This article is part of a series of settings overview articles:
Account |
Workspace |
Personal |
Configure the account settings to help your team do their best work. You will also use these settings to manage the account itself — auditing activity, managing user permissions, and securing the account to keep proprietary information safe.
There are three levels of account settings in Aha! Roadmaps. These correspond to the three levels of administrator permissions: Account, Billing, and Customizations. In this article, we will focus on the Account settings. To explore other settings, use the links at the top of the page.
You need to be an administrator with account user permissions to access this section of the account settings.
Open your account settings by clicking on User menu -> Settings → Account. Click any of the links below to skip ahead.
Profile
Like your personal profile (in User menu -> Settings → Personal → Profile), this first section of the account settings allows you to control the look of your account and the experience new users have when they first join it.
Account profile
First, we'll examine the settings that affect your Account profile.
The Name field should be the name of your company (e.g. "Fredwin, Inc."). After you update it, click Update account profile to save your changes.
The Custom domain field is the domain name that you will give to your users to access your account (e.g. "https://yourcompanyname.aha.io."). You select it when you first sign up for an Aha! trial.
It is possible to change your account's custom domain name, though it is a fairly significant undertaking. A domain name change will affect your Aha! account, your Aha! data, and any ideas portal(s) you have.
You can change your account's domain name to anything that has not already been taken. If the name you want has been taken, please contact our Customer Success team and we will see if we can help.
A domain name change will affect any bookmarks and saved links to your Aha! account, including reports, roadmaps, and presentations. Those links will need to be updated.
If your account has enabled single sign-on (SSO), you will need to modify the integration to reflect the domain change.
To change your domain name:
Ensure that all other users are logged out of your Aha! account (so they do not receive error messages).
Go to User menu -> Settings → Account → Profile.
Type your new domain name in the Custom domain field.
Click Update account profile.
Set your company's fiscal year with the Fiscal year start dropdown. The month you select here will be used to calculate quarterly fields (Q1, Q2, etc.) in your account's reports, roadmaps, and calculations.
Change the way your fiscal year time frame appears in Aha! Roadmaps with the Fiscal year format dropdown. The format you select here will appear in your account's reports, roadmaps, and calculations.
After you update it, click Update account profile to save your changes.
Fiscal year settings
Fiscal year settings control how your Aha! account groups dates into fiscal months, quarters, and years in your reports and roadmaps.
To review or change these settings, go to User menu → Settings → Account → Profile and scroll to the Fiscal year section. Then configure the following:
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Type: Choose how Aha! Roadmaps calculates your fiscal calendar. Choose from the following:
Calendar year: Uses the standard calendar year from January 1 through December 31. Fiscal months and quarters match calendar months and quarters.
Custom start day: Starts your fiscal year on a specific date or on a recurring weekday in a given month, such as the first Monday in May. Use this when your fiscal year follows a unique pattern.
4-5-5 calendar: Divides each fiscal quarter into three periods with 4, 5, and 5 weeks. This is useful when you plan and report based on full weeks rather than calendar months.
4-5-4 calendar: Divides each fiscal quarter into three periods with 4, 5, and 4 weeks. Many retail and merchandising teams use this structure for consistent weekly comparisons.
5-4-4 calendar: Divides each fiscal quarter into three periods with 5, 4, and 4 weeks. Choose this when your accounting or planning calendar follows this week pattern.
ISO year: Uses the ISO 8601 standard, where weeks start on Monday and week 1 is the first week with most days in January. Select this if your organization reports using ISO week numbers.
Starting date: Set the first day of your fiscal year. This can be a specific calendar date or a rule such as the first Monday of a given month.
Quarter format: Control how fiscal quarters appear in your account, such as FY2026 Q1 or Q1 FY2026, so reports match your internal naming.
Select Fiscal calendar preview to see a preview of the fiscal calendar you configured. Click Update fiscal year to save your changes.
Custom branding
Next, let's look at settings that allow you to establish your account's Custom branding. Your custom branding will appear to account users and in reports, roadmaps, and presentations.
Your Primary logo and optional Custom background color will appear in the top lefthand corner of your account.
Your Secondary logo will appear at the bottom of any presentation published to PDF. You should upload an image that is visible when displayed on top of a white background.
Each logo you upload should be at least 480x300 pixels and ideally in a ratio of 1.6:1.
User onboarding
When your team members first join your Aha! account, they will see our Quick start guide, which will help welcome them to Aha! and invite them to collaborate with the rest of their team.
Your company might have its own internal standards and best practices for Aha! users on your account. If so, you can present your customized user onboarding alongside the Aha! Quick start guide.
The text you choose in Link text (e.g. "Learn our internal best practices") will display to new users when they see the Quick start guide.
The link you choose in URL should link to your own onboarding content. When users click the Link text, they will be taken to the URL you choose.
If you have selected a Primary logo in the Custom branding settings, it will display to your users as well.
If a user in your account closes the Quick start guide and wants to re-open it, they can hover over the ? button at the top of their screen and click Show quick start guide (paid accounts) or Show tooltips (trial accounts) to re-open the guide.
Access request instructions
If a user in your account tries to access a workspace or record that they do not have permissions to view, you can create a custom message with instructions for how they should request access. This is particularly useful if you are in a large Aha! account or have well-defined policies and procedures for account management.
Users will see your custom instructions in two places:
From the error page when they try to access a workspace or record they do not have permissions to view.
From their personal settings at User menu -> Settings -> Personal -> Workspace access.
If you do not want to create custom access request instructions, users will see a list of every billing administrator in your Aha! account. They can email any of those administrators to request access.
Enter any custom message you like, then click Update no access message to save it.
Demo data
It can be helpful to see how an Aha! account looks before you start building out your own, so we have included a demo accounts for you.
This demo account is fully functional — including the ability to import data from one tool to Aha! and the ability to create and test integrations. So treat them as a sandbox environment, and use them to explore how to structure and work in your account. Click the Add demo button to add any of the demo data to your account.
When you are ready to create your own workspace hierarchy, you will want to clear out your demo data so that you and your account users have a clean slate. Click here to read about configuring workspaces.
Default homepage
Customize the first page that your Aha! account users will see when they login.
Homepage: Select the Aha! page or specific saved view you want for your Aha! account's default homepage.
URL: If you chose a Specific page, enter its URL here.
Click Update homepage to set the default.
There are a few situations where users in your Aha! account will not see the default homepage you set here:
If the homepage is a specific page that the user does not have permission to view, they will see the default view, which is generally the Studies page.
If the user sets their own custom homepage in their personal settings, that homepage will override the account default.
Security and single sign-on
These settings affect the information in your Aha! account — who can access it and how you choose to share it. Let's start with enabling two-factor authentication.
Two-factor authentication can improve your Aha! account's security by adding another level of protection to the login process. When you first log in, an integrated security platform sends a message to your phone (mobile or landline) asking you to confirm that you are the person who initiated the login. Once you confirm, the login is successful.
If you did not initiate the login attempt, you can deny the attempt and avoid a security breach.
We have integrated Aha! with Duo Security for two-factor authentication. Duo offers several authentication techniques, simple configuration, and a free plan for small teams.
If enabled, two-factor authentication applies to all users in your Aha! account.
Enable 2FA for your account
An Aha! administrator must first sign up for a Duo account. There is no need to add your Aha! users to Duo manually — they will be added automatically the first time they log into Aha! after two-factor is enabled.
In Duo, navigate to Applications and select Protect an Application. Set the Type to Web SDK, and Name your application "Aha!" (or something similar).
Use Duo's default settings and copy the Client ID, Client secret, and API hostname values for when you move to Aha! Roadmaps to enable two-factor authentication.
In Aha!, navigate to User menu -> Settings -> Account -> Security and single sign-on -> Duo Security two-factor authentication.
Enter the values you copied from Duo into the appropriate Aha! fields.
Select whether you want to apply two-factor authentication to All users (including single sign-on) or Username and password users only. Then click Update authentication.
Test the authentication by using a different browser (or a different device), so that you can change the settings if they are wrong. In your alternate Aha! instance, try logging in. After entering your email address and password, you will be prompted to enroll for two-factor authentication.
To configure 2FA for your account, follow these steps:
The first time you log in to Aha! after 2FA has been enabled, you will see a pop-up. Click Start Setup to continue.
You will be prompted to select the device that Duo will use to verify your login attempts. We suggest using your mobile phone.
Enter your location, phone number, and type of phone.
If you have selected your mobile device, launch the appropriate app store to download and install the free Duo app.
We strongly suggest that you tap OK when asked if Duo Mobile should be able to send push notifications to you. This is important because when you log into the Aha! web application, you will automatically receive a notification on your phone. After you hit Confirm on your phone, you will be automatically be logged in into your Aha! web account.
To set up a new mobile device for 2FA, follow these steps:
If you replace your device, you will need to reactivate your account in order for Duo's push notifications to function.
If your Duo administrator has you set up to manage your own devices, you can do this yourself. Otherwise, you will need to contact the Aha! administrator with admin access to your Duo account to send an activation link to your new device.
Single sign-on
The Single sign-on section of the settings allows you to enable single sign-on (SSO) in your account.
Aha! supports SAML 2.0 and G-Suite as identity providers. Use the Identity provider dropdown to select your preferred identity provider, and follow the prompts to enable SSO and apply it to specific workspaces or parent lines. Click Enable to enable SSO.
Allow list IP Addresses for on-premises systems
The Allow list IP Addresses for on-premises systems setting is a helpful note for users who need to add IP addresses as exceptions to their firewall so that their integrations (such as an integration between Aha! and your developer tool) will flow correctly. It will list the source IP addresses for your account.
Improving reception of emails from Aha!
The Improving reception of emails from Aha! setting is another helpful note for users who need to allow list Aha! notification email or IP addresses so that Aha! notifications do not get lost in your account users' spam filters.
AI controls
Enable and disable AI functionality from your AI controls. By default, AI functionality will be enabled. You can disable it at any time.
Your Aha! account data is not used to train the language model.
AI controls
Enable Elle (AI assistant): This setting controls the Elle, the AI assistant. When enabled, it adds the Elle icon to your text editor. Disabling the setting removes it.
Enable AI analysis of search results: This setting allows AI search to be enabled in your Aha! account.
Enable AI in filters: This setting enables users in your account to filter reports and views with Elle.
Click Update AI security after configuring AI control settings to save your changes.
Elle (AI assistant) workspace access
Control which of your account's workspaces Elle can access. If you do not select any workspaces, AI will have access to all workspaces in your account.
Select the workspaces you want Elle to be able to access from the Allowed workspaces menu. Click Update Elle workspace access to save your changes.
Elle (AI assistant) record type access
If you want to limit Elle to certain record types, select them from the Allowed record types menu here. To give Elle access to every record type, leave all boxes unchecked.
Click Update AI assistant record type access to save your changes.
Elle (AI assistant) advanced controls
There are two advanced AI assistant controls you can use. These controls will be applied to every workspace that Elle can access:
Allow internet searches: When enabled, Elle can search the web for information.
Allow creation and editing of artifacts with embedded scripts: When enabled, Elle can create and update React or HTML artifacts, which can include embedded scripts.
Click Update Elle advanced control to save your changes.
Elle (AI assistant) trusted domains list
Elle adds redirects to AI-generated links to help keep your account safe. Add trusted websites in the Trusted domains field so account users can open those links without a redirect. Only add domains you know are trustworthy.
Click Update Elle trusted domains to save your changes.
Elle default instructions
Manage instructions that apply to every chat submitted by any user in your account. Enter instructions in the text field, then select Update Elle default instructions to save them.
Because these instructions apply to every user and every chat, review them carefully before adding them. Follow these guidelines to implement default instructions effectively:
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Keep the list short. Add only instructions that are non‑negotiable and relevant to most conversations.
Why: Large language models (LLMs) become less reliable when given too much to process. The more instructions you add, the more likely some will be missed.
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Only reference content everyone can access. If you point to specific documents or records, confirm that all users in your account can view them.
Why: Elle can only read data the prompting user can access.
AI usage credit limits
Your Aha! account includes credits for Elle and other AI capabilities, based on your plan type, the total number of paid seats in your account and your billing period. From the User settings, you can set a custom limit for an individual user. From these account settings, you can set a default limit of credits that an individual paid seat in your Aha! account can use.
Check the box to enable default credit limits per paid seat in your Aha! account.
Enter a number to Set default credit limit per user to.
Read this article to see approximately how many AI credits different AI tasks take.
Click Update AI credit limit to save your changes.
All activity
The All activity setting shows you an audit log of all the activity for a given user and allows you to filter by date or workspace.
Click the hyperlinks throughout the list to see details about an action or to pull up a detail drawer on the Aha! record in question.