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.

After signing in you land in your workspace: the one you last worked in, otherwise the oldest one you have access to. Without a workspace you land on the workspace list.

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 billing email
• Your plan (Free, Basis, or Premium)
• Team members to invite

Review & Activation

A new organization goes to us for review before it is unlocked. Until then it shows the review screen instead of its pages: nothing is booked, invited or changed there yet. The screen asks by itself while it is open, so an activation appears without you signing in again.

An invitation that reaches you in the meantime can be accepted right away — it takes you into the organization that invited you, whatever the state of your own application.

If we cannot accept an application, you receive an email saying so. The organization stays closed, and you are free to apply again.

Overview

The organization overview shows six tiles across all workspaces: your booked plan, workspaces against your limit, member seats against your limit, servers by status, services by status and orders by status. Each tile opens its page. Below the tiles you find every workspace of the organization and the button to create a new one; hover the avatars on a workspace card to see who is assigned. Your booked servers are shown on the workspace dashboard.

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.

The member list also shows where each member works: owners and admins have access to all workspaces, members and observers see the workspaces they are assigned to.

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.

The workspace dashboard shows the workspace's booked servers on a world map and as an overview beside it. A server appears on the map once a machine with a location is linked to its booking; until then it is listed as provisioning without a marker. Click a country or a marker to filter the overview, and a server card to open its page.

A server card carries the mark of the operating system beside the name, the status of the machine, where it stands, its IP address with a button that copies it, what it is built of — processor cores, memory and storage — and at the foot its three current readings. The tabs above the cards filter them by status.

Beneath the servers, the Services section lists every service running in the workspace as a card: its status, how many components it has and what they are doing, and the servers they run on. Services that need attention come first. Click a card to open the service's page, or "All services" to open the services page.

The workspace list shows every workspace you have access to and lets you switch between them. Owners and admins see all workspaces of the organization with their figures; members and observers see the workspaces they are assigned to. The foot of the workspace sidebar leads owners and admins to the organization and members and observers back to this list.

Creating a Workspace

Creating a workspace runs as a short wizard with four steps. You can switch between steps at any time before submitting:

• General Name, description, color and avatar.
• Purpose Pick what the workspace is for. The purpose decides which setup checklists you will see on the dashboard.
• Members Add organization members who should have access to the workspace.
• Summary Review and create. You can change every field later in the workspace settings.

Workspace Purpose

A workspace purpose describes what the workspace is for: Office, Online Shop, Accounting, Agency, Freelancer, IT team, or General. The purpose is optional, can be changed later, and only steers the setup checklist.

The basic checklist always applies. Picking a purpose adds the checklists that fit that scenario on top. For example, an Online Shop workspace also sees the "E-Commerce essentials" checklist; an Accounting workspace gets the "Compliance & Backup (DE)" checklist.

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.
• Alerts The alerts of this workspace, and the button that raises a new one. Every role reaches this tab, an observer included.
• Danger Zone Delete the workspace.

Overview

The setup checklist opens from the checklist button at the top of your workspace dashboard. It shows the building blocks a workspace typically needs (business email, cloud storage, backup, domain, and so on) and tells you which ones you already cover with booked services and which are still open.

Items are grouped by category and collapsible. The button shows a progress ring with how many items you already cover, so you see where you stand without opening the list. The checklist updates automatically as you book or cancel services, so you do not have to keep it in sync manually.

Item Statuses

Every checklist item has one of these statuses:

Booking, External & Not Needed

• Book Opens the service catalog pre-filtered to the item's category. You decide which concrete service from that category to book.
• Mark as external Use this when you already run a system for this item outside Stelvion. You can add a short note and an optional link to where the system lives.
• Mark as not needed Use this when the item simply does not apply to you (for example, an online shop for a workspace that does not sell anything).
• Reset to default Removes an External or Not needed override and lets the checklist compute the status again from your booked services.

Service Catalog

The service catalog shows all available managed services you can book for your workspace. Each service has a name, description, category, its components (the containers it consists of), and the available management tiers. The self-managed base layer is free; you pay for your servers and, if you want us to run the service for you, for a management tier.

You can filter the catalog by category and search by name; both filters live in the URL so you can share or bookmark a filtered view. Selecting a card opens a detail dialog with the full description; clicking the backdrop closes it.

Booking a Service

Only organization owners and admins can book services. Members and observers work with the services their organization already runs.

To book a service, open the catalog and select the service you want. The booking wizard walks you through the management tier (default: self-managed), optional components, and the placement: every service runs on one of your workspace servers. The wizard suggests the cheapest server with enough free capacity; if none fits, you can book a new server in the same flow, with the smallest fitting size preselected. After booking:

• The service is created in "Provisioning" status and its components are placed on the selected server.
• A setup order is automatically created for the provider.
• If you chose a paid management tier or booked a new server, a prorated invoice covers the remaining days of the current billing period.

You can also place more on a server than its size covers. The wizard tells you how far over you are and asks you to confirm it before you book.

Managing Services

For each active service, you can view its status, components with the server they run on, 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 containers. You can also change the management tier: upgrades apply immediately and bill the remaining days pro-rata, downgrades take effect at the end of the billing period.

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.

What a Package Is

A package is a ready-made bundle your provider assigns to one of your workspaces: servers, extras like additional storage or a dedicated IP, and services with their management tier. Everything in it is created as a regular booking, so you find each position in the same place as anything you booked yourself.

What makes it a package is the price. For as long as the package runs, its positions are billed at the package conditions instead of their list price. A package also has a minimum term, which is shown on its card together with the date it ends.

Your Packages

Under Organization > Contract > Packages you see every package with its workspace, the monthly package price, your saving against the list price and the end of the minimum term. The workspace name on the card takes you straight into that workspace.

The positions are also priced where they live: a server or service that belongs to a package shows its package price instead of the list price, along with the name of the package it comes from. If a service of the package still needs your consent to its data processing annexes, it is marked as waiting for it. The service runs either way, and both the service and the package page link you to the place where you give the consent.

Packages on Your Invoice

Every position of a package appears on the invoice with its list price, followed by the package condition as a credit line. That way you can see both what the position normally costs and what you actually pay. All positions of one package are grouped together and closed with the package total.

If a package is assigned in the middle of a billing period, a prorated invoice covers the remaining days. From the next billing day on, its positions ride the regular monthly invoice.

Cancelling a Package

Owners and admins can cancel a package from its card. Cancelling ends the conditions, not automatically the bookings: everything you keep runs on at its list price and counts against the inclusions of your plan again.

The wizard therefore shows every position of the workspace with what it costs today and what it would cost afterwards, and lets you tick the ones that should end together with the package. Extras always end with the server they sit on. Before you confirm, you see both monthly totals next to each other.

The cancellation takes effect at the end of the period you already paid for, at the earliest at the end of the minimum term. Until that date everything keeps running at package conditions, and you can revoke the cancellation on the package card. Revoking also brings back the positions that were ended with the package.

Overview

A server is your own, and your services run on it. Every server you book appears in the workspace sidebar under "Servers", with its name and a dot that shows how it is doing. One click leads straight to that server's own page.

The infrastructure page of your organization lists every server you have booked, across all workspaces. A row there switches to the right workspace and opens the same server page.

The Server Page

The server page answers one question: what is running on this server, and is it running? Every component of every service on the server sits on one surface, one tile per component. The card at the top names the server, states what you booked, and shows what it costs each month.

• How the server is doing Three readings sit beside the name: CPU, RAM and storage, each as a percentage with the last hour beside it. Point at a curve and it names the value at that moment. A reading that has stopped arriving is shown paler, and one older than an hour is left out instead of being passed off as current.
• When a reading has been high for a while A reading that has been high for longer carries a small mark beside its name. Open it and the panel tells you how busy the server has been and since when, and offers what helps: more storage for the disk, or a request to us for a bigger server. Members and observers read it too, without the buttons.
• When something is wrong The card grows a line of its own when there is something to say: the server cannot be reached, it has been busy for hours on end, a reading has stopped arriving, or the server is cancelled and running out its term. It raises the most important thing only, in one sentence, and where you can do something about it, the button stands right beside it.
• Putting a message away A line about a server that has been busy carries a small cross on its right. Click it and the line goes, on this browser and for you alone. Nothing is lost: the reading itself still says how busy the server has been and still offers what helps. The line comes back if the server gets worse than it was when you put it away.
• What it costs The price on the card is what you pay each month for this server. Where your plan or a package covers part of it, the original price stays beside the new one, crossed out, with a line naming what covers it. Where it is covered in full, the card says so where the price would stand.
• The menu beside the price It opens with the booking itself: since when the server runs, when the next invoice falls, and what it costs. Underneath it you can add storage, book a dedicated IP, or cancel the server. Where one of those is not possible right now, it stays visible and says why.
• Still being set up A server that is not ready yet says so and shows no tiles. As soon as it is ready, everything that runs on it appears here.
• Nothing on it yet A ready server with no services on it points you to the service catalog.
• Zoom and fit The controls at the bottom left zoom in, zoom out, and fit every tile back into view.

Tiles & Status

A tile carries the icon of the service, the name of the component and the service it belongs to, what it is doing right now, and how much processor and memory it is using on this server. A coloured mark sits in the same corner of every tile, so you can read the whole server without reading a word.

Along the bottom edge of a tile you will find "Details", "Start" or "Stop", and a link to the service the component belongs to. Owners and admins see all of them. "Start" and "Stop" appear only where they make sense: a component that is being set up or is already restarting offers neither.

A right-click on a tile opens the same entries as a short menu for that one component. "Restart" and "Remove from server" stand in that menu greyed out and marked "soon": they cannot be used yet.

Details Beside the Tiles

"Details" opens a panel beside the tiles, so the one you clicked stays in view. It shows the full name of the component, what it is using right now, and, as long as nothing has been measured yet, the system requirements the service has declared for it.

• A click on another tile exchanges the contents. There is only ever one panel.
• "Details" on the component that is already showing closes the panel again.
• The panel is part of the address, so you can send the link to a colleague, and a reload brings you back to the same component.

The Logbook

Every server keeps a record of what has happened to it: when it was set up, when it was given an address, when storage was added, and everything else that concerns it. The button at the top right of the card opens that record beside the tiles.

• What is new As soon as something has been added since you last read it, the button carries a number, and the new entries have a dot beside the time. The number is gone once you close the panel again.
• Newest first The entries are sorted by day, the newest at the top. Older ones load fifty at a time, until you reach the beginning of the booking.
• Everyone reads along Anyone who may see the server may read its record. The number belongs to you alone: your colleagues have their own.

Moving & Arranging

Drag a tile wherever you want it. The position is saved for your whole organization, so everyone opens the server the way you left it.

"Arrange automatically" at the bottom left puts every tile back into the standard order, grouped by service. It stays in your own view, so you can reach for it whenever the surface has got untidy.

A right-click on an empty spot on the surface opens the same entry, so you can tidy up without moving the pointer to the edge. "Reset layout" stands beneath it and is the way back for owners and admins: it discards the saved positions, so everyone opens the server in the standard order again.

Booking a Service Here

"Add" at the bottom of the surface, and "Book a service" in the right-click menu, open a search field with the whole catalog under it. Type the first letters of a service, or the name of its category, and pick it from the list.

Before you type, the list leads with the services booked most often and carries the rest under "All services" by name. A search that finds nothing repeats what you looked for, so you can see a typo for what it is.

On a server with nothing on it yet, the button in the middle of the surface opens the same list.

A service you already run on this server stays in the list, marked "Already here". You can pick it again to book a second one.

Picking a service opens a dialog. It carries a name for the booking, prefilled for you and numbered where you already run the same service here, and it lists the components the service brings; where there is more than one, it says that all of them are set up on this server. Components marked optional start switched off and are yours to tick.

Some services need a dedicated IP address. The dialog says so and names what it costs, or that your plan already covers it. There is nothing to tick: it is booked along with the service.

Where a service needs additions to your data processing agreement, the dialog lists them, one line per entry, with the annex documents to read beside it in German and English, and beneath them it names who processes the data and where. You agree to them there, and the booking is released. Entries you have agreed to before stay in the same list, marked as already agreed.

For a few services these annex documents are not available yet. The dialog says so, and the service cannot be booked until they are.

Where the services on this server would together need more than it provides, the dialog says so and names what is short. You can still book, once you have confirmed that the performance of the server can suffer as a result.

Where the booking costs something each month, the dialog names the amount before you confirm, and under it what your first invoice will carry for the rest of the running billing period.

Confirming keeps you on the server page. You get the order number in the confirmation, and the new components appear as tiles being set up.

Orders

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

After submission our team reviews every order. Work that is a platform fault or covered by your booked management tier starts directly and is free of charge. Billable work always comes as a quote first: nothing is charged until you accept it.

Orders per service

Every booked service has its own order board on the service detail page. One order is worked on at a time; further orders wait in the queue and move up automatically once the active one is finished. You can move a waiting order to the front as long as the active order has not been started yet, and you can revoke waiting orders. The plus button on the board starts a new order that is scoped to the service.

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 your booked servers, paid management tiers, and the support hours you use. Paid plans (Basis, Premium) include a base fee with bundled features like support hours and higher limits.

Service Costs

The service base layer is free. Servers and paid management tiers are billed in a prepayment model: the full monthly price is charged at the start of each billing period. If you book 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)
• Package positions at list price, each followed by its package condition as a credit
• 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 behind the bell 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.