Accounts
Light or dark
Your name at the top right opens your account menu. Appearance there switches the app between Light, Dark, and Device (follow whatever your computer or phone is set to, the default). The choice is remembered in this browser, for you alone; it changes nothing for anyone else and nothing about your emails or reports. and your team
Organizations
Every account belongs to an organization: your business, with its own people, Google connection, locations, saved replies, settings and activity log. Organizations are separate from one another; none can see another's.
Settings → Your organization sets its name, which appears in the app, in emails, and as the {business} fill-in in saved replies.
Roles
| Role | Sees | Can |
|---|---|---|
| Owner | Every location | Everything. Also makes other admins, removes someone's two-factor, and will handle billing. There is one owner. |
| Admin | Every location | Connects Google, includes locations, assigns managers, sets approval rules, saved replies, careful mode, the AI advisor, connected systems and report emails; invites and removes people (not admins); approves replies. |
| Location manager | Their assigned locations | Reads and replies to reviews, uses saved replies and the advisor, flags and notes, sees reports for their locations. |
| Viewer | Their assigned locations | Reads reviews and reports. Doesn't reply. |
Approver is a switch on a location manager or viewer, set on the Team page: they may approve replies that wait for approval at their locations. The owner and admins approve already.
People are free on every plan, including Free. Only the number of locations sets the plan.
Inviting someone
Team, at the top:
- Email, and optionally their Name.
- Role: Admin (owner only), Location manager or Viewer. A line beneath explains the role chosen.
- May approve replies that need approval: the approver switch.
- Send invite. StellaQuin emails them a link and shows the same link to you, in case they don't see the email or you'd rather send it another way. The link works once and expires in 7 days.
Until they accept, the list shows Invited, not joined yet; New link makes a fresh one. For location managers and viewers, open Locations and tick them under Managers & approvals for each of their locations; until then they see nothing.
The team list
Beside each person: their role (change it from the drop-down), the Approver switch, Reset link (emails them a one-time password-reset link and shows it to you), Remove two-factor (owner only, for someone locked out), and the bin icon to remove them, which signs them out at once. Their saved replies, notes and replies stay with the organization.
Only the owner can make, change or remove an admin. The owner's own role doesn't change.
Your own account
Open your name at the top right:
- Email alerts…: which reviews reach you by email (see Email alerts).
- Change email…: asks for the new address and your password. It becomes your sign-in address and where emails reach you.
- Change password…: asks for your current password and a new one of at least 10 characters. Changing it signs out every other browser where you were signed in.
- Two-factor sign-in…: see below.
- Sign out.
Forgotten passwords
On the sign-in screen, Forgot your password? emails a one-time reset link (valid 7 days) to the address typed, if it has an account; the answer is the same either way, so the form can't be used to find out who has an account. An admin can also press Reset link beside a person on the Team page.
Two-factor sign-in
Anyone can add a second step to their own sign-in: a 6-digit code asked for after the password, so someone who learns your password still can't sign in. Choose where the code comes from:
- An authenticator app (Microsoft Authenticator, Google Authenticator, 1Password and others). Works without email or signal; the stronger choice.
- Your email: each sign-in emails a code to your account's address. Nothing to install; keep that inbox protected.
With an app
- Two-factor sign-in… → Set up with an app.
- In the authenticator app, add an account and scan the QR code; if you can't scan, type the key shown beside it.
- Enter the 6-digit code the app shows and press Turn on.
- StellaQuin shows eight recovery codes. Copy or download them and keep them safe; they aren't shown again. Each signs you in once if you lose your phone.
With email
- Two-factor sign-in… → Set up with email. A code is emailed at once.
- Enter it and press Turn on; the recovery codes follow.
Codes from an app change every 30 seconds; if one is refused, check your phone's clock is set automatically. Emailed codes work once, for 10 minutes. Without your phone, email me a code instead on the sign-in screen works in its place. New recovery codes makes a fresh set and cancels the old one. Turning it off needs your password and a current code.
Locked out with no recovery codes: the owner can remove your two-factor from the Team page; you sign in with your password alone and set it up again. If the owner is locked out, contact support.
The Activity log
Activity (admins) lists what changed in the organization, who did it and when: Google connected, a location included, a reply posted ("Replied to a 2-star review for Northside, starting from the saved reply 'Sorry about the wait'"), an approval, a setting changed, a key made. It's your record; nothing in it is ever sent anywhere.