> ## Documentation Index
> Fetch the complete documentation index at: https://docs.captrid.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Organisation Settings

> Configure coordinator permissions, session defaults, data retention, and other organisation-wide settings.

Organisation Settings let you control how CaptrID works across your entire organisation — from what coordinators can do, to how long session data is kept, to default session configuration.

<Info>
  Only **Organisation Admins** can access Organisation Settings. Coordinators and capturers cannot view or change these settings.
</Info>

## Accessing settings

Go to **Organisation Settings** in the sidebar (under the admin section).

## Coordinator permissions

Coordinators have access to session management and photo review by default. Organisation Admins can grant additional capabilities using these toggles:

| Permission                 | What it allows                                                                         |
| -------------------------- | -------------------------------------------------------------------------------------- |
| **View Master Lists**      | Read-only access to master lists and people records                                    |
| **Manage Master Lists**    | Create, edit, archive lists, manage people, and import from CSV (includes view access) |
| **Manage Card Templates**  | Create, edit, and delete organisation-wide card templates                              |
| **Sync Session Data Back** | Apply approved changesets to push session data back to a master list                   |
| **Review Data Sync**       | Review and resolve conflicts in changesets before they're applied                      |
| **Delete Own Sessions**    | Delete sessions that the coordinator created                                           |

All permissions are **off by default**. Organisation Admins and Platform Admins always have full access regardless of these settings.

<Frame caption="The Coordinator Permissions section in Organisation Settings showing toggle switches for each capability">
  <img src="https://mintcdn.com/captrid/j_QMamwYykWZn1-t/images/admin-guide/coordinator-permissions-toggles.png?fit=max&auto=format&n=j_QMamwYykWZn1-t&q=85&s=0f5c8d66bb8fea68ed8b77a27f5c0b1f" alt="Organisation Settings screen with coordinator permission toggles for Master Lists, Card Templates, and Changeset access" width="1520" height="1120" data-path="images/admin-guide/coordinator-permissions-toggles.png" />
</Frame>

<Tip>
  For most organisations, granting coordinators **View Master Lists** and **Review Data Sync** is a good starting point. This lets them see the roster context and review changesets without giving them full edit access.
</Tip>

### How permissions affect navigation

Coordinators only see sidebar items they have permission to access. For example, if **View Master Lists** is off, the Master Lists section won't appear in their sidebar at all.

## Session defaults

These settings are applied when creating new sessions. They can be overridden per session.

| Setting                       | Options                                                   |
| ----------------------------- | --------------------------------------------------------- |
| **Default Aspect Ratio**      | 3:4 Portrait, 4:5 Portrait, 1:1 Square                    |
| **People Entry Mode**         | Roster + Walk-ins, Roster Only, Walk-ins Only             |
| **Default Filename Template** | ID Only, ID - First Last, Last, First - ID                |
| **Allow Walk-in Additions**   | Let capturers add people not on the roster during capture |

## Data retention

Control how long session data is kept after a session is closed.

| Setting                      | Options                                                                          |
| ---------------------------- | -------------------------------------------------------------------------------- |
| **Default Retention Policy** | Keep indefinitely, 30 days, 60 days, 90 days, 1 year, or a custom number of days |

When a session is closed, the retention countdown begins. After the period elapses:

1. You receive email warnings at **7 days** and **1 day** before expiry
2. All photos, submissions, and roster data are **permanently deleted**
3. The session record itself is preserved (empty, read-only) for reference

<Frame caption="The Data Retention settings showing the default retention policy dropdown and an explanation of the retention lifecycle">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/captrid/images/admin-guide/data-retention-settings.png" alt="Data retention settings section with policy dropdown showing options from Keep Indefinitely to Custom" />
</Frame>

<Warning>
  Data retention deletion is permanent and cannot be undone. Make sure you've exported any data you need before the retention period expires.
</Warning>

Individual sessions can override the organisation default with their own retention policy.

## Auto-archive

Automatically archive sessions that have been inactive (closed) for a period of time.

| Setting                            | Options                                 |
| ---------------------------------- | --------------------------------------- |
| **Auto-archive inactive sessions** | On / Off                                |
| **Archive after**                  | 7, 14, 30, 60, or 90 days of inactivity |

Archived sessions are hidden from the default session list but can still be viewed, exported, and restored.

## Data and export

| Setting                   | Description                                                                 |
| ------------------------- | --------------------------------------------------------------------------- |
| **Date Format**           | DD/MM/YYYY (Australian), MM/DD/YYYY (US), or YYYY-MM-DD (ISO)               |
| **Allow Session Exports** | Toggle to enable or disable photo and data exports across your organisation |

## Capturer permissions

Control what capturers can do during photo capture:

| Setting                           | Default | Description                                                                |
| --------------------------------- | ------- | -------------------------------------------------------------------------- |
| **Allow Capturers to Add People** | On      | Let capturers create new roster entries during capture                     |
| **View Other Capturers' Photos**  | Off     | Allow capturers to see photos taken by other capturers in the same session |