Settings & Admin¶

Settings come in four groups. You holds what is yours alone, and every member has it. The other three are for owners and admins: People is the humans in your organisation and what each of them may do and reach, Colleagues is the AI colleagues and what AI tools may read, and Organisation is everything else, most of it set up once and rarely touched again.

Open the profile menu at the foot of the rail (your initials) and choose Settings, or press Ctrl+,. Admins also have Organisation in the same menu, which opens the organisation's pages directly. The sidebar lists the pages, with a search field at the top: type a word such as outlook or invite to find the page that has it.

Who can change what

Owners and admins see and change the pages under People, Colleagues and Organisation. Editors and viewers see the You group only. If a page says it is for administrators, that is your permission level, not a fault.

You¶

Notifications and briefings¶

Which emails you get, and which routines tell you what they found.

When someone is named Responsible, Reviewer or Approver on a product, Colleag mails that person at the address on their Members row. The person who clicked Save is not mailed. See The product team.

Briefings from routines lists the organisation's routines, each with a switch. Switch one on to be told what that routine found: in the bell, and under From your colleagues in the chat's sidebar. What a routine does and when is set on its colleague's page.

Connected accounts¶

Your own sign-ins to other services. Only you use them, and an admin does not set them up for you.

Outlook (Microsoft 365) — lets a mail draft from the chat land in your own Drafts folder. Colleag creates drafts; you send them.
Your own Claude account, where your organisation allows it.
Connected AI tools — the AI tools, such as Claude Code or Cursor, you have signed in to Colleag from, and how much they have read. Shown when your organisation's Colleag offers connections for AI tools; see AI tool access.

People¶

Members¶

Manage who is in your organisation.

Members lists everyone with their permission level. To add someone, use Invite a member: type the email address, pick the permission level, and send the invitation. To change someone's level, pick a new one on their row. Each member has exactly one level; it decides what they may do. What they reach and see is set by their work roles. The (i) next to the levels lists them, highest first.

Permission level	Can do
Owner	Everything an admin does, plus billing, credits and deleting products or the organisation
Admin	Manage members, integrations and organisation settings
Editor	Full day-to-day work: chat, documents, publishing
Viewer	Read-only access

Owners

Only an owner can make someone an owner, change an owner's level or remove an owner, and only an owner can invite a new one. An organisation can have several owners but never none: the last owner can be neither removed nor given a lower level until someone else has been made owner.

The new member accepts the invitation by signing in with the invited email address — see Logging in.

Work roles¶

What each person reaches and sees, the same in the web app, Teams and connected AI tools. A work role opens areas (Shipping, Deals) and money in the ERP (Purchase prices, Sales prices, Costing, Finance). ERP basic data without prices or costs, documents, search, processes, standards, components and dashboards are for everyone.

Work roles are off until an admin switches them on with Work roles on at the top of the page. While they are off, everyone reaches everything. Set up the roles and give each person theirs first, then switch them on.

A person can have several work roles; they add up. With work roles on, a member without one gets the core. Colleag starts every organisation with Development, Purchasing, Sales, Logistics and Finance and management, which you can rename and change. Members who were there before work roles arrived start with All, which opens everything, so nothing changes until you give them their real roles.

The (i) next to each choice lists the Monitor registers and fields it opens, for whoever sets up users in the ERP. Money a person may not see is removed before any AI reads it, and a dashboard card says what was left out.

Product teams¶

Who is Responsible, Reviewer and Approver for each colleague on a product. See The product team.

Colleagues¶

What the colleagues are told, and which models answer. Two tabs:

Colleagues — one list of every colleague, built-in and your own (your own carry the Own label, nothing else differs). Select a colleague to see its general instructions — identity, company rule and the instructions from its governing procedures, applying to every product — and, under the product picker, the product part: the mission and which processes apply. Every colleague can be edited, built-in ones too: description, skills, identity and the role profile (responsibilities, KPIs, mandate and escalation — see Shape a colleague's role). Create your own from … starts an own variant from a built-in colleague's configuration, + New colleague starts from scratch or from a role in the role catalogue, and Colleag suggests colleagues that fit your company profile. Only enabled colleagues take part in a roundtable.
Models — where the colleagues' requests go: Colleag models (included), or Your own Azure OpenAI, where prompts and tokens stay inside your Azure subscription and appear on your Azure bill.

Routines¶

Everything the colleagues do on their own, across the organisation: the nightly vulnerability check, the weekly CRA status report and any other routine a member has set up. The page shows how many are on, failed in the last day and paused, and lists what needs a person. Open a routine to run it now, pause it, delete it or give it a new owner.

A routine runs with its owner's access. If the owner leaves the organisation, the routine pauses and the admins are notified; give it a new owner here to start it again. See Routines.

AI tool access¶

Which AI tools — Claude Code, Cursor and other tools that connect over MCP — may read your organisation's data, and what they did. The page is there when your Colleag offers connections for AI tools.

AI tool access is off until an admin switches it on. An AI tool never reads more than the person signed in to it may read in Colleag. Switching it on opens product documents and search, company documents, standards, component intelligence and dashboards. ERP reads, Shipping reads, Deals and Web search stay off until you tick them, because what an AI tool reads goes on to that tool's AI provider. More restrictions narrows further: the lowest permission level that may connect, which AI tools, and which products.

Connected AI tools shows who has signed in from which tool. Audit trail lists every call, refusals included, with filters and a CSV export, and sets how long the trail is kept: 180 days and at most 100 000 calls unless you change it.

Each member connects their own AI tool. In Claude Code:

claude mcp add --transport http colleag <the address shown on this page>

then /mcp, choose colleag and sign in with your Colleag account.

Organisation¶

Company¶

Your organisation's profile: company name, size, industries and target markets. Every colleague reads it before answering, so this is the highest-value five minutes in the whole product. Until it is filled in, the workspace shows a nudge banner.

Integrations¶

Connect your ERP, component databases and communication channels. Covered in full in Integrations and your ERP.

Microsoft Teams as an ask surface has its own page under this menu: enable the org, bind each channel to one product, and claim Teams people. See Asking Colleag from Microsoft Teams.

What the organisation connects here is shared by everyone. Your own Outlook sign-in is under Connected accounts.

Modules¶

The optional parts of Colleag your organisation has, such as Monitor ERP, CRA monitoring, Silicon Advisor and UPS shipping, each marked On or Off. A module that is off is hidden everywhere: in the chat, in the rail and in the documents. Colleag switches modules for your organisation; ask us to change one.

Billing and credits¶

Your plan, your credit balance and how credits have been used. Some features — the secure ERP connector, for example — depend on the plan, and the pages that need them link here.

Your data¶

Colleag's anti-lock-in page. All your engineering documents live in a Git repository your company owns outright, and this page shows the clone URL for every repository so you can take a full copy at any time.

You can also change the Git Provider. Colleag can host the repositories for you, or write into your own GitHub or Azure DevOps organisation. For GitHub you install the Colleag.ai GitHub App on your organisation and enter the installation ID here. Change opens the form with what is saved now. The repository name is colleag unless you choose another before the first product is created; once a product exists the field shows the repository it lives in and cannot be changed.

Try the clone once

Clone one repository to your own machine early on. It is the fastest way to convince yourself — and your management — that nothing is trapped inside the tool.

Revisions¶

Revision & Version Numbering picks the numbering convention Colleag stamps on published documents. You never type a revision by hand.

Choose the scheme that matches what your company already uses. Each option shows an example sequence such as R1A → R1B → R2A. Some schemes distinguish technical from editorial changes — those are the ones that show the change-kind choice when you publish. Schemes that do not say so explicitly.

There is also a free-text field where you describe your real approval process. That text is context for the colleagues only; it never changes the numbering, which stays fully deterministic.

Reset¶

Reset Organization wipes the organisation's data so you can start over.

There is no undo

Reset is for evaluation and demo organisations. It asks for confirmation first. Do not use it on an organisation with real work in it — export from Your Data first if there is any doubt.

Platform administration¶

Colleag staff with the super-admin role have an extra Colleag admin area, reached from the profile menu, covering organisations, users, platform billing and system status. It is not part of normal organisation administration and most customers never see it.