Platform Settings Overview

Appxite Updated by Appxite

Introduction

The Settings section of the Platform Portal is the central hub for platform configuration. From here, administrators can manage authentication, payments, integrations, notifications, branding, and other operational aspects of the platform. This article provides an overview of each configuration area available within Settings and links to detailed articles for further guidance.

In this article:

Accessing Settings

To access the Settings section:

  1. Log in to the Platform Portal.

  2. Navigate to the Settings section in the left-side menu.
     

  3. Select the specific sub-section you want to configure from the available options.

The Settings section contains thirteen configuration areas listed in alphabetical order. Each area is described in detail below.

Activity History

The Activity History section allows administrators to configure how long the Platform retains historical activity data. The only setting available is the History retention period, which determines the duration for storing activity records.

The available retention options are: 1 year, 2 years, 3 years, 4 years, 5 years, or unlimited. Select the desired period from the drop-down and click Save to apply the change.

Authentication Management

The Authentication Management section allows Distributor Admins and Seller Admins to configure how users log in to the Platform Portal. This includes selecting and enabling Identity Providers, setting default authentication options, and controlling which login methods are available to Platform users.

Key capabilities in this section include:

  • Enabling or disabling individual Identity Providers such as Work email (AAD Account), Google, Google Workspace, Facebook, LinkedIn, IBM ID, PayPal, and Personal email (Live ID). Multiple providers can be active simultaneously.
  • Viewing the number of active providers and their current status.
  • Distributor-level controls to restrict Seller Identity Provider changes, ensuring consistent authentication across the channel. When restricted, Sellers inherit the Distributor's configuration and cannot modify it.
  • Configuring availability per Identity Provider as "Only me", "Me and partners", or "Only partners" to control which Platform levels can use each provider.

For detailed setup steps and configuration scenarios, see Authentication Management. For information about the login experience, see How to Log In to the Platform With Different Options?

Business Locations

The Business Locations section enables Distributor Admins and Seller Admins to define and manage multiple business locations within a single multi-tier Platform. This is particularly useful for Organizations that need to split Invoices based on which entity each Customer should be billed from, and synchronize those Invoices to ERP solutions.

Key capabilities in this section include:

  • Creating new business locations with details such as name, country, city, postal code, address, and an External Location ID for linking to external invoicing or ERP solutions.
  • Designating a Primary Business Location, which serves as the default for any Organization not explicitly assigned to another location.
  • Assigning Organizations to specific business locations (each Organization can have only one active assignment at a time), either from the Business Locations section or from the Organization section.
  • Removing business locations. When a location is removed, all its Organizations are reassigned to the Primary Business Location. Deletion takes effect the following day.

The Business Location column also appears in the Full Reconciliation File in the Invoice section and reflects the Business Location of the Invoice provider. For full setup instructions, see Business Locations.

Currency & Payments

The Currency & Payments section provides comprehensive control over invoicing, Billing Cycles, currency management, and payment processing. This section is organized into six tabs:

  • Display & Navigation — Configure the visibility of the Invoices section for Customers, including which tabs (Overview, Invoices, Billings) are shown. Administrators can also set up Custom Navigation with buttons and hyperlinks that lead to external resources such as payment portals or credit limit details.
  • Billing — Select which Billing Cycles (Monthly, Quarterly, Yearly) are available to Customers. Any Billing Cycle not enabled is hidden from the Customer during purchase. If an Offer does not support any of the enabled cycles, it is automatically hidden.
  • Currency — Add and manage currencies that Customers can use for invoicing. Sellers can integrate their preferred FX rate provider through the API or provide custom exchange rates. See Currency Exchange (FX) Rate Management for details.
  • Payments — Configure Stripe integration for payment processing. Sellers connect their Stripe account using Publishable and Secret Keys and can enable Card Payment, ACH Direct Debit, and Wire Transfer (always enabled by default). Partial payment authorization is also available. See Payments on the Platform for more information.
  • Payment terms — Define payment term settings for Customer Invoices, including due dates and payment conditions. See Payment Terms for configuration details.
  • Credit Risk — Manage Offer restrictions and Credit Limit configurations. This includes blocking high-risk combinations of Commitment Periods and Billing Frequencies, grouping Organizations by risk level, and setting up order approval workflows. See Credit Risk Management for details.

For the complete setup guide, see Currency & Payments.

Custom fields

The Custom fields section allows Distributor Admins and Seller Admins to create additional data fields that capture information specific to their business requirements. Custom fields can be attached to Organizations, Subscriptions, Contracts, or Orders.

When creating a custom field, administrators configure the following properties:

  • Name — The display name of the field.
  • Entity — The object the field applies to (Organization, Subscription, Contract, or Order). When "Subscription" is selected, administrators can also choose which Vendors the field applies to.
  • Type — The data type, including Text, Number, Checkbox, Single-select drop-down, or Multi-select drop-down.
  • Options — Including whether the field is required, whether the value can only be set once, and whether the field is included in the Reporting API.
  • Availability to Organizations — Whether the field is visible to "Only me", "Me and Partners", or "Only Partners".
  • Available roles — Which access roles can view and edit the field.

Once created, fields can be edited (except for Entity and Type). Deleting a field that is already in use on existing records requires confirmation, as the data is permanently removed.

Common use cases include adding billing contact information visible only to the Seller, attaching credit risk scores to Organizations, and enriching Contracts with reference numbers or other business-specific details. For full instructions, see Custom fields.

Customers

The Customers section contains settings that govern Customer-related rights and restrictions on the Platform.

The primary feature in this section is Customer Rights, which includes the option to Reject Ordering Without ERP ID. When this checkbox is enabled, Customers who do not have an ERP ID defined in the Platform are prevented from placing Orders for Subscriptions. Instead, they receive a prompt directing them to contact their Account Manager to have the ERP ID populated.

This feature is useful for Organizations that require ERP integration and need to ensure all Customer records are properly linked to their invoicing or accounting systems before purchases are made.

For full details, see Customers - Customer Rights.

Integrations

The Integrations section allows administrators to configure connections between the Platform Portal and third-party service providers. Each integration enhances the Platform's functionality by adding capabilities for authentication, analytics, user guidance, tax management, and more.

The available integration types include:

  • Auth0 — User authentication and authorization service used for identity management. Configure this integration by providing your Auth0 Client ID to authorize users for Platform access.
  • Chat Widget — Embed a real-time support chat (Zendesk or Puzzel Chat) on the Platform for Customer support.
  • Hotjar — User analytics tool that reveals how users interact with the Platform, helping identify areas for improvement.
  • Inline Manual — Create walkthroughs, modals, and in-app help content to guide Customers and employees through the Platform.
  • Userlane — A Digital Adoption Platform for creating role-based interactive guides and tooltips. Userlane also supports Product Management pages.
  • Google Tag Manager — Manage marketing and analytics tags across the Platform using a Tag Management System.
  • GDAP — Configure Granular Delegated Admin Privilege solutions for Microsoft Cloud integrations. Applies to Direct Sellers and Indirect Providers only. See Introduction to GDAP and CSP Microsoft Cloud Solutions.
  • Taxes — Enable tax calculation (VAT) for Products using Stripe or a custom tax provider by entering the relevant API key.
  • PSA Tools — Integrate with HaloPSA for professional services automation, enabling synchronization of Organizations and Subscriptions between the Platform and HaloPSA. See HaloPSA Integration.

For complete configuration steps, see Platform Integration options.

Notification Settings

The Notification Settings section provides full control over Platform email notifications, alerts, and webhook configurations. Distributor Admins and Seller Admins can switch any notification event ON or OFF, and configure recipients (TO, CC, BCC) per event.

Notifications are managed at three levels — Default, Distributor, and Seller — with an inheritance model that flows from Default to Distributor to Seller. Saving settings at any level breaks inheritance from that point forward. The "Reset to Default" option restores previously inherited values.

Key capabilities in this section include:

  • Enabling or disabling individual notification events, with changes taking effect immediately.
  • Configuring recipients per event as organization contacts, users of a specific role, individual Platform users, or custom email addresses.
  • Distributor-level controls to lock specific notification events, preventing Sellers from modifying Email and Webhook settings for those events. See Notification Settings – Distributor View for details.
  • Configuring a custom sender name and email address for Seller-level notifications.
  • Feeding notifications into third-party applications via webhooks. See Platform Webhooks Guide for Partners.

For the complete configuration guide, see Notification Settings.

Prices

The Prices section provides centralized authorization controls for same-day pricing changes across the Organization. This setting determines whether users can create Customer Price Markup configurations that take effect immediately (on the same day) rather than waiting until the following day.

When same-day pricing authorization is enabled, Sellers can respond immediately to competitive pressure, time-sensitive deals, market volatility, and urgent Customer requests by setting the Effective Date of a Customer Price to today. When disabled, same-day pricing is only permitted for Customers who have no existing Subscriptions or Orders — otherwise, the earliest allowed start date is the following day.

The Prices settings page shows the current authorization status and the last update details (date and user). A confirmation dialog appears when enabling the feature to ensure administrators understand the potential impact on in-progress Orders.

For full details on authorization behavior, use cases, and bulk import scenarios, see Customer Prices: Same-day pricing configuration.

Subscriptions

The Subscriptions settings configure the visibility of filters and the visualization of the Subscription grid for Sellers and their Customers.

The Seller Subscription Management grid provides a centralized view of all Subscriptions across all Customers. Through Settings, administrators can configure display preferences that affect how the grid appears and behaves, including:

  • Landing Page setting (under Settings > Theme & UI > Landing Page) — Choose which page opens by default when a user logs in: the Product Catalogue, the Subscriptions grid, or the Organizations page.
  • Subscription grid filters — The grid includes a filter panel with quick-access filters (Active, Expiring within X days, Auto-renewing within X days, Trials, All history) and column-level filters for Status, Vendor, Tenant, Customer Name, Offer Name, and more.
  • Column visibility — Use the "Choose columns" button to select which columns are displayed, including Subscription Status, Vendor/Tenant, Customer Name, Expires On, Quantity, Commitment Term, Billing Cycle, Cost, Price, Markup percentages, and others.
  • Color-coded progress bars — Expiration tracking with Green (60+ days), Yellow (15–60 days), Red (under 15 days), and Grey (expired) indicators.
  • Export — Download the current grid view as an XLSX file.

For the complete guide to grid features, filtering, search, and export, see Seller Subscription Management overview.

Terms & Conditions

The Terms & Conditions (T&C) section allows administrators to upload, manage, and enforce custom Terms & Conditions documents on the Platform.

Key capabilities in this section include:

  • Uploading T&C files — Select and upload a document containing your Terms & Conditions. Uploading a new file overrides the previous version.
  • Downloading T&C — Review your current T&C document by downloading it.
  • Setting acceptance requirements — Choose from three enforcement levels:
    • "Don't require customers to accept" — Customers are not prompted for T&C acceptance.
    • "Require customers to accept once" — A pop-up appears the first time a Customer or Customer Admin logs in.
    • "Require customers to accept all new versions" — A pop-up appears each time a Customer logs in after a new T&C file has been uploaded.
  • Hiding T&C — Deselecting the acceptance requirement hides the T&C from users. Selecting it again makes it visible.
  • T&C History — A dedicated "History" tab under Settings > T&C displays a record of all T&C changes for the Partner.

For complete instructions, see Terms and Conditions (T&C).

Theme & UI

The Theme & UI section allows administrators to customize the visual appearance and branding of the Platform Portal. This is where Organizations align the Platform look and feel with their own corporate identity.

Key capabilities in this section include:

  • Logo upload — Upload a custom logo that appears across the Platform.
  • Theme colors — Configure theme colors to match your Organization's branding.
  • Footer customization — Edit the footer content displayed at the bottom of the Platform.
  • Support contacts — Add support contact information to the login page.
  • Landing Page — Choose the default page that opens when a user logs in (Product Catalogue, Subscriptions, or Organizations).

These settings help create a consistent brand experience for Platform users, Sellers, and Customers.

Customer platform

The Customer platform section enables administrators to configure and personalize the Customer-facing Platform experience for both their own Platform and their Sellers' Platforms.

This section controls aspects of how the Platform appears and behaves from the Customer's perspective, allowing Distributors and Sellers to tailor the experience to match their specific business requirements and branding.

For full configuration details, see Customer platform Settings.

Summary

The Settings section of the Platform Portal provides thirteen configuration areas that together give administrators full control over platform branding, security, payments, notifications, integrations, and operational workflows. Each sub-section offers dedicated tools for tailoring the Platform to your Organization's needs — from how users authenticate and what Customers see, to how Invoices are split across business locations and how Subscription data is displayed. Regularly reviewing and updating these settings helps maintain optimal Platform performance and a consistent user experience across all tiers.

Configuration Management Settings compliant rw_v1

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