Profile Settings
Overview
Your profile settings control your personal information, appearance, and account preferences in CADENSA. Update your name, email, avatar, password, and account details anytime.
What you can manage:
Personal information (name, email)- Profile picture/avatar
- Password & authentication
- Email preferences
- Account deletion
- Session management
Personal Information
Update Name
Change your display name.
Steps:
- Navigate to Settings → Profile
- Find "Display Name" section
- Update first and last name
- Click "Save Changes"
Name settings:
┌─────────────────────────────────────────┐
│ Personal Information │
├───── ────────────────────────────────────┤
│ │
│ First Name: │
│ [John___________________] │
│ │
│ Last Name: │
│ [Doe____________________] │
│ │
│ Display Name (public): │
│ [John Doe_______________] │
│ (Shown to team members) │
│ │
│ Job Title (optional): │
│ [Senior Developer_______] │
│ │
│ Department (optional): │
│ [Engineering____________] │
│ │
│ [Cancel] [Save Changes] │
└─────────────────────────────────────────┘
Where name appears:
- Team member lists
- Time entry logs
- Reports
- Comments & activity feeds
- Workspace invitations
Change Email Address
Update your primary email.
Steps:
- Navigate to Settings → Profile → Email
- Enter new email address
- Click "Update Email"
- Verification email sent to new address
- Click verification link
- Email updated
Email change form:
┌─────────────────────────────────────────┐
│ Email Address │
├─────────────────────────────────────────┤
│ │
│ Current Email: │
│ john.doe@example.com │
│ Verified │
│ │
│ New Email: │
│ [john.doe@newcompany.com_______] │
│ │
│ Confirm Password: │
│ [••••••••••] │
│ (Required for security) │
│ │
│ Important: │
│ • Verification email sent to new email │
│ • Must verify within 24 hours │
│ • Login email will change │
│ • Existing sessions remain active │
│ │
│ [Cancel] [Update Email] │
└─────────────────────────────────────────┘
Verification process:
Step 1: Request email change
- Enter new email
- Click "Update Email"
Step 2: Check new email inbox
- Subject: "Verify your new email address"
- From: noreply@cadensa.io
Step 3: Click verification link
- Opens confirmation page
- Email updated immediately
Step 4: Confirmation
- Email changed successfully
- Use new email for login
- Notification sent to old email
Important notes:
Email change affects:
Login credentials (use new email)
Password reset (sent to new email)
Notifications (sent to new email)
Invoices (update billing separately)
Does NOT affect:
- Workspace memberships
- Time entry history
- Project assignments
- Team permissions
Profile Picture
Upload Avatar
Add or change your profile picture.
Steps:
- Navigate to Settings → Profile
- Click on current avatar or "Upload Photo"
- Select image from device
- Click "Save"
Your photo is automatically resized to 400×400 pixels and converted to WebP format for fast loading — no manual cropping needed.
Avatar upload:
┌─────────────────────────────────────────┐
│ Profile Picture │
├─────────────────────────────────────────┤
│ │
│ ┌──────────────┐ │
│ │ │ │
│ │ [Photo] │ │
│ │ │ │
│ └──────────────┘ │
│ │
│ [Upload New Photo] [Remove Photo] │
│ │
│ Requirements: │
│ • Format: JPG, PNG, GIF, WebP │
│ • Max size: 5MB │
│ • Auto-optimized: 400×400px WebP │
│ │
│ Or use initials: │
│ ○ Default (JD) │
│ │
└─────────────────────────────────────────┘
What happens after upload:
1. Image received by server
2. Automatically resized to 400×400px (cover crop)
3. Converted to WebP format (smaller file, same quality)
4. Stored securely in cloud storage
5. Profile picture updated immediately
Avatar fallback (no photo):
If no photo uploaded:
- Initials displayed (JD, SM, etc.)
- Colored background (auto-assigned)
- Professional appearance
Gravatar Integration
Use Gravatar for profile picture.
Setup:
- Navigate to Settings → Profile
- Click "Use Gravatar"
- Gravatar linked to your email
- Photo synced automatically
Gravatar info:
What is Gravatar?
- Globally Recognized Avatar
- One profile pic across websites
- Linked to email address
- Free service by Automattic
How it works:
- Create account at gravatar.com
- Upload photo to Gravatar
- Link to your email
- CADENSA auto-displays it
Benefits:
Consistent across platforms
Update once, changes everywhere
No upload needed
Password & Security
Change Password
Update your account password.
Steps:
- Navigate to Settings → Profile → Security
- Click "Change Password"
- Enter current password
- Enter new password (twice)
- Click "Update Password"
Password change form:
┌─────────────────────────────────────────┐
│ Change Password │
├─────────────────────────────────────────┤
│ │
│ Current Password: │
│ [••••••••••] │
│ │
│ New Password: │
│ [••••••••••••••] │
│ │
│ Password Strength: │
│ [████████▓▓] Strong │
│ │
│ Confirm New Password: │
│ [••••••••••••••] │
│ │
│ Password Requirements: │
│ At least 8 characters │
│ Contains uppercase letter │
│ Contains lowercase letter │
│ Contains number │
│ Contains special character │
│ │
│ [Cancel] [Update Password] │
└─────────────────────────────────────────┘
Password requirements:
Minimum requirements:
8 characters minimum
1 uppercase letter (A-Z)
1 lowercase letter (a-z)
1 number (0-9)
1 special character (!@#$%^&*)
Strong password tips:
- Use 12+ characters
- Mix upper/lower/numbers/symbols
- Avoid dictionary words
- Don't reuse passwords
- Use password manager
After password change:
Password updated successfully
📧 Confirmation email sent
🔐 All sessions remain active
(or logout all devices - optional)
[Keep all sessions active] [Logout all other devices]
Two-Factor Authentication (2FA)
Add extra security layer.
Enable 2FA:
- Navigate to Settings → Profile → Security
- Click "Enable 2FA"
- Choose method:
- Authenticator app (recommended)
- SMS (phone number)
- Follow setup wizard
- Save backup codes
2FA setup (Authenticator app):
┌─────────────────────────────────────────┐
│ Enable Two-Factor Authentication │
│ Step 1 of 3: Scan QR Code │
├─────────────────────────────────────────┤
│ │
│ Install authenticator app: │
│ • Google Authenticator │
│ • Microsoft Authenticator │
│ • Authy │
│ • 1Password │
│ │
│ Scan this QR code: │
│ │
│ ┌─────────────────┐ │
│ │ [QR Code] │ │
│ │ │ │
│ └─────────────────┘ │
│ │
│ Or enter code manually: │
│ JBSWY3DPEHPK3PXP │
│ │
│ [Back] [Next: Verify Code →] │
└─────────────────────────────────────────┘
┌─────────────────────────────────────────┐
│ Enable Two-Factor Authentication │
│ Step 2 of 3: Verify Code │
├─────────────────────────────────────────┤
│ │
│ Enter 6-digit code from app: │
│ │
│ [ 1 ][ 2 ][ 3 ][ 4 ][ 5 ][ 6 ] │
│ │
│ Code refreshes every 30 seconds │
│ │
│ [Back] [Verify Code] │
└─────────────────────────────────────────┘
┌─────────────────────────────────────────┐
│ Enable Two-Factor Authentication │
│ Step 3 of 3: Save Backup Codes │
├─────────────────────────────────────────┤
│ │
│ Save these backup codes safely! │
│ │
│ Use if you lose access to your │
│ authenticator app. │
│ │
│ ┌────────────────────────────────────┐ │
│ │ 1. A1B2-C3D4-E5F6-G7H8 │ │
│ │ 2. I9J0-K1L2-M3N4-O5P6 │ │
│ │ 3. Q7R8-S9T0-U1V2-W3X4 │ │
│ │ 4. Y5Z6-A7B8-C9D0-E1F2 │ │
│ │ 5. G3H4-I5J6-K7L8-M9N0 │ │
│ │ 6. O1P2-Q3R4-S5T6-U7V8 │ │
│ │ 7. W9X0-Y1Z2-A3B4-C5D6 │ │
│ │ 8. E7F8-G9H0-I1J2-K3L4 │ │
│ └────────────────────────────────────┘ │
│ │
│ [Download Codes] [Print Codes] │
│ │
│ ☑ I have saved my backup codes │
│ │
│ [Complete Setup] │
└─────────────────────────────────────────┘
2FA enabled:
Two-Factor Authentication Enabled
Status: Active Method: Authenticator App Enabled: Jan 25, 2026
At login:
- Enter email & password
- Enter 6-digit code from app
- Access granted
[View Backup Codes] [Disable 2FA]
Account Management
Account Details
View account information.
┌─────────────────────────────────────────┐
│ Account Details │
├─────────────────────────────────────────┤
│ │
│ Account ID: │
│ usr_abc123xyz456 │
│ │
│ Member Since: │
│ January 15, 2025 │
│ │
│ Account Type: │
│ PRO (5 users) │
│ [View Subscription →] │
│ │
│ Workspaces: │
│ • Acme Corporation (Owner) │
│ • Freelance Projects (Owner) │
│ • Client Work (Member) │
│ │
│ Storage Used: │
│ 245 MB / 50 GB (0.5%) │
│ [▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓] │
│ │
│ Time Entries This Month: │
│ 87 / 1,000 (8.7%) │
│ │
└─────────────────────────────────────────┘
Download Your Data (GDPR)
Export all your CADENSA data.
- Navigate to Settings → Privacy → Export Data
- Choose JSON or CSV
- Click "Download Export"
The export is generated instantly and downloads directly in your browser — there is no email-based delivery, no ZIP archive, and no 24-hour processing wait. See the Data Export Guide for the full field-by-field breakdown of what's included.
Delete Account
Permanently delete your CADENSA account.
** Warning: This action cannot be undone!**
Steps:
- Navigate to Settings → Profile → Delete Account
- Review what will be deleted
- Export data first (recommended)
- Enter password to confirm
- Click "Delete My Account"
- Account deleted permanently
Deleting your account has very different consequences depending on your role — see the Account Deletion guide for the full breakdown:
- As a member: only your own data is affected; the unit and your teammates are untouched.
- As the owner: the entire unit is permanently deleted — every workspace, project, and all teammates' data, not just yours. There is no automatic transfer. If you want the organization to continue, use Transfer Ownership (Settings → Unit Settings) before deleting your account.
Deletion process: confirming here starts the same 7-day grace period described in Account Deletion — your account is marked for deletion, you receive a confirmation email with a cancellation link, and after 7 days the deletion becomes permanent and unrecoverable.
Session Management
Active Sessions
View and manage logged-in devices.
Steps:
- Navigate to Settings → Profile → Security → Sessions
- View all active sessions
- Logout individual sessions
- Or logout all sessions
Active sessions:
┌─────────────────────────────────────────┐
│ Active Sessions │
├───────────────────────────────── ────────┤
│ │
│ Current Session │
│ ┌────────────────────────────────────┐ │
│ │ 💻 Chrome on macOS │ │
│ │ Budapest, Hungary │ │
│ │ IP: 185.123.45.67 │ │
│ │ Last active: Just now │ │
│ │ Started: Jan 25, 2026 09:15 CET │ │
│ │ │ │
│ │ (This device) │ │
│ └────────────────────────────────────┘ │
│ │
│ Other Active Sessions: │
│ │
│ ┌────────────────────────────────────┐ │
│ │ 📱 CADENSA iOS App │ │
│ │ Budapest, Hungary │ │
│ │ IP: 185.123.45.68 │ │
│ │ Last active: 2 hours ago │ │
│ │ Started: Jan 24, 2026 18:30 CET │ │
│ │ │ │
│ │ [Logout This Session] │ │
│ └────────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────────┐ │
│ │ 💻 Firefox on Windows │ │
│ │ London, United Kingdom │ │
│ │ IP: 78.234.56.78 │ │
│ │ Last active: 1 day ago │ │
│ │ Started: Jan 24, 2026 11:00 GMT │ │
│ │ │ │
│ │ [Logout This Session] │ │
│ └────────────────────────────────────┘ │
│ │
│ [Logout All Other Sessions] │
│ │
└─────────────────────────────────────────┘
Logout all devices:
Use case: Security concern
- Click "Logout All Other Sessions"
- Only current session remains
- Must re-login on other devices
- 2FA required if enabled
API Keys (ENTERPRISE)
Personal API key management is planned as part of the REST API feature (Q2–Q3 2026). This section describes the planned functionality. API keys are not yet available — see the Roadmap for the expected timeline.
Personal API Keys
Generate API keys for integrations.
Steps:
- Navigate to Settings → Profile → API Keys
- Click "Generate New Key"
- Name the key
- Set permissions
- Copy key (shown once!)
- Use in integrations
API key management:
┌─────────────────────────────────────────┐
│ API Keys │
│ (ENTERPRISE feature) │
├─────────────────────────────────────────┤
│ │
│ [+ Generate New API Key] │
│ │
│ Active Keys: │
│ │
│ ┌────────────────────────────────────┐ │
│ │ Zapier Integration │ │
│ │ Key: cad_abc123•••••••••• │ │
│ │ Created: Jan 15, 2026 │ │
│ │ Last used: 2 hours ago │ │
│ │ Permissions: Read time entries │ │
│ │ │ │
│ │ [Revoke] [Edit] │ │
│ └────────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────────┐ │
│ │ Custom Dashboard │ │
│ │ Key: cad_xyz789•••••••••• │ │
│ │ Created: Dec 10, 2025 │ │
│ │ Last used: Never │ │
│ │ Permissions: Read reports │ │
│ │ │ │
│ │ [Revoke] [Edit] │ │
│ └────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────┘
Best Practices
Do's
- Use strong password - 12+ characters, mixed case, symbols
- Enable 2FA - Extra security layer
- Keep email current - For password reset, notifications
- Upload professional photo - Team visibility
- Save backup codes - For 2FA recovery
- Review active sessions - Logout unknown devices
- Download data regularly - GDPR export as backup
- Update profile info - Keep name, title current
Don'ts
- Don't share password - Each user should have own account
- Don't reuse passwords - Use unique password
- Don't ignore security alerts - Unknown login attempts
- Don't delete account impulsively - Export data first
- Don't lose backup codes - Store securely (password manager)
- Don't use weak password - "password123" insufficient
- Don't share API keys - Generate separate keys per integration
Troubleshooting
Cannot login after email change
Problem: Changed email but cannot login.
Solution:
- Use NEW email address to login
- Check spam folder for verification email
- Verify new email address
- Try password reset if needed
Forgot password
Problem: Cannot remember password.
Solution:
- Click "Forgot Password" on login page
- Enter your email address
- Check email for reset link
- Click link and set new password
- Login with new password
Lost 2FA device
Problem: Cannot access authenticator app.
Solution:
- Use backup codes (from 2FA setup)
- Enter backup code at login
- Disable 2FA in settings
- Re-enable with new device
- If no backup codes: Contact support
Next Steps
- Notification Preferences → - Email & alerts
- Localization → - Language & timezone
- Security → - Advanced security settings
- Workspace Settings → - Team settings
Need Help?
- Account help: support@cadensa.io
- Security issues: support@cadensa.io
- Live chat (PRO+): Available in app
- Help center: help.cadensa.io/profile