Account & Workspace Settings

Configure your Hay organization, team, privacy, API access, webchat widget, Git connections, and AI models.

Accessing Settings#

Click Settings in the left sidebar to expand the settings menu. What you see depends on your role:

Admins and Owners see the full menu:

General — organization details, platform preferences, AI confidence guardrails
Agents — manage your AI agents (see the Agents guide)
Channels — manage communication channels
Users — team members and invitations
Privacy & Data — your own GDPR rights (export/delete your account)
API Tokens — organization-level API access
Webchat — website chat widget configuration
Git Connections — install plugins from GitHub repositories
AI Models — the AI provider and models behind your agents

All roles see:

Customer Privacy — GDPR requests on behalf of customers, and the data retention policy
My Profile — your personal profile, email, and password

Installed plugins can add their own entries to the Settings menu (these are shown to Admins and Owners only).

General Settings#

Settings → General ("Manage your platform preferences and configuration"). Use the Save Changes button in the header to persist changes, or Reset to Defaults to start over.

Organization#

Organization Name — the name of your organization
About Organization — a free-text description of what your organization does (max 10,000 characters). This is not just cosmetic: it's given to the AI assistant as business context, so a good description improves response quality.
Logo — upload a square image, max 2MB (JPG, PNG, WebP, or GIF). You can remove it at any time.

Platform Settings#

Default Language — default language for new conversations and system messages (English or Portuguese)
Timezone — used for displaying timestamps
Date Format — MM/DD/YYYY (US), DD/MM/YYYY (EU), YYYY-MM-DD (ISO), or DD MMM YYYY, with a live preview
Time Format — 12-hour (AM/PM) or 24-hour, with a live preview
Default Agent — the agent that handles conversations when no specific agent is assigned
Test Mode Default — when the "Require approval for AI messages by default" checkbox is enabled, AI messages require human approval before being sent to customers. Individual agents can override this setting, and playground conversations always auto-send regardless.

AI Confidence Guardrails#

Configure how AI responses are evaluated for confidence and accuracy:

High Confidence Threshold / Medium Confidence Threshold — minimum scores (0.0–1.0) for each quality tier (defaults: 0.8 high, 0.5 medium)
Enable Automatic Recheck — when confidence is medium, automatically retrieve more documents and regenerate the response. The recheck uses two tunable parameters:
- Max Documents — number of documents to retrieve (default: 10)
- Similarity Threshold — lower threshold for broader search (default: 0.3)
Enable Human Escalation — when confidence is low, escalate to a human agent instead of sending the AI response
Fallback Message — message shown when confidence is low and escalation is disabled. It is automatically translated to match the conversation language.

Danger Zone#

Visible to Owners only.

Delete organization permanently deletes the organization and all associated data. The confirmation dialog warns that this will immediately:

Stop all active conversations
Delete all agents, playbooks, and documents
Remove all team members from the organization
Delete all customer data and conversation history
Invalidate all API keys

You must type DELETE to confirm. This action is irreversible — export anything you need first.

Users (Team Members)#

Settings → Users ("Manage who has access to your organization").

Roles#

Hay has six roles: Owner, Admin, Contributor, Member, Viewer, and Agent. Owners and Admins have full access to the settings menu; only Owners can delete the organization.

Inviting a team member#

Click Invite Member
Enter the Email Address
Select a Role
Optionally add a personal Message to the invitation
Click Send Invitation

Managing members and invitations#

Search members by name or email, and filter by role
Change Role — update a member's role
Remove Member — remove someone from the organization (cannot be undone)
Pending Invitations — see invitations that haven't been accepted yet, with options to resend or cancel each one

Privacy & Data (Your Own Data)#

Settings → Privacy & Data covers your personal data as a Hay user, under GDPR. (For your customers' data, see Customer Privacy below.)

Export Your Data#

Request a copy of all your personal data in JSON format. The export includes:

Profile information (email, name, account settings)
Organization memberships and roles
API keys metadata (no secrets included)
Audit logs (last 1000 events)
Documents and content you've created

Exports typically take less than 5 minutes; you'll receive an email with a download link when ready.

Delete Your Account#

Permanently delete your account and associated data:

Your account is permanently deactivated
All API keys are revoked
Personal information is removed or anonymized
Some audit logs may be retained (anonymized) for compliance

You must type DELETE to confirm, and then click a verification link sent to your email to complete the process. This cannot be undone.

Active Privacy Requests#

Track the status of your export and deletion requests on the same page, with a Download action when an export is ready.

API Tokens#

Settings → API Tokens ("Manage API tokens for organization-level access").

Connection details#

At the top of the page you'll find the values needed to connect Hay to another platform (such as the Shopify chat widget):

Hay.chat Server URL
Organization ID

Creating a token#

Click Create Token
Enter a Token Name (e.g., "Production API Token")
Optionally set an Expiration Date (leave empty for no expiration)
Select Scopes — which API operations the token can perform. Note: as the UI states, scopes are not enforced yet; all tokens currently have organization-level access.
Click Generate Token
Copy the token immediately — it is shown only once and cannot be retrieved later

Managing tokens#

For each token you can see its status (Active / Inactive / Expired), creation date, last-used date, and expiration. You can edit a token's name and scopes, revoke it (stops working immediately), or delete it permanently.

🔒 Security tip: Treat API tokens like passwords. Never share them publicly or commit them to code repositories.

Webchat Settings#

Settings → Webchat ("Customize your website chat widget appearance and behavior").

Widget Title (e.g., "Chat with us") and Widget Subtitle (e.g., "We typically reply within minutes")
Position — Left or Right side of the page
Theme — Blue, Green, Purple, or Black

Show greeting message when chat opens — toggle, plus a customizable Greeting Message

Security & Access#

Allowed Domains — one domain per line; use * to allow all domains. Controls where the widget can be embedded.
Enable webchat widget — master on/off toggle

Installation Code#

The page provides a ready-to-copy Installation Code snippet — add it to your website before the closing </body> tag.

Git Connections#

Settings → Git Connections ("Connect your Git repositories to install and sync plugins automatically").

Connect GitHub — connects a GitHub account via a GitHub App. (If the server isn't configured with GitHub App credentials, the page tells you which environment variables are required.)
Connected Accounts — GitHub accounts connected to your organization, with Browse Repos, Manage (opens GitHub installation settings), and a disconnect button
Select a repository — pick a repository and click Install Plugin to install it as a Hay plugin
Git Plugins — plugins installed from Git, each showing sync status (Up to date / Update available), last sync time, commit, and a Sync Now button

AI Models#

Settings → AI Models ("Choose which AI provider and models power your agents").

This page is gated behind an advanced-settings warning — "Advanced — changes here affect every agent" — because changing the defaults can radically change response quality, cost, latency, and reliability for all agents in the organization. Click "I understand — let me edit" to unlock editing.

Chat Provider#

Provider — the provider used to generate agent responses. Choose from OpenAI, Anthropic (Claude), Google Gemini, Mistral, xAI Grok, Custom (OpenAI-compatible), or Custom — supports tool calling (OpenAI-compatible) (seven options total).
Base URL — the provider's OpenAI-compatible API base URL. Shown only for Mistral, Grok, and custom endpoints.
Use my own API key — when off, Hay's managed AI is used (billed with your plan). When on, enter your own provider API Key — it is stored encrypted and never shown again after saving.

Model Tiers#

Agents pick a tier by task complexity; map each tier to a model for your provider:

Hard (most capable) — orchestration, planning, and guardrails
Medium (balanced) — audits and translations
Easy (cheapest) — bulk document summaries

Each tier offers a model list plus a Custom… option to enter any model id. Switching to a different provider resets the tier models to that provider's defaults.

Embeddings (Managed)#

Embeddings are always managed by Hay and pinned to 1536 dimensions. You can pick the Embedding Model from Hay's list (it must produce 1536-dimension vectors, e.g., text-embedding-3-small), but you cannot bring your own embedding provider.

Customer Privacy#

Settings → Customer Privacy ("Manage GDPR data requests for your customers"). Available to all roles.

Data Retention Policy#

Configure automatic anonymization of closed conversations:

Conversation Retention Period — Disabled (keep forever), 30, 60, 90, 180, or 365 days
When enabled, closed conversations older than the retention period are automatically anonymized daily: messages are permanently deleted, while conversation metadata is preserved for analytics
Conversations marked with Legal Hold are exempt from anonymization

For full details on anonymization, legal holds, and the cleanup schedule, see the Data Retention & Privacy guide.

Initiate Privacy Request#

Start a GDPR data export or deletion request on behalf of a customer:

Choose Identify Customer By — Email Address, Phone Number, or External Customer ID
Enter the customer identifier
Click Request Data Export or Request Data Deletion

The customer receives a verification email to confirm the request — the organization cannot complete it unilaterally.

Request History#

View and track all customer privacy requests initiated by your organization.

My Profile#

Settings → My Profile ("Manage your personal information and account security"). Available to all roles.

Profile Picture — upload a square image, max 2MB (JPG, PNG, WebP, or GIF); change or remove any time
Profile Information — First Name and Last Name
Email Address — change your login email. A verification link is sent to the new address (expires in 24 hours); until you click it, the change is shown as Pending with options to Resend Verification or Cancel Change.
Change Password — enter your current password and a new one. Passwords must be at least 8 characters and include uppercase, lowercase, a number, and a special character. A confirmation email is sent after a successful change.
Recent Security Activity — a log of recent account events: profile updates, email changes, password changes, logins, and API key creation/revocation

Common Settings Questions#

Who can access settings?#

Owners and Admins see the full settings menu. All other roles can access Customer Privacy and My Profile. Only Owners can delete the organization.

Where do I find my organization ID?#

Go to Settings → API Tokens — the Connection details card shows your Hay.chat Server URL and Organization ID.

How do I put AI messages under human review?#

Enable Test Mode Default in Settings → General → Platform Settings. Pending AI messages then appear in the conversation view for approval before being sent. Individual agents can override the default.

Does Hay have billing, 2FA, or webhook settings?#

Not yet. There is currently no billing page, no two-factor authentication, and no webhook configuration in Settings.

Next Steps#

Set up Integrations after configuring settings
Configure your Agents
Review the Data Retention & Privacy guide for compliance details
Invite your team members to get started