When you’re working across teams or departments, keeping your workspace organized is key. Mindsmith offers flexible settings that let you control user access, establish brand defaults, and configure advanced security for your organization.
This guide walks through how to configure your workspace, from inviting users to setting up translation glossaries.
Accessing Organization Settings
All user management and workspace configuration happens from the Settings and Members panel. You can find this located in the main navigation bar on the left side of the Home screen.
Clicking Settings and Members opens a dialog organized into several key categories:
Content – Manage default lesson settings and workspace branding.
Translation – Set up custom glossaries for AI translation.
AI Settings – Configure writing styles and default generation preferences.
Governance – Add members, authorize auto-join domains, and set up SSO.
Account – Manage your personal profile, notifications, and security.
Plan Requirements for User Management
User management, shared workspaces, and governance tools are only available on Business+ and Enterprise plans.
Free and Professional plans do not include multi-user workspaces or permission management.
Managing Members
In the Members section under Governance, you can invite users, view your current license usage, and manage user roles.
Inviting Users
You can invite users in two ways:
Manual Invite: Enter their email address and assign a role (Admin, Author, or Viewer), then click Invite.
Invite Link: Click Invite Link to generate a reusable link you can send throughout your organization.
Understanding Roles
Mindsmith supports three role types:
Admin – Can manage users, settings, and all content across the workspace.
Author – Can create and edit lessons, but cannot manage users or settings.
Viewer – Can access shared lessons, but cannot edit or manage content.
Modifying and Removing Users
Workspace Admins can easily adjust team access at any time. Next to any user's name in the member list, click the dropdown menu showing their current role.
From this menu, you can change their role (e.g., promote an Author to an Admin) or completely remove them from the organization. If a user hasn't accepted their invite yet, you will also see an option to resend the invitation email.
Monitoring Usage
At the top of the Members view, you'll see how many of your available licenses are currently in use (e.g., "14 of 15 licenses assigned"). Pending invites count toward your total license usage.
Setting Up Auto-Join Domains
The Auto-join section allows you to authorize email domains (e.g., @company.com). Anyone who signs up for Mindsmith with an email at that domain can automatically join your workspace.
This is especially helpful in large organizations where team members frequently onboard or shift roles. When auto-join is enabled, users automatically join as a Viewer.
To add a domain:
Navigate to the Auto-join tab.
Click + Add Domain.
Enter the domain name (e.g.,
company.com) and click Add.
Configuring SSO and Security
If your organization uses Single Sign-On (SSO), you can configure it under the Security section. Note: SSO configuration is an Enterprise-only feature.
Mindsmith supports SAML-based SSO. You’ll need to:
Click Configure SSO and paste your identity provider's SAML Metadata XML.
Add Authorized Domains for your SSO provider.
Use the Mindsmith Service Provider configuration details to complete the connection with your Identity Provider.
Branding and Content Defaults
You can standardize how lessons look and behave across your entire organization using the Content tabs.
Custom Branding
Under the Branding tab, you can set visual defaults for your organization. This requires a Professional plan or higher.
Lesson Logo: Upload a company logo that will automatically appear in your content. You can adjust the aspect ratio and backing color style.
Default Theme: Choose which theme applies to new lessons by default.
Custom Themes: Click Create Theme to design and save custom themes with your specific brand colors and fonts.
Default Settings
Under the Default Settings tab, you can establish standard behaviors for newly generated content. Adjusting these settings ensures all authors in your workspace start with the same baseline lesson configurations, saving time during the authoring process.
Translation and Glossaries
If you frequently translate courses into other languages, you can enforce specific terminology using the Glossary tab. Note: The Glossary is an Enterprise-only feature.
You can manually create a glossary by selecting a source and target language, then typing your preferred term translations. For larger lists, click Import CSV to upload your organization's established terminology rules in bulk.
Whenever AI translates a lesson matching that language pair, it will strictly follow your glossary rules.
Personal Account Settings
The final two tabs manage your individual Mindsmith account, regardless of your workspace role.
Profile: Update your name, avatar, and preferred interface language. You can also toggle email notifications for lesson comments and completions here.
Account Security: Change your current password or initiate account deletion.