Account Management

Account Management

Your OstrichDB account provides access to all database features, user settings, and billing information. This guide covers account creation, profile management, security settings, and account maintenance.

Account Creation

Registration Process

Sign Up Steps:

1. Visit the OstrichDB homepage
2. Click “Start Building Free” or “Sign Up”
3. Choose registration method:
   • Email and password
   • Google OAuth
   • GitHub OAuth
   • Microsoft OAuth
4. Complete the registration form
5. Verify your email address
6. Set up your profile information

Registration Requirements:

• Valid email address: Used for account verification and communications
• Strong password: Minimum 8 characters with mixed case, numbers, and symbols
• Unique username: Used for account identification and API access
• Terms acceptance: Agreement to Terms of Service and Privacy Policy

Email Verification

Verification Process:

1. Check your email for verification message from OstrichDB
2. Click the verification link in the email
3. Return to OstrichDB and sign in
4. Complete profile setup if prompted

Troubleshooting Verification:

• Check spam folder if verification email doesn’t arrive
• Request new verification if email is lost
• Contact support if verification fails repeatedly
• Use different email if provider blocks verification emails

Profile Management

Profile Information

Basic Profile Data:

• Display Name: How your name appears in the interface
• Email Address: Primary contact and login email
• Username: Unique identifier for your account
• Profile Picture: Optional avatar image
• Time Zone: For accurate timestamp display
• Language Preference: Interface language setting

Updating Profile Information

Change Display Name:

1. Navigate to Account Settings
2. Click “Profile” tab
3. Edit display name field
4. Click “Save Changes”

Update Email Address:

1. Go to Account Settings → Profile
2. Click “Change Email”
3. Enter new email address
4. Verify new email via confirmation message
5. Confirm change in original email

Modify Username:

1. Access Account Settings → Profile
2. Click “Change Username”
3. Enter desired username (must be unique)
4. Review impact on API endpoints and integrations
5. Confirm change and update external references

Upload Profile Picture:

1. Go to Account Settings → Profile
2. Click “Upload Picture”
3. Select image file (JPG, PNG, max 2MB)
4. Crop and adjust as needed
5. Save new avatar

Security Settings

Password Management

Change Password:

1. Navigate to Account Settings → Security
2. Click “Change Password”
3. Enter current password for verification
4. Set new password (follow strength requirements)
5. Confirm new password
6. Save changes

Password Requirements:

• Minimum 8 characters in length
• Mixed case letters (uppercase and lowercase)
• At least one number (0-9)
• Special character (!, @, #, $, etc.)
• Not a common password (dictionary words, sequences)
• Different from previous passwords

Two-Factor Authentication (2FA)

Enable 2FA:

1. Go to Account Settings → Security
2. Click “Enable Two-Factor Authentication”
3. Choose method:
   • Authenticator app (recommended)
   • SMS text messages
   • Email codes
4. Follow setup instructions for chosen method
5. Save backup codes in secure location
6. Test authentication to confirm setup

Recommended Authenticator Apps:

• Google Authenticator: Free, widely supported
• Authy: Cloud backup and multi-device sync
• 1Password: Integrated with password manager
• Microsoft Authenticator: Integration with Microsoft accounts

Backup Codes:

• Generate and save 10 single-use backup codes
• Store securely (password manager, encrypted file)
• Use only when primary 2FA method unavailable
• Regenerate codes after using several

Session Management

Active Sessions:

• View all active sessions across devices
• See login locations and device information
• Last activity timestamps for each session
• IP addresses and browser details

Session Security:

1. Navigate to Account Settings → Security → Sessions
2. Review active sessions for unfamiliar activity
3. Terminate suspicious sessions immediately
4. Sign out all devices if account compromise suspected
5. Change password if unauthorized access detected

API Access Management

API Keys:

• Generate personal access tokens for API usage
• Set expiration dates for enhanced security
• Scope permissions to limit access
• Revoke compromised keys immediately

Key Management Best Practices:

• Use separate keys for different applications
• Rotate keys regularly (every 90 days recommended)
• Store securely in environment variables or key management systems
• Monitor usage for unusual patterns
• Revoke unused keys promptly

Account Usage and Billing

Usage Monitoring

Current Usage Display:

• Storage used vs. plan limits
• Projects created vs. maximum allowed
• Collections count across all projects
• API requests made this month
• NLP queries used (Pro/Enterprise plans)

Usage History:

• Monthly usage trends and patterns
• Storage growth over time
• Feature utilization statistics
• Performance metrics and response times

Billing Information (Pro/Enterprise)

Billing Dashboard:

• Current plan and pricing
• Next billing date and amount
• Payment method on file
• Billing history and invoices
• Usage overages and additional charges

Payment Methods:

1. Navigate to Account Settings → Billing
2. Click “Payment Methods”
3. Add new payment method:
   • Credit/debit cards
   • PayPal account
   • Bank transfer (Enterprise)
4. Set default method for recurring charges
5. Remove old methods when no longer needed

Invoice Access:

• Download PDF invoices for accounting
• Email invoices to accounting department
• Set up automatic forwarding to billing contacts
• Access tax documents and receipts

Plan Management

Upgrade Process:

1. Go to Account Settings → Billing → Plan
2. Compare plan features and limits
3. Select new plan (Pro or Enterprise)
4. Review pricing and billing cycle
5. Confirm upgrade and payment authorization
6. Immediate access to new features

Downgrade Process:

1. Review current usage against lower plan limits
2. Reduce usage to fit within new limits:
   • Delete excess projects
   • Remove extra collections
   • Clear storage overage
3. Request downgrade in billing section
4. Confirm understanding of feature loss
5. Process at next billing cycle

Notifications and Preferences

Email Notifications

Notification Types:

• Account security: Login alerts, password changes
• Usage alerts: Storage limits, quota warnings
• Billing notifications: Payment confirmations, failures
• Product updates: New features, maintenance notices
• Marketing communications: Newsletter, feature highlights

Manage Email Preferences:

1. Navigate to Account Settings → Notifications
2. Toggle categories on/off as desired
3. Set frequency for digest emails
4. Choose delivery times for optimal scheduling
5. Save preferences

In-App Notifications

Dashboard Notifications:

• System status updates and maintenance
• Usage warnings for approaching limits
• Security alerts for suspicious activity
• Feature announcements and tutorials

Notification Settings:

• Enable/disable notification types
• Set priority levels for different alerts
• Choose display duration for notifications
• Configure sound alerts (if desired)

Data Management

Data Export

Account Data Export:

1. Go to Account Settings → Data & Privacy
2. Click “Export My Data”
3. Select data types to include:
   • Profile information
   • Project metadata
   • Database contents
   • Usage statistics
4. Choose export format (JSON, CSV)
5. Confirm export request
6. Download link sent via email

Export Timeline:

• Small accounts: Within 24 hours
• Large accounts: Up to 7 days
• Enterprise accounts: Custom timeline based on data size
• Automatic cleanup: Download links expire after 30 days

Data Retention

Account Deletion:

1. Navigate to Account Settings → Data & Privacy
2. Click “Delete Account”
3. Review consequences:
   • All projects and data deleted
   • Billing stops immediately
   • Username becomes available for reuse
   • Action is irreversible
4. Type account name to confirm
5. Enter password for final verification
6. Confirm deletion

Data Retention Policy:

• Active accounts: Data retained indefinitely
• Inactive accounts: Email reminders after 12 months
• Deleted accounts: Data purged within 30 days
• Backup retention: Based on plan (7 days to 1 year)

Account Recovery

Password Recovery

Reset Password:

1. Go to OstrichDB login page
2. Click “Forgot Password”
3. Enter email address associated with account
4. Check email for reset instructions
5. Click reset link in email
6. Set new password following requirements
7. Sign in with new credentials

Recovery Troubleshooting:

• Check spam folder for reset emails
• Verify email address spelling
• Contact support if email not received
• Use alternative recovery methods if available

Account Lockout Recovery

Lockout Scenarios:

• Too many failed login attempts
• Suspicious activity detection
• 2FA device unavailable
• Compromised account suspected

Recovery Process:

1. Wait for automatic unlock (usually 30 minutes)
2. Use backup codes if 2FA issue
3. Contact support for manual unlock
4. Verify identity through security questions or documentation
5. Reset security settings if needed

Support and Help

Getting Help

Self-Service Resources:

• Documentation: Comprehensive guides and references
• FAQ section: Common questions and answers
• Video tutorials: Step-by-step visual guides
• Community forum: User discussions and solutions

Direct Support Channels:

• Free accounts: Community Discord and email support
• Pro accounts: Private Discord channels and priority email
• Enterprise accounts: 24/7 phone support and dedicated account managers

Contact Information

Support Channels:

• Email: admin@archetype-dynamics.com
• Discord: https://discord.gg/FPd7SmMMmk
• Documentation: This documentation site
• GitHub Issues: For bug reports and feature requests

Response Times:

• Community support: Best effort, typically within 24-48 hours
• Pro support: Within 24 hours for normal issues
• Enterprise support: Within 1 hour for critical issues, 4 hours for normal

Best Practices

Account Security

Security Recommendations:

• Enable 2FA on all accounts
• Use strong, unique passwords for OstrichDB
• Regularly review active sessions and API keys
• Monitor account activity for suspicious behavior
• Keep contact information up to date

Account Maintenance

Regular Maintenance Tasks:

• Review and update profile information quarterly
• Audit project and collection usage monthly
• Clean up unused projects and data regularly
• Update payment methods before expiration
• Review notification preferences periodically

Privacy Protection

Privacy Best Practices:

• Limit personal information in project names and data
• Use project passwords for sensitive collections
• Regularly review data sharing and access permissions
• Export important data for local backup
• Understand data retention policies and timelines

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Account management features and options may vary by plan tier. Contact support for assistance with account-related issues.