Workspace Settings & Your Account
Pubblish keeps two kinds of settings apart. Workspace settings control defaults, tags, credentials and people for the whole workspace. Only administrators and owners can open them. Your personal account controls your own login, email address and display preferences. Every user has their own. This guide covers both.
Opening workspace Settings
To open the Settings page, click your workspace name at the top of any page. In the menu that opens, click Settings.
This menu item appears only if you are an administrator or the owner of the workspace. Editors and viewers do not see it, and cannot open the Settings page.
The Settings page has tabs across the top. Everyone who can open the page sees the Defaults and Tags tabs. The Team, Guests, Credentials and Channels tabs are for administrators and owners.
Defaults tab
The Defaults tab sets values that pre-fill the forms for new titles and editions. Setting a default here saves you from typing the same value every time you add a book.
| Section | What it pre-fills |
|---|---|
| Title Defaults | The language, country of publication and audience type for new titles |
| Publisher Defaults | The publisher and imprint chosen for new editions |
| Currency Defaults | The print and digital currencies for pricing new editions |
| Status Defaults | The publishing status set on new products |
Each field saves on its own the moment you change it. There is no Save button on this tab.
Defaults only fill in new records. They never change titles or editions you already created.
Tags tab
The Tags tab manages two libraries: Title Keywords and Asset Tags. Use it to remove or combine tags you no longer need.
To delete a tag, find it in the list and click the delete icon. Pubblish tells you how many titles or assets use the tag, then asks you to confirm. Deleting removes the tag from every record that had it.
To merge duplicates, select two or more tags with their checkboxes, then click Merge. Pubblish asks which tag to keep. The others are merged into the one you keep. Every record that used them now uses that one tag.
Each library has its own search box. Type in it to filter a long list before you delete or merge.
Credentials tab
The Credentials tab stores API keys and integration credentials for the workspace. Pubblish encrypts every key before it is saved.
The most common use is your own AI API Key. Storing your own provider key lets Pubblish run AI features against your account instead of the built-in credit allowance.
To add a key, click Add Credential. Give it a Name and choose the Credential type. Then enter the Provider name, for example anthropic or openai. Paste the key into the API Key field. You can also set an Expires at date. You can mark it as the Default credential for its type. You can set whether it is Active.
The credential types you can store are:
- AI API Key
- Payment Gateway
- Distribution API
- Email Service
- Cloud Storage
- Hosting Provider
- Custom Integration
The list only ever shows a masked version of each key. To replace a key, edit the credential and enter a new one. Leave the field blank to keep the existing key.
Expiry warnings. If a key has an Expires at date within the next 30 days, a warning appears at the top of the tab telling you to renew it. This is there so your AI features do not stop working when a key lapses.
Team, Guests and Channels tabs
Three more tabs are for administrators and owners.
- Team manages the people who can sign in to your workspace. Guests manages the people you give limited access to. See Team & Guest Management for the full details.
- Channels manages sales channels and affiliate codes for your smart links. See Channels & Smart Links.
Export my data
At the top of the Settings page, the Export my data button downloads your whole workspace as a single JSON file.
This is your data-portability copy. It holds every catalogue record the workspace has. You can keep this copy even if you stop using Pubblish. Only administrators and owners can use it, because it is the entire workspace’s data. The button works in every subscription state.
Your personal account
Your personal settings live in the avatar menu, not on the workspace Settings page. Click your name and photo at the bottom of the sidebar to open it. Every user has this menu, whatever their role.
The menu holds:
- User Preferences — your personal display settings (below).
- Change password — set or change the password for your login.
- Manage email — add or remove email addresses, choose your primary address. Resend a verification email if one has not arrived.
- Log out.
- A Theme switch — Light, Dark or System — for a quick change without opening the full preferences page.
User Preferences
The User Preferences page holds settings that follow you across every workspace you belong to. Changes save automatically.
- Appearance — your Theme, Timezone, dashboard layout and brand colour. If an administrator has fixed the workspace brand colour, that control is shown but locked.
- Display — how many items each list shows per page, and your default title view.
- Notifications — whether you receive email and browser notifications.
Closing your account
At the bottom of the User Preferences page, the Account section has a Close account… button. Closing your account permanently deletes your login and your personal data everywhere on Pubblish. It cannot be undone.
The confirmation page explains exactly what is removed: your profile, your photo, your portal access, and any feedback you left as a beta reader. Records that belong to the workspaces you worked with — books, catalogue entries and contact records — stay with those workspaces. They stop being linked to any account.
Owners must hand over their workspace first. If you own a workspace, Pubblish blocks the closure and lists the workspaces you own. You must delete or transfer each of those workspaces before you can close your account. This makes sure no workspace is left without an owner.