Organisation settings, card by card

/admin/config: System → Configuration in the menu

Everything your organisation sets once and then lives with sits on one page: the timezone, how positioning behaves, how long data is kept, which AI model answers questions. This guide goes through the page card by card, in the order the cards appear, and for every field says what it actually changes, its default, the values it accepts and when you would change it.

At Northwind Tower the settings belong to Aisha Rahman, the Facilities Manager. Ravi Kumar, the Operations Lead, has a Manager role: he can open the page, but most panels tell him Not Permitted. That split is deliberate, and the first section explains it.

The page is a grid of cards. A card with ↗ is a shortcut to a page of its own; every other card slides a panel in from the right, with its own Save button. Each card's grey line is a live summary of what is saved now, so it doubles as a quick check after saving.

Some fields are stored when you press Save but nothing in Omaya reads them yet. This guide says so plainly wherever that is the case, so you do not spend an afternoon tuning a number that changes nothing:

A setting on the left changes something you can see. A setting on the right is stored when you press Save, but no part of Omaya reads it today — changing it has no effect. Where the real control lives instead is given in each card's section below.

Before you start

You need	Why
The Configuration menu item	It needs the manage-config-general permission. As shipped, the Admin and Manager roles have it; Viewer does not, so the item is not in a Viewer's menu
To change General, Gateway timing, Indoor Positioning, Outdoor & GPS or AI	The manage-settings-general permission. As shipped, only Admin has it. Without it the panel opens and says Not Permitted — Contact your administrator for access. The Single sign-on and Fall detection cards are not shown at all
To see Schedule	A platform operator account; organisation admins do not see the card
To save Organisation or Opening hours	The edit-organisation permission — Admin only, as shipped
To apply a Starter Pack or save Data Retention	The manage-tenant-settings permission — Admin only, as shipped

Roles are edited under System → Roles; see Administration.

How every card works

The same few steps open and save any card, so they are written once here.

1. In the menu, open System → Configuration. The page shows a grid of cards. Each card has a title, a one-line description and a grey summary of what is saved now — for example the General card shows the city of your timezone and your industry.
2. Click a card (or tab to it and press Enter). Most cards slide a panel in from the right of the screen. The four cards marked ↗ in the picture above open a page of their own instead.
3. Change the fields. On the Gateway timing, Indoor Positioning and Outdoor & GPS panels the Save bar stays at the bottom of the panel and shows Unsaved changes as soon as you change something.
4. Press Save at the bottom of the panel.
5. A green message appears, usually Settings saved successfully. The panel closes (General, Gateway timing, Indoor Positioning, Outdoor & GPS, Schedule) or stays open (Organisation, AI), and the card's summary updates.

If a value is out of range, the panel does not close: a red box at the top of the panel lists what is wrong, the field is outlined in red, and nothing is saved. Fix the field and press Save again.

General

Timezone, date format, units. The panel is headed General Settings.

1. Click the General card.
2. Under Localisation, set the fields below.
3. Press Save.

Field	What it does	Default	Allowed	When to change it
Timezone	The clock every date and time in Omaya is shown in, on screens and in exports, and the local hour a scheduled report is sent at (a report set for 08:00 is sent at 08:00 in this zone). Days for the trail's midnight split follow it too	Asia/Kuala_Lumpur when none was ever chosen	Any IANA timezone from the list (type to search)	Once, when the organisation is set up. Changing it later moves every displayed time; the data underneath is not changed
Date Format	How dates are written across reports and dashboards	d-M-Y (27-Sep-2021)	d-M-Y, d/m/Y, d-m-Y, Y-m-d, m/d/Y, D, d M Y — each shown with an example	To match how your organisation writes dates
Temperature Unit	Whether temperatures are shown in °C or °F. Display only — readings are always stored in Celsius, and rule thresholds and compliance limits stay in °C	Celsius (°C)	Celsius (°C), Fahrenheit (°F)	If your people think in °F
Area Unit	Whether areas and costs of space are shown per square metre or per square foot. The Cost of space on a venue is typed per this unit, and Space Utilisation (Buildings, idle cost) shows areas and costs in it. Areas stay stored in m², so switching never changes a figure, only how it reads	Square metres (m²)	Square metres (m²), Square feet (ft²)	If rents are quoted per square foot, as across much of Asia

Check it worked. The panel closes with Settings saved successfully. and the General card now shows the timezone's city, its offset and the temperature unit (for example Kuala Lumpur · UTC+8 · °C). Open any report: dates are in the new format.

What Omaya works out from these settings: the Timezone is the clock for where a person's home is and attendance, and Area Unit for the Buildings scorecard.

Gateway timing

When a quiet gateway counts as stale, then down.

A Bluetooth gateway reports every few seconds, so a few minutes of silence already means something. These two settings decide when one that has gone quiet is shown as Stale, then Offline:

Field	Default	Allowed	What it changes
Stale after	5 min	1 to 60	How long after its last packet a gateway still counts as online, live and in the gateway list
Offline after	15 min	2 to 1440, and more than Stale after	When the gateway is offline: its status, the gateway down and back up alerts, and the outage log behind Gateway Availability and SLA & Uptime

The new minutes apply from the next status check, within a minute. LoRaWAN gateways are heard only when a sensor behind them sends, so they keep longer windows of their own (30 and 60 minutes) and are not changed here.

When to change it. Raise Offline after for a site whose gateways sit on a connection that drops for a few minutes at a time, so a short drop does not page anyone. Lower it where a gateway going down must be known sooner.

What Omaya works out from these settings: Gateway online, stale or offline, and the down alert.

Signal strength is set per gateway. The weakest signal a gateway passes on is its own setting, under Device → Gateway, and each venue's RSSI — BLE under Space → Venue → Advanced Settings. The organisation-wide signal windows and "minimum stay" this card used to show were never applied and have been removed; how long someone must stay to count is Hold before writing on Indoor Positioning → Speed.

Indoor Positioning

Rooms, floors, detection speed. This card decides which room and floor a tag is shown in, and how quickly a move is shown. It is explained setting by setting, with what each one did on a real office, in The settings that tune it. This section is the map of the panel.

1. Click the Indoor Positioning card. Its summary shows three dots — Room estimation, Floor vote and Spillover, green when on — and the time a tag takes to be shown in a new room (for example 30–50 s).
2. The panel has five tabs along the top. Work through them left to right:

Tab	What is on it	As shipped
Overview	What this site needs: one row per switch with a verdict and a reason worked out from your own floors and the last 24 hours, an Apply button where it disagrees with what is set, and Try on/off on the last day to replay yesterday with the switch changed before you commit. Then Where coverage is thin and At a glance, the list of every switch and whether it is on	—
Rooms	Room estimation, with three sub-switches: Also use triangulation as evidence, …but not beside a gateway on a room corner, Hold the room while a tag lies still. Then Allow for gateways that hear louder than others and Fingerprint accuracy boost	All off
Floors	Weigh the floor over time (with Change floor sooner while a tag is moving), Pick the floor by majority vote (with the Concrete slabs / Standard / Open plan choice and Advanced thresholds), and Ignore faint readings from another floor with its two numbers	Floor model and vote off; spillover filter on (1 gateway, −80 dBm)
Speed	The result — how many seconds until a tag that walks into a new room is shown there — then the Stable / Balanced / Responsive presets and six fields: Sweeps to win in a row (1–6), Hold before writing (0–600 s), Settling hold at rest (0–300 s), Louder by, to take a tag (0–30 dB), Louder by, to leave a room (0–30 dB), Extra to change floor (0–30 dB)	The installation defaults, shown under each field
Stability & records	Bermuda-style zone stability, and Split long stays at midnight	Bermuda off; midnight split on

3. Press Save at the bottom. The note beside it says Applies from the next sweep. Nothing needs restarting.

Leave a Speed field empty to go back to the installation default.

Recommendation. Start on the Overview tab, not with the switches. Use Try … on the last day before turning on anything the advisor suggests, then Apply.

Check it worked. The card's dots and seconds update after the save. On a floor plan, the Health tab shows which rooms can now be named.

What Omaya works out from these settings: Where people and things are (indoors).

Outdoor & GPS

Trips, stops and geofences for GPS trackers. Only matters if you have trackers with their own GPS. What a trip, a stop and a geofence visit are is explained in Indoor and outdoor.

1. Click the Outdoor & GPS card. Its summary shows the stop rule (Stop 5 min · 50 m) and how many geofences are active.
2. Read the grey sentence at the top of the panel. It restates your current numbers in words (a tracker that stays within 50 m for 5 min outside every geofence is recorded as a stop…) and changes as you type, so it is the quickest check that a number means what you think.
3. Change the fields in the five boxes below.
4. Press Save. Use defaults fills every field with the installation default; you still have to press Save to keep them.

Box	Field	What it does	Default	Allowed
Stops and trips	Stop after	Standing still this long, outside any geofence, starts a stop	5 min	1–240
	Stop radius	Fixes this close together count as standing still	50 m	10–1000
	New trip after silence	No fix for this long, and the tracker moved meanwhile: a new trail row starts	30 min	5–1440
Indoors and outdoors	Indoor wins for	After a gateway last heard the tracker, GPS fixes are kept on the map but not put on the trail for this long	120 s	30–900
Fix quality and storage	Ignore fixes worse than	A fix the tracker rates this poor is kept as a point but does not move the trail	150 m	10–5000
	Keep a still fix every	A tracker standing still keeps one map point per this long	60 s	5–3600
	Or after moving	A fix this far from the last kept point is always kept	15 m	1–500
Naming places	Name stops by places within	A stop is named after the nearest location or geofence this close; further away it is just Stop	5 km	1–100
Naming places	Street names	On: reports look up the street for stops outside your places on OpenStreetMap, which receives those coordinates (answers cached 30 days). Off: stops are named only from your own locations and geofences, and no coordinates leave Omaya	Off	Off / On
Privacy	Likely homes in frequent stops	A place where most stays run through the night is probably someone's home. Hidden: it is left out of the frequent-stops lists on Space → Location → Map and Outdoor Activity, and its position is never shown. Shown, flagged: it is listed with its position and flagged as a likely home	Hidden	Hidden / Shown, flagged
	Homes on maps and replays	Where a person spends the night, found from three or more nights of fixes there. Hidden, "At home": the Entity Tracker, its movement replay and GPS Replay say At home with the times, and draw no marker, route or position within 200 m of it. Shown: a person's home is drawn like any other stop. Assets and vehicles are always shown	Hidden, "At home"	Hidden, "At home" / Shown

The defaults above are the standard ones; the hint under each field shows your installation's own default and range. The note at the bottom says Applies to the next GPS fix. Rows already written keep their shape.

How a home is found, and what each Privacy choice shows, is in How Omaya knows someone is at home.

What Omaya works out from these settings: Outdoors and GPS.

Schedule

Presence processing interval. Shown to platform operators only: organisation admins set how quickly people are placed with Indoor Positioning → Speed, which counts in these sweeps. The panel has one field.

Field	What it does	Default	Allowed	When to change it
Presence Processing Interval (seconds)	How often Omaya works out each device's room again from the readings already received. A gateway can override it for the devices it holds. Indoor Positioning → Speed works its seconds out from this organisation's interval	Empty = the installation default (10 s as standard)	2–300, or empty	Rarely. Shorter shows moves sooner and costs the server more; longer is gentler and slower

How often a rule may notify is each rule's own Repeat at most every; when a gateway counts as down is Gateway timing.

What Omaya works out from these settings: How long a move takes to show.

Organisation

Profile, branding, contact. The same form is on the Organisation page, /admin/system/organisation (it has no menu item of its own); saving in either place saves both.

1. Click the Organisation card. Its summary shows your organisation's name and industry.
2. Fill in the Identity section.
3. Under Organisation Logo, choose a file if you want to change the logo.
4. Press Save.

Identity

Field	What it does	Default	Allowed
Client ID	Your account number with Omaya, for example CL-00123, from your Omaya contact. The licence check uses it; leave it blank if you have not been given one	—	Up to 100 characters
Organisation Name (required)	Your organisation's name across Omaya	As registered	Up to 120 characters
Industry Type	A label on your organisation's profile. Nothing in Omaya behaves differently because of it, and it does not apply a starter pack	Other	The industry list
Website	Profile only	—	A full web address, starting https://
Phone Number	Profile only	—	Up to 20 characters
Address	Profile only	—	Up to 500 characters

Organisation Logo

Field	What it does	Allowed
Upload Logo	Replaces the logo shown in Omaya and on the app icons made from it	An image: JPG, PNG or WebP (GIF and BMP are accepted too), at most 5 MB
Current Logo	What is saved now, or No logo uploaded	—

At the bottom of the panel, Notifications opens the list of people told about things that have no recipient of their own (see the next section).

At Northwind, Aisha sets Organisation Name to Northwind Tower and saves.

Check it worked. The success message appears and the card shows the new name.

Opening hours

The days and hours reports count. Until 2026-10-20 this was part of Organisation. The card's summary shows the week and the hours, such as Mon–Fri · 08:00–18:00, or Off · reports count every day. Saving needs the edit-organisation permission.

Field	What it does	Default	When to change it
Apply this schedule to reports	The master switch. Off, reports count every calendar day and every hour, as they did before this setting existed. While it is off, the day and hour pickers below are greyed out	Off	Turn it on once the days and hours below are right
Operating days	Seven buttons, Mon to Sun, plus three shortcuts: Mon-Fri, Mon-Sat, Every day. The default week for every venue that has not set its own — utilisation is a share of operating time, and per-day figures are averaged over open days	Mon–Fri	When your building opens on other days
Operating hours	Opening and closing time, plus shortcuts 8-6, 9-6 and All day. The default hours for every venue that has not set its own. A closing time earlier than the opening time means a site open overnight, not a mistake	00:00 to 23:59 (all day)	To your normal opening hours

A venue that ticks Use the organisation default under its Advanced Settings follows these; one with its own week keeps it. See Setting up a site.

At Northwind, Aisha turns on Apply this schedule to reports, presses Mon-Fri and 8-6, and saves.

Check it worked. The card shows Mon–Fri · 08:00–18:00. A utilisation report for last week now divides by five open days of ten hours, not seven days of twenty-four.

What Omaya works out from these settings: Counting people and space, and something left on after hours.

Notifications

Who is told about things with no recipient of their own. The card opens the Organisation page (/admin/system/organisation) at its Notifications section; it is shown to roles with view-organisation. Changing the list needs edit-organisation; without it the list is shown but cannot be saved. The summary reads Every active admin while the list is empty, or how many people are on it. New maintenance requests and requests past their review target go to this list. Apps with their own lists keep them. See What to set up next.

Single sign-on

Sign in with Entra ID, Okta, Google or any OpenID Connect provider. Opens its own page, /admin/config/sso. The summary dot is green when single sign-on is on. The whole setup, including making your organisation SSO-only, is in Signing in.

Fall detection

Spot a fall or a person who has stopped moving, from the accelerometer in their tag. Opens its own page, /admin/config/fall-detection. The summary reads Off, On · every supported tag or On · by rule. See Fall and man-down detection.

What Omaya works out from these settings: A fall, or a person who has stopped moving.

Schedule Report

Reports emailed daily, weekly or monthly as CSV or PDF. Opens System → Schedule Report; the summary counts active schedules. Shown to roles with manage-report-subscriptions. See How many were here.

Starter Packs

Industry templates for zones, reports, rules. The summary shows how many templates there are and how many are already applied. What each pack creates, how to apply one and what to check afterwards is in Start from an industry pack.

License

Omaya license key & status. The panel is read-only: it shows what your licence key says, and you cannot change anything here. The card shows Active with the expiry date, in amber when it expires within 30 days, or No license in red; the panel's badge says the same: Active, Expired, Unreadable or No license.

Inside, License Details lists whichever of these your key carries: Product, Vendor, Licensed To, Device Limit, Expires, Multi-Tenant, License Type, Modules, Addon Modules, Data Retention, WhatsApp Limit, WhatsApp Expiry, Contact, Issued and Generated From. If the key cannot be read, the panel says A license key is set, but it could not be read. Ask your Omaya contact for a new one. With no key at all it says No license key is set for this organisation.

The licence is renewed by your Omaya provider. If anything here is wrong or expired, ask them.

Data Retention

Trail, audit, & webhook keep-for windows. The card shows the three windows in days and Default (grey) or Override (green) when your organisation has its own.

There is no undo

Changes take effect at the next pruning run (after 04:00 daily). Existing rows older than the new retention window are pruned on the next run; there is no rollback. Shortening a window deletes history for good that night.

1. Click the Data Retention card. The panel fills the three boxes with your saved values; an empty box means the installation default applies.
2. Type a number of days in any box, or empty it to use the default.
3. Press Save. A browser message says Saved. Next prune run will use these values.
4. Read Effective retention (what the pruners actually use) under the form: the three numbers in use and, under each, tenant (your value) or env (the installation default).

To drop all three overrides at once, press Reset to global defaults and confirm Clear the per-tenant overrides? The pruners will use the global defaults.

Field	What it removes	Default	Allowed	Recommendation
Trail / report data	The trail and report tables older than this. This is how far back any report can look. Pruned at 03:30 each night	The installation default (60 days on a standard installation)	1–3650 days	Long enough for your longest report comparison: 90 days covers a quarter, 400 a year-on-year
Audit log	The admin activity log, a month at a time. Pruned at 03:45	The installation default (30 days as standard)	7–120 days	120 if you are asked for a long audit trail; export it monthly if you need more
Webhook delivery	The record of each webhook sent, with its full body. Pruned at 04:00	The installation default (7 days as standard)	1–365 days	Short; it is for debugging an integration

The grey hint under each box gives the standard default. Your provider can change the installation's defaults, so the Effective retention panel is the final word on what applies to you.

At Northwind, Aisha sets Trail / report data to 400 so Ravi can compare this June with last June, and leaves the others empty.

AI

Provider, model & API key. The language model behind the AI Reporting Assistant, Describe the rule in the rule builder, and OAIA. The summary shows the provider, the model in use, where the key comes from (Omaya service, your key, server key or no key), a Usage link, and whether OAIA is on and how often it runs.

If the yellow box says The AI Reporting Assistant is switched off for this tenant, you can prepare the settings, but nothing uses them until your Omaya provider switches AI on.

1. Click the AI card.
2. Under Language model, pick the Provider and, if you want a particular one, the Model. Press the refresh button beside Model to list what the provider offers.
3. Under API key, paste your own key only if you want requests billed to your own account, then press Test connection.
4. Under OAIA — Omaya AI Assistant, switch it on or off and set how often it runs.
5. Leave Advanced: answer style, length and connection folded unless your provider asks otherwise: it holds Answer style (temperature), Longest answer (tokens) and SSL verification, whose defaults suit reports.
6. Press Save. The message is AI settings saved.

Field	What it does	Default	Allowed
Provider	Who answers: Groq, Anthropic, OpenAI, Gemini, OpenRouter or MiniMax. A name starting Omaya: runs on Omaya's shared service, charged to your subscription; otherwise it runs on your own key	Your installation's default	The list
Model	The model at that provider	Empty = the provider's default, shown greyed in the box	Up to 120 characters. On Omaya's shared service only models on the platform's list are accepted
Answer style (temperature)	How literal (0) or loose (2) answers are. Reports want low	0.2	0 to 2, steps of 0.1
Longest answer (tokens)	Caps the length of one answer	2048	256 to 32768, steps of 256
Your own API key	Runs requests on your provider account, billed by them, outside any Omaya token limit. Stored encrypted and never shown again — only its last four characters. Test connection tries the key in the box before you save; Remove my key goes back to the shared service	Empty	Up to 500 characters. Not shown if your organisation may not use its own key
Enable OAIA for this tenant	Turns the assistant on: health checks on the heartbeat, a review on the review cadence, and a notice to every admin when it finds or proposes something	Off	Greyed out with OAIA is not included for this tenant if it is not in your plan
Heartbeat every	How often OAIA's checks run	2 hours	2, 4, 6, 8, 12 or 24 hours
Review every	How often it reviews the whole deployment	1 day (daily)	1, 2, 3 or 7 days
Autopilot (beta), Mode and What it may do	Only shown when your provider has made it available. Off, Shadow — record only or Act, and the tiers Draft rules, Configure, Operate. Choosing Act asks you to confirm	Off	See OAIA
SSL verification	Checks the provider's certificate	Yes	Yes, No. Only turn off for a proxy with a self-signed certificate

Check it worked. The card's summary shows the provider, model and key source you chose. Ask the AI Reporting Assistant a short question.

What Omaya works out from these settings: Alerts and the AI assistant.

Questions and problems

A panel says "Not Permitted". Your role lacks the permission for that card — see Before you start. Ask an administrator, or have them change your role under System → Roles.

I changed Gateway timing and a gateway still shows online. The new minutes apply from the next status check, within a minute, and only to Bluetooth gateways; LoRaWAN gateways keep their own windows. See Gateway timing.

"The timezone field must be a valid timezone." Pick the timezone from the list rather than typing it.

"The website field must be a valid URL." Include https:// at the start.

"The logo field must not be greater than 5120 kilobytes." The logo is over 5 MB. Save a smaller copy and try again.

Data Retention says "Save failed: This action is unauthorized." Your role lacks manage-tenant-settings. As shipped only Admin has it.

I set Audit log to 365 days, but older entries still disappear. The audit pruner keeps between 7 and 120 days, whatever the box says. Export what you need to keep.

AI says "The model … is not on the list the platform allows on its shared key". On Omaya's shared service only some models are allowed. Pick one from the list (the refresh button beside Model), leave Model empty for the default, or use your own key.

AI says "This tenant is not permitted to use its own API key." Your plan uses the shared service only. Ask your Omaya provider.

The Speed tab's seconds do not match what I see. They are worked out from your organisation's presence interval, which your Omaya provider sets. A busy server or a gateway that reports slowly can add a little on top.