Organization Setup

This guide covers setting up and managing your Tapioca organization, including team management, permissions, and workspace settings.

Organization Basics

An organization in Tapioca is your team’s workspace. It contains:

• Projects - Your team’s projects and tasks
• Members - Team members with assigned roles
• Settings - Organization-wide configuration
• Billing - Subscription and payment details (SaaS)

Creating an Organization

Inviting Team Members

Member Roles & Permissions

Admin

Full organization control:

• ✅ Manage organization settings
• ✅ Invite and remove members
• ✅ Create and delete projects
• ✅ Manage billing and subscriptions
• ✅ View all projects and tasks
• ✅ Export organization data
• ✅ Configure integrations
• ✅ Set up SSO

Member

Standard team member access:

• ✅ Create projects (if allowed by org settings)
• ✅ Create and edit tasks
• ✅ Track time
• ✅ Comment and collaborate
• ✅ View assigned projects
• ❌ Organization settings
• ❌ Billing management
• ❌ Member management

Viewer

Read-only access:

• ✅ View projects and tasks
• ✅ View time entries
• ✅ View reports
• ✅ Export data
• ❌ Create or edit tasks
• ❌ Track time
• ❌ Organization settings

Organization Settings

General Settings

Navigate to Settings → General

Organization Details:

• Organization name
• Description
• Website
• Logo upload

Defaults:

• Default project privacy (public/private)
• Default task assignment
• Auto-create sprints

Working Hours

Settings → Working Hours

Configure default working hours for:

• Time tracking calculations
• Capacity planning
• Availability scheduling

Monday:    09:00 - 17:00 (8 hours)
Tuesday:   09:00 - 17:00 (8 hours)
Wednesday: 09:00 - 17:00 (8 hours)
Thursday:  09:00 - 17:00 (8 hours)
Friday:    09:00 - 13:00 (4 hours)
Saturday:  Off
Sunday:    Off

Members can override these with personal working hours.

Notification Settings

Settings → Notifications

Configure organization-wide notification defaults:

Email Notifications:

• Task assignments
• Comments and mentions
• Sprint updates
• Financial alerts
• Integration activity

In-App Notifications:

• Real-time updates
• Task status changes
• Team activity

Digest Emails:

• Daily digest (morning summary)
• Weekly digest (Sunday evening)
• Monthly reports

Time Tracking Settings

Settings → Time Tracking

Policy Settings:

• Require time tracking on all tasks
• Allow editing past time entries
• Require approval for timesheets
• Minimum tracking increment (1min, 5min, 15min)

Billable Rates:

• Default hourly rate
• Per-member custom rates
• Per-project rates
• Currency for billing

Overtime Rules:

• Track overtime hours
• Overtime multiplier (1.5x, 2x)
• Weekend/holiday rates

Financial Settings

Settings → Financial

Budget Settings:

• Default budget tracking
• Alert thresholds (80%, 90%, 100%)
• Forecast settings
• Approval workflows

Currencies:

• Primary currency
• Additional currencies
• Exchange rate source (automatic/manual)

Fiscal Calendar:

• Fiscal year start month
• Reporting periods

Managing Team Members

Viewing Members

Settings → Members shows all organization members:

• Name and email
• Role (Admin, Member, Viewer)
• Status (Active, Pending, Suspended)
• Join date
• Last active

Changing Member Role

Removing Members

Suspending Members

Temporarily disable access without removing:

1. Go to Settings → Members
2. Click member’s menu → “Suspend”
3. Member cannot log in but data is preserved
4. Reactivate anytime

Organization Integrations

Available Integrations

Enable integrations for your entire organization:

Development:

• GitHub - Link commits and PRs to tasks
• GitLab - Link merge requests to tasks
• Bitbucket - Repository integration

Communication:

• Slack - Notifications and commands
• Microsoft Teams - Activity updates
• Discord - Webhook notifications

Calendar:

• Google Calendar - Sync time entries
• Microsoft Outlook - Calendar integration

Financial:

• QuickBooks - Expense sync
• Xero - Accounting integration
• Stripe - Revenue tracking

See the Configuration Guide for setup instructions.

SSO Configuration (Growth Plan)

Enterprise teams can configure Single Sign-On:

Supported SSO Providers

• OIDC - Google, Okta, Auth0, Azure AD
• SAML 2.0 - OneLogin, Okta, Azure AD
• Cloudflare Zero Trust - Cloudflare Access

Enabling SSO

Workspace Customization

Organization Branding

Settings → Branding

• Logo - Upload organization logo (shown in UI and emails)
• Primary Color - Brand color for UI accents
• Favicon - Custom browser icon

Custom Domain (Enterprise)

Map your own domain:

• Example: app.acme.com instead of acme.tapioca.work
• Requirements: DNS configuration
• SSL: Automatically provisioned via Let’s Encrypt

Contact [email protected] to set up custom domains.

Data Management

Exporting Organization Data

Settings → Data & Privacy → Export Data

Choose export format:

• JSON - Complete data export with all relationships
• CSV - Spreadsheet-friendly format (separate files per entity)

Includes:

• All projects and tasks
• Time entries
• Comments and activity
• Members and permissions
• Financial data

Data Retention

After canceling subscription:

• 30 days - Full data access for export
• 90 days - Data stored but not accessible
• After 90 days - Data permanently deleted

Next Steps

• Configuration - Set up integrations and preferences
• Web App Guide - Learn the interface
• Time Tracking - Master time tracking features
• Sprint Planning - Plan and run sprints
• Financial Planning - Budget and forecast

Need Help?

• Email Support - [email protected]
• Live Chat - Available in app (bottom right corner)
• Documentation - Browse these docs
• Community - Discord and GitHub