Settings & Administration
Everything you configure lives under Settings — your personal account, the organizations you belong to, and app preferences. Admins also get organization-wide controls for AI and voice, feature access, rate limits, data retention, and spend.
How Settings is organised
Open Settings from your organization menu. It's grouped into three areas:
| Area | What's there |
|---|---|
| Account | Profile, Account, Billing, Custom Instructions, Notifications (with quiet hours), Privacy & data, Mobile layout, and Theme. |
| Organizations | Manage organizations, Org Settings (admin), Memory, Memory Assignments, API Keys, and the Activity audit log. |
| App | Devices, Save transcriptions, and Language. |
Account settings
Your personal settings, the same across every organization you belong to:
- Profile & Account — your name, avatar, email, and sign-in.
- Custom Instructions — standing guidance the AI applies to your chats.
- Notifications — desktop and mobile push (APNs / FCM) and email, with a quiet hours window. Both ends of the quiet-hours pair are required.
- Privacy & data — consents, data export, and account deletion (see Security & Privacy).
- Mobile layout & Theme — tailor the mobile home and pick light or dark.
Organizations
You can belong to multiple organizations; each is an isolated tenant with its own data, members, and billing. From here you manage your organizations, your Memory and Memory Assignments (which tools may use which context types), API Keys for programmatic access, and the Activity audit log.
Organization roles are admin / editor / member, and workspaces have their own admin / editor / member roles. See Members & Roles for what each role can do and how invites work.
Org Settings (admin)
Organization admins get a dedicated Org Settings panel:
| Setting | What you control |
|---|---|
| Voice & AI | Which AI providers and models are enabled, and the voice pipeline. See Unified Voice + Chat. |
| LiveKit Server | Video/voice infrastructure. See LiveKit Setup. |
| Features / entitlements | Scope each feature to all org, specific users, or disabled. |
| Rate limit | Per-organization request cap (default 240 / min), applied across all server replicas. |
Workspace privacy & data retention
Each workspace has its own Privacy tab with data-retention TTLs — how long to keep chat, transcripts, workflow runs, audit entries, attachments, and knowledge before automatic cleanup — plus support for data-subject requests.
Across YOffice, a numeric setting of 0 means the feature is disabled — never unlimited. Retention TTLs, rate limits, budgets, and quotas all enforce a positive minimum, and empty values are rejected on save. It's a deliberate, consistent rule that keeps limits clear and spending predictable.
Usage & Billing
The Usage & Billing view shows your organization's spend against its budgets, with a per-service progress breakdown (for example AI providers, web search, and integrations). When a budget is exhausted, the relevant capability auto-disables rather than overspending — and a budget-exceeded banner alerts admins.
- Per-provider and per-service budgets — set and monitor spend by source.
- Auto-disable on exhaustion — protects you from runaway costs.
- Integration caps — per-integration spend and monthly call quotas (see Integrations).
API keys
Generate API keys for programmatic access to YOffice. Keys carry usage examples and an optional expiry, are stored securely, and are managed under Organizations → API Keys. Like other expiries, an API key's lifetime has a positive minimum when set.
App settings
- Devices — see and manage your linked devices (for cross-device beaming and remote commands).
- Save transcriptions — your personal preference for keeping call transcripts (on by default).
- Language — choose the app interface language.