Settings & admin
Configure your organization, manage your team, and control who has access to what across every module in Kayan.
Organization
Settings → Organization lets you update your business name, base currency, fiscal year start, default tax rate, and organization logo. These settings affect reports, invoice templates, and the chart of accounts.
- Business name — appears on invoices, purchase orders, and reports exported as PDF.
- Base currency — all reports and the general ledger are denominated in this currency. Cannot be changed after the first journal entry is posted.
- Fiscal year start — determines the period boundaries for P&L comparisons and year-end close.
- Time zone — used for scheduling reports, cron jobs, and displaying timestamps.
Team members
To invite a new team member, go to Settings → Team and click Invite member. Enter their email address and select a role. They will receive an invitation email and must create a Kayan account (or sign in with an existing one) to join your organization.
You can have multiple organizations and be a member of each with a different role. Switching between organizations is available from the top navigation.
Roles and permissions
Kayan uses a role-based access control (RBAC) model. Every team member has a role that determines what they can see and do.
Owner
Full access to every module, including billing, organization deletion, and all settings. Each organization must have at least one Owner at all times.
Admin
Full access to all modules and settings. Cannot delete the organization or manage billing.
Member
Read and write access to operations modules (orders, inventory, products, manufacturing, procurement). No access to finance, payroll, or settings by default. Permissions are customizable.
Custom roles (Growth and above)
On Growth and Scale plans you can create custom roles with granular permission controls — per module, per action (read / write / delete). This lets you give warehouse staff access to inventory without exposing finance, or let an accountant see reports without modifying orders.Audit trail
Every state-changing action in Kayan — creating an order, posting a journal entry, adjusting inventory, changing a team member's role — is written to an immutable audit log with the user, timestamp, and a before/after snapshot of the record. The audit trail is available to Admins and Owners in Settings → Audit.
- The audit log cannot be edited or deleted, even by Owners.
- Logs are retained for the lifetime of the organization.
- Audit events can be exported to CSV for compliance purposes.
Billing
Billing is managed in Settings → Billing. You can view your current plan, usage, and payment history, and upgrade or downgrade your subscription at any time. Plan changes take effect immediately and are prorated to the day.
The Scale plan is billed under a custom contract. Contact the Kayan team from Settings → Billing to discuss pricing for multi-entity or high-volume operations.
Branding
Settings → Branding lets you upload a logo and set brand colors that appear on PDF exports (invoices, purchase orders, financial statements) generated by Kayan.