Update your staff profile

Every member of staff has a profile page on the intranet: the page that opens when someone selects their name or photo anywhere, from the staff directory to a team page or a news story. Keeping it up to date is the single most useful thing a person can do for the directory, because search, team pages and the org chart are all built from what profiles say. This page covers what the profile shows, how to edit it, and how to pick a photo that looks right.

Find your profile

Select your name or photo in the header, or find yourself in the staff directory. The address is /staff/ followed by your username. Profiles are for logged-in staff only. To edit yours, select Edit at the top of the profile, or add /edit/ to the address. Administrators, and any role that can edit users, can edit anyone’s profile the same way.

What the profile page shows

At the top: your photo, name, pronouns and how to say your name if you have added them, and your job title. Then, in sections with a menu to jump between them:

  • Role: your team or teams, each linked to its team page, your grade, your line manager, and the people who report to you, shown as a small org chart.
  • Contact: telephone, mobile, bleep, email, and your X and LinkedIn links.
  • About me: the short biography you write.
  • Skills and experience and Working pattern: free text, as you enter them.
  • Location: your site or building, and your floor or room.
  • A button opening your thank-you messages on the Wonderwall, where the intranet has one, and a list of your favourite pages where the Favourites plugin is in use.

Sections you leave empty are not shown, so a sparse profile looks tidy rather than unfinished.

Edit your details

The edit page starts with your Profile photo, then Your details: first name, last name, nickname, the Display name to use everywhere, your email address, and About me. A site can also allow a password change here. Then Work details:

  • Job title, and your Team. Choose every team you belong to; a sub-team is enough, as its parent teams count you too.
  • Line manager: pick the person. This is what builds the org chart, so it is worth getting right.
  • Grade, from the site’s list.
  • Telephone, Mobile and Bleep.
  • Name pronunciation and Pronouns, such as she/her, he/him or they/them. Both appear beside your name.
  • X handle, your username only, and LinkedIn URL, the full address of your profile.
  • Working pattern and Skills and experience, as much or as little as you like.
  • Building or location and Floor / room, where the site keeps a list of locations.

Select Save profile. You return to your profile with a note that it has been updated. The staff directory and search catch up within a few minutes.

Your first name and last name both need filling in for you to appear in the staff directory; a profile with either missing still works but is not listed.

Choose a profile avatar photo

Select Add image or the existing photo in the Profile photo box, choose a file, and save. The recommended guidelines and rules:

  • Square. The avatar photo is shown as a square, or a circle on some sites, so a square picture with your face in the middle works best. A rectangular image is cropped to the middle.
  • At least 150 by 150 pixels. Anything smaller is refused. Your avatar photo is shown at up to 200 x 200 pixels on your profile page and smaller on staff cards and in the org chart, so an ideal picture size of 400 by 400 pixels looks sharp on every screen. There is no need for anything larger than about 800 by 800.
  • JPG, PNG or WebP. Other formats are refused. JPG is best for photos.

Choose a recent, clear head-and-shoulders picture with a plain background, as colleagues will use it to recognise you. Until you add one, the intranet shows its default picture, which an administrator can set under the staff directory options.

For administrators: the extra settings

Anyone who can edit users sees an Admin settings box at the end of the edit form: User tags, which put the person in tag-based lists such as first aiders; Feature bio; Sort order, to move someone up a team page; and Hide from directory. See Hide a person from the staff directory. Whether photos are square or circular, and the default picture for people without one, are set on the Staff directory tab under Options, Modules. To encourage people to complete their profiles, add the (Govintra) Profile nudge widget to the homepage.

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