# Settings (https://docs.akollo.com/en/modules/settings)



**Settings** holds your personal account settings and, for administrators, the settings of the organisation: members and roles, the recording policy, devices, integrations and audit. **Settings** sits in the **General** group at the bottom of the sidebar; your account menu (your name at the bottom of the sidebar) opens the personal pages directly. Inside Settings, a rail on the left groups the pages under **Account**, **Organization** and **Human resources**; the recording pages open from **Admin → Tracking settings** with the same rail.

## Who uses it [#who-uses-it]

| Role             | What they do in Settings                                                                                                                               |
| ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Everyone         | Profile, security, preferences, notifications and appearance for their own account. Reads their own devices.                                           |
| Administrator    | Company profile, users, roles, usage, the workforce page, the recording policy and its pages, devices of the whole organisation and the audit records. |
| HR administrator | The **Human resources** pages: leave types, entitlement rules, holiday calendars, work schedules and more.                                             |
| Owner            | Everything an administrator does, including administering administrators.                                                                              |

## Main screens [#main-screens]

| Group                                     | Pages                                                                                                                     |
| ----------------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| Account                                   | **Profile**, **Security**, **Preferences**, **Notifications**, **Appearance**                                             |
| Organization                              | **Company**, **Users**, **Roles**, **Usage**                                                                              |
| Human resources                           | **Overview**, **Leave types**, **Entitlement rules**, **Holiday calendars**, **Work schedules**, **Shift rules** and more |
| Recording (**Admin → Tracking settings**) | **Tracking policy**, **Work schedule**, **Screenshots**, **Idle and offline**, **Retention**, **Category rules**          |
| Elsewhere                                 | **Devices**, **Integrations**, **Audit records**, the AI settings                                                         |

<Screenshot src="/screens/en/settings-security.webp" alt="Security settings with the settings rail grouped into Account, Organization and Human resources, and forms to update the email address and the password" caption="Settings: the rail on the left, here with Security open." />

The sections below describe each page.

### Profile [#profile]

Your name and photo. The email address is the one your invitation was sent to; you change it on **Security**. The organisation you are working in is shown at the top of the sidebar; you do not create an organisation here.

### Security [#security]

* **Update your Email**: both the current and the new address must be verified.
* **Update your Password**: **Current Password**, **New Password**, **Repeat New Password**, then **Update Password**.
* Two-step verification with an authenticator app and backup codes; passkeys, trusted devices and connected accounts where your organisation offers them.

Forgot your password before signing in? Use the reset link on the sign-in page; the message goes to your account’s email address. See [Security and administration](/en/trust/security#your-account).

### Preferences [#preferences]

The language of the product: Turkish or English. The choice is remembered for this browser. Where offered, the light, dark or system theme is chosen here too, and from the icon in the top bar.

### Appearance [#appearance]

A background for the app. Like the theme, it is stored in the current browser only. It never changes what the desktop app records.

### Notifications [#notifications]

**In-app notifications** and **Email notifications** (both on until you turn them off), and the **Notification language** for e-mails. The settings apply only to you, in the active organisation.

### Company [#company]

The organisation’s own profile, maintained by an administrator. Do not confuse it with the workforce page, which holds the structure and the recording notice (see [Recording settings](#recording-settings)).

### Users [#users]

Members with their role and joining date, and pending invitations. Administrators invite people with **Invite Members**, choose a role and cancel invitations. Changing a role follows the usual rules: an owner can administer administrators, and nobody can grant themselves a role they do not hold. See [Admin](/en/modules/admin#invite-members).

### Roles [#roles]

The roles in order, with their level, members and description. Owner, Admin and Member are built in; **Create Role** adds your own, such as a manager. A role does not decide which people a manager sees: that is the manager’s scope on the workforce page. Permission sets and field policies are on **Roles & permissions** (see [Admin](/en/modules/admin#decide-who-can-use-which-module)).

### Usage [#usage]

Usage per meter, day by day, with a monthly budget per meter and **Download CSV** for people with the export permission. See [Security and administration](/en/trust/security#usage).

### Human resources [#human-resources]

Leave types, profile fields, entitlement rules, holiday calendars, work schedules, shift rules and checklist templates for HR administrators. See [People](/en/product-guide/people#hr-settings).

### Recording settings [#recording-settings]

The workforce page (**Settings → Workforce & recording**) is where an administrator manages departments and teams, where each employee sits (including transfers), each manager’s scope (who they may review, and for which dates), time-limited support grants and the **recording notice** in Turkish and English. The notice is written by your organisation. Publish it before the recording policy; a new notice version asks every employee to acknowledge it again, and recording stays off for a person until they do. A support grant is for one person and a limited time: check who it is for before you save it, because it cannot be ended early and removing the person from the organisation does not cancel it.

Each recording page publishes a **new revision** of the policy with **Effective from** and **Expires** dates and leaves the fields of the other pages as they were. Recording stops on the expiry date, so publish a new version before then. Working hours use the policy time zone.

<Screenshot src="/screens/en/tracking-policy.webp" alt="Tracking policy page with version, schedule type, time zone, effective from and expires fields, and the Publish new version button" caption="Admin → Tracking settings → Tracking policy: every publication creates a new version." />

* **Tracking policy**: the **Schedule type** and **Time zone**. **Regular** follows the published days and hours; **Holiday** switches recording off for the revision’s period (publish a later regular version to resume); **Overtime** uses the days and hours selected for that revision; **Keep published schedule** changes only the dates.
* **Work schedule**: the weekly windows the desktop app may record in: which days, local start and local end. A window may run overnight. There is one weekly list for the organisation; a period without recording is a holiday revision of the tracking policy.
* **Screenshots**: the **Capture interval** (5 to 30 minutes) and **Capture all monitors**. Captures follow the work schedule. See [Screen evidence and privacy](/en/product-guide/screen-evidence).
* **Idle and offline**: the idle threshold in seconds, whether employees may pause recording, and the daily pause allowance in minutes (blank means no cap). Employees pause from the desktop app, not from this page.
* **Retention**: how many days each kind of data is kept, checked against the recording notice. Publishing a value deletes nothing by itself; a nightly run does. See [Screen evidence and privacy](/en/product-guide/screen-evidence#retention-and-deletion).
* **Category rules**: an application or site is productive, neutral, unproductive or unclassified, with a priority and whether a task must be selected while it is in front. A rule matches one exact application or one site host; the priority breaks a tie between rules at the same level. A team rule overrides a department rule, which overrides the organisation. A fallback covers anything that matches no rule. A new snapshot never rewrites evidence already recorded. Employees see the rules that require a task on **My tasks**.

### Devices [#devices]

Enrolled desktop apps: your own, or every device for administrators, with employee, version, enrolment date, last seen and status. **Revoke** signs a device out for good; it reaches the computer the next time it connects. Enrolling is not a button here: the person signs in from the desktop app. See [Desktop app and devices](/en/product-guide/desktop-app#devices).

<Screenshot src="/screens/en/settings-devices.webp" alt="Devices page with a table of enrolled desktop agents, their employee, agent version, enrolment date, last seen time, status and the Retire and Revoke actions" caption="Devices: every enrolled desktop app with its status and actions." />

### Integrations [#integrations]

Integrations is its own area, with an overview and a **Catalogue** of connectors. Old settings links to integrations still lead there. A support session can look but cannot change a connector. See [Connected systems](/en/connections).

### Audit records [#audit-records]

Changes to privileges and configuration are written to the audit log, which administrators read under **Admin → Audit records**. Administrators who manage recording also see the latest recording administration events in the audit section of the **Security** page. There is no second, hidden log.

### AI settings [#ai-settings]

Who may use AI, seats, monthly limits and the emergency stop are under **Settings › AI › Access & usage**; skill signals under **Settings › AI › Skills**. See [AI access and tokens](/en/ai/access-and-tokens).

## Key tasks [#key-tasks]

### Change your password [#change-your-password]

<Steps>
  <Step>
    ### Open Security [#open-security]

    Open your account menu and choose **Security**.
  </Step>

  <Step>
    ### Enter the passwords [#enter-the-passwords]

    Under **Update your Password**, fill in **Current Password**, **New Password** and **Repeat New Password**.
  </Step>

  <Step>
    ### Save [#save]

    Select **Update Password**.
  </Step>
</Steps>

### Switch language and theme [#switch-language-and-theme]

<Steps>
  <Step>
    ### Open Preferences [#open-preferences]

    Open your account menu and choose **Preferences**.
  </Step>

  <Step>
    ### Choose [#choose]

    Pick Turkish or English, and the theme where offered. The choice is kept for this browser.
  </Step>
</Steps>

### Start recording for the organisation [#start-recording-for-the-organisation]

<Steps>
  <Step>
    ### Publish the recording notice [#publish-the-recording-notice]

    On the workforce page, write the notice in Turkish and English and publish it. Employees acknowledge it before anything is recorded for them.
  </Step>

  <Step>
    ### Publish the tracking policy [#publish-the-tracking-policy]

    Open **Admin → Tracking settings → Tracking policy**, choose the schedule type and time zone, set **Effective from** and **Expires**, and select **Publish new version**.
  </Step>

  <Step>
    ### Set the work schedule [#set-the-work-schedule]

    On **Work schedule**, add the weekly windows and publish.
  </Step>

  <Step>
    ### Fine-tune [#fine-tune]

    Publish screenshots, idle, retention and category rules as your notice allows. Each page keeps the other pages’ fields.
  </Step>
</Steps>

<Mermaid
  title="Order of the recording set-up"
  chart="`flowchart LR
A[Publish recording notice] --> B[Employees acknowledge]
A --> C[Publish tracking policy]
C --> D[Publish work schedule]
D --> E[Screenshots, idle, retention, categories]
B --> F[Recording runs within the schedule]
E --> F`"
/>

### Revoke a lost computer [#revoke-a-lost-computer]

<Steps>
  <Step>
    ### Open Devices [#open-devices]

    Choose **Admin → Devices** (or **Settings → Devices**).
  </Step>

  <Step>
    ### Revoke it [#revoke-it]

    Find the device and select **Revoke**, then confirm with **Revoke device**. The person can enroll the computer again later as a new device.
  </Step>
</Steps>

## Permissions [#permissions]

* **Your own account** pages (Profile, Security, Preferences, Notifications, Appearance) are open to every member, for their own account only.
* **Organisation pages** (Company, Users, Roles, Usage, the workforce page, the recording pages, all devices, audit) need an owner or administrator, or a role that grants that page. **Roles** appears only when custom roles are enabled and you may manage them.
* **Devices**: a member sees their own computers; seeing other people’s devices is a separate permission.
* **HR pages** need the HR administration permission.
* A **support session** can read pages it is allowed to see but cannot change anything.

## What the AI can do here [#what-the-ai-can-do-here]

The AI does not change settings. Administrators control the AI itself here: who may use it, seats, monthly limits, the emergency stop and skill signals. Note that the emergency stop does not pause screenshot analysis in activity tracking, which has its own switch. See [AI access and tokens](/en/ai/access-and-tokens), [AI connections](/en/ai/connections) and [Skill signals](/en/ai/skill-signals).

## FAQ [#faq]

<Accordions type="single">
  <Accordion title="Why don’t I see the Organization group in the settings rail?">
    Those pages are for administrators. If you need access, ask your administrator.
  </Accordion>

  <Accordion title="Why is nothing recorded although the policy is published?">
    Check that the recording notice is published and acknowledged, that the policy has not expired, that the current time is inside the work schedule, and that the schedule type is not **Holiday**.
  </Accordion>

  <Accordion title="Does changing the screenshot interval change older captures?">
    No. Each publication creates a new revision from its start date. Evidence already recorded is never rewritten.
  </Accordion>

  <Accordion title="Does Akollo record where a person is?">
    No. There is no location setting, and the product does not report where a person is.
  </Accordion>

  <Accordion title="Can I delete my account from Profile?">
    No. Ask your administrator if you need your access removed.
  </Accordion>

  <Accordion title="Is my theme or background saved for every device?">
    No. Theme and background are stored in the current browser only.
  </Accordion>
</Accordions>

## Related [#related]

* [Admin](/en/modules/admin)
* [Security and administration](/en/trust/security)
* [Organisation and access](/en/product-guide/organisation-and-access)
* [Desktop app and devices](/en/product-guide/desktop-app)
* [Screen evidence and privacy](/en/product-guide/screen-evidence)
* [Connected systems](/en/connections)
* [Getting started](/en/getting-started)