Agency Settings
Agency Settings is where administrators configure how RAM behaves for the whole organization: people and roles, certifications, assets, activities, notifications, security, connected services, maps, and chat.
Accessing Agency Settings
- In the left-hand menu, select Agency.
- On the bar at the top, select Agency Settings (at the far right).
- Pick an area from the top bar, then a page from the row of buttons under it.
Agency Admins can open and change everything here. A member who isn't an Agency Admin sees only the pages their permissions open, and the Agency Settings button is hidden when there are none:
| Page | Opens for |
|---|---|
| Groups (Agency Config) | Manage alert groups |
| Templates (Certifications) | Manage certification templates |
| Asset Types and Asset IDs (Assets) | Edit assets |
| Audit & Logs (Security) | View the audit log (read-only; only Agency Admins can change it) |
Every other page is for Agency Admins only.
Autosave
Settings pages have no Save button. A change saves on its own a moment after you make it:
- A small line in the upper-right corner of the page shows Saving…, then Saved.
- A brief Saved notice also pops up. If something goes wrong, a red Could not save notice appears and stays until you fix it. Check the field and try again.
Changes that affect a lot of data, such as shortening how long chat messages are kept, ask you to confirm first.
The areas
| Area | Pages | Where to read more |
|---|---|---|
| Agency Config | Agency Profile, Positions, Ranks, Access Roles, Groups | Agency Profile, Positions & Ranks, Roles & Permissions |
| Certifications | Templates | Record & Certification Templates |
| Assets | Asset Types, Measurement Units, Asset IDs | Asset Management |
| Activities | Rules, Categories, Skill Categories, Saved Locations | Activities below |
| Notifications | One page covering scheduled agency emails | Agency Notification Settings |
| Security | Access & Sessions, Audit & Logs, Data Retention | Security below |
| Integrations | Connected Services (Google Calendar, GPS feeds) | Integrations below |
| Maps | Map defaults | Maps below |
| Chat | Message retention | Chat below |
Some pages show a count beside their name, such as the number of groups or saved locations.
An Incidents area may also appear. It isn't covered in this guide.
Positions, Ranks, Access Roles, Groups
All under Agency Config. Positions are the jobs a member can hold (several at once); ranks are seniority (one per member). Access Roles are named bundles of permissions you assign to members. Groups are lists of members who act together. See Positions & Ranks and Roles & Permissions.
Activities
- Rules — whether manually logged activities need approval, how long members have to log a missed activity (in days) or edit one they already logged (in hours), when QR code check-in opens (hours before the activity), and whether to record participation in other agencies' activities.
- Categories — the kinds of activity (Training, Meeting, and so on).
- Skill Categories — skills an activity can exercise.
- Saved Locations — places your agency uses often, saved once and picked by name.
Security
Access & Sessions
- Session timeout — Sign out after a period of inactivity (15 minutes up to 12 hours), with a Warn setting that shows a warning first, with a button to stay signed in. Applies to every member on every device. Longer timeouts suit command posts where a screen stays up; shorter ones suit shared devices.
- Members can change their own email address — On: a member enters a new address and confirms it from a link sent there. The old address gets a warning with a cancel link, and nothing changes until the new one confirms. Off: only an administrator can change a member's email, from the roster.
- New PDFs start with the personalized watermark on: off unless you turn it on. It only sets the starting point for new uploads; documents already in the library keep their own setting. What the watermark does and who can change it per document is in Agency Documents.
- Digital ID card — lets members publish a scannable card (a QR code that opens a page, no sign-in needed). The page always shows the member's photo, name, agency, rank, positions, member number, and the year they joined. Emergency contacts and certifications show only if the member chooses to share them. Turn on Members can publish a scannable digital ID card. You can then also let Agency Admins enable and print cards for members, and choose when cards expire. See ID Cards.
Audit & Logs (retention)
This settings page sets how long each level of audit record is kept. Only Agency Admins can change it; View the audit log holders see it read-only. To read the records themselves, see The Audit Logs screen. The levels you can set are Debug, Information, and Security. Each shows what is in effect and whether it's the RAM default or your setting. Compliance records (imports and exports, deletions of record, anything under legal hold) are kept permanently and can't be shortened. Once a day RAM removes records past their date, and a removed record can't be brought back.
The Audit Logs screen
The record of who did what is its own item in the left menu: Audit Logs. It opens for Agency Admins and members with View the audit log. Each row is one event: a record changed, a sign-in, a permission change, an export.
- When, Member, Action, Object, Level, From. Newest first. The period buttons are Today, 7 days, 30 days, and 90 days (it starts on 30), or pick a custom range down to the minute.
- Search matches a member's name, an email address, or an object name.
- Filters narrow by Action and by type of object. The Security tile counts failed sign-ins and password or permission changes. The Compliance tile counts deletions, transfers, and exports, which are kept longest. Select a tile to show only those. Events is the total.
- Select a row to see who did it, with their email and role, what changed (each field before and after), and where it came from (IP address and browser).
- Export: the ⋮ menu has Export this view (CSV) and Export this view (JSON), for the period and filters showing. It needs Export audit logs.
View the audit log also opens every member's entries in the Service Log (All members), so give it only to roles that should see them.
Data Retention
Controls what happens to a member's personal details after they are archived. Removing a member from the roster archives them. Their record is kept for good and can be restored at any time. If you restore them after their personal details were removed, you enter their email address and they get a new invitation to sign in and fill in their profile again; see Archiving Members.
- Kept for good: name, member number, rank and positions held; incident participation, activity logs, hours and mileage totals; certifications and their dates; the audit trail.
- Removed at the end of the window: home address, date of birth, phone numbers and secondary email, emergency contact, profile photo and bio, and sign-in.
Choose Keep personal details for 90 days (the default and the recommended choice), 180 days, 1 year, 3 years, 7 years, or keep forever. Keeping them forever shows a warning, because privacy law expects a reason for keeping personal data.
- The page tells you how many archived members are affected. If you shorten the window, you're asked to confirm and told how many are already past it.
- Removal runs once a day, not the moment a date passes. Administrators are reminded 30, 7 and 1 day before.
- Deleting a member entirely, history included, is a separate administrator action and is never automatic. See Archiving Members.
Integrations
Connected Services holds:
- Google Calendar — scheduled activities are mirrored to one Google calendar your agency chooses. RAM writes to that calendar and reads nothing else from the account.
- GPS feeds — vehicle and radio positions reaching RAM from your own servers. Shown only if the Live Operations module is on for your agency.
GPS feeds are in early testing and not currently supported. They may change or stop working without notice, and support can't help set them up yet. Don't depend on them during an operation. The same warning appears on every screen that touches them.
Maps
Map defaults sets how new maps open (starting location and zoom) and how coordinates are shown: map profile, datum, units, primary and secondary coordinate formats, how bearings are shown, bearing line arrows, and the map grid. Any individual map can choose its own.
Chat
Message retention sets how long chat messages are kept: 30, 60, 90 (the default), or 180 days, 1 year, or forever. Applies to every channel and direct message. Cleanup runs once a day, and shortening the window asks you to confirm because removed messages can't be recovered.
Modules and Subscription
Your plan and billing aren't in Agency Settings. Open Agency in the left menu, then the Subscription button on the top bar (Agency Admins only).
Looking for something else?
| Looking for | Where it is |
|---|---|
| Storage Locations | Assets → Storage Locations (guide) |
| Qualifications | Certifications → Qualifications (guide) |
| Certification Templates | Agency → Agency Settings → Certifications → Templates |