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⚙️ Settings & Account Management

The Settings section is your control center for managing your business account, personal profile, team members, and security settings. This comprehensive guide will walk you through every feature available in your Settings area.

📋 Overview​

Your Settings area is organized into several main sections:

  • Provider Entity Settings: Manage your business information, contact details, and social media presence
  • Profile: Update your personal information and profile picture
  • Account: View and manage your account credentials (username and email)
  • Change Password: Update your account password for security
  • Team: Invite and manage team members who can help run your business
  • Delete Account: Permanently remove your account (use with caution)

🏢 Provider Entity Settings​

The Provider Entity Settings section is where you manage all the public-facing information about your business. This is what customers and partners will see when they interact with your business on Incentise.

Getting Started​

When you first access Settings, you'll see the Provider Entity Settings page. If you haven't set up your provider entity yet, you'll see a button to "Add Provider Entity". Click this to begin.

Basic Information​

Provider Name (Required)​

  • What it is: Your business or organization name
  • Requirements: Must be at least 2 characters long
  • Example: "Acme Corporation" or "Tech Solutions Inc."
  • Tip: Use your official business name as it appears on legal documents

Website (Required)​

  • What it is: Your business website URL
  • Requirements: Must be a valid website address starting with http:// or https://
  • Example: https://www.example.com
  • Tip: Include the full URL including https:// for best results

Contact Information​

This section helps customers and partners reach you through various channels.

Email​

  • What it is: Your business contact email address
  • Optional: You can leave this blank if you prefer other contact methods
  • Example: [email protected]
  • Tip: Use a professional business email address

Phone Number​

  • What it is: Your business phone number
  • Optional: Include your country code if needed
  • Example: +1234567890 or 1234567890
  • Tip: Include the country code (starting with +) for international accessibility

WhatsApp Number​

  • What it is: Your WhatsApp business number
  • Optional: Useful for customers who prefer messaging
  • Example: +1234567890
  • Tip: Make sure this number is registered with WhatsApp Business

Telegram Number​

  • What it is: Your Telegram contact number
  • Optional: For customers who use Telegram
  • Example: +1234567890

Support Channels​

Help your customers find support through multiple channels.

Live Chat URL​

  • What it is: Link to your live chat support system
  • Optional: Must be a valid URL if provided
  • Example: https://example.com/chat
  • Tip: This could link to a chat widget, support page, or messaging platform

Contact Form URL​

  • What it is: Link to your contact form page
  • Optional: Must be a valid URL if provided
  • Example: https://example.com/contact
  • Tip: Direct customers to your website's contact page

Helpdesk URL​

  • What it is: Link to your helpdesk or support ticket system
  • Optional: Must be a valid URL if provided
  • Example: https://support.example.com
  • Tip: Useful for linking to platforms like Zendesk, Freshdesk, or similar

Support Email​

  • What it is: Dedicated email address for customer support
  • Optional: Separate from your main business email
  • Example: [email protected]
  • Tip: Use a dedicated support email to keep customer inquiries organized

Social Media​

Connect your social media profiles to increase your business visibility.

Twitter URL​

  • What it is: Link to your Twitter/X profile
  • Optional: Must be a valid URL if provided
  • Example: https://twitter.com/yourbrand
  • Tip: Use your official business Twitter account

Facebook URL​

  • What it is: Link to your Facebook page
  • Optional: Must be a valid URL if provided
  • Example: https://facebook.com/yourbrand
  • Tip: Link to your business Facebook page, not a personal profile

LinkedIn URL​

  • What it is: Link to your LinkedIn company page
  • Optional: Must be a valid URL if provided
  • Example: https://linkedin.com/company/yourbrand
  • Tip: Use your company's LinkedIn page for professional networking

Instagram URL​

  • What it is: Link to your Instagram business profile
  • Optional: Must be a valid URL if provided
  • Example: https://instagram.com/yourbrand
  • Tip: Link to your business Instagram account

Business Description​

Description​

  • What it is: A brief description of your business
  • Optional: Helps customers understand what you do
  • Tip: Write 2-3 sentences describing your business, services, or mission
  • Example: "We provide innovative incentive solutions for businesses looking to reward their customers and partners."

Logo Upload​

  • What it is: Your business logo image
  • File Requirements:
    • Maximum file size: 5MB
    • Supported formats: JPEG, JPG, PNG, WebP
    • Recommended: Square or rectangular logo with transparent background
  • Tip: Use a high-quality logo that represents your brand well. The logo will be displayed to customers and partners.

Saving Your Provider Entity Settings​

  1. Fill in all required fields (Provider Name and Website)
  2. Add any optional information you want to display
  3. Upload your logo if you have one
  4. Click "Create Provider Entity" (first time) or "Update Provider Entity" (to update existing information)
  5. Wait for the success message confirming your changes were saved

Note: If you see your current logo displayed, you can upload a new one to replace it. The new logo will automatically replace the old one.

👤 Profile Settings​

Your Profile section manages your personal information that's associated with your account. This is separate from your business (Provider Entity) information.

Profile Picture (Avatar)​

Uploading Your Profile Picture​

  1. Navigate to Settings > Profile
  2. You'll see your current profile picture (or initials if you haven't uploaded one)
  3. Click the file input field under "Profile Picture"
  4. Select an image file from your computer
  5. The image will upload automatically

Profile Picture Requirements​

  • File Size: Maximum 5MB
  • Supported Formats: JPG, JPEG, PNG, GIF, WebP
  • Tip: Use a clear, professional photo. Square images work best.

What Happens After Upload​

  • Your new profile picture will appear immediately
  • You'll see a success message confirming the upload
  • The picture will be displayed throughout your account

Personal Information​

First Name (Required)​

  • What it is: Your first name
  • Requirements:
    • Must be at least 2 characters
    • Maximum 50 characters
  • Tip: Use your real first name as it appears on official documents

Last Name​

  • What it is: Your last name or surname
  • Requirements:
    • Must be at least 2 characters if provided
    • Maximum 50 characters
  • Tip: This helps identify you within your organization

Updating Your Profile​

  1. Navigate to Settings > Profile
  2. Update your first name and/or last name in the form fields
  3. Upload a new profile picture if desired
  4. Click "Save Changes"
  5. Wait for the success message

Note: Profile picture uploads happen immediately when you select a file. You don't need to click "Save Changes" for the picture - only for name changes.

🔐 Account Settings​

The Account section shows your core account information. Some details can be viewed but not edited directly from this page.

Viewing Your Account Information​

Navigate to Settings > Account to see:

Username​

  • What it is: Your unique account identifier
  • View Only: Displayed here but cannot be edited directly
  • To Change: Click the "Edit your username" link below the field

Email Address​

  • What it is: Your registered email address
  • View Only: Displayed here but cannot be edited directly
  • To Change: Click the "Edit your email" link below the field
  • Important: This email is used for account notifications and password resets

Account Status​

  • What it is: Your current account status (e.g., Active, Inactive, Pending)
  • View Only: This is automatically managed by the system
  • Tip: If your status shows as anything other than "Active", contact support

Created At​

  • What it is: The date and time your account was created
  • View Only: This cannot be changed

Modified At​

  • What it is: The date and time your account was last updated
  • View Only: Automatically updated when you make changes

Changing Your Username​

Step-by-Step Process​

  1. Navigate to Settings > Account
  2. Find the Username field
  3. Click the "Edit your username" link
  4. You'll be taken to the Edit Username page
  5. Enter your new username in the field
  6. Click "Change Username"
  7. Wait for the success message
  8. You'll be automatically redirected back to the Account page

Username Requirements​

  • Length: Must be at least 3 characters long
  • Characters: Can contain letters, numbers, and underscores
  • Uniqueness: Must be unique - if someone else is using it, you'll need to choose a different one
  • Tip: Choose a username that's professional and easy to remember

If Your Username is Already Taken​

  • You'll see an error message
  • Try adding numbers or underscores to make it unique
  • Example: If "johnsmith" is taken, try "john_smith" or "johnsmith123"

Changing Your Email Address​

Changing your email is a two-step process for security reasons.

Step 1: Request Email Change​

  1. Navigate to Settings > Account
  2. Find the Email field
  3. Click the "Edit your email" link
  4. You'll be taken to the Edit Email page
  5. Enter your current email address in the "Current Email" field
  6. Enter your new email address in the "New Email" field
  7. Click "Save Changes (Step 1 of 2)"
  8. A verification email will be sent to your NEW email address

Step 2: Verify Your New Email​

  1. Check your new email inbox (and spam folder if needed)
  2. Look for an email from Incentise with a verification code
  3. Copy the verification code from the email
  4. You'll be automatically redirected to the verification page
  5. Enter the verification code in the field
  6. Click "Verify Code (Step 2 of 2)"
  7. Wait for the success message
  8. You'll be redirected back to the Account page

Important Notes About Email Changes​

  • Verification Required: You must verify the new email before it becomes active
  • Code Expiration: Verification codes expire after a certain time - request a new one if needed
  • Email Availability: The new email cannot already be registered to another account
  • Current Email Must Match: Make sure you enter your current email correctly in Step 1

If You Don't Receive the Verification Email​

  • Check your spam or junk folder
  • Wait a few minutes - emails can take time to arrive
  • Make sure you entered the new email address correctly
  • Try requesting the change again
  • Contact support if the problem persists

🔑 Change Password​

Keeping your password secure is essential for protecting your account. Change it regularly and whenever you suspect it may have been compromised.

Accessing Password Change​

Navigate to Settings > Change Password to update your password.

Password Requirements​

Your new password must meet these requirements:

  • Length: Between 8 and 100 characters
  • Uppercase Letter: Must contain at least one uppercase letter (A-Z)
  • Lowercase Letter: Must contain at least one lowercase letter (a-z)
  • Number: Must contain at least one number (0-9)
  • Different from Current: Cannot be the same as your current password

Good Password Examples​

  • MySecure123!
  • Business2024#
  • Incentise@Pass1

Bad Password Examples​

  • password (too simple, no numbers/uppercase)
  • 12345678 (no letters)
  • PASSWORD (no lowercase, no numbers)

Changing Your Password​

Step-by-Step Process​

  1. Navigate to Settings > Change Password
  2. Enter your current password in the "Current Password" field
    • Click the eye icon to show/hide the password if needed
  3. Enter your new password in the "New Password" field
    • Click the eye icon to show/hide the password if needed
    • Make sure it meets all the requirements listed above
  4. Review the password requirements shown below the field
  5. Click "Change Password"
  6. Wait for the success message
  7. Your password is now updated

Password Visibility Toggle​

  • Click the eye icon next to either password field to show the password
  • Click the eye-off icon to hide it again
  • This helps you verify you're typing the password correctly

If Your Current Password is Incorrect​

  • You'll see an error message
  • Double-check that you're entering your current password correctly
  • Make sure Caps Lock is not enabled
  • If you've forgotten your current password, use the "Forgot Password" feature on the login page

If Your New Password Doesn't Meet Requirements​

  • You'll see specific error messages explaining what's missing
  • Common issues:
    • "Password must contain at least one uppercase letter"
    • "Password must contain at least one lowercase letter"
    • "Password must contain at least one number"
  • Fix the issues and try again

If Your New Password is the Same as Current​

  • You'll see an error: "New password must be different with current password"
  • Choose a different password

Password Security Tips​

  1. Use a Unique Password: Don't reuse passwords from other accounts
  2. Make it Memorable: Use a phrase or combination you can remember
  3. Don't Share It: Never share your password with anyone
  4. Change Regularly: Update your password every 3-6 months
  5. Use a Password Manager: Consider using a password manager to generate and store strong passwords

👥 Team Management​

The Team section allows you to invite and manage team members who can help you run your business on Incentise. This is useful if you have employees, partners, or collaborators who need access to your account.

Viewing Team Members​

Accessing the Team Page​

  1. Navigate to Settings > Team
  2. You'll see a list of all current team members

Team Member Information Displayed​

For each team member, you can see:

  • Email Address: Their registered email
  • Full Name: Their first and last name (if provided)
  • Role: Their role in your organization (e.g., Admin, Member)
  • Username: Their account username
  • Status: Whether they're Active or Inactive
  • Created: When they joined your team
  • Updated: When their information was last modified

Searching Team Members​

  1. Use the search box at the top of the team list
  2. Type any part of their name, email, or username
  3. The list will filter automatically as you type
  4. Clear the search box to see all members again

Pagination​

  • If you have many team members, they'll be displayed across multiple pages
  • Use the pagination controls at the bottom to navigate
  • You can change how many members are shown per page (5, 10, 20, or 50)
  • The page shows "Showing X to Y of Z entries" to help you navigate

Inviting Team Members​

Accessing the Invitation Page​

  1. Navigate to Settings > Team
  2. Click the "List Team Member Invitations" button
  3. On the invitations page, click "Invite Team Member" button
  4. You'll be taken to the invitation form

Creating an Invitation​

  1. Enter the email address of the person you want to invite
    • Make sure it's a valid email address
    • The person must have an Incentise account with this email, or they'll need to create one
  2. Click "Send Invitation"
  3. Wait for the success message
  4. You'll be redirected to the invitations list

Invitation Process​

  • The invited person will receive an email notification
  • They need to accept the invitation to join your team
  • Once accepted, they'll appear in your team members list

Plan Limitations​

  • Free plans have a limit on the number of team members
  • If you've reached your limit, you'll see an upgrade modal
  • Consider upgrading your plan to add more team members

Managing Team Member Invitations​

Viewing Invitations​

  1. Navigate to Settings > Team
  2. Click "List Team Member Invitations"
  3. You'll see all pending and completed invitations

Invitation Status​

Invitations can have different statuses:

  • Pending: The invitation has been sent but not yet accepted
  • Accepted: The invitation was accepted and the person joined your team
  • Expired: The invitation expired before being accepted
  • Cancelled: The invitation was cancelled

Searching Invitations​

  • Use the search box to find specific invitations
  • Search by email address or name
  • The list filters automatically as you type

Invitation Details​

For each invitation, you can see:

  • Email Address: The email of the invited person
  • Status: Current invitation status
  • Created: When the invitation was sent
  • Updated: When the invitation status last changed

Resending Invitations​

If an invitation expires or needs to be resent:

  1. Go to the invitations list
  2. Find the invitation you want to resend
  3. You may need to create a new invitation if the old one expired

Team Member Roles​

Team members can have different roles that determine their access level:

  • Admin: Full access to manage your business settings and operations
  • Member: Limited access for day-to-day operations
  • Viewer: Read-only access to view information

Note: Role management may be available in future updates. Contact support if you need to change a team member's role.

🗑️ Delete Account​

⚠️ WARNING: Account deletion is PERMANENT and CANNOT be undone.

Before proceeding, make sure you understand the consequences and have backed up any important data.

Understanding Account Deletion​

When you delete your account:

  • All your data will be permanently removed from the system
  • You will lose access to all your business information, programs, and history
  • This action cannot be reversed - there is no way to recover a deleted account
  • You will be immediately logged out and redirected to the login page
  • All team member access will be revoked
  • All active programs and incentives associated with your account will be affected

Before Deleting Your Account​

Before you proceed with account deletion, consider:

  1. Backup Important Data: Download or export any business data, reports, or information you need to keep
  2. Close Active Programs: Complete or close any active incentive programs
  3. Resolve Outstanding Issues: Make sure there are no pending transactions or unresolved matters
  4. Notify Team Members: Inform your team members that the account will be deleted
  5. Consider Alternatives:
    • Can you achieve your goal by simply not using the account?
    • Would deactivating or pausing be better than deleting?
    • Have you contacted support to see if there's another solution?

How to Delete Your Account​

Step-by-Step Process​

  1. Navigate to Settings > Delete Account
  2. Read the warning message carefully
  3. In the confirmation field, type exactly: DELETE MY ACCOUNT
    • The text must match exactly (all uppercase, with spaces)
    • This is a safety measure to prevent accidental deletion
  4. Click the "Delete My Account" button
  5. Wait for the confirmation
  6. You will be automatically logged out
  7. You'll be redirected to the login page

Confirmation Text Requirements​

  • Must be typed exactly as: DELETE MY ACCOUNT
  • Case-sensitive: All letters must be uppercase
  • Spaces matter: Include spaces between words
  • No extra characters: Don't add anything else

If the Confirmation Text is Incorrect​

  • You'll see an error message
  • The deletion will not proceed
  • Check that you typed the text exactly as shown
  • Try again with the correct text

After Account Deletion​

Once your account is deleted:

  • You cannot log in with your previous credentials
  • All your data is permanently removed
  • You cannot recover the account
  • If you want to use Incentise again, you'll need to create a new account

Alternatives to Account Deletion​

If you're considering deleting your account because:

  • You're not using it: Simply stop using it - there's no need to delete it
  • You have concerns: Contact support - they may be able to help
  • You want a fresh start: Consider if you really need to delete, or if you can just start fresh with the existing account
  • You're switching businesses: You might be able to update your business information instead

Contact Support: Before deleting, consider reaching out to support to discuss your situation. They may have solutions that don't require account deletion.

🛡️ Security Best Practices​

Protecting your account is crucial for your business security. Follow these best practices:

Password Security​

  1. Use Strong Passwords:

    • Mix uppercase, lowercase, numbers, and special characters
    • Make it at least 12 characters long
    • Don't use common words or personal information

  2. Don't Reuse Passwords:

    • Use a unique password for your Incentise account
    • Don't use the same password for multiple accounts

  3. Change Passwords Regularly:

    • Update your password every 3-6 months
    • Change it immediately if you suspect it's been compromised

  4. Use a Password Manager:

    • Consider using a password manager to generate and store strong, unique passwords
    • Popular options include LastPass, 1Password, or Bitwarden

Account Security​

  1. Keep Your Email Secure:

    • Your email is used for password resets and important notifications
    • Use a strong password for your email account
    • Enable two-factor authentication on your email if available

  2. Monitor Your Account:

    • Regularly check your account settings
    • Review your team members list for any unauthorized access
    • Check your account activity if available

  3. Be Careful with Team Invitations:

    • Only invite people you trust
    • Remove team members who no longer need access
    • Regularly review your team member list

Data Protection​

  1. Keep Information Updated:

    • Regularly update your profile and business information
    • Ensure your contact information is current
    • Update your email if it changes

  2. Backup Important Data:

    • Regularly export or download important business data
    • Keep backups of critical information
    • Don't rely solely on the platform for data storage

  3. Secure Your Devices:

    • Use strong passwords or biometric locks on your devices
    • Keep your devices updated with the latest security patches
    • Don't access your account on public or shared computers

General Security Tips​

  1. Log Out When Finished:

    • Always log out when you're done, especially on shared devices
    • Don't stay logged in on public computers

  2. Be Wary of Phishing:

    • Incentise will never ask for your password via email
    • Be suspicious of emails asking for account information
    • Always verify the sender before clicking links

  3. Report Suspicious Activity:

    • If you notice anything unusual, contact support immediately
    • Change your password if you suspect unauthorized access
    • Review your account settings for any unexpected changes

🔧 Troubleshooting​

Common Issues and Solutions​

Profile Picture Won't Upload​

Problem: Your profile picture upload fails or shows an error.

Solutions:

  • Check the file size - it must be under 5MB
  • Verify the file format - only JPG, JPEG, PNG, GIF, and WebP are supported
  • Try a different image file
  • Make sure you have a stable internet connection
  • Clear your browser cache and try again

Can't Change Username​

Problem: You get an error when trying to change your username.

Solutions:

  • Make sure the username is at least 3 characters long
  • Check that it only contains letters, numbers, and underscores
  • The username might already be taken - try a different one
  • Wait a moment and try again - there might be a temporary issue

Email Verification Code Not Received​

Problem: You don't receive the verification email when changing your email.

Solutions:

  • Check your spam or junk folder
  • Wait a few minutes - emails can take time to arrive
  • Verify you entered the new email address correctly
  • Make sure the email address is valid and active
  • Try requesting the verification code again
  • Contact support if the problem persists

Password Change Fails​

Problem: You can't change your password or get an error.

Solutions:

  • Verify your current password is correct
  • Make sure your new password meets all requirements:
    • At least 8 characters (up to 100)
    • Contains at least one uppercase letter
    • Contains at least one lowercase letter
    • Contains at least one number
  • Ensure the new password is different from your current password
  • Check that Caps Lock is not enabled
  • Try typing the password in a text editor first, then copy and paste it

Team Member Invitation Not Received​

Problem: The person you invited doesn't receive the invitation email.

Solutions:

  • Verify you entered the email address correctly
  • Ask them to check their spam folder
  • Make sure the email address is associated with an Incentise account
  • They may need to create an account first if they don't have one
  • Try sending the invitation again

Can't Delete Account​

Problem: The account deletion confirmation doesn't work.

Solutions:

  • Make sure you typed DELETE MY ACCOUNT exactly (all uppercase, with spaces)
  • Don't add any extra characters or spaces
  • Check that you're on the correct page (Settings > Delete Account)
  • Try refreshing the page and attempting again

Provider Entity Settings Won't Save​

Problem: Your provider entity information doesn't save.

Solutions:

  • Make sure Provider Name and Website are filled in (required fields)
  • Verify the Website field is a valid URL starting with http:// or https://
  • Check that all URL fields (if filled) are valid URLs
  • Make sure your logo file (if uploading) is under 5MB and in a supported format
  • Try saving again after a moment

Getting Additional Help​

If you're still experiencing issues:

  1. Review This Guide: Make sure you followed all the steps correctly
  2. Check Requirements: Verify that all requirements are met (file sizes, formats, etc.)
  3. Try Again: Sometimes a simple retry resolves temporary issues
  4. Clear Browser Cache: Clear your browser's cache and cookies, then try again
  5. Try a Different Browser: Sometimes browser-specific issues can occur
  6. Contact Support: If problems persist, contact Incentise support with:
    • A description of the problem
    • What you were trying to do
    • Any error messages you received
    • Screenshots if possible

💡 Tips and Best Practices​

Keeping Your Information Current​

  1. Regular Updates: Review and update your settings monthly
  2. Seasonal Reviews: Check your business information before major campaigns or seasons
  3. Team Audits: Regularly review your team members list and remove those who no longer need access
  4. Password Rotation: Change your password every 3-6 months as a security best practice

Making the Most of Your Settings​

  1. Complete Your Profile: Fill in all available fields to give customers and partners complete information about your business
  2. Use Social Media Links: Connect all your social media profiles to increase visibility
  3. Professional Logo: Use a high-quality, professional logo that represents your brand well
  4. Clear Contact Information: Make it easy for customers to reach you through multiple channels
  5. Team Collaboration: Invite trusted team members to help manage your account efficiently

Organization Tips​

  1. Document Your Settings: Keep a record of important settings changes
  2. Team Communication: Inform team members when you make significant changes
  3. Backup Information: Keep copies of important business information outside the platform
  4. Regular Maintenance: Set reminders to review your settings periodically

📞 Need More Help?​

If you need assistance with your settings:

  1. Check This Guide: This guide covers most common questions and procedures
  2. Search Documentation: Look through other Incentise documentation for related topics
  3. Contact Support: Reach out to Incentise support for personalized assistance
  4. Community Forums: Check if there's a community forum or discussion area for users

Your settings are the foundation of your presence on Incentise. Taking time to properly configure and maintain them will help ensure a smooth and successful experience on the platform.