Organisation settings

Your organisation is your practice in Paradino: the people in it, the roles they hold, the seats they occupy on your subscription, and the settings that apply to everyone. This page covers the four tabs that change things for the whole practice rather than for you.

Who can change these

Whatever you change here applies across the organisation, not just to you, no matter which Owner makes the change.

Getting there

Click your profile icon in the top right navigation bar, choose Settings, and open one of the last four tabs. Your personal settings live on the same screen, on the tabs before them.

To switch between organisations you belong to, use the practice name at the top of the left sidebar.

Roles and permissions

Paradino has four organisation roles:

• Owner manages the organisation, including members, the subscription, and organisation-wide settings, and works with clients like an Adviser.
• Adviser uses Paradino's advice, client, document, and workflow features, and owns their own clients. Advisers cannot change organisation-level settings.
• Practice manager holds the same management rights as an Owner, but works with client data the way Support does: organisation-wide visibility, acting on an adviser's behalf, and never owning clients themselves.
• Support helps the team by viewing clients and meeting summaries across the organisation, using insights, and creating strategies. Support users cannot upload recordings and cannot own clients.

Roles also decide which kind of seat someone uses:

• Adviser seats are used by Owners, Advisers, and Practice managers.
• Support seats are used by Support members.

Because the two are billed separately, changing someone's role can change your bill.

Plan & members

Current plan

Shows your plan and whether it's billed monthly or annually, along with how many adviser and support seats you're billed for against how many are actually filled. View plans takes you to the plan comparison.

Agreed seats

Set the number of adviser and support seats your organisation is billed for, even while some are unfilled. Inviting members beyond your agreed seats increases the count automatically; seats never decrease unless you reduce them here, and you can't go below the number of people you currently have.

Changes are invoiced or credited immediately with proration, so they apply without a Save changes button.

Members

Invite people and manage their roles. Enter an email address under Invite a member, choose a role, and click Invite. The invitation stays in the pending list until they accept it. You can change an existing member's role from the dropdown beside their name, or remove them.

Billing account

Names the person whose payment method the subscription runs on, and lets you transfer it to another member. Manage billing opens the Stripe portal for invoices and payment details, and is only available to the subscription owner.

Organisation

The Organisation tab gathers the settings that shape how your whole practice works. Click Save changes when you're done.

Licensee & network

If your licensee or network gives your practice a code, enter it here to connect this workspace to shared templates, reference documents, and compliance context. Linking a licensee or network can give your organisation access to:

• licensee or network templates
• shared Knowledge Base documents
• centrally managed practice material

If your organisation is already linked, the current licensee or network is shown and you can Remove the link or enter a different code. Some licensee setups manage templates centrally, in which case local template changes may be restricted.

Share clients and documents

Turn this on when your team should work from the same client and document list: every member of your organisation can then view each other's clients and documents. This suits shared advice teams, support staff, and practices where more than one person works on the same client file.

With it off, users generally work from their own clients and documents. Support and Practice manager users may still have broader access because of their role.

Auto-sync documents

Automatically sync generated documents to linked CRM or cloud storage after saving, so advice documents, meeting summaries, and other saved outputs appear in the connected client file without a manual sync each time.

Auto-sync depends on the relevant integration and the client's folder or CRM connection being set up first. If a document doesn't sync, check the client's integration setup before changing this setting.

Allow Athena to run in auto mode

Let advisers choose Auto mode when generating Statements and Records of Advice. In Auto mode, Athena shows each planning step and continues without pausing for confirmation, so an advice document can be generated in one run.

Recording retention

• Default audio retention: how long audio from new recordings is kept: 7 days, 30 days, or Indefinite. New organisations default to 30 days.
• Default transcript retention is Indefinite and can't be changed: transcripts and the content derived from them are always retained.

This only applies to new recordings; existing recordings keep the retention policy they already had. Once a recording's audio retention period ends, its audio can no longer be played or downloaded, but any summaries generated from it remain.

File name formats

Customise the file names used for downloads and syncs. There are separate formats for Meeting summary file names and for Strategy and advice document file names.

Use Insert variable to add dynamic fields such as client name, adviser name, meeting type, strategy name, or document dates. Variables appear inside double curly brackets, such as {{client_name}}.

The default meeting summary format is:

Meeting Summary - {{meeting_date}} - {{client_name}} - {{meeting_type}}

The default strategy format is:

Strategy - {{modified_at}} - {{client_name}} - {{strategy_name}}

Formats must be under 100 characters and cannot include these characters outside variables:

\ / : * ? " < > |

Teams

Teams are shared work surfaces that tasks can be assigned to, for example, a Paraplanning team. Create a team with a name and description, choose its members, and members can then claim the team's tasks from the Tasks page.

Move clients

Use this tab to reassign clients from one adviser to another within your organisation, for example, when an adviser leaves or a client is handed over. Each client's workspace records move with them.

1. Find the clients. Search by client name or email, and optionally filter by the adviser who currently owns them.
2. Select clients. Tick one or more clients. Use the header checkbox to select everyone in view, and hold Shift while clicking to select a range.
3. Click Move. A dialog opens; choose the target adviser. Only advisers who can own clients are listed, and an adviser who already owns one of your selected clients is marked Current.
4. Confirm and watch progress. Paradino moves the clients one by one and shows a running progress indicator, then a summary of how many were moved, skipped (already owned by the target adviser), and failed.

Moves apply immediately: there's no Save changes button on this tab.

Chat coach: the coin game

One more organisation-wide setting sits outside those four tabs. On the Chat coach tab — which everyone can see, because the tip settings above it are personal — Owners and Practice managers get two controls for Dino's one-minute coin run:

• Enabled: let your team play, and keep an organisation leaderboard. Turning it off hides the game controls for everyone.
• Global leaderboard: allow members to share a score to the leaderboard seen across all Paradino organisations, which shows their name and your organisation name. Turning this off also hides any scores already shared.

Best practices

• Review sharing before enabling it, especially if advisers should keep client files separate.
• Set file naming formats before turning on auto-sync, so synced documents follow the right naming pattern from the start.
• Keep licensee or network codes with the people responsible for practice operations, not individual users.
• If your team uses shared templates or Knowledge Base documents, confirm the correct licensee or network is linked before generating advice documents.
• Give Practice manager rather than Owner to operations staff who need to manage the practice but should never own client records.
• Revisit these settings when your practice structure changes, such as adding support staff or joining a new licensee group.

Troubleshooting

I cannot see these tabs

They're only available to Owners and Practice managers, and show a padlock for everyone else. Ask an Owner in your organisation to make the change for you.

My team cannot see each other's clients or documents

Check that Share clients and documents is on, under the Organisation tab. Everyone also has to be in the same Paradino organisation.

My licensee or network code is not working

Check that the code was entered exactly as your licensee or network provided it. If it still doesn't work, confirm the code is active and intended for your organisation.

Shared templates or Knowledge Base documents are missing

Confirm the organisation is linked to the correct licensee or network. If the link was just changed, refresh Paradino and check again.

Documents are not auto-syncing

Check that Auto-sync documents is on and that the client has a linked CRM or cloud storage connection. Auto-sync cannot send a document to a destination that hasn't been connected.

My custom file name will not save

Check that the format is under 100 characters and doesn't contain unsupported characters such as /, :, *, ?, ", <, >, or |.

An invited member has not appeared

Their invitation stays in the pending list until they accept it. Check the email address on the invitation, and have them look in their spam folder.

I cannot reduce our agreed seats

You can't go below the number of people currently occupying that kind of seat. Remove or change the role of the members you no longer need seats for first, then reduce the count.