Manage Settings
Configure your organization, team, requests, and billing from the Settings page.
The Settings page is your central control panel for organization-wide configuration. Navigate to it by clicking Settings in the left sidebar. The tabs visible to you depend on your role and permissions.
Tabs Overview
| Tab | Who can see it |
|---|---|
| General | All users with any settings permission |
| User Approval Levels | Users with Manage Settings permission |
| Request Types | Users with Manage Settings permission |
| Request Custom Fields | Users with the Custom Fields permission |
| Subscription | Organization owners and admins with billing access |
| API | Organization owner only |
General
The General tab covers your organization's branding, account information, and team membership.
Branding
Upload a logo to display in the platform interface.
- Light Logo — shown on light-background themes
- Dark Logo — shown on dark-background themes
Click Upload to choose an image file, or Remove to clear the current logo. Accepted formats are standard image files (PNG, JPG, SVG).
Account Information
This section displays your organization name. To update it:
- Click the Organization Name field.
- Enter the new name.
- Click Save.
This section is visible to the organization owner only.
Team Members
The members table lists all active users and any pending invitations in your organization.
Columns:
| Column | Description |
|---|---|
| Name / Email | Member's display name and email address |
| Role | Owner, Admin, or Member — pending invitees show an Invited badge |
| Approval Level | The member's assigned approval level (editable inline) |
| Actions | Context menu with available actions for that member |
Inviting a new member:
- Click Invite User.
- Enter the email address of the person to invite.
- Click Send Invitation.
The invitee receives an email with a link to accept. Pending invitations appear in the table until accepted or expired. The invitation expires automatically; you can revoke it early using the Revoke Invitation action in the row menu.
You cannot send an invitation if the seat limit for your subscription has been reached. Upgrade your plan or remove an existing member to free a seat.
Managing member permissions:
Click the actions menu on any member row and select Manage Permissions to open the permissions modal. Toggle individual permissions on or off, then click Save Permissions.
Editing a member's approval level:
Click the actions menu and select the approval level option to open the edit modal. Choose a level from the dropdown and save. This determines which discount requests the member can approve based on price thresholds.
Removing a member:
Organization owners can remove a member by selecting Delete from the actions menu. This permanently removes the user from the organization. This action is irreversible.
User Approval Levels
Approval levels define the hierarchy used to route discount requests for sign-off. Each level has a name, a short code, and optional price thresholds that control when a request must escalate to that level.
The tab displays all existing approval levels ordered by rank.
Adding an Approval Level
Click Add (or the equivalent action button) to open the New Approval Level modal.
| Field | Description |
|---|---|
| Name | Descriptive title for the level, e.g. General Manager |
| Code | Short uppercase identifier, e.g. GM |
| LOA at Price Requested | Price threshold for the requested amount that triggers this level |
| LOA at Approved Price | Price threshold for the approved amount that triggers this level |
| Description | Optional notes about this level's scope |
Click Save to create the level. It is added at the bottom of the rank order.
Editing an Approval Level
Click the edit action on any existing level to open the Approval Level Details modal pre-filled with the current values. Update the fields as needed and click Save.
Removing an Approval Level
Click the delete action on a level. The level is permanently removed. Users previously assigned to that level will no longer have an approval level set.
Request Types
Request types categorize discount requests. Each type has a name that appears as an option when users create a new request.
The tab shows all current request types in a list.
Adding a Request Type
Click Add to open the Create Request Type modal.
| Field | Description |
|---|---|
| Name | The label shown when creating a request, e.g. Price Match |
Click Save. The slug is generated automatically from the name.
Removing a Request Type
Click the delete action on a type. The type is removed from the list and will no longer appear as an option on new requests.
Request Custom Fields
The Request Custom Fields tab contains a form builder for adding extra fields to the discount request form.
The form builder uses a two-column block layout. Use it to:
- Add text inputs, dropdowns, date fields, and other field types
- Set field labels, placeholders, and required/optional status
- Reorder and remove fields
When finished making changes, click Save in the top-right command bar. Changes take effect immediately for all new requests.
This tab is read-only if your account does not have the custom fields permission enabled.
Subscription
The Subscription tab shows your current plan details and lets you manage billing. It is visible to organization owners and admins with billing access.
Subscription Summary
The top of the page shows:
- Total monthly cost
- Maximum members allowed on your plan
- Next billing date
- Payment method on file
- Cancellation status (if a cancellation is scheduled)
Active Subscription Items
A table lists the components of your subscription:
| Column | Description |
|---|---|
| Item | Plan name, additional seats, or API access add-on |
| Unit Price | Per-unit cost |
| Quantity | Number of units |
| Subtotal | Total for that line item |
| Status | Active or scheduled for cancellation |
Scheduled Changes
If you have pending changes (seat adjustments, cancellations) taking effect at the next billing date, a Next Billing Summary section appears showing what will change.
Payment Methods
This section displays your card on file (brand and last four digits). Available actions:
- Update — replace the existing card
- Add New — add an additional card
- View All — see all saved cards
- Set Default — designate which card is charged
- Remove — delete a saved card
Billing History
A table of past invoices with:
| Column | Description |
|---|---|
| Date | Invoice date |
| Number | Invoice reference number |
| Amount | Total charged |
| Status | Paid, open, or failed |
| Receipt | Link to download or view the invoice |
Plan Management Actions
Use the Manage Your Plan button to adjust your subscription. From the plan management modal you can:
- Add or reduce seats — change the number of additional team member seats
- Add or cancel the API add-on — enable or remove API access
- Cancel your subscription — schedules cancellation at the end of the current billing period; you retain access until then
- Resume a cancelled subscription — reverses a scheduled cancellation before the period ends
API
The API tab is visible to the organization owner only. It lets you generate and manage the API key used to authenticate requests to the DiscountFlow GraphQL API.
API Key Status
The tab shows:
| Field | Description |
|---|---|
| Status | Active if a key exists, No API key generated if not |
| Last Used | How long ago the key was last used to make an authenticated request |
Generating a Key
Click Generate API Key. The key is displayed once immediately after generation — copy it and store it securely. It will not be shown again.
Generating a new key immediately invalidates the previous key. Any integrations using the old key will stop working until updated.
Revoking a Key
Click Revoke API Key and confirm. The key is permanently deleted. API requests using the revoked key will return an authentication error.
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