Setting up your workspace
Name your workspace, manage your team, and find your way around Settings.
A workspace is your agency's home in Kepler: every record, email account, job and placement belongs to exactly one workspace, and only members of the workspace can see its data.
Workspace settings
Go to Settings → General (or open the workspace menu at the top of the sidebar and choose Settings).
- Workspace name — your agency or team name. It appears in the sidebar and on invitations.
- Discussion — who can delete anyone's comment, and whether comment text is included in emails (when record comments are on for your workspace).
- Data & closure — owners only: Request export for a copy of all workspace data, and how to close the workspace.
AI behaviour has its own page, Settings → AI: the Assistant's Web research, which changes the Assistant may make without asking, the rule every field follows (Fill blanks or Always ask), and the English spelling used for CV parsing. Settings → AI → Fields holds what every field and option means and what AI fills each from.
Team management lives on its own page: Settings → Members. See Inviting your team.
The Settings area at a glance
The Settings sidebar is split into Your account (personal — applies only to you) and a workspace section headed by your workspace's name and your role (shared — intended for owners and admins). A search box at the top finds any settings page by name or topic.
| Page | What it controls |
|---|---|
| Settings → Profile | Your name and timezone. |
| Settings → Security | How you sign in: your password and two-factor authentication. |
| Settings → Notifications | What reaches you, in Kepler and by email. |
| Settings → Connected accounts | Your Google and Microsoft mailboxes and calendars, sync status, and what the workspace sees. Its WhatsApp tab connects your own WhatsApp number. |
| Settings → Email & signature | The signature on emails you send from Kepler. |
| Settings → Note taker | The AI Note Taker that joins your online meetings and writes up the minutes. |
| Settings → Scheduler | Your booking link, the rules bookings follow, and your hours. |
| Settings → General | Workspace name, comment rules, and (for owners) data export and closure. |
| Settings → Members | Seat usage, members and their roles, data export permissions, former members, and pending invitations. |
| Settings → Security & data | Workspace sign-in rules (required two-factor, single sign-on), data export controls, deleted records and access. |
| Settings → Privacy & consent | Consent tracking, purposes, expiry and job-board consent. See Consent and GDPR records. |
| Settings → Usage & billing | AI actions this billing month, overall and by member. |
| Settings → Jobs & pipeline | Job statuses, closed reasons, pipeline stages and outcomes, and the Keep them in step rules (off until you turn them on). |
| Settings → Placements & invoicing | Placement types and how the fee is shared. |
| Settings → CV templates | The layouts your team formats CVs and cover sheets with, when enabled. |
| Settings → AI | What Kepler's AI may read, and what it may change on its own. Its Fields page holds what your records, fields and options mean, in your words — read by the Assistant, automations and CV extraction — and what AI fills each field from. |
| Settings → Automations | Everything that runs by itself, and where to turn it off, when enabled. |
| Settings → Enrichment | Contact lookup credits, who can run finds, and what runs automatically — including the free LinkedIn search when a candidate is added. |
| Settings → Record capture | When Kepler creates people and companies from synced email and calendars. |
| Settings → Templates | Reusable email and campaign templates, and when Kepler drafts one for you. |
| Settings → Phone & messaging | The workspace's WhatsApp Business numbers. |
| Settings → Campaigns | Workspace defaults and safeguards for campaigns, when enabled. |
| Settings → Job board | Your public careers portal — branding, layout, URL and applicant intake. |
| Settings → Client portal | Where hiring managers review the candidates you put forward; jobs can override these defaults. |
| Settings → Developers | API keys, AI clients, webhooks and the job board API. |
Your account pages apply only to you. Workspace pages affect everyone and appear only when your role has the required permission, so your Settings menu may contain fewer items than the table above.