Administration

Institution administrators have access to an administration panel for managing users, settings, and controlled vocabularies. Access it via your username in the top-right corner and select Institution settings.

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Members tab

Lists all users with access to this institution and their roles.

Roles

Role	Permissions
Read only	Can view all records, cannot create or edit
Archivist	Can create, edit, and delete all records
Institution admin	Full access including user management and settings

Settings tab

Institution-level settings including name, reference prefix, country code, and contact information. The reference prefix is prepended to all reference codes (e.g. SE-GBG gives codes like SE-GBG/1/A1).

Vocabularies tab

Manages the controlled vocabularies used across the institution.

Relations

Defines the relationship types available when linking agents to resources (Creator, Publisher, Subject, Contributor…) and when linking agents to each other.

Geography & tagging

Tag categories group subject tags by type. Each category can be set to apply to resources, agents, or both. Tags within a category are created and managed here.

Deliveries

Checklist templates for the acquisitions module. Each template has a name, an optional delivery method it applies to, and a list of checklist items with labels and descriptions. Mark a template as Default to have it applied automatically when creating new deliveries of that method.

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Hierarchies tab

Manages the hierarchy types used to structure resources and locations. A hierarchy type defines a set of levels (e.g. Fonds → Series → Sub-series → File → Item) and the valid parent-child relationships between them. Your institution can have multiple hierarchy types — for example one following ISAD(G) for archives and one for library materials.

Editing hierarchy types affects how resources can be arranged and what levels are available when creating new nodes.

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Field templates tab

Metadata templates define sets of additional fields that appear on resources at a specific level of description — for example a Photograph template adding fields for format, technique, emulsion, and dimensions.

Templates can be imported from standard definitions. Your administrator can also create custom templates tailored to your institution's needs.

Click Import standard templates to load built-in templates including Dublin Core, Dublin Core Terms, and Photographic records.

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Identifier schemes tab

Defines the external and persistent identifier types your resources can carry — ARK, Handle, DOI, ISBN, and so on. See Resources → Identifiers tab for how they are used.

Each scheme has:

Setting	Purpose
Name	The scheme label (e.g. ARK, DOI)
Resolver URL template	Turns a stored value into a clickable link. {value} is replaced with the identifier — e.g. https://n2t.net/{value}
Generator service URL	Optional. An external minting service Kurbits calls to create a new identifier. When set, a Generate button appears on records

For a generator, you can also set request headers (for an authorisation token), a request body template, and where in the response the new identifier is found. Deactivate a scheme rather than deleting it if records already use it.

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Records values tab

Manages the dropdown values used when documenting records in a process description — disposal actions, security classifications, and medium / format. Add or remove values in each list; sensible defaults are provided to start with.

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Label designer tab

A drag-and-drop editor for designing box and shelf labels. See Labels for the full guide. In short: you place fields, text, barcodes, QR codes, and logos on a label, save the design as a reusable template, and choose that template when printing labels from a resource.

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Transcription tab

Connects Kurbits to a Whisper transcription service for automatic speech-to-text on audio and video files. Enter the service URL, an API key, and a default model. Once configured, audio and video attachments can be transcribed from the resource's Files tab.