Account
The Account page and related flows, covering your name and profile picture, email verification, password change and reset, two-factor authentication, passkeys, organisation invitations, exporting your data, creating an account, the emails OrcAI sends, switching organisation, and legal links.
The Account page holds your personal settings. Open it from Account in the user menu at the bottom of the sidebar.
Tabs
- Profile (
/app/account): a summary card with your Name and Email, Email verification and Your profile - Security (
/app/account/security): Change password, Two-factor authentication and Passkeys - Invitations (
/app/account/invitations): Organisation invitations, with Pending, Accepted and Rejected tabs - Data (
/app/account/data): Export your data, and Legal with links to the privacy policy and terms of use
Summary card
The card at the top shows your picture, Name and Email as stored on your account. It shows no usage figures. Quota pool usage appears in each chat above the composer.
Email verification
The Email verification card says whether your email address is verified.
While it is not verified, the card offers Send verification email, which sends a new verification link. Once verified, the button no longer shows. Verification is optional for access.
Profile
The Your profile card edits your profile picture and your Name. Save the name with Save profile. Your email address cannot be changed here.
Change picture opens a dialog where you pick or drop one PNG, JPEG, WebP or GIF of up to 10 MB, drag and zoom it into the square, and choose Save. An animated GIF keeps its first frame. The browser stores a 256 by 256 pixel WebP, which drops the file's metadata, such as the GPS position of a photo. Remove picture deletes it, and your initials show in its place.
Your picture shows next to your name in the user menu, member lists and pickers of every organisation you belong to. Only signed-in users of this OrcAI instance can load it, and a removed picture disappears at once. A picture can only be set through this dialog, and an address of an image elsewhere is refused.
Password
The Change password card asks for your Current password, a New password and Confirm new password. Submitting with Change password asks you to confirm before the password changes.
If you have forgotten your password, use Forgot password? on the sign-in page. It opens /forgot-password, where you request a reset email. The link in that email opens /reset-password, where you choose a new password.
Two-factor authentication
Two-factor authentication (2FA) asks for a code from an authenticator app, such as a password manager or a phone app, after your password. Set it up on the Security tab:
- Select Set up two-factor authentication and confirm your password.
- Scan the QR code with your authenticator app, or enter the Setup key by hand.
- Enter the six-digit code the app shows and select Verify and turn on.
- Copy or download the ten backup codes shown next and keep them somewhere safe. They are shown only once, and each signs you in once when you cannot use your authenticator app.
When you sign in, OrcAI then asks for a code from the app. Use a backup code switches to a backup code. Trust this device for 30 days skips the code on this browser for 30 days.
On the Security tab, New backup codes replaces your backup codes and Turn off turns 2FA off. Both ask for your password. Turning 2FA off sends you an email. When the instance admin requires 2FA for you, Turn off is missing, and signing in without it set up takes you to a setup page first.
If you lose your authenticator app, sign in with a backup code and set up 2FA again. Without a backup code, ask the instance admin to reset your 2FA.
Passkeys
A passkey signs you in without your password. On the sign-in page, select Use a passkey, and your device or security key asks for your PIN, fingerprint or face. A passkey that does not check who you are, such as a security key without a PIN, is refused. Signing in with a passkey skips the 2FA code, because the passkey already proves both.
Add a passkey on the Security tab registers one from this device or a security key, and you get an email about it. The list names each passkey after its provider where it can, and Delete removes one. Your password keeps working alongside your passkeys.
A passkey belongs to the address OrcAI runs at. If the instance moves to another address, add your passkeys again. When the instance admin requires 2FA for you, a passkey alone does not meet it, so set up an authenticator app as well.
Invitations
You create an account from an invitation link that an admin or manager of the organisation you join sends, and nobody can create an account without one. The link opens Create your account (/register), which names the inviting organisation, and the address is fixed by the invitation.
Creating the account needs the invitation ID from the link and a matching address, and it accepts only that invitation. Other pending invitations stay visible in the organisation picker, even with one active organisation. With one active organisation and no pending invitations, you enter it directly.
The same link works with an existing account. Choose Sign in below the form, and after you sign in, including the 2FA step, the organisation selection page opens with the invitation to accept. Opening the link while signed in goes there directly. If you are signed in with another address, the page names the invited address and offers Sign out, after which the link opens Create your account again. An expired link shows Invitation expired, and a used or deleted one Invitation not found.
Invitations that arrive after your account exists are listed in the Organisation invitations card on the Invitations tab and on the organisation selection page (/select-organization), where you Accept or Reject them. The card shows Pending first, with 12 invitations per page and Previous
and Next buttons within each tab.
Data Export
The Export your data card builds a zip archive of your data. Start it with Export my data and confirm, and the card shows that the export is being prepared. You can leave the page meanwhile. Only one export runs at a time.
The archive holds:
profile.json: your name, email, language, preferences, and organisation memberships with their roles, and animagefield that namesprofile/avatar.webpor is empty without a pictureprofile/avatar.webp: your profile picture, if you set oneratings.jsonandfavourites.json: your message ratings and favourite botsbots.json,blocks.jsonandassets.json: the bots, blocks and assets you ownchats/: each of your chats, including OrcAI Assistant conversations and the chats of organisations you left, as JSON with all messages and as a Markdown transcript like the one Download chat savesfiles/: the original file of each asset you uploaded
When the archive is ready, the card offers Download and you receive an email that links to the Data tab. The download stays available for 24 hours, and then the archive is deleted. Once an export exists the button reads Export again, which also asks for confirmation. You can start a new export once the previous one has finished or failed. Each export also shows in Activity, and a failed one stays there until a later export is ready or you hide it.
Emails from OrcAI
OrcAI emails you when something happens to your account. Each email is in the language you chose with the header's Language switcher, except an invitation, which is in the language the person who invited you picked.
| When it arrives | |
|---|---|
| You are invited to … | An admin or manager invites you to an organisation. |
| Verify your email address | You create your account, or you or an admin choose Send verification email. |
| Reset your OrcAI password | You request a reset with Forgot password?, or an admin chooses Send password reset email. |
| Your OrcAI data export is ready | An export of your data is ready to download. |
| A passkey was added to your account | A passkey is added to your account. |
| Two-factor authentication was turned off | You turn 2FA off. |
| Two-factor authentication was reset | An instance admin resets your 2FA. |
| You are now an instance admin | An instance admin gives you the instance role. |
| You are no longer an instance admin | An instance admin takes the instance role away. |
Instance admins can also send themselves a test email from the Health page. The background workers send every email, so an instance without running workers sends none.
Organisation context and switching
The user menu at the bottom of the sidebar shows your active organisation and includes Switch organisation.
Switch organisation opens Select your organisation (/select-organization), where you pick another organisation you belong to and see pending invitations. Instance admins also find a Manage instance link there.
Chats belong to the organisation they were started in. After you leave an organisation, or are removed from it, your chats there stay readable but read-only under Chat history, which Select your organisation links to even when you belong to no organisation.
Legal
The Legal section links to the Privacy policy (/privacy) and the Terms of use (/tou). Both open in a new browser tab. Whoever runs the instance provides both texts, and you agree to them when you create your account.
Using OrcAI
Guide to the OrcAI app for members, contributors and admins, with the home page, sidebar, user menu and header and their paths.
Chat
Start chats with or without a bot, find and pin them, branch them, attach files and assets, change chat settings, follow quota pools and asset preparation, read citations, and delete chats.