Documentation

Settings Guide

Configure your account and organization settings

PDF Ghost provides comprehensive settings for both personal accounts and organization management.

Personal Account Settings

Access personal settings by clicking your profile picture → Settings.

General Settings

Profile Information

  • Name - Your display name
  • Email - Account email (used for login)
  • Username - Unique username (optional)
  • Profile Picture - Upload custom avatar
  • Language - Interface language preference
  • Timezone - For accurate timestamps

Preferences

  • Date Format - How dates are displayed
  • Dashboard View - List or card view default
  • Email Notifications - Configure notification preferences

Security Settings

Password Management

  • Change your password
  • Set password if using social login
  • Password strength requirements

Two-Factor Authentication If enabled by your administrator:

  • Enable authenticator app (TOTP)
  • Generate backup codes
  • View recovery options

Connected Accounts Link social accounts for login:

  • Google
  • GitHub
  • Other OAuth providers

Active Sessions View and manage active login sessions:

  • See device and location
  • Last active timestamp
  • Revoke suspicious sessions

Billing Settings

Personal Billing (if applicable)

  • View current plan
  • Update payment method
  • View billing history
  • Manage subscription

Buy Token Packs

Paid subscribers can purchase additional token packs directly from the billing page. Token packs are available in sizes of 100, 500, 2,000, or 5,000 tokens. Purchased tokens never expire and are used only after your monthly subscription tokens run out.

Danger Zone

Account Deletion Permanently delete your account:

  • All data will be removed
  • Cannot be undone
  • Must confirm with password
  • Organizations you own will need new owner
  • If your account owns organization jobs, ownership must be resolved (delete or reassign) before removal

Organization Settings

Access organization settings from the organization dashboard → Settings.

General Settings

Organization Profile

  • Organization Name - Display name for your team
  • Organization Slug - URL identifier (e.g., yourcompany)
  • Logo - Upload organization logo
  • Description - Optional description

Default Job Settings

  • Default watermark preferences
  • Default retention period
  • Naming conventions

Members Management

Team Members View and manage organization members:

  • Member List - All users with access
  • Roles - Owner, Admin, or Member
  • Status - Active or pending invitation

Inviting Members

  1. Click Invite Member
  2. Enter email address
  3. Select role:
    • Owner - Full control, can transfer or delete organization
    • Admin - Full access, can modify settings
    • Member - Can create jobs and view results for organization jobs with ORGANIZATION privacy
  4. Send invitation

Managing Roles

  • Click on member to change role
  • Admins can promote/demote members
  • Cannot change role of organization owner

Removing Members

  • Click Remove next to member name
  • Choose how to resolve member-owned jobs first:
    • Delete jobs owned by this member, or
    • Reassign jobs to another selected member in the same organization
  • Confirm removal
  • Member loses access immediately
  • Can be re-invited later

Member Limits

  • Based on your plan
  • Free plans: Limited members
  • Paid plans: More members
  • Upgrade if limit reached

Organization Billing

Subscription Management

  • Current Plan - View plan details and limits
  • Usage - See current period consumption
  • Payment Method - Update credit card
  • Billing History - Download invoices

Plan Limits

  • Jobs per month
  • Recipients per month
  • Storage capacity
  • Team member count
  • Retention period

Upgrading/Downgrading

  1. Click Change Plan
  2. Select new plan
  3. Review changes
  4. Confirm update
  5. Upgrades apply immediately
  6. Downgrades are scheduled for the next billing cycle

Plan features and quota limits update immediately on upgrade. Your token balance is recalculated in the current cycle by preserving what you've already used and topping up the remaining subscription tokens to match the new plan's monthly allowance (without doing a full cycle reset). Downgrades apply to future quotas at the next billing cycle.

Plan changes are controlled in-app to keep billing behavior consistent. The customer portal remains available for payment method updates, invoices, and cancellation.

Overage Charges Some plans support metered overage:

  • Automatic billing for excess usage
  • Overage rates shown in billing
  • Real-time usage monitoring

Organization Danger Zone

Transfer Ownership

  • Transfer organization to another admin
  • Original owner becomes admin
  • New owner must accept transfer

Delete Organization Permanently delete the organization:

  • All jobs and artifacts deleted
  • All members removed
  • Billing canceled
  • Cannot be undone
  • Requires confirmation

Settings Best Practices

Security

  • Enable two-factor authentication
  • Use strong, unique passwords
  • Review active sessions regularly
  • Revoke access for old devices
  • Keep recovery codes secure

Organization Management

  • Assign roles appropriately
  • Review member list regularly
  • Remove inactive members
  • Keep billing information updated
  • Monitor usage to avoid overage

Billing

  • Set up automatic payment
  • Review invoices monthly
  • Monitor usage trends
  • Upgrade before hitting limits
  • Keep payment method current

Data Protection

  • Understand retention policies
  • Download important artifacts
  • Back up critical data
  • Review deletion policies
  • Set appropriate member permissions

Common Settings Tasks

Changing Your Email

  1. Go to Settings → General
  2. Click Change Email
  3. Enter new email address
  4. Verify new email
  5. Confirm change

Updating Payment Method

  1. Go to Settings → Billing
  2. Click Update Payment Method
  3. Enter new card details
  4. Save changes

Inviting Team Members

  1. Go to Organization Settings → Members
  2. Click Invite Member
  3. Enter email and select role
  4. Send invitation
  5. Member receives email with link

Upgrading Your Plan

  1. Go to Organization Settings → Billing
  2. Click Change Plan
  3. Select higher tier
  4. Review price change
  5. Confirm upgrade

Troubleshooting

Can't Access Settings

  • Verify you're logged in
  • Check if you have proper permissions
  • Try refreshing the page
  • Contact organization admin

Can't Invite Members

  • Check member limit on your plan
  • Verify you're an organization admin
  • Ensure email is valid
  • Check if user already exists

Payment Failed

  • Verify card details are correct
  • Check if card is expired
  • Ensure sufficient funds
  • Contact your bank if declined
  • Try alternative payment method

Next Steps

Settings Guide | Documentation | PDF Ghost