Shared service settings affect your organisation's users and functions. Contract contacts lets you maintain contact details for service-related communications, and the Licenses tab lets you check user counts, disk space and feature availability.

Open the relevant settings

Sign in to the browser application as an admin user and select Service settings from the side menu. The manager and mobile user roles do not grant permission to manage these settings.

  • On the Service settings tab, settings are grouped into expandable sections. Open the section you need and click the setting's name in the Setting column.
  • On the Contract contacts tab, you can maintain the primary admin user and contract, billing and technical contact details.
  • On the Integrations tab, you can manage connections to external systems. Connection setup and settings depend on the integration.
  • On the Licenses tab, you can check contract and usage information. The table is read-only: you cannot use it to change contract quantities or prices, or activate modules.

Check and change a service setting

Find the setting by its name and the Description column. Click the setting's name to open a form showing its current selections. Change the intended value and select Save in the form. Wait for a success notification; if saving fails, correct the reported error before continuing.

Open the setting again and confirm that the saved value is correct. In tables that show Last modified and Edited by, you can also check when the latest update was made and who made it. These details are not shown in every settings group.

Choose more detailed instructions according to what you want to change:

A shared feature setting and a user's permissions are separate things. For example, enabling the warehouse feature does not by itself give a user permission to read or modify all warehouses. Android and iOS also use feature information provided by the service, but user roles and permissions for individual items still limit what users can do. Check any change affecting visibility using the user account and application concerned.

Helpdesk permissions

On the Service settings tab, open General settings → Helpdesk permissions. The Allow access to the environment for troubleshooting, assistance, and training option allows authorised Spotilla team support representatives to access the environment. Access is allowed by default.

Clear the option if you want to prevent new support access through this feature, and select Save. Clearing the option may prevent support from accessing the environment to investigate a problem. Open the form again to confirm the saved selection. Do not interpret this setting as immediately terminating a support session already in progress.

Maintain contract contacts

Open the Contract contacts tab. These contacts are representatives of your organisation whom the service provider contacts about service-related matters:

  • Contract contact person: general service announcements, contract changes and other notices required under the contract.
  • Billing contact person: changes and announcements concerning service billing.
  • Technical contact person: functionality changes, maintenance announcements and information about matters such as service outages.

In each section, select a person in the User field or enter an address in the Email field. You can select your organisation's admin accounts that have a contact email address. The selection uses the contact email address, which may differ from the email address used to sign in. The recipient at a separately entered address does not need a Spotilla account.

Selecting a user and entering a separate email address are alternatives: filling in one clears and disables the other field. Use the section's Clear button to remove the current selection and switch input methods. The form's email field accepts up to 50 characters. If announcements need to reach several people, use a group email address maintained in your organisation's email service.

Fill in all three contacts and the Primary admin user, then select Save at the bottom of the form. Selecting a contact saves an email address; it does not create a user account or change the user's roles. Also check the contact addresses whenever an admin user's contact email address changes.

Contact detail changes are passed to the service provider's contact lists in the background. A successful save confirms the details saved in Spotilla, but does not mean that an announcement has already been sent or received.

After saving, switch to another tab and then return to the Contract contacts tab. Check the addresses and the form's Updated at and Updated by details.

Change the primary admin user

The Primary admin user is the organisation's main admin user. They can create other admin accounts within the limits allowed by the service. The service has one primary admin user.

Only the current primary admin user can transfer this responsibility to someone else. The selection is locked for other admin users. If no primary admin user has been assigned yet, an admin user can make the initial selection.

On the Contract contacts tab, select a new admin user in the Primary admin user field and save. The selected account must have a contact email address. The transfer changes the primary admin user; it does not delete the previous account or change either user's other roles. After saving, the previous primary admin user can no longer transfer the responsibility again themselves. Check the new selection by reloading the tab's data.

Creating user accounts is a separate task: see adding and importing users.

Understand the information on the Licenses tab

Open the Licenses tab. Service feature identifies the item being examined. For user and disk space rows, Status shows the amount used relative to the contracted amount. For module rows, it shows In use or Not in use.

User licenses now

User licenses now shows the most recently calculated license usage and contracted quantity in the format used / contracted quantity. The contracted quantity is the sum of the contracted browser and mobile user quantities. The figure does not measure users currently signed in, sign-ins or utilisation over a selected period.

The used quantity is based on user accounts with browser or mobile credentials. Browser and mobile credentials belonging to the same user account are counted together, rather than as two users. Special accounts are excluded, and the number of admin users is deducted from the count.

Accounts with only inactive credentials are excluded: this applies to an account with only inactive browser or mobile credentials, and to an account whose credentials are both inactive. If an account has both types of credentials and one is active, the inactivity of the other alone does not exclude the account from the count. A user account without either type of credentials is not counted.

For example, if the contract includes 10 browser users and 20 mobile users, and 24 user accounts are included in the count, the view shows 24 / 30 pcs. This leaves a calculated difference of six users. The separate limit on the number of admin accounts is a different figure.

Disk space

Disk space shows the space used by attachments relative to the contracted disk space. The used amount is calculated by adding up the file sizes of attachments stored in the service. It is not the total size of all data stored by Spotilla, such as database rows and history. An attachment without a file size does not contribute to the total.

In the calculation, the sum of file sizes is first truncated to whole units of 1,048,576 bytes. The view displays the amount in gigabytes using a unit of 1,073,741,824 bytes, and rounds the used amount to two decimal places. For example, attachments totalling 1,610,612,736 bytes appear as a used amount of 1.5 GB. Adding or removing a small attachment may not produce a visible change because of truncation and rounding.

Features and charges

A module's In use status indicates its availability to the organisation, rather than an individual user's permission to read or edit. If a required feature is not enabled, contact your own contact person or Spotilla support. Adding a role permission alone does not activate a missing feature. An integration's availability also does not by itself confirm that its credentials and data transfer work.

Service charge shows the charge details stored in the service as monthly prices. The price on the user row is not calculated in this view by multiplying the number of users counted by a unit price. The total at the end of the table is the sum of the rows' numeric charges, rounded to two decimal places; charges shown as a dash do not contribute to the total. User and disk space quantities are not charge amounts.

Additional information is a separate column. The meaning of any Credits left information shown on the ServiceJack row and the shared usage quota are described in setting up ServiceJack and its usage limit.

Make sure the information is up to date

Statistics updates for user account changes and attachment additions and deletions are processed in the background. Opening the Licenses tab does not recalculate them, so the displayed quantity may update after a delay. The view does not indicate when background processing will finish.

Wait for the change to be processed and reload the entire settings page in the browser. Then open Licenses and check the quantity. Simply switching to another tab and returning does not fetch already loaded license information again during the same page visit.

Check your organisation's contracted quantities on the browser application's Licenses tab. Licence Information on the iOS Profile page and 3rd party libraries on the Android Profile page concern the applications' software libraries.