This article is part of a series of settings overview articles:
Account |
Workspace |
Integrations |
Personal |
Account-level settings affect your entire Aha! Ideas account, including all workspaces in your hierarchy and all users.
This article will explain each account setting in the Account section. 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 Technologies"). 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! Ideas 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! Ideas account, your Aha! Ideas 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! Ideas account, including reports. 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.
All webhooks being used by third-party engineering tool integrations should be updated to include the new domain name in order to guarantee that Aha! Ideas will continue receiving updates.
To change your domain name:
Ensure that all other users are logged out of your Aha! Ideas 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.
The Fiscal year start field allows you to set your company's fiscal year using the associated dropdown menu. The month you select here will be used to calculate quarterly fields (Q1, Q2, etc.) in your account's reports 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.
Your Primary logo and optional Custom background color will appear in the top-left corner of your account, in the user onboarding Link text, and at the bottom of any presentation published as a webpage.
Your Primary logo will also appear at the bottom of reports that are published as webpages. You should upload an image with a transparent background.
Each logo you upload should be at least 480x300 pixels and ideally in a ratio of 1.6:1.
Custom color palettes
Account administrators can create custom color palettes that are available for all users in your account. These palettes make your brand colors available across Aha! software, so people can use the same colors in reports, notes, and whiteboards without copying hex codes.
To create or manage custom color palettes, go to User menu → Settings → Account → Profile and scroll to the Custom color palettes section.
Select Add color palette.
Name the new palette.
Select add (+) to add colors the palette. You can select colors provided in the color picker or add hex codes individually.
The new color palette saves automatically and is instantly available across your account.
You can create up to 10 custom color palettes, with up to 36 colors in each palette. Drag and drop color palettes in your account settings to control the order they appear in the color picker. Select the trash icon to delete a palette.
After you add custom color palettes, people in your account can use them anywhere the color picker appears. Users can switch between palettes from the color picker menu.
The color picker also includes additional options to help you work faster:
Recents: Recently used custom colors appear here for quick access.
Eyedropper: Pick a color from anywhere on your screen.
Color names on hover: Move over a swatch to view its color name.
User onboarding
When your team members first join your Aha! Ideas account, they will see our Quick start guide, which will help welcome them to Aha! Ideas and invite them to collaborate with the rest of their team.
Your company might have its own internal standards and best practices for Aha! Ideas users on your account. If so, you can present your customized user onboarding alongside the Aha! Ideas 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 product account for you called Fredwin cycling
This demo accounts is fully functional — including the ability to import data from one tool to your Aha! account and the ability to create and test integrations. So treat this as a sandbox environment, and use it to explore how to structure and work in your account. Click the Add demo button to add 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. The custom homepage can be nearly any screen or specific saved view in your account — such as notes or reports.
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.
If the homepage is a specific page that the user does not have permission to view, they will see the Aha! data model.
Security and single sign-on
These settings affect the information in your Aha! Ideas account, including 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! Ideas 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! Ideas 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! Ideas 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! Ideas 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 app store to download and install the free Duo app.
We strongly suggest that you click 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! Ideas web application, you will automatically receive a notification on your phone. After you hit Confirm on your phone, you will automatically be logged in to your Aha! Ideas 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! Ideas 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! Ideas 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.
Share as webpage security
You can share nearly any Aha! Roadmaps view on a secure webpage. This helps you share reports, roadmaps, charts, and other views with the right audience while protecting sensitive information.
Select Enable share as webpage to let users share views as webpages. You can also configure interactive webpage views so people can explore the underlying data. If you disable this option and turn it on again later, users will need to re-share any webpages they created earlier.
Next, choose an Enhanced security option. Changing between these options will not require users to re-share existing webpages:
Allow anyone to access: Anyone with the webpage URL can view it.
Allow only Aha! users to access: Anyone in your Aha! account with the webpage URL can view it.
Allow only Aha! or single sign-on users to access: Only users in your Aha! account or people who can authenticate through your external sharing SAML 2.0 configuration can view the webpage.
Allow shared webpage owners and collaborators to control access on a per-webpage basis: This option applies to shared webpages with passwords. When a password is configured for the webpage, only those with the password can view it.
Click Update webpage security to save your changes.
If you enable SSO for webpages, it applies to all shared views. You cannot change this setting for individual webpages.
Share document security
You can share personal and workspace notes and whiteboards with anyone, even people who are not users in your Aha! account. If you need to invite partners, contractors, or customers to collaborate in a note or whiteboard, provide them with a shareable link.
Only workspace owners and contributors can share workspace documents, but any user in your Aha! account can share personal documents.
Check the box next to Enable document sharing to allow document sharing outside of your Aha! account. Uncheck it to disable document sharing.
If you disable document sharing, users in your account will not be able to share notes or whiteboards — and any existing shareable links will stop working. Anyone outside your Aha! account who previously accepted a shared document will no longer have access to it.
File storage control
The File storage control settings allow you to adjust the file storage system that users in your account can access.
Many teams use file storage systems to share and collaborate on files, mockups, contracts, or any other relevant information. Aha! Ideas supports integrations with four file storage products:
You can enable or disable the integration(s) of your choice here. Click Update storage information to confirm your choice.
External sharing SAML 2.0 configuration
Use this section to configure SAML 2.0 authentication for shared webpages and presentations.
If you select Allow only Aha! or single sign-on users to access in your webpage or presentation security settings, people outside your Aha! account can sign in through this configuration to access that content.
Add the required SAML 2.0 details from your identity provider, then save your changes in this section.
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! Ideas 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! Ideas notification email or IP addresses so that Aha! Ideas notifications do not get lost in your account users' spam filters.
External sharing
Users in your account can sync their to-dos and key dates with external calendars and share specific Aha! Ideas views as webpages and scheduled emails. All of these are great options for productivity and clarity — but all of them also need administrative moderation. The External sharing settings show you all records that have been synced, shared, or published outside of your Aha! Ideas account in two tabs: Sync to calendar and Shared as webpage.
Use the Sync to calendar tab to see all calendar syncs in your account by user and timestamp. You can Revoke access if necessary.
Use the Shared as webpage tab to see all Aha! Ideas views that have been shared as webpages — by user, report type, and timestamp. You can Change settings if necessary. From these settings, you can disable the external webpage, or generate a new URL. Click the Export button in the upper right to download a CSV file of all Aha! views that have been shared as webpages.
AI controls
Control every AI capability in your account — what people can use, where Elle can operate, which rules shape its behavior, which outside systems it reaches, and how much your team spends. Navigate to User menu -> Settings -> Account -> AI controls.
Aha! does not use your account data to train the language model.
The page groups these settings into five tabs:
Overview: See your current configuration at a glance and turn individual AI features on or off.
Access: Limit which workspaces and record types Elle can reach, and set advanced controls.
Governance: Set default instructions and a trusted domains list.
Connectors: Manage the external systems Elle can reference.
Usage & limits: Cap AI credit spend per user.
Each panel saves separately. Click the update button inside a panel to save the changes you made there.
Overview
The AI overview cards summarize your current configuration. Select a card to open the tab that controls it:
Workspace access
Record type access
Default instructions
Trusted domains
MCP servers
AI credit limit
Below the cards, use the AI features list to control which generative AI features people in your account can access:
Enable Elle (AI assistant): Give everyone in your account access to Elle. Applies to all products.
Enable personal memory for Elle: Let Elle keep personal memory for each person in your account. Applies to all products.
Enable AI search results: Turn on AI search in your Aha! account. Applies to all products.
Enable AI in filters: Turn on AI assistance when people build filters. Applies to all products.
Enable AI release notes: Turn on AI drafting for release notes from a release or list report. Applies to Aha! Roadmaps.
Enable AI analysis of ideas: Turn on AI idea analysis and exploration. Applies to Aha! Ideas.
Enable AI analysis of transcripts: Turn on AI analysis of interview and study transcripts. Applies to Aha! Discovery.
Enable AI knowledge base search: Turn on AI knowledge base search. Applies to Aha! Knowledge, and requires Aha! Knowledge Advanced.
Enable AI in automations: Turn on AI in automation rules. Applies to Aha! Ideas.
Enable view access for MCP server connections: Let people view MCP server connections.
Enable edit access for MCP server connections: Let people create and edit MCP server connections.
A setting appears only when your account's plan and products include that capability.
Click Update AI features to save your changes.
The AI model providers table lists the providers and model families that process requests for the features you enable:
Provider |
Model families |
|---|---|
OpenAI |
GPT |
Amazon Bedrock |
Claude, Nova |
Google Vertex AI |
Gemini |
Access
Elle works within each person's own permissions. Use the Access tab to narrow that further.
Elle (AI assistant) workspace access
Control which of your account's workspaces Elle can access. If you do not select any workspaces, Elle can reach every workspace the current user can reach.
Select the workspaces you want Elle to access from the Allowed workspaces menu. Click Update Elle workspace access to save your changes.
Elle (AI assistant) record type access
To limit Elle to certain record types, select them from the Allowed record types menu. Leave all boxes unchecked to give Elle access to every record type.
Click Update AI assistant record type access to save your changes.
Elle (AI assistant) advanced controls
Three advanced controls apply to every workspace Elle can access:
Allow internet searches: When enabled, Elle can search the web for information.
Allow image generation: When enabled, Elle can generate images based on the context you provide.
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 controls to save your changes.
Governance
Elle (AI assistant) default instructions
Manage instructions that apply to every chat submitted by any user in your account. Enter instructions in the Instructions field, then click 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.
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. Enter one domain per line, without https:// or paths. Only add domains you know are trustworthy.
Click Update Elle trusted domains to save your changes.
Connectors
Connectors give Elle access to systems your team uses outside of Aha! software. Nothing is available to your users until you enable it here, and enabling a connector does not connect anyone: each person authenticates their own account afterward from their personal settings.
A connector's tools do not load until at least one person in your account has authenticated with it. Until then, the connector detail page shows a prompt to connect first rather than a tool list.
Open the Connectors tab to see the connectors in your account under ENABLED and DISABLED, and the connectors Aha! provides under AVAILABLE CONNECTORS, grouped by category.
Select a connector under AVAILABLE CONNECTORS to add it to your account, or use the Search field to find one by name.
Click Add custom connector to add any tool that publishes a remote MCP server, including an internal server your organization hosts. Enter a Name and the Remote MCP server URL, and leave Enabled for users checked to make it available right away.
Select a connector to set its Tool permissions. Tools are grouped as Read-only tools and Write/delete tools. Use the Group policy dropdown to set a whole group, or set tools one at a time to Always allow, Ask user each time, or Disabled.
Click Disable connector to move a connector to DISABLED, which removes it from your users while keeping it in your account.
Aha! does not control which tools an external developer exposes, and cannot verify that a custom connector works as intended or that it will not change. Only add connectors from developers you trust.
Usage & limits
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. Set a default limit that applies to each paid seat here, or set a custom limit for an individual person from your user settings.
Check the box to enable default credit limits per paid seat in your Aha! account.
Enter a number in Set default AI credit limit per user to.
Click Update AI credit limit to save your changes.
Different AI tasks consume different numbers of AI credits.
Aha! Builder AI usage credit limits
Aha! Builder draws on a separate credit pool. Set a default limit that applies to each paid seat here, or set a custom limit for an individual person from your user settings.
Enter a number in Set default Aha! Builder AI credit limit per user to.
Click Update Aha! Builder AI credit limit to save your changes.
AI usage
Use the AI usage page to understand how people in your account are using AI. Account administrators can review adoption over time, monitor usage trends, and see which users are getting the most value from Elle.
Open User menu → Settings → Account → AI controls → AI usage to access this page.
The page includes a Time frame filter that updates every panel. By default, it shows the last 30 days. Use it to review activity over the same period across the full page.
The top of the page highlights three account-level metrics for the selected time frame:
Average daily active users: The average number of users who used AI at least once per day
Total user messages: The total number of messages sent to Elle
AI credits used: The total number of AI credits used
Each summary metric can also show a trend compared with the previous equivalent time period. For example, if you select the last 30 days, the page compares usage to the previous 30 days. The 90-day view does not include a trend comparison.
Below the summary metrics, the Daily active users chart shows AI usage by day. Hover over a point in the chart to see the date and the total number of daily active users for that day.
The Users section shows each person's AI usage in your account. It includes the following columns:
Name
Email
Total messages
Credits used
Last active with AI
You can sort each column, search by name, and move through the list in pages of 20 users.
Select the Export icon to download a CSV file of AI usage.
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, workspace, or user.
Click the hyperlinks throughout the list to see details about an action or to pull up a drawer view on the Aha! Ideas record in question.