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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.

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

Colour Schemes:

  • Preview the available colour schemes using thumbnails.
  • Names and exact colours may vary by configuration.

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:
  5. Bold, Italic, or Underline text
  6. Add bullet points or numbered lists
  7. Insert links
  8. Change text alignment
  9. Click Save
  10. 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 Enter Your Address

The system offers three address format options. Choose the one that matches your address type:

Option 1: Standard Address (Most Common)

Use this for typical street addresses.

  1. Click the Standard Address radio button
  2. Fill in the fields:
  3. House/Unit Number - Street number (e.g., 123)
  4. Street Name - Name only without type (e.g., Main)
  5. Street Type - Select from dropdown (Street, Road, Avenue, etc.)
  6. Suburb - Your suburb or town
  7. State - Your state or province
  8. Postcode - Postal/ZIP code
  9. Country - Your country
  10. Click Save
  11. Confirmation: "Address updated"

Example:

House Number: 123
Street Name: Main
Street Type: Street
Suburb: Springfield
State: Victoria
Postcode: 3000
Country: Australia

Option 2: Unit/Flat Address

Use this if you live in an apartment, unit, or flat.

  1. Click the Unit/Flat Address radio button
  2. Additional fields appear:
  3. Unit/Flat Number - Your unit/apartment number (e.g., 5A)
  4. Street Number - Building street number
  5. Street Name - Name of the street
  6. Street Type - Type from dropdown
  7. Suburb, State, Postcode, Country - As above
  8. Click Save

Example:

Unit Number: 5A
Street Number: 123
Street Name: Main
Street Type: Street
Suburb: Springfield
State: Victoria
Postcode: 3000
Country: Australia

Option 3: PO Box

Use this if you have a Post Office Box.

  1. Click the PO Box radio button
  2. Fill in:
  3. PO Box Number - Your box number (e.g., 456)
  4. Suburb - Post office location
  5. State
  6. Postcode
  7. Country
  8. Click Save

Example:

PO Box: 456
Suburb: Springfield
State: Victoria
Postcode: 3000
Country: Australia

Address Field Requirements

House/Street Number:

  • Can include letters (e.g., 123A, 5B)
  • Numbers and letters only
  • No special characters

Street Name:

  • Letters, spaces, and hyphens only
  • Don't include the street type here (use dropdown)

Street Type Dropdown: Includes 50+ options like:

  • Street, Road, Avenue, Drive, Lane
  • Court, Place, Crescent, Way
  • Terrace, Grove, Circuit, Boulevard
  • And many more

Suburb/State/Country:

  • Letters, spaces, and hyphens
  • Proper capitalization recommended

Postcode:

  • Numbers only (most countries)
  • Format depends on your country

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:
  3. Primary Phone - Main contact number
  4. Work Phone - Business number
  5. Secondary Phone - Additional/mobile number
  6. Click Save
  7. 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:
  5. Date and time
  6. Action performed
  7. IP address (where applicable)
  8. 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 all required fields are filled
  2. Check House Number only contains numbers and letters
  3. Verify Street Name only has letters and hyphens
  4. Ensure you selected a Street Type from dropdown
  5. Check Postcode format is correct
  6. Try clicking Save again

"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 correct address format for your situation
  • ✅ Double-check spelling of street names
  • ✅ Include postcode for mail delivery
  • ✅ Update before your address changes

Security

  • ✅ Review your Event Log regularly
  • ✅ Report suspicious activity immediately
  • ✅ Keep your contact information current for security notifications
  • ✅ Don't share your login with others

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