Organizations, environments and roles
Everything you set up in Gatelion belongs to your organization, and almost everything belongs to one environment inside it. Each person's role decides what they can see and do.
Your organization
Your organization is your company's account. It's created when you sign up, and you become its first administrator. It holds your people, your environments and your usage limits.
| Status | What it means |
|---|---|
| Email not confirmed | Signed up, but the email address isn't confirmed yet. Nothing works until it is. An unconfirmed sign-up is released after 7 days, so the address can be used again. |
| Active | Working normally. |
| Suspended | Stopped by Gatelion. Your Gateways stop at their next sync, and approval-gated calls can't get permission to run. |
Time zone
Your organization has one time zone. Gatelion stores every time in UTC; the time zone decides how times are shown and where a day starts and ends:
- Times in the console and in approval emails are written in it, with its city, for example "17 Oct 2026, 14:05 (Cairo)".
- Days on the Dashboard and the Usage page run from its midnight to midnight.
- Daily limits reset at its midnight.
It starts as the time zone of the browser you signed up with. Organizations from before time zones start on UTC, and the Dashboard asks their admins to choose one.
To change it, an admin opens Settings and chooses a time zone under Time zone. The new one starts at the next midnight of the current one, so no day is split and the daily limits can't be counted twice. Until then, Settings shows when it switches.
Environments
An environment keeps one set of configuration apart from another, for example Development and Production. Each environment has its own:
- Gateways, connections and tools
- agents and their tokens
- policy, with its own version history
- approvals, executions and audit chain
Your organization starts with one environment, Production. The Environment switcher in the console's sidebar decides which environment you're looking at, and admins add more environments with the + next to it.
Keep a separate environment for trying things out. A policy saved in Development never affects Production, and an approver of Development can't decide Production's requests.
Each environment also has its own approval expiry (24 hours by default) and freshness windows for its Gateways (1 hour for reads, 15 minutes for writes). Admins change them on Settings. See Gateways and sync.
Settings
Admins open Settings in the sidebar. Part of it is for one environment, the rest for the whole organization.
The environment part is for the environment chosen in the sidebar. To change another environment, switch to it first.
| Setting | What it does |
|---|---|
| Name | The environment's name, as the switcher shows it. |
| Requests wait for approval for | How long a request waits for a decision before it expires and never runs: 15 minutes, 1 hour, 4 hours, 8 hours, 24 hours, 3 days or 7 days. Applies to new requests. |
| If a Gateway loses contact with Gatelion | Reads stop after: 5 minutes, 15 minutes, 1 hour, 4 hours or 24 hours. Changes stop after: 1 minute, 5 minutes, 15 minutes or 1 hour, and no longer than reads. Changes that need approval always need contact. |
Click Save settings on the bar that appears at the bottom of the page once you change something (Discard puts the old values back). Gateways apply the new times at their next sync, and new requests use the new expiry. The change is recorded in the audit trail. Shorter windows are safer, because they're also the longest a change can take to reach a Gateway that can't sync; longer ones ride out outages. See Gateways and sync.
The Organization part applies to everyone: Require a second factor for everyone. Admins and approvers always need one; with this on, everyone in your organization does. See Sign-in security.
Company sign-in also applies to the whole organization: it sets up signing in with your company login. See Company sign-in (SSO).
Roles
| Role | Scope | Can do |
|---|---|---|
| Admin | The whole organization | Set up Gateways, connections, tools, agents, policies, people, customer access and settings. See approvals, executions, the audit chain and usage. Settle unknown outcomes. |
| Approver | One environment | See and decide that environment's approval requests, including their exact arguments. See its executions, and settle unknown outcomes. |
| Auditor | One environment | See that environment's policy, approval requests with their exact arguments, executions and the audit chain. Can't change or decide anything. |
You choose a person's role and, for approvers and auditors, the environment when you invite them in Tools & agents → People. Later, the actions next to each person let you Change roles, Send the invitation again to someone who hasn't accepted, and Remove access or Restore access. A person can have several roles, for example Approver in one environment and Auditor in another, and your organization always keeps at least one admin. See People and invitations.
When you remove someone's access, they're signed out at once and can't sign in again. The agent tokens they issued stop working, the agents they own become yours, and requests waiting for approval on their behalf are cancelled. Their name stays in the history, and Restore access brings them back with the same roles.
What admins can't do
Being an admin doesn't make you an approver. An admin can see that an approval request exists, but not its arguments, and can't decide it. Only approvers and auditors of the request's environment see the arguments, and every time someone opens them, it's recorded in the audit trail.
This keeps the people who configure agents apart from the people who approve what agents do. See Approvals.
The people an agent acts for
Each agent acts for people in your organization: the person named in its on-behalf-of header. When you create an agent, you choose who it may act for under May act for. A call for anyone else is denied with on_behalf_of_not_allowed, and so is a call for a person whose account isn't active.
Any person in your organization can be one, whatever their role. Their user id is in the User id column under Tools & agents → People.
Your customers' agents are different: they act for your customers, who sign in with your own login. See Your customers' agents.
Signing in
People sign in with an email and a password of at least 8 characters, with an upper and a lower case letter, a number and a symbol, which they can change on their Account page. Admins and approvers must also use a second factor: an authenticator app or a passkey, with recovery codes as a fallback. An admin can require a second factor for everyone with Require a second factor for everyone on Settings. If someone loses their phone or passkey, an admin uses Reset second factor on the People list. Nobody can reset their own. See Sign-in security.
Your organization can also let people sign in with your company login, such as Entra ID, Okta or Google Workspace, or require it. You still invite each person and choose their roles in Gatelion; the company login only proves who they are, and its multi-factor sign-in replaces Gatelion's second factor. See Company sign-in (SSO).
Gatelion's own operators use separate accounts on a separate site. Their accounts can't sign in to your organization's console.
Limits
An organization usually has up to 3 environments and 25 people, among other limits. Gatelion may adjust these. The Usage page shows the limits that apply to your organization, and where you stand. See Limits and defaults.
Still stuck? Contact support from the console.