User Guide

Registration & Login

You can sign up for Stelvion Cloud using your email address with a password, a magic link (passwordless), or through an OAuth provider like Google or GitHub. After registration, you will receive a verification email to confirm your address.

• Email & Password Enter your email and choose a password on the signup page.
• Magic Link Enter your email without a password. You will receive a one-time login link.
• OAuth Sign in with Google, GitHub, or another configured provider.

Create Organization

After your first login, the setup wizard guides you through creating your organization. You will configure:

• Organization name and company details
• Billing address and payment method
• Your plan (Free, Basis, or Premium)
• Initial services to book
• Team members to invite

Dashboard

The organization dashboard gives you an overview of your account: workspaces, active services, team members, and your current plan. You can navigate to any workspace from here.

Members

Invite team members by email. Each member receives an invitation link and can join your organization after signing in. You can manage roles and remove members at any time.

Roles & Permissions

Each organization member has one of four roles that determine their access level:

Plan & Billing

Your organization operates on a plan that determines included features, storage, support hours, and pricing. You can view your current plan and upcoming costs under Organization Settings.

• View Plan See your current plan, included features, and usage.
• Change Plan Upgrade or downgrade with a preview of prorated charges.
• Invoices View all invoices and their payment status.

Overview

Workspaces are separate areas within your organization where you manage services, orders, and processes. Each workspace has its own dashboard, members, and settings. Services are booked per workspace.

Members

Workspace members are a subset of your organization members. Owners and admins have automatic access to all workspaces. Members and observers must be explicitly added to each workspace by an admin.

Settings

Each workspace has its own settings page where you can configure:

• General Workspace name and description.
• Members Add or remove workspace members.
• API Keys Generate keys for API access.
• Notifications Configure email notifications and alert preferences.
• Danger Zone Delete the workspace.

Service Catalog

The service catalog shows all available managed services you can book for your workspace. Each service has a name, description, category (S/M/L), monthly price, and estimated setup time.

Booking a Service

To book a service, open the catalog and select the service you want. The booking wizard walks you through configuration. After booking:

• The service is created in "Provisioning" status.
• A setup order is automatically created for the provider.
• A prorated invoice is generated for the remaining days in the current billing period.

Managing Services

For each active service, you can view its status, access credentials (login URL, username, password hint), report issues, and track uptime. The service status is updated automatically based on the health of the underlying infrastructure.

Cancellation

You can cancel a service at any time. The cancellation takes effect at the end of the current month. Until then, the service remains fully operational. You can revoke a cancellation before the effective date.

Orders

Orders are support requests or work items that track tasks between you and the service provider. Each order goes through a lifecycle:

Processes & Kanban

Processes are Kanban boards attached to orders. They break work into tasks with customizable status columns (e.g. To Do, Active, Done). You can drag tasks between columns to update their status.

• Create processes from scratch or from saved templates.
• Each process has its own Kanban board view.
• Completed processes can be saved as presets for future use.

Tasks

Tasks are individual work items within a process. Each task has a title, description, status, assignee, labels, due date, and time tracking. You can add comments and attach files to tasks.

Time Tracking

Time spent on orders and tasks is tracked in minutes. Completed billable orders appear on the next monthly invoice. Included support hours from your plan are deducted before charging.

Billing Model

Stelvion Cloud uses a monthly billing cycle tied to your organization's creation date. If you created your organization on the 7th, your billing runs from the 7th to the 7th of the following month.

The "Pay as you go" plan (free base plan) has no monthly base fee. You only pay for the services you book and the support hours you use. Paid plans (Basis, Premium) include a base fee with bundled features like storage, support hours, and higher limits.

Service Costs

Services are billed in a prepayment model: the full monthly price is charged at the start of each billing period. If you book a service mid-period, a prorated invoice is generated for the remaining days.

Support Hours

Completed support orders are billed in arrears: work done in the current period appears on the next invoice. Time is rounded up to the nearest hour per order. Your plan may include support hours that are deducted before charging.

Storage

Each plan includes a storage allowance (e.g. 5 GB on Pay as you go). If your services use more storage than included, the excess is charged per GB (rounded up to the next full GB). The price per GB is defined in your contract.

Your Invoice

Each monthly invoice contains the following line items:

• Base fee (if on a paid plan)
• Active services (full monthly price each)
• Support orders from the previous period (hours x hourly rate)
• Included hours credit (negative line item)
• Extra storage (if over allowance)
• 19% VAT on the net total

Invoices are generated automatically on your billing day with a 14-day payment term. You can view all invoices under Organization > Invoices.

Calculation Examples

Example 1: Pay as you go plan with 2 services and 1 support order.

Example 2: Basis plan with included support hours.

Overview

Stelvion Cloud keeps you informed about important events across all your organizations and workspaces through two notification channels:

• Activity Feed (In-App) A real-time feed on your organization dashboard and in the bell icon in the header. Shows all events relevant to your role. Always active and cannot be disabled.
• Email Notifications Optional email delivery for events you choose. Configurable per category with three detail levels. Managed in your account settings.

Activity Feed

The activity feed is displayed at the bottom of your organization dashboard. It shows a chronological timeline of all events grouped by time period (Today, Yesterday, This week, Earlier). Each entry displays who triggered the event, what happened, and when.

You can filter the feed by category using the filter chips at the top (Tasks, Processes, Services, Organization, and more). Unread entries are highlighted with a filled dot. Click an entry to mark it as read, or use "Mark all read" to clear all at once.

The bell icon in the header shows a badge with your unread notification count. Click it to see a quick overview of your latest notifications without navigating away from your current page.

Email Notification Setup

To configure email notifications, open your Account Settings (click your avatar in the top-right corner) and select the "Notifications" tab. Here you will find:

• Master toggle A global switch to enable or disable all email notifications at once. When disabled, no emails are sent (except mandatory ones like invoices).
• Channels Manage your email addresses used for notifications. You can enable or disable each channel individually.
• Notification levels Choose how much detail you want per category. Each category has a simple dropdown with three options.

Channels

A channel is an email address that receives your notifications. Your account email is automatically available as a channel. You can add additional email addresses if needed. Each new email must be verified before it can be used.

Each channel has a status badge:

Use the toggle switch next to each channel to control whether it receives notification emails.

Notification Levels

Instead of configuring every single event individually, Stelvion Cloud groups events into categories. For each category, you select one of three notification levels:

Click the question mark icon next to any category to see exactly which events are included in each level.

Categories & Events

Notifications are organized into the following categories:

Roles & Visibility

Which notification categories you can see and configure depends on your highest role across all your organizations. The system automatically shows you only the categories relevant to your permissions:

Even if you enable notifications for a category, you will only receive them for events in organizations and workspaces where you actually have the required role. For example, organization events are only sent to owners and admins of that specific organization.

Mandatory Notifications

Some notifications cannot be disabled because they contain legally or financially important information:

• Invoice created Sent when a new invoice is generated for your organization.
• Invoice overdue Sent as a payment reminder when an invoice has not been paid on time.

These emails are always delivered to the organization owner, regardless of notification settings. They are marked with a lock icon in the notification settings to indicate they cannot be turned off. The events also appear in your activity feed like any other notification.