The "Personal information" tab in the employee profile is where you set their basic details (photo, first name, last name, e-mail, phone), their status and role, and their assignment to locations, positions and tags. Editing here is open to the Organisation Administrator, the Advisor and the Location Manager — they are the ones who keep the team data current and decide on the assignments.

How to open the profile for editing

Go to the "Team" tab, click the three-dot icon in the employee's row and choose "Edit" (you can also click the pencil icon next to the row). The employee profile opens: on the left you have the avatar, the first and last name, the role description and a vertical tab menu — the first one, "Personal information", is active.

You save changes with the "Save" button in the bar at the top (it only becomes active once you change something). Next to it is "Restore", which reverts unsaved changes to the state the profile opened in. If you try to switch tabs with unsaved data, you will be asked about the unsaved changes.

Personal data

In the top section you set the employee's contact details.

• Photo (avatar) — click the avatar area to upload a new photo. (A photo cannot be deleted or cropped here — you only upload a new one.)
• "First name" and "Last name" — text fields, up to 30 characters.
• "E-mail address" — a field with live validation: the system checks the format of the address and whether the domain exists (the MX record). A green marker means the address is valid, a red one means an error. Next to the field there is a history icon ("Show sending history"), which opens a panel with the history of e-mail addresses and invitations sent.
• "Phone number" — the employee's phone number.

Status

The "Status" field shows the stage the employee is at. The dropdown only contains "Inactive", "Active" and "Archived" (plus the current status if it is a different one). The "Invited" and "Pending" statuses are not set by hand — they follow from the invitation and activation process.

• "Active" can only be picked once the employee has activated their account. When the account has not been activated, the option is disabled with the note "Requires the account to be activated first."
• Next to the status field there is a history icon ("Show user history") with a log of the status changes.
• Editing your own Organisation Administrator account, you cannot set your status to "Inactive" or "Archived" — another administrator has to do it.

If the employee has an e-mail address saved and their status is "Inactive" or "Invited", a "send invitation" link appears under the status field (for somebody invited, with the note "Invitation already sent. Resend?"). Clicking it sends the invitation without leaving the profile.

The full description of the statuses and the difference between "Inactive" (uses up a licence, the employee can be scheduled) and "Archived" (frees up the licence, offboarding) is in Employee statuses and what they mean.

Role in the organisation

The "Role in the organization" field sets the employee's access level. The list depends on your own permissions — you only see the roles you are allowed to grant: the Organisation Administrator sees all five, the Advisor four (all but Organisation Administrator), the Location Manager three (Employee, Manager, Location Manager). The details of changing access are described in Changing an employee’s role (access level).

Locations, regions and sectors

The location section only appears for employees with the Employee, Manager or Location Manager role.

• "Main location" — the primary place of work. Choosing it unlocks the remaining fields; changing the main location clears the assigned positions, tags, regions and sectors.
• "Additional location" — several additional places of work. The field stays inactive until you pick a main location.

If the organisation has regions or sectors defined, the "Regions" and "Sectors" fields appear as well. Picking a region or a sector automatically adds the locations it covers to the list of additional ones — they are marked with a padlock icon and the label "Auto from region" / "Auto from sector" (locations added by hand carry the "Manual" label).

Positions and tags

The "Positions" and "Tags" sections appear once a main location has been picked. Click the plus icon next to the header to open the "Assign positions" or "Assign tags" window — tick the entries in the list (you can pick several) and save. In the window you can also add a new position or tag with the "Add" button.

The chosen items are shown as coloured labels; you remove them with the cross. Positions have a colour assigned (with a dot), tags have none. You can only assign positions and tags available in the employee's main location — you define them in the location, see Managing positions and tags in locations.

Permanent deletion

At the very bottom of the profile, only for an archived employee and only for the Organisation Administrator and the Advisor, there is a "Permanent deletion" section with a "Delete permanently" button (confirmed by holding it down). The operation is irreversible and removes all of the employee's data. It is described in Archiving, restoring and permanently deleting employees.

Updated on: 09/08/2026