My account
Overview
My account holds everything that concerns only you: profile and signature, the security of your account, and the ordering of your sidebar. Three surfaces, all personal — what you set here applies to you and nobody else, but across all your devices.
Core tasks
Maintain your profile. Profile picture, display name, position, phone and language. The profile picture is publicly retrievable — that is deliberate and the precondition for embedding it in email signatures. PNG, JPG, GIF and WebP are accepted.
Set up a signature. Your personal signature is inserted automatically when sending — in text blocks, mail layouts and templates. You may use placeholders; a click inserts them, and a preview shows by example how they resolve. The real values come from brand, work item and profile at send time.
Change the language. The Language field governs the interface. Switching reloads the application.
Set up two-factor sign-in. Under Security you enable a time-based one-time code from an authenticator app. The sequence: scan the QR code (or enter the key by hand), type the six-digit code, confirm.
The recovery codes appear afterwards — exactly once. Each code works a single time and gets you in when you have no access to the authenticator app. Store them somewhere safe immediately; they are not shown again.
Order the sidebar. Under Navigation you arrange the main groups to suit your workflow — by dragging or with the arrow buttons. Changes are saved immediately. Reset restores the default order.
Color scheme and dark mode. The switch at the top of the header toggles between System (follows the device), Light, Mixed (dark sidebar, light content) and Dark. In dark mode, the sidebar, header and content sit as separate surfaces above a deep violet ground with a slowly drifting color gradient; every area keeps its color. Text and controls stay legible even on the brightest spot of the gradient. Print views and PDF previews stay light, and light mode stays as it is.
Set the color gradient. Under Color gradient in dark mode you choose Moving (default), Still or Off. The choice is saved immediately and applies on all your devices. If the device is set to "reduce motion", the gradient always stands still.
Basic and Pro. Octibiz shows you either the everyday essentials (Basic) or everything (Pro). The switch sits at the foot of the sidebar below Settings: Show more switches to Pro, Show less back to Basic. The choice is saved immediately and applies on all your devices. In Basic the sidebar shows only the key pages of each area (without sub-entries), settings only the most common tiles, detail pages only the first tabs with an All tabs link, forms only the required details (the rest sits behind More details) and lists only the main columns. Nothing disappears: the command palette (⌘K) finds every page and marks what lives in Pro; the settings search finds every tile. The choice changes no permissions. If you never chose, your role's default applies — without one, Pro; anyone who already worked with Octibiz starts in Pro.
Choose your start page. Under Start page you decide where you land after signing in: My Work (your inbox with Due, New and Next, see My Work) or the Overview with tiles and key figures. The choice is saved immediately and applies on all your devices. If you never chose, the starter package's default applies: anyone created after setup with a package starts in My Work; anyone who already worked with Octibiz before keeps the Overview. The Dashboard link in the sidebar always leads to the Overview.
Focus mode. ⌘ . (Mac) or Ctrl . (Windows, Linux), or the icon in the header, collapses the sidebar to icons and hides the header — only the content remains. The same shortcut or Exit focus at the top right brings everything back. The choice applies per device: focused on the laptop, not on the big screen. A notice that you are signed in as another user stays visible in focus mode as well.
Sign out devices for push notifications. The My devices card lists the phones and browsers that receive your notifications by push — with name, system, app version and when they last reported in. A device registers as soon as you sign in to the Octibiz app and allow notifications. Sign out a lost, sold or handed-over device here with Sign out (with confirmation); it receives nothing afterwards. If the app signs in again, the device reappears.
Connect your Teams account. With the Teams connection set up, the Microsoft Teams card appears: Create code and send the displayed command in the chat with the bot — bot commands from Teams then act under your account; Disconnect reverses this. Details: Connect Microsoft Teams.
Connect your Slack account. With the Slack connection set up, the Slack card appears: Create code and send /octi connect <code> in Slack — slash commands from Slack then act under your account; Disconnect reverses this. Details: Connect Slack.
With every new mapping of a Teams or Slack account you receive a notification with a link back here. If you did not redeem the code yourself, disconnect right away.
Bring back hints and tours. Every tour and hint runs on its own only once. The card Hints and tours resets everything with Reset all hints: dismissed hints reappear, tours run on their own once more, and the card Your first steps in My work comes back — completed steps stay completed. More under Tours and hints.
Fields in detail
Show durations as (durationFormat): decimal (decimal, 1.50 h) or hours:minutes (clock, 1:30 h) — applies to every duration you see.
The What it does column answers what changes in the system — not what the field is called. The grey name behind it is the API field: the same thing runs under that name through automation, import and AI tools.
Self-service is deliberately a narrowed view: here you change exactly what is yours. Everything else on the account and the employee record belongs to administration — the list of those is further down.
Profile
| Field | Required | Values / format | What it does |
|---|---|---|---|
Display name displayName | no | text, max. 255 characters | How you appear in the system. Kept jointly on account and employee record — one source, no double maintenance. |
Language locale | no | one of the installed languages, empty = browser detection | Language of the interface and your notifications. It hangs on the account, not on the device: the change applies everywhere you are signed in. An uninstalled language code is rejected. |
Job title jobTitle | no | text, max. 100 characters | Your function. Resolved as a placeholder in signatures and templates. |
Phone phone | no | text, max. 50 characters | Your business number. |
Signature signatureHtml | no | formatted text, max. 50,000 characters | The block under your outgoing mail. Resolved as a placeholder in templates instead of being copied into each one. The HTML is sanitised on save; empty text deletes the signature. |
Date of birth birthDate | no | date, not in the future | Your own date of birth — you enter and change it yourself. A date in the future is rejected, an empty field deletes it. Colleagues see day and month at most, and only with your consent. |
Birthday visible to colleagues birthdayVisible | no | yes/no | Your consent that colleagues see your birthday (never the year). Off by default. |
Work anniversary visible to colleagues anniversaryVisible | no | yes/no | Your consent that colleagues see your work anniversary (from your start date). Off by default. |
Job title, phone and signature live on the employee record. If your account has none, those three fields are missing — administration settles that; it is not a fault of the page.
Navigation
| Field | Required | Values / format | What it does |
|---|---|---|---|
Preference prefKey | yes | nav.groupOrder (order of the main groups) or nav.favorites (pinned entries) | Which personal preference is stored. |
Value value | no | list of group or link keys | Your order, or your pinned entries. It applies to you and on all your devices; what you hide is not gone, just out of the way. It changes no permissions. |
Color gradient in dark mode
| Field | Required | Values / format | What it does |
|---|---|---|---|
Setting prefKey | yes | ui.auroraMesh | Stores your choice for the color gradient behind dark mode. |
Value value | yes | { "modus": "bewegt" }, "still" or "aus" | Moving (bewegt) lets the gradient drift slowly, Still (still) stops it, Off (aus) shows only the dark ground. Applies to you on all devices; "reduce motion" on the device always stops it. Other values are rejected. |
Basic and Pro
| Field | Required | Values / format | What it does |
|---|---|---|---|
Setting prefKey | yes | ui.stufe | Stores your choice between Basic and Pro. |
Value value | yes | { "stufe": "basis" } or "profi" | Basic (basis) shows only the everyday essentials in sidebar, settings, tabs, forms and lists, Pro (profi) shows everything. Applies to you on all devices. Without a choice of your own, your role's default applies, otherwise Pro. Other values are rejected. |
Start page
| Field | Required | Values / format | What it does |
|---|---|---|---|
Setting prefKey | yes | ui.startseite | Stores your start page. |
Value value | yes | { "seite": "meine-arbeit" } or "uebersicht" | Where you land after signing in (meine-arbeit = My Work, uebersicht = Overview). Applies to you on all devices. Without a choice of your own, the starter package's default applies (new users My Work, existing users the Overview). Other values are rejected. |
Hints, tours and first steps
| Field | Required | Values / format | What it does |
|---|---|---|---|
Setting prefKey | yes | help.toursSeen | Tours that have already run. |
Value value | yes | list of page keys, e.g. ["platform.my-work"] | A tour in the list no longer starts on its own; it stays available via the help. Reset all hints empties the list. At most 200 entries; other shapes are rejected. |
Setting prefKey | yes | setup.ersteSchritte | Progress of the card Your first steps. |
Value value | yes | { "erledigt": ["profil"], "ausgeblendet": false } | Ticked steps (erledigt) and whether the card is hidden (ausgeblendet). Once hidden it ends, also as start page. Other fields are rejected. |
Focus mode is not an account setting: it stays on the device (in the browser) and changes nothing for others.
All profile fields on this page are also available as an interface (/v1/me/profile): an automation or the AI can set them on your behalf — always for your own profile only.
Picture and security — actions, not fields
| Item | How it works |
|---|---|
| Profile picture | Uploading replaces the previous one, removing deletes it. PNG, JPG, GIF and WebP are allowed. It is served without a login so mail programs can embed it — the picture only, no further data. |
| Set up two-factor | Scan the QR code (or type the shown secret by hand), enter the six-digit code, confirm. Only the confirmation arms the second factor. |
| Recovery codes | Ten of them, shown exactly once. Each works a single time. Only their check value is stored — there is no second look. |
| Switch off two-factor | Requires a valid second factor (code from the app or a recovery code). Failed attempts are throttled: five per minute and account. |
| Email address | It is shown but not changed here — it is your sign-in name. |
Birthday and work anniversary. Your date of birth is shown under the contact details — you enter and change it yourself; it is saved immediately. Below it are two switches: whether colleagues may see your birthday (day and month only, never the year) and whether they may see your work anniversary (calculated from your start date). Both are off by default, are saved immediately and can be switched off again at any time. Only you can give this consent.
What administration maintains, not this page
The account also carries email, active, roleId, employeeUlid, newPassword and resendInvitation. They live under Users — the password too: it is reset there, not changed by you.
The employee record further carries firstName, lastName, personnelNumber, userUlid, employmentType, contractType, weeklyHours, workSchedule, hiredAt, probationUntil, terminatedAtInput, vacationEntitlementDays, vacationAccountEnabled, timezone, holidayRegion, supervisorId, teamId, brandScope, costRateAmountInput, costRateValidFromInput, costRateNote, skillCode, skillLevel, skillPrimary, skillCertifiedAt, skillExpiresAt, privateContactInput, birthDate and onboardingMode. They are maintained under Employees, where what each one does is described. (The employee record has its own email field — the employee's business address; it is not the sign-in name.)
Settings & permissions
- Profile and security are open to every signed-in person.
- Navigation, Color gradient in dark mode and Basic and Pro require the
platform.ui_preference.managepermission. - Bound to an employee profile. Position, phone and signature may originate from an employee
profile. If fields are missing, that is why — your administrator can sort it out.
- Only visible groups appear. The navigation list shows what you currently see. If an area is
added later — through a plugin or an additional permission — it first appears at the end and can then be moved into place.
FAQ & troubleshooting
A page is missing from the sidebar. You are probably working in Basic. Look the page up with ⌘K — the palette finds it and shows "in Pro" — or click Show more at the foot of the sidebar.
My old phone still receives notifications. Sign it out under My devices. The list shows only your own devices — nobody sees those of other users.
I cannot change position or phone. Then they are bound to an employee profile. A notice on the page points this out.
Where do I change my password? Not here. Your administrator resets the account password under Users; this page carries the profile, the second factor and your own menu order.
I lost my recovery codes and have no access to the app. Then you cannot get in on your own — your administrator has to reset two-factor sign-in for your account. That is precisely why the advice is to store the codes right away.
The code is rejected. A time-based code is valid only briefly. Wait for the next one. If it persists, the device clock is usually wrong.
**The color gradient does not move although Moving is selected.** The device is set to "reduce motion" (accessibility settings of the operating system). The gradient then stands still on purpose.
My sidebar order is gone. Check whether Reset was pressed by accident. The order belongs to the account, not the device — on another computer it should be identical.