Getting started

Company and Team

How to create your company, manage your profile, invite members, assign roles and permissions, switch between companies, remove members, and understand tenant boundaries.

This guide explains how Ottili ONE organizes companies, the people in them, and their access. It covers creating a company, your personal profile, inviting team members, assigning roles and permissions, switching between companies, removing members, ownership, and how tenant boundaries keep company data separate.

Company setup

Creating a company

When you sign up for Ottili ONE you create your company workspace first. You give it a company name*, and that workspace becomes the home for your modules, data, integrations, and team.

After the workspace exists you configure company-wide details from Settings → Company*:

Company name*: the legal or operating name shown across the product.
Industry*: helps tailor defaults and suggestions.
Time zone*: used for scheduling, reporting, and timestamps.
Currency*: the default currency for financial modules.
Logo*: uploaded for branded exports and communications.

Company context

Every action in Ottili ONE happens inside a company context*. Your company is the tenant boundary: its data, modules, integrations, credits, and AI context are kept separate from every other company. See [Tenant boundaries](#tenant-boundaries) below.

Your profile

Your profile* is your personal identity, separate from the company. Open Profile* from the top bar to manage:

Your display name and profile picture.
Your language and regional preferences.
Notification and contact settings tied to your user account.

Company settings (name, industry, time zone, currency, logo) are managed separately under Settings → Company* and apply to everyone in the company, not just you.

Team members and statuses

Team members are the people who belong to your company. Each member has a status*:

Active*: full access according to their role.
Invited*: an invitation has been sent but not yet accepted.
Suspended*: temporarily blocked from accessing the company.
Removed*: no longer has access to the company.

You manage members from Team* in the navigation. From there you can view everyone, change a member's role, suspend or reactivate access, and remove members.

Inviting team members

To invite someone to your company:

1. Open Team*.

2. Choose Invite* (or the invitation form).

3. Enter the person's email address.

4. Select the role they should have — Admin*, Manager*, Employee*, or Viewer*.

5. Optionally add a personal message.

6. Send the invitation.

The invited person receives an email with an invitation link. When they accept, they are added to your company with the chosen role. Pending invitations are listed until they are accepted, and each invitation carries an expiry date. You can cancel a pending invitation at any time from the same list.

Owners are not assigned through invitations. The person who creates the company starts as its Owner; additional Owners are managed through role changes by an existing Owner.

Roles

Ottili ONE uses five roles. Roles control what a member can see and do.

Role	What they can do
Owner*	Full control over the company — billing, modules, settings, and team management. There is always at least one Owner.
Admin*	Invite teammates, manage access, modules, settings, and approvals.
Manager*	Manage CRM, inventory, and automation workflows without changing company settings.
Employee*	Work inside company modules without changing company-wide settings.
Viewer*	Read-only access to company data and modules.

Only Owners and Admins can invite members and change roles. Use the lowest role that fits someone's responsibility.

Permissions

Permissions are tied to roles. Sensitive operations — such as approving an action in the approval queue, changing billing, or modifying company settings — require the appropriate role. Ottili AI also respects these boundaries: it can only act within the data, tools, and modules you connect, and it cannot take an approval-required action without a human signing off.

For the full permission model and how AI scope works, see [Roles and permissions](/docs/roles-and-permissions).

Removing members

To remove someone from your company, open Team*, find the member, and remove them. Their access ends immediately and their status becomes Removed*. The same control cancels a pending invitation if the person has not accepted yet.

Remove access promptly for anyone who leaves your organization, and review active members periodically.

Ownership

The person who creates a company becomes its Owner*. The Owner role holds the highest level of control — billing, module management, company settings, and team management. Ownership is represented by the Owner role rather than a separate transfer screen, and a company always retains at least one Owner so it is never orphaned.

Because the Owner can change billing and settings, keep the Owner role limited to people you trust.

Switching companies

If you belong to more than one company, switch your active company from the company switcher* in the top bar (the building icon). Open it, choose the company you want to work in, and the dashboard reloads with that company's context.

When you switch companies:

Your dashboard shows only the selected company's data.
Modules, integrations, and credits are specific to that company.
Permissions are evaluated in the new company context.
Ottili AI operates within the new company's data and permissions.

You can set a preferred company so the right workspace loads when you sign in.

Tenant boundaries

Ottili ONE is company-scoped. Every business object — records, modules, integrations, files, credits, and AI context — belongs to a company*, and that company is the tenant boundary.

What this means in practice:

A member only sees the company they are active in.
Data created in one company is not visible to another company.
Modules and integrations are configured per company.
Credits and usage are tracked per company.
Cross-company queries are restricted to superadmin-only operations.

This isolation is what lets multiple independent companies safely share the same platform.

Best practices

Team onboarding

Start with a small team and add members as needed.
Assign the lowest role that fits each responsibility.
Review roles and permissions regularly.
Remove access for former members promptly.

Security

Use strong passwords and enable two-factor authentication.
Only invite people you trust.
Review active members and pending invitations periodically.
Monitor the approval queue for unusual activity.

Company organization

Keep company settings (name, industry, time zone, currency, logo) up to date.
Use a clear, descriptive company name.
Maintain accurate contact information.

Troubleshooting

Invitation not received

Check that the email address is correct.
Ask the invitee to check their spam folder.
Resend or cancel and re-send the invitation from Team*.
Confirm the invitation has not expired; expired invitations can be cancelled and resent.

Cannot switch companies

Verify you are a member of the target company.
Check that your membership status is active*.
Contact that company's Owner or Admin if you believe this is an error.

Missing permissions

Check your role in the current company context.
Confirm you are in the correct company (use the company switcher).
Ask your company Owner or Admin to review your permissions.