facebook Pixel: Marketing analytics
Custom Analytics: Custom tracking implementation

Setting Up Integrations

Select Integration
- Go to Workspace Settings > Integrations
- Choose integration to configure
Authentication
- Provide API keys or credentials
- Complete OAuth authentication
- Test connection and permissions
Configuration
- Configure integration settings
- Map data fields
- Set up automation rules
- Test integration functionality

Integration Security

API Key Management

Secure storage of credentials
Regular key rotation
Access logging and monitoring
Permission scoping

Data Privacy

Review data sharing policies
Configure privacy settings
Monitor data access
Compliance verification

API and Webhook Management

API Token Management

Creating API Tokens

Go to Workspace Settings > API Tokens
Click Create New Token
Configure token permissions and scope
Save token securely (displayed only once)

Token Security

Use specific permission scopes
Regular token rotation
Monitor token usage
Revoke unused tokens

Webhook Configuration

Setting Up Webhooks

Create Webhook
- Go to Workspace Settings > Webhooks
- Add webhook URL and events
- Configure authentication

Event Selection

Available Events:
- request.created
- request.updated
- request.status_changed
- client.created
- invoice.created
- payment.completed

Testing Webhooks
- Send test webhook events
- Verify payload format
- Check authentication
- Monitor delivery status

Webhook Security

Use HTTPS endpoints
Implement signature verification
Rate limiting protection
Error handling and retries

Notification Settings

Email Notification Preferences

Notification Types

Request assignments and updates
Client registrations and activities
Payment and billing notifications
System alerts and maintenance

Notification Frequency

Immediate notifications
Daily digest emails
Weekly summary reports
Custom notification schedules

Notification Templates

Template Customization

Subject line customization
Email body content
Merge tag usage
Multi-language support

Template Testing

Send test notifications
Preview email formatting
Check mobile compatibility
Verify merge tag functionality

Security Settings

Access Control

Password Policies

Minimum password strength requirements
Password expiration policies
Two-factor authentication options
Session timeout settings

Login Security

Failed login attempt limits
IP address restrictions
Geographic access controls
Suspicious activity monitoring

Data Protection

Privacy Settings

Data retention policies
Export and deletion capabilities
Compliance configuration
Audit logging

Backup and Recovery

Data backup schedules
Recovery procedures
Data export capabilities
Disaster recovery planning

Advanced Configuration

Custom Fields and Dropdowns

Global Custom Fields

Create workspace-wide custom fields
Configure field types and validation
Set required vs. optional fields
Define default values

Custom Dropdown Management

Create dropdown options for forms
Organize options by category
Set active/inactive status
Reorder options

Workflow Automation

Request Status Configuration

Define custom request statuses
Configure status transitions
Set default statuses
Create status-based rules

Automation Rules

Automatic request assignment
Status change triggers
Notification automation
Integration webhooks

Best Practices

Configuration Management

Regular Reviews: Periodically review all settings
Documentation: Maintain configuration documentation
Testing: Test changes in non-production environments
Backup: Keep configuration backups
Change Management: Track configuration changes

Security Best Practices

Access Control: Limit administrative access
Regular Audits: Review permissions and access
Monitoring: Monitor system access and changes
Updates: Keep integrations and security settings current
Incident Response: Prepare for security incidents

Integration Management

Minimal Permissions: Use least privilege for integrations
Regular Testing: Test integrations regularly
Monitoring: Monitor integration performance and errors
Documentation: Document integration configurations
Backup Plans: Prepare for integration failures

Troubleshooting

Common Configuration Issues

Email Delivery Problems

Verify SMTP configuration
Check DNS records and domain authentication
Test with different email providers
Review spam filtering settings

Domain and SSL Issues

Verify DNS configuration
Check SSL certificate status
Test domain accessibility
Review CDN and proxy settings

Integration Failures

Verify API credentials and permissions
Check endpoint URLs and configurations
Review rate limiting and quotas
Test with minimal configurations

Module Activation Problems

Verify plan includes desired modules
Check dependencies and requirements
Review permission configurations
Contact support for assistance

Performance Issues

Slow Settings Loading

Clear browser cache
Check network connectivity
Review workspace performance
Contact support if persistent

Integration Performance

Monitor API usage and limits
Optimize webhook configurations
Review data synchronization frequency
Implement error handling and retries

Security Issues

Access Problems

Verify user permissions and roles
Check authentication settings
Review password and login policies
Reset credentials if necessary

Integration Security

Review API key security
Check webhook authentication
Monitor for unauthorized access
Update credentials regularly

Getting Help

For configuration issues:

Review documentation for specific integrations
Test configurations in isolation
Check plan limitations and requirements
Contact integration providers for third-party issues
Reach out to workspace support for technical assistance

Workspace Settings

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