Settings

Settings is where you manage your account, secure your sign-in, control the look and language of Intra AI, build your personal prompt library, and keep track of your active sessions. Everything lives in one place – a row of tabs at the top of the Settings page.

At a glance: Click your name at the bottom of the sidebar → Settings to open it. Most changes save immediately or with a single Save button.

Note: Some tabs only appear when your administrator has enabled the related feature – for example, the News tab only shows when announcements are turned on for your workspace.

How to open Settings

Look at the bottom of the left sidebar. You will see a button showing your name and initials.
Click that button. A small menu pops up.
Click Settings in the menu.

The Settings page opens. Across the top you will see a row of tabs:

Tab	What it covers
Account	Name, username, email, password
Security	Two-factor authentication (2FA) and passkeys
Preferences	Theme (light / dark) and interface language
Sessions	All devices currently signed in
Data & Privacy	Data export and terms-of-use history
Prompt templates	Your personal reusable message templates
Onboarding	Guided product tours – replay or restart
News	Workspace announcements (shown when enabled by admin)

Click any tab to switch to it. On narrow screens the tab labels collapse to icons.

Settings page open on the Account tab, showing profile fields and a change-password form below

Account tab

The Account tab is where you update the information tied to your profile.

What you can change

Field	What it does
Name	The name other people see in shared conversations and projects.
Email	Shown for reference only. You cannot change it here.
Username	Your unique handle – used when someone searches for you to add you to a project or conversation. Must be unique across the workspace.

Note: If your account is managed through single sign-on (SSO – meaning your organisation controls your login through a central system), your display name and username are locked. You will see a blue notice that says these details are managed for you, and the fields are greyed out.

How to change your display name

Open Settings → Account.
Click into the Name field and type the new name.
Click Save.
A green confirmation toast appears. The sidebar immediately shows your new name.

How to change your username

Open Settings → Account.
Click into the Username field and type the new handle.
Click Save.
- If the handle is already taken, you will see an inline error. Choose a different one and try again.

Account badges

Below the form you will see two small badges:

Badge	Meaning
Admin or User	Your role in this workspace. Admins have access to the admin panel.
Email verified	Your email address has been confirmed. If it shows "Not verified", contact your administrator.

How to change your password

The password section appears below the profile form (it does not appear for SSO accounts).

Open Settings → Account.
Scroll to Change password.
Enter your current password.
Enter your new password. It must be at least 12 characters long.
Enter the new password again in Confirm new password.
Click Update password.

Warning: Changing your password signs out every other session immediately. Your current browser session stays active.

Common errors when changing password:

Error	What to do
Current password is wrong	Re-enter the password you use to sign in.
Password too short	Use at least 12 characters.
Password is too weak	Add a mix of letters, numbers, and symbols.
Passwords do not match	Make sure both "new password" fields are identical.

Security tab

The Security tab combines two-factor authentication (2FA) and passkeys in one place.

Two-factor authentication (2FA)

Two-factor authentication adds a second check at sign-in: after your password, you enter a short code from an authenticator app on your phone. This means someone who learns your password still cannot sign in without your phone.

For the full step-by-step setup flow, see Login & Security.

From the Security tab you can:

Enable 2FA – if it is not yet set up, a button walks you through the process.
Register new device – replaces your authenticator app link with a new one (useful if you get a new phone).
Regenerate backup codes – produces a fresh set of one-time emergency codes. Old codes stop working immediately.
Disable 2FA – turns off the second sign-in check. You will be asked to confirm with your current authenticator code.

Tip: Keep your backup codes somewhere safe and offline (printed or in a password manager). They are the only way to recover access if you lose your phone.

Passkeys

Note: Passkeys only appear when your administrator has enabled this feature.

A passkey lets you sign in with your device's biometrics (fingerprint or face scan), your device login (Windows Hello or macOS Touch ID), or a hardware security key – instead of typing a password and a 2FA code. It is faster and more secure.

Each passkey card shows:

Element	Meaning
Phone icon	The passkey is stored on a mobile device.
QR / chain icon	Cross-device passkey, scanned from another device.
Key icon	A hardware security key (for example, a YubiKey).
Synced badge	The passkey is backed up by your platform (password manager or device account) and is available on your other devices.
Created / Last used dates	When the passkey was registered and when it was last used to sign in.

How to add a passkey

Open Settings → Security.
Scroll to the Passkeys section.
Click Add passkey (this opens the "Add a passkey" dialog).
A dialog appears. Enter your current password.
If you have 2FA enabled, also enter your authenticator-app code (the 6-digit code from your phone app, or a backup code).
Optionally give the passkey a name – for example, Work laptop or iPhone.
Click Create passkey.
Your browser or device will prompt you to use your biometric or security key. Follow the on-screen prompt.
The new passkey appears in the list.

Note: If your browser shows a message that passkeys are not supported, use a current browser that supports WebAuthn/FIDO2 – for example recent Chrome, Edge, Safari, or Firefox.

How to rename a passkey

Open Settings → Security → Passkeys.
Find the passkey and click the pencil icon.
Type the new name (up to 64 characters).
Click the green tick to save. Click the grey X to cancel without changing anything.

How to delete a passkey

Open Settings → Security → Passkeys.
Find the passkey and click the trash icon.
A confirmation dialog appears with a warning.
Enter your current password (and your authenticator-app code if you have 2FA on).
Click Remove (the dialog is titled "Remove passkey").

Warning: If you delete your last passkey and do not have another way to sign in set up, you could lock yourself out. Keep at least one active sign-in method at all times.

SSO accounts

If your account is managed through single sign-on, both the 2FA controls and the Passkeys section are hidden. Authentication is handled entirely by your organisation.

Security tab showing 2FA controls and the passkeys section with an Add passkey button

Preferences tab

The Preferences tab controls how the Intra AI interface looks and what language it uses. These settings are saved to your account, so they follow you across every device you sign in on.

Theme

Two large tile buttons show Light (sun icon) and Dark (moon icon). The active choice has a blue border.

How to switch theme:

Open Settings → Preferences.
Click Light or Dark.
The interface changes immediately – no Save button needed.

Language

Two tile buttons show Deutsch and English.

How to change language:

Open Settings → Preferences.
Click Deutsch or English.
The interface text switches immediately – menus, buttons, labels, and error messages all change.

Note: The language setting changes only the Intra AI interface text. It does not change the language the AI replies in. The AI answers in whatever language you write your message in.

Preferences tab showing the Light and Dark theme tiles, and Deutsch / English language tiles below

Sessions tab

The Sessions tab lists every device and browser that is currently signed in to your account.

Each session card shows:

Element	Meaning
Browser / device name	The user-agent string reported by that browser.
This session badge	This is the session you are using right now.
Signed-in time	The date and time this session was created.
IP address	The network address the session came from (shown when available).

How to sign out a single session

Open Settings → Sessions.
Find the session you want to end. (You cannot remove your current session from this list.)
Click the trash icon on the right of that row.
The session is removed and that device is signed out immediately.

How to sign out all other sessions at once

Open Settings → Sessions.
Click Sign out all others (shown at the top-right of the tab when other sessions exist).
A confirmation dialog tells you how many sessions will be ended.
Click Sign out all to confirm.
Every session except your current one is ended immediately.

Tip: If you think someone else has access to your account, sign out all other sessions here – and then change your password to prevent them signing back in.

Sessions tab showing three session cards; the current one has a green badge

Data & Privacy tab

The Data & Privacy tab gives you a copy of your personal data and a record of your terms-of-use history.

How to download your data

Open Settings → Data & Privacy.
Click Download data.
Intra AI prepares and downloads a JSON file to your browser's default download location.

The archive contains:

Your profile and preferences
All your conversations and messages
Files you have uploaded
Your agents, memories, and prompt templates
Your artifacts
Your account audit log (sign-in events, setting changes)
Token-balance records and usage events
Projects you own or are a member of

Note: JSON (JavaScript Object Notation) is a plain-text format that any text editor or spreadsheet app can open.

Terms-of-use history

Below the download button you will see a record of when you accepted (or declined) the workspace terms of use. Each entry shows the version number and the exact date and time of the event. This section is informational – there are no actions to take here.

Prompt templates tab

The Prompt templates tab is your personal library of reusable message templates. Save the templates you use most often and insert them into the chat composer instantly with a / shortcut.

Tip: Your administrator may also publish shared, organisation-wide templates. These appear in the same / list in the chat composer alongside your own.

How prompt templates work in chat

When you type / in the chat composer, a picker appears listing all your personal templates and any shared ones from your workspace. Click a template to paste its text into the composer.

If the template has variables – placeholders written as {{variable_name}} – a small dialog appears asking you to fill in each value before the text is inserted. For example, a template written as Translate the following into {{language}}: {{text}} will ask you to supply the language and the text.

A small blue badge on each template card shows how many variables it contains.

How to create a prompt template

Open Settings → Prompt templates.
Click the blue Create template button.
An inline form expands. Enter a title – this is what you will see in the / picker list.
Enter the template text. Include placeholders in double curly braces, e.g. {{topic}}, wherever you want to fill something in at use-time.
Click Save.

How to edit a prompt template

Open Settings → Prompt templates.
Find the template and click the pencil icon.
Edit the title or body text.
Click Save.

How to delete a prompt template

Open Settings → Prompt templates.
Find the template and click the trash icon.
The template is removed immediately.

Warning: Deleting a prompt template is immediate and cannot be undone. Recreate it manually if needed.

Prompt templates reference

Field	Required	Notes
Title	Yes	Shown in the `/` picker. Keep it short and descriptive.
Body / template text	Yes	The message text inserted into the composer.
Variables	Automatic	Any `{{name}}` in the body is detected as a variable. The badge shows the count.

Prompt templates tab with two saved templates; one has a blue variable badge showing "2"

Onboarding tab

The Onboarding tab lets you replay the guided product tours at any time. Tours walk you through the main features of Intra AI step by step when you first encounter them. From this tab you can restart any individual tour or reset all of them at once.

Note: Tours whose underlying feature has been disabled by your administrator are automatically hidden from this list. For example, the Projects tour will not appear if Projects are not enabled in your workspace.

Tour statuses

Each tour row shows one of four statuses:

Status	Colour	Meaning
Open	Blue	You have not started this tour yet.
Completed	Green	You finished the tour.
Snoozed	Amber	You chose "Remind me later". The tour will be offered again automatically.
Dismissed	Grey	You permanently closed the tour without completing it.

Available tours

The tours that appear in the list depend on which features your administrator has enabled:

Tour	Feature required
Getting started in chat	Always shown
Agents	Agents must be enabled
Projects	Projects must be enabled
Files	Uploads must be enabled
Integrations	Integrations must be enabled
Agent Builder	Agents must be enabled
New Project	Projects must be enabled
Connect Integration	Integrations must be enabled

How to replay a single tour

Open Settings → Onboarding.
Find the tour you want to revisit.
Click Replay on that row.
Intra AI navigates to the relevant page and the tour starts immediately from the beginning.

How to restart all tours

Open Settings → Onboarding.
Click Restart all tours at the top right.
A confirmation dialog appears – confirm to proceed.
All tour statuses reset to Open and the main chat tour launches automatically.

Onboarding tab listing tours with Completed, Open, and Snoozed status badges and a Replay button on each row

News tab

Note: The News tab only appears when your administrator has enabled workspace announcements.

The News tab lists all current and past announcements from your workspace administrator. You can control which ones show as a floating banner at the top of the app, and open any announcement to read its full text.

Each announcement row shows:

Element	Meaning
Severity chip	The announcement type – Update, Maintenance, or Outage – as a coloured badge.
Title	The announcement headline.
Date	When the announcement was published.
Short description	The one-line banner text.

Show or hide an announcement in the banner

Click Hide from banner (eye-off icon) to stop that announcement appearing in the notification banner at the top of the app.
Click Show in banner (eye icon) to restore a previously hidden announcement to the banner.

This only affects what you see – it does not affect other users.

Open an announcement's full text

Click Open (the chevron button) to read the full announcement in a modal. This button is only active for announcements that are currently active. Older archived announcements show the button greyed out.

Token balance

If your workspace uses the token credit system, your remaining credits appear directly in the account menu – the button at the bottom of the sidebar that shows your name.

The balance widget shows:

Element	Meaning
Progress bar	Fills as you use credits. Colour: blue (under 50% used) → amber (50%) → orange (80%) → red (95%).
Remaining credits	The exact number of credits you have left.
Total credits	Your starting amount, shown as "of X".
Usage percentage	How much of your balance you have consumed.
Next top-up date	Shown when your administrator has set an automatic refill schedule.

Usage alerts (shown once per session, at the highest threshold crossed):

Threshold reached	Alert
50% used	Informational notice
80% used	Warning (with next top-up date when scheduled)
95% used	Strong alert

Note: Token credits track your AI usage. When they run low, your administrator can adjust your balance or set up an automatic top-up schedule.

Your instance's appearance

Your instance ships in your own corporate design: logo, accent colours and background image are configured at setup and apply to everyone in your organisation. There is no self-service option in Settings or in the admin area – the values live in your instance's configuration, and we change them for you.

Send us the logo file and the colour values you want used, and we apply them to your instance. If your brand is centrally managed in FILERO, the connector can supply any value your configuration leaves blank.

Settings reference table

Setting	Tab	Notes
Display name	Account	Visible to others in shared spaces; locked for SSO accounts
Username	Account	Must be unique; locked for SSO accounts
Password	Account	Min 12 characters; changing it signs out all other sessions
Two-factor authentication	Security	Requires an authenticator app on your phone
Passkeys	Security	Shown only when admin has enabled passkeys; requires password (+ 2FA code) to add or remove
Theme	Preferences	Light or Dark; saved to account; applies on all devices
Language	Preferences	Deutsch or English; changes interface text only, not AI responses
Personal prompt templates	Prompt templates	Insert in chat with `/`; shared organisation-wide templates appear in the same list
Sessions	Sessions	Revoke one session or all other sessions at once
Data export	Data & Privacy	Downloads a JSON archive of your profile, conversations, and audit log
Onboarding tours	Onboarding	Replay individual tours or reset all; hidden tours = disabled feature
News / announcements	News	Tab shown only when admin enables announcements

Troubleshooting

Symptom	Likely cause	What to do
Display name and username fields are greyed out	Account is managed via SSO	Contact your IT administrator.
No Passkeys section on the Security tab	Admin has not enabled passkeys	Ask your workspace administrator to enable the passkeys feature.
News tab is missing	Admin has not enabled announcements	Contact your workspace administrator.
"Username already taken" error when saving	Another account uses that handle	Choose a different username.
Browser says passkeys are not supported when trying to add one	Older browser or device	Use a current browser that supports WebAuthn/FIDO2 (for example recent Chrome, Edge, Safari, or Firefox) on a device with biometrics or a hardware security key.
Changing my password signed me out on another device	Expected behaviour	Changing the password ends all other sessions immediately for security.
A tour does not appear in the Onboarding tab	The tour's feature is disabled in your workspace	Ask your administrator to enable the relevant feature (Agents, Projects, Files, or Integrations).
Token balance bar is not visible	Token balance system not enabled	Your administrator has not set up the token credit system.
Clicking "Open" on a News item is greyed out	The announcement is no longer in the active set	Older archived announcements cannot be opened in the full detail view.

Frequently asked questions

Q: Will changing my theme or language affect other users? A: No. Theme and language are personal settings. Other users see their own preferences.

Q: Can I register more than one passkey? A: Yes. You can add as many passkeys as you like – one per device is a common approach.

Q: What happens if I replay a tour I already completed? A: The tour restarts from the beginning and the status resets to Open. Your previous completion is cleared.

Q: If I download my data, does it delete anything? A: No. Downloading is a read-only export. Nothing in Intra AI is changed or deleted.

Q: Can I recover a prompt template I deleted? A: No. Prompt deletion is immediate and permanent. You will need to recreate it manually.

Q: I hid an announcement from the banner – is that permanent? A: No. You can restore a hidden announcement at any time in the News tab using the Show in banner button.

Q: Does the AI use my language preference when generating replies? A: No. The language preference changes only the interface labels, menus, and buttons. The AI responds in whatever language you write your message in.

Q: Changing my password signed out my phone. Is that normal? A: Yes. This is intentional security behaviour. Changing your password ends all other active sessions. Sign in again on your phone with the new password.

Related: Login & Security · Getting Started · Chatting

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