Notavi

Help

Settings and teams.

Set up the app the way you like it, then bring your team in. For capturing, writing, and exporting guides, see the Instructions.

App settings

Make Notavi yours.

Open Settings from the top bar of the app. A small lock beside a setting means your organization has set it for you.

  • AccountChange your password, or sign out of this device, your other devices, or everywhere.
  • PlanSee your current plan and choose or change a subscription.
  • Organization and librarySwitch organizations, choose the library you work in, and set where it lives on your computer.
  • ProfileYour display name and department.
  • Document languageThe working language new guides are written in.
  • ShortcutsSet your primary and secondary capture shortcuts.
  • CapturePick a default capture mode, auto-crop full-screen captures to the active window, and turn on step hints for the AI writeup.
  • App behaviorChoose the appearance, keep the app visible during captures, launch at startup, and check for updates automatically.
  • Document brandingAdd your logo, highlight color, and the banner text for exported SOPs and Processes.
  • UpdatesStay on Stable, or choose Beta for early access. You can also check for an update here.

Your organization

One place to run your team.

Owners and admins manage an organization in the portal. Sign in at notavi.ai, open Your account, and choose Manage your organization.

  • Create oneGive it a name and you become its owner. It opens up once you buy its first seat, which is your own.
  • Add a libraryIn the app, select the organization, choose Add a library, and point it at a folder. It then appears in the portal.
  • Managed or openIn a managed library, each person's role applies. In an open library, every member can work as an Editor.
  • Remove a libraryThis takes it off the organization and ends access through it. The folder and its guides stay on everyone's computers.

Roles

The right access for each person.

Everyone in an organization is an owner, an admin, or a member. Members get a role in each managed library, and can read a managed library where they have no role.

  • ReaderRead and search guides, export them in the language they were written in, and see possible duplicates.
  • ContributorEverything a Reader can do, plus create new guides and new versions. Their work waits for an Editor to publish it.
  • EditorEverything a Contributor can do, plus revise the live version, publish, and delete.
  • AdminEdit in every library, and manage members, libraries, and settings in the portal. Admins and the owner are set for the whole organization.

Roles and seats are separate.

A role sets what someone can do in a library. A Pro or Lite seat adds the AI tools within that role. Without a seat, a person keeps their role and everything that doesn't use AI.

Set your folder permissions too.

Roles apply inside Notavi. Your cloud storage permissions decide who can change the files themselves, so give write access only to the people who need it.

Inviting people

Bring your team in.

  1. In the portal, open Members and choose Invite.
  2. Enter one or more email addresses.
  3. Choose an organization role and a seat, and give members a role in each managed library they need.
  4. Send the invitations.

Each invitation lasts seven days, and you can resend or revoke it from the same list. New people create their account from the email link. People who already have an account accept in the app, under Settings.

Managed settings

Set it once for everyone.

Set a value in the portal and your members get it. Lock it, and they see a small lock in the app and can't change it. Managed settings need an active subscription with at least one seat.

  • Organization-wideRelease channel, working language, and department.
  • Library defaultsBanner image, highlight color, SOP and Process banners, and step hints. A library can set its own.
  • Each libraryIts own branding, plus a suggested folder for Windows and for Mac.
  • Each memberThe name and department they appear under.

Seats and billing

Pay for the seats you use.

Owners and admins can see Billing in the portal. The owner buys and changes seats and manages payment; owners and admins assign seats to members.

  • Adding a seatCharges a full month to the card on file. The seat counts once the charge succeeds.
  • Removing a seatIt stays usable until renewal, then drops. There are no refunds or credits.
  • Moving between plansMoving someone from Lite to Pro happens right away. Pro to Lite waits for renewal.
  • Card, invoices, and cancelingChoose Open billing portal to manage these on Stripe.

If a subscription stops, everything stays readable, and you can only reduce seats and access until billing is restored. See Pricing for plans.

Passkeys

A second step for your organization.

A passkey lets you confirm it's you with your device, such as with a fingerprint, your face, or a PIN. After you sign in with your password on notavi.ai, the portal and account billing ask for yours.

  • Set one upThe portal prompts you the first time. If it asks, enter the 8-digit code we email you.
  • Use a new deviceChoose Add a passkey to this device and confirm with an emailed code.
  • Manage themAdd or remove passkeys under Your account → Sign-in & security. Add another before removing your last one.
  • Where they workPasskeys work on notavi.ai. In the app, you sign in with your email and password.