Settings Overview

The Settings page is your central hub for managing organization configuration, team members, billing, and customization options.

Accessing Settings

1. Click your profile menu in the top-right corner
2. Select Settings
3. Or navigate to /settings directly

note

Only users with admin privileges or edit settings permission can access all settings tabs.

Settings Tabs

The Settings page is organized into tabs, each covering a different area:

Tab	Description	Access
Templates	Portal template management	Business+
Manage Users	Team member and permission management	Admin/Member with permission
Subscription	Billing, plans, and invoices	Admin only
Security	MFA requirements and security settings	Admin/with edit permission
Branding	Logo, colors, subdomain, and white-labeling	Admin/with edit permission
Preferences	Terms, workflow states, and portal preferences	Admin/with edit permission
Email Templates	Customize notification emails	Admin/with edit permission

Templates Tab

Business & Enterprise

Portal templates are available on Business and Enterprise plans.

Manage reusable portal templates:

Features

• Create Template - Build new portal templates
• View Templates - See all organization templates
• Edit Templates - Modify template structure
• Archive/Delete - Manage template lifecycle

Template Table

View existing templates with:

• Template name
• Created date
• Last modified date
• Archive status
• Action buttons

See Portal Templates for detailed usage.

Manage Users Tab

Control team membership and permissions:

User Table

View all organization members with:

• Name and email
• Role indicators (Admin star)
• Permission checkboxes
• Action buttons

Permissions Available

Permission	Description
Access Portals	Can view portals
Create Portals	Can create new portals
Manage Permissions	Can change portal access
View Files	Can see file contents
Rename Files	Can rename files/folders
Delete Files	Can remove files
Upload Files	Can add new files
Upload Notification	Receives upload alerts
Download Notification	Receives download alerts
Edit Settings	Can access org settings
Manage Members	Can add/remove users

Actions

• Add Member - Invite new team members
• Edit Permissions - Toggle individual permissions
• Edit Name - Update display names
• Delete Member - Remove from organization

See Team Management for complete details.

Subscription Tab

Manage billing and subscription:

Plan Selection

• View available plans (Professional, Business, Enterprise)
• Compare features
• Upgrade or downgrade

Current Plan

• Current tier and status
• Next invoice amount
• Payment method on file
• Trial status (if applicable)

Billing Actions

• Edit Payment Method - Update credit card
• Cancel Plan - End subscription
• View Invoices - Download past invoices

Billing History

Table of past payments:

• Date
• Amount
• Description
• Invoice download link

See Billing for complete details.

Security Tab

Configure security requirements:

MFA Settings

• Require MFA for Vault Access - Force all users to enable MFA
• Grace Period - 7 days for users to comply
• MFA Methods - Authenticator apps or SMS

When MFA is required:

• Users see setup prompts
• Access blocked after grace period without MFA
• Both members and guests affected

See Security Settings for complete details.

Branding Tab

Customize your organization's appearance:

General Information

• Business Name - Organization display name
• Business Logo - Upload your company logo (max 100kb)
• Branded Login Link - Copy link for sharing
• Reply-To Email - Custom email for replies

Custom Subdomain

Business & Enterprise

Custom subdomains are available on Business and Enterprise plans.

• Set your subdomain (e.g., yourcompany.zapaclientportals.com)
• Check availability
• Claim your subdomain

Primary Brand Color

Business & Enterprise

Custom colors are available on Business and Enterprise plans.

• Enter hex color code
• Preview color changes
• Apply to buttons and accents

White-Labeling

Business & Enterprise

White-label options are available on Business and Enterprise plans.

• Remove "Powered by Zapa" - Hide Zapa branding
• Fully branded experience for guests

See Branding for complete details.

Preferences Tab

Configure portal behavior:

Terms & Conditions

• Enter your terms text
• Toggle enforcement
• Guests must accept before access

Workflow States

Business & Enterprise

Custom workflows are available on Business and Enterprise plans.

Legacy Workflow Mode

• Enable/disable organization default workflow
• Edit standard workflow states

All Workflows

• View all custom workflows
• Create new workflows (up to 10)
• Edit workflow states and colors
• Delete unused workflows

See Workflow States for complete details.

Email Templates Tab

Business & Enterprise

Custom email templates are available on Business and Enterprise plans.

Customize notification emails:

Available Templates

Template	When Sent
Guest Invitation	Inviting guests to portals
Member Invitation	Inviting team members
Task Reminder	Upcoming/overdue tasks
Portal Notification	File uploads and activity
Magic Link	Passwordless sign-in
Signature Request	Documents requiring signature

Template Editor

For each template:

• Subject line
• Header content
• Body content
• Available variables

Actions

• Edit template content
• Preview changes
• Reset to default
• Save custom version

See Email Templates for complete details.

Settings Access by Role

Admin

Full access to all settings tabs and options.

Member with Edit Settings

Access to:

• Templates
• Manage Users (if also has manage members)
• Security
• Branding
• Preferences
• Email Templates

No access to: Subscription/Billing

Member without Edit Settings

Limited or no access to Settings page.

Guest

No access to Settings.

Upgrade Banner

If on Professional tier, an upgrade banner appears:

• Highlights locked features
• Shows benefits of upgrading
• Links to subscription settings

Related Topics

• Team Management - User management details
• Billing - Subscription management
• Branding - Customization options
• Security Settings - Security configuration
• Email Templates - Email customization
• Workflow States - Workflow configuration