Administering your organization

This page covers the tasks an Organization Admin does. If you are not sure what a role or a module is, read Organizations, roles and modules first.

Everything here lives in the Organization section of the Hub sidebar.

Check your sidebar first

Self-service member management is part of the Organization section, and not every product’s Hub includes it. If there is no Organization group in your sidebar, your team is administered for you — by KlusAI, or by whoever centrally administers your organization. Ask them to add or change someone rather than looking for a page that isn’t there.

The two things every product has are your own Account settings and the language toggle, both covered below.

Invite someone

1. Go to Organization → Members and press Invite member.
2. Fill in Email address. They will receive a secure link to set a password and join.
3. Pick a Role. You can only assign roles whose capabilities you hold in this organization, so the list may be shorter than the full set.
4. Press Send invitation.

The invitation appears immediately under Pending invitations with an Invited badge, the role you chose, and its expiry date.

What the invitee gets

An email titled You’ve been invited to join <your organization> on KlusAI, naming you as the inviter and stating their role. It carries an Accept Invitation button and, in some deployments, a short code they can type on the sign-in page instead.

Following the link takes them to a page headed You’re invited! where they set a password and join. If they already have an account with that email, they are asked to sign in with it instead, and are added on success. If your organization requires two-factor authentication, they set that up before reaching the Hub.

Expiry, resending and cancelling

Invitations expire after 7 days. On a pending invitation row:

• Resend issues a fresh link and a fresh 7-day window, and emails it again.
• Cancel withdraws the invitation. The link stops working.

Inviting the same address again replaces the earlier pending invitation rather than creating a second one.

Caution

There is a limit of 20 invitations per hour per person per organization. If you are onboarding a large team and hit it, wait an hour and continue — nothing is lost.

Some organizations also have a seat limit covering members plus pending invitations. If you hit it, the error tells you the number, and you either remove a member or ask for the limit to be raised — an organization admin cannot raise their own cap.

Change someone’s role

1. Organization → Members, find the person, press Manage.
2. Under Change role, pick the new Role and press Save role.

The member detail page also shows their email, current role, when they joined and who granted their access.

You will be blocked in three situations, all deliberate: you cannot change your own role, you cannot grant a role beyond your own permissions, and you cannot demote the organization’s last administrator. For the last one, promote a second administrator first.

Give one person extra permissions

Sometimes a person needs one capability more than their role provides — a paralegal who should maintain the prompt library, say — without being made an administrator.

1. Go to Organization → People and press Edit on their row.
2. Under What can this person do?, switch on what they should be able to do. Anything included with their role is shown on and locked.
3. Press Save changes.

If you want to see exactly what a toggle grants, expand Advanced: exact permissions.

Remove someone

On the member’s page, use Remove member. This revokes their access to the organization; their account itself is not deleted, and they keep access to any other organization they belong to.

You cannot remove yourself, and you cannot remove the last administrator.

Which modules your organization has

Modules — Documents, Knowledge, and the domain areas your product brings — are enabled by KlusAI as part of your subscription. There is no toggle for them in the Hub, so you will not find a page listing them.

In practice, what your organization has is what its members can reach: the sections in your sidebar, plus any sections a colleague with a broader role can see. To change that set, talk to KlusAI.

What you can control is who sees what within it — roles and per-person permissions, above.

Language settings

Language in kOS is set in two places, and neither of them is organization-wide.

Your product decides what is on offer. Lex and Med default to Romanian and also offer English. razorBridge defaults to English and also offers Romanian, German and French.

Each person picks their own. There is no organization-level language setting, so you cannot set the interface language for your whole team. Point colleagues at either control:

• The language toggle in the sidebar footer — a compact RO | EN style switch. One click.
• Account → Language, which is the same setting with a description (“The language of the interface”), a radio per available language, and Apply.

Timezone is likewise per person, under Account → Your details → Timezone, and it governs how all dates and times are displayed. It is the setting most worth prompting new colleagues to check on day one.

Note

Lex and Med pin the assistant’s response language to the product’s language, independently of the interface language you choose. Switching the interface to English does not by itself change the language the assistant answers in.

Branding

Where your organization is entitled to it, Organization → Branding lets you upload a Logo and Favicon, set Primary colour and Accent colour as hex values, and give the assistant a Tone of voice instruction — free text such as “Write formally and concisely, like a notary”. A preview shows how your colours will look, and the assistant works without a custom tone.

Branding is not part of the standard Organization Admin role. Med clinic administrators have it, and where one organization centrally administers others, the administering side can set branding on an office’s behalf. If Branding is not in your sidebar, that is why.

API keys

Organization → API keys is where an administrator issues and revokes keys for programmatic access to your organization’s data.

What you cannot change from inside the Hub

For clarity, these are set by KlusAI or by your central administrator, not by an organization admin:

• Your organization’s name, data region, and seat limit
• Whether two-factor authentication is required for everyone
• Whether Super Private mode is the default, and whether cloud routing is allowed
• Which modules your organization has

Ask KlusAI, or your central administrator if you have one.