Organization Settings

Configure your organization's preferences and settings in Kuviq.

Overview

Organization settings control how Kuviq works for your entire team:

• Basic organization information
• Timezone and regional settings
• Branding and appearance
• Default behaviors
• Integration settings

Accessing Settings

1. Navigate to Admin > Settings
2. Or click the gear icon in the navigation

Admin Required

Only administrators can modify organization settings.

Organization Profile

Basic Information

Configure your organization's identity:

Setting	Description
Organization Name	Your company or team name
Industry	Your industry sector
Address	Physical address (optional)
Phone	Contact phone number
Website	Your organization's website

Logo

Upload your organization logo:

1. Click Upload Logo
2. Select an image file (PNG, JPG, SVG)
3. Crop if needed
4. Save

Your logo appears on:

• QR code labels (optional)
• Reports and exports
• Email notifications

Logo requirements:

• Recommended size: 200x200 pixels minimum
• Maximum file size: 2MB
• Square aspect ratio works best

Timezone Settings

Organization Timezone

Set the default timezone for your organization:

1. Select your timezone from the dropdown
2. Save

The timezone affects:

• Inspection due dates and times
• Report date ranges
• Notification timing
• Displayed timestamps

User Timezones

Individual users can set their own timezone preference, but organization defaults apply for:

• Shared reports
• Scheduled notifications
• System-wide dates

Regional Settings

Date Format

Choose how dates appear:

Format	Example
MM/DD/YYYY	12/25/2024
DD/MM/YYYY	25/12/2024
YYYY-MM-DD	2024-12-25

Time Format

Choose 12-hour or 24-hour time:

Format	Example
12-hour	2:30 PM
24-hour	14:30

Number Format

Configure number display:

• Decimal separator (. or ,)
• Thousands separator (, or .)

Default Behaviors

Item Defaults

Set default values for new items:

Setting	Description
Default Location	Pre-selected location
Default Item Type	Pre-selected type
Auto-generate Serial	Automatically create serial numbers

Inspection Defaults

Configure inspection behavior:

Setting	Description
Default Warning Period	Days before due to show warning
Overdue Notification Frequency	How often to remind about overdue
Require Photos	Default photo requirement
Require Signatures	Default signature requirement

Notification Defaults

Set organization-wide notification preferences:

• Email notification frequency
• Default notification types enabled
• Escalation timeframes

Digest Scheduling

Configure organization-level digest notification preferences:

Setting	Options
Digest Frequency	Daily, Weekly, or both
Send Time	Custom time (default: 8:00 AM org timezone)
Day of Week	For weekly digests (default: Monday)

Individual users can override these defaults in their personal notification settings.

Branding

Theme

Customize colors (Professional and Enterprise plans):

• Primary color
• Secondary color
• Accent color

Report Branding

Add branding to exported reports:

• Include logo
• Custom header text
• Footer text
• Contact information

QR Code Branding

Customize QR code labels:

• Include organization logo
• Default label size
• Include organization name

Security Settings

Password Policy

Configure password requirements:

Setting	Options
Minimum Length	8-16 characters
Require Uppercase	Yes/No
Require Numbers	Yes/No
Require Special Characters	Yes/No

Session Settings

Setting	Description
Session Timeout	Auto-logout after inactivity
Remember Me Duration	How long to stay logged in

Two-Factor Authentication

Enable organization-wide 2FA (Enterprise plan):

1. Go to Security Settings
2. Enable Require 2FA
3. Set grace period for users to enable
4. Save

Data Settings

Data Retention

Configure how long data is retained:

Data Type	Default Retention
Inspection Records	Indefinite
Audit Logs	1 year
Deleted Items	30 days

Export Settings

Default export preferences:

• Default file format (CSV, Excel, PDF)
• Default export language (English, Finnish, or Swedish)
• Include headers
• Date range defaults

Email Settings

Sender Information

Configure how emails appear:

Setting	Description
From Name	Sender name in emails
Reply-To Address	Where replies go

Email Templates

Customize email content (Enterprise plan):

• Invitation emails
• Notification emails
• Report delivery emails

All email templates support English, Finnish, and Swedish. The language is determined by the recipient's language preference, falling back to the organization default.

Tax & Billing Settings

For organizations requiring VAT handling:

• VAT ID — Enter your EU VAT number for reverse-charge eligibility
• Tax Display — Choose tax-inclusive or tax-exclusive pricing display
• See Billing for details

Integration Settings

API Access

Enable API access for integrations:

1. Go to Integrations
2. Enable API Access
3. Generate API keys

See API Documentation for integration details.

Webhooks

Configure webhooks for real-time updates:

1. Go to Integrations > Webhooks
2. Add webhook URL
3. Select events to send
4. Test and save

Changing Settings

Making Changes

1. Navigate to the setting category
2. Modify the values
3. Click Save

Most changes take effect immediately.

What Requires Re-login

Some changes require users to log out and back in:

• Security policy changes
• Session timeout changes
• Permission-related settings

Resetting to Defaults

To reset a setting to its default value:

1. Click the reset icon next to the setting
2. Confirm the reset
3. Save

To reset all settings in a category:

1. Click Reset to Defaults at the bottom
2. Confirm
3. All settings in that section reset

Best Practices

Initial Setup

1. Set timezone first
2. Configure regional settings
3. Upload your logo
4. Set appropriate defaults
5. Review security settings

Ongoing Management

1. Review settings quarterly
2. Update branding as needed
3. Adjust defaults based on usage patterns
4. Keep security settings current

Multi-Site Organizations

1. Use settings that work across all sites
2. Consider timezone implications
3. Use location-based overrides where available
4. Standardize on date/time formats

Troubleshooting

Times Appear Wrong

• Check organization timezone setting
• Verify user hasn't overridden timezone
• Consider daylight saving time

Logo Not Appearing

• Check file size and format
• Try re-uploading
• Clear browser cache
• Verify logo is enabled for the feature

Settings Not Saving

• Check you have admin permissions
• Look for validation errors
• Try refreshing and re-entering
• Contact support if persistent

Next Steps

• Users - Manage team members
• Subscription - Check plan features
• Permissions - Role-based access control