Administration, guard rails and the demo

Organization admins manage users, project access and billing in Settings. Qivo Admin is a separate area for platform operators.

Four ways to be a user#

Open Settings → Organization → Users to manage account status:

Org admin can access and manage every project.
Standard user can access projects shared with them, directly or through a team.
Viewer can read shared projects and follow tasks, but cannot change project work, comment, lead a project or team, or receive new assignments. Hand over leadership before changing someone to Viewer. Existing assignments and access grants remain, and active viewers count toward billing.
Inactive has no access and does not count toward the next renewal. Existing assignments, reviewer roles, comments and history remain. New work cannot be assigned until the account is reactivated. Removing an account instead clears its assignee and reviewer roles.

You cannot remove or deactivate yourself, demote or deactivate the last admin, or delete the last team. Adding or reactivating a user requires no prepaid seat. The page lists Guests separately with their projects and roles. An active guest counts toward billing only without an active home membership (Guest billing).

Agent users#

An agent signs in with an API key, without an email address or password. In Organization → Users, choose Agent, enter a name and copy the key. Qivo shows it once and stores only its hash and a display fingerprint, such as qva_d9e...58b76. To rotate a key, create another from the agent's row, update your client, then revoke the old key.

Agents use the same project roles as people and cannot be organization admins. Set the organization role to Viewer for read-only automation. Changes and comments name the agent. Active agents count toward billing; setting one to Inactive disables all its keys.

Agents have no weekly limit. The Team strip shows their planned hours without utilization percentages or overload warnings. Qivo does not model agent rate limits, budgets or queues. One agent key works with both REST and MCP (Automation and AI).

The Northstar Labs demo includes Atlas alongside seven fictional people. Its Luma Sensor, Luma Cloud and Pilot & Launch projects contain planned work, reviews, comments and archived tasks. Nora is the organization admin. The private demo signs you in as Nora and does not support external agent keys (Private demo).

Managing projects and accounts#

Settings → Projects → All projects lists accessible projects by organization. Expand a project to see its sub-projects, or use its … menu to open settings. Eligible staff can choose New project and set its name, lead and optional team/user shares.

Project settings includes the name, description, lead, access, delay tracking and review time. Descriptions allow up to 500 characters and save when you click outside; clearing the field removes the description. Lead access is required to change Review time. An empty sub-project value follows its parent project (Review time).

Choose Create an account on the pricing or sign-in page to sign up. Email confirmation links expire after one hour; Confirm your email address can send another. Google sign-in supplies a verified email address; Microsoft sign-in still requires confirmation. A confirmed address claims its pending invitations. Without an invitation, Qivo offers to create an organization with you as its first admin. When billing is enabled, a new unpaid organization opens Billing.

Destructive controls ask for a second click. Compact trash buttons first expand to Delete?; larger controls state what will be removed. Timed confirmations expire if unused. Deleting a parent project also deletes its sub-projects and tasks. Deleting a team removes memberships and sharing grants but preserves project work.

Users without management access see read-only team and project settings. Organization General, Users, Labels and Billing require an organization admin. Team leaders can open Teams and manage their own teams; only admins create or delete teams.

Billing and free access#

Admins can view the plan, billable accounts, renewal date and usage in Settings → Organization → Billing. Subscribe opens Polar checkout; Manage billing opens payment details, invoices and cancellation. Confirmed payment activates access automatically.

When billing is disabled, the page says so and the organization remains usable. When enabled, editing requires a paid subscription or complimentary access. Paused editing leaves existing readable work and personal settings available.

Each organization keeps its assigned plan version. New plans do not change existing prices or allowances. The published plan costs $1 per active billable user per month, with a five-user minimum. People, viewers and agents count, including pending invitations. Guests with an active home membership are exempt. The count at renewal sets the next month's charge, with no mid-month proration or credit.

Billing lists active and inactive accounts and guests with their own billing. It also shows shared storage and API allowances, API usage by account and credential, and storage by project. Refresh reads current usage.

API calls accumulate during the subscription period. Qivo samples storage at the start of the period and collects its extra charge, plus API overages, on the following renewal invoice. Current storage can differ from that sample. Polar handles checkout taxes and recurring payments.

An operator can grant six calendar months free, including user charges and storage/API overages, without a card. Admins receive expiry reminders and can subscribe when free access ends. Without payment, editing pauses. Qivo does not charge free-period usage retroactively.

Polar retries failed payments. Qivo allows seven days from the recorded past-due state before pausing editing, and a 24-hour grace period for delayed renewal confirmation on an otherwise active subscription. Cancellation at period end preserves access through the paid period. Restoring payment restores editing.

Qivo Admin at /admin requires platform-operator access and has a separate session. Signing in or out there does not change your planner session.

Billing plans creates fixed monthly plan versions. Connect a draft once to its matching Polar product and usage meters. Use for new customers changes the default without changing existing organizations. Open an organization to assign its plan before checkout or grant six months free. Repeating a grant extends its end date. The operator audit log records plan changes and grants.

Demo usage. Platform operators#

Open Qivo Admin → Demos on the regular site. The deployment manager must connect reporting first; the private demo site has no operator console.

The page shows recorded, recent and active demo counts, plus workspaces being cleaned up. Deleted demos remain in historical totals. Opening the welcome page does not count as creation; creating the same workspace again counts once. The Dashboard also shows the demo-creation graph.

Choose seven days, 30 days or 12 months to compare creation counts with the preceding period. Dates use UTC; current days and months are incomplete. Daily history lasts 800 days and the lifetime total remains. The page identifies when recording began. Earlier deleted demos cannot be recovered.

Demo visitors groups created workspaces by browser, operating system and country. One person creating two workspaces counts twice. Browser details may be inaccurate and VPNs can affect country estimates. Missing details appear as Unknown. Reporting retains broad categories, without IP addresses or precise locations.

Demo storage shows approximate database and uploaded-file sizes and daily averages. Storage samples arrive hourly and usage reports every 15 minutes. Refresh reads the latest received report. Old samples are labelled and missing samples appear as gaps. Use hover, keyboard focus, arrow keys or View data table to inspect graph values. On phones, scroll navigation and graphs horizontally.

Estimated monthly cost uses Convex Professional Europe storage rates, checked September 15, 2026 against Convex's published rates:

Database storage costs USD 0.26 per GB/month.
File storage costs USD 0.039 per GB/month.
One GB is 1,073,741,824 bytes.

Edit prices, currency and other costs as needed. Settings stay in that browser; Use Convex Professional EU rates restores the preset. The estimate projects a month from the current month's sampled average and shows the sampled days. It excludes authentication and index overhead, included allowances, tiered pricing, the developer subscription and any other costs you have not entered. Convex's shared 50 GB database and 100 GB file allowances are not subtracted.

Background images. Platform operators#

In Qivo Admin → Background images, choose Upload images. For one image, review its Title, optional Location and Creator, then choose Save image. Embedded metadata prefills these fields. Saving confirms the permission statement and names the file from the title and creator, preserving its bytes and full details.

You can select several files. Suitable images with an embedded title and author enter Pending review automatically. The result lists skipped files, failed uploads and duplicates. Choose a single image to enter missing details.

Review images before assigning them in Calendar. Approve and next in Board preview approves the current image and opens the oldest pending image matching the agent-precheck filter. It reports when the queue is empty. If loading stalls, retry or close after ten seconds; the approval remains. Approval makes an image available for selection but does not assign a week.

The calendar offers Week 1 through Week 53. Each Monday–Sunday assignment repeats yearly until replaced; Week 53 applies in years that contain it. Images show their original and preview dimensions and file sizes, credits and available license links. Use Preview in board to inspect a selection. There is no automatic provider import or scheduled refill.