In DocuTrain, an owner is an organization. A medical society. A SaaS company's documentation team. A training department. A consultancy with a portfolio of client deliverables.
Owners are the platform's main boundary: every document, every conversation, every category, every team member, every custom domain belongs to exactly one organization. That separation isn't an afterthought — it's how the product stays sane at scale.
This post walks through everything you can configure at the owner level.
The Owner Settings tabs
The Owner Settings screen is organized into seven tabs:
- Basic Info (super-admin only) — Organization name, public slug, description, plan tier, default depth for how much source material feeds each answer
- Branding — Logo, default cover image, accent color, landing-page layout
- Content — Default intro message, medication-warning setting
- Plan & Usage — Plan details, document usage, history of plan changes
- Chat Assistant — The organization's AI character (name, face, tone)
- Configuration — Discoverability, custom domain, optional platform tuning, fun facts
- Categories (super-admin only) — Custom and system categories
We'll go through each.
Branding: making it look like your product
The Branding tab is the visual core. Three pieces:
Logo
A square logo that appears in the dashboard sidebar, chat headers, and embedded widgets. Upload one or generate a starting point from a short text description.
Default cover image
A wide cover image used when a document doesn't have its own cover. Saves teams from designing one image per document when a shared look is fine.
Accent color
One highlight color for buttons, accents, and active states across your branded experience — set with a color picker or by pasting a hex value.
It's intentionally one color, not a full theme. DocuTrain isn't trying to be a design tool — it's trying to make sure your assistant doesn't look generic. One accent color goes a long way with very little setup.
Home page layout
Organizations can pick between two public styles for their DocuTrain home:
- Standard — Hero image, company sections, document selector. More content-rich, more brand-forward.
- Gallery — A grid of document cards. Better when you have many documents and want people to browse.
Each landing page is built from the fields you fill in — there's no separate CMS or page builder.
Landing pages
The public page for your organization is assembled from the content you provide:
| You provide | Visitors see |
|---|---|
| Logo | Header branding |
| Hero image | Banner at the top |
| Company intro | First main section (rich text) |
| Use statement | Your "why us" section (rich text) |
| Contact block | How to reach you |
| Accent color | Buttons and highlights |
| Documents | Listed according to each document's access rules |
There are also URL options to force gallery vs. standard layout for special links, even if your saved preference is the other style.
Plan gating applies: only Business+ organizations get the full branded landing experience. Free and Pro see a simpler document picker. (More on tiers in a later post in this series.)
The chat assistant persona
Sometimes "AI chatbot" feels too cold. You want your bot to have a name. A face. A personality.
The Chat Assistant tab is where you configure that on Business+ plans:
| Piece | What it does |
|---|---|
| On/off | Master switch for the character |
| Name | What appears in the UI ("Doc", "Henley", "Atlas", etc.) |
| Avatar | Photo or generated image |
| Embed intro | Welcome message when someone opens your embed |
| Indicator | Whether to emphasize the named character vs. a neutral label |
When enabled, answers can read as coming from your named assistant, with the avatar beside messages. It's a small change with a big effect on how the product feels — yours, not generic.
Individual documents can turn the character on or off, so you might use a friendly mascot for product docs and a more neutral experience for a formal guideline.
The embed version of the character uses the same identity, so the bot on your marketing site matches the one people see on your DocuTrain pages.
Default content
Beyond branding, the Content tab sets organization-wide defaults:
Default intro message
A rich-text welcome that applies when a document doesn't define its own. Good for a consistent first impression; documents can still override.
Medication-warning display
A safety option for clinical content. When enabled (unless a document opts out), DocuTrain can prepend a warning on answers that touch dosing or medications.
Each document can override the organization default, so you can keep warnings on for clinical material and off for non-medical docs.
Configuration: discoverability and custom domains
Discoverability
- Discoverable on Signup — Your organization can appear when new users sign up; joining still goes through your approval if you want control.
- Discoverable in Search — Your public-facing materials can appear in DocuTrain's directory search (Business+).
Both default off — you opt in when it makes sense.
Custom domain
Point your own subdomain (for example docs.yourcompany.com) at your DocuTrain experience instead of the default address.
Self-serve flow:
- Enter your subdomain
- DocuTrain shows the DNS records to add (verification + routing)
- Add them at your DNS provider
- Click Verify
- When verification succeeds, visitors use your branded URL
Status moves through pending, verifying, and active (or failed/removed if something's wrong). There's copy you can paste for IT. Business+.
Super-admin only: routing help and fun facts
- Custom domain (routing) — Extra routing options DocuTrain operators can set when the standard flow needs a hand.
- Fun facts — Industry keyword plus a button to generate loading-screen facts (paired with the fun-facts feature described in the AI-behavior post).
Team and membership
An organization is people as well as settings:
- Admins can manage everything for that organization and automatically see every document in it.
- Members see what their membership allows (covered in the access-control post).
- Invitations bring new people in by email with single-use links.
Promoting someone to admin or back to member is a simple action in the dashboard; DocuTrain keeps access records consistent so you don't have duplicate or stale grants.
Worth remembering:
- Admins never need a separate "grant access to this document" step for their own org.
- The same person can be an admin in one organization and a regular member in another.
- Full cross-organization operator access exists for DocuTrain staff and is used sparingly.
Keeping organizations separate
Your team's content and settings belong only to your organization. Another customer never sees your documents from their dashboard — the product is built so data stays partitioned by design, with checks applied whenever someone asks to view or edit something.
In practice, an admin for Company A cannot open Company B's documents, even by mistake.
Summary
The owner is where DocuTrain stops feeling like a generic chatbot tool and starts feeling like your product:
- Your logo, your colors, your hero image, your tagline
- Your AI persona with its own name and face
- Your custom subdomain
- Your team with its own roles
- Your defaults that documents inherit
- Your industry's fun facts in the loading screen
Most of this unlocks at the Business plan tier — the topic of the plans post later in the series.
Next up: the organizational side — collections and categories when you have too many documents to scroll.
→ Next: Collections, Categories, and Organizing Many Documents