Profile Management & Organization Access Manual

Section 1: Introduction & Concepts

1.1 What Is Profile Management?

The Profile Management area in Propamp.ai is where each user can review and control their personal account details, security settings, notifications, billing information, subscription plan, and organization membership. It acts as a single, central place to:

• Keep your personal contact details up to date.
• Control how you log in and how strong your password is.
• Decide which notifications you receive by email.
• Review and manage your subscription and payment methods (if you are an administrator).
• Understand which organization you currently belong to and, in some cases, manage invitations and members.

Profile Management is designed for both everyday users (who mainly update their profile and security settings) and administrators (who additionally manage billing, subscriptions, and organizational access).

1.2 Key Terminology (Glossary)

1.3 Why Use Profile Management?

• Keep contact information accurate: Ensuring your name, email, and phone number are correct helps your team recognize you and lets the system send notifications to the right place.
• Improve account security: You can update your password and review key security options to reduce the risk of unauthorized access.
• Control how and when you are notified: You decide whether to receive email notifications for logins and other events, which helps you stay informed without being overwhelmed.
• Understand and manage your subscription (admins): You can see which plan your organization is on, how many seats and countries are included, and when your subscription renews, helping with budgeting and planning.
• Manage payment methods (admins): You can update cards and billing details to make sure payments go through smoothly and avoid service interruptions.
• Coordinate team access: Via invitations and organization management, you can bring colleagues into the workspace and monitor membership.
• Stay compliant with internal policies: Many organizations require regular password updates, strict access control, and clear ownership of billing; Profile Management supports these needs in one place.

Section 2: Interface Overview

2.1 Navigation & Layout

The Profile Management experience lives at a page typically labeled “Profile Management”. When you open it, you see:

• A page header with the title “Profile Management”.
• A tab bar directly under the header, providing access to:
  • Profile
  • Security
  • Notifications
  • Billing
  • Subscription
  • Organization
• A main content area that changes based on the selected tab.

Within the profile area, organization‑related tools (invites and members) often appear in a dedicated organization section or in modal windows. You typically navigate:

1. From the main application navigation into Profile Management.
2. Between tabs (Profile, Security, Notifications, Billing, Subscription, Organization).
3. Within each tab, using buttons, toggles, and inputs to update your information or open specialized dialogs (for example, Change Password, Manage Subscription, Send Invitations).

The tab bar remembers which tab you selected through the page’s address parameters, so reloading the page can bring you back to the same section.

2.2 Common UI Patterns

Across the Profile Management and organization pages you will see several recurring patterns:

• Tabs: Horizontal tab controls at the top of the content area let you switch between different sections (for example, Profile, Security, Billing). An animated underline highlights the active tab.
• Cards: Information is grouped into cards with a title, description, and content area (for example, subscription summary, feature list, access restrictions).
• Tables: Organization invites and members are shown in tables with columns for email, status, sender, and dates.
• Forms and Inputs: Standard text inputs (for name, job title, phone), file inputs (for avatar upload), email and password fields, and numeric inputs (for subscription resource adjustments) are used.
• Switches and Toggles: For options such as enabling or disabling email notifications or login alerts, switches slide between “on” and “off”.
• Badges: Small colored labels indicate statuses such as subscription state (Active, Trial, Past Due) or invitation status (Pending, Accepted, Declined, Banned).
• Dialogs (Pop‑ups):
  • The Change Password dialog appears inside the Security tab.
  • The Stripe subscription portal opens in a new window when you manage subscription and billing.
  • Invitation flows may be embedded on a management page or inside scrollable panels.
• Alerts: Highlight important states (for example, restricted access, past‑due payments, or missing subscriptions).

Tables, cards, and dialogs all follow a consistent style so that once you understand one, others feel familiar.

2.3 Settings & Preferences

The Profile Management and organization screens offer several user‑configurable settings:

• Personal details (Profile tab):

  • First name
  • Last name
  • Phone number
  • Job title
  • Avatar (profile picture)

• Security preferences (Security tab):

  • Two‑factor authentication (visual toggle; actual configuration may be guided by your organization)
  • Email notifications for login events

• Notification preferences (Notifications tab):

  • Email notifications for general account updates and activity

• Billing and subscription settings (Billing and Subscription tabs, admins only):

  • Subscription plan
  • Seats (how many users are allowed)
  • Countries (how many markets are covered)
  • Add‑on features (extra capabilities on top of the base plan)
  • Payment method updates and management via the Stripe portal

• Organization settings (Organization tab, and dedicated organization management views):

  • Viewing your current organization
  • Requesting or coordinating access with an administrator
  • Managing invitations and members (for organization‑level tools)

Each setting typically has a clear label, a short description, and an obvious control (input, switch, or button).

Section 3: Comprehensive User Guide

3.1 Profile Tab – Personal Information

3.1.1 Overview

The Profile tab displays your personal identity within Propamp.ai. It includes your avatar, name, email address, phone number, and job title. From here you can:

• See how your profile appears to others.
• Upload or update your avatar (profile picture).
• Edit your first name, last name, phone number, and job title.
• Review your email address (usually non‑editable).

This tab is useful whenever you change roles, phone numbers, or want to present a clearer identity to your team.

3.1.2 Step‑by‑Step Tutorial

Scenario: Updating your profile information after a role change

1. Open the Profile Management page from the main navigation.

2. Make sure the Profile tab is selected (it is normally active by default).

3. At the top of the tab, review your existing avatar, name, job title and email.

4. To start editing, click the “Edit Profile” button on the right:

   • The button changes to “Save Changes”.
   • The profile fields become editable.

5. Update your personal details:

   • First Name:
     • What to enter: Your given name, for example “Alex”.
     • Format: Text.
     • Required or optional: Required for a clear identity; you can leave it blank, but the system will then fall back to initials or placeholder text.
     • If left blank: Your avatar fallback may show a single initial or ?, and lists may not show your full name.
   • Last Name:
     • What to enter: Your family name, for example “Martinez”.
     • Format: Text.
     • Expected: Recommended for clarity, especially in larger organizations.
     • If left blank: Only your first name appears in user lists.
   • Email:
     • What you see: Your current login email.
     • Format: Email address; this field is usually read‑only, indicating where notifications are sent and how you sign in.
     • If you need to change it: Contact your administrator or support according to your internal policies.
   • Phone:
     • What to enter: A direct phone number where colleagues or support can reach you, for example “1 555 123 4567”.
     • Format: Text, but you should follow your regional phone number format.
     • If left blank: Phone‑based contact may be less convenient, but the account remains usable.
   • Job Title:
     • What to enter: Your current role, such as “Operations Manager” or “Head of Logistics”.
     • Format: Text.
     • If left blank: The profile area will display “No job title set”.

6. To upload or change your avatar:

   1. Hover or look at the circular image at the top (your current avatar or initials).
   2. Click the small upload icon in the corner of the avatar.
   3. In the file picker:
      • Choose an image file (for example, .jpg or .png) that clearly represents you.
      • Ensure the file size is within the allowed limit (if the file is too large, the system shows a clear error message).
   4. Confirm your selection. The system uploads the image and updates your avatar after a moment.
   5. If anything fails (for example, due to file size or network issues), a message tells you what went wrong and what to try next.

7. After updating all fields, click “Save Changes”:

   • The system sends your new details to the server.
   • On success, a confirmation message appears indicating that your profile has been updated.
   • The button returns to the “Edit Profile” state.

8. If you decide not to change anything:

   • You can leave the Edit Profile mode by navigating away or clicking Save without modifications.

3.1.3 Advanced Usage

• Avatar best practices: Use a clear, professional image so teammates can recognize you quickly.
• Names and job titles: Keep them aligned with your internal directory; this helps with searching and permission reviews.

3.1.4 Related Features

• Security tab – to change your password and strengthen login protection.
• Organization tab – to see which organization you belong to and how you appear there.

3.2 Security Tab – Password and Login Safety

3.2.1 Overview

The Security tab focuses on safeguarding your account. It allows you to:

• Review key security settings at a glance.
• Enable or visualize two‑factor authentication and login email alerts.
• Open a dedicated Change Password dialog with a built‑in strength meter and requirements list.

This is the first place to go if you suspect someone else knows your password, or if your internal policy requires regular password updates.

3.2.2 Step‑by‑Step Tutorial

Scenario: Changing your password to a stronger one

1. From the Profile Management page, click the Security tab.

2. In the upper area, review security switches:

   • Two‑Factor Authentication:
     • Control: A toggle switch.
     • When on: Indicates two‑factor authentication is expected to help secure your account (details may depend on your organization’s setup).
     • When off: Your account relies solely on your password; you may be prompted to enable this in future security improvements.
   • Email Notifications for Login:
     • Control: A toggle switch.
     • When on: You receive email alerts whenever there is a login event on your account, helping you spot suspicious access.
     • When off: You will not receive these alerts, but you can still log in as usual.

3. To change your password, click the “Change Password” button.

4. A dialog appears with two fields:

   • Old Password:
     • What to enter: Your current password.
     • Format: Hidden characters; you can reveal them with the eye icon if needed.
     • If left blank: You cannot proceed; an error will ask you to fill both fields.
   • New Password:
     • What to enter: Your desired new password.
     • Format: Hidden characters; you can reveal them with the eye icon.
     • Requirements (evaluated by the strength meter):
       • At least 8 characters long.
       • Contains at least one uppercase letter.
       • Contains at least one lowercase letter.
       • Contains at least one number.
       • Contains at least one special symbol (for example, !, @, #).

5. Watch the password strength meter under the New Password field:

   • A colored bar and label indicate strength:
     • “Very Weak” or “Weak” – you should improve the password.
     • “Moderate” – acceptable, but you can make it stronger.
     • “Strong” or “Very Strong” – recommended.
   • A checklist shows which criteria are met in real time.

6. When both fields are filled and the password meets at least a “Moderate” level:

   • Click “Change Password”.
   • If anything is missing (for example, fields are empty or too weak), a clear error message explains what to fix.

7. On success:

   • You see a confirmation message that your password was changed.
   • The dialog closes and the fields reset.

8. If there is an error (for example, incorrect old password or connectivity issue):

   • An error message explains that the password could not be changed.
   • You can correct your old password or retry later.

3.2.3 Advanced Usage

• Combine a strong password with two‑factor authentication for maximum security.
• Regularly review email login alerts; unusual times or locations may indicate compromised credentials.

3.2.4 Related Features

• Notifications tab – to control other email alerts.
• Organization tab – to see where your administrator might enforce additional security policies.

3.3 Notifications Tab – Email Preferences

3.3.1 Overview

The Notifications tab focuses on whether you receive email updates about activity in your account. It is simpler than other tabs but crucial for balancing awareness with inbox noise.

3.3.2 Step‑by‑Step Tutorial

1. From the Profile Management page, select the Notifications tab.

2. Review the Email Notifications setting:

   • Email Notifications:
     • What it controls: Whether the system sends you email updates about account activity and important events.
     • Control: A switch labeled “Email Notifications”.
     • When on: You receive these messages at your account email address.
     • When off: You may rely more on in‑app indicators instead.

3. Decide which mode suits you:

   • Turn the switch on if you want to be notified about important changes and logins.
   • Turn the switch off if you prefer to check the app manually and reduce emails.

4. Changes to this switch apply immediately; there is no separate Save button.

3.3.3 Advanced Usage

• Combine this with the Security tab’s login notifications setting to fine‑tune which events trigger emails.

3.3.4 Related Features

• Security tab – for login‑specific email notifications.
• Subscription tab – email alerts for billing changes may still be sent by your payment provider as required.

3.4 Billing Tab – Payment Methods and Pricing Overview (Admins)

3.4.1 Overview

The Billing tab is primarily for administrators. It focuses on:

• The payment methods your organization uses (for example, saved cards).
• Access to a pricing dashboard where you can explore and adjust plans and add‑ons.
• Ensuring that billing information is correct so your subscription remains active.

If you do not have administrator rights, you see an access‑restricted card explaining that billing is only available to admins.

3.4.2 Step‑by‑Step Tutorial

Scenario: An admin wants to review billing information

1. Open the Profile Management page.
2. Click the Billing tab.
3. If you are not an admin:
   • You see an Access Restricted message.
   • The screen states that the Billing section is only available to administrators and recommends contacting your system administrator for help.
   • You cannot view or change billing details.
4. If you are an admin:
   • You see cards that:
     • Summarize stored payment methods (for example, cards on file).
     • Provide shortcuts to the pricing and plan selection area (covered in detail under Subscription).
   • Use the controls as guided on the Subscription tab and in the external Stripe portal.

3.4.3 Advanced Usage

• Use billing as a quick checkpoint to ensure that an appropriate card and billing contact details are always up to date.
• Coordinate with finance or accounting teams when changing billing details.

3.4.4 Related Features

• Subscription tab – for detailed plan and add‑on management.
• Organization tab – for understanding who your current organization is, which ties to who is actually paying for the subscription.

3.5 Subscription Tab – Plan, Seats, Countries, and Features (Admins)

3.5.1 Overview

The Subscription tab shows your organization’s current plan and lets administrators:

• See whether the subscription is active, in trial, canceled, or past due.
• Check renewal and end dates.
• Review how many seats and countries are included and in use.
• View which features and add‑on capabilities are part of the subscription.
• Open a secure management portal to update payment methods or change plans.
• For advanced admin or development scenarios, synchronize products with the payment provider (development‑only tools).

Non‑admin users see a guided restriction card explaining that subscription management is only for administrators.

3.5.2 Step‑by‑Step Tutorial

Scenario: An admin wants to review subscription status

1. Go to the Profile Management page.

2. Select the Subscription tab.

3. If the data is still loading, a message appears indicating that the system is fetching subscription details.

4. Once loaded, one of these states appears:

   • Active or Trialing Subscription:
     • A subscription card shows:
       • Status badge (for example, Active, Trial Period, Past Due).
       • Plan name (for example, Base, Pro, Proper or a custom package name).
       • Key dates:
         • If in trial: when the trial ends.
         • If active: when the current billing period ends or renews.
       • User and organization:
         • The email of the currently signed‑in user.
         • The name of the current organization.
       • Pricing details:
         • The price per billing interval (for example, per month).
         • Number of seats included.
         • Number of countries included.
     • If the subscription is past due, a highlighted alert explains that payment is late and encourages updating the payment method.
     • If the subscription is paused, an alert explains that charges are temporarily stopped and how to resume.
   • No Active Subscription:
     • A card states that there is currently no active subscription.
     • A button such as “View Plans” takes you to the public pricing page, where you can choose a subscription.
   • Error loading subscription:
     • A message indicates that something went wrong while fetching subscription data.
     • A “Try Again” button lets you repeat the request.

5. To manage subscription settings:

   • As an admin, click the “Manage Subscription” button.
   • A secure browser window opens (the Stripe customer portal).
   • There you can:
     • Update payment methods.
     • Change plans.
     • View invoice history.
     • Adjust subscription options according to your Stripe account.

6. To review included features:

   • On the right side of the Subscription section, a Features card lists the capabilities granted by your current plan.
   • These are derived from your subscription’s feature set and can include dashboards, advanced analytics, and additional tools.
   • Each row typically has:
     • Feature name.
     • An icon indicating whether it is included (check mark) or missing (warning icon) when relevant.

3.5.3 Advanced Usage

• Status interpretation:

  • Active: Billing is up to date; all subscription features are available.
  • Trialing: You are in a free or trial phase; you should decide on a paid plan before the end date.
  • Past Due: A payment was not collected successfully; update your card details or contact your bank.
  • Canceled: The subscription is scheduled to or already has ended.
  • Paused: Charges are suspended; some features may be limited.

• Development‑only tools:

  • In special development environments, admins may see a “Sync products to Stripe” section.
  • This is intended for testing and support; regular end users do not need to interact with it in production.

3.5.4 Related Features

• Billing tab – for direct interaction with payment cards and pricing variants.
• Organization invites and members – to ensure you have enough seats for all active users.

3.6 Pricing & Add‑On Selection – Inside Billing/Payment Cards (Admins)

3.6.1 Overview

Within the broader billing experience, admins may see a pricing and plan selection interface that:

• Presents base plans (for example, Base, Pro, Proper).
• Allows choosing a billing period (1, 3, 6, 12, or 24 months).
• Lets you adjust seats and countries beyond what the base plan includes.
• Enables add‑on features for extra capabilities.
• Computes an updated total cost based on your selections and communicates discounts for longer periods.

This interface is used either when setting up a subscription for the first time or when upgrading/downgrading your current plan.

3.6.2 Step‑by‑Step Tutorial

Scenario: Upgrading from a smaller plan to a larger one

1. As an admin, open the Billing or Subscription tooling where you see plan cards.

2. At the top of the pricing area, choose your billing period:

   • Options typically include 1 month, 3 months, 6 months, 12 months, and 24 months.
   • Longer periods may show a discount badge (for example, –10%) above the option.

3. Review the product cards:

   • Each plan shows:
     • Plan name (Base, Pro, Proper).
     • A short description (for example, “Perfect for getting started”).
     • Monthly price, plus any additional cost for extra seats and countries.
     • A breakdown of what you are billed for the full period (for example, “Billed $X every 3 months”).
     • A list of included features (Base features, Pro features, and any optional items).
   • Some cards may be labeled:
     • “Recommended” (commonly the Pro plan).
     • “Current Plan” or “Current Trial”, indicating what you already have.
     • “Coming Soon” for advanced plans that are not yet available.

4. Adjust seats and countries:

   • Within or near each plan, controls let you increase or decrease:
     • Additional Seats beyond what the base plan offers.
     • Additional Countries beyond the included number.
   • Each additional seat or country contributes a known extra amount to the total subscription cost.

5. Select add‑on features:

   • Below the main feature list, there may be a section like “Add Extra Features”.
   • A scrollable list shows optional add‑ons, each with:
     • A name.
     • A small description or tag (for example, “In development” or “BETA BONUS”).
     • An approximate monthly price.
   • For each add‑on:
     • Use a checkbox or toggle to include or exclude it from your configuration.
     • The system recalculates the total to reflect these choices.

6. Choose a plan card and proceed:

   • Click the button associated with your chosen plan (such as “Upgrade”, “Select”, or an equivalent label).
   • The system analyzes whether this is:
     • A new subscription,
     • An upgrade (more value than before),
     • A downgrade (less value than before), or
     • A change to the billing interval only.
   • This information influences how the payment provider handles proration or timing.

7. Confirm and continue to checkout:

   • The system directs you to either:
     • An internal checkout dialog, or
     • The external Stripe Checkout/Customer Portal, depending on configuration.
   • Follow the on‑screen instructions to confirm your new plan and payment details.

3.6.3 Advanced Usage

• Optimizing cost:

  • Longer billing periods often cost less per month due to higher discounts.
  • Carefully balance the number of seats and countries with realistic usage to avoid paying for unused capacity.

• Managing existing custom packages:

  • If you are on a custom “Build Your Own” style package, switching to a standard plan may be treated as a special upgrade path; the system uses your actual resource usage to categorize the change.

3.6.4 Related Features

• Subscription tab – which shows the final, active plan after your changes.
• Organization member list – to see how many users are active compared to your seat count.

3.7 Organization Tab – Membership and Access

3.7.1 Overview

The Organization tab shows:

• Which organization you belong to.
• How your organization is named.
• Whether you have options to switch organizations or leave.

It gives every user a clear view of their current workspace context. In some setups, separate organization management screens let admins invite members and see pending invitations.

3.7.2 Step‑by‑Step Tutorial

Scenario: Checking which organization you are part of

1. Open the Profile Management page.

2. Click the Organization tab.

3. If you belong to at least one organization, the tab shows:

   • Current Organization:
     • Organization name, such as “Acme Trading LLC”.
   • If your account belongs to more than one organization:
     • A “Switch Organization” button may appear, indicating that switching between organizations is planned or available in your environment.

4. At the bottom, you may see a “Leave Organization” button:

   • Use this only if you truly intend to disconnect your account from the current organization.
   • In many cases, leaving an organization may require admin approval or can affect your subscription usage.

5. If you believe you are in the wrong organization or need to join another:

   • Contact your admin to receive a new invitation through the organization invite tools.

3.7.3 Advanced Usage

• For admins, there may be a dedicated Organization Management area that complements this tab by showing pending invites and a member list in more detail (described next).

3.7.4 Related Features

• Invite Portal – for sending invitations to colleagues.
• Organization Management – for monitoring invites and membership.

3.8 Invite Portal – Inviting Colleagues to the Organization (Admins)

3.8.1 Overview

The Invite Portal is a dedicated interface for administrators to invite new colleagues into the organization. It allows you to:

• Add one or more invitation rows.
• Fill in each person’s name and email address.
• Send all invitations at once and receive feedback if anything is invalid.
• Handle multiple invites efficiently while respecting email sending limits.

3.8.2 Step‑by‑Step Tutorial

Scenario: Inviting several teammates at once

1. As an administrator, open the Invite interface for your organization.

2. You see a list of rows, each representing one invitation, containing:

   • Name:
     • What to enter: The first and last name of the person you are inviting.
     • Format: Text, for example “Jordan Smith”.
     • If left blank: That invitation will be considered invalid and skipped when sending.
   • Email:
     • What to enter: The email address where the invitation should be delivered.
     • Format: A valid email pattern (for example, [email protected]).
     • If invalid or blank: The system treats it as invalid and does not send an invitation for that row.

3. To add more people:

   • Click “Add Another Invitation”.
   • A new row appears with empty Name and Email fields.
   • You can add up to a reasonable limit (for example, five rows) at a time.

4. To remove a row:

   • Click the remove button (an “X” icon) next to the row you no longer need.
   • That row is removed from the list and will not be processed.

5. When you are ready, click “Send Invitations”:

   • The system validates each row:
     • Only rows with both a non‑empty name and a valid email address are processed.
     • Others are ignored, and if all are invalid, you see an error indicating that no valid invitations were found.
   • Valid invitations are sent:
     • First, internal invitation records are created.
     • Next, emails are sent with secure invitation links that include a time‑limited key.
     • Sending may be rate‑limited to avoid overwhelming email servers; if you provided many addresses, emails may be sent in small batches.

6. When sending completes successfully:

   • A success message appears, confirming that invitations were sent.
   • Optionally, the portal can close or reset, depending on your environment.

7. If something fails (for example, connectivity issue or an invalid configuration):

   • An error message explains that invitations could not be delivered.
   • You can correct the inputs and try again.

3.8.3 Advanced Usage

• Use the Invite Portal alongside Organization Management to track which invitations are still pending versus accepted.
• It’s best practice to:
  • Use company addresses instead of personal emails for long‑term access.
  • Double‑check spelling before sending to avoid bounced emails.

3.8.4 Related Features

• Organization Management – where you can see pending invites, statuses, and members.
• Subscription & Seats – to ensure you have enough seats for new invites.

3.9 Organization Management – Invites and Members (Admins)

3.9.1 Overview

The Organization Management view is an admin‑focused dashboard for:

• Reviewing pending invitations and their status.
• Viewing current members of the organization.
• Tracking who invited whom and when.
• Adjusting items like the number of rows shown per page.

It uses a two‑tab structure:

• Pending Invites
• Manage Members

along with a control for items per page.

3.9.2 Step‑by‑Step Tutorial

Scenario: Reviewing pending invites and active members

1. As an admin, open the Organization Management area for your organization.

2. At the top, there are two tabs:

   • Pending Invites:
     • Shows a table where each row is an invitation that has been sent but not finalized.
     • Columns typically include:
       • Email: The invited email address.
       • Status: A badge indicating Pending, Accepted, Declined, or Banned.
       • Sent By: The username of the member who sent the invitation.
       • Sent Date: The date the invitation was created.
       • Last Updated: The last time the status changed.
   • Manage Members:
     • Shows a table of current organization members.
     • Columns typically include:
       • Username: The member’s username.
       • Email: Their account email.
       • Status: A badge indicating whether the account is Active or Inactive.
       • Organizations: Badges listing organizations each user is associated with, if relevant.
       • Actions: A button area labeled “Manage Role” (which may be marked as “coming soon” or disabled in some environments).

3. Use the Items per page selector:

   • Located on the right side of the tab bar.
   • Choices commonly include 10, 20, and 30.
   • Selecting a larger number shows more rows at once; smaller numbers can make pages faster to scan.

4. Interpret invite statuses:

   • Pending: The invitation email was sent but the recipient has not yet accepted or declined.
   • Accepted: The invited person has joined your organization; they should now appear in the Members list.
   • Declined: The invite was explicitly rejected; you can decide whether to send a new invitation later.
   • Banned: The invite or user is blocked; typically requires admin review before changing.

5. Use the members table to:

   • Confirm which users are currently enabled.
   • See which organizations each user is a part of (helpful if you use multiple workspaces).
   • Prepare for future enhancements such as role management.

3.9.3 Advanced Usage

• Combine this with subscription seat counts to ensure you have enough capacity for new or existing members.
• Review invite statuses periodically and clean up abandoned or long‑pending invitations to keep your data tidy.

3.9.4 Related Features

• Invite Portal – for sending new invitations.
• Profile Management – Organization tab – for users to see which organization they currently belong to.

Section 4: The Logic “Under the Hood”

This section explains the main calculations and rules that affect what you see in Profile Management and subscription‑related areas, expressed in end‑user terms.

4.1 Password Strength Evaluation

1. What it represents
   The password strength bar measures how complex your new password is and how hard it would be for an attacker to guess.

2. The formula
   Internally, the system increases a strength score each time your password meets one of several criteria. Conceptually:

   [ \text{Strength Score} = s_1 s_2 s_3 s_4 s_5 ]

   where each ( s_i ) is either 0 or 1 depending on whether a specific rule is met.

3. Variable definitions

   • ( s_1 ): 1 if the password has at least 8 characters, otherwise 0.
   • ( s_2 ): 1 if it contains at least one uppercase letter, otherwise 0.
   • ( s_3 ): 1 if it contains at least one lowercase letter, otherwise 0.
   • ( s_4 ): 1 if it contains at least one digit, otherwise 0.
   • ( s_5 ): 1 if it contains at least one special character (for example !, @, #), otherwise 0.

4. Worked example

   • Suppose you choose the password Market2026!.
   • It has 11 characters, so ( s_1 = 1 ).
   • It includes uppercase M, so ( s_2 = 1 ).
   • It includes lowercase letters such as a, r, k, e, t, so ( s_3 = 1 ).
   • It includes digits 2, 0, 2, 6, so ( s_4 = 1 ).
   • It includes a special character !, so ( s_5 = 1 ).
   • The final strength score is: [ \text{Strength Score} = 1 1 1 1 1 = 5 ] which corresponds to a “Very Strong” rating.

5. How it appears in the UI

   • As you type, a colored bar grows from left to right.
   • A label below the bar changes from “Very Weak” up to “Very Strong” depending on the score.
   • A bullet list shows which rules are currently satisfied, turning green when each condition is met.

6. Edge cases

   • Very short passwords (for example, fewer than 8 characters) stay in “Very Weak” or “Weak” status, even if they contain special characters.
   • If you remove characters and stop satisfying a rule, the strength bar may move backward and the label may downgrade.

4.2 Subscription Price and Discount Calculation

1. What it represents
   Subscription pricing combines:

   • A base monthly price for your chosen plan.
   • A billing period (number of months you choose to pay for at once).
   • A possible discount for longer periods.
   • Additional costs for extra seats and extra countries.
   • Optional add‑on feature costs.

2. The core formula

   First, the discounted price for the base plan over the selected period is:

   [ \text{Base Total} = P_{\text{base}} \times M \times (1 - D) ]

   where:

   • ( P_{\text{base}} ) is the base monthly price of the plan.
   • ( M ) is the number of months in the period (for example, 3, 6, 12, or 24).
   • ( D ) is the discount rate (for example, (0.10) for 10%).

   Additional seats and countries add:

   [ \text{Resource Cost} = (S_{\text{extra}} \times P_{\text{seat}} C_{\text{extra}} \times P_{\text{country}}) \times M ]

   where:

   • ( S_{\text{extra}} ) is the number of seats beyond the plan’s included seats.
   • ( C_{\text{extra}} ) is the number of countries beyond the plan’s included countries.
   • ( P_{\text{seat}} ) is the price per additional seat per month.
   • ( P_{\text{country}} ) is the price per additional country per month.

   Add‑on features contribute:

   [ \text{AddOn Cost} = \left(\sum_{i=1}^{N} P_{\text{addon}, i}\right) \times M ]

   where each ( P_{\text{addon}, i} ) is the per‑month price of an enabled add‑on.

   Altogether, the total billed amount for the chosen period is:

   [ \text{Total Billed} = \text{Base Total} \text{Resource Cost} \text{AddOn Cost} ]

3. Variable definitions

   • Base plan variables:
     • ( P_{\text{base}} ): Base monthly price (for example, 19.99 for a small plan).
     • ( M ): Number of months in the period (1, 3, 6, 12, or 24).
     • ( D ): Discount fraction (for example, 0.10 for a 10% discount on 3‑month plans).
   • Resource variables:
     • ( S_{\text{extra}} ): Additional seats beyond the included ones.
     • ( C_{\text{extra}} ): Additional countries beyond the included ones.
     • ( P_{\text{seat}} ): Price per additional seat per month.
     • ( P_{\text{country}} ): Price per additional country per month.
   • Add‑on variables:
     • ( P_{\text{addon}, i} ): Per‑month price of the (i)-th add‑on.
     • ( N ): Number of add‑ons you have selected.

4. Worked example

   Suppose you choose:

   • A plan with ( P_{\text{base}} = 58.99 ) (per month).
   • A 6‑month billing period, so ( M = 6 ).
   • A 15% discount for that period, so ( D = 0.15 ).
   • You add ( S_{\text{extra}} = 2 ) extra seats.
   • You add ( C_{\text{extra}} = 1 ) extra country.
   • Each additional seat costs ( P_{\text{seat}} = 10 ) per month.
   • Each additional country costs ( P_{\text{country}} = 10 ) per month.
   • You enable two add‑on features costing ( 15 ) and ( 29 ) per month, so: [ \sum_{i=1}^{N} P_{\text{addon}, i} = 15 29 = 44 ]

   Then:

   • Base Total: [ \text{Base Total} = 58.99 \times 6 \times (1 - 0.15) = 58.99 \times 6 \times 0.85 ] [ 58.99 \times 6 = 353.94,\quad 353.94 \times 0.85 \approx 300.85 ]

   • Resource Cost: [ \text{Resource Cost} = (2 \times 10 1 \times 10) \times 6 = (20 10) \times 6 = 30 \times 6 = 180 ]

   • AddOn Cost: [ \text{AddOn Cost} = 44 \times 6 = 264 ]

   • Total Billed: [ \text{Total Billed} = 300.85 180 264 = 744.85 ]

   So for this configuration, you would be billed approximately $744.85 for six months, including base plan, extra seats, extra countries, and add‑ons.

5. How it appears in the UI

   • The price area of each plan card shows:
     • A per‑month price (often including any add‑on or resource adjustments).
     • A line indicating “Billed $X every Y months”, summarizing the total billed amount.
     • A strikethrough original price when a discount applies, so you can see how much you save.

6. Edge cases

   • If you add no extra seats or countries and no add‑ons, your total billed is simply: [ P_{\text{base}} \times M \times (1 - D) ]
   • If discounts do not apply for a given period, ( D = 0 ) and the discount portion disappears from the formula.
   • If you change plans mid‑cycle, your payment provider may apply proration rules so that you only pay for the difference; the Subscription tab’s status and dates will reflect these adjustments over time.

4.3 Subscription Days Left

1. What it represents
   In some subscription interfaces, the system calculates how many days remain until your trial or current billing period ends. This helps you know when you need to renew, adjust your plan, or expect the next charge.

2. The formula

   Let:

   • ( T_{\text{end}} ): The end time (in seconds) of your trial or current billing period.
   • ( T_{\text{now}} ): The current time (in seconds).

   Then the number of days left is:

   [ \text{Days Left} = \max\left(0,; \left\lceil \frac{T_{\text{end}} - T_{\text{now}}}{86{,}400} \right\rceil \right) ]

   where (86{,}400) is the number of seconds in one day.

3. Variable definitions

   • ( T_{\text{end}} ): End of your trial or billing cycle.
   • ( T_{\text{now}} ): Current date and time.
   • ( \text{Days Left} ): The number of whole days remaining, never negative.

4. Worked example

   • Suppose your trial ends at a time corresponding to 1,700,000,000 seconds after a reference point.
   • The current time is 1,699,913,600 seconds.
   • The difference is: [ T_{\text{end}} - T_{\text{now}} = 1{,}700{,}000{,}000 - 1{,}699{,}913{,}600 = 86{,}400 ] which is exactly one day.
   • Then: [ \text{Days Left} = \max\left(0,; \left\lceil \frac{86{,}400}{86{,}400} \right\rceil\right) = 1 ] so you have 1 day left.

5. How it appears in the UI

   • Often incorporated into the subscription or trial message, such as “Your free trial ends in 1 day” or by specifying the exact end date.

6. Edge cases

   • If the end time is already in the past, the formula yields a negative difference, and the result is clamped to 0 days.
   • Depending on rounding, you may see a small difference between “0 days left” and the actual time remaining measured by hours.

Section 5: Troubleshooting & FAQ

5.1 Common Issues

Problem: I cannot change my profile details or the “Edit Profile” button appears disabled.

Cause: You may not have completed loading your user data, or you might be on a restricted demo account.

Solution: Wait a moment for the page to finish loading, then try again. If you are using a demo account and still cannot edit, contact your administrator or support to confirm which fields are editable in demos.

Problem: My new avatar will not upload, or I receive a message about the file being too large.

Cause: The uploaded image most likely exceeds the allowed size limit or has an unsupported format.

Solution: Choose a smaller image file (for example, under 10 MB) in a common format such as .jpg or .png. Try again. If the error persists, check your network connection and try a different image.

Problem: I see “Weak Password” or “Please create a stronger password” when trying to change my password.

Cause: Your new password does not meet the strength requirements (length, case variety, numbers, or special characters).

Solution: Make sure your password is at least 8 characters long and includes uppercase letters, lowercase letters, numbers, and at least one special symbol. Watch the strength checklist until all items turn green, then submit again.

Problem: I tried to change my password but received an error saying it could not be changed.

Cause: The old password may be incorrect, or there was a temporary communication issue with the server.

Solution: Carefully re‑enter your current password and new password. If the problem persists, sign out and sign back in to confirm your current password, then retry. Contact support if you still cannot change it.

Problem: I cannot see anything in the Billing or Subscription tabs, and I get an access‑restricted message.

Cause: You are not an administrator of your organization, so sensitive billing information is hidden from your account.

Solution: Contact your organization’s administrator if you need information about pricing, invoices, or subscription changes. Only admins can modify those details.

Problem: The Subscription tab says “No Subscription Found” or shows an error.

Cause: Your organization may not have an active subscription, or there was a temporary error retrieving it from the payment system.

Solution: If your organization is new, visit the pricing page and choose a plan. If you already believe you have a subscription, use the “Try Again” button and, if needed, contact your admin or support with any error messages you see.

Problem: The Subscription tab shows that my payment is “Past Due”.

Cause: The most recent payment attempt failed, often due to expired cards, insufficient funds, or bank restrictions.

Solution: As an admin, open the Manage Subscription button to go to the secure billing portal, update the payment method, and confirm that your next payment is successful. If you are not an admin, notify your organization’s billing contact.

Problem: Invitations I send do not seem to arrive.

Cause: There may be a typo in the email address, the email may be caught in a spam filter, or an earlier error prevented the invitation from being created.

Solution: Double‑check the names and email addresses in the Invite Portal. Confirm that invites show up as Pending in the Organization Management Pending Invites table. Ask recipients to check their spam or promotions folders and, if necessary, resend the invitation.

Problem: Someone I invited cannot join because the link has expired.

Cause: Invitation links are only valid for a limited time (for example, 48 hours). After that, they stop working.

Solution: Go back to the Invite Portal and send a new invitation to the same email address. Remind the recipient to act promptly once they receive it.

Problem: The “Manage Role” action on the members table is disabled.

Cause: Role management functionality may still be under development or not enabled in your environment.

Solution: Use existing admin controls for now and refer to your product announcements or support for updates about role management features.

5.2 Frequently Asked Questions

Q1: Can I change my login email address from the Profile tab?
A: In most setups, your login email is fixed and cannot be changed directly from the Profile tab. If you need to update it, contact your administrator or support so they can help you migrate safely.

Q2: Do I need to log out after changing my password?
A: Not necessarily. However, for maximum security—especially if you changed your password due to suspicious activity—you may wish to sign out from all devices and log in again using your new credentials.

Q3: How do I enable two‑factor authentication fully?
A: The Security tab provides a central place to see and toggle two‑factor preferences, but your organization or support team may guide you through any additional setup steps, such as configuring an authenticator app or SMS codes.

Q4: Why can I see the Subscription tab but not change anything inside it?
A: You may be a non‑admin user. You can view high‑level information or access status messages but may not have permission to manage plans or payment methods. Ask your administrator if changes are needed.

Q5: What happens if I reduce the number of seats in my plan?
A: Reducing seats may limit how many active users your organization can keep. Before decreasing seat counts, coordinate with your team to ensure no critical accounts lose access.

Q6: Can I pause my subscription instead of canceling it?
A: In some setups, the Subscription tab displays a “paused” state, indicating that charges have been temporarily suspended. Whether you can initiate a pause yourself depends on your plan and the payment portal’s options; consult the billing portal or support for details.

Q7: How do I know if a colleague has accepted an invitation?
A: In the Organization Management view, check the Pending Invites table. Invitations that have been accepted show the Accepted status, and the user should appear under the Manage Members tab as an active member.

Q8: Is there a limit to how many invitations I can send at once?
A: The Invite Portal typically limits the number of rows you can create at a time (for example, up to five). This keeps the interface manageable and helps respect email sending limits. If you need to invite more people, send invitations in several batches.

Q9: Can non‑admins see billing details?
A: No. Non‑admin users see an access‑restricted message in the Billing and Subscription areas. This protects sensitive financial information and ensures only authorized people make changes.

Q10: How does switching organizations affect my data?
A: Each organization has its own data and billing. When you switch organizations (where supported), you see the dashboards, settings, and permissions of the new organization. Your personal profile stays with you, but which information and features are available may vary between organizations.

5.3 Getting Help

• If you encounter issues with logging in, passwords, or personal details, start with your internal IT or security contact.
• For billing and subscription questions, contact your organization’s administrator or finance representative first, since they control payment methods and plan choices.
• When you need to reach out to Propamp.ai support:
  • Include:
    • Your account email.
    • The name of your organization.
    • A brief description of what you were doing when the problem occurred.
    • Any screenshots of error messages or states (especially from the Subscription or Billing tabs).
  • This information helps support diagnose the issue faster and provide a focused solution.

Appendix (optional)

• Supported Browsers: For the best experience in Profile Management and billing portals, use the latest version of a modern browser such as Chrome, Edge, Firefox, or Safari.
• Email Deliverability Tips: To ensure invitations and security alerts reach you, add the product’s sending domain to your company’s allow‑list and check spam folders if messages seem delayed.
• Time Zones: Subscription and trial dates are usually calculated based on a unified server time; small differences may appear when viewed from different regions, but the Subscription tab always shows the authoritative end dates.

*** End Patch