This article is part of a series of settings overview articles:
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Personal |
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Configure 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 your account to keep proprietary information safe.
There are three levels of account settings. These correspond to the three levels of administrator permissions: Account, Billing, and Customizations. In this article, we will focus on the Account settings.
Profile
Your account profile is located in your account settings. From here, you can customize your account's identity. You will need account administrator permissions to access and configure your account profile.
Your account profile is comprised of two parts:
Name: The name of your company (e.g. "Fredwin, Inc."). You can enter any name you want to use here.
Custom domain: 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 Aha! Whiteboards.
It is possible to change your account's custom domain name, but there are a few things to consider before doing so:
You can change your account's domain name to anything that has not already been taken by another Aha! account. 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 all shared whiteboards. This means that anyone outside your account that has access to a whiteboard via shared links will need new links to continue accessing that whiteboard.
To change your domain name:
Ensure that all other users are logged out of your Aha! account, so they do not receive error messages.
Navigate to User menu -> Settings -> Account -> Profile.
Type your new domain name in the Custom domain field.
Click Update account profile.
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.
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 your Aha! account 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.
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:
-
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.
-
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.