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10.4. Set Interface Languages: Personal, Organization, and Client Defaults
Choose the language each technician works in, set your organization's default, and control the language clients see in the portal and in notification emails.
AlgaPSA is translated into seven languages beyond English: French, Spanish, German, Dutch, Italian, Polish, and Portuguese (Brazil). Translation covers the full technician workspace — tickets, billing, contracts, projects, scheduling, and settings — the Client Portal, and outgoing notification emails. Every user picks the language they work in, and admins set sensible defaults for the team and for each client, so a Dutch technician, a Polish dispatcher, and a French client contact can all work comfortably in the same tenant.
How AlgaPSA decides which language to show
When someone signs in, AlgaPSA checks these settings in order and stops at the first one that is set:
| Priority | Language source | Applies to | Where it's set |
|---|---|---|---|
| 1 | Individual user preference | All users | Each user's own profile |
| 2 | Client-specific language | Client Portal users of that client | Client Details |
| 3 | Client Portal default | All Client Portal users | Settings > General > Client Portal |
| 4 | Organization default | All users (MSP staff and Client Portal) | Settings > General > Language |
| 5 | System default (English) | Fallback | Built-in |
A signed-in user's browser language does not override these settings — the language follows the account, so it stays consistent on any device.
Set your personal language
Navigate to Settings > Profile. In the Basic Information card, below the timezone selector, open the Language Preference dropdown and pick your language. The workspace switches immediately — no save step needed.
Figure 1: The Language Preference dropdown on your profile. The "Not set" option inherits the default that applies to you and shows which language that would be.
The choice applies to the interface and to email notifications sent to you, and it overrides the organization and client portal defaults for your account only. Leave it on Not set to inherit the default — the option label shows exactly which setting and language you would inherit, for example "Not set (Uses tenant default: English - EN)".
Set the organization default language
Navigate to Settings > General > Language.
Figure 2: Organization Language settings. The built-in hierarchy table summarizes which setting wins when several are configured.
Choose the Default Language your team works in. It applies to every user — MSP staff and Client Portal users — who has not picked a personal language, and to their email notifications. A new technician signs in and immediately sees the workspace in your team's language, without touching their profile.
Set a default language per client
Some clients operate in a different language than your team. Open the client from Clients, click Edit on the client record, and set Default Language for Contacts in the client details. The change saves as soon as you pick a language.
Figure 3: GreenLeaf Dental Group's portal users will see the Client Portal in French and receive notification emails in French, unless an individual contact chooses another language.
This applies to every portal user from that client unless they have set their own preference in their profile. If Montreal-based GreenLeaf Dental Group works in French, set their default to Français — their staff see the portal in French from their first sign-in, and notification emails to them go out in French too.
Set the Client Portal default language
Navigate to Settings > General > Client Portal and choose the portal's default language. It covers portal users whose client record has no language of its own. Portal users can always pick a personal language on their portal profile page, exactly like internal users.
Email notifications follow the recipient
Notification emails are localized per recipient using the same hierarchy: the recipient's own preference first, then their client's default, then the portal or organization default. A ticket update can go out in French to the client contact and in English to the assigned technician — each recipient gets their own language, regardless of the language the sender works in.
Email templates are managed per language under Settings > General > Notifications in the Email Templates section, where you can filter templates by language and customize the wording your clients receive.
What is and is not translated
| Surface | Translated? |
|---|---|
| Technician workspace (tickets, billing, contracts, projects, scheduling, settings) | Yes |
| Client Portal | Yes |
| Notification emails | Yes, per recipient |
| Dates and numbers in the app | Yes, formatted for the active language |
| Invoice and quote documents (previews and PDFs) | No — documents render in English with the formatting defined by the invoice template |
| Ticket, comment, and document content written by users | No — user-entered text is shown exactly as written, never auto-translated |
Keep the invoice-document behavior in mind when invoicing clients who work in another language: the Client Portal around the invoice is localized, but the invoice document itself is produced from your invoice template. See Building an Invoice Layout if you want to adjust the template wording.
Operational tip: set the organization default before onboarding technicians, and set each client's default language as part of client onboarding — both take effect immediately for everyone who has not made a personal choice, so early defaults save every later user a settings trip.