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Company & System Settings

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Manage branches, users, roles, modules, data import/export, and audit logs.

Goal

This guide explains how to manage company settings, user administration, roles and permissions, module management, data import/export, and audit logs in ICONK OS. It covers the administrative tools available in the Company and System modules.

Target Audience

Company administrators, IT managers, and users with elevated permissions who manage the ICONK OS configuration for their organization.

What You Can Do

Company Module

  • Manage branches (if multi-branch is enabled)
  • View and manage company users and team members
  • Create and edit roles with specific permissions
  • Assign permissions to roles

System Module

  • Configure general company settings
  • Manage email settings
  • Browse and activate modules from the module marketplace
  • Import data from CSV files
  • Export data from the system
  • View audit logs for activity tracking

What You Should Not Expect Yet

  • Advanced branch-level permission isolation
  • Automated role provisioning based on job titles
  • Bulk user import from external directories
  • Custom permission creation (permissions are predefined)
  • Automated audit log reporting
  • Automated module activation based on company type

Step-by-Step Workflows

Managing Branches

  1. Navigate to Branches from the Company module.
    • Note: Branches are only visible if multi-branch is enabled for your company.
  2. Click New Branch to create a branch.
  3. Enter the branch name, code, and address.
  4. Save the branch.
  5. View and edit branch details from the branch list.

Managing Users

  1. Navigate to Users from the Company module.
  2. View all company members and their roles.
  3. Invite new team members by email.
  4. Assign or change roles for existing members.
  5. Manage member status (active, inactive).

Managing Roles and Permissions

  1. Navigate to Roles & Permissions from the Company module.
  2. View existing roles and their assigned permissions.
  3. Create a new role:
    • Enter a role name.
    • Select the permissions to assign to this role.
    • Save the role.
  4. Edit an existing role to add or remove permissions.
  5. Assign roles to users through the Users page.

Configuring General Settings

  1. Navigate to Settings from the System module.
  2. Configure general company information:
    • Company name and details
    • Currency and timezone
    • Business type
  3. Save your changes.

Configuring Email Settings

  1. Navigate to Email Settings from the System module.
  2. Configure your email provider settings.
  3. Set up sender addresses for system emails.
  4. Test the email configuration.
  5. Save your changes.

Configuring Dunning Messaging

  1. Navigate to Email Settings from the System module.
  2. Find Dunning Messaging.
  3. For Twilio delivery, enter Twilio Account SID and Auth Token, then add an SMS sender, a WhatsApp sender, or both.
  4. For another SMS/WhatsApp provider, enter a secure HTTPS webhook endpoint in Webhook Bridge, choose SMS and/or WhatsApp delivery, and optionally enter a shared secret.
  5. For direct Vonage SMS delivery, enter the Vonage API key, API secret, SMS sender, and optional API base URL.
  6. For direct Brevo SMS delivery, enter the Brevo API key, SMS sender, and optional API base URL.
  7. For direct Telnyx SMS delivery, enter the Telnyx API key, SMS sender, and optional API base URL.
  8. For direct Plivo SMS delivery, enter the Plivo Auth ID, Auth Token, SMS sender, and optional API base URL.
  9. For native WhatsApp Cloud delivery, enter the Meta access token and phone number ID, then optionally add the Graph API version and approved template name/language.
  10. Save the provider credentials.

Saved tokens, API secrets, access tokens, auth tokens, and webhook secrets are not shown again. Leave secret fields blank when updating only sender numbers, phone number IDs, webhook channel flags, template metadata, API hosts, or notes.

Managing Modules

  1. Navigate to Module Marketplace or Apps & Modules from the System module.
  2. Browse available modules for your company.
  3. Activate modules that are included in your subscription plan.
  4. Deactivate modules you no longer need.
  5. View module details and pricing information.

Importing Data

  1. Navigate to Data Import from the System module.
  2. Select the type of data to import (e.g., products, customers, vendors, accounts, employees).
  3. Upload a CSV file with your data.
  4. Map the CSV columns to the system fields.
  5. Review the import preview.
  6. Start the import process.
  7. Check the import results for any errors.

Exporting Data

  1. Navigate to Data Export from the System module.
  2. Select the type of data to export.
  3. Apply any filters (e.g., date range, status).
  4. Start the export.
  5. Download the exported file when ready.

Viewing Audit Logs

  1. Navigate to Audit Logs from the System module.
  2. View a log of activities performed in your company workspace.
  3. Use All Activity for the full log, or Allocation Release Exceptions to review failed guided payment allocation-release workflows.
  4. If your role has export permission, click Export CSV to download the currently filtered audit-log history.

Permissions and Access

Access to company and system features depends on your role:

  • Managing branches requires branch management permissions.
  • Managing users requires user management permissions.
  • Creating and editing roles requires role management permissions.
  • Configuring settings requires settings management permissions.
  • Configuring invoice dunning messaging requires invoice update permission.
  • Importing and exporting data requires import/export management permissions.
  • Viewing audit logs requires audit log access permissions.
  • Exporting audit logs requires audit-log export permission.

If you cannot see the Company or System modules or certain actions are unavailable, contact your company administrator or platform owner to review your role permissions.

Known Limitations

  • Some branch workflows may use broader access checks.
  • User and team route naming is inconsistent in some areas (using accounting-named routes).
  • Import and export permission coverage may need review.
  • Module marketplace access rules may need consolidation.
  • Automated audit-log reporting is not yet available.

MISSING Items

  • Bulk user import from external directories (e.g., Active Directory).
  • Custom permission creation (permissions are predefined by the system).
  • Automated audit log reporting.
  • Branch-level permission isolation.

UNCERTAIN Items

  • Exact permission boundaries for company settings versus system settings.
  • Whether module activation affects existing data or only new data.
  • How data import handles duplicate records (whether it skips, updates, or creates duplicates).
  • Whether audit logs capture all user actions or only specific types.

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot see Company module | Missing company permission | Contact your administrator | | Cannot manage users | Missing user management permission | Contact your administrator | | Import fails | CSV format or mapping issue | Check the CSV format and column mapping | | Module not available | Module may not be included in your plan | Check your subscription or contact support | | Cannot view audit logs | Missing audit log permission | Contact your administrator | | Branch option not visible | Multi-branch may not be enabled | Contact your administrator to enable multi-branch |

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Company & System Settings | ICONK OS