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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 tabs at the top. Click each tab to navigate between different areas:

  1. Personal — About me and general profile information
  2. Contact — Address and phone numbers
  3. Group Info — Group-required information (shown only if your group has defined custom fields)
  4. Appearance — Profile picture and theme
  5. Notifications — Email notification settings
  6. Activity — Event log and account history

Personal Tab

Share information about yourself that other members can see, and update your preferences.

How to Update About Me

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

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

Contact Tab

Update your address and phone numbers.

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. Click the Contact tab
  2. Scroll to the Address section
  3. Click in the Search Address field
  4. Start typing your address (include street number and street name for best results)
  5. A dropdown list of matching addresses appears
  6. Click to select the correct address from the suggestions
  7. The selected address appears in the Current Address field
  8. Scroll down and click Save
  9. 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

How to Update Phone Numbers

  1. In the Contact tab, scroll to the Phone Numbers section
  2. Enter or update:
    • Phone Number — Main contact number
    • Work Number — Business number
    • Secondary Number — 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

Appearance Tab

Change your profile picture and theme.

How to Upload a Profile Picture

  1. Click the Appearance tab
  2. Scroll to the Profile Picture section
  3. Click Upload Image or Choose File
  4. Select a photo from your computer
  5. Click Open
  6. The image uploads and displays immediately
  7. 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. In the Appearance tab, 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. In the Appearance tab, scroll to the Theme section
  2. Click the theme you want
  3. Result: The interface changes immediately to your selected theme

Colour Schemes:

  • 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

Group Information Tab

Fill in additional profile information that your group requires.

Note

This tab only appears if your group has defined custom profile fields. If you don't see this tab, your group hasn't configured any group-specific fields yet.

How to Complete Group Information

Your group may ask you to provide additional information in the Group Information tab. This might include emergency contact details, work with children checks, medical information, or other custom fields defined by your group administration.

  1. Click the Group Info tab
  2. You see a list of fields your group requires
  3. For each field:
    • Read the field label and category (shown in parentheses)
    • Enter or select the requested information
    • If marked with a red asterisk (*), the field is required
  4. Click Save
  5. Confirmation: "Profile information saved"

Understanding Field Types

Depending on how your group configured the fields, you might see different input types:

Text field — Type a single line of text (e.g., "Senior Coach")

Number field — Enter a numeric value only

Date field — Click and select a date from the calendar

Long text area — Type multiple lines of text (e.g., allergies or medical information)

Dropdown — Click and select from a list of options provided by your group

Checkbox — Check the box if the item applies to you

Field Categories

Your group categories information logically. Common categories include:

  • Personal — General personal details
  • Emergency Contact — Next of kin and emergency contact information
  • Identification — Government IDs, working with children checks
  • Employment — Job title, employer, qualifications
  • Medical — Allergies, medical conditions
  • Other — Miscellaneous fields

Example: Clothing Sizes

If your group collects clothing sizes via custom fields:

  1. Click Group Info tab
  2. Look for Shirt Size and Pants Size fields
  3. Enter your sizes (e.g., "M" for medium, "32" for jeans)
  4. Click Save

Tips for Group Fields

  • ✅ Provide accurate information
  • ✅ If a field is required, you cannot save your profile without it
  • ✅ Update these fields if your information changes
  • ✅ Your group may use this information for uniforms, safety alerts, or communication

Notifications Tab

Manage how you receive notifications from the system.

Email Preferences

Control whether you want to receive automated emails from MOS.

General Emails

  1. Click the Notifications tab
  2. Under General emails, you see the option:
    • "Unsubscribe from MOS automated emails (e.g. Diary reviewed, diary viewed emails)"
  3. Check the box to unsubscribe
  4. Uncheck the box to receive these emails
  5. Click Save preferences

Appointment Emails

Your group may also allow you to control appointment notifications:

  • "Email me when I am assigned, updated, or removed from an appointment"
  • "Email me appointment reminders and response deadline notices"

Check or uncheck these options based on your preference, then click Save preferences.

How to Change Notification Settings

  1. Click the Notifications tab
  2. Scroll to the Email Preferences section
  3. Check or uncheck the boxes for notifications you want
  4. Click Save preferences
  5. Confirmation: "Notification preferences saved"

Activity Tab

View a history of your account activity and logins.

What the Event Log Shows:

  • Login times and dates
  • Profile changes
  • Password changes
  • Email updates
  • Other account activity

How to View Your Event Log

  1. Click the Activity tab
  2. You see a table with your recent events
  3. Use the page numbers at the bottom to move between pages
  4. Use the Show login events toggle to include or exclude login records
  5. Information shown:
    • Event name
    • Date and time

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 Tabs

  1. Click a tab to make changes
  2. Update the information you want to change
  3. Click Save (each tab saves independently)
  4. Confirmation: You'll see a success message
  5. Move to the next tab and repeat as needed

Viewing and Updating Your Profile Picture

  1. Click the Appearance tab
  2. Scroll to the Profile Picture section
  3. To upload: Click Choose File, select an image, then wait for it to upload
  4. To remove: Click Remove Image and confirm
  5. Check the Appearance tab to see your new picture immediately

Updating Emergency Contact Information

If your group requires emergency contact details via custom fields:

  1. Click the Group Info tab
  2. Look for fields in the Emergency Contact category
  3. Enter your emergency contact's name and phone number
  4. Click Save
  5. Your information is stored securely

Changing Your Address

  1. Click the Contact tab
  2. Use the address search to find and select your address
  3. Confirm it appears in the Current Address field
  4. Click Save
  5. Confirmation: "Address details updated"

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 suggestions
  2. Confirm it appears in the Current Address field
  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. Remove any special characters
  5. Ensure you have the correct area code

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 image
  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

Tab or Section Not Visible

Symptoms

  • You don't see the Group Info tab
  • A section doesn't appear in a tab

How to Fix

  1. Refresh the page — tabs may not load on first visit
  2. Log out and log back in
  3. Check with your group administrator — they may not have defined custom fields yet
  4. Verify you're a member of the group

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

Group Information Fields

  • ✅ Provide accurate, up-to-date information
  • ✅ Complete required fields (marked with *)
  • ✅ Update fields if your information changes
  • ✅ Ask your administrator if you're unsure what a field is for

Security

  • ✅ Review your Event Log regularly
  • ✅ Report suspicious logins 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
  • ✅ Set notification preferences to avoid email overload