Administer workspace settings

This guide shows you where owners and office members administer an ATOM workspace.

Open Settings from the sidebar. Field members do not see workspace administration tabs. They can open My account to manage their own profile and sign-in settings.

ATOM checks permissions when it loads a tab and again when it handles a change. A read-only or archived workspace keeps available settings readable but blocks writes. A deleted workspace is unavailable.

#Open the correct settings tab

Settings groups the available tabs by purpose:

• Workspace: Members & access, Security, Activity log, and ATOM subscription.
• Work setup: Categories, Quote approval rules, Rate card, and AI decisions.
• Communication: Inbox rules and Integrations.
• Data: Import.

Your role can hide a tab. Activity log is available to owners and office members. Other workspace tabs are available when your permission allows the action.

#Manage your account

My account opens /settings/profile. Use it for your own profile, notifications, password, sessions, and two-factor authentication. It does not change workspace membership or roles.

#Manage members, invitations, and ownership

Use Members & access to manage current members and pending invitations.

#Invite a member

1. Select Invite team member. 2. Enter an Email or mobile number * and a Name (optional). 3. Choose a Role. 4. Add a Personal message (optional) if needed. 5. Select Send invite.

Owner invitations are available only to an owner. Office members can invite office and field members. Use Resend to send an outstanding invitation again. Use Revoke to invalidate its link immediately.

A mobile number sets the role to Field and queues an SMS sign-up link. Check the pending invitation in Members & access; sending does not confirm provider delivery.

#Manage a current member

The Members table shows each member's Role and Status.

• Change another active member's role with the Role selector.
• Select Deactivate to suspend another member and sign them out.
• Select Reactivate to restore a suspended member.
• Select Reset MFA when an enrolled member must register two-factor authentication again.

You cannot change your own role or deactivate yourself. ATOM also prevents changes that would leave the workspace without an active owner.

#Transfer ownership

Only the current owner can select Transfer ownership. The selected active member becomes the owner, and the previous owner becomes an office member. Treat this as a transfer of workspace authority, not as a routine role change.

#Set workspace security

Use Security to set the MFA policy for privileged roles.

• Require MFA for privileged roles requires owner and office members to set up two-factor authentication before protected app access.
• Make MFA optional lets members choose two-factor authentication from My account. Existing enrolled users still verify at sign-in.

Select Save changes. The policy does not remove existing authenticators or backup codes. An owner or office member cannot change the workspace policy while ATOM support is impersonating a user.

#Review workspace activity

Owners and office members can use Activity log to review recent workspace actions.

• Use Search by action (e.g. booking.update) to filter the loaded entries.
• Review the action, actor, resource, timestamps, and request metadata.
• Look for the Support impersonation badge when support acted as a workspace user.
• Use the page controls to move through the loaded results.

The page shows the most recent 300 visible entries. Older retained history is not available from Settings. Contact support@atomworks.app if you need an export.

#Manage the ATOM subscription

Use ATOM subscription to review the workspace billing summary.

The tab shows the current plan, subscription status, and the relevant renewal, trial, payment, or cancellation date.

If online billing is unavailable, the tab says Online billing isn't available yet. Contact support@atomworks.app before your trial ends to keep the workspace active.

When online billing is enabled, an eligible trial workspace can start an upgrade checkout. A paid workspace can offer Manage billing in Stripe for payment methods, invoices, plan changes, or cancellation. If ATOM cannot link your billing account, follow the support message on the page.

Opening the tab does not create a subscription. See Sign up, choose a workspace, and activate billing for billing availability and recovery.

#Manage categories

Use Categories to maintain the job categories used by work orders, approval rules, and technician skills.

• Select Create category to add a name, optional description, colour, and default setting.
• Use the pencil action to edit a category.
• Use the archive action to remove a category from new selections without changing existing records.
• Turn on Show archived and use the restore action to return a category to active use.

ATOM derives a category slug from its name and rejects duplicate slugs. Review approval rules and technician skills after you archive or rename a category.

#Set quote approval rules

Use Quote approval rules to set defaults for future quote sends.

You can set an Approval threshold, require approval for every quote, require approval for selected job categories, require approval after hours, and require a customer signature by default. Leave the threshold blank to disable the amount rule.

Select Save approval policy. Sent quotes keep the policy snapshot captured at send time. Later changes apply only to future sends.

The quote form also has controls for one quote. Those controls do not replace the workspace defaults. See Build, approve, and send a quote.

#Choose what your assistant does on its own

The same tab lists each action the assistant can take, such as sending a booking confirmation or chasing an unpaid invoice. Choose Automatically or Ask me first for each one. Each choice saves when you select it.

Booking confirmations and day-before reminders start as Automatically. Everything else starts as Ask me first. The assistant always asks before it sends a quote it drafted.

#Set your rate card

Use Rate card to enter your hourly rate, callout fee, and the items you charge often. The assistant prices the quotes it drafts from these. Leave a rate blank if you don't charge it. Select Save rate card.

#Set AI decision safeguards

Use AI decisions to choose how configured AI checks may affect automated decisions:

• Classification only allows labels and ordering but no change to an existing business decision.
• Advisory and veto allows an AI check to stop risky automation for review. It cannot add a new automatic action.
• Bounded automation allows high-confidence checks to approve quotes or match and update work orders only when deterministic safety checks also pass.

Select Save changes. This setting limits automation that is already configured and reachable. It does not connect a provider, enable an integration, or activate an unavailable production workflow. If the AI service is unavailable, ATOM keeps the existing business rules and workflows.

#Manage inbox rules

Use Inbox rules to manage blocked senders.

Email routing rules, which file an agency's emails under that agency, live on each agency. See Route an agency's email.

Use Integrations to connect Gmail. See Turn inbox requests into work orders for the operator workflow.

#Manage integrations

Use Integrations to review and manage the Gmail and Xero connections available to the workspace.

#Gmail

• Select Connect Gmail when no Gmail connection exists.
• Use Reconnect to replace or repair the connection.
• Use Disconnect to remove the ATOM connection.
• Review connection status and recent processing information shown by the integration.

Connecting Gmail starts an OAuth flow. It does not guarantee that every incoming message becomes a work order. Inbox rules and message processing still apply.

#Xero

• Select Connect Xero when no Xero connection exists.
• Use Reconnect when a connection already exists.
• Review the connection status shown in ATOM.

The ATOM Settings page does not provide a Xero disconnect action. Remove the authorization in Xero if needed. A connection allows supported records to sync. Check each quote or invoice to confirm that it has synced.

Workspace lifecycle restrictions disable integration changes. Read the disabled-control message before changing the workspace state.

#Import records from CSV

Use Import to upload agencies, agents, properties, tenants, or field workers from CSV. Homeowners and businesses are added one at a time from Customers, because each needs an address.

1. Choose the record type. 2. Select Download <record type> template. 3. Add your records without changing the template headers. 4. Select Choose CSV and upload the file. 5. Validate the file before starting the import. 6. Start the import only after you review the valid and invalid row counts.

Rows are validated before ATOM writes them. Imports run in the background after they are queued. Use Recent imports to review status, row counts, and the last error. Uploading a file does not activate integrations or change workspace permissions.

#Find settings outside Settings

Manage these settings on the relevant customer, technician, or property record:

• Open /customers?tab=sla to manage customer SLA targets. The customer directory does not show an SLA tab control.
• Open Team, select a technician, and manage Skills and categories and Availability (next 6 months).
• Open a property to manage its customer assignment and tenant records.

See Find and maintain records for customer, property, tenant, and technician maintenance.

#Check role visibility

• Owners can use all visible workspace settings and transfer ownership.
• Office members can use visible settings, including Activity log, manage members within their authority, and invite office or field members. They cannot grant ownership.
• Field members use My account but do not see workspace administration tabs.

#Check an administration change

Before you finish, check that the change appears in the relevant tab:

• The member, invitation, role, status, or ownership change appears in Members & access.
• Security shows the saved MFA policy.
• Activity log records the change when the action is audited and visible to an owner or office member.
• ATOM subscription shows the workspace's current trial or subscription status.
• Approval and AI decision settings show the saved selection.
• Each agency shows the intended Email routing rules, and Integrations shows the intended connection state.
• Recent imports shows the queued or completed import and any rejected rows.

If ATOM blocks a write, do not work around the restriction. Check the member's role, the workspace lifecycle status, and the control's error message.