Managing Staff Profiles

What this feature does

The Managing Staff Profiles feature allows you to view, update, and maintain information about your team members after they've been added to your system. You can edit their contact details, change their assigned role, update their profile photo, or remove them from your team entirely if they're no longer with your business. This gives you ongoing control over who has access to your dashboard and ensures your team information stays current and accurate.

Who it is for

This feature is designed for business owners and managers who need to keep their team roster up to date. Whether you're updating someone's phone number, promoting a staff member to manager, or removing someone who's left your business, this tool helps you maintain accurate records and appropriate access levels for everyone on your team.

When to use it

Use the Managing Staff Profiles feature when:

• A team member's contact information changes (new phone number, email address, or address)

• You're promoting someone and need to change their role and permissions

• Someone's job responsibilities have changed and they need different access levels

• An employee has left your business and you need to remove their access

• You want to add or update profile photos for better team identification

• You need to review who has access to your dashboard and their roles

• You're conducting regular audits of your team's information

Key concepts

Staff Profile Page

When you click on a staff member from the Staff page, you open their detailed profile. This page shows all their information—name, email, phone, address, role, and profile photo. From here, you can make changes or delete the account entirely.

Editable Fields

You can update a staff member's first name, last name, email address, phone number, physical address, and role assignment. Each field can be modified independently, and you save all changes at once by clicking the update button.

Profile Photo Updates

Staff profile photos can be changed at any time. Click on the existing photo or placeholder image to select a new photo from your computer. The new image will appear immediately after you save the profile changes.

Role Changes

You can change a team member's role from staff to manager, manager to admin, or any other combination. This is useful when promoting employees or adjusting access levels as responsibilities change. The new permissions take effect immediately after saving.

Account Deletion

If someone leaves your business or was added by mistake, you can permanently delete their staff account. This is a serious action that requires confirmation—you'll need to type "delete" and check a confirmation box before the system will remove the account.

Team Overview

The main Staff page shows all your team members as cards with their photo, name, and role. This grid view gives you a quick visual overview of your entire team, making it easy to find and manage specific people.

Staff Statistics

At the top of the Staff page, you'll see statistics showing the breakdown of your team by role (how many admins, managers, and staff you have). This helps you understand your team structure at a glance.

Common questions

How do I update a staff member's information?

Go to the Staff page from your dashboard menu, then click on the staff member's profile card. You'll see all their current information displayed in editable fields. Make your changes to any fields that need updating, then click the "Update Staff" button at the bottom. The changes are saved immediately.

Can I change someone's role after they've been working for a while?

Absolutely. Open their profile from the Staff page, find the "Type of Staff" dropdown menu, and select their new role (admin, manager, or staff). Save the changes, and they'll have their new access level the next time they log in. This is perfect for promotions or adjusting responsibilities.

What happens when I delete a staff account?

Deleting a staff account is permanent and cannot be undone. The person will immediately lose access to your dashboard and won't be able to log in anymore. All their personal information is removed from your system. However, any orders or changes they made while they had access will remain in your records—only their account is deleted, not their work history.

Is there a way to temporarily disable someone's access without deleting their account?

Currently, the system doesn't have a "suspend" or "deactivate" option. If you need to temporarily remove someone's access, the safest approach is to change their password (which would require them to reset it), or you can delete their account and recreate it later when they return. Account suspension features may be added in future updates.

Can staff members update their own profiles?

Staff members can update their personal account information (like their password and contact details) through their account settings. However, they cannot change their own role or permissions—only admins and managers with the appropriate access can modify role assignments.

How do I add a profile photo for existing staff who don't have one?

Open the staff member's profile from the Staff page. You'll see their current photo or a placeholder image. Click on this image, and your computer's file browser will open. Select a photo file (JPG, PNG, or similar), and it will upload. Save the profile to confirm the change, and their new photo will appear throughout the system.

Will staff members be notified when I update their information?

The system does not automatically send notifications when you update someone's profile. If you make important changes like modifying their email address or role, it's good practice to communicate these changes directly to the team member so they're aware and can plan accordingly.