User Account Management Guide

Published on October 22, 2025 • General Information, How to guides

Learn how to securely create, manage, and protect your account in the Cafeteria Web System. This comprehensive guide covers registration, login options, profile updates, password recovery, two-factor authentication, and best security practices for users.

Welcome to the Cafeteria Web System! This comprehensive guide will help you create, manage, and secure your user account.

Table of Contents

  1. Getting Started
  2. Creating Your Account
  3. Signing In
  4. Email and Phone Verification
  5. Password Recovery
  6. Managing Your Profile
  7. External Logins
  8. Two-Factor Authentication (2FA)
  9. Security Best Practices
  10. Getting Help
  11. Conclusion

Getting Started

The Cafeteria Web System provides a secure and convenient way to manage your cafeteria services. Before you can use the system, you need to create an account. You have two options:

  • Create an account with a password (traditional sign-up)
  • Use your Google account for quick registration

Creating Your Account

Sign Up with Password

  1. Navigate to the Sign-Up Page
    • Go to the login page
    • Click on the "Sign up" link at the bottom of the page
  2. Fill in Your Information
    • First Name: Enter your first name
    • Last Name: Enter your last name
    • Phone Number: Enter your Ethiopian phone number (e.g., 09xx xxx xxxx or 07xx xxx xxxx)
    • Email Address: Enter a valid email address (e.g., name@example.com)
    • Password: Create a strong password
    • Confirm Password: Re-enter your password to confirm
  3. Submit the Registration
    • Click the "Sign up" button
    • You will receive a confirmation email with a link to verify your account
  4. Important Notes
    • Use a strong password that includes uppercase letters, lowercase letters, numbers, and special characters
    • Keep your password secure and do not share it with anyone
    • Your email will be used as your username for logging in

Sign Up with Google

  1. Navigate to the Sign-Up Page
    • Go to the login page
    • You'll see a "Sign in with Google" button
  2. Click "Sign in with Google"
    • Click the button with the Google icon
    • You'll be redirected to Google's sign-in page
  3. Sign in to Your Google Account
    • Enter your Google email and password
    • Grant permission for the application to access your basic profile information
  4. Complete Your Profile
    • After Google authentication, you'll be asked to provide additional information:
      • First Name: Enter your first name
      • Last Name: Enter your last name
      • Email: Your Google email will be pre-filled
      • Phone Number: Enter your Ethiopian phone number
  5. Submit
    • Click "Register" to complete your account setup
    • Your account will be created and linked to your Google account

Signing In

Sign In with Password

  1. Go to the Login Page
    • Navigate to the login page of the Cafeteria Web System
  2. Enter Your Credentials
    • Email or Phone: Enter either your registered email address or phone number
    • Password: Enter your password
  3. Optional: Remember Me
    • Check the "Remember me" box to stay logged in on this device
    • Only use this option on your personal devices
  4. Click "Login"
    • Click the "Login" button to access your account
    • If your credentials are correct, you'll be logged in to your dashboard
  5. Troubleshooting
    • If you forgot your password, click "Forgot password?" link
    • Ensure your email/phone is correctly entered
    • Check if Caps Lock is on when entering your password

Sign In with Google

  1. Go to the Login Page
    • Navigate to the login page
  2. Click "Sign in with Google"
    • Click the button with the Google icon
  3. Select Your Google Account
    • Choose the Google account you used to register
    • If you're already signed in to Google, you may be logged in automatically
  4. Grant Permissions
    • If prompted, grant the necessary permissions
    • You'll be redirected back to the application and logged in

Email and Phone Verification

Confirming Your Email

  1. After Registration
    • Upon registration, you'll receive a confirmation email at the address you provided
    • Check your inbox (and spam folder) for an email from the Cafeteria Web System
  2. Click the Verification Link
    • Open the email
    • Click the "Confirm your email" link in the email
    • You'll be redirected to a confirmation page
  3. Verification Complete
    • Your email is now verified
    • You can now use all features of the system
  4. Resend Verification Email
    • If you didn't receive the email, you can request a new one:
      • Go to your account settings
      • Navigate to "Email" under Manage Account
      • Click "Verify Email" to send a new verification email

Confirming Your Phone Number

  1. Navigate to Phone Settings
    • Log in to your account
    • Go to your account settings (click on your name in the top right)
    • Select "Phone" from the menu
  2. Request Verification
    • If your phone is not verified, you'll see a warning message
    • Click the "Verify Phone" button
    • An OTP (One-Time Password) will be sent to your phone via SMS
  3. Enter the OTP
    • You'll be redirected to the OTP verification page
    • Enter the 6-digit code you received via SMS
    • Click "Verify"
  4. Verification Complete
    • Your phone number is now verified (marked with a ✓)
    • You can now receive SMS notifications and use phone-based recovery

Password Recovery

Forgot Password

  1. Go to the Login Page
    • Navigate to the login page
    • Click the "Forgot password?" link
  2. Enter Your Email
    • Enter the email address associated with your account
    • Click "Submit" or "Reset Password"
  3. Check Your Email
    • You'll receive a password reset email
    • Open the email and click the "Reset Password" link
    • The link is valid for a limited time only
  4. If You Have 2FA Enabled
    • You may need to enter an OTP sent to your phone
    • Enter the verification code to proceed

Resetting Your Password

  1. Enter New Password
    • You'll be directed to the password reset page
    • Enter your new password
    • Confirm the new password by entering it again
  2. Password Requirements
    • Must be at least 6 characters long
    • Should include uppercase and lowercase letters
    • Should include numbers and special characters for better security
  3. Submit
    • Click "Reset" or "Submit"
    • You'll receive a confirmation that your password has been reset
  4. Sign In
    • Return to the login page
    • Sign in with your new password

Managing Your Profile

Update Personal Information

  1. Access Your Profile
    • Log in to your account
    • Click on your name in the top right corner
    • Select "Profile" or "Account Settings"
  2. Edit Your Information
    • First Name: Update your first name
    • Last Name: Update your last name
    • Phone Number: Update your phone number (optional)
  3. Save Changes
    • Click "Save" or "Update Profile"
    • You'll see a confirmation message
    • If you changed your phone number, you'll need to verify it again

Change Email Address

  1. Navigate to Email Settings
    • Go to Account Settings
    • Select "Email" from the menu
  2. View Current Email
    • Your current email is displayed at the top
    • If verified, it will have a ✓ checkmark
  3. Enter New Email
    • In the "New Email" field, enter your new email address
    • Click "Update Email"
  4. Verify New Email
    • A verification email will be sent to your new email address
    • Open the email and click the confirmation link
    • Your email will be updated after verification
  5. Important Notes
    • Your old email will remain active until you confirm the new one
    • You'll use the new email for future logins once confirmed

Change Phone Number

  1. Navigate to Phone Settings
    • Go to Account Settings
    • Select "Phone" from the menu
  2. View Current Phone
    • Your current phone number is displayed
    • If verified, it will have a ✓ checkmark
  3. Enter New Phone Number
    • In the "New Phone" field, enter your new Ethiopian phone number
    • Click "Update Phone"
  4. Verify New Phone
    • An OTP will be sent to your new phone number via SMS
    • Enter the OTP code on the verification page
    • Click "Verify"
  5. Confirmation
    • Your phone number will be updated after successful verification
    • The new number will be used for SMS notifications and 2FA

Change Password

  1. Navigate to Change Password
    • Go to Account Settings
    • Select "Change Password" from the menu
  2. Enter Current Password
    • Enter your current password for security verification
  3. Enter New Password
    • New Password: Enter your new password
    • Confirm New Password: Re-enter your new password
  4. Submit
    • Click "Update Password" or "Change Password"
    • You'll see a confirmation message
  5. Sign In Again
    • For security, you'll be signed out
    • Sign in again with your new password
  6. Password Requirements
    • Must be at least 6 characters
    • Should include a mix of uppercase, lowercase, numbers, and special characters

External Logins

External logins allow you to connect your Google account to your Cafeteria Web account for quick and convenient sign-in.

Linking Google Account

  1. Navigate to External Logins
    • Log in to your account
    • Go to Account Settings
    • Select "External Logins" from the menu
  2. Connect Google Account
    • You'll see an "External Login Setup" section
    • Click the "Connect Google" button
  3. Authenticate with Google
    • You'll be redirected to Google's sign-in page
    • Sign in to the Google account you want to link
    • Grant the necessary permissions
  4. Confirmation
    • You'll be redirected back to the External Logins page
    • Your Google account is now linked (shown in "External Login Linked" section)
    • You can now sign in using either your password or Google account

Removing External Login

  1. Navigate to External Logins
    • Go to Account Settings
    • Select "External Logins"
  2. View Linked Accounts
    • You'll see your linked Google account in the "External Login Linked" section
  3. Remove Google Login
    • Click the "Remove Google" button
    • A confirmation prompt may appear
  4. Important Notes
    • You can only remove an external login if:
      • You have a password set on your account, OR
      • You have another external login linked
    • This prevents you from being locked out of your account
    • After removal, you can only sign in with your password or other linked accounts

Two-Factor Authentication (2FA)

Two-Factor Authentication adds an extra layer of security to your account. When enabled, you'll need both your password and a unique code from your mobile device to sign in.

Setting Up 2FA

  1. Navigate to 2FA Settings
    • Log in to your account
    • Go to Account Settings
    • Select "Two-factor authentication" from the menu
  2. Enable 2FA
    • Click "Add authenticator app" or "Setup authenticator app"
  3. Install an Authenticator App
    • If you don't have one already, install an authenticator app on your mobile device:
      • Microsoft Authenticator
      • Google Authenticator
      • Authy
      • Any other TOTP-compatible app
  4. Scan the QR Code
    • A QR code will be displayed on the screen
    • Open your authenticator app
    • Scan the QR code with your app
    • Alternatively, you can manually enter the provided key
  5. Verify Setup
    • Your authenticator app will generate a 6-digit code
    • Enter this code in the verification field on the website
    • Click "Verify" or "Enable"
  6. Save Recovery Codes
    • After enabling 2FA, you'll be shown recovery codes
    • IMPORTANT: Save these codes in a safe place
    • You'll need them if you lose access to your authenticator app
    • Print them or save them securely (see Recovery Codes section below)

Using 2FA to Sign In

  1. Enter Email/Phone and Password
    • Go to the login page
    • Enter your email or phone number
    • Enter your password
    • Click "Login"
  2. Enter Authenticator Code
    • You'll be redirected to a 2FA verification page
    • Open your authenticator app
    • Find the 6-digit code for Cafeteria Web
    • Enter the code on the verification page
  3. Optional: Remember This Device
    • Check "Remember this machine" to skip 2FA on this device for 30 days
    • Only use this on your personal devices
  4. Submit
    • Click "Log in" or "Verify"
    • You'll be logged in to your account

Recovery Codes

  1. When You Set Up 2FA
    • You'll receive a set of recovery codes (usually 10 codes)
    • Each code can be used only once
    • Store them securely:
      • Print and keep in a safe place
      • Save in a password manager
      • Store in a secure note app
  2. Using a Recovery Code
    • If you don't have access to your authenticator app:
      • On the 2FA verification page, click "Sign in with a recovery code"
      • Enter one of your recovery codes
      • Click "Log in"
    • The code will be marked as used and cannot be used again
  3. Generating New Recovery Codes
    • Go to Account Settings → Two-factor authentication
    • Click "Reset recovery codes" or "Generate new recovery codes"
    • Your old codes will be invalidated
    • Save the new codes securely
  4. Important
    • If you run out of recovery codes or lose them, generate new ones immediately
    • Without recovery codes or an authenticator app, you may lose access to your account

Disabling 2FA

  1. Navigate to 2FA Settings
    • Go to Account Settings
    • Select "Two-factor authentication"
  2. Disable 2FA
    • Click "Disable 2FA" or "Turn off two-factor authentication"
    • You may need to verify with your authenticator app one last time
  3. Confirmation
    • Click "Disable" to confirm
    • 2FA is now disabled
    • You can sign in with just your password (or external login)
  4. Security Recommendation
    • Two-Factor Authentication significantly improves account security
    • Consider keeping it enabled, especially if you handle sensitive information
    • If you disable 2FA, ensure you have a strong password

Security Best Practices

  1. Password Security
    • Use a strong, unique password
    • Don't reuse passwords from other websites
    • Change your password regularly
    • Never share your password with anyone
  2. Email and Phone Verification
    • Always verify your email and phone number
    • Keep your contact information up to date
    • This ensures you can recover your account if needed
  3. Two-Factor Authentication
    • Enable 2FA for maximum security
    • Keep your recovery codes safe
    • Use a reliable authenticator app
  4. External Logins
    • Only link trusted external accounts
    • Review your linked accounts regularly
    • Ensure your external accounts (like Google) are also secure
  5. General Tips
    • Log out when using shared or public computers
    • Don't check "Remember me" on public devices
    • Be cautious of phishing emails asking for your credentials
    • Keep your devices and browsers updated

Getting Help

  1. Common Issues
    • Check the troubleshooting sections in each category above
    • Ensure your browser is up to date
    • Try clearing your browser cache and cookies
  2. Contact Support
    • If you still need help, contact the system administrator
    • Provide details about the issue you're experiencing
    • Include screenshots if possible (without showing sensitive information)
  3. Account Recovery
    • If you're completely locked out, contact support immediately
    • They may require identity verification to help you regain access

Conclusion

This guide covers all aspects of creating and managing your account in the Cafeteria Web System. By following these instructions, you can:

  • Create and access your account securely
  • Keep your information up to date
  • Protect your account with 2FA
  • Recover access if you forget your password

For the best experience and security, we recommend:

  • Verifying your email and phone number
  • Setting up Two-Factor Authentication
  • Using a strong, unique password
  • Keeping your profile information current

Thank you for using the Cafeteria Web System!

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