Account and profile

Your Spensa account controls sign-in, email addresses, password, language, and which companies you can access. Company settings control the business itself. Keep those two ideas separate when you change profile details or help someone else sign in.

What this is for

• Open your profile menu.
• Switch between companies.
• Change your personal app language.
• Add and confirm extra email addresses.
• Change or reset your password.
• Delete your personal account.
• Understand how account, company, and location access differ.

Where to open it

On the web app, click your profile at the bottom of the left sidebar. From there you can sign out, switch companies, and open settings. Your personal account page lives inside company settings under Account.

In the phone app, open More > Settings. Staff members who sign in with a username have a smaller settings screen. Their manager resets their password from the Users page.

Access and permissions

Company members who sign in with an email address can manage their own account. Staff members who sign in with a username do not manage email addresses in Spensa. They use the phone app settings where available, or ask a manager to reset their password.

Account, company, and location

These three levels are separate:

• Account - you as a person, including sign-in, email addresses, password, and language.
• Company - the business in Spensa. It holds billing, company members, suppliers, products, invoices, menu costs, and company-wide settings.
• Location - a restaurant, store room, or operating site inside the company. Orders, inventory counts, schedules, and many tasks can belong to a location.

The app may use "organization" for company and "establishment" for location in some places. They mean the same things in these guides.

Profile menu

The profile menu is the quickest place to see which account and company you are using.

• Switch company appears when your account belongs to more than one company.
• Settings opens the company settings area.
• Sign out ends your current session.

If you belong to several companies, each company keeps its own display name for you. Changing your name in one company does not rename you everywhere else.

Language

Language is personal. Changing it affects only your own account.

1. Open company settings.
2. Go to Language.
3. Pick the language you want to use.

The web app supports English, German, Serbian, Croatian, Turkish, Vietnamese, Chinese, Japanese, Korean, and Thai. The sign-in and sign-up pages also have a language switcher. The phone app has its own app-language setting.

Profile picture

On the web, open Settings > Account. The Profile picture section appears first.

1. Click Add photo, or Change photo if you already have one.
2. Choose a photo, then drag it to reposition the crop and adjust Zoom.
3. Click Save photo. Your updated picture appears in the section.

Click Remove beside the photo controls to return to your initial.

Email addresses

Your account has one primary email address and can have extra email addresses.

1. Open Settings > Account and find Email Addresses.
2. Click Change Email below the address list.
3. Enter the new address and click Next.
4. Open the verification email and click Verify Email Address.
5. Return to Spensa. When Email changed appears, click Done. The new address appears under Primary Email.

Use the menu beside an additional address to resend verification or remove it.

Password

Change your password from the Account settings page.

1. Open Settings > Account and find the password section.
2. Enter your current password and the new password of at least 8 characters, then confirm the new password.
3. Click Change Password. The current session stays active; use the new password on your other devices.

After changing your password, Spensa signs you out on other devices and browsers. The current session stays active so you can keep working.

If you forgot the password, use the forgotten-password link on the sign-in page. Spensa emails you a reset link. Staff members with username accounts ask a manager to reset a forgotten password. A personal contact email in an employee file does not become a sign-in or password-reset address.

Connected apps

On the web, Settings > Account includes Connected apps, where you can connect Claude or ChatGPT to Spensa. You must be a company member to approve a connection; staff accounts that sign in with a username cannot connect.

1. Open Settings > Account and find Connected apps.
2. Expand Connect Claude or ChatGPT, then click Copy beside Server address.
3. Add that address in your assistant's connector settings and start the connection. Your assistant may require a plan or administrator setting that supports custom connectors.
4. Sign in to Spensa and choose an Organization. Select from the companies shown; you must be a member of the company you choose.
5. Leave access read-only, or select Read and write if your assistant requested it. Write access permits changes, deletions, sending supplier orders, and document processing; existing plan limits and processing charges apply.
6. Click Allow access to return to your assistant, then check that the connection appears under Connected apps in Spensa.

If no companies are available, the approval page shows that message without permission choices or an Allow access button. Check that you are signed in with a company member account of the company you want to connect, then start a fresh request from your assistant.

To remove a connection, find it under Connected apps and click Disconnect. Company administrators can select their company's connections from the filter to manage them.

Delete your account

Deleting your account cannot be undone. Your login, email addresses, and personal settings are removed, and you leave all your companies. Your shifts from today on are deleted. The work you did for your companies, such as orders, inventory counts, and tasks, stays with them and keeps your name as the company knew you.

Use the web app with your email-based account. Transfer administration first if you are the only admin of a company.

1. Open Settings > Account.
2. Click Delete Account in the account-deletion section.
3. Read the notice. Click Cancel to keep the account, or Delete Account to confirm. There is no typed confirmation.
4. On success, you are signed out. If Cannot Delete Account appears, follow the displayed reason and resolve the remaining administration requirement before trying again.

Spensa blocks deletion if you are the only admin of any company. Add another admin or delete the company first. You can sign up again later with the same email address; that creates a new, empty account.

How this connects to other parts of Spensa

• Team and permissions - invite people, create staff accounts, and decide what each person can do.
• Settings and billing - manage company settings, billing, categories, inbound email, and plan limits.
• Notifications - understand the bell, push messages, and email alerts.
• Mobile app - use the phone app settings and sign out from a phone.

Good to know

• Your account can belong to more than one company.
• Staff username accounts do not use email for sign-in; their employee file can hold a separate personal contact email.
• Changing your password signs out other sessions.
• The last admin cannot leave or delete their account until another admin exists.
• Deleting your account cannot be undone. Your work stays with your companies under your name.