Admin guide

Admins manage people, projects and storage, and they can see and change every project. As an admin, you find Users and Storage in the menu under your name at the bottom of the sidebar.

Permissions

Access is set for each project. A person you add to a project becomes a member with read-only access. Tick Roadmap or Board to let them change things.

Action	Member	+ Roadmap	+ Board	Admin
See the project’s Roadmap, Board, tasks, files, Team Pool and Knowledge	Yes	Yes	Yes	Every project
Comment, reply and mention people	Yes	Yes	Yes	Every project
Edit or delete comments	Own	Own	Own	Any
Use their private My Pool	Yes	Yes	Yes	Yes
Be assigned tasks	Yes	Yes	Yes	Where also a member
Change tracks, epics and milestones	No	Yes	No	Yes
Create, move, block and delete tasks, upload files, change the Team Pool	No	No	Yes	Yes
Manage projects, members, the knowledge base, users and storage	No	No	No	Yes

People don’t see projects they aren’t members of. Changes apply at once, also to their connected AI assistants.

Add people

You create the first admin on the server when you install oneloop. Add everyone else in the app:

Open Users and choose New user.
Enter a Username and a Full name. Tick Admin only for people who should manage the whole instance.
Choose Create user. oneloop shows a temporary password once. Send it to the person privately. They choose their own password when they first sign in.

Usernames can’t be changed later. The rules for usernames and passwords are under Limits. Ask people, especially admins, to use long passphrases. To require longer passwords, refuse common ones, or make temporary passwords expire, use the password settings.

You can also create accounts on the server with oneloop user add.

Give access to a project

Select the project and open Settings in the sidebar.
Under Project access, pick a person in Add member.
Tick Roadmap, Board or both.

Add member searches only loaded accounts; choose Load more users to search more.

To remove someone, choose Remove from project (×) on their row. You can’t remove a person while they have open tasks in the project, so reassign those tasks first.

Reset a password or deactivate someone

Open Users and click the person.

Reset password shows a new temporary password once.
To deactivate the person, clear Active and choose Save. Their work and history stay, because accounts are never deleted. Tick Active again to restore them with their old project access.

Both actions sign the person out everywhere and disconnect their AI assistants. The last active admin can’t be deactivated or lose the admin role. An admin who loses the role while on Users, Storage or Settings is moved to the Board with the message “You no longer have admin access.”

If no admin can sign in, reset a password on the server. This works while oneloop is running:

oneloop user passwd alice

Projects

To create a project, choose New project in the project selector. A project needs a name and a task prefix of 2 to 4 letters or digits. Task IDs use the prefix, such as APP-042. If you change the prefix later, only new tasks use it. Older tasks keep their keys, which still open them and still link to them in descriptions.

To delete a project, open its Settings, choose Delete project and type the project’s name. This deletes all of the project’s work and files, and you can’t undo it. The last project can’t be deleted.

Knowledge base

A project can show one folder of a Git repository as its knowledge base. oneloop only reads the repository: people change the files in Git, with the review your team already uses.

Connect one with Connect repository under Knowledge base in the project’s Settings. Folder starts as docs; clear it to show the whole repository. The first sync starts at once. After that, oneloop checks the branch regularly and downloads the folder again only when it has changed.

Any Git host works, such as GitLab, GitHub, Gitea, Bitbucket or your own server. The URL decides how oneloop signs in:

URL	Example	Access
HTTPS	`https://git.example.com/team/docs.git`	An Access token that can read the repository. Leave it empty for a public repository.
SSH	`git@git.example.com:team/docs.git`, or `ssh://git@git.example.com:2222/team/docs.git` for another port	A Deploy key, which oneloop creates for the project. Add it to the repository as a read-only deploy key.

Give the token read access to this repository only, such as a GitLab project access token with read_repository or a GitHub fine-grained token with read access to contents.
oneloop signs in with the username oneloop. If your host needs another one, put it in the URL, such as https://x-token-auth@bitbucket.org/team/docs.git. Never put a password in the URL.
A saved token is never shown again. Manage connection offers Replace and Remove.
A token goes only to the host it was entered for, so a URL on another host needs a new token. With a token, oneloop doesn’t follow redirects either: if the repository moves, enter its new URL.
On the first SSH connection, oneloop remembers the host’s key. If the key changes later, syncs fail until you check why; see Troubleshooting.

If a sync fails, Settings shows why, and oneloop tries again later. People keep reading the last synced files. Retry sync on the Knowledge base page tries at once.

Changing the URL, branch or folder removes the old files at once; the new ones appear after the next sync. Disconnect removes the files, the token and the deploy key from oneloop. Both also stop a sync that is still running, so a new connection syncs at once. oneloop never changes the repository, and it can’t revoke the token or deploy key on your Git host; do that there if nothing else uses them.

Files that exceed the file size limit are left out. A folder that exceeds the other limits doesn’t sync.

Storage

The Storage page shows how much space uploaded files use, in total and for each project. When storage runs low, oneloop removes old temporary files by itself, and Clean up now does it at once. Storage explains the rules. When storage is full, uploads fail. Then delete files, which frees their space after the Undo window, or raise ONELOOP_STORAGE_LIMIT.

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