Administration

This section will cover:

• Roles: owner, admin, editor and viewer, and how process ownership works

Creating an organizationCopy Anchor Link

An organization is usually your company: its processes, their history and its members all belong to it, not to any one person.

After signing in for the first time, choose Create an organization. You can also create one from the organization menu at the top of the sidebar. Give it a name and an address: the address is where it lives, such as steplane.app/nordlys-logistics, and links to its processes use it, so pick it with care. It's suggested from the name; addresses use lowercase letters, numbers and hyphens, and a few words Steplane itself uses (like login or pricing) aren't available.

You become the organization's owner. Roles:

• Owner and admin manage members, settings, the AI policy and integrations.
• Editor creates and changes processes and projects.
• Viewer reads, searches and comments.

Owning a process is separate from these roles: anyone, even a viewer, can be a process's owner and approve changes to it. A process can also be owned by a role such as Quality manager; see Roles below.

You can belong to several organizations, for example as a consultant, and switch between them in the organization menu.

Members and invitationsCopy Anchor Link

Settings → Members lists everyone in the organization with their role, and the invitations still waiting to be accepted.

Owners and admins:

• Invite someone by email and choose their role. They get an email from Steplane with a link; the invitation is valid for 7 days, and inviting the same address again replaces it.
• Change a role with the menu next to a person. Only owners can make someone an owner or change another owner's role.
• Sign someone out with Sign out…, then Sign out to confirm, for example after a lost laptop. This ends all their sessions, on every device and in every organization they belong to; they stay a member and can sign in again with a new code. Only owners can sign out an owner.
• Remove someone with Remove…, then Remove to confirm. They lose access to the organization at once, including on devices that are still signed in; what they did in the processes stays in the history. When someone leaves the company, remove them.
• Cancel an invitation that hasn't been accepted yet.

Your own row is marked (you): you don't change your own role, sign yourself out or remove yourself there. Your own sessions are under Account in the menu under your name.

Steplane records who signed someone out, removed them or changed their role, and when, as ISO 27001 asks for a record of access changes.

Accepting an invitationCopy Anchor Link

Open the link in the email. If you're not signed in, sign in, or create your account, with the email address the invitation was sent to, then choose Accept and join. If you open Steplane without being in any organization yet, your pending invitations are listed on the start page too.

Joining by email domainCopy Anchor Link

Colleagues can join without an invitation when they sign in with your company's email address. This keeps a company in one organization instead of several started by different people.

Owners and admins set it under Settings → Join by email domain. Next to your company's domain, such as @nordlys-logistics.dk, choose:

• Off (the default): only invited people join.
• Ask to join: people with the domain can ask. Owners and admins get an email and approve or decline under Asking to join in the same section. Someone who is approved gets an email too.
• Join automatically: people with the domain join straight away.

Choose whether they join as viewers or as editors. You can change anyone's role afterwards under Members.

For now you can only add the domain of your own email address. Public email services such as Gmail, Outlook or Hotmail can't be used, because anyone can get an address there. Domains you prove you own will come with single sign-on.

Good to know:

• People must sign in with their work email; Steplane checks the address with the sign-in code.
• With Join automatically, someone you removed can join again. Use Ask to join if you want to approve each person.
• Someone whose request was declined can ask again after 30 days.

Finding your colleagues' organizationCopy Anchor Link

When you sign in with your work email and your company's organization lets people with your domain join, it's listed on the start page and on Create an organization. Choose Join, or Ask to join and wait for an admin.

SettingsCopy Anchor Link

Settings in the sidebar holds the organization's settings. Everyone can see them; owners and admins change them.

• Standards (owners and admins): the standards you work towards, such as ISO 9001:2015. Steplane maps each clause in plain language, so you can see what your processes cover and what's still missing before an audit. Certificates come from an accredited certification body; Steplane helps you get audit-ready. Your AI assistant can set this too, for example while it helps you set up your landscape.

• Single sign-on: signing in through your company's identity provider, such as Microsoft Entra ID, Google Workspace or Okta, for everyone on your verified domain. It's coming before Steplane's first enterprise customers; until then everyone signs in with a code sent by email, and Require single sign-on can't be turned on yet.

• Changes to published processes (owners and admins): Editors publish changes directly (the default), or Only through change projects. Then a published process changes through a project, where its to-be version is checked for impact and approved before it goes live; the process page offers Start a change instead of Edit. Drafts are edited as usual, and reviews are recorded directly.

• Approvals (owners and admins): who approves a change before it's published, in order, for example The process owner, then Role: Quality manager. Each approval is recorded with who, when and the version approved. Without approvers, editors publish directly. A step nobody can take, such as a role nobody holds, falls to owners and admins. AI assistants can ask for approval but never give it.

• Roles (owners, admins and editors): who holds each role, such as CEO, Quality manager or Customer service coordinator, one person at a time. Processes owned by a role are its holder's responsibility; pick another holder and they take over all of them at once, and the history keeps who held it before. Add role adds one that no step uses yet. Roles also come from the swimlanes in your steps; the ones that own processes or have a holder are listed first.

• Systems (owners, admins and editors): the systems and tools your steps use, and what kind each is: a business system such as the ERP, a spreadsheet, email or chat, paper or phone. Work typed from one kind into another is often the first thing worth improving (see Rough estimates). Also whether AI can work with each system, through an MCP server or an API: that's where AI can help your people once a process is right. Claude guesses well-known names, such as Excel; confirm or change them here.

• Process reviews: how often each process is checked to confirm it's still right: every 3 or 6 months, every year (the default), every 2 years, or no regular review. A process can set its own interval in its editor. Changing the default moves the next review date of every published process that follows it, counted from that process's last publish or review. See Reviews.

• AI access: what Claude and other AI assistants may do when people connect them (Connecting Claude). They always act as that person, with their permissions.

  • Change and publish processes (the default): they can also publish changes and record reviews, as the person could.
  • Change drafts only: they change working copies, and a person publishes in Steplane. Publishing, recording a review, reverting, retiring or restoring through an AI is refused with an explanation.
  • Personal API keys: Allowed (the default), or Not allowed, so members connect AI tools only by signing in (OAuth). Keys belong to people; a refused key still works in their other organizations.
  • Connections (owners and admins): every member's connected AI apps and API keys, with when each was last used. Disconnect… or Delete… ends one for that person everywhere, like signing them out; only owners can do this to an owner. Steplane records who did it.

Deleting an organizationCopy Anchor Link

Owners find Delete organization at the bottom of Settings. It deletes every process, all of their history and every setting, for everyone, and members lose access. It can't be undone, and auditors can no longer see the history.

To confirm, type the organization's name and enter the code Steplane emails you.