What it is
The personal details of the user who is logged in. Each user sees and edits their own. It does not affect the other users in the organisation.
What it is for
- Updating your personal details: first name, surnames and contact phone number.
- Starting a change of your password (an email with the link is sent to you).
- Turning on Two step verification (2FA) to make your account more secure (FULL plan only).
- Checking the email address you log in with.
Fields
| Field | Type | What it is for | Default |
|---|---|---|---|
| Email address | Text | Unique identification, used to log in. It cannot be changed once the account has been created (it becomes read only when editing an existing user). | — |
| Phone | Text | Contact number for the user. Numeric entry. | Empty |
| First name | Text | Given name. | — |
| First surname | Text | Paternal surname. | Empty |
| Second surname | Text | Maternal surname. | Empty |
| Two step verification (2FA) <span style="display:inline-block;background:#d1fae5;color:#065f46;padding:2px 6px;border-radius:4px;font-size:.65rem;font-weight:600;">FULL</span> | Toggle | Turns on two step authentication: after entering the password it asks for an additional code. If you turn it on and lose the code, contact support. | Off |
| Change password | Button | Starts the process: the system sends you an email with a link to set the new password. | — |
Buttons and actions — what each one does
The exact wording you see on screen. That is what you type when you ask "what does button X do?".
| Button / Control (wording on screen) | What it does |
|---|---|
| Email address (field) | The user's email address, validated as an email format. It is your login identifier. It appears read only when editing a user who already exists: it cannot be changed. |
| Phone (field) | Contact phone number. It only accepts digits. |
| First name (field) | Your given name. Required in order to save. |
| First surname (field) | Your paternal surname. |
| Second surname (field) | Your maternal surname. |
| Two step verification (2FA) — Off | Default state: you log in with your password alone. |
| Two step verification (2FA) — On | After the password, the system asks for an additional code (by email, SMS or app) to confirm it is you. Only available on the FULL plan: on lower plans the toggle appears disabled with a badge showing the requirement. |
| Role (selector) | Assigns roles to the user or removes them (a role is a set of permissions). Only administrators with the user editing permission see it, and only when editing a user who already exists. It does not appear on your own profile. |
| Change Password | Sends a password reset email to the user's address. It appears when editing somebody else's user, not on your own profile. |
| Cancel | Closes the window without saving any changes. |
| Save | Saves the changes to the profile. It validates the required fields (first name, a valid email, and the phone number if you typed one). When you save your own profile, the name is also updated in the active session. |
When you create a new user the message "A message will be sent to the address given so that the user can set their password" appears: you do not set the password yourself, the person sets it from the email they receive.
Key concepts
The user asks "what is X / what is X for?" using these exact words.
- My profile / Own profile: your personal details as the logged in user (first name, surnames, phone, email). It is opened from Settings without creating a new user.
- Email address: the user's unique email address. It is used to log in, to recover the password and to receive system notifications. It cannot be changed once the account has been created.
- Two step verification (2FA): two factor authentication. A security method that, on top of the password, asks for an additional check (a code by email, SMS or app). Available on the FULL plan only. Even if somebody gets hold of your password, they cannot get in without the code.
- Role: a set of permissions assigned to a user that determines what actions they can take in the system. One user can hold several roles at once. It is only edited from other users' profiles, not from your own.
- Plan / Subscription level: the access level of the account (STD, PRO, FULL). It decides which features are available. On plans below FULL, 2FA is locked.
Features by plan / role
- TRY / STD / PRO: editing personal details (first name, surnames, phone) and changing the password. Two step verification (2FA) appears locked with a badge showing that it requires the FULL plan.
- FULL: the Two step verification (2FA) toggle is unlocked.
- Administrators (user editing permission): when editing other users' profiles they see the Role selector and the Change Password button. These controls do not appear on your own profile.
Frequently asked questions
Q: How do I change the email address I log in with?
A: You cannot. The Email address field becomes read only once the account has been created because it is your login identifier. If you need a different email, contact support.
Q: What is Two step verification (2FA) for?
A: It adds a second security step after the password: it asks for an additional code (by email, SMS or app). That way, even if somebody gets hold of your password, they cannot get in without the code. It is only available on the FULL plan.
Q: My 2FA toggle is greyed out and will not let me turn it on. Why?
A: Two step verification (2FA) only works on the FULL plan. On lower plans (STD, PRO) it appears disabled with a badge showing the requirement. Upgrade to FULL in order to turn it on.
Q: How do I change my password?
A: On another user's profile, click Change Password and they receive an email with the link to set it. For your own password, the process starts in the same way from the reset email you receive.
Q: What does the Save button do?
A: It saves the changes to the profile. First it validates the required fields: first name, an email in a valid format, and the phone number if you typed one. If you are editing your own profile, the name is also refreshed in the active session.
Q: What does the Cancel button do?
A: It closes the window without saving anything. Any change you have typed is discarded.
Q: What is a Role and why can I not see it on my profile?
A: A Role is a set of permissions that defines what a user can do. The Role selector only appears for administrators editing other users' profiles; it is not shown on your own profile.
Q: I created a new user and it will not let me set a password. How do they get in?
A: That is expected. When you create a user you see the notice "A message will be sent to the address given so that the user can set their password": the person receives an email and sets their own password.