Settings screen - user, organization, workspace
Learn what you can configure at user, organization, and workspace level in Settings.
The Settings screen is the central place where you configure your user account, organizations, and workspaces.
You can reach the Settings screen from different places:
Settings in the main navigation
Global menu in the main navigation
Profile menu in the main navigation for your user settings
No matter where you open it from, the layout is similar and the left settings menu always contains the same main sections. What changes is which section is selected first, depending on how you opened the screen.
It helps to think of the three levels on the Settings screen as:
User account settings apply only to you as a person, regardless of which organization or workspace you are in.
Organization settings apply to everything inside that organization, including all its workspaces.
Workspace settings apply only to the selected workspace and can differ from workspace to workspace in the same organization.
User account and Profile settings
On the Profile screen you can:
Upload or change your profile image
Check or update your email address, display name, first name, and last name
Add or update your company name, company size, and role
Update your password
Delete your account
Organization properties
The Organization section contains settings that apply only to the current organization, you can:
Click the arrow next to the organization name to switch to another organization or set up a new one
Change general organization details such as the name and internal name
Manage organization users, roles, and permissions
Manage the organization subscription and track usage
Organization settings
The Organization settings screen has Details and Custom branding tabs.
In Details, you can see and change the Organization name and Internal name. You can also delete the organization.
If you choose to delete an organization, Ninox asks you to confirm the action explicitly before it is carried out.
To delete an organization:
Select the confirmation checkbox.
Confirm your email address.
Confirm the exact organization name.
Click Delete organization.
In Custom branding, you can:
Upload a custom logo for the main navigation. The logo replaces the global menu icon.
Select a navigation color for the main navigation.
Customize the Workspaces page background with a color, gradient, or image.
For detailed instructions, see Manage organization settings.
Organization users and roles
The Organization users & roles screen is the central place to manage access across the current organization.
On this screen you can:
Use Search by email… to find a specific user
Use Filter by status to narrow the list by invitation or account status
Click + Invite users to add new organization users
Select users with the checkboxes in the list for bulk actions or to remove users from the organization with Remove user
Change a user’s organization role directly in the Role column
You can also see:
Which workspaces a user belongs to in the Workspaces column
When a user joined or when the invitation was sent in Joined / Invited
Whether the email address is confirmed in Verified
The current access state in Status, for example Active
Available organization roles include:
Member for regular users who work in assigned workspaces
Admin for full organization access
Billing for subscription and payment management
User management for managing users and invitations
Workspace management for creating and managing workspaces
Learn more in Manage organization access.
Subscription and usage
The Subscription and Usage screen lets you manage your organization plan and track usage.
In the Subscription tab you can:
See which plan is active. The current plan is marked on its card.
Switch between Monthly and Annual billing.
Compare Free, Team, and Business side by side.
The available plans include:
Free for individuals getting started
Team for small teams building and sharing apps
Business for teams that need advanced security and control
Use the plan cards to compare included features, limits, and pricing.
In the Usage tab you can:
Switch between Organization and Workspace usage.
Check when usage data was last updated.
Review current usage against the included limit for each metric.
In Organization usage you can track:
Storage
Records
API calls
Documents generated
Linked emails
In Workspace usage you can:
Search for a workspace
Compare usage across workspaces in one table
Review Storage, Records, API calls, Documents generated, Sent emails, and Linked emails for each workspace
This gives you one place to manage billing and monitor usage for the organization and its workspaces.
Workspace properties
In Workspace properties you can:
Click the arrow next to the workspace name to switch to another workspace or set up a new one
Change general workspace details such as the name and internal name
Adjust workspace appearance, such as colors or the icon
Manage workspace users, roles, and permissions
Manage API access and integrations
Connect and manage email settings
Workspace settings
The Workspace settings screen has Details and Custom branding tabs.
In Details, you can:
See and change the Workspace name
Adjust the Internal name of the workspace
Delete the current workspace
If you choose to delete a workspace, Ninox asks you to confirm the action explicitly before it is carried out.
In Custom branding, you can customize the Home background. This background appears across Home, including Inbox, Documents, and Bookmarks.
Choose a default background, color, gradient, or image. Click Update workspace to save your changes.
For detailed instructions, see Manage workspace settings.
Workspace users and roles
The Workspace users and roles screen is where you manage access for the current workspace only.
On this screen you can:
Click + Invite users to add users to the workspace
Change a user’s workspace role directly in the Role column
Use Search by email to find specific members
Use Filter by status to review invitation and account status
You can also see:
When a user joined or when the invitation was sent in Joined / Invited
Whether the email address is confirmed in Verified
The current access state in Status, such as Active
Available workspace roles include:
Admin: Full access to the workspace.
Editor: Can read, create, edit, and delete data.
Viewer: Can read and export data, but cannot create, edit, or delete it.
None: No default workspace role. Use this when access should come only from custom roles.
Learn more in Manage workspace access.
API and integrations
The API and integrations screen is where you manage API access and workspace integrations for the current workspace.
The Ninox public API lets you access workspace data programmatically from external systems. An API key is required to authenticate requests. Each key only grants access to resources in this workspace.
On this screen you can:
Click Create new API key to generate a new key
Open the API documentation links for Swagger UI, JSON schema, and YAML schema
Review all API keys created for this workspace
Revoke keys that are no longer needed
For each API key, you can see its name, what it can access, when it expires, who created it, and when it was created.
Email integration
Access all your emails directly in your Ninox workspace. This integration keeps your workspace and email communication in sync with just a few clicks. Connect your inbox to Ninox and start syncing your emails.
To connect your inbox, open Email integration in the navigation.
Click Continue with Microsoft. Ninox will automatically use your prefilled email information to connect your account.
Once connected, your email address will be displayed along with an option to disconnect if needed.
Select Disconnect to remove your email account connection.
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