Admin Settings
Overview
The Settings area of the HelpGhost dashboard lets you manage your account, organization, users, integrations, scheduled events, and billing. This guide walks through each settings page and its available options.
My Account
The My Account page manages your personal authentication settings.
-
Username — Update your display name
-
Profile Picture — Upload or change your avatar
-
Email Addresses — Add or manage the email addresses you can use to log in. You can have multiple addresses (e.g., across different subdomains) and log in with any of them.
-
Connected Accounts — Link Google or Microsoft accounts for authentication
Security
The Security tab provides additional authentication and session management options:
-
Password — Update your current password
-
Passkeys — Add passkey-based authentication
-
Two-Step Authentication — Enable or configure two-factor authentication
-
Backup Codes — Download backup codes for account recovery
-
Logged-In Devices — View all active sessions. You can remove sessions on other devices from this list.
My Organization
The My Organization page manages settings that apply to your entire organization.
-
Organization Name — Update the name associated with your HelpGhost account
-
Organization Logo — Upload or change your organization's logo
Verified Domains
Verified Domains controls self-service account requests for your organization. By adding your company's email domain (e.g., yourcompany.com), anyone with a matching email address can request a HelpGhost account. When a request comes in, an admin can approve it from the Users page (see the Requests tab below).
Users
The Users page is where you manage all user accounts in your HelpGhost organization.
Active Users
The main view shows all active users with the ability to:
-
View when each user joined
-
Change a user's role
-
Remove a user from the organization
Roles
HelpGhost has three user roles, each building on the previous:
|
Role |
Access |
|---|---|
|
Hero User |
Access to Hero (typically within the PSA). No dashboard access. |
|
Scholar Approver |
Everything a Hero User has, plus access to the Scholar Pending Entries page to approve and reject entries. |
|
Admin |
Full access to all HelpGhost features and settings. |
Currently, Scholar entry assignments are distributed to all active users regardless of role. In a future update, granular permissions and custom groups will allow you to control exactly which users receive Scholar entry assignments — for example, assigning entries only to your L2 technicians or specific admins.
Inviting Users
Use the Invite button to send invitations to new users. You can enter multiple email addresses and select a role for each invitation.
Invitations Tab
The Invitations tab shows all pending invitations. From here you can resend or revoke invitations that haven't been accepted yet.
Requests Tab
The Requests tab shows account requests from users whose email domain matches a verified domain. Admins can approve or deny these requests.
Integrations
The Integrations page shows which PSA and knowledge base systems are connected to your HelpGhost account.
Integration settings are configured by the HelpGhost team during onboarding. We recommend not modifying these settings unless directed by HelpGhost support.
Events & Notifications
The Events page displays scheduled events that run within HelpGhost.
Scholar Reminder Emails
The only user-editable event is the Scholar Reminder Email, which sends notifications to users reminding them to review pending Scholar entries.
-
Default schedule: Every Monday
-
Customizable: You can adjust the frequency using a cron schedule expression (e.g., set it to every weekday morning)
-
A link to crontab.guru is provided in the editor to help you build cron expressions
-
A preview of upcoming scheduled runs is shown when editing the schedule
Some organizations set Scholar reminders to go out every weekday morning to encourage daily review of pending entries, rather than the default weekly schedule.
HelpGhost runs additional internal scheduled events (such as live source syncs and ticket checks), but these are managed by the system and are not visible or editable by users.
Billing & Invoices
The Billing page lets you manage your payment information and review past charges.
-
Payment Method — Update or change your payment method
-
Invoices — View and download previous invoices