Account settings

Account Settings

Manage your personal profile, security settings, two-factor authentication, personal plan, privacy/data requests, and API access tokens in Account Settings.

Profile

Basic information

1. Go to My Account → Profile

2. Edit:

   • First name and Last name
   • Email — primary contact email
   • Phone — optional
   • Job title — your role
   • Profile picture — avatar

3. Click Save changes

Address and location

1. In Address, fill in:

   • Street address
   • City
   • ZIP code
   • Country

2. Save

This information is used for billing and communication.

Security

Password

1. Go to My Account → Security

2. In Password, click Change password

3. Fill in:

   • Old password
   • New password — minimum 8 characters
   • Confirm new password

4. Click Update password

Tip

Change your password if you shared it with someone, or suspect it’s been compromised.

Two-factor authentication (2FA)

Add an extra security layer.

Two-factor authentication is managed by Keycloak, Sencai’s identity provider — not by a custom application flow. When you activate or deactivate TOTP, you’re taken through Keycloak’s own account-console screens, so the exact wording and steps may differ slightly from a native Sencai form.

Activate TOTP

1. In Two-Factor Authentication, click Activate
2. You’re redirected to the Keycloak account console TOTP setup page
3. Use an authenticator app (Google Authenticator, Authy, Microsoft Authenticator)
4. Scan the QR code
5. Enter the 6-digit code from the app
6. Confirm — Keycloak generates your recovery (backup) codes at this step

You’ll now need the 2FA code when signing in.

Save your recovery codes. Keycloak issues them once during setup — you’ll need them if you lose access to your authenticator app.

Deactivate 2FA

1. In Two-Factor Authentication, click Deactivate
2. You’re redirected to Keycloak to confirm removal of the TOTP credential
3. Enter the 6-digit code from your authenticator app
4. Confirm deactivation

Sessions (Sign-ins)

View all your active sign-ins:

1. In Active Sessions, see your sign-in list

2. Each session shows:

   • Device — device type and browser
   • IP address — where you signed in from
   • Location — approximate location
   • Last activity — when you were last active

3. Click a session for more details

4. Click Sign Out to sign out from that device

Tip

Regularly check active sessions. If you see an unfamiliar device, sign it out.

Notifications

Email notifications

Choose which emails you want to receive:

1. Go to My Account → Notifications

2. Toggle:

   • Security alerts — new sign-in, password changes
   • News and updates — new features
   • Billing alerts — high cost warnings
   • Team invitations — when invited to an organization

3. Save settings

My Plan

Your User Plan is a personal subscription tier, completely independent from any Organisation’s billing. It controls things like how many organisations you can own for free and whether personal AI features are enabled — it has no effect on, and is not affected by, the plan of any organisation you belong to.

Plan tiers

1. Go to My Account → My Plan
2. See your current tier and its limits:
   • Free — default tier, limited organisations owned and free members per org
   • Plus — higher organisation/member limits
   • AI — adds personal AI features
   • Unlimited — no organisation/member caps, priority support

Upgrading your plan

1. In My Plan, click Upgrade
2. Choose the tier you want
3. You’re redirected to a Stripe Checkout session for payment
4. On success, your plan updates automatically once Stripe confirms the subscription

Tip

Upgrades and downgrades are self-service — you don’t need an administrator to change your personal plan.

Sponsorship

A paying user (on a paid tier) can sponsor another user’s plan — the sponsor pays, and the beneficiary gets the sponsored tier’s features without needing their own payment method.

1. To sponsor someone, go to My Plan → Sponsorship → Invite
2. Enter the beneficiary’s email and choose the tier to sponsor
3. The beneficiary receives an invitation link; once they accept, the subscription item is added to the sponsor’s existing billing and the beneficiary’s plan becomes active

Caution

If you stop sponsoring (or cancel your own plan while sponsoring someone), the beneficiary’s plan is affected — see the warning under Delete account below.

Integrations and API tokens

Generating an API token

To access Sencai API:

1. Go to My Account → API tokens

2. Click New Token

3. Fill in:

   • Name — token description (e.g., “CI/CD pipeline”)
   • Scope — what the token can do (read, write, admin)
   • Expires in — when it should expire (optional)

4. Click Create Token

The token appears once. Copy it to a safe place.

Managing tokens

• Regenerate — Creates a new token, old one stops working
• Delete — Immediately revoke the token

Never share your API token. It’s like a password.

Privacy & Data

Request data export

You can request a full export of your personal data at any time, in line with GDPR data portability rights.

1. Go to My Account → Privacy
2. Click Request data export
3. Confirm the request

Your export is prepared as an archive and delivered to your registered email address once it’s ready. You can check the status of a pending request from the same Privacy screen.

RoPA register (organizations)

For organizations, My Account → Privacy also provides access to the RoPA (Record of Processing Activities) register — the compliance record of what personal data is processed, why, and how, used as evidence for regulatory frameworks like NIS2.

1. Go to My Account → Privacy → RoPA register
2. Review the recorded processing activities for your organization
3. Click Export CSV to download the register for audits or compliance reporting

Delete account

To delete your account:

1. Go to My Account → Delete Account
2. Read the warning
3. Click Delete Account
4. Confirm with your password

Your account and all associated data will be permanently deleted. This action cannot be undone.

Danger

Account deletion is permanent. If you own organizations, transfer them to another owner first.

Caution

If you have an active User Plan subscription, or you’re sponsoring another user’s plan, resolve that first:

• Cancel or transfer any sponsorships you’ve given — deleting your account while sponsoring someone puts the beneficiary’s plan into a pending downgrade / grace period, since the payment backing their plan disappears with your account.
• Cancel your own subscription if you don’t want it billed further.

Sort out sponsorships and subscriptions from My Plan before deleting your account.