Organization Settings

Configure organization-wide settings including team members, billing, and shared resources.

Organization Profile

Organization Information

Update your organization details:

1. Go to Settings > Organization
2. Edit:
   • Organization name
   • Billing email
   • Logo

Payment methods, invoices, and subscription details are managed separately on the Settings > Billing tab — see Billing below.

Require Multi-Factor Authentication

Organization admins on Team and Enterprise plans can require every member to enroll multi-factor authentication (MFA):

1. Go to Settings > Organization
2. Under Security, turn on Require MFA for all members

HVAKR then blocks members from continuing until they enroll MFA. Members who already enrolled are unchanged. Each member enrolls their own MFA from Settings > User Profile — see Multi-Factor Authentication.

AI Model Access

Organization admins on Enterprise plans can control which AI chat models members can use:

1. Go to Settings > Organization
2. Under AI Model Access, turn on Restrict AI models
3. Check the models members are allowed to use — Auto is always available

Turn on Require zero data retention (ZDR) to limit chat to model providers that don’t retain prompts. HVAKR still stores chat history in your account so members can retrieve past conversations, and does not train on your chats. Enabling ZDR unchecks any model that doesn’t support it.

Team Management

View Members

See all team members:

1. Go to Settings > User Management
2. The summary card at the top shows your Plan, Total Seats, Assigned Seats, and Available Seats
3. View the Users list:
   • User — name, email, and avatar
   • Organization Role
   • Seat

Enterprise admins also see Last Active and Recent Usage for each member — see Member Activity below. Enterprise organizations with at least one group also see a Groups column — see Groups.

Add Members

Invite new team members:

1. Go to Settings > User Management
2. Click Add Users
3. In the Invite Users dialog, enter one or more email addresses
4. Click Invite

HVAKR skips invalid addresses and tells you how many it skipped. If any address is outside your organization’s email domain, an Invite External Users confirmation lists those addresses — click Invite to proceed or close the dialog to skip them; addresses inside your domain are invited right away.

New members join with the Member role. Change a member’s role afterward from the Organization Role column in the member list.

Invite by Email Domain

The summary card includes a switch: Automatically invite verified users with a <your domain> email address. When it is on, anyone who signs up for HVAKR with an email address at your domain and does not already belong to an organization joins yours automatically as a Member, and takes a seat if one is available.

The join happens only once the new user’s email address is verified. Someone who signs in with Google or single sign-on is verified at sign-up and joins right away. Someone who signs up with an email address and password sees Email Verification Required and joins after clicking the link in the verification email. If you invite that person by hand while their verification is still pending, the invitation stands and no automatic join happens. Invitations you send by hand are otherwise unaffected.

Member Roles

Every member has one of three roles.

Owner and Admin

Owner and Admin have the same organization capabilities:

• Manage organization settings, billing, and AI model access
• Invite, remove, and manage members and groups
• View member activity (Enterprise)

Whoever creates an organization becomes its first Owner. Owners and Admins can change any member’s role, including promoting a member to Owner, from the Organization Role column — an organization can have more than one Owner.

Member

• Create and edit projects
• Cannot change organization settings, billing, or other members’ roles

Assign Seats

A seat is what lets a member create and edit projects. Without one, a member can still open projects but cannot change them.

1. Go to Settings > User Management
2. Turn the Seat column on for the member you want to license
3. Turn it off to free the seat for someone else

If no seats are available, HVAKR prompts you to add one to your plan.

HVAKR emails the member whenever their seat is assigned or removed. A removal also shows in the app the next time they open it, and names the admins who can assign them a seat. This applies to every way a seat can disappear — an admin reassigning it, lowering the seat count on the plan, or the subscription ending. Removing a member from the organization outright does not send it; they are not getting a seat back.

Remove Members

Remove team members from Settings > User Management:

1. If the member holds a seat, turn off their Seat first — HVAKR blocks removal with a warning until the seat is freed
2. Select the member’s row using its checkbox
3. Click Delete Selection, or press Delete

Groups (Enterprise)

Organization admins on Enterprise plans can organize members into groups — offices, disciplines, or teams — on Settings > User Management:

1. Scroll to Groups and click Add Group — the new group is named Group N
2. Rename the group inline in the Group column; the Users column counts its members
3. Assign members from the Groups column in the member list (the column appears once at least one group exists)

To delete groups, select their rows with the checkboxes and click Delete Selection, or press Delete. If any selected group still has members, HVAKR asks you to confirm — deleting removes those members from the group only, not from the organization.

A member can belong to several groups. SCIM directory sync alone does not mirror groups — ask HVAKR to turn on directory group sync when you set up SSO, and groups from your identity provider are mirrored into HVAKR automatically from then on, alongside any manual group assignments.

Single Sign-On and SCIM (Enterprise)

The Single Sign-On (SSO) & SCIM card on Settings > User Management covers sign-in through your identity provider — Okta, Entra ID, Google — with seats provisioned and deprovisioned automatically. On Enterprise plans, click Set Up SSO to start the setup with HVAKR by email; once SSO is active, the card reports it, and notes when SCIM directory sync is provisioning seats. On other plans the card explains that SSO is available on HVAKR Enterprise.

Subscription

Current Plan

View your subscription:

1. Go to Settings > Billing and find the Subscription section
2. See:
   • Plan
   • Quantity (seats)
   • Next Renewal
   • Renewal Amount

Upgrade Plan

Change your subscription:

1. Click Update Subscription
2. Select a new plan in the billing portal
3. Complete payment

Manage Seats

Adjust team size:

• Add seats for new members
• Remove unused seats
• Billing adjusts automatically

Billing

Payment Methods

View the cards on file:

1. Go to Settings > Billing and find the Payment Methods section
2. Each saved card shows its brand, last four digits, and expiry, with a Default tag on the active card
3. Add, replace, or remove a card through the billing portal — click Update Subscription to open it

Your billing email is edited separately on the Settings > Organization tab — see Organization Information above. Organization admins can turn on Send me receipts for all payments in the Subscription section to receive a receipt by email for every charge.

Invoices

Organization admins can review payment history in the Invoices table on Settings > Billing. Each row lists:

• Date, Amount, Type, Description, and Status
• An Open button to view or download the invoice in the billing portal

Usage

AI Credits

Track credit consumption for AI features:

1. Go to Settings > Credits
2. View:
   • Included — credits remaining from your plan’s monthly allowance
   • On-Demand — purchased on-demand credits remaining (these roll over across credit cycles)
   • Total Available

Credits power AI features such as HVAKR AI and Auto Takeoff. Included credits refill monthly based on your plan and seat count, anchored to your subscription start date. On-demand credits never expire. There’s no separate “buy credits” action — organization admins turn on on-demand credits and set the auto-purchase increment, and HVAKR auto-purchases more once included credits run out. Admins can also set a Team Spend Limit to cap on-demand spending each credit cycle.

Member Activity

Organization admins on Enterprise plans can review team activity on Settings > User Management:

• Last Active — when the member last used HVAKR
• Recent Usage — session time in minutes over a recent window

Referrals

Referral Program

Refer colleagues and you both earn a reward:

1. Go to Settings > Referrals
2. Copy your referral link, or send email invites directly
3. Share it with colleagues
4. You and your friend each earn a $100 Amazon gift card once they sign up for an HVAKR plan

HVAKR emails both of you a gift card code once the reward is available. The Completed Referrals list shows everyone who has signed up through your link.