Account & Settings

Last updated: February 2026

Overview

Your account settings let you control how Collections Manager looks, behaves, and interacts with you. From updating your display name to configuring notification preferences, everything is accessible from the Settings page.

You can also access quick profile edits from the Profile page, which is linked in the user menu at the top-right corner of every page.

Tip: Changes to your settings are saved automatically unless otherwise noted. Look for the confirmation toast notification after each change.

Updating Your Profile

Your profile information is visible to other members of your organization and, depending on your privacy settings, may be visible on shared collections.

Display Name

1

Navigate to Settings

Click your avatar in the top-right corner and select Profile, or go to Settings and select the Profile tab.

2

Edit your display name

Click the display name field and type your preferred name. This is shown in the header, on shared collections, and in organization member lists.

3

Save your changes

Click Save Profile to apply the update. Your new name will appear across the application immediately.

Avatar

Your avatar is generated from your initials by default. To upload a custom avatar:

Go to Profile and click the avatar circle.
Select an image file (JPG or PNG, maximum 2 MB, at least 200 x 200 resolution).
Crop the image if needed, then click Upload.

Bio

Add an optional bio (up to 250 characters) to describe yourself or your role. This appears on your public profile if profile visibility is enabled.

Changing Your Email

Your email address is used for authentication, notifications, and account recovery. Changing it requires verification of both the old and new addresses.

1

Open Account Settings

Go to Settings and select the Account tab.

2

Enter your new email

Type the new email address in the Email Address field and enter your current password to confirm the change.

3

Verify the new email

A verification link is sent to your new email. Click the link within 24 hours to complete the change. Until verified, your old email remains active.

Warning: If you use SSO (Single Sign-On) to log in, your email must match the one provided by your identity provider. Changing it here may disconnect your SSO login.

Changing Your Password

We recommend updating your password periodically and using a unique password for Collections Manager.

1

Go to Security settings

Navigate to Settings and select the Security tab.

2

Enter your current password

For security, you must confirm your identity by entering your existing password.

3

Set your new password

Enter and confirm your new password. It must meet the following requirements:

Password Requirements

At least 8 characters long
Contains at least one uppercase letter (A-Z)
Contains at least one lowercase letter (a-z)
Contains at least one number (0-9)
Contains at least one special character (!@#$%^&* etc.)
Cannot match any of your last 5 passwords

Tip: Use a password manager to generate and store strong, unique passwords. Avoid using dictionary words or predictable patterns.

Notification Preferences

Control how and when Collections Manager notifies you about activity. All notification preferences are managed from Settings under the Notifications tab.

Email Notifications

Collection shared with you

Receive an email when someone shares a collection with you.

Item comments

Get notified when someone comments on items in your collections.

Weekly digest

A summary of activity across all your collections, sent every Monday.

In-App Notifications

Real-time alerts

Show toast notifications for sharing events and comments while you are active.

Sound

Play a subtle sound when a new notification arrives.

Digest Frequency

If you enable the digest, you can choose how often it is delivered:

Daily — sent every morning at 8:00 AM in your local time zone.
Weekly — sent every Monday at 8:00 AM.
Monthly — sent on the 1st of each month.

Appearance Settings

Customize the visual appearance of Collections Manager to suit your preferences. These settings are stored locally and apply only to the current browser.

Theme

Choose between three theme options:

Dark

Default. Reduced eye strain in low-light environments.

Light

Classic light theme for bright environments.

System

Automatically follows your OS preference.

Display Density

Control how much information fits on screen:

Comfortable — more spacing, larger touch targets. Ideal for touch devices. (Default)
Compact — tighter spacing, more items visible at once. Ideal for desktop power users.

Tip: You can quickly toggle between dark and light themes using the / button in the site header.

Privacy Settings

Privacy settings let you control who can see your profile and how your collections appear to others. Access these from Settings under the Privacy tab.

Profile Visibility

Choose who can view your profile page:

Public — anyone with the link can see your profile and public collections.
Organization Only — only members of your organization can view your profile.
Private — your profile is hidden from everyone. (Default)

Default Collection Visibility

When you create a new collection, it inherits this default visibility. You can always override this on individual collections.

Private — only you can see the collection. (Default)
Organization — visible to all organization members.
Public — visible to anyone with the link.

Search Indexing

When enabled, your public collections may appear in search results within the Collections Manager explore page. Disabling this makes your public collections accessible only via direct link.

Allow search indexing

Let other users discover your public collections through the explore page.

Connected Apps

View and manage external services connected to your account. This includes SSO providers, API keys, and any third-party integrations you have authorized.

SSO Providers

If your organization uses Single Sign-On, your SSO provider will appear here. You can link or unlink additional identity providers such as Google or Microsoft.

1

Go to Connected Apps

Navigate to Settings and select the Connected Apps tab.

2

Link a provider

Click Connect next to the provider you want to link. You will be redirected to authenticate with that service.

3

Authorize access

Confirm the permissions requested by the provider. Once authorized, the connection will appear in your list.

API Keys

If you use the Collections Manager API, your API keys are listed here. You can create new keys, view usage statistics, and revoke keys you no longer need.

Warning: Revoking an API key immediately disables all integrations using that key. Ensure you update any services before revoking.

Revoking Access

To disconnect an app or revoke a key, click the Revoke button next to the item. You will be asked to confirm the action. Once revoked, the app or key can no longer access your account.

Exporting Your Data

You have the right to a copy of all your data. Collections Manager provides a self-service data export feature that compiles your collections, items, metadata, and account information.

1

Request an export

Go to Settings > Data & Privacy and click Request Data Export.

2

Choose your format

Select a format for the export:

JSON — structured data, ideal for programmatic use or re-import.
CSV — spreadsheet-compatible, ideal for analysis in Excel or Google Sheets.
ZIP archive — includes all attachments and media alongside the data files.

3

Download the export

Processing typically takes a few minutes. You will receive an email notification with a download link once the export is ready. The link expires after 7 days.

Tip: Data exports do not include shared collections owned by other users. Only collections and items that you own are included.

Deleting Your Account

Danger: Account deletion is a destructive action. Once the grace period expires, your data cannot be recovered. Please read this section carefully before proceeding.

If you decide you no longer need your Collections Manager account, you can request permanent deletion. This process includes a recovery period to protect against accidental or unauthorized deletion.

Deletion Process

1

Request deletion

Go to Settings > Data & Privacy and click Delete My Account. Enter your password to confirm.

2

Confirm via email

A confirmation email is sent to your registered address. Click the link within 24 hours to start the deletion countdown.

3

30-day grace period

Your account enters a 30-day grace period. During this time, your profile is hidden and you cannot log in, but your data is preserved.

4

Permanent deletion

After 30 days, all data is permanently removed from our systems, including collections, items, files, and account records.

What Happens to Your Data

Your collections — all collections and their items are permanently deleted.
Shared collections — collections shared with others become inaccessible. Co-owners retain their own copies.
Organization data — collections owned by the organization (not you personally) are unaffected.
Comments and activity — your comments on others' collections are anonymized (shown as "Deleted User").
API keys — all API keys are immediately revoked.
SSO connections — all linked identity providers are disconnected.

Recovery Period

During the 30-day grace period, you can cancel the deletion by contacting support. After verifying your identity, your account will be restored with all data intact. Once the 30 days have elapsed, recovery is no longer possible.

Recommendation: Before deleting your account, use the data export feature to download a copy of all your collections and items.