Settings

Configure your organization and preferences

Overview

The Settings module lets you configure your organization's profile, manage team members, customize preferences, handle billing, and manage your data. Only admins and founders can access most settings.

Settings Pages

Organization

Configure your organization's profile:

Organization Name - Your organization's display name
Logo - Upload your organization's logo
Description - Brief description of your organization
Contact Info - Email and phone for the organization

General

Customize your organization's preferences:

Currency - Select from 16+ currencies (USD, EUR, PHP, etc.)
Timezone - Set your organization's timezone
Visual Style - Choose Pop Art, Flat, Soft, or Monochrome

Custom Forms

Configure the forms chairpersons fill in for each activity, the Member Registration form, and any custom form types your org needs. Settings → Custom Forms is the hub for all of it.

Built-in form types

Member Registration Form — the form members fill out to join. Configure which built-in fields are required (email, phone, address, photo), define custom fields (occupation, batch year, t-shirt size, etc.), and toggle memberEditable per field to control what members can keep current themselves. Custom-field types include text, number, date, single-choice, multi-choice, file upload, and info blocks.
Post-Activity Report (PAR) — replaces the JCI Word doc. Admin defines the field schema; chairperson fills it in via their member portal after the activity. Default seed mirrors a standard PAR (background, objectives, course content, participant profile, highlights, documentation photos).
Liquidation Sheet — same pattern. Admin configures the table columns chairpersons use to itemize expenses; the running total feeds into the activity's actual cost.

Custom form types beyond PAR/Liquidation

Click New custom form and add anything else your chapter runs through a workflow: Officer Election Reports, Discipline Reports, Quarterly Treasurer's Reports, Minutes of the Meeting, etc. Each custom form type gets its own field schema, approval workflow, comments, and audit log — same infrastructure as the built-in forms. Chairpersons see custom form cards on their activity portal page; admins see the read-only state on the Wrap-Up tab.

Approval workflow per form

Stages — admin configures named stages with one or more positions assigned. Each stage has a mode: any (one signer is enough) or all(every listed position must sign).
Sequential vs parallel — stages with the same step number run in parallel; different step numbers run sequentially. So you can have "Treasurer + EVP review at the same time" followed by "President signs off."
Conditional stages — each stage can carry a "Run this stage when…" condition tree (AND/OR groups of rules). Rules compare a form-data value (a scalar field, the SUM of a numeric table column, or a table's row count) using ops like is greater than, equals, contains,is one of, is empty. Skipped stages auto-advance the workflow and show in the audit log as "Skipped — Condition not met: {reason}". Use it for thresholds like "Liquidation total > ₱10,000 needs President approval."
Stage snapshot at submit — when a chairperson submits, the active stages are snapshotted onto the submission. Future admin edits to the template don't disturb in-flight submissions; they keep traversing whatever workflow was active at submit time.
Comments thread — chairpersons, officers, and admins can post threaded comments on a submission. Useful for clarifying questions before deciding. Email notifications fire to all chairpersons + open-stage officers + the submitter.

Email Templates

Override the per-org subject + body for the four form-workflow emails: Approval needed, Submission approved, Submission rejected, Comment added. Plain text plus {{token}} substitution (e.g.{{firstName}},{{activityTitle}},{{stageLabel}},{{reviewUrl}}). Defaults apply when an override isn't set; "Reset to default" clears an override.

Approval Delegations

Cover for an officer who's away. Record a "from-position → to-position" delegation with a date range. While active, anyone holding the to-position can approve any submission waiting on the from-position. The audit log marks substitutions with a "via delegation" badge so the org-chart trail stays intact. Delegations don't chain (a delegation pointing back into another delegated position resolves only the direct grant); past audit entries survive deletion of the rule itself.

Member Portal

Toggle the member-facing portal on or off. When enabled, members can sign in with a magic code to view announcements, manage their own profile, RSVP to activities, see their dues + payment history, view past donations, and (if assigned as chairperson) manage activities they own.

Auto-welcome email: approving a pending member or auto-active registration triggers an email from noreply@orgbasehq.com. When the portal is enabled, the email includes an "Open member portal" CTA so the member knows where to sign in. When disabled, that section is omitted.

Member Portal Documentation

Team

Manage who has admin access:

View Team Members - See all admins and their roles
Invite Admin - Send email invitations to new admins
Remove Admin - Remove admin access (founders can't be removed)
Pending Invites - View and resend pending invitations

Roles: Founders created the organization and cannot be removed. Admins are invited members with full access to manage the organization.

Billing & Plan

View and manage your subscription:

Current Plan - View your plan (Free, Starter, or Pro)
Usage Stats - Members, admins, and storage usage with progress bars
Upgrade - Upgrade to Starter ($9/mo) or Pro ($19/mo)
Billing Portal - Update payment, view invoices, downgrade, or cancel

Founder-only: Only founders can upgrade plans and access the billing portal. Admins can view billing information but cannot take billing actions.

Full Billing Documentation

Custom Domain

Pro

Connect your own subdomain for branded registration and check-in links:

Add Subdomain - Enter your subdomain (e.g., go.yourorg.org, events.myclub.org)
DNS Setup - Add a CNAME record pointing to orgbasehq.com (guided instructions provided)
Verification - Check domain status (pending, verified, failed) with one click
Custom Slugs - Set custom URL paths for registration links (e.g., /annual-gala-2026)
Remove Domain - Disconnect your subdomain at any time

How it works: Create a subdomain (like go.yourorg.org) and add a CNAME record pointing to orgbasehq.com. Your main website stays untouched — only the subdomain is used for OrgBaseHQ links. SSL certificates are provisioned automatically.

Founder-only: Only founders can add, verify, or remove custom domains. Available exclusively on the Pro plan.

Activity Log

Audit trail of admin actions:

All Actions - Create, update, delete operations logged
Filter by Module - Members, Activities, Finances, etc.
Filter by User - See actions by specific admins
Date Range - Filter by time period (7, 30, 60 days)
Export - Download log as CSV
90-Day Retention - Logs automatically deleted after 90 days

Security

Secure your account:

Two-Factor Authentication - Enable 2FA with TOTP apps
QR Code Setup - Scan to add to your authenticator app
Manual Entry - Option to enter secret key manually

Data Management

Manage your organization's data:

Storage Breakdown - iOS-style visual showing storage by category:
- Members (lavender), Activities (mint), Receipts (peach)
- Organization (sky blue), Documents (amber)
- Each category shows size and percentage
Export All Data - Download a ZIP file containing 19 CSV spreadsheets
- Open in Excel, Google Sheets, or any spreadsheet app
- Includes members, activities, dues, donors, finances, governance, and more
Automatic Backups - Your data is backed up daily and retained for 30 days
- View last 7 backups with date, size, and record count
- Download any backup as a compressed JSON file
- Backups run automatically every day at 2 AM UTC
- Contact support to restore from a backup
Recently Deleted (Trash) - 30-day soft delete with restore
- Deleted items are kept for 30 days before permanent removal
- Filter by type: Members, Attendees, Finance, Dues, Donors
- One-click restore with automatic balance recalculation for financial records
- Empty Trash to permanently remove all deleted items
Delete Organization - Permanently delete your organization (founder-only)

Data Protection

Your data is protected at three levels: Trash (30-day restore for individual records), Automatic Backups (30-day per-org daily snapshots), and D1 Time-Travel (30-day database-level recovery as a last resort).

Warning: Deleting your organization is permanent and cannot be undone. All data including members, finances, and activities will be deleted. Active subscriptions are automatically cancelled.

Founder-only: Only the organization founder can delete the organization. Admins can export data but cannot delete.

Visual Styles

Choose a visual style that matches your preference:

Pop Art

Bold borders, solid offset shadows

Flat

Clean minimal, thin borders, no shadows

Soft

Subtle blur shadows, gentle feel

Monochrome

Professional grayscale palette

Tips

Enable 2FA for added account security
Regularly review the activity log for unusual actions
Your data is automatically backed up daily — download anytime from Data Management
Set the correct currency before recording financial transactions
Remove admin access promptly when team members leave