Account Settings & Configuration

Customize your HelloAivy experience through account settings and preferences.

Accessing Account Settings

1. Click your profile icon in the top-right corner
2. Select Account Settings from the dropdown
3. Navigate through the settings tabs

Profile Settings

Personal Information

Update your profile details:

Basic Info:

• Full Name - Display name shown throughout the app
• Email Address - Primary contact (requires verification to change)
• Profile Picture - Upload an avatar or use Gravatar

How to Update:

1. Go to Settings → Profile
2. Edit the fields you want to change
3. Click Save Changes
4. Verify email if you changed it

Account Preferences

Customize your experience:

Language & Region:

• Interface Language - Choose your preferred language
• Time Zone - Set for accurate timestamps
• Date Format - US, European, or ISO format

Notifications:

• Email Notifications - Control which emails you receive
• Browser Notifications - Enable/disable desktop alerts
• Digest Frequency - Daily, weekly, or never

Security Settings

Password Management

Change Password:

1. Go to Settings → Security
2. Click Change Password
3. Enter current password
4. Enter new password (twice)
5. Click Update Password

Password Requirements:

• Minimum 8 characters
• At least one uppercase letter (recommended)
• At least one number (recommended)
• At least one special character (recommended)

Two-Factor Authentication (2FA)

Enhance security with 2FA:

Enable 2FA:

1. Navigate to Security → Two-Factor Authentication
2. Click Enable 2FA
3. Scan QR code with authenticator app
4. Enter verification code to confirm
5. Save recovery codes securely

Manage 2FA:

• Disable 2FA - Requires password confirmation
• Regenerate Recovery Codes - Get new backup codes
• Change Authenticator Device - Transfer to new phone

Active Sessions

Monitor and control where you're logged in:

View Sessions:

1. Go to Security → Active Sessions
2. See all active logins:
   • Device type (Desktop, Mobile, Tablet)
   • Browser and OS
   • Location (approximate)
   • Last activity time

Manage Sessions:

• Revoke Individual Session - Sign out specific device
• Revoke All Other Sessions - Keep only current session
• Current Session - Cannot revoke (shown with badge)

Login History

Review past sign-ins for suspicious activity:

1. Navigate to Security → Login History
2. View last 30 days of activity:
   • Successful logins
   • Failed login attempts
   • IP addresses
   • Timestamps

Email Preferences

Control what emails you receive from HelloAivy:

Notification Emails

Product Updates:

• New feature announcements
• Platform updates and improvements
• Scheduled maintenance notifications

Account Activity:

• Login from new device alerts
• Password change confirmations
• Team invitation emails
• Chatbot activity summaries

Marketing:

• Tips and best practices
• Case studies and success stories
• Product news and offers

How to Manage:

1. Go to Settings → Email Preferences
2. Toggle each category on/off
3. Changes save automatically

Notification Frequency

Choose how often you receive digests:

• Real-time - Immediate emails for each event
• Daily Digest - Once per day summary
• Weekly Digest - Once per week summary
• Never - Disable all non-critical emails

Note: Security alerts and critical notifications cannot be disabled.

API & Developer Settings

For developers integrating with HelloAivy:

API Keys

Create API Key:

1. Go to Settings → API Keys
2. Click Generate New Key
3. Enter key name and description
4. Set permissions (Read, Write, Delete)
5. Copy key (shown only once)
6. Store securely

Manage Keys:

• View - See key name, created date, last used
• Regenerate - Create new key, invalidate old one
• Revoke - Permanently delete key
• Usage Stats - Track API call volume

Webhooks

Configure webhook endpoints for event notifications:

Setup Webhook:

1. Navigate to Settings → Webhooks
2. Click Add Webhook
3. Enter endpoint URL (must be HTTPS)
4. Select events to trigger webhook
5. Optional: Add secret for signature verification
6. Save webhook

Available Events:

• Chatbot conversation started
• Chatbot conversation ended
• Message received
• Message sent
• Document uploaded
• Channel synced
• Training completed

Webhook Security:

• HelloAivy signs requests with HMAC-SHA256
• Verify signature to ensure authenticity
• Use HTTPS endpoints only
• Implement rate limiting
• Log all webhook events

Team Settings (Team Accounts Only)

Manage team configuration and members:

Team Profile

Basic Information:

• Team Name - Display name for your team
• Team Slug - URL identifier (e.g., yourteam.helloaivy.com)
• Team Logo - Brand image for team workspace

Update Team Info:

1. Go to Team Settings → Profile
2. Edit team details
3. Click Save Changes
4. Changes apply to all team members

Member Management

Invite Members:

1. Navigate to Team Settings → Members
2. Click Invite Member
3. Enter email address
4. Assign role (Owner, Admin, Member)
5. Optional: Add personal message
6. Send invitation

Member Roles:

• Owner - Full control, billing access, can delete team
• Admin - Manage members, edit all chatbots, manage settings
• Member - Create and edit own chatbots, view team resources

Manage Members:

• Change Role - Update member permissions
• Remove Member - Remove from team (requires confirmation)
• Resend Invitation - For pending invites
• View Activity - See member's recent actions

Team Permissions

Configure what team members can do:

Chatbot Permissions:

• Who can create chatbots
• Who can delete chatbots
• Who can publish to production
• Who can access analytics

Data Permissions:

• Who can upload documents
• Who can configure channels
• Who can export data
• Who can view conversations

Settings Permissions:

• Who can manage integrations
• Who can access billing
• Who can invite members
• Who can modify team settings

Billing & Subscription

Manage your subscription and payment methods:

Current Plan

View your active subscription:

• Plan name (Free, Pro, Enterprise)
• Monthly/Annual billing
• Features included
• Usage limits
• Next billing date

Change Plan

Upgrade or Downgrade:

1. Go to Settings → Billing
2. Click Change Plan
3. Select new plan
4. Review changes and pricing
5. Confirm change
   • Upgrades - Effective immediately
   • Downgrades - At end of billing period

Payment Methods

Add Payment Method:

1. Navigate to Billing → Payment Methods
2. Click Add Payment Method
3. Enter card details
4. Set as default (optional)
5. Save

Manage Cards:

• Set Default - Primary payment method
• Update - Change expiration or billing address
• Remove - Delete unused cards

Billing History

Access invoices and payment history:

1. Go to Billing → Invoices
2. View all past invoices
3. Download PDF copies
4. See payment status and dates

Data & Privacy

Control your data and privacy settings:

Data Export

Export your data at any time:

What Can Be Exported:

• Account information
• Chatbot configurations
• Training data and documents
• Conversation history
• Analytics data

How to Export:

1. Go to Settings → Data & Privacy
2. Click Request Data Export
3. Confirm export request
4. Receive email when ready (usually within 24 hours)
5. Download from secure link

Account Deletion

Permanently delete your account:

Before Deleting:

• Export any data you want to keep
• Cancel active subscriptions
• Remove team members (team accounts)
• Transfer ownership of teams

Delete Account:

1. Navigate to Settings → Data & Privacy
2. Scroll to Delete Account
3. Click Delete My Account
4. Enter password for verification
5. Confirm deletion (cannot be undone)

What Happens:

• Account deleted within 30 days
• All data permanently removed
• Subscriptions cancelled
• Cannot be recovered after deletion

Troubleshooting Settings

Can't Update Email

If you can't change your email:

• Verify current password is correct
• Check new email isn't already in use
• Confirm verification email received
• Wait 24 hours if recently changed

Settings Not Saving

If changes don't persist:

• Check browser console for errors
• Try different browser
• Clear browser cache
• Disable browser extensions
• Contact support if issue continues

2FA Problems

If you can't enable 2FA:

• Ensure authenticator app is installed
• Check device time is accurate
• Try different authenticator app
• Use recovery codes if already enabled

Best Practices

Security Recommendations

1. Enable 2FA - Essential for account security
2. Strong Password - Use unique password for HelloAivy
3. Review Sessions - Check regularly for suspicious activity
4. Update Email - Keep contact information current
5. Limit API Keys - Only create what you need

Privacy Tips

1. Review Permissions - Periodically audit team member access
2. Minimize Data - Only train on necessary content
3. Export Regularly - Backup important data
4. Monitor Activity - Check login history monthly
5. Revoke Access - Remove unused API keys and webhooks

Team Management

1. Clear Roles - Assign appropriate permissions
2. Regular Audits - Review member access quarterly
3. Offboarding - Remove members promptly when they leave
4. Communication - Notify team of important changes
5. Documentation - Keep team settings documented

Getting Help

Need assistance with settings?

• Help Center - Search documentation
• Support Chat - Get live help
• Email Support - settings@helloaivy.com
• Video Tutorials - Watch settings guides

For urgent security issues, contact our security team immediately at security@helloaivy.com.