Account security

Account Settings is where everything that controls how you sign in and what we do with your data lives — separate from the profile, which controls how other members see you. All the cards are stacked in a single scrollable view; there isn't a separate "Security" sub-screen.

Open Account Settings from the avatar menu in the top-right corner. On mobile, tap your avatar then Account Settings.

full account-settings page, top half showing Email Addresses + Password cards

The cards always render in this order:

1. Email Addresses
2. Password
3. Passkeys
4. Biometric unlock (mobile only)
5. Notification Digest
6. Download My Data
7. Disable Account

Each card is independent — you can use one without touching the others.

Email Addresses

You can attach more than one email to a single account — useful when you have a personal address and a .edu or work address.

What you see

A list of every email tied to your account, each row showing:

• The address.
• A Primary badge if it's your login default and the destination for notifications.
• A Verified badge (green) or Unverified badge (amber) depending on whether you've clicked the verification link.

To the right of each row:

• Verify button — if unverified. Resends the verification email and opens a dialog where you can paste the code if you have it.
• Set as primary button — if the email is verified but not currently primary. Triggers a password prompt before making the change.
• Trash icon — if the email isn't primary. Removes the email after a "Remove email address?" confirmation.

Below the list, an Add Email Address button opens a dialog where you type a new address. We send a verification link to that address; the new row appears immediately with an "Unverified" badge until you click the link (or paste the code).

Step-by-step: add and verify a new email

1. Click Add Email Address.
2. Type the new address. Click Add.
3. Check your inbox at that address for "Verify your GreekManage email" — the link is good for 24 hours.
4. Click the link, or copy the 6-digit code from the email and paste it into the Verify dialog.
5. The row's badge flips from Unverified to Verified. You can now sign in with either email.

Step-by-step: change primary email

1. The new email must be Verified first.
2. Click Set as primary on that row.
3. Enter your account password to confirm. (SSO-only accounts who have never set a password will be prompted to set one in the Password card first.)
4. The badges swap. Future password resets and notifications go to the new primary.

Errors and edge cases

Situation	What you see
Address already linked to another account	"That email is already in use." Use a different address or unlink it from the other account first.
Verification link expired	"Verification link has expired." Click Verify again to resend.
You try to remove your primary email	"Primary email cannot be removed." Promote another email to primary first.
SSO sign-in returns a new email not on your list	If domain-based SSO matches, that email is auto-added as a secondary unverified address. Click Verify to mark it verified.

Password

The Password card behaves differently depending on whether you already have one:

• Change Password — if you have a password set. Three fields: current, new, confirm.
• Set Password — if your account is SSO-only and has never had a password. Two fields: new, confirm. Setting one enables email/password sign-in alongside SSO.

Password requirements

• 12 or more characters
• Mixed case (upper + lower)
• At least one number
• At least one symbol
• Cannot be too similar to your email or name (server-side validators)

The visibility eye icon next to the New password field reveals all three fields at once when you click it.

Step-by-step: change password

1. Type your current password.
2. Type the new password twice.
3. Click Change Password.
4. On success, a toast confirms and all three fields clear. Your other devices keep working until their access token expires (up to 30 minutes); after that, those sessions try to refresh and the refresh fails because your password changed — so within ~30 minutes everyone is signed out and has to log in again with the new password. If you need an immediate hard sign-out of every device, ask an admin for an admin-initiated password reset (see Sessions and sign-out below) — that one blacklists refresh tokens right away.

Forgot the current one?

Don't try to brute-force the form. Sign out and use Forgotten password instead. That flow doesn't require knowing the current password.

Errors

Error	Cause
"Current password is incorrect"	The current-password field doesn't match — try again or use forgotten password
"Passwords don't match"	New and confirm fields differ
"Password is too common" / "Password is too similar to your email"	Pick a stronger, less guessable password
"Failed to update password"	Network or server error — try again

Passkeys

Passkeys are the most secure (and fastest) way to sign in. They use your device's screen lock — Face ID, Touch ID, Windows Hello, fingerprint, or PIN — and are tied cryptographically to GreekManage so they can't be phished.

The card hides automatically on browsers that don't support WebAuthn — Chrome, Safari, Edge, and Firefox on a device with biometric authentication all support it. On unsupported browsers you see "Your current browser does not support passkeys."

What you see

A list of every passkey credential on your account, each row showing:

• Device name (whatever you typed when you enrolled — e.g. "MacBook Pro" or "iPhone 16").
• Added date.
• Last used date (helpful for spotting unused ones).
• Pencil icon to rename, trash icon to delete.

Below the list, an Add passkey button.

Step-by-step: enroll a passkey

1. Click Add passkey.
2. Type a device name (max 128 characters) — for you, so you can tell devices apart later.
3. Click Continue.
4. Your browser/OS prompts you with the device's biometric or PIN. Approve it.
5. The new passkey appears in the list and is usable on the next sign-in.

A discoverable passkey created on the web is also valid in the GreekManage iOS and Android apps via Associated Domains / Digital Asset Links — no separate enrollment needed.

Step-by-step: rename a passkey

1. Click the pencil icon next to the passkey.
2. Type a new name. Press Enter to save, Escape to cancel.

Step-by-step: delete a passkey

1. Click the trash icon.
2. Confirm "Remove this passkey?" — the alert reminds you that you can still sign in with password or SSO.
3. Click Remove. The credential is invalidated immediately; any device still holding it will fail authentication.

Enrollment prompt

After your first sign-in (or after you sign in on a new device with no passkey yet), GreekManage shows a one-time card on the dashboard: "Sign in faster with a passkey." Click Set up passkey to enroll inline, or Not now to dismiss. Dismissed prompts wait 30 days before reappearing.

Errors and edge cases

Situation	What you see
You cancel the OS biometric prompt	"Registration was cancelled." Click Continue again to retry.
Browser doesn't support WebAuthn	"Your current browser does not support passkeys." Use Chrome/Safari/Edge/Firefox with biometric auth.
Network drops mid-enrollment	"Failed to register passkey." Try again.
You delete your only passkey and have no password	If you signed in via SSO and never set a password, you may need an admin-initiated reset to get back in — set a password first, or keep a second passkey.

:::warning Don't delete your last passkey unless you have another sign-in method If you delete your only passkey and you don't have a password set (e.g. SSO-only accounts who never set one), you may need an admin-initiated reset to get back in. Set a password before removing your last passkey. :::

Biometric unlock (mobile only)

The iOS and Android apps can require Face ID, Touch ID, or fingerprint to unlock the app each time you open it — separate from passkey sign-in. This card only appears on the native apps, never on the web.

• Biometric unlock gates app access after you're already signed in (think: phone lock screen).
• A passkey signs you in the first time and after any explicit sign-out.

You can use both together.

What you see

A "Security" card with a single toggle labeled based on what your device supports:

Device biometry	Label
iPhone with Face ID	"Face ID"
iPhone with Touch ID	"Touch ID"
Android fingerprint	"Fingerprint"
Android face unlock	"Face Unlock"
Other / unknown	"Biometric"

A subtitle reads: "Use [Face ID] to unlock the app on launch."

Step-by-step: enable biometric unlock

1. Open the GreekManage app on your phone.
2. Navigate to Account Settings.
3. Toggle the biometric switch on.
4. On first toggle-on, the OS may ask for permission to use Face ID / Touch ID for this app — approve it.
5. Next time you bring the app to the foreground, you'll see a biometric prompt before the app contents appear.

To turn it off, toggle the switch back. No password or biometric confirmation is needed to disable — only your already-authenticated session.

→ See Mobile app: enable biometric unlock for setup walkthroughs.

Notification Digest

Controls a summary email of all your unread notifications.

What you see

A single dropdown with three options:

Option	Behavior
Daily	Receive a digest every morning
Weekly	Receive a digest every Monday
Off	No digest emails

Your choice saves the moment you pick it; there's no separate Save button. The setting is independent from per-event email notifications — see Notifications for those.

If a digest period contains nothing new, the email is skipped — empty digests don't get sent.

Download My Data

Request a full export of your personal data, in accordance with GDPR/CCPA right-to-portability.

What you see

The card shows one of five states:

State	What's displayed
No export yet	Request Export button
Pending / Processing	Spinner with "Your data export is being prepared… This may take a few minutes. This page will update automatically."
Ready	Green panel: "Your data export is ready", an expiration timestamp, and a Download Export button
Expired	Amber panel: "Your export has expired" with a Request New Export button
Failed	Red panel: "Export failed — Something went wrong. Please try again." with a Retry Export button

Step-by-step: request an export

1. Click Request Export.
2. Enter your password to confirm. (Password is required even for SSO-only accounts; set one first if you don't have one.)
3. The card flips to "Pending" and a background job assembles the ZIP.
4. When ready, you'll receive an email; the card also updates automatically (it polls).
5. Click Download Export to fetch the ZIP. The download link expires after a set window (typically 7 days), after which you'll see the "Expired" state and need to request a new one.

What's inside the export

A ZIP containing JSON for:

• Your account (name, emails, phone, bio, settings)
• All memberships (chapter, org, status, dates)
• Your profile (work history, certifications, affiliations, skills, education, location)
• Your forum posts, comments, attachments
• Your event RSVPs
• Your election votes (audit metadata — the cast timestamp and IP hash, not the candidate selection, which is anonymized in aggregate)
• Your consent log (which Privacy/Terms versions you accepted, when)
• Your donations (if you've used Foundation)
• Your learning enrollments, quiz attempts, certificates

It does not include cached AI conversation history older than 30 days, deleted forum posts, or other members' data.

Disable Account

A soft account-disable: you lose login access, but membership records, profile, and history are preserved. Distinct from full account deletion, which is a separate flow that platform admins handle.

What you see

An amber-tinted card with a Disable My Account button. Click it and a confirmation dialog appears:

1. Confirmation checkbox — "I understand I will lose login access and need to contact an administrator to re-enable my account."
2. Continue is disabled until the box is checked.
3. Continue opens a password prompt.
4. Enter your password and click Disable My Account.

After the request succeeds, a toast says "Account disabled — Your account has been disabled. Contact an administrator to re-enable it." and you're immediately signed out. You're sent to the login page; sign-in attempts with your credentials now fail with "Account disabled."

To re-enable, contact your org admin or a platform admin. Re-enabling restores all sign-in methods (password, passkey, SSO) intact.

Errors

Situation	What you see
Wrong password	"Incorrect password." Retry.
You're the only org admin	Platform admins must remove the org-admin role before you can disable. The disable returns "You cannot disable an admin who is the sole administrator."

Sessions and sign-out

There isn't a "sign out other devices" card in v0.62.1. If you suspect your session is compromised:

1. Change your password (this does invalidate the refresh token, so all sessions need to re-authenticate within ~24 hours).
2. Delete any passkey you don't recognize.
3. Ask an admin to trigger an admin-initiated password reset, which signs you out of every session immediately and emails you a one-time temporary password.

Mobile differences

• The card order and behavior is identical, with the addition of the Biometric unlock card.
• Native sign-out flows clear refresh tokens and route you back to the login screen with no in-memory user data left.
• The data export download opens in the in-app browser, which prompts you to save the ZIP to Files (iOS) or Downloads (Android).

What officers and admins see that you don't

There is no "your security" view for officers — admins never see your password, passkey list, or export contents. What admins can do affects you indirectly:

• Org admins can trigger an admin-initiated password reset on you. You receive an email with a temporary password, your existing sessions are signed out, and you're forced to change the password at next sign-in.
• Org admins can manage your secondary email addresses on your behalf via your member-detail page (useful if you've lost access to all your emails).
• Platform admins can disable an entire org's user base; this manifests as a disabled-account message for everyone in that org.

What if I lose access?

Situation	Path back
Forgot password, have email access	Forgotten password
Lost the only device with a passkey	Sign in with email/password; enroll a new passkey on your next device
Lost device, SSO-only account	Sign in via SSO from another device, then update Account Settings
Lost access to your primary email	Ask an admin to add a secondary email or to do an admin-initiated reset
All sign-in methods failed	Ask your org admin for an admin-initiated password reset
Account is disabled	Contact your org admin or platform admin to re-enable

Related

• Signing in — sign-in method details
• Mobile app — biometric unlock + passkeys on iOS/Android
• Privacy & data — what GreekManage stores about you
• Notifications — per-event email/in-app settings (separate from digest)

Last verified against v0.62.1 (2026-05-11).