Getting started guide

Two short routes: the company admin's (about 15 minutes) and each employee's (about 5). The app is free to download; to use it you need your company's invitation.

Updated

Admin · 1. Get the invitation

  1. You receive an email from hola@acotia.com titled “[Company] invites you to Acotia”. If it is missing, check spam.
  2. It expires after 14 days. If it does, write to hola@acotia.com and they resend it.
  3. Acotia has no self-service sign-up: companies join by invitation, when they start the pilot.

Admin · 2. Download and install

  1. Click “Accept invitation” or open the download page and get the version for your system.
  2. macOS: the first time it will say it cannot verify the developer, because the app is not signed yet. System Settings → Privacy & Security → “Open Anyway”.
  3. Windows: “Windows protected your PC” → “More info” → “Run anyway”.

Admin · 3. Sign in

  1. Go back to the link in the email and click “Open in Acotia”. If it does not open, go to the “I have an invitation” tab in the app and paste the link or code.
  2. Sign in with the invited email: “Continue with Google”, “Continue with Microsoft” or a password (“Create account and join”, at least 8 characters; it asks for a code sent by email).
  3. If you sign in with a different account, the app says so: sign out and use the right one.
  4. Recommended: turn on two-step verification from your profile.

Admin · 4. Connect your AI provider key

  1. Acotia does not provide the models: it uses the company account you already have with OpenAI, Anthropic, Google or Mistral. You pay your provider for usage, with no Acotia markup.
  2. Create or find an API key on that account. In Administration → Providers, each card links to the page where you get it.
  3. Paste it and click “Save and check”. If the provider rejects it, it is not saved and the reason is shown.
  4. Choose the “Default model” and switch off any you do not want to offer. Optional: set a monthly limit under Budgets.
  5. The key is encrypted and stored on Acotia's server (EU). Never paste it into a chat or an email.

Admin · 5. Invite people

  1. Administration → People → Invite. Enter one or more emails, the role (member or admin) and, if you like, a team.
  2. Each person gets the same email you did. In the Invitations tab you can resend, copy the link or revoke.
  3. Pilot seats count people and pending invitations.

Admin · 6. Sensitive folder and policy

  1. In the right panel → Security you pick a folder on your computer for each zone (Work and Sensitive). Acotia only reads inside those folders.
  2. In Administration → Perimeter the policy starts in audit mode: it records and measures without changing anything.
  3. When you are ready, switch it to “Active: apply rules” so IBANs, tax IDs and other data go out masked.
  4. The log records each request (model, tokens, cost, detected data) without the chat text.

Employee · 1. Invitation and install

  1. Your admin invites you and you get an email from hola@acotia.com. Check spam if it is missing.
  2. Click “Accept invitation” and download the app for your system from the download page.
  3. macOS: “Open Anyway” in System Settings → Privacy & Security. Windows: “More info” → “Run anyway”. The app is not signed yet, which is why the warning appears.

Employee · 2. Sign in

  1. Go back to the email and click “Open in Acotia”, or paste the link in the “I have an invitation” tab.
  2. Sign in with Google, Microsoft or a password, always with the email the invitation was sent to.

Employee · 3. First chat

  1. Type what you would ask a colleague: “draft an email to…”, “summarise this text”, “review this clause”.
  2. To try it out, use made-up data: before sending you will see which sensitive data would be masked.
  3. You pay nothing: the company provides the models. Your admin sees usage and cost, not what you write.

Employee · 4. Attachments and sensitive folder

  1. Attach files with the paperclip in the chat.
  2. Each chat belongs to one of two zones, chosen above the chat: Work (everyday) or Sensitive (contracts, payroll, case files). In Sensitive the company's strictest rule always applies, and a sensitive chat stays sensitive.
  3. If your company uses folders, pick one per zone in the right panel → Security.

Frequently asked questions

I did not get the invitation email

Check spam. If it is not there, write to hola@acotia.com and we will give you the direct link.

“The invitation has expired”

Invitations last 14 days. Ask your admin to resend it (Administration → People → Invitations) or write to hola@acotia.com.

“This invitation is for another email”

Sign out and sign in with the email the invitation was sent to, with Google, Microsoft or a password.

My system says it cannot verify the app

The app is not signed yet. On macOS: System Settings → Privacy & Security → “Open Anyway”. On Windows: “More info” → “Run anyway”.

“The provider rejected the key”

Check that it is a key from the company account, that no spaces were pasted with it and that the account has credit and permissions.

I cannot chat

Check that a provider is connected and a model is enabled in Administration → Providers. If you are not an admin, tell yours.

I forgot my password

On the sign-in screen click “I forgot my password”: a code arrives by email so you can set a new one.

Can I create my own company?

Not right now. The app is free to download, but companies join by invitation. If yours does not use Acotia yet, request a pilot.

Start with a pilot.

Tell us how your team uses AI today. One call and we will tell you whether a pilot makes sense.

Request a pilot→ or write to hola@acotia.com