Account Setup

This guide covers how to configure your OpenBoxes Lift account, manage your organization details, and invite team members to your instance.

Accessing Account Settings#

Log in to the OpenBoxes Lift portal at app.openboxes.cloud. Your account settings are available from the user menu in the top-right corner of the portal dashboard.

Profile Settings#

Personal Information#

Update your name and contact details under Profile:

  • Full name: Displayed in the portal and within OpenBoxes
  • Email address: Used for login, notifications, and password recovery
  • Phone number (optional): Used for account recovery and urgent alerts

Changing Your Password#

  1. Go to Settings > Security.
  2. Enter your current password.
  3. Enter and confirm your new password.
  4. Click Update Password.

Password requirements (enforced platform-wide):

  • At least 12 characters
  • At least three of these four: an uppercase letter, a lowercase letter, a number, a special character
  • Cannot be the same as your username
  • Cannot reuse any of your last 10 passwords

Two-Factor Authentication#

For added security, enable two-factor authentication (2FA):

  1. Go to Settings > Security and click Enable MFA.
  2. Scan the QR code with an authenticator app (Google Authenticator, Authy, or similar).
  3. Enter the six-digit code to confirm setup.
  4. Save the recovery codes shown next, then click I've saved them.

MFA is optional for every customer role, including the account owner and Admins. Each person enrols from this page. Organisation-wide enforcement is not available.

Google, Microsoft and GitHub sign-in. Once MFA is on, signing in with Google, Microsoft or GitHub asks for your code too, after you come back from the provider. That includes the Google, Microsoft and GitHub buttons on your OpenBoxes instance's login page. If you have not set up MFA, those sign-ins do not ask for a code.

Recovery codes. When you set up MFA you get 10 recovery codes. They are shown once: copy or download them and keep them away from your phone. Settings > Security shows how many you have left, and Create new recovery codes gives you a fresh set and cancels the old one.

Lost your authenticator? If you lose your phone or the authenticator app, click Lost your authenticator? Use a recovery code on the sign-in page where it asks for your code, or go to app.openboxes.cloud/auth/mfa-recover. Enter your email and one recovery code. That removes the authenticator from your account and cancels the rest of that set of codes. Sign in again the way you normally do, then set up MFA again in Settings > Security and save the new codes. We email the account whenever a recovery code is used, and the account owner too if it was a teammate's account. No codes left? Email support@openboxes.cloud; we check it is really you before removing MFA.

Organization Details#

Under Settings > General, configure the details that appear across your account:

  • Display name: How your account is labelled in the portal
  • Organization name: Your company or team name
  • Contact email: The address the platform uses to reach your organization
  • Timezone and Date format: Under Localization, used when the portal shows dates and times

The Billing email that receives invoices and payment notifications is set separately, under Billing details on the Billing page.

Your Subdomain#

Your subdomain was chosen during signup and determines your OpenBoxes URL:

https://your-subdomain.openboxes.cloud

Subdomain changes are not self-service after provisioning. If you need to change your subdomain, contact support at support@openboxes.cloud.

Inviting Team Members#

How Team Access Works#

Each team member gets their own OpenBoxes Lift login for the portal. From the portal they open your OpenBoxes instance with Launch OpenBoxes, and their OpenBoxes user is set up the first time they do, with the OpenBoxes role their portal role gives (below). Once they have set up their account, they can also sign in on the instance's login page with Continue with Google, Continue with Microsoft or Continue with GitHub, using the same email address as their invitation. If the login page says "Open OpenBoxes from app.openboxes.cloud first.", they open OpenBoxes once with Launch OpenBoxes in the portal.

Adding a New Team Member#

  1. Go to Users in the portal sidebar.

  2. Click Invite User.

  3. Enter their email address and select a portal role:

    • Admin: Admin in OpenBoxes; in the portal, can also manage the team (Managers, Users and Viewers), sees money values on the Reports page and can change the scheduled export
    • Manager: Manager in OpenBoxes
    • User: standard user in OpenBoxes, can record stock and orders
    • Viewer: read-only in OpenBoxes

    Managers, Users and Viewers get the same portal access as each other (see Managing Users).

  4. For a Manager, User or Viewer, choose their OpenBoxes locations: All locations, or Only these locations to limit them to the locations you tick. Admins always work at all locations.

  5. Send the invitation.

The person who signed up for the account is the Owner, a fifth role that cannot be assigned by invitation and is the only one that can pause the instance, upgrade or downgrade the plan, restore a backup, or close the account. Billing details and payment methods are the Owner's alone; the Admin role does not include them. The Owner and Admins manage the team: an Admin can invite, change and remove Managers, Users and Viewers, and only the Owner can make someone an Admin or change an Admin.

The role you pick sets the teammate's main role inside OpenBoxes, and changing it in the portal changes it there too. The account owner or an OpenBoxes Admin can still adjust a teammate's roles inside OpenBoxes; those changes last until the teammate's role is next changed in the portal.

The team member will receive an email with instructions to create their account. Once they set a password, they can sign in to the portal and open OpenBoxes with Launch OpenBoxes.

The teammate roles overview puts the roles, who manages the team and choosing a teammate's OpenBoxes locations on one page, and Managing Users has every detail.

Managing Existing Members#

From the Users page, the Owner and Admins can (Managers, Users and Viewers see a read-only team list):

  • Change roles: Click the role badge next to a member's name to reassign
  • Change locations: Open a Manager, User or Viewer with View Details and change their OpenBoxes locations
  • Remove access: Click the menu icon and select Remove to revoke access
  • Resend invitation: If someone did not receive the invite, click Resend

User Limits#

Your plan determines the maximum number of active users:

Plan Maximum Users
Shared 10
Dedicated 50
Enterprise 100 included (more in bands of 25)

If you need more users, add a user pack under Billing > Add-ons (Shared: +5 users per pack, $25/mo, up to 2 packs; Dedicated: +25 users per pack, $100/mo, up to 2 packs) or change your plan; on Enterprise, ask sales to add a band of 25 users. See Managing Users.

Notification Settings#

Control which email notifications you receive under Settings > Notifications. There are five on/off toggles.

The first four are settings for the whole account. Everyone on the account can see them, and only the account owner can change them:

  • System alerts: Important system events and incidents
  • Usage warnings: Stored for future use; no usage-threshold emails are sent today (the Usage page flags a metric at 80% and the action is blocked at 100%)
  • Backup notifications: Confirmation when backups complete
  • User activity: User invitations and changes

The fifth is yours alone:

  • Product updates: A short monthly email about what is new in OpenBoxes Lift. It is off until you turn it on, and it is sent only to people who turn it on. Turning it on affects only you, not your teammates, and every member of the account can set it for themselves. We are not sending this email yet: turning it on saves your choice for when we start.

Each toggle saves automatically as you flip it. There is no Save button. Billing-failure and suspension emails are not governed by these toggles and are always sent.

None of these five governs stock alerts. Stock alerts are switched on, and off, in the portal's Integrations > Destinations tab, and every alert email carries an unsubscribe link. See Stock alerts.

The first-month onboarding email series (weekly video guides) is separate from these settings: to stop those, use the unsubscribe link in any of the emails.

Next Steps#

Guides

Videos

Watch: From Signup to Your Own Instance3 min videoWatch: A Tour of Your Portal1 min video

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