Settings Overview: The Core of Your Workspace

Your workspace settings page is the control center of your RapidPro.app environment. This is where you connect channels, configure time and language, manage access, and monitor the health of your workspace. Understanding this page helps you keep everything organized, secure, and aligned with how your team works. In this guide, you’ll learn how to: Open your workspace settings page Configure channels, name, timezone, and languages Manage access, billing, and API tokens Use resthooks, incidents, and archives to keep things under control
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Getting started
Updated on
Updated on: 16/12/2025

Review your workspace settings in a few steps

If you already know what the settings page is and just need the essentials:

  1. Open your workspace settings from the gear icon in the left sidebar
  2. Check your Channels and any child workspaces
  3. Configure workspace name, timezone, and languages
  4. Review your reply-to email, dashboard, and billing
  5. Manage users & roles and your API tokens
  6. Configure resthooks and monitor incidents
  7. Review archives for flows and messages

This keeps your workspace organized, secure, and aligned with how your team works.

Step-by-Step Process

1
Open your workspace settings page
  1. Log in to your RapidPro.app workspace.
  2. Look at the left-hand sidebar.
  3. At the bottom of the sidebar, click the gear icon (Settings).
  4. This opens the workspace settings page for the current workspace.

[CAPTURE: Workspace screen showing the left sidebar with the gear/settings icon highlighted at the bottom and the workspace settings page open.]

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Tip: If you work in multiple workspaces (for example demo and production), check the workspace name or switcher to confirm you’re adjusting the correct environment.

2
Manage channels and child workspaces

Your workspace settings page is where you control messaging and sub-workspace structure.

Manage channels

  1. In workspace settings, open the Channels section.
  2. From here you can:
    • View all connected channels.
    • Add a new channel (for example SMS, WhatsApp, or other social messaging).
    • Remove or disconnect channels you no longer use.

[CAPTURE: Channels section listing existing channels with options to add or remove channels.]

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Warning: If you remove all channels, your flows will not be able to send or receive messages.

Manage child workspaces (if enabled)

  1. In workspace settings, open the Child workspaces or equivalent section.
  2. View, add, or manage any child workspaces linked to the current workspace.

3
Configure workspace identity, time, and language

Use workspace settings to make sure dates, times, and language match your operations.

Set workspace name

  1. In workspace settings, find the Workspace name field.
  2. Edit the name to something clear and meaningful (for example “MOH Hotline – Production”).
  3. Save your changes.

Adjust timezone and date/time format

  1. Open the Timezone & date/time format section.
  2. Choose the correct timezone for your main operations.
  3. Select the date and time format your team expects (for example DD/MM/YYYY or MM/DD/YYYY).
  4. Save the settings.

[CAPTURE: Timezone and date/time format configuration screen with dropdowns for timezone and format.]

Configure languages

  1. Open the Language or Localization section.
  2. Set your primary language for the workspace.
  3. Add any additional languages you want to support for translations in flows and messages.
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Tip: Align your workspace timezone with your main broadcast schedules so that campaigns and flows trigger at the right local time.

4
Configure reply-to email, dashboard, and billing

Reply-to email

  1. In workspace settings, find the Reply-to email field.
  2. Enter the email address where replies to certain notifications or outbound emails should be directed.
  3. Save your changes so that responses go to the right team inbox.

Workspace dashboard

  1. From workspace settings, use the Dashboard link or tab (if available) to view high-level metrics.
  2. Use this to monitor volume, activity, or performance at a glance.

Billing page

  1. In workspace settings, open the Billing or Subscription section.
  2. From here, admins can:
    • Review the current plan.
    • See usage information.
    • Manage payment details or invoices (depending on your deployment).
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Warning: Access to billing is typically restricted to Admins. If you don’t see billing options, you may need your role updated.

5
Manage workspace access and API tokens

Manage who has access to your workspace

  1. In workspace settings, go to Users or User management.
  2. From here, you can:
    • See who currently has access.
    • Invite new users and assign roles (Agent, Editor, Admin).
    • Update roles or remove users who no longer need access.

[CAPTURE: Users section showing a list of workspace users, their roles, and actions to edit or remove.]

Manage your API tokens

  1. In workspace settings, open the API Token section.
  2. Here you can:
    • View your personal API tokens.
    • Create a new token (up to the allowed maximum per user).
    • Delete tokens you no longer use.
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Tip: Use different API tokens for different integrations when possible, and delete tokens that are no longer needed to keep your API surface smaller and safer.

6
Configure resthooks and monitor incidents

Resthooks (flow events for external services)

  1. In workspace settings, open the Resthook section.
  2. Configure flow events that external services can subscribe to.
  3. Use this to notify tools such as Zapier or custom systems when events happen in your flows.

[CAPTURE: Resthook configuration screen showing how to create or manage a flow event and its subscription endpoints.]

Incidents (health and status)

  1. In workspace settings, open the Incidents section.
  2. Check for any open issues, such as:
    • Workspace suspension.
    • Channel connectivity problems.
    • Other system-level incidents affecting messaging or flows.
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Warning: If incidents show that your workspace or a channel is suspended or degraded, flows may fail to send. Always investigate and resolve incidents promptly.

7
View archives for flows and messages
  1. In workspace settings, open the Archives or Archived items section.
  2. From here you can:
    • Review archived flows that are no longer active but kept for reference.
    • Access archived messages or message-related records (depending on configuration).

[CAPTURE: Archives section showing lists of archived flows and/or messages with filters or search.]

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Tip: Use archives to keep your active flows and message lists clean while still keeping important historical content available if you need to review or audit it later.

Common Issues & Fixes

Problem: I can’t find the workspace settings page.

Fixes:

  • Look at the left-hand sidebar and check the bottom for the gear (Settings) icon.
  • Make sure you are inside a workspace, not on a generic landing or login page.
  • If you still don’t see the settings, you may not have the right role (for example, you might be an Agent). Ask an Admin to confirm your access level.
Problem: I don’t see billing, API tokens, or user management.

Fixes:

  • Check your role in the workspace:
    • Admins usually see all sections.
    • Editors may only see configuration options related to flows, channels, and basic settings.
    • Agents often have very limited access.
  • Ask a workspace Admin to:
    • Confirm your current role.
    • Upgrade your role if you need to manage billing, tokens, or users.
Problem: My dates and times look wrong after changing timezone or format.

Fixes:

  • Go back to Workspace settings → Timezone & date/time format and check:
    • The timezone matches where your team or contacts are based.
    • The date format (for example DD/MM/YYYY vs MM/DD/YYYY) matches your regional convention.
  • Check a few known events (for example, a specific broadcast or campaign) to verify times are shown as expected.
  • If your team is spread across multiple regions, agree on a single reference timezone and document it.
Problem: My flows stopped sending after changing workspace settings.

Fixes:

  • In workspace settings, open the Channels section:
    • Check that at least one active, connected channel is available.
    • Look for any warning or error messages next to a channel.
  • Open Incidents to see if there are issues such as:
    • A suspended workspace.
    • Channel connection problems or delivery failures.
  • If you removed or changed a channel:
    • Confirm that flows, triggers, and campaigns are still mapped to a valid channel.
Problem: I can’t see or manage child workspaces.

Fixes:

  • Confirm that your account or deployment is configured to use child workspaces.
  • Make sure you are an Admin on the parent workspace, not just a user in a child workspace.
  • If child workspaces should exist but are not visible, contact your internal admin or support to verify the configuration.
Problem: I can’t find archived flows or messages.

Fixes:

  • On the workspace settings page, look for an Archives or Archived items section.
  • Open this section to view:
    • Archived flows.
    • Archived messages or related records (depending on configuration).
  • If the archives are empty, confirm with your team whether anything has actually been archived, or if data has been removed according to retention policies.

Related Resources
User Management: Adding and Managing Team Roles
Channels: Connecting and Managing Your Messaging Channels
API and Integrations: Creating and Managing Your API Access Tokens
Managing Your Timezone and Date Format Settings