Longboard Handbook
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8
Brand Team

Brand settings & billing

How to shape your brand's look, control who signs what and who gets emailed, and manage your plan, trial, and payment method from the Brand Settings workspace.

◆Before you start: The entire Brand Settings workspace is admin-only. If you don't see it in the sidebar, you're signed in with a manager or viewer role. Everything below applies to your active tenant.

Set your logo, colors, and login copy (Branding)

Your brand's identity on the shared login and the ambassador portal lives under Branding, on a view headed Appearance ("Company branding, login copy, and ambassador portal appearance settings").

  1. Open Brand Settings in the sidebar, then click Branding.
  2. In the Company & Login Branding card, set Company name and Brand initials (max 4 characters — used for the logo mark when you have no logo image).
  3. Set Primary color and Accent color using the swatch or by typing a hex value (for example #1f7a58 and #c6984a).
  4. Paste a Logo URL and, if you want a branded sign-in screen, a Login background image URL.
  5. Fill in the login copy: Login headline, Login subheadline, Login helper text, Email option title, Login support text, and the Portal welcome title / Portal welcome text ambassadors see when they land in the portal.
  6. Watch the live preview on the right — it renders your logo (or initials mark), login headline and subheadline, and portal welcome using your chosen colors.
  7. Click Save branding. You'll see "Company branding settings saved."

Use Reset fields to revert your edits back to the loaded values before saving.

Read the store-locator preview (Branding, lower card)

Below the branding card, the Store locator card shows which locations will and won't appear on your public map. It's read-only — the actual locator lives on your Ecommerce (Shopify) theme.

  • A live count reads "<N> stores live on your public locator," followed by up to six store rows and a "+<k> more" line.
  • Blocked stores appear under "<N> stores won't publish," each with its reason — for example "not marked public/visible," "missing coordinates (geocode the location first)," or a comma-joined list of missing address fields.

A store publishes only when it's marked public/visible, has a complete geocoded address, and has Store locator turned on for the location. Sampling on or off does not affect the locator.

Publish the ambassador agreement (Ambassador Onboarding)

If you want every newly invited ambassador to sign a contract during onboarding, publish it under Ambassador Onboarding in the Ambassador agreement card. This step is optional — leave it empty and ambassadors get no agreement step.

  1. Open Brand Settings, then Ambassador Onboarding, and find the Ambassador agreement card.
  2. Either click Upload agreement (PDF or .txt/.md) to import an existing file, or paste your terms directly into Agreement text.
  3. If you uploaded a file, wait for "Loaded — review the text below, then Publish." The extracted text drops into the body, and a stored PDF stays viewable in-browser.
  4. Enter a Title (for example "Independent Contractor Agreement") — a title is required.
  5. Click Publish new version. You'll see "Published v<version> (active)" and the badge changes to "Active: <title> (v<version>)."

To fix a typo without creating a new version, click Edit on a version row, make your change, and click Save edit (no new version) — this amends the current version in place. Publish new version always creates a new active version.

Set brand-level Notifications

The Notifications tab holds four brand-level email controls.

  1. Open Brand Settings, then Notifications.
  2. Under Store contact notifications, turn on "Notify the store main contact about tastings at their store" to email each store's contact when a tasting is confirmed, plus a day-before reminder. This is off by default — the "gets tasting notifications" note on the Locations screen stays inactive until you turn this on.
  3. Under Approval emails, set Batch window (minutes) (1–1440) and Hold before first email (minutes) (0–120) to group approval emails so each approver gets one message instead of a flood, then click Save. Setting the hold to 0 sends the first email right away.

The other two cards — Event Message Alert Worker and Distributor Summary Controls — let you monitor and manually process message alerts and distributor summaries. Distributor digests are a Swell-and-up feature.

Manage your plan, trial, and card (Billing)

The Billing tab shows your plan, trial status, and how your brand pays ambassadors ("Your plan, trial status, and how this brand pays its ambassadors").

Read your current plan: In the Plan & subscription card, four cells show Plan, Status (for example "Trial" or "Active"), Renews / trial ends, and Payment method (your card brand and last four digits, or "None on file").

Add or change your card, invoices, or plan:

  1. Open Brand Settings, then Billing.
  2. Click Manage billing. The button reads "Opening…" while it works.
  3. You're redirected to Stripe's secure hosted portal. Update your card, view invoices, and change or cancel your plan there — these all live in Stripe, not in the app.

Understand the trial: A trial nudge card appears while your status is trial. Trials run 30 days. On the free Wax Up tier you pay no monthly cost — only a per-tasting fee when ambassadors claim samplings — but you still need a card on file to publish your first event. On a paid plan, the badge counts down ("Free trial — <N> days left"). Without a card by the trial's end, a paid trial reverts to Wax Up (free) and your data is kept.

Set how you pay ambassadors: In the Payouts card, the Payout mode select offers "Brand-managed — the brand pays its ambassadors" and "Longboard / Stripe Connect — coming soon." Choose a mode and click Save mode. This is the only place to change it, and it decides whether ambassadors are asked for bank details during onboarding. Launch mode is brand-managed.

What upgrading unlocks

Climbing the plan ladder does three concrete things: it lowers your per-tasting fee, raises your seat and manager caps, and unlocks tier-gated features that then appear as sidebar tabs.

| Plan | Monthly | Per-tasting fee | Admin seats | What it adds |

|---|---|---|---|---|

| Wax Up (default) | $0 | $7.00 | 1 | Start sampling with no monthly cost |

| Paddle Out | $100 | $5.50 | 3 | Schedule Builder, performance dashboard, ratings |

| Swell | $250 | $4.00 | 10 | Regional managers, distributor digests, materials, Shopify events |

| Pipeline | $750 | $2.50 | 25 | Territory managers, approvals, analytics, store locator, ERP, API |

| Northshore | $1,500 | $1.00 | ∞ | Everything unlimited, SSO, white-label, SLA |

Brand Ambassadors are uncapped on every tier. The Ecommerce tab needs Swell or higher; Analytics and Distributors show as upgrade-locked below Swell. Plan changes happen in the Stripe portal via Manage billing — the in-app panel is read-only.

Who can do this

  • Admin / Owner: Full access. Only admins can save branding, publish agreements, change notification settings, and open Billing.
  • Regional / Territory Managers: Do not see the Brand Settings workspace at all — no branding, agreements, billing, or notifications.
  • Viewer: Same as managers — no Brand Settings access.
  • Platform owner additionally sees two extra branding fields (App name, Microsoft option title) that are hidden from brand admins, and handles direct card entry from the Tenants editor.
☀ Good to know
  • The App name and Microsoft option title branding fields are platform-owner-only and won't appear for you — express your identity through company name, logo, and colors.
  • If your Accent color is too light, a warning appears: "⚠ This accent is light — white text on it may be hard to read. A darker shade reads more clearly."
  • Uploaded agreement files max out at 5 MB — larger files are rejected with "File too large (max 5 MB)."
  • The agreement applies only to newly invited ambassadors going through onboarding — it doesn't retroactively prompt ambassadors who already joined.
  • Store-locator eligibility depends on public-visible status, locator status, a complete address, and valid geocoded coordinates — not on whether sampling is on.
  • Re-importing the same ambassador emails on the roster updates rather than duplicates, and sensitive details (bank account, TIN) are never imported — ambassadors add those at first login.
  • The card-on-file for a normal brand admin is managed through Manage billing (Stripe's portal), not an in-app card form.
⚑ If something’s not working
You don't see Brand Settings in the sidebar.
The workspace is admin-only. Regional/Territory Managers and Viewers can't see it — sign in with an admin or owner account.
The Ecommerce or Accounting tab is missing.
Those tabs are hidden on lower tiers — Ecommerce needs Swell or higher. Upgrade via Manage billing to reveal them.
"Manage billing" won't open.
A failure shows "Could not open the billing portal." Check your connection and try the button again — it re-runs the Stripe portal session.
You can't publish an event.
If billing is configured and there's no card, you'll see "A card on file is required to publish an event so ambassadors can claim it. Add a payment method in billing settings." Add a card via Manage billing. If the status is past due, publishing is paused until the payment clears — already-published events keep running.
An uploaded agreement shows no text.
If extraction fails you'll see "No text could be extracted; paste it manually" — paste the terms into Agreement text and publish.
Store contacts aren't getting tasting emails.
The "Notify the store main contact about tastings at their store" toggle is off by default — turn it on under Notifications.
Last updated Aug 18, 2026Was this helpful? Report an issue