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Update Profile: Manage Your Personal Information

Access Level

All authenticated users

Overview

Manage your personal information, profile picture, contact details, and account preferences.

How to Access: Click My Account then Update Profile

Page Sections

The Update Profile page is organised into several sections, each with a Save button. You can update one section or multiple sections - just click Save in each section you change.

  1. Profile Picture & Theme
  2. About Me
  3. Profile Details
  4. Email Notifications
  5. Address
  6. Phone Numbers
  7. Event Log

Profile Picture & Theme

How to Upload a Profile Picture

  1. Scroll to the Profile Picture section
  2. Click Upload Image or Choose File
  3. Select a photo from your computer
  4. Click Open
  5. The image uploads and displays immediately
  6. Confirmation: "Profile picture updated"

Image Requirements:

  • Formats: JPG, JPEG, PNG, GIF
  • Size: Maximum 5 MB recommended
  • Dimensions: Square images work best (e.g., 400x400 pixels)

Tips:

  • ✅ Use a clear, professional photo
  • ✅ Crop to show your face clearly
  • ✅ Use good lighting
  • ✅ Keep file size reasonable for faster loading

How to Remove Your Profile Picture

  1. Scroll to the Profile Picture section
  2. Click Remove Image or Delete
  3. Confirm the deletion when prompted
  4. Confirmation: Your picture is removed and replaced with a default avatar

How to Change Your Theme

The theme changes the colour scheme and appearance of your interface. Available themes include light colour schemes and dark mode.

  1. Scroll to the Theme Selection section
  2. Preview available themes (thumbnails shown)
  3. Click the theme you want
  4. Click Save
  5. Result: The interface changes immediately to your selected theme

Colour Schemes:

  • Preview the available colour schemes using thumbnails
  • Light themes use bright backgrounds with dark text
  • Dark mode uses dark backgrounds with light text for reduced eye strain
  • Names and exact colours may vary by configuration

Dark Mode:

If your organisation has dark mode available, you can enable it by selecting the dark theme. Dark mode is useful for:

  • ✅ Reducing eye strain in low-light environments
  • ✅ Decreasing screen brightness at night
  • ✅ Personal preference for darker interfaces

About Me

Share information about yourself that other members can see.

How to Update Your About Me

  1. Scroll to the About Me section
  2. Click in the text editor
  3. Type or paste your information
  4. Use the formatting toolbar to:
    • Bold, Italic, or Underline text
    • Add bullet points or numbered lists
    • Insert links
    • Change text alignment
  5. Click Save
  6. Confirmation: "About Me updated"

What to Include:

  • Your role or position
  • Experience or qualifications
  • Interests or specializations
  • Anything you'd like colleagues to know

Tips:

  • ✅ Keep it professional
  • ✅ Update regularly
  • ✅ Be concise (a few paragraphs)
  • ✅ Proofread before saving

Profile Details

Basic information about your role and preferences.

Fields

Shirt Size

  • Select from dropdown (XS, S, M, L, XL, XXL, etc.)
  • Used for uniform ordering

Pants Size

  • Select from dropdown
  • Used for uniform ordering

Occupation

  • Your current job title or role
  • Free text field

Joined Date

  • Date you joined the organisation
  • Usually set automatically
  • May be displayed to other members

How to Update Profile Details

  1. Scroll to the Profile Details section
  2. Change any fields you want to update
  3. Click Save
  4. Confirmation: "Profile details saved"

Email Notifications

Control how you receive notifications from the system.

Notification Preferences

  • ☐ Receive email notifications for new assignments
  • ☐ Receive email notifications for messages
  • ☐ Receive weekly summary emails
  • ☐ Receive newsletter

How to Change Notification Settings

  1. Scroll to the Email Notifications section
  2. Check the boxes for notifications you want to receive
  3. Uncheck boxes for notifications you don't want
  4. Click Save
  5. Confirmation: "Notification preferences updated"

Address

Your physical address for correspondence and records.

How to Update Your Address

The address field uses Google Places search to find and save your address. The system stores your address as a single formatted line.

  1. Scroll to the Your address section
  2. Click in the Search Address field
  3. Start typing your address (include street number and street name for best results)
  4. A dropdown list of matching addresses appears
  5. Click to select the correct address from the suggestions
  6. The selected address appears in the Current Address field
  7. Click Save
  8. Confirmation: "Address details updated"

Example address:

123 Main Street, Springfield VIC 3000, Australia

Address Tips

  • Type the full address including street number
  • Select from the dropdown suggestions; typing freely won't work
  • The Current Address field shows your saved address (read-only)
  • Use standard address format for best search results
  • Include suburb and postcode if the street isn't found

Phone Numbers

Contact phone numbers where you can be reached.

How to Update Phone Numbers

  1. Scroll to the Phone Numbers section
  2. Enter or update:
    • Primary Phone - Main contact number
    • Work Phone - Business number
    • Secondary Phone - Additional/mobile number
  3. Click Save
  4. Confirmation: "Phone numbers updated"

Phone Number Format:

  • Can include: numbers, spaces, dashes, plus signs
  • Include country code for international numbers
  • Examples:
    • +61 3 9123 4567 (international)
    • (03) 9123 4567 (local)
    • 0412 345 678 (mobile)

Tips:

  • ✅ Include area code
  • ✅ Use consistent formatting
  • ✅ Add country code if international
  • ✅ Test your number after saving

Event Log

View a history of your account activity and logins.

What the Event Log Shows:

  • Login times and dates
  • IP addresses of logins
  • Profile changes
  • Password changes
  • Email updates
  • Other account activity

How to View Your Event Log

  1. Scroll to the Event Log section
  2. Browse the list of recent events
  3. Use Previous/Next buttons to see older events
  4. Information shown:
    • Date and time
    • Action performed
    • IP address (where applicable)
    • Result (success/failure)

Why Check Your Event Log:

  • ✅ Verify your recent activity
  • ✅ Check for unauthorized access
  • ✅ Review when you last logged in
  • ✅ See history of profile changes

Security Tip: If you see logins you don't recognise, change your password immediately and contact an administrator.

Account Deletion

Warning: This is a permanent action that cannot be undone.

How to Delete Your Account

  1. Scroll to the bottom of the page
  2. Click Delete Account button
  3. Warning message appears: "Are you sure you want to delete your account? This action cannot be undone."
  4. Confirm by clicking Yes, Delete My Account
  5. Your account is permanently removed

What Happens When You Delete:

  • All your personal information is removed
  • Your access to the system is revoked
  • Your profile is no longer visible to others
  • This action is permanent and cannot be reversed

Before Deleting:

  • ✅ Consider if you really want to leave
  • ✅ Download any important information
  • ✅ Inform administrators if required
  • ✅ Contact support if you're having issues instead

Common Tasks

Updating Multiple Sections at Once

  1. Make changes to any section(s)
  2. Click Save in each section you changed
  3. Each section saves independently
  4. Confirmation: You'll see a success message for each section

Checking Who Can See Your Information

Your profile information visibility depends on:

  • Your group's settings - Configured by administrators
  • System privacy rules - Set by the organisation
  • Your updates - Information you choose to provide

Generally Visible to Others:

  • Name
  • Profile picture
  • Email address (in directory)
  • Phone numbers (if shared in directory)

Private Information:

  • Password
  • Secret question/answer
  • Event log
  • Some personal details (based on configuration)

Reviewing Your Recent Activity

  1. Scroll to Event Log section
  2. Review dates and times of activities
  3. Look for unfamiliar logins or changes
  4. Report suspicious activity to an administrator

Troubleshooting

Profile Picture Won't Upload

Possible Causes:

  • File too large
  • Wrong file format
  • Internet connection issue

How to Fix:

  1. Check file is JPG, PNG, or GIF
  2. Reduce image size if over 5 MB
  3. Try a different photo
  4. Check internet connection
  5. Try a different browser
  6. Contact support if problem persists

Address Not Saving

How to Fix:

  1. Make sure you selected an address from the dropdown
  2. Confirm it appears in Current Address
  3. Click Save again
  4. Refresh the page and retry

"Invalid phone number" Error

How to Fix:

  1. Remove any letters from phone number
  2. Only use: numbers, spaces, dashes, and +
  3. Check format: (03) 9123 4567 or +61 3 9123 4567
  4. Don't use parentheses if it causes issues
  5. Remove any special characters

Changes Not Appearing

What to Try:

  1. Refresh the page to see updates
  2. Log out and log back in
  3. Clear browser cache
  4. Try a different browser
  5. Contact support if changes consistently don't save

Theme Won't Change

How to Fix:

  1. Click directly on the theme thumbnail
  2. Wait a moment for the change to apply
  3. Refresh the page
  4. Clear browser cache
  5. Try selecting a different theme first, then your preferred one

Tips & Best Practices

Profile Picture

  • ✅ Use a professional, clear photo
  • ✅ Update if your appearance changes significantly
  • ✅ Keep file size reasonable (under 2 MB ideal)
  • ✅ Use a square image for best results

Contact Information

  • ✅ Keep your email and phone up to date
  • ✅ Use an email address you check regularly
  • ✅ Include area codes in phone numbers
  • ✅ Update immediately if contact details change

Address

  • ✅ Use the address search and select the correct suggestion
  • ✅ Double-check the saved address text
  • ✅ Update as soon as your address changes

Security

  • ✅ Review your Event Log regularly
  • ✅ Report suspicious activity immediately
  • ✅ Keep your contact information current for security notifications

Profile Maintenance

  • ✅ Review and update your profile quarterly
  • ✅ Keep "About Me" current and relevant
  • ✅ Update sizes if they change (for uniform orders)
  • ✅ Set notification preferences to avoid email overload