Account Service User Guide

Account Service User Guide

Account Service User Guide

Complete guide for regular HealthForms.io users on account creation, login, and management.

For New Users: Getting Started

I Don't Have an Account Yet

Your organization administrator will invite you. Here's what happens:

  1. You receive an email invitation from HealthForms.io
  2. Click the link in the email to start
  3. Create your account with a password
  4. Confirm your email by clicking a verification link
  5. You're ready to log in!

See How to Accept a HealthForms.io Invitation for detailed step-by-step instructions.

I Received an Invitation but Haven't Used It Yet

Your invitation link works for 7 days. To accept it:

  1. Check your email for the invitation from HealthForms.io
  2. Check spam folder if you don't see it
  3. Click the invitation link before it expires
  4. Create your password (must include uppercase, lowercase, numbers, special characters)
  5. Confirm your email via the link sent to you
  6. Done! Your account is ready to use

See How to Accept a HealthForms.io Invitation for help.

My Invitation Expired

If your invitation link expired (older than 7 days):

  1. Open a support ticket at https://support.healthforms.io
  2. Request a new invitation
  3. You'll receive a fresh invitation email
  4. Follow the signup process again

Logging In

First Time: Log In to Your Account

  1. Go to your HealthForms.io application:

    • Portal (patients): https://app.healthforms.io/portal
    • Manager (staff): https://app.healthforms.io/manage

  2. Enter your email and password

  3. If you set up 2FA, enter your verification code

  4. You're in!

See How to Log In for detailed instructions with screenshots.

I Forgot My Password

No problem! Use the password reset feature:

  1. Click "Forgot Password?" on the login page
  2. Enter your email address
  3. Check your email for a reset link (usually 1-2 minutes)
  4. Click the link and create a new password
  5. Log in with your new password

See How to Reset Your Password for detailed steps.

I'm Locked Out

Your account locks after 5 failed login attempts for security.

It unlocks automatically after 30 minutes.

Or, you can unlock it immediately:

  1. Click "Forgot Password?"
  2. Complete the password reset process
  3. Log in with your new password

See Troubleshooting for more help.

Setting Up Security

Two-factor authentication adds an extra security layer. Highly recommended!

To set up 2FA:

  1. Log into your account
  2. Go to your account page
  3. In the Multi-Factor card, click Add Authenticator App or Add Mobile Phone
  4. Follow the setup steps
  5. Save your recovery codes somewhere safe!

Time: 5 minutes

See How to Set Up 2FA for detailed instructions.

Change Your Password (For Security)

Change your password when needed for security:

  1. Go to your account page
  2. In the Security card, click Change My Password
  3. Enter your current password
  4. Enter your new password (8+ characters with mixed case, numbers, special characters)
  5. Click "Save"

See How to Change Password for details.

Managing Your Account

Update Your Email Address

If you need to change your email (you'll use it to log in):

  1. Go to your account page
  2. In the User Information card, click Update
  3. Enter your new email address and click Update
  4. A confirmation link is sent to your new address — click it to complete the change

See Account Management - Update Name or Email for details.

Update Your Phone Number

Your phone number is used for SMS-based multi-factor authentication.

To add or update your phone number:

  1. Go to your account page
  2. In the Multi-Factor card, click Add Mobile Phone
  3. Enter your phone number and click Verify
  4. Enter the code texted to you and click Verify

See MFA Setup Guide for details.

View Your Account Information

To see your account details:

  1. Go to your account page (you land here after login, or return to https://app.healthforms.io/account)
  2. You can view and update:
    • Your name and email address (User Information card)
    • Your linked Google account (External Login Providers card)
    • Your password (Security card)
    • Your MFA methods (Multi-Factor card)

See Account Management for details.

Troubleshooting

I Can't Log In

Common causes and solutions:

Problem Solution
Wrong password Use "Forgot Password" to reset it
Typo in email Check spelling and try again
Account locked Wait 30 minutes or reset password
Can't see Turnstile verification Refresh page, clear cache, try different browser
2FA code doesn't work Wait for new code (they expire every 30 seconds)

See Troubleshooting - Login Issues for more solutions.

I'm Not Receiving Emails

Check:

  1. Your spam/junk folder (move to inbox)
  2. Add HealthForms.io to contacts: noreply@healthforms.com
  3. Wait longer - Email can take 5+ minutes
  4. Try again - Request a new link/confirmation

See Troubleshooting - Email Issues for more help.

My 2FA Code Doesn't Work

Try:

  1. Wait a few seconds - Codes expire every 30 seconds, get a new one
  2. Check device time - Your phone's clock must be correct
  3. Use a backup code - If you have one saved
  4. Contact support if still not working

See Troubleshooting - 2FA Issues for details.

I Need More Help

Resources:

Quick Reference

Task Location Time
Accept invitation Invitation link or /auth/invitations 5-10 min
Log in Login page 2-3 min
Reset password "Forgot Password" link 5-10 min
Change password Account page → Security card 2 min
Update name or email Account page → User Information card 2-5 min
Update phone Account page → Multi-Factor card 2-5 min
Enable 2FA Account page → Multi-Factor card 5 min
View account info Account page 1 min

Security Best Practices

✅ Do:

  • Create a strong, unique password (8+ characters, mixed case, numbers, special chars)
  • Enable two-factor authentication (2FA)
  • Change your password every 90 days
  • Log out when done (especially on shared computers)
  • Keep your email and phone updated
  • Save backup codes in password manager
  • Use a password manager (1Password, LastPass, Bitwarden)

❌ Don't:

  • Share your password with anyone
  • Use the same password on multiple sites
  • Write passwords on sticky notes
  • Log in on public WiFi without VPN
  • Click suspicious links in emails
  • Use "Remember Me" on shared computers
  • Disable 2FA for convenience

Getting Help

Documentation

All guides are available here:

Contact Support

  • Support Portal: https://support.healthforms.io
  • Include: Email address, what you're trying to do, any error messages
  • Response time: Usually 2-4 hours during business hours

Next Steps:

  1. Make sure your account is set up ✅
  2. Enable two-factor authentication 🔐
  3. Update your profile information 👤
  4. Start using HealthForms.io! 🚀

    • Related Articles

    • Account Service Admin Guide

      Account Service Admin Guide Guide for HealthForms.io administrators on how users get access and what the Account Service manages. What the Account Service Controls The Account Service manages: User login (email/password and Google sign-in) ...

    • Account Service Documentation

      HealthForms.io Account Service The Account Service handles all user authentication, account management, and security for HealthForms.io applications. What is Account Service? Account Service is the central authentication system that: Manages user ...

    • Troubleshooting Guide

      Troubleshooting Guide Solutions to common HealthForms.io issues. If you don't find your issue, see FAQ or contact support. Login Issues Can't Log In Symptoms: Can't enter HealthForms.io "Invalid Email or Password" error Login page is blank Solutions: ...

    • Security - Roles & Permissions Guide

      Security - Roles & Permissions Guide HealthForms.io Manager uses a granular permission system that lets organizations precisely control what each user can access and do. Rather than broad "admin" roles, permissions are assigned individually and can ...

    • How to Manage Your Account

      How to Manage Your Account Update your personal information, email, password, and multi-factor authentication (MFA) settings. Overview What it is: Account management lets you view and update your personal information and security settings. Who uses ...