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Global Tools for admins - "Settings"

Learn about Settings in upgraded Planhat

Carly Hammond avatar
Written by Carly Hammond
Updated over a month ago

Summary

  • One of the ways you - as a Planhat admin - can configure your Planhat tenant to tailor it for your organization is via the "Settings" Global Tool

  • Here you can control various aspects of how your Planhat tenant looks and behaves

  • The "Settings" Global Tool is also where you add new Planhat Users (team members) and configure their permissions via Roles

Who is this article for?

  • Planhat builders/admins who configure their tenant for their team (e.g. CS Ops)

  • Users with Roles such as "Marketing", who manage outbound email settings within their tenant

πŸŽ₯ Quick video overview

Article contents


Introduction

You can customize your Planhat tenant in many ways to make it suit you and your business perfectly - perhaps the most obvious being the ability to create a wide variety of custom Pages, organize them into Sections and Libraries, and allow each Planhat User to have their own individual Home with a selection of Sections/Pages, customized by a combination of "top down" (admin-administered) personalization via Home Templates and "bottom up" (User-customized) personalization via Content Explorer and more.

Another way you - as a Planhat admin - can tailor tenant for your organization is via the "Settings" Global Tool, which go through in this article.

The "Settings" Global Tool includes the ability to:

  • Add and manage Planhat Users (your team members), including assigning permissions via Roles

  • Create email templates, set up rules to automatically filter which emails are synced, and influence how emails are matched to Companies

  • Define various revenue settings, such as your fiscal year, autorenewals, currencies and forecasting

  • Carry out general tenant setup, including your logo and color scheme

  • ... and much more!

By configuring your tenant in this way, you ensure that it works in the best possible way for you - save time, increase security, avoid confusion, and so on.


How to navigate to Settings


"Settings" is one of the Global Tools for admins. To access it, click on your tenant name or icon in the top left of your Planhat tenant, and then select "Settings" (under the "System Admin" heading).

πŸ” Permissions

Access to the "Settings" Global Tool is controlled via permissions in Roles, so not every Planhat User will have access to "Settings".

Access to most of the "Settings" Global Tool is controlled by the "Admin Access" workflow permission; some components are controlled by other permissions instead. We will highlight these other permissions at the relevant points in this article, in "Permissions" callout boxes like this.


Categories within Settings


The "Settings" Global Tool is organized into categories, making it really easy for you to find the specific setting you are looking for.

In this article we'll summarize what each of these categories include, so you know where to find specific settings, and we'll link to where you can read further details.


General


Account Setup

Here you can configure the basics of your Planhat tenant, including:

  • Set your tenant time zone, date and time format, and number format

  • Add your tenant logo and color palette

  • Define how soon to remove calendar events that aren't marked as "Done"

  • View your settings for whether new End Users ("contacts") are created from relevant Conversation and/or usage data - speak to your CSM or TAM if you would like to change this

  • Various NPS settings

  • ... and more!

Snippets

Snippets are sections of text you can bring into planned and logged activities (i.e. both tasks and meeting notes). Once you've saved a Snippet into your library, you can easily summon it whenever you need it, by typing the # symbol.

To learn more about Snippets, see here.

Slicers

Slicers (also referred to as Date Slicers) can be used to dynamically filter several Widgets on the same Page. They enable you to quickly scroll through data to see how it develops over time.

Within this section in Settings, you can create and manage your tenant's Slicers.

To learn more about Slicers, see our separate article here.

πŸ” Permissions

Access to "Slicers" within Settings is controlled by the "Slicers" workflow feature permission.

AI

This is where you can enable AI functionality in general, enable Conversation classification, and view your AI credit usage.

You can read an overview of AI in Planhat here, and see more about AI settings and permissions specifically here.


Time Tracking


Time tracking

This is related to time tracking within Service Delivery (e.g. Professional Services). You can read about the suite of Service Delivery specialist features here.

There are two parts of time tracking settings:

  • At the top, you choose which data models you would like to be able to associate Time Entries with, such as Tasks, Workflows or Companies. This means you can e.g. log that you spent 2 hours on Project X, or 5 hours on Task Y, and so on

  • Underneath, you configure which properties/fields are shown as columns in the "Timesheets" Home feature in your Planhat tenant

πŸ” Permissions

Access to the "Time Tracking" part of the "Settings" Global Tool is controlled by the "Time Tracking Settings" workflow permission.


Revenue


Revenue Setup

Here you can define a variety of revenue-related settings within your tenant, including:

  • Whether you think in terms of ARR or MRR

  • When your fiscal year starts

  • Whether Licenses should be auto-renewed in Planhat, and whether to include the notice period in the renewal date

  • Whether to automatically guess the License status (particularly useful when Licenses are synced in from some external systems)

  • Whether you are using the optional "Optimistic" and/or "Pessimistic" forecasts

  • ... and more!

Product Catalog

This is where you definite what your products are. You can specify recurring products and non-recurring products.

Currency & FX

Here you can:

  • Add currencies

  • Define which currency to use as base

  • Choose whether to use historical FX rates, and view historical FX rates


Outbound Emails


Outbound Limits

Here you can view a number of different email limits applied to your tenant, such as the daily limit of automatic emails per Planhat User. Speak to your CSM if you have any questions or would like to change these settings.

In this section, you can also define "do not disturb" hours, when you don't want automatic emails to be sent.

Engagement

Here you can control settings related to email engagement tracking - do you want to track email opening and link clicks? For more on email engagement tracking, see here.

Email Templates

You'll no doubt have standard emails that you use frequently within your team, both in Workflows and when emailing manually, and here you can create and organize your email templates. For more on email templates, see here.

Email Automation Provider

"Email Automation Provider" emails (previously called "Transactional Emails") are used for sending high volumes of emails - bulk messaging, rather than personal emails.

In this section, Planhat staff can enable this feature, and set whether you can send these types of emails from your own domain - and then your domain preferences can be configured here.

For further details on transactional emails, see here.

πŸ” Permissions

Access to the "Outbound Email" category of the "Settings" Global Tool is controlled by the "Outbound Emails" workflow permission.


Email Sync


Email Setup

In this section, you can specify your email provider, initial email sync period, and email matching mode (which affects how emails are matched to Companies - for further details, see here).

Filtering

In this section of the settings, you can automatically exclude certain emails from being synced into Planhat. In this way, you can reduce "clutter" in your tenant by excluding irrelevant emails, and improve data security by excluding emails containing sensitive information.

This is made up of general rules, participant-specific rules, and email-specific rules. If you'd like to learn more about email filtering, see this article.

Sync Tools

Here, a full email sync can be run for a specific Planhat User, their sync can be disabled, or their synced emails can be removed.

Every Planhat User can enable their own email sync (outside of this); this is admin functionality in addition.


Users & Roles


Users

Here you can add Planhat Users to your tenant - your colleagues (as opposed to End Users, which are your customers/prospects). You can also define their Roles, whether they are "active" Users in your tenant, and so on.

Teams

In this section, you can optionally defines Teams, which allow you to group your choice of Users into teams based on job role (e.g. CSM team) or location (e.g. Australia team), etc.

Once created, you can then apply a Team as a filter throughout Planhat, and you can refer to Teams when configuring portfolio permissions in Roles.

Roles

A Role is a set of permissions, typically tailored to a specific job role. Roles determine what each User can see and do in Planhat. They are similar to "profiles" or "permission sets" in other software applications.

You apply Roles to your Planhat Users (teammates), to give each person the correct access level. When you add a new User to your Planhat tenant, you'll be prompted to assign them a Role. You can also change Role assignments later on.

Roles are customizable - so you have control over what each Role can or can't do in Planhat, rather than having to choose between a few set Roles.

To learn more about Roles, see here.

Home Templates

Home Templates relate to the content displayed in the Planhat User Interface (UI) for each group of Users. You can:

  • Pin your choice of Sections to their Homes

  • Recommend your choice of Sections

  • Recommend your choice of Pages

While previously you configured Home Templates in a Global Tool for admins called "Content" or "Content Manager", that was since deprecated, and now Home Templates are managed here within the "Settings" Global Tool.

To read more about Home Templates, see here.

πŸ” Permissions

Access to Home Templates is controlled by the "Content Manager" workflow permission.


Security


Login & Authentication

Here you can view or edit settings such as permitted login methods, IP addresses, password requirements, and session controls.

Devices

Here you can see the history of devices that have logged into your Planhat tenant recently - the Planhat User, device type, IP address and date of login.

πŸ” Permissions

Access to "Devices" in the "Settings" Global Tool is controlled by the "Security Admin Access" workflow permission.

Blocked Users

Users will be blocked after 20 failed login attempts; here they can be unblocked so they can log in again.

File Extensions

Here you can prevent specific file extensions from being uploaded, for security reasons.

πŸ“Œ Important to note

There are also additional sections within "Security" ("Tenant Permissions", "Admin Settings" and "Tenant Package Management"), but they are only visible to Planhat staff members ("Super Admins").

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