Authentication & Access

Objective

Explain how to enter the portal: sign in, create a workspace, sign in with Google, verify your email, accept team invitations, and recover your password.

Access

Authentication pages are public (no session required). Routes:

• /login — sign in
• /signup?plan={plan} — create a workspace (reached from /pricing); an optional &code={code} pre-fills the Promo Code field
• /auth/complete?plan={plan} — finish a Google sign-up (also carries &code={code} if you entered a promo code)
• /auth/verified — email confirmed
• /auth/verify-failed?reason={reason} — verification link invalid, expired, or failed
• /forgot-password — request a reset link
• /reset-password — set a new password
• /invite/{token} — accept a team invitation

After a successful sign-in you land on your workspace dashboard at /app/{tenant}/dashboard.

Roles

• Self-service sign up creates the workspace owner.
• Team invitations assign one role: admin, agent, or viewer (chosen by the person who invites you).
• owner and admin can manage the workspace; agent and viewer have limited access.

Prerequisites

• To create a workspace: a plan chosen on /pricing (the sign-up form does not open without one).
• To sign in with Google: a Google account.
• To join an existing workspace: an invitation link sent by that workspace's owner or admin.
• To invite team members yourself: a verified email address (see Email verification).

Sign in

Go to /login and choose one option:

• Continue with Google — sign in with your Google account. Google's account chooser always appears so you pick the account deliberately.
• Email + Password — fill in the fields and press Sign in.

Fields:

Notes:

• Use Forgot password? to start a reset.
• Create account takes you to /pricing to pick a plan first.
• Sign-in attempts are rate limited (up to 10 per 15 minutes). If you hit the limit, wait a few minutes and try again.

Already signed in

If you open /login while you still have an active session, the page does not silently reuse it. It first shows Checking your session..., then You are already signed in with your email and two choices:

• Continue as {name} — keep the current session. You are routed through /auth/complete, which sends you to your workspace dashboard — or to /pricing if your account still needs a plan.
• Use another account — sign out of this browser only (your other devices stay signed in) and show the sign-in form.

Create an account (sign up)

Sign up always starts from a selected plan. If you open /signup without a plan, you see Choose a plan to continue and a View plans button that sends you to /pricing. If you open /signup with a plan while already signed in, you are sent straight to /auth/complete to finish setup instead.

Steps:

1. Go to /pricing and choose a plan.
2. You are taken to /signup?plan={plan}.
3. Either press Continue with Google (finishes on /auth/complete) or complete the form and press Create account.

Fields:

Workspace URL rules:

• Lowercase letters, numbers and hyphens only.
• Between 3 and 63 characters; cannot start or end with a hyphen.
• Some names are reserved (for example www, api, admin, support) and cannot be used.
• Availability is checked as you type; you see available, already taken, or checking. The Create account button stays disabled while the name is taken, invalid, or still being checked.

After you submit:

• Free plan: your workspace opens immediately at /app/{tenant}/dashboard.
• Paid plan: you continue to a secure Stripe checkout with a 14-day free trial. While it runs, the plan includes 10% of its monthly AI credits (200 on Starter, 1,000 on Growth, 3,000 on Business); the full monthly allowance arrives with your first subscription payment.
• Free workspaces start on managed AI: 100 AI credits a month on the Agile AI profile, granted once your email is verified. You can switch to your own OpenAI key (BYOK) at any time in Settings. Either way, Free allows 200 messages a month, and AI replies and team replies both count.
• A confirmation email is sent so you can verify your address (see Email verification).
• If you entered a Promo Code, it is validated before the account is created; an invalid code blocks the sign-up with an error.
• Enterprise plans are sales-assisted and cannot be created here.
• Sign-up attempts are rate limited (up to 5 per 15 minutes).

Complete your account (Google)

If you sign in with Google and do not have a workspace yet, you are sent to /auth/complete to finish setup. A plan must be selected; otherwise you are redirected to /pricing. If your account already has a workspace, this page simply forwards you to its dashboard.

Fields:

Press Finish setup. Free plans open the dashboard; paid plans continue to checkout (a promo code entered on the sign-up page carries over). Accounts created with Google are email-verified automatically.

Email verification

New email/password accounts receive a confirmation email from Helios Vision AI. The link is valid for 72 hours and works only once. Requesting a new link replaces the previous one, so only the most recent link you received can verify your email.

1. Open the confirmation email.
2. Click Confirm Account.
3. You land on /auth/verified. If you are signed in, continue to your dashboard with Go to Dashboard; otherwise use Sign In to Continue.

Notes:

• Some actions stay restricted until you verify (for example, inviting team members).
• Google sign-ups are already verified and skip this step.
• On the Free plan, a workspace counts as verified as soon as one active member has confirmed their email. From then on, the workspace's public web chat answers anonymous visitors and, on managed AI, the monthly AI credits are granted: they are added when the link is opened, or within a day if that step does not complete. Some actions, such as inviting teammates, still check your own verification.
• While your email is unverified, a banner in the app offers Resend Verification Email. A new link is not sent within a minute of the previous one; if you ask sooner, you see "A verification email was sent less than a minute ago. Check your inbox, or try again in a minute."
• If a link cannot verify your email, you are sent to /auth/verify-failed. The page is shown in your language (the one you chose in Helios, or your browser's) and names the case: Invalid verification link (the link was already used, was replaced by a newer one, or is not a real link), Verification link expired, or Verification failed (the link was valid but verifying the account did not complete). Enter your email address and press Send new verification email to receive a fresh link, or use Go to sign in. For your privacy, the same confirmation is shown whether or not an account exists, and no new link is sent within a minute of the previous one.

Team invitations

Invitations are created by a workspace owner or admin and are valid for 7 days.

1. Open the invitation link /invite/{token}.
2. Review the workspace name, the role you will receive, and your invited email (which is fixed).
3. Complete the form and press Accept Invitation and Create Account.
4. Your account is created with the assigned role and your workspace dashboard opens.

Fields:

Note: if the invitation has expired, the page shows Invitation expired with the expiry date. Ask the workspace administrator for a new one.

Reset a forgotten password

1. Go to /forgot-password.
2. Enter your Email and press Send reset link.
3. For your privacy, the page confirms that a link was sent if an account exists.
4. Open the email and follow the link to /reset-password.
5. Set the new password and press Update password. You are returned to /login.

Reset fields:

Sign out

Use the user menu in the sidebar and choose Sign out. You are returned to /login.

Good practices

• Pick a short, memorable Workspace URL — it becomes your workspace address and cannot collide with another workspace.
• Use a strong password: at least 8 characters, mixing uppercase, lowercase and numbers.
• Verify your email soon after signing up to unlock all actions.
• On a shared computer, use Use another account or Sign out to avoid staying signed in.

Common errors

Related

• Team — invite members and manage the roles assigned by invitations.
• Billing & Usage — plans, Stripe checkout, trials and credits after sign-up.
• Dashboard — where you land after signing in.
• Settings — General — workspace name and profile after creation.