Administration with My Organisation
Administration with My Organisation
The My Organisation window is the central place for administrators to configure their Vane Loop workspace. Open it from the account menu (the avatar icon in the top-right corner of the desktop) by clicking My Organisation.
The window has six tabs: Overview, Domains, Roadmap, Users, Security, and Cost Drivers.
Overview
The Overview tab shows basic information about your organisation.
- Name — read-only display of your organisation name as configured by Vane Loop.
- Description — editable text field. Click the edit icon to update; save with ✔ or press Ctrl/Cmd + Enter. Admins and editors can update this.
- Currency — admin-only dropdown for setting the currency used across cost and value calculations. Supported currencies: USD, EUR, GBP, CHF.
Domains
Domains represent the business areas your portfolio items belong to (for example, Finance, Operations, Customer). Managing domains here makes them available as filter and grouping options throughout the platform.
Admins can add new domains and delete existing ones from this tab.
Roadmap
This tab manages the roadmap phase templates available when building initiative timelines. Phases are maintained separately for portfolio items and for initiatives.
Users
Requires a Pro or Team account.
The Users tab lists all members of your organisation with a search bar to filter by name or email.
Adding a user — click Add user and enter the new user's name and email address. An invitation email is sent automatically so the user can set their own password. If the email already exists in the system, the user is linked to your organisation without a new invitation.
Resending an invitation — if a user has not yet set their password, a resend option is available on their entry.
Editing roles — click the role edit button on any user entry to open the Role Editor. See Roles below.
Removing a user — removes the user from your organisation. Their account is not deleted from the system.
Roles
Vane Loop uses a layered role system. Roles are configured per user per organisation.
| Layer | Scope |
|---|---|
| Global | Applies to all modules and features. Use with care — global admin overrides all module-specific settings. |
| General | Applies to both Data and AI portfolio modules simultaneously. |
| Data Products module | Can be toggled On/Off. When On, module-specific read/edit/admin roles can be set. |
| AI Products module | Can be toggled On/Off. When On, module-specific read/edit/admin roles can be set. |
Turning a module Off for a user removes their access to that module entirely. Set General roles to None if you want to control access separately per module.
Security
Admins can configure the password policy applied to all users in the organisation:
- Minimum password length (1 – 128 characters; default 8)
- Require uppercase letter (A–Z)
- Require lowercase letter (a–z)
- Require digit (0–9)
- Require special character (configurable set of allowed characters)
Changes apply to new passwords set going forward. Existing sessions are not affected.
Cost Drivers
This tab lets admins manage the cost driver definitions available when adding costs to portfolio items. Cost drivers are grouped under master categories provided by Vane Loop, but the specific drivers within each category are managed by your organisation.
For each driver you can:
- Set the driver name (inline edit)
- Set the type (one-time or recurring)
- Assign it to a P&L line — an accounting classification used for financial reporting
- Delete drivers that are no longer needed
Cost drivers defined here appear in the cost entry search on all portfolio items.
Account Settings
Individual users can access their own Account Settings from the account menu. This covers personal profile details and password changes, separate from the organisation-wide settings above.