Account Management

This page covers everything related to your CapySays account: signing up, logging in, securing your account with MFA, and managing your personal details.

Signing Up

Create a new CapySays account from the signup page. You will be asked for a few details about yourself and your role.

Prerequisites: A valid email address you can access.

Steps

  1. Navigate to the CapySays signup page.

  2. Enter your email address and choose a password.

  3. Select your role from the dropdown:

    • Business Owner — You will own and manage organizations.
    • Manager — You will manage operations within an organization you are invited to.
    • Staff — You will be a frontline team member within an organization.

  4. Optionally, select your country. This helps tailor your experience and is not required to proceed.

  5. If you have a signup code (from a referral, promotion, or ambassador), enter it in the signup code field. Signup codes can unlock discounts or grant access to special plans.

    Tip: If you arrived at the signup page by scanning an ambassador's QR code or following a referral link, your signup code may already be pre-filled in the URL. Check the field before submitting — if it is already there, you do not need to type it again.

  6. Click Sign Up.

  7. Check your inbox for a verification email and click the confirmation link. Email verification is mandatory — you will not be able to log in until your address is verified.

    Tip: If the email does not arrive within a few minutes, check your spam or junk folder. You can also request a new verification email from the confirmation screen.

Logging In

Prerequisites: A verified CapySays account.

Steps

  1. Go to the CapySays login page and enter your email address and password.

  2. Click Log In.

  3. If you have MFA enabled, you will be prompted to enter the 6-digit code from your authenticator app before proceeding.

  4. After a successful login, you are taken to a landing page based on your role:

    • Business Owner → Dashboard (/business/dashboard/)
    • Manager → Workspace (/business/workspace/)
    • Staff (with org membership) → Staff Dashboard (/business/staff-dashboard/)
    • Staff (without org membership) → Find Organization (/business/find-org/)

Password Reset

If you have forgotten your password, you can request a reset link at any time.

Prerequisites: Access to the email address associated with your account.

Steps

  1. On the login page, click Forgot password?

  2. Enter your email address and click Send Reset Link.

  3. Check your inbox for the password reset email and click the link inside. The link expires after a short period, so use it promptly.

  4. On the reset page, enter and confirm your new password, then click Save.

  5. You will be redirected to the login page. Log in with your new password.

Multi-Factor Authentication (MFA)

MFA adds a second layer of security to your account by requiring a time-based one-time code in addition to your password. It is optional but strongly recommended.

MFA in CapySays uses TOTP (Time-based One-Time Password), which is compatible with any standard authenticator app, including Google Authenticator, Authy, 1Password, and Bitwarden.

Enabling MFA

Prerequisites: An authenticator app installed on your phone or device.

  1. Go to your profile page and click Security settings (or MFA settings).

  2. Click Enable MFA (or Set up authenticator).

  3. Open your authenticator app and scan the QR code shown on screen.

  4. Your authenticator app will display a 6-digit code. Enter it in the confirmation field and click Verify.

  5. You will be shown a set of recovery codes. Save these somewhere safe — for example, in a password manager or printed and stored securely. Recovery codes allow you to regain access to your account if you lose your authenticator device.

    Important: Recovery codes are shown only once. If you lose them and lose access to your authenticator, account recovery may not be possible.

  6. MFA is now active. You will be prompted for a code on every login.

Disabling MFA

  1. Go to your profile page and click Security settings.

  2. Click Remove MFA (or Disable authenticator).

  3. Confirm the action when prompted.

    Tip: Disabling MFA makes your account less secure. Consider keeping it enabled, especially if you are a Business Owner with access to sensitive organization data.

Managing Your Email

You can associate multiple email addresses with your account and choose which one is primary.

Steps

  1. Go to your profile page and click the link to your email settings.

  2. To add an address, enter the new email and click Add. A verification email will be sent to the new address — click the link to confirm it.

  3. To set a primary email, click Make Primary next to a verified address. Your primary email is used for login and all account notifications.

  4. To remove an address, click Remove next to it. You cannot remove your primary email — set a different address as primary first.

Editing Your Profile

Prerequisites: You must be logged in.

Your profile page shows your account header (name, email, role badges) along with links to Edit profile, Email settings, and MFA. Below the header you will see an Organizations section listing every organization you belong to.

Basic profile (all users)

Every user can edit their display name at any time, even before joining an organization.

  1. Navigate to your profile page (click your name or avatar in the top navigation).

  2. Click Edit profile in the account header links.

  3. Update your name and click Save.

If you are not yet part of any organization, the edit form shows only the name field, along with a prompt to find and join an organization.

Staff profile (organization members)

Once you belong to an organization, you unlock the full staff profile form. Each organization you belong to has its own staff profile.

  1. On your profile page, find the organization card under the Organizations section.

  2. Click the pencil icon on the right side of the card. Alternatively, click the Edit profile link in the account header — this opens the profile for your first (or only) organization.

  3. The full form lets you update:

    Field Notes
    Name How your name appears on feedback screens — synced to your account name
    Speciality Your role or area of expertise (e.g., "Barista", "Front Desk")
    Bio A short introduction shown to customers
    Email and phone Contact details visible to managers within your organization
    Profile picture Upload a photo — recommended size: 400 × 400 px
    Social links Twitter, Instagram, and Facebook URLs

  4. Click Save when you are done. Changes to your display name are automatically synced across all your organization profiles.

Finding an organization

If you are not yet part of any organization, your profile page shows a Find an Organization button in the empty organizations section. Click it to search for and request to join an existing organization.

Deleting Your Account

Account deletion is permanent, but CapySays gives you a 30-day grace period before anything is irreversibly removed.

Prerequisites: You must be logged in.

Steps

  1. Go to your profile page and click Delete Account.

  2. To confirm, type your full email address in the confirmation field and click Delete my account.

  3. Your account enters a 30-day grace period:

    • Your account is scheduled for deletion but not yet removed.
    • Any organizations you own are frozen — no new data (feedback, devices, staff) can be added during this period.
    • You will receive a confirmation email noting the deletion date.

  4. After 30 days, your account and all associated data are permanently and irrevocably deleted.

    Tip: Changed your mind? See Reactivating a Deleted Account below — reactivation is possible at any point before the 30-day window closes.

Reactivating a Deleted Account

If you scheduled your account for deletion but have changed your mind, you can cancel the deletion at any point during the 30-day grace period.

Steps

  1. Log in to your account as normal. Because your account still exists during the grace period, your credentials remain valid.

  2. You will be redirected to a reactivation page instead of your usual landing page.

  3. Click Reactivate my account.

  4. Your account is immediately restored:

    • The scheduled deletion is cancelled.
    • All organizations you own are unfrozen and return to normal operation.
    • A confirmation email is sent to your address.

    Note: Once the 30-day grace period has passed, your account will have been permanently deleted and reactivation is no longer possible. If that happens, you will need to create a new account from scratch.

Related Pages

Ambassador Quickstart Organizations