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Account Settings

Customize your Flowxtra experience by configuring your account settings. This guide covers all available settings and how to optimize them for your workflow.

Accessing Settings​

Navigate to Settings from the main menu or click your profile picture and select Account Settings.

Profile Settings​

Personal Information​

Update your personal details:

  • Full Name: Your display name
  • Email Address: Primary contact email
  • Phone Number: Contact phone (optional)
  • Job Title: Your role in the company
  • Profile Picture: Upload or change your avatar

Your email address is used for login and notifications. Changing it requires verification.

Timezone​

Set your timezone for accurate timestamps:

  • Automatically detect from browser
  • Manually select from list
  • Affects job posting schedules
  • Controls notification timing

Language Preferences​

Choose your interface language:

  • English
  • German (Deutsch)
  • Arabic (العربية)

Notification Settings​

Email Notifications​

Control when you receive emails:

Application Notifications:

  • New application received
  • Application status changed
  • Candidate message received

Job Notifications:

  • Job published successfully
  • Job about to expire
  • Job performance reports

Team Notifications:

  • New team member added
  • Team member comment
  • Assigned to review candidate

System Notifications:

  • Account security alerts
  • Billing and subscription updates
  • Product updates and features

In-App Notifications​

Configure dashboard notifications:

  • Real-time notifications
  • Notification sound
  • Desktop notifications (requires browser permission)
  • Notification badge on icon

Notification Frequency​

Choose how often to receive digest emails:

  • Real-time: Immediate notifications
  • Hourly: Bundled every hour
  • Daily: Once per day summary
  • Weekly: Weekly digest
  • Never: Disable email notifications

Security Settings​

Password Management​

Change Password:

  1. Enter current password
  2. Enter new password
  3. Confirm new password
  4. Click Update Password

Password requirements:

  • Minimum 8 characters
  • One uppercase letter
  • One lowercase letter
  • One number
  • One special character (recommended)

Change your password immediately if you suspect unauthorized access.

Two-Factor Authentication (2FA)​

Add an extra layer of security:

Enable 2FA:

  1. Go to Security > Two-Factor Authentication
  2. Click Enable 2FA
  3. Scan QR code with authenticator app
  4. Enter verification code
  5. Save backup codes

Supported Authenticator Apps:

  • Google Authenticator
  • Microsoft Authenticator
  • Authy
  • 1Password

Backup Codes:

  • Generate 10 one-time backup codes
  • Store securely offline
  • Use if you lose access to authenticator

Active Sessions​

View and manage active login sessions:

  • Current session (this device)
  • Other active sessions
  • Last activity timestamp
  • Device and location information

Revoke Sessions:

  • Click Revoke next to any session
  • Use Revoke All to log out everywhere
  • Requires re-login on all devices

Login History​

Review recent login activity:

  • Date and time
  • IP address
  • Device and browser
  • Location (approximate)
  • Success or failure status

If you see suspicious login activity, change your password immediately and enable 2FA.

Privacy Settings​

Data Visibility​

Control who can see your information:

Profile Visibility:

  • Public: Visible to all users
  • Team: Visible to team members only
  • Private: Only visible to you

Activity Visibility:

  • Show online status
  • Show last active time
  • Show activity in feed

Data Export​

Export your data:

  1. Go to Privacy > Data Export
  2. Select data to export
  3. Choose format (JSON, CSV, PDF)
  4. Click Request Export
  5. Receive download link via email

Exported data includes:

  • Profile information
  • Job postings
  • Applications
  • Team activity
  • Settings and preferences

Data Retention​

Configure how long data is kept:

  • Active jobs: Indefinitely
  • Closed jobs: 1 year (default)
  • Applications: 2 years (default)
  • Archived data: 5 years (default)

Integration Settings​

API Access​

Manage API keys and access:

Create API Key:

  1. Go to Integrations > API Keys
  2. Click Create New Key
  3. Name your key
  4. Select permissions
  5. Copy and save the key securely

API keys are shown only once. Store them securely and never share them publicly.

API Key Permissions:

  • Read jobs
  • Write jobs
  • Read applications
  • Write applications
  • Manage webhooks

Webhooks​

Configure webhook endpoints:

  1. Click Add Webhook
  2. Enter endpoint URL
  3. Select events to trigger
  4. Add authentication headers (optional)
  5. Test webhook
  6. Save configuration

Available Events:

  • application.created
  • application.updated
  • job.published
  • job.closed
  • candidate.hired

Third-Party Integrations​

Connect external services:

Available Integrations:

  • Google Calendar
  • Slack
  • Microsoft Teams
  • Zapier
  • LinkedIn

Preferences​

Dashboard Customization​

Customize your dashboard:

  • Default view (jobs, applications, analytics)
  • Widget arrangement
  • Quick actions
  • Favorite filters

Email Templates​

Customize automated emails:

  • Application confirmation
  • Interview invitation
  • Rejection notice
  • Offer letter

Template Variables:

  • {candidate_name}
  • {job_title}
  • {company_name}
  • {interview_date}

Display Preferences​

Adjust interface settings:

  • Theme: Light, Dark, or Auto
  • Density: Comfortable, Compact
  • Sidebar: Expanded or Collapsed
  • Font size: Small, Medium, Large

Recruitment Settings​

Configure your recruitment workflow and processes to match your company's hiring needs.

Organization & Team​

Manage your company's organizational structure:

Company Details:

  • Edit company name, logo, and description
  • Update company website URL
  • Manage company locations

Team Members:

  • Add new users (Recruiters, Hiring Managers)
  • Assign roles and permissions
  • Manage team access levels

Offices:

  • Manage branch addresses
  • Add multiple office locations
  • Set default location for jobs

Contracted Companies:

  • Manage client companies (for recruitment agencies)
  • Handle subsidiary company profiles
  • Configure multi-company workflows

If you recruit for multiple companies or have subsidiaries, you can manage all their profiles from this section.

Recruitment Process​

Customize how candidates move through your hiring pipeline:

Pipeline Editor:

  • Create custom pipeline stages (e.g., Application, Interview, Test, Offer)
  • Configure stage-specific actions
  • Set up automated workflows
  • Create department-specific pipelines

You can create different pipelines for different departments or job types to match your unique hiring processes.

Email Templates:

  • Create reusable email templates
  • Customize rejection, interview invitation, and offer letters
  • Use dynamic variables like {candidate_name}, {job_title}, {company_name}
  • Preview before sending

Available template types:

  • Application confirmation
  • Interview invitation
  • Rejection notice
  • Offer letter
  • Follow-up emails

Rating Sheets:

  • Create evaluation criteria for candidates
  • Standardize interview assessments
  • Ensure fair and consistent evaluation
  • Track interviewer feedback

Employer Branding​

Customize your company's appearance to attract top talent:

Job Widget:

  • Customize the jobs list widget for your company website
  • Choose layout style (list, grid, or cards)
  • Configure colors and fonts
  • Embed code for your website

Company Page:

  • Design a public-facing company profile page
  • Showcase company culture and values
  • Add photos and videos
  • Display employee testimonials

Brand Kit:

  • Set company brand colors
  • Define typography and fonts
  • Ensure consistent visual identity
  • Apply branding across all job postings

A strong employer brand can increase application rates by up to 50%. Take time to customize your company page and branding.

System & Account​

Billing & Subscriptions:

Notifications:

  • Control recruitment-related notifications
  • Set up team collaboration alerts
  • Configure application notifications

Custom Domain:

  • Set up a custom domain for your careers page (e.g., jobs.mycompany.com)
  • Configure DNS settings
  • Enable HTTPS/SSL

Integrations & API:

  • Connect with external platforms (Slack, Zoom, Microsoft Teams)
  • Set up API access for custom integrations
  • Configure webhooks for real-time updates

Recommended Setup: Configure your Pipeline and Email Templates before posting your first job to save time later.

Social Media Settings​

Manage all your company's social media accounts in one place for unified posting and scheduling.

Connected Accounts​

View and manage all social media accounts currently connected to the system:

Supported Platforms:

  • Facebook Pages
  • Instagram Business
  • LinkedIn Company Pages
  • Twitter/X
  • TikTok Business

For each connected account, you can see:

  • Account Name & Avatar: Verify the correct account is connected
  • Platform Icon: Visual indicator of the platform type
  • Connection Status: Active or needs reconnection

Connect New Account​

To add a new social media account:

  1. Click Connect Account button
  2. Select the platform you want to connect (e.g., Facebook Page)
  3. You'll be redirected to that platform's login page
  4. Authorize the permissions
  5. After approval, you'll be redirected back to Flowxtra
  6. The account will appear in your connected accounts list

Important: For Pages (Facebook, LinkedIn), ensure your personal account has Admin or Editor permissions on the company page you want to manage.

Reconnect Account​

Sometimes, access tokens expire for security reasons (e.g., after changing your password on the platform):

When reconnection is needed:

  • Token expiration (usually after 60-90 days)
  • Password change on the platform
  • Permissions revoked or changed

How to reconnect:

  1. Look for the reconnect warning next to the account
  2. Click Reconnect button
  3. Follow the same authorization steps
  4. Your previous data and settings will be preserved

Reconnecting an account won't affect your previously published posts or scheduled content.

Disconnect Account​

To remove an account and stop posting to it:

  1. Find the account in the list
  2. Click the Delete (trash) icon
  3. Confirm the action in the popup dialog

Note: Disconnecting an account won't delete posts already published on the platform, but it will prevent the system from sending any new posts to that account.

Managing Multiple Accounts​

Best Practices:

  • Connect all relevant company social media accounts
  • Regularly check connection status
  • Renew connections before they expire
  • Assign team members to manage specific accounts

Account Organization:

  • Group accounts by brand or location
  • Label accounts clearly for multi-location companies
  • Set default accounts for automatic posting

Billing Settings​

See Subscription & Billing for detailed billing settings.

Advanced Settings​

Account Deletion​

Permanently delete your account:

  1. Go to Advanced > Delete Account
  2. Review what will be deleted
  3. Enter your password
  4. Type "DELETE" to confirm
  5. Click Permanently Delete Account

Warning: Account deletion is permanent and cannot be undone. All data will be permanently deleted.

Before deleting:

  • Export your data
  • Cancel active subscriptions
  • Close all job postings
  • Notify team members

Data Migration​

Transfer data to another account:

  1. Contact support@flowxtra.com
  2. Provide source and destination accounts
  3. Specify data to migrate
  4. Confirm migration request
  5. Review migrated data

Keyboard Shortcuts​

Enable keyboard shortcuts for faster navigation:

Global Shortcuts:

  • Ctrl/Cmd + K: Quick search
  • Ctrl/Cmd + N: New job
  • Ctrl/Cmd + ,: Settings
  • Ctrl/Cmd + /: Show shortcuts

Navigation:

  • G then D: Go to dashboard
  • G then J: Go to jobs
  • G then A: Go to applications
  • G then S: Go to settings

Enable in Preferences > Keyboard Shortcuts.

Troubleshooting​

Settings Not Saving​

If settings don't save:

  1. Check internet connection
  2. Refresh the page
  3. Clear browser cache
  4. Try different browser
  5. Contact support

Email Notifications Not Received​

Check these settings:

  1. Verify email address
  2. Check spam/junk folder
  3. Ensure notifications enabled
  4. Check notification frequency
  5. Whitelist noreply@flowxtra.com

2FA Issues​

If you can't access 2FA:

  1. Use backup codes
  2. Contact support with account verification
  3. Provide alternative verification
  4. Reset 2FA after identity confirmation

Next Steps​