Manage Security and Billing
Run an owner review of MFA policy, access boundaries, subscription state, delegates, usage, and destructive controls.
Examine security and billing together, because subscription state can block writes. Current role behavior also gives Members access to plan operations. Run this review as a workspace owner. Record the controls that your organization uses to compensate.
1. Confirm Owner Continuity
Before you change policy or billing:
- Open the membership view.
- Confirm the intended owner accounts.
- Make sure that at least one other authorized recovery contact exists when continuity needs it.
- Remove stale membership only after the ownership is safe.
Do not delete an owner account or workspace while it is the only path to business records.
2. Check Personal MFA
Open Settings → Account → Security.
- Confirm that your active authenticator appears.
- Add a replacement factor before you retire an old device.
- Check the factor that you added with a six-digit code.
- Remove the old factor only after the replacement works.
The current add-device flow supports TOTP authenticator apps. It does not show passkeys or recovery codes.
3. Set the Future-Member MFA Rule
Open Settings → Security.
- Turn on Require MFA for New Members.
- Select Save.
- Record the activation date in your internal access procedure.
- Test with a membership that you create after that date.
The rule does not apply retroactively. Current members need a separate enrollment campaign and verification process.
4. Classify the Other Security Fields
Examine each visible field. But separate the stored intent from the active enforcement.
| Control | Owner action today |
|---|---|
| Session Timeout | Save only as policy metadata; keep the session controls that you checked outside this product |
| IP Whitelist | Save only; enforce trusted networks at the identity, VPN, proxy, or firewall layer |
| Audit Log toggle and retention | Save only; do not claim an active audit pipeline or purge schedule |
| Data Retention | Save only; keep a checked retention procedure outside this setting |
| Anonymize Deleted Customers | Save only; do not assume deletion invokes anonymization |
If an audit or a customer contract asks about enforcement of a control, answer from the observed system behavior. Do not answer from the Settings toggle.
5. Check SSO and Organization State
Open Settings → Account → Organizations and select the relevant organization.
- Confirm the organization domain.
- Examine the identity-administration links that are available.
- Confirm SSO connections in the identity administration system.
- Test sign-in with a non-owner account.
The workspace Security page does not set up SSO. Organization administration is the supported identity path.
6. Reconcile Billing State
Open Settings → Billing.
- Compare Current Plan with the hosted billing portal.
- Check for a Cancelling badge.
- Select Manage billing.
- Confirm the payment method and the platform invoices.
- Compare order history with provider records.
- Record the intended renewal owner.
Local plan state can lag checkout or cancellation. Use the provider state before you buy again or promise continued paid access.
7. Control Who Can Change the Plan
Current billing permissions let Owners and Members do these actions:
- Start paid-plan checkout
- Open the hosted billing portal
- Schedule subscription cancellation with the Free option
A Viewer cannot do those writes. Only an Owner can change billing delegates.
If plan changes need owner approval, do not use Member as a purely operational role without one more control. Examine the membership design with Manage Team Access.
8. Treat Delegates as Labels
An Owner can toggle a member as a billing delegate. Check the saved badge after each change.
Do not depend on the delegate list to:
- Grant billing access
- Send renewal notices
- Send the Send Reminder menu action
Those actions do not now happen automatically. Tell the designated billing owner through your current channel.
9. Check Usage and Do Not Trust the Fallback
Open Settings → Usage and compare:
- Seats
- Active bank connections
- Current-month Inbox items
- Current-month invoices
- Storage
Use detail CSV exports for evidence when the data looks credible.
If the page shows Free, zero for every metric, and No limit everywhere, it probably shows its error fallback. Do not use that state for capacity or billing decisions. Compare the actual resource pages and the hosted billing portal.
10. Schedule a Downgrade Safely
When you select Free, Eigenn asks for confirmation. Eigenn then schedules cancellation at period end.
Before you confirm:
- Examine the paid features and quotas that the workspace uses.
- Export the necessary billing and operational records.
- Find the active workflows, webhooks, API keys, and connections.
- Communicate the effective date.
- Select Free.
- Confirm the change.
- Check the cancellation in the hosted portal.
The local Current Plan card can stay paid until the provider synchronizes.
11. Review Destructive Controls
Delete account
This action deletes the user and any solely owned workspaces. It then queues external cleanup for those workspaces.
Delete team
Owner-only permanent deletion of the active workspace. Storage and connected-provider cleanup can continue asynchronously.
Remove custom email domain
Owner-only. Clears the workspace sender configuration and returns email to the default domain.
Remove bank connection
This action stops sync for that connection and changes usage. Check downstream reconciliation before you remove the connection.
Review Cadence
Run this review:
- Before you invite a new department
- After an owner or billing contact changes
- Before plan renewal or downgrade
- After an identity or payment incident
- Before you describe a Settings control in a compliance questionnaire
Troubleshoot
A Member changed billing unexpectedly
Current billing permissions let a Member make that change. Examine the role assignment and the provider-side billing access again. Then document an approval control.
A saved security setting has no visible effect
That form enforces only the prospective MFA rule now. Treat the other values as stored policy intent.
The cancellation badge does not appear
Open the hosted billing portal and compare provider state. Local cancellation data can lag.
Usage contradicts Billing
If Usage is all zero and unlimited, discard it as the fallback. Use Billing and the actual records. Then contact support.
Send Reminder did not notify a delegate
The menu action is not implemented. Send the reminder through an operational channel outside that control.