User Profiles & Settings
A quick, practical guide to setting up your profile, tuning notifications, managing security and billing, and telling the AI how you work — all from one place.
Goal: get the essentials done in 3–5 minutes so TaxLayer reflects your team, region, and compliance needs from day one.
🧭 Accessing Settings
How to open:
Use the Settings option from your main navigation (sidebar).
The Settings modal opens with a left sidebar of sections.
What you’ll see (sidebar):
Profile — personal + regional info, avatar, notifications
Security — password & session security
AI — model preferences and context options
Payment & Billing — plan, invoices, payment method
Data Management — exports, retention, feature controls
👤 Profile
Personal Details
First name / Last name → used for greetings, activity logs, and shared workspaces.
Email → read-only (for security). Need to change it? Contact Support.
Regional Settings
Country, Language, Timezone → set formats (dates, numbers), UI language, and correct timestamps on documents & submissions.
Business Information
VAT/ΑΦΜ → used in compliance and myDATA mappings.
(If shown) Practice/Company name & Role for context.
Avatar
Upload JPG/PNG/GIF up to 2 MB (square images look best; new uploads replace the old).
If it fails: check size/format, wait for completion, then refresh.
Notifications
Email — recommended ON for validation errors & billing alerts.
In-app — real-time toasts/panel updates while you work.
🔐 Security
Change Password
Open Security.
Enter current password (verification).
Create a new password that meets requirements:
8+ characters, 1 uppercase, 1 number, 1 special (
!@#$%^&*…)
Confirm and Update.
🤖 AI
How to access: Settings → AI
What you'll see:
Model Status: Active model ID and current operational state
Personalization Score: Visual progress bar (25-100%) showing how well-trained your AI is
Training Statistics: Four key metrics displayed as cards:
Chat Feedback: Thumbs up/down ratings you've given to AI responses
Document Corrections: Manual fixes you've made to extracted data
Content Uploaded: Knowledge base items and business context you've added
Training Sessions: Number of times your model has been retrained
Last Trained: Shows when your AI model was most recently updated with new learning data
🎯 How Personalisation Works
Personalisation Score Calculation:
25%: Less than 10 training examples (basic AI)
50%: 10-49 training examples (learning your patterns)
75%: 50-99 training examples (well-trained)
100%: 100+ training examples (fully personalised to your business)
Training Data Sources:
Chat Corrections: When you correct AI responses using the feedback buttons (see Chat Overview and Capabilities for details).
Document Fixes: Manual corrections to extracted invoice data, field mappings, validation rules
Knowledge Uploads: PDFs, documents, and business rules you've added to your knowledge base
Brain Knowledge: Custom business policies and preferences you've configured
Onboarding Data: Initial business context from your setup questionnaire
🔄 Automatic Learning & Retraining
How it works:
TaxLayer continuously monitors for new training data across all sources
When sufficient new examples accumulate (typically 5+ corrections/feedback items), automatic retraining is triggered
Your AI model gets updated with the latest patterns and preferences
No manual intervention required - the system learns and improves automatically
Privacy & Security:
Private AI: You have a completely private, tenant-specific AI model
Zero Global Training: Your client documents are NEVER used to train global AI models
Runtime Retrieval: AI pulls your business rules and context at query time - nothing stored permanently in global systems
⚙️ Business Context Decision Making
Enable Business Context (Toggle Setting):
ON: AI uses your business profile, industry type, role, and historical patterns to make informed decisions on ambiguous data
Example: When categorizing expenses, AI considers your industry, common expense patterns, and previously approved transactions
When to use: Recommended for established businesses with consistent workflows
Business Context Sources:
Onboarding profile (role, industry, practice name, client structure)
Historical transaction patterns and approvals
Custom validation rules and field mappings
Knowledge base policies and procedures
💳 Payment & Billing
Plan & usage: see current tier and limits.
Payment method: add/update card.
Invoices: download past invoices for bookkeeping.
Manage plan: upgrade/downgrade/cancel (feature access adjusts via feature flags).
📊 Data Management
Export: CSV exports for documents, validations, and usage (filter first, then export).
Backups: request a structured export (data only; large file archives may be delivered via link).
Feature controls: toggle advanced logging, beta features, or document Auto vs Manual processing.
Why it matters: control portability, privacy, and how automated your pipeline should be.
🛠 Common Issues & Quick Fixes
Profile won’t save → complete required fields, check connection, click Update Profile again.
Avatar not updating → ensure <2 MB + correct format; wait for success toast; refresh.
No emails → check spam, verify notifications enabled, confirm address is correct.
Can’t find Settings → use user menu (top right) or main sidebar; if sections don’t load, close modal and reopen.
Password update failing → confirm current password; meet all rules; try another browser/incognito to rule out extensions.
❓FAQs
Can I change my email address?
Email is read-only for security. Contact Support to request an update.
What if I don’t want auto-processing?
Switch Document Processing Mode to Manual under Data Management. Start runs when you’re ready.
Will AI use our clients’ invoices to train globally?
No. Your tenant runs a private AI. Client documents are not used to train global models.
Where do I manage plan and invoices?
Open Payment & Billing to see plan, update payment method, and download invoices.
➡️ Next Steps
Finish your Profile and Security basics.
Tune AI (speed vs accuracy) to match your workload.
Set Processing Mode (manual while you learn; auto once confident).
Add a payment method if you expect higher volumes.
Then:
Create your first client → [Client & Vendor Management → Creating & Editing Clients]
Upload a test invoice → [Document Management → Upload & Processing]
Clear errors using Production Validator → [Validation & Quality Control]
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