AI keys, login security and the app download

What the AI Provider Keys, Login Security, Import / Landed-Cost Mode, Job Note Types, AI Actions and Mobile App cards on Company Settings do, and who can change them.

Where: web · Who can use it: AI Provider Keys: owner only. Login Security and Import / Landed-Cost Mode: directors and owners. Job Note Types: owner only. AI Actions switch and Mobile App download: shown to everyone.

Screens may differ slightly from what you see.

What it is for

The lower half of the Company Settings page (Admin > Settings) holds several one-off cards. This article covers:

AI Provider Keys, which lets the owner store the keys the system uses for AI.
Import / Landed-Cost Mode, the default for how landed cost is worked out on new products.
Job Note Types, the note categories used on jobs.
AI Actions, a personal switch.
Mobile App, where you download the Android app.

Who can use it

AI Provider Keys: owner only. The card subtitle says "Owner only."
Import / Landed-Cost Mode: directors and owners.
Job Note Types: owner only.
Mobile App: shown on the page to anyone who can open it.

How to use it

Save AI provider keys (owner)

Open Settings and find AI Provider Keys.
The card has a field for each provider: Groq API keys (three keys, separated by spaces), OpenAI API key and Anthropic API key.
Type or paste a key into the right field on this screen only. The fields are password fields.
Select Save provider keys.
The card says keys saved here take effect immediately, with no restart. It also says saved keys are never displayed again. You only see how many are set and where they came from (saved here, or the value set on the server, or not set). Leave a field blank to keep what is already in use.

Do not share keys in chat or email.

Choose which AI answers Ask IBIOS (owner)

When the card shows "Ask IBIOS: which AI answers, in order":

Use the up and down arrows to put the AI providers in order. Each question is tried on the first in the list. If that one is at its limit, it moves to the next.
Choose the Groq model if the list offers a choice.
Tick Include OpenAI in the list only if you accept the wording on the card. The card says the question and what Ask IBIOS looked up (for example customer names and balances) are sent to OpenAI, on your key and billed to your OpenAI account.
A line under the tick box tells you whether OpenAI will actually run. It will not run until an OpenAI key is saved.

A badge shows Active or Inactive.
The card tells you to open the Cloudflare dashboard, add a widget, then copy the Site Key and Secret Key into the card.

The Secret Key field is masked. After it has been saved the card shows only a masked form, and says to leave it blank to keep the current key. The card also says mobile app login is not affected.

Choose the default landed-cost mode (director or owner)

Find Import / Landed-Cost Mode.
Choose Auto (computed) or Manual (flat entry). Your choice saves at once.

The card says this is the default for products with no explicit mode. Auto uses the landed cost computed from the supplier price plus freight and duty at goods-in. Manual defaults new products to a flat landed cost you type per product.

Turn AI Actions on or off (you)

Find the AI Actions card.
Use the switch labelled "Allow AI to execute actions".

The card says that when it is off, AI can chat and draft answers but cannot send emails, mark customers contacted or create tasks. It suggests switching it off when handing the device to a junior team member.

Download the Android app

Find the Mobile App card.
If it shows "Latest version available", select Download APK. It shows the file size and the date it was updated.
Follow the on-screen installation steps. They say you may need to allow installs from unknown sources.

If no file is ready, the card shows "Mobile app not yet available".

Tips

Only paste a key into the field on the card. Never put it in a message to a colleague.
If the card says a key is "currently using the value set on the server", the system is not using anything you saved on this page for that provider.

Things to know

Groq is used first. The card says this is because it is free.
Job Note Types lets the owner create, edit and delete note categories. Their use on jobs is described in Find and manage jobs.
The app download link is a normal link on the page. Check the app version after installing.

Common questions

Who can save AI provider keys?

Owner only. The card has fields for Groq, OpenAI and Anthropic keys. Saved keys take effect immediately, and they are never displayed again. You only see how many are set.

Where do I download the Android app?

The Mobile App card on the lower half of Company Settings, under Admin and Settings, is where you download the Android app. It is shown on the page to anyone who can open it.