Settings & Configuration
Settings & Configuration
Manage your organization’s configuration, billing, and system preferences. This guide covers organization settings, subscription management, and system customization options.
Organization Settings
Company Information Management
Basic Organization Details
- Organization Name: Update your company’s official name
- Description: Modify the company description for profiles and communications
- Contact Information: Maintain current address, phone, and email details
- Logo & Branding: Upload or update company logos and icons
Address Information
- Primary Business Address: Keep shipping and billing address current
- Regional Offices: Add additional locations for multi-site operations
- Shipping Addresses: Configure default shipping origins for requests
- Contact Details: Maintain current phone numbers and email addresses
Operational Configuration
Sample Sizes Management
- Add new sample sizes as product lines expand
- Modify existing sizes to reflect packaging changes
- Remove discontinued sizes (with impact analysis)
- Set default sizes for new product configurations
Markets & Distribution
- Sales Markets: Update approved markets and regions
- Distribution Sites: Add, modify, or remove fulfillment locations
- Trade Names: Manage trademark registrations and approved regions
- Regulatory Compliance: Update market-specific requirements and certifications
Product Catalog Maintenance
Product Information Updates
- Modify product descriptions and specifications
- Update pricing and availability information
- Adjust market approvals and restrictions
- Maintain regulatory and compliance documentation
Inventory Integration
- Configure inventory tracking preferences
- Set reorder points and notification thresholds
- Define default fulfillment sites for products
- Establish inventory allocation rules
Billing & Subscription Management
Current Subscription Overview
Plan Information
- Current Plan: View active subscription details (Flex, Professional, Enterprise)
- Billing Cycle: Monthly or annual billing preferences
- User Count: Track current team size and usage
- Feature Access: Review available features for your plan
Usage Analytics
- Monthly request volume and trends
- Team member activity and engagement
- Feature utilization reports
- Cost per user analysis
Plan Changes & Upgrades
Upgrading Your Plan
- Review current usage and feature requirements
- Compare plan options and pricing
- Select new plan level
- Confirm billing changes and effective date
- Notify team of new feature availability
Downgrading Considerations
- Review feature dependencies before downgrading
- Consider team size limitations for lower plans
- Plan timing around billing cycles
- Backup data if storage limits will be affected
Billing Management
Payment Methods
- Credit Card Management: Update card information and expiration dates
- Invoice Billing: Set up corporate invoicing for Enterprise plans
- Billing Contacts: Designate who receives billing notifications
- Purchase Orders: Configure PO requirements for corporate billing
Billing History
- View past invoices and payment history
- Download receipts for accounting purposes
- Track usage charges and overage fees
- Monitor payment status and upcoming charges
Subscription Controls
Trial Management
- Track remaining trial days
- Understand trial feature limitations
- Plan for trial-to-paid conversion
- Access trial extension options if available
Automatic Renewal
- Enable or disable automatic plan renewal
- Set renewal preferences and payment methods
- Configure renewal notifications and timing
- Plan for subscription changes around renewal dates
System Preferences
Notification Settings
Email Notifications
- Team Activity: New user requests, approvals, and access changes
- Request Updates: Status changes on sample requests and fulfillment
- Billing Alerts: Payment reminders, usage warnings, and plan changes
- System Updates: Maintenance notifications and feature announcements
Notification Recipients
- Designate primary and backup recipients for different notification types
- Configure role-based notification routing
- Set up escalation procedures for urgent notifications
- Manage notification frequency and batching preferences
Security Settings
Access Controls
- Two-Factor Authentication: Enable MFA for eligible plans
- Password Policies: Set organization password requirements
- Session Management: Configure timeout and security preferences
- IP Restrictions: Limit access to specific IP ranges if needed
Audit & Monitoring
- Enable comprehensive activity logging
- Configure security alert thresholds
- Set up regular access reviews and reporting
- Monitor for unusual activity patterns
Data Management
Backup & Recovery
- Understand data backup procedures and frequency
- Configure data retention policies
- Plan for disaster recovery scenarios
- Access data export capabilities
Integration Settings
- API Access: Configure integrations with external systems
- Data Synchronization: Set up automatic data sharing preferences
- Third-Party Connections: Manage connections to shipping, inventory, and accounting systems
- Webhook Configuration: Set up real-time notifications to external systems
Advanced Configuration
Multi-Site Management
Multiple Distribution Centers
- Configure shipping preferences by region
- Set up inventory allocation between sites
- Define default fulfillment rules by market
- Manage site-specific contact information
Regional Settings
- Time Zones: Configure display preferences for multi-region teams
- Currency Display: Set preferred currency for different markets
- Language Preferences: Configure interface language for international teams
- Local Compliance: Manage region-specific regulatory requirements
Workflow Customization
Approval Processes
- Customize approval workflows for different request types
- Set up escalation rules for delayed approvals
- Configure automatic approval conditions
- Define approval delegation procedures
Request Processing
- Default Values: Set organizational defaults for common request fields
- Required Fields: Customize which fields are mandatory for requests
- Validation Rules: Configure data validation for request submissions
- Processing Preferences: Set default fulfillment and shipping preferences
Reporting & Analytics
Custom Reports
- Configure regular reporting schedules
- Define key performance indicators for your organization
- Set up automated report distribution
- Create custom dashboard views
Data Analysis
- Trend Analysis: Track key metrics over time
- Performance Monitoring: Monitor team and process efficiency
- Cost Analysis: Track fulfillment costs and resource utilization
- Compliance Reporting: Generate reports for regulatory requirements
Maintenance & Updates
Regular Maintenance Tasks
Monthly Reviews
- Verify organization information accuracy
- Review team member access and permissions
- Update product catalogs and pricing
- Check billing information and usage
Quarterly Assessments
- Evaluate subscription plan appropriateness
- Review security settings and access controls
- Assess workflow efficiency and optimization opportunities
- Plan for upcoming organizational changes
System Updates
Feature Updates
- Monitor system announcements for new features
- Plan for feature adoption and team training
- Test new features in development environments
- Roll out feature updates to team members
Configuration Changes
- Document all configuration modifications
- Test changes in non-production environments when possible
- Notify affected team members of changes
- Monitor system performance after changes
Troubleshooting
Common Configuration Issues
Access Problems
- Verify user permissions for configuration access
- Check for browser compatibility issues
- Clear cache and cookies for persistent problems
- Verify network connectivity and firewall settings
Billing Issues
- Payment Failures: Update payment methods and retry failed charges
- Plan Changes: Allow processing time for plan modifications
- Usage Discrepancies: Review usage reports for accuracy
- Invoice Questions: Contact billing support for detailed explanations
Performance Optimization
System Performance
- Monitor page load times and responsiveness
- Optimize browser settings for best performance
- Clear browser data regularly
- Use recommended browsers and versions
Data Management
- Archive old data to improve system performance
- Optimize search and filtering preferences
- Manage large file uploads efficiently
- Monitor storage usage and limits
Support & Assistance
Self-Service Resources
- Use built-in help documentation and tutorials
- Access video training materials and guides
- Review frequently asked questions and troubleshooting tips
- Utilize community forums and user discussions
Direct Support
- Technical Support: For system issues and configuration problems
- Billing Support: For payment and subscription questions
- Account Management: For plan changes and enterprise needs
- Training Services: For team onboarding and feature training
Best Practices
Configuration Management
- Document all custom settings and configurations
- Test changes in non-critical periods when possible
- Maintain backup contacts for critical functions
- Regular review and updating of all settings
Security & Compliance
- Regular security audits and access reviews
- Keep all contact and billing information current
- Monitor for unauthorized access or unusual activity
- Maintain compliance with industry regulations
Growth Planning
- Plan subscription changes around business cycles
- Anticipate team growth for billing purposes
- Scale configuration settings with organizational growth
- Regular evaluation of feature needs and usage patterns