Settings and account

Signing in with Google or Microsoft

With “Sign in with Google” or “Sign in with Microsoft”, Bricksta only creates a new account the first time if Google or Microsoft reports your email address as verified. With Microsoft that is not always the case — for example when your company’s domain is not verified in the Microsoft directory. Bricksta then rejects the sign-in and shows “Sign-in failed”.

How to get in anyway: sign in with the code from the email, or create your account via “New to Bricksta? Create an account” — Bricksta sends the code for it to your address. That verifies the address, and from then on signing in with Microsoft works too. Nothing changes for existing accounts. Whether your IT has to approve Microsoft sign-in once for the whole company is described in the next section, “For IT”.

For IT: allowing Microsoft sign-in company-wide

If Microsoft shows “Need admin approval” on the first “Sign in with Microsoft”, your Microsoft directory does not let employees consent themselves. Your IT then consents once for the whole company; after that everyone signs in without this prompt. With the code from the email, everyone gets in even without this approval.

Consent can be given by a person with the Global Administrator, Cloud Application Administrator or Application Administrator role. Microsoft shows the app “Bricksta Login” and the requested permissions; with “Accept”, the consent applies to all employees of your company.

Overview

The settings are organized into six areas: Profile, Organization, Password, Two-factor sign-in, Connected accounts and Notifications. Everything concerns your personal account — organization-wide settings (members, roles, categories) live under Organization.

Profile

Set your display name. It appears wherever you show up as an owner — for example as the avatar on a task or as the editor in the history.

Active organization

If you belong to several organizations, the active organization determines which cases, templates and members are shown. Via “Manage organizations” you switch between them.

If you open a link — for example from a notification email — to a case, task or template from another of your organizations, Bricksta first shows a notice naming both: the object's organization and the currently active one. Only after “Switch to …” does it change over and open the content. That way the page content and the organization shown at the bottom left always match.

The reverse also holds: if you switch organizations yourself in the user menu at the bottom left while a single case, task or template is open, Bricksta takes you to the matching overview of the new organization: Cases, My Work or Templates. The open object belongs to the previous organization and would be out of place after the switch. If you lack the permission for that overview in the new organization, you land on My Work instead. Every other page stays where it is and simply shows the new organization's content.

If your membership in the active organization ends while you are signed in, Bricksta says so explicitly on your next page change (“Access to this organization ended”) and offers you the choice of another one. Lists and figures do not simply run empty — empty lists would read as “there is nothing to do” rather than “your access was revoked”. If your access cannot be checked right now — a disrupted connection, for instance — it says “Access couldn't be checked” instead, with a button to try again; that too is deliberately kept distinct from a revocation. If the page is usable despite the disruption — because your role and permissions have already loaded — it stays put and the notice appears as a slim band above it rather than as a whole page: a working page is never traded for a message.

Changing your password

Set a new password at any time. It needs at least 12 characters; passwords known from data breaches are rejected. Choose a strong one that you do not use elsewhere.

Two-factor sign-in

Protect your account with a second factor: once set up, signing in requires a 6-digit code from your authenticator app (e.g. Microsoft Authenticator, Google Authenticator or 1Password) in addition to the first step, whether you sign in with the code from the email, a password, Google or Microsoft. The second factor applies to your account, so in all organizations you are a member of. If one of them requires two-factor for all members, the setup names it; you can then only remove your only authenticator app after adding another one.

Once the authenticator app is set up, you can also “Add fingerprint / Face ID”: when signing in you then confirm with your finger, your face or your device PIN instead of the code. The code from the app always remains as a fallback (“Enter a code from your authenticator app instead”). Fingerprint and Face ID only work on bricksta.com. If you remove your last authenticator app, your fingerprints are removed as well.

For admins: organization security

Two settings apply not to your account but to all members of your organization. Only admins see and change them.

1. 1
   Two-factor for all members: open Organization › Master data and choose “Required” for “Two-factor for all members”. Below it you see how many active members have no second factor yet. Members without one are taken to set it up — even in a session that is already open, at their next click — and see no data until they do. Because the second factor applies to the account, this affects the person in all their organizations, not just yours. You can only switch it on while you are signed in with a second factor yourself — otherwise you would lock yourself out.
2. 2
   AI off: open Organization › AI connections and choose “Off” for “AI features of this organization”. Then no content of the organization is sent to an AI provider: AI buttons are hidden, missions do not run, and access through AI assistants (Claude, ChatGPT) is off. If templates contain AI steps, bricksta asks before turning AI off and shows how many templates and open tasks are affected. Afterwards these steps no longer run: in the case the AI step shows a notice to fill it in by hand (“Complete manually”) or skip it, and its settings are locked in the template editor.
3. 3
   Reset two-factor (lost device): open Organization › Members, pick the person and click “Reset two-factor”. All their second factors and AI connections are removed, and they are signed out everywhere within an hour at the latest; they then sign in with their password and set up a new one. Because the second factor applies to the whole account, this only works if you are an admin in every organization of that person and signed in with a second factor yourself — otherwise Bricksta support helps. The audit trail records it.

For admins: exporting all data

Connected accounts

Connect your personal Microsoft 365 account (Outlook, Calendar, Teams) to send emails and calendar invitations directly from tasks. The connection is personal — each user connects their own account under Settings → Connected accounts. Once connected, tasks with the Outlook channel show a panel with one button, “Send and complete”: it sends right away and completes the task in one click. The arrow ▾ next to it lets you open the message as a draft in Outlook first (when you send it there, the task completes on its own) or complete the task without sending — only with a reason, which goes into the history. You can adjust the message text in the panel first; the field grows with the text, and paragraphs and line breaks reach the recipient exactly as shown. If the step attaches files, the panel lists them beforehand under “Attachments”. Clear a file’s “Send” checkbox to leave it out of this send (sending and draft) without removing it from the field. Required attachments always go along. If the connection state cannot be loaded, the page says exactly that and offers “Try again” — it then shows neither “Connect” nor “Disconnect”, so you never mistake an existing connection for one that has ended.

Notifications

New notifications use your interface language. Email and Teams use the language most recently saved while you were signed in; English applies when no preference has been saved. Names and personal messages remain unchanged. Older notifications may retain their original wording.

Every notification you receive in Bricksta can also reach you by email and as a Microsoft Teams pop-up — for example when a task is assigned to you, you are mentioned, an approval is pending or a case is escalated. Under Settings → Notifications you control this as a matrix: for each group (assignments, due dates, mentions & comments, approvals, shared items, escalations, external submissions, case status, analytics digest, other) there is one switch for Email and one for Teams. At the top, a master switch per channel turns a whole channel on or off at once. Both channels are on by default for all groups; the setting applies to your active organization.

Bricksta reports due dates in a bundle: on weekdays the daily overview arrives once a day — your own tasks at the top, below that, per role, the tasks nobody has taken yet (ones already taken appear greyed out with the name). It shows what is due today or tomorrow or already overdue, each line with a direct link; if nothing is due, nothing arrives. It comes at your organization’s time (Organization → Master data → “Send reminders from”, default 7:00); at the top of the Notifications page you can pick a different time for yourself. Your own task now notifies you individually only once, when it becomes overdue — if you prefer every own task individually (including “due soon”), turn on “Notify my own tasks individually” there; they then leave the overview. As owner you get “Case overdue” only when the overdue work lies with someone else. An escalation for a missed due date that would concern you yourself shows up in your overview as “escalated” instead of as a separate notification. Nothing arrives on weekends; Monday’s overview catches up. Tasks overdue for more than 30 days are listed for admins in the Monday overview as a tidy-up note. The daily overview belongs to the Due dates group and can be unsubscribed there per channel.