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Set a user's profile and photo

Goal​

Give a person a photo and the details the platform shows about them — job title, department, phone — so they are recognizable wherever the platform names them.

Prerequisites​

  • You are signed in to the Admin Control Center as a platform administrator.
  • The user already exists (see Create a user). A profile belongs to somebody, so there is nothing to attach a photo to until the user has been created.

Steps​

  1. Go to Users and open the person — select their row, then Edit.
  2. Below the user's email and name, the drawer shows their Profile.
  3. Select Choose a picture and pick an image. The photo is stored immediately — you do not have to select Save afterwards, and closing the drawer does not undo it. Use Replace to change it, or Remove to take it away.
  4. Fill in Job title, Department, and Phone. These are ordinary form fields: they are saved when you select Save, together with the user's name.
  5. Select Save.

What happens behind the scenes​

The photo appears in the top-right user menu when that person signs in, and anywhere else the platform is already showing who someone is. A person with no photo shows the first letter of their name — so a list stays even, and "no photo yet" does not look like something broken.

A person maintains their own profile. An administrator may maintain anyone's, but the person themselves does not need an administrator to change their own photo or job title. Reading a profile is open to anyone who can already see the user, so a colleague's photo is not a permission to grant.

A profile is not an HR record. Reporting lines, cost centres, and employment details belong in tables a maker builds, where they can be related, secured, and reported on like any other business data. A profile carries what the platform's own screens need to show a person, and stops there.

The photo is capped and must be an image — a face has no business being a large file.

Troubleshooting​

  • "The photo is … bytes; the limit is …" — the image is too big. Use a smaller one; a photo for a small round avatar does not need to be a full-resolution original.
  • "A profile photo must be an image" — the file you chose is not an image. Choose a PNG or JPEG.
  • "You may only change your own profile." — you are trying to change someone else's profile without being an administrator.
  • The photo does not appear in the user menu. — the menu loads the photo at sign-in; the person may need to sign out and back in, or refresh the page.
  • Create a user.
  • Assign a role to a user.