Settings

The settings have a sidebar on the left with four groups — Personal, Workspace, Communication and Team & access — and the chosen page on the right; the sidebar stays on every page. On a phone and in a narrow window (also in the desktop view) Settings first shows the list; a tap opens the page, and ‹ Settings takes you back. Staff members only see Personal — appearance, sign-in & second factor and their own AI apps; everything else belongs to the owner.

Personal

Appearance

Colour scheme (Dark, Light or Automatic), view (Normal or Desktop) and language. Colour scheme and view apply only to this browser, the language to your account.

Desktop view

Under Appearance › View you switch between Normal and Desktop. In the desktop view every area opens as its own window inside VentionDesk — as on an operating system:

• Dock instead of sidebar: In the desktop view there is no sidebar on the left. When you switch it on, the sidebar folds down around its bottom-left corner and becomes the dock at the bottom edge — which is why Settings is on the far left and Overview on the far right, and the windows use the full width. The dock shows an icon’s name on hover or when you reach it with Tab. When you switch it off, it folds back; if you have set “Reduce motion” in your system, it only cross-fades.
• Dots in the dock: A green dot at the top right means: the window is open. A green ring means: open, but minimised. The front window is additionally highlighted. The counts on Tickets and Finances are at the top left; on Operations a red dot appears at the top left when a source reports an error. Windows without an icon of their own — such as a project page or customer record — are on the right behind the divider.
• Opening: A click in the dock opens the area as a window or brings the open one to the front. A link into another area (for example from the project to the customer) opens that area’s window; within an area (project list → project page) you stay in the window. The settings stay one window under their icon, whichever of their pages is open.
• Moving and resizing: Dragging the title bar moves the window; edges and corners change its size. A double click on the title bar maximises and restores. Without dragging, use … in the title bar (left or right half, centre, larger, smaller) or the keyboard: focus the handle on the far left, then arrow keys to move and Shift + arrow keys to resize.
• Minimising: – puts the window into the dock. A click on its icon brings it back; a click on the icon of the front window minimises it.
• Switching: Ctrl + ` (the key to the left of 1) switches to the next window, with Shift to the previous one.
• Remembering: Position, size and open windows are stored in this browser, per account, and are back after reloading. At most eight windows are open at the same time.

The desktop view is only available from laptop width (1024 pixels) with a mouse or touchpad. On a phone, a tablet without a mouse or in a narrow browser window the normal view always applies — your choice stays stored and takes effect again as soon as the window is wide enough. A window does not learn by itself what was changed in another one: … › Reload fetches the current state.

Sign-in & second factor

For owners and staff members; also reachable via Account menu › Sign-in & second factor:

• Passkeys: “Add passkey” (name optional), rename and remove. Customer accounts have the same in the customer portal under Account menu › Sign-in & security; until they create a passkey or dismiss the notice, the portal’s start page offers “Set up passkey”.
• Second factor (authenticator app): “Set up second factor”, scan the QR code, enter the “Code from the app” and “Finish setup”.

My AI apps

Here are the AI apps (Claude, ChatGPT, Cursor, Codex …) connected to VentionDesk via a sign-in: app, person, permissions, projects, connected on and last used. Every person sees and disconnects their own; the owner sees all of the workspace, can “Disconnect” any of them and decides which permissions staff members may give an AI app (by default the templates “Read only” and “Claude runner”). A connection also ends on its own after 90 days without use. How to connect an app: Connect AI apps.

Workspace

Company details

The letterhead for invoices, quotes and payment reminders. Required: name of the invoicing party, address and tax number or VAT ID. In addition, contact details (email, phone, website). If a required detail is missing, VentionDesk rejects every invoice PDF.

Finances

Defaults for new invoices: payment term (7, 14 or 30 days), VAT (19 % or 7 %), the base interest rate for default interest and the automatic payment reminders.

Subscription

The Subscription section shows plan, billing interval and term. Here you can change the plan or billing interval (“Change subscription”, then “Confirm”), add or change payment details, cancel the subscription or withdraw a cancellation, view VentionDesk’s invoices and payments and the history, read the terms and the data processing agreement and export all data — see Data export.

Communication

Email sender

This is how your workspace appears in your customers’ inboxes — for invoices, payment reminders, quotes and replies to tickets: sender name and mailbox name. Replies to them arrive as tickets in VentionDesk; earlier mailbox names keep receiving replies. From the Team plan onwards there is the “Own domain” card: enter a sender address on your domain, “Create domain”, set the DNS records shown at your DNS provider and “Check”. Alternatively you send through your own email service — see Integrations.

Email templates

The texts of the emails VentionDesk sends: sending an invoice, payment reminder, dunning notice, cancellation, sending a quote, reply to a ticket, confirmation of receipt, New ticket (internal) — the email to your workspace from Notifications, without the text of the request —, Ticket reopened (internal) — the same email when a customer reopens a resolved ticket, without the text of their message —, the notice to a new member and the invitation to the customer portal. The editor has subject, HTML and placeholders to insert, a preview as HTML and as plain text, and “Save”, “Load default” and “Reset”.

Notifications

Under “Notifications” you decide whether an email goes to the workspace for every new ticket: on or off (on by default), to which addresses (without an entry to the owners, up to ten of your own), for which channels and from which priority. The email is sent once per ticket and names channel, customer, project, priority, deadline and a link — it deliberately does not contain the text of the request. If you create a ticket by hand yourself, you get no email for it.

A second switch, also on by default: an email “Ticket TK-… reopened” as soon as a customer reopens a resolved ticket with a message. It goes to the same recipients, with the same channels and the same minimum priority, once per reopening, and does not contain the text of the message either. A ticket that goes back and forth between “Waiting” and “Open” does not trigger it — only reopening from “Resolved”.

Team & access

Members

The list “Who has access” shows every account in the workspace; here you change the role or remove a member, and the search finds name and email address. The “+” opens “Invite people”: email address and role (staff member or owner), then “Invite”. Customer portal access is not created here but in the customer record.

API keys

“New key” creates an agent key (pulls tasks — for Claude or your own scripts). Intake keys are created under Ticket intake with their project.

• Name — what is it for?
• Expires (suggestion: 365 days) or “Valid indefinitely”.
• Permissions (scopes). Reading tickets, replying to customers, invoice and quote drafts, reading errors and marking them as resolved, reading times and key figures, maintaining the roadmap and creating ideas are off by default; if you choose one of them, the form below says what the key may then do (all scopes in Claude and MCP).
• Projects: “All projects” or a selection.

After “Create key” the plain text appears exactly once — copy it now. After that VentionDesk only stores a fingerprint; a lost key is replaced, not restored. Directly below a new agent key is “Connect Claude” with the ready-made command.

The list shows the agent keys and, per key, when it was last used; the search finds name and prefix. The intake keys are under Ticket intake with their project. “Permissions” changes what a key may do and which projects it applies to — the key itself stays the same, and the change applies from its next request. “Revoke” blocks a key immediately, “Delete” permanently removes a revoked one.

Scopes, project binding and signing in with a key are explained in API basics.

Ticket intake

Everything through which tickets reach a project from outside, in one place. Every project appears as a row with its measured state (“connected | last report …”, “set up | no report yet” or “not set up”) and the ways that are set up; the first eight are shown, “More rows” shows the rest. A click expands a project:

• Server and app: this project’s intake keys. They are created via the “+” at the top right of the “Ticket intake” section — you choose the project in the dialog, and the plain text appears exactly once. The search next to it finds projects and intake keys. An intake key applies to exactly one project and can only submit; per key you see “last report … ago” or the reason for the last rejection, “Permissions”, “Revoke” and “Delete”.
• Public ticket intake: public key for form and browser, the allowed origins and “Turn off intake”.
• Email intake: mailboxes whose emails are assigned to this project. The address must not contain a + — the part after the plus sign is reserved for the ticket number.

“Set up” in the project overview leads straight here, with the project expanded. Details on the ways in under Ticket intake.