Account & settings

Settings opens as a window on top of whatever page you are on, so you never lose your place. It has two bands. Personal settings are yours alone and every role has them. Organization settings are the business, and only an Owner or Operations Manager sees that band at all.

1. 1Click your name and avatar in the top right of the header, then choose Settings.
2. 2Personal: Profile, Security, Notifications, Appearance, and Billing (Owner only).
3. 3Organization → Company: Business profile, Branding, Licenses, Team & roles, System data.
4. 4Organization → Sales & delivery: Estimating, Invoicing, Customer emails.
5. 5Organization → Money: Payment methods. Organization → Workspace: Modules.
6. 6Close it with the X in the top right, or press Escape. Your browser Back button closes it too.

There is a search box above the section list. It looks past the section names into the cards and individual switches inside them, so typing "idle", "dunning" or "margin floor" takes you straight there. Pick a result and Managolio switches to that section, scrolls to the control, and flashes it so you can see which one it meant.

Your personal details live in Settings → Profile, under Profile information. The Username field is optional, and you can sign in with it instead of your email.

1. 1Go to Settings → Profile.
2. 2Edit First name, Last name, Username, Sign-in email, or Phone.
3. 3Choose Save changes. The button stays disabled until something actually changes.
4. 4If you changed your sign-in email, open the new inbox and click the confirmation link. Your email only switches over once you do, so a typo cannot lock you out.
5. 5A new sign-in email or username can be tried a few times an hour. Past that, wait a while and try again.
6. 6Confirming a new sign-in email also turns off your calendar feed link, within about an hour. A calendar app subscribed to your schedule then stops updating until you add the new link from Calendar → Sync.

Password changes are on your Profile, not on the Security section.

1. 1Go to Settings → Profile and scroll to Change password.
2. 2Enter your current password, then the new one twice. New passwords need at least 8 characters.
3. 3Choose Update password.
4. 4Locked out instead? Use "Forgot password?" on the sign-in screen and we will email you a reset link.
5. 5A new password, changed here or reset, also turns off your calendar feed link, within about an hour. A calendar app subscribed to your schedule then stops updating until you add the new link from Calendar → Sync.

Settings → Security holds your two-factor sign-in (see the next answers) and two things about staying signed in. Session timeout is company-wide and only an Owner or Operations Manager sees it. It is already on at 30 minutes, and you can set it anywhere from 5 minutes to 8 hours, which is worth tightening for tablets that float around a job site. A 60 second countdown with a "Stay signed in" button appears before anyone is actually signed out. Both controls save the moment you change them.

1. 1Company-wide: Settings → Security → Session timeout. Turn "Auto sign-out when idle" off, or pick a different Idle timeout.
2. 2Just you: Settings → Security → Active sessions → Sign out everywhere.
3. 3Signing out everywhere ends every login on your account, including the browser you are in, so you will sign in again straight away.
4. 4Your calendar feed link keeps working after you sign out everywhere. If a lost device was subscribed to it, choose Reset link under Calendar → Sync, then add the new link to your own calendar apps.

Two-factor sign-in adds a second step after your password: a 6-digit code from an authenticator app on your phone. Even if someone learns your password, they can’t sign in without your phone. It is optional unless your company requires it, and each person turns it on for themselves.

1. 1Go to Settings → Security → Two-factor sign-in and choose Turn on.
2. 2Open an authenticator app on your phone (Google Authenticator, Microsoft Authenticator, 1Password or similar) and scan the QR code, or type in the setup key.
3. 3Enter the 6-digit code the app shows and choose Turn on.
4. 4Save the 10 recovery codes that appear: copy them or download them. Each one signs you in once if you lose your phone, and you won’t see them again. The window stays open until you copy or download them, or choose I’ve saved my codes. Your browser’s Back button won’t close it either.
5. 5From then on, signing in asks for the code after your password. Tick "Trust this device for 30 days" on that step to skip the code on that browser for 30 days. Changing your password, or choosing Sign out everywhere, ends that.
6. 6Running low on recovery codes? Choose Generate new recovery codes and enter your current password and a code from your app, or a recovery code. 10 new codes replace all of your old ones, and you see them once.
7. 7To turn it off, choose Turn off and enter your current password and a code from your app, or a recovery code.
8. 8We email you whenever two-factor sign-in is turned on or off, whenever new recovery codes replace your old ones, and whenever one of your recovery codes is used. We also email you when someone enters your password correctly but then a wrong code, at most once every 12 hours: if that wasn’t you, change your password.

Only the Owner can require it. Settings → Security → Two-factor for your team has one dropdown, "Require two-factor sign-in for", with three choices: No one (optional), Owners and Operations Managers, or Everyone on the team. It saves the moment you change it.

1. 1Anyone it newly covers who hasn’t set it up gets 7 days, to the end of the seventh day in your company’s time zone. We email each of them once, with that deadline (not the Owner who set it, and not anyone who hasn’t accepted their invite yet).
2. 2In Managolio, "Your account" at the top of the alerts bell and of the Dashboard’s Needs Attention shows them the day and time, and appears without a reload. It can’t be dismissed, and in the last 72 hours it moves up to the bar across the top of the app. Someone with neither the bell nor the Dashboard, such as Crew, sees it on that bar from the start.
3. 3After the 7 days, Managolio signs them out, even if they ticked Remember me, and signing in makes them set it up before they can do anything else. As in Settings, the browser’s Back button won’t take their recovery codes away before they have saved them.
4. 4Someone it covers who turns it off is signed out, and sets it up again as they sign back in.
5. 5It covers your team only. Customers signing in to the portal never need it.

On the code step at sign-in, choose "Use a recovery code instead" and type one of the codes you saved. Each code works once, and we email you when one is used. Then set up your new phone: in Settings → Security, turn two-factor sign-in off (your password and another recovery code) and on again, which also gives you 10 fresh recovery codes. To replace your recovery codes without turning it off, choose Generate new recovery codes in the same place. If your company requires it, turning it off signs you out, and you set it up with your new phone as you sign back in.

1. 1No phone and no recovery codes left? Email support@managolio.com. Once we are sure it is you, and we have recorded how we checked, we schedule two-factor sign-in to be turned off for your account. It takes effect 72 hours later, the next time you sign in after that. We email you and your company’s Owners and Operations Managers straight away, the bar across the top of Managolio shows it to all of you, and any of you can cancel it there, so nobody can talk us into it behind your back.
2. 2Once the 72 hours are up, sign in with your password and set it up again with your new phone. If your company requires it, you are asked to straight away.

Managolio comes in one light theme, so there is no dark mode to turn on. Table display is in Settings: Settings → Appearance → Datagrid display sets Rows per page (10, 25, 50 or 100, starting at 25) and "Always show pagination", which keeps the pager visible even when everything fits on one page.

This is what your customers see on proposals, invoices and change orders. Owner and Operations only. Your company details live in Business profile, and your logo lives in Branding.

1. 1Go to Settings → Branding. On the Logo card, upload your logo as a PNG or JPEG under 2 MB and click Save logo. There is one logo, used everywhere.
2. 2No logo yet? Turn on "Use company name when no logo" in the same place to show your company name instead of the Managolio logo.
3. 3Then go to Settings → Business profile.
4. 4Fill in Company, Project number prefix, Business email, Phone and Website. Business email is where customer replies go, and it is deliberately separate from your sign-in email.
5. 5Add your street address, city, state and ZIP. Working from home? Turn off "Show this address on customer documents" to keep it off paperwork. Check your state first, some require the contractor address on a home improvement contract.
6. 6Set your Business timezone. Customer-facing dates and appointment reminders use it.
7. 7Paste your Google review page into Review link. Leave it blank and the review request emails are skipped.
8. 8Choose Save changes.

Managolio keeps one license per issuing state, not one number for the whole business. The license for a job's state is the one that prints on that job's proposals, contracts and invoices.

1. 1Go to Settings → Licenses and choose Add license.
2. 2Pick the issuing state and enter the License number. Add a Prefix (ROC, for example), Class, Classification, monetary limit, bond amount and expiry if your state expects them.
3. 3Choose Save license. Edit or remove a row later from the same list.
4. 4An expired license is left off your documents rather than printed, and the row tells you so in red.
5. 5A license with no state set is the fallback for any job in a state that has no license of its own.
6. 6If you turned off the pre-send warning for a state, this is the only place to turn it back on. Look for "Warnings turned off for" and choose Turn back on.

Settings → Estimating holds the margin guardrails for the whole business. Grades start at A from 28%, B from 20% and C from 15%, and anything under C is a D. The margin floor starts at 15%, and it is what the live margin meter on an estimate turns red against. The floor and the approval rule are the Owner's to set, because an Operations Manager can approve an under-floor job and should not also set the rule they approve under.

1. 1Go to Settings → Estimating → Job grading. Set the floor for A, B and C. D is whatever falls below C. The values must descend, and each one has to sit between 0 and 90%.
2. 2Set the Margin floor, then choose Save changes.
3. 3Under Approvals, turn on "Require independent approval below the floor". You need at least two people who can approve, an Owner or an Operations Manager, or the switch stays disabled. Nobody can clear their own job.
4. 4From then on an under-floor estimate cannot be sent until someone other than the person who built it signs off.
5. 5If the numbers change after sign-off, the approval is cleared and has to happen again. An approver looking at a stale copy is told to reload rather than signing off on figures they never saw.

The rest of Settings → Estimating. These switches save the moment you flip them.

1. 1Project conversion: "Require an accepted proposal to convert" is already on, so only an accepted estimate can become a project. Turn it off if you sometimes start on a verbal yes, and a sent or approved estimate can convert too.
2. 2Estimate builder: hide the Complexity multiplier or Contingency if you do not use them. Hidden means neutral in the math, a 1x multiplier and 0% contingency, so every screen agrees on the cost.
3. 3Flat pricing (Owner only): offers a no-margin flat price when an estimate is created. Turn it off and the flat estimates you already have go through the margin floor too, where a flat price reads as 0% margin or less. If your company requires sign-off below the floor, each one not yet sent needs it before it goes out, and each one already with a customer goes on hold until you revise it. When any are affected, you are shown how many first and can keep it on.
4. 4Customer proposal: Default pricing detail is what new proposals start with. Lump sum only, Category subtotals, or Full line items. New accounts start on Lump sum only, and you can override it on any individual proposal.

Settings → Modules is where you switch off areas your business does not use. They disappear from navigation and search and their pages stop being reachable. Your data is kept and comes back if you turn them on again, and projects already using them keep their stages, tabs and customer portal.

1. 1Go to Settings → Modules → Available modules.
2. 2The switches are Subcontractors, Field operations, Analytics, Permits, and Maintenance plans (recurring invoices and maintenance-plan projects).
3. 3On Starter, Subcontractors, Analytics and Maintenance plans are locked, marked Included with Basic and Pro, with a link to upgrade. Field operations and Permits are on every plan.
4. 4Field operations cannot be turned off while you have any Crew members, because Field Ops is where they log their work. Move or remove them first.
5. 5Warranties is not in this list. It sits with the warranty settings it controls, in Settings → Invoicing → Contract defaults. Turning it off also removes the Claims page and the warranty stage, which come with Basic and Pro.
6. 6"Quick look", which shows or hides the alerts bell in the top bar for everyone but Crew, is not here: it is in Settings → Appearance, under Header.

Settings → System data shows how much space your job photos and documents are using, and it is where you take your data out. Owner and Operations only, because the export includes financial records the Estimator and Crew roles never see. Records and files are two separate downloads.

1. 1Go to Settings → System data → Your data and choose Export records.
2. 2You get a ZIP with one CSV per record type: contacts, leads, estimates, proposals, projects, invoices, payments, permits, daily logs, photos, documents and more, plus a README listing every file and its row count.
3. 3The CSVs open straight in Excel, Numbers or Google Sheets.
4. 4Photos and documents are listed by name but the files are not inside the ZIP. Download photos from a project's Photos section with Download all, and documents from Documents with Download all.
5. 5Your setup is not in the export either. Branding, payment schedule, warranty template, margin rules and module switches are configuration, not records. Sign-in credentials and connected-account tokens are never included.

Both have their own topic: Privacy & closing your account covers how a support agent has to ask for access and what they can never do even with it, and exactly what happens on the day you close the account and across the 30 days after. The controls themselves are Settings → Business profile → Danger zone for closing, and the bar across the top of the app for support access.