Enterprise Setup and White-Label

Configure PromptOwl enterprise with white-label branding, custom domains, Stripe payments, and feature controls for your AI platform.

This guide explains how to set up and configure your PromptOwl enterprise instance, including white-labeling, payment integration, and communication customization.

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Table of Contents

1. Enterprise Overview

2. Accessing Enterprise Admin

3. Basic Configuration

4. Feature Controls

5. Branding and Theming

6. Payment and Stripe Setup

7. Email Customization

8. Content and Messaging

9. Help Videos and Onboarding

10. Domain Configuration

11. Best Practices

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Enterprise Overview

PromptOwl's enterprise system allows you to create fully white-labeled AI platforms with:

• Custom branding (logos, colors, favicon)

• Feature controls (enable/disable 20+ features)

• Payment integration (Stripe subscriptions and trials)

• Custom communications (emails, greetings, disclaimers)

• Domain mapping (your-brand.promptowl.ai or custom domain)

What You Can Customize

Area	Customizations
Visual	Logos, colors, favicon, light/dark themes
Features	Model switcher, memory, citations, sharing, etc.
Payments	Stripe integration, trials, subscriptions
Communications	Email templates, greetings, disclaimers
Content	Help videos, onboarding, default prompts

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Accessing Enterprise Admin

Requirements

• Enterprise administrator role

• Access to your organization's admin panel

Navigation

1. Click Admin in the left sidebar

2. Select your organization from the list

3. Click to open the configuration editor

Screenshot: Admin Navigation

Admin Panel Tabs

The configuration editor has multiple tabs:

Tab	Purpose
Basic	Core settings (name, URL, status)
Features	Feature toggles and defaults
Content	Greetings, disclaimers, emails
Theme	Colors and favicon
Payment	Stripe configuration
Users	Team member management
Version	Configuration history

Screenshot: Admin Tabs

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Basic Configuration

Enterprise Identity

Configure your organization's core identity:

Field	Description	Example
Enterprise ID	Unique identifier (auto-generated from URL)	acme-corp
Enterprise Name	Display name for your organization	ACME Corporation
URL	Domain for your instance	acme.promptowl.ai
Website Name	Branded name shown to users	ACME AI Assistant
Active	Enable/disable the configuration	Toggle on/off

Screenshot: Basic Settings

Setting Up Your URL

1. Enter your desired subdomain in the URL field

2. The Enterprise ID auto-generates from the hostname

3. Save the configuration

4. Your instance will be accessible at the configured URL

URL Format Options:

• Subdomain: yourcompany.promptowl.ai

• Custom domain: Contact support for setup

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Feature Controls

Control which features are available to your users.

Available Feature Toggles

AI Model Features

Feature	Default	Description
Model Switcher	On	Allow users to switch between AI models
Model Switcher in Chat	On	Show model selector within chat interface
Show Model in Response	On	Display which model generated each response
Memory	On	Enable conversation history/context

Interface Features

Feature	Default	Description
Prompt Sidebar	On	Show prompt library in sidebar
Navigation Links	On	Display navigation menu links
Getting Started	On	Show onboarding/tutorial content
First Login Modal	On	Display welcome modal on first login
Hootie Assistant	On	Show the Hootie helper interface

Feedback & Sharing

Feature	Default	Description
Response Feedback	On	Allow thumbs up/down on responses
Response Annotation	On	Enable detailed feedback/notes
Response Save	On	Allow saving responses as artifacts
Share Button	On	Enable sharing of responses/prompts
Citations	On	Show source references in responses
Citation Formatting	On	Apply nice formatting to citations

User Management

Feature	Default	Description
Auto-Add Users to Team	On	Automatically add new users to enterprise team
Enterprise Payment	Off	Enable subscription/billing features
Auto-Share Default Prompt	Off	Share default prompt with all users

Screenshot: Feature Toggles

Default Prompt Configuration

Set a pre-selected prompt for new users:

1. Toggle Default Prompt selector

2. Choose a prompt from the dropdown

3. Optionally enable Auto-Share Default Prompt

When enabled, all users see this prompt pre-loaded in their interface.

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Branding and Theming

Create a fully branded experience with custom visuals.

Logo Configuration

Configure logos for different areas of the interface:

Welcome Logo

Displayed on welcome and onboarding screens.

• Light Mode: Logo for light backgrounds

• Dark Mode: Logo for dark backgrounds

• Dimensions: Width and height in pixels

Prompt Panel Logo

Shown in the prompt selection sidebar.

• Configure separate light/dark variants

• Adjust size to fit panel width

Header Logo

Appears in the navigation bar.

• Recommended: 150px width, 38px height

• Provide both light and dark versions

Screenshot: Logo Configuration

Theme Colors

Customize your color palette:

Primary Colors

Color	Purpose	Example
Primary	Main brand color (buttons, links)	Navy blue, brand red
Primary Foreground	Text on primary backgrounds	White, light gray

Secondary Colors

Color	Purpose	Example
Secondary	Secondary UI elements	Light gray, off-white
Secondary Foreground	Text on secondary elements	Dark gray, black

Accent Colors

Color	Purpose	Example
Tertiary	Accent/highlight color	Orange, teal
Tertiary Foreground	Text on tertiary elements	White, dark
Ring	Focus outlines, borders	Brand accent color

Screenshot: Color Picker

Color Formats

Colors can be entered as:

• HSL: 215 48% 14% (hue saturation% lightness%)

• Hex: #1a2b3c

The system automatically converts between formats.

Light and Dark Mode

Configure separate color schemes for:

• Light Mode: Brighter colors for daytime use

• Dark Mode: Darker palette for reduced eye strain

The interface respects user system preferences and allows manual toggling.

Favicon

Set a custom browser tab icon:

1. Upload your favicon file (ICO or PNG)

2. Or enter URL to hosted favicon

3. Save configuration

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Payment and Stripe Setup

Enable subscriptions and billing for your enterprise.

Prerequisites

Before configuring payments:

1. Create a Stripe account (stripe.com)

2. Get your API keys from Stripe Dashboard

3. Create subscription products/prices in Stripe

4. Enable Enterprise Payment in Feature Controls

Stripe Configuration

API Credentials

Field	Description	Format
Secret Key	Stripe API secret key	sk_live_... or sk_test_...
Webhook Secret	Webhook signing secret	whsec_...

![Screenshot: Stripe API Config] [SCREENSHOT PLACEHOLDER: Show the Payment tab with API key fields]

Security Note: API keys are encrypted before storage and never displayed after saving.

Price Configuration

Field	Description	Example
Annual Price ID	Stripe price ID for yearly plan	price_1234567890
Monthly Price ID	Stripe price ID for monthly plan	price_0987654321

To get Price IDs:

1. Go to Stripe Dashboard → Products

2. Create or select a product

3. Copy the Price ID from the pricing section

Trial Configuration

Configure free trial options:

Setting	Description	Range
Trial Days	Length of free trial	0-730 days
Require Card for Trial	Collect payment method upfront	On/Off

![Screenshot: Trial Settings] [SCREENSHOT PLACEHOLDER: Show trial configuration options]

Plan Display Settings

Customize how plans appear to users:

Field	Description
Plan Display Name	Name shown to users (e.g., "Pro Plan")
Features List	Bullet points of included features
Other Text	Additional description or marketing copy

Modal Customization

Customize the text in payment-related modals:

Upgrade Modal

Shown when users are prompted to subscribe:

• Title and description

• Yearly vs monthly plan text

• Button labels

• Features header

Trial Started Modal

Shown after successfully starting a trial:

• Welcome message

• Subtitle text

• Features included

• Disclaimer text

Trial Expiration Modal

Shown when trial is ending or has expired:

• Expiring vs expired titles

• Warning messages

• Consequences list

• Upgrade button text

![Screenshot: Modal Customization] [SCREENSHOT PLACEHOLDER: Show modal text customization interface]

Testing Payments

Before going live:

1. Use Stripe test keys (sk_test_...)

2. Create test prices in Stripe

3. Test complete flow (signup → trial → upgrade)

4. Verify webhook events in Stripe Dashboard

5. Switch to live keys when ready

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Email Customization

Brand your automated email communications.

Available Email Templates

Prompt Share Email

Sent when users share prompts with colleagues.

Customizable Fields:

• Subject line

• Email body

Available Variables:

• {inviter_email} - Email of person sharing

• {prompt_name} - Name of shared prompt

Default:

Subject: {inviter_email} shared a prompt with you
Body: {inviter_email} has shared the {prompt_name} prompt with you on PromptOwl.

Team Invite Email

Sent when users are added to teams.

Customizable Fields:

• Subject line

• Email body

Available Variables:

• {team_name} - Name of the team

• {inviter_email} - Email of person inviting

Default:

Subject: You've been added to team: {team_name}
Body: {inviter_email} has added you to the {team_name} team on PromptOwl.

Screenshot: Email Templates

Email Branding

All emails automatically include:

• Your enterprise theme colors

• Enterprise name in signature

• Branded button styling

• Custom footer (if configured)

Best Practices for Emails

• Keep subject lines concise (under 50 characters)

• Use variables to personalize messages

• Test emails with your actual branding

• Include clear calls to action

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Content and Messaging

Customize the text content users see throughout the platform.

Greeting Messages

Configure welcome text for new and returning users:

Field	Description	Example
Greeting Heading	Main welcome message	"Hi {name}, I am your AI assistant"
Greeting Paragraph	Additional context or instructions	"Please do not share personally identifiable information."

Variable Support:

• <name> - User's display name

Screenshot: Greeting Configuration

Footer Disclaimer

Add legal or compliance text to the interface:

• Appears at the bottom of key pages

• Supports HTML formatting

• Used for liability notices, compliance info, etc.

Example:

Disclaimer: Despite our best effort to reduce inaccuracies, this product may
produce inaccurate answers. For additional information, please refer to our
official documentation at [your-docs-url].

Version Number

Track your configuration version:

• Displayed in admin panel

• Useful for change management

• Update when making significant changes

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Help Videos and Onboarding

Provide video tutorials for your users.

Adding Help Videos

1. Go to Content tab → Help Section

2. Click Add Video

3. Either:

   • Upload a video file (drag and drop)

   • Enter URL to hosted video

4. Add a descriptive title

5. Save configuration

Screenshot: Video Management

Supported Video Formats

Format	Extension	Max Size
MP4	.mp4	500 MB
WebM	.webm	500 MB
MOV	.mov	500 MB
AVI	.avi	500 MB

Video Features

• Preview: Watch videos in admin panel before publishing

• Reorder: Drag to change video order

• Edit: Update titles anytime

• Delete: Remove outdated videos

Onboarding Configuration

For advanced onboarding flows:

Field	Description
Onboarding Prompt URL	API endpoint for onboarding prompt
Onboarding API Key	Authentication key for onboarding service

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Domain Configuration

Set up your custom domain for white-label access.

Subdomain Setup

Standard setup uses a subdomain:

yourcompany.promptowl.ai

1. Enter subdomain in URL field

2. Enterprise ID auto-generates

3. Save configuration

4. Access immediately available

Custom Domain (Advanced)

For fully custom domains (e.g., ai.yourcompany.com):

1. Contact PromptOwl support

2. Provide your desired domain

3. Configure DNS records as instructed

4. SSL certificate will be provisioned

5. Domain mapping configured server-side

Domain Resolution

When users visit your domain:

1. System extracts hostname

2. Looks up enterprise configuration

3. Applies your custom branding

4. Shows appropriate features

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Best Practices

Initial Setup

1. Start with basics: Name, URL, and essential features

2. Add branding: Logos and colors next

3. Configure emails: Customize communication templates

4. Test thoroughly: Use preview features before publishing

5. Enable payments last: Only after testing is complete

Branding Consistency

• Use your official brand colors (get hex codes from brand guidelines)

• Provide logos in both light and dark variants

• Test appearance in both light and dark modes

• Ensure sufficient contrast for accessibility

Feature Selection

User Type	Recommended Features
General Business	All features enabled
Regulated Industry	Disable sharing, enable citations
Education	Disable memory, simplify interface
Customer-Facing	Minimal features, focused experience

Security Recommendations

• Use Stripe live keys only in production

• Regularly rotate API keys

• Limit admin access to necessary personnel

• Review user list periodically

• Monitor webhook delivery in Stripe

Maintenance

• Update greeting text seasonally if relevant

• Review and update disclaimers as policies change

• Add new help videos when features launch

• Archive old configuration versions

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Troubleshooting

Branding not appearing

1. Hard refresh browser (Ctrl/Cmd + Shift + R)

2. Clear browser cache

3. Verify configuration is saved

4. Check Active toggle is enabled

5. Confirm accessing correct URL

Payment setup failing

1. Verify Stripe keys are correct format

2. Check keys are for correct mode (test vs live)

3. Confirm price IDs exist in Stripe

4. Test with Stripe's test card numbers

5. Check webhook configuration in Stripe

Emails not sending

1. Verify email template variables are correct

2. Check spam/junk folders

3. Confirm AWS SES is configured

4. Test with internal email first

Users not seeing changes

1. Ask users to refresh browser

2. Check user is accessing correct URL

3. Verify user belongs to enterprise team

4. Confirm configuration is Active

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Quick Reference

Configuration Checklist

Basic Setup:

• Enterprise name set

• URL configured

• Active status enabled

Branding:

• Light mode logo uploaded

• Dark mode logo uploaded

• Primary color set

• Favicon configured

Communications:

• Greeting heading customized

• Disclaimer text added

• Email templates reviewed

Features:

• Feature toggles reviewed

• Default prompt selected (if needed)

Payments (if enabled):

• Stripe keys entered

• Price IDs configured

• Trial settings defined

• Modal text customized

Admin Permission Levels

Role	Capabilities
Enterprise Admin	Full configuration access
Team Admin	User management only
User	No admin access

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Related Guides

• Adding and Managing Users

• Editing and Maintaining Prompts

• Adding and Organizing Documents

• Reviewing and Managing Annotations

• Understanding Agents and RAG

• Monitoring, Evaluation, and Improvement