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 do not see it, and cannot open the Settings page.
The Settings page has eight tabs across the top: Defaults, Tags, Your lists, Team, Guests, Credentials, Channels and Workspace. Everyone who can open the page sees all eight.
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, audience type and genre 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 Delete. 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.
Some Asset Tags are marked System. Pubblish creates these itself, and they cannot be deleted — the row shows System instead of a Delete button.
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.
Your lists tab
The Your lists tab holds the values you added yourself when a picker did not offer what you needed — your own genres, contributor roles and the like. Each row shows the Name, its Code and its Status.
Edit a name in place to fix a typo. Renaming changes only what you see in the pickers: the code never changes, so imports and exports keep working.
A value you have used somewhere cannot be deleted. Click Retire instead. Retiring hides it from every picker, and everything already using it carries on showing it. Click Put back to offer it again.
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 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
- 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.
Workspace tab
The Workspace tab renames your workspace. Under Workspace Identity, change the Name, then click Save. Current Domains lists the addresses your workspace answers on, with a Primary badge on the main one.
A Web address section sits below, with a Change web address button. Only the owner sees it, and it is self-service — you do not need to ask us. Changing the address signs everyone out, and your old address stops working. Pubblish keeps the old address for you, so nobody else can take it, and you can move back later.
There is no Delete workspace section on this tab. Ending a workspace is a billing action, so it lives with your subscription: click your workspace name, choose Billing, then Cancel subscription. See Billing & Subscriptions.
Download your data
At the top of the Settings page, the Download your data button opens the backup page.
Read what the page says a backup holds, then tick Include uploaded files (covers, manuscripts, documents, audio and video) if you want your asset files too. Click Request a backup.
Pubblish builds the file in the background and emails you when it is ready. Allow up to 24 hours for data only, longer if you include files. While it builds, the page shows In progress.
When it is ready, the Your backups table shows Ready and a Download button. A data-only backup is one gzipped JSON file. A backup with files comes as several zip parts, each with its own Download button, plus a Manifest saying what is in each part.
One copy is kept at a time, and a new request replaces the old one. The page tells you how many days a backup is kept.
This is your data-portability copy. You can keep it even if you stop using Pubblish, and the page 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.
The menu holds:
- Log out.
- Your Profile — your name, your picture, your language and your Timezone.
- 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.
- One theme button at the foot of the menu. It reads Switch to dark theme or Switch to light theme, whichever is the opposite of the theme you are looking at. Click it to swap. There is no theme control anywhere else.
User Preferences
The User Preferences page holds settings that follow you across every workspace you belong to. Changes save automatically. There is no Save button.
- Appearance — one field, Interface Color. Slide it to change the color of your own Pubblish screens, or click Default to follow your workspace’s. Readers never see it: it is not your brand color.
- Display — how many items each list shows per page, and your default title view.
- Notifications — one tick box, Email me capacity warnings. It controls warnings sent when your workspace nears its storage, newsletter or AI-credit limits. Essential account and billing emails always arrive, whether it is ticked or not.
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 — titles, catalog entries and contact records — stay with those workspaces. They stop being linked to any account.
A workspace that is still running blocks the closure. If you own one, Pubblish lists it and asks you to end it first: open the workspace, click your workspace name, choose Billing, then Cancel subscription. Come back here once you have. This makes sure no live workspace is left with nobody who can pay for it.
Owning a workspace that is already closed does not block anything. You can close your account with a closed workspace still waiting to be deleted. It keeps its deletion date — closing your account does not stop it and does not bring it forward — and any remaining administrators get the warning emails. If you want to keep that workspace, pay to bring it back before you close your account, because afterwards you will not be able to sign in and change it.