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Your Profile & Avatar

When to use: View or update your personal information, upload a profile picture, or manage your account settings.

Accessing Your Profile​

Step-by-step​

  1. Click your name or avatar in the top right corner of the screen
  2. Select Account or My Account
  3. You'll see your profile information

Understanding Your Avatar (Profile Picture)​

What is an Avatar?​

An avatar is your profile picture that shows next to your name throughout the system. Other people see it when:

  • They look at your name in a document or request
  • They see your comment or message
  • They view a list of employees

How Your Avatar Displays​

Your avatar appears in three different ways, depending on what you have:

Option 1: If you uploaded a photo

  • Your personal photo displays in a circle
  • Clear and recognizable to others
  • Great for connecting faces to names

Option 2: If you don't have a photo (Default: Initials)

  • Your initials display instead
  • Example: If your name is "John Smith", it shows JS
  • Example: If your name is "Linh Ngô", it shows LN
  • Each letter is one initial from your name
  • Displays in a colored circle (color is randomly assigned)
  • Still clear and professional-looking

Option 3: If you have a partial name

  • The system shows as many initials as your name has
  • Example: One-word name "Madonna" shows M
  • Example: Three-word name "Mary Jane Watson" shows MJW

Uploading a Profile Photo​

How to Upload​

  1. Go to Account → Profile or My Account
  2. Click on your current avatar or photo
  3. Select Upload Photo or Change Avatar
  4. Choose a photo from your device
  5. The system may ask you to crop it to fit the circle
  6. Click Save or Confirm

Photo Requirements​

  • Format: JPG, PNG, or similar image file
  • Size: Keep under 5 MB (very reasonable for most phone photos)
  • Content: Professional photo recommended (headshot or professional image)
  • Visibility: Your photo will be seen by colleagues and managers

Cropping Your Photo​

If your photo doesn't fit perfectly in the circle:

  1. The system shows you a crop preview
  2. You can drag and zoom to adjust what shows in the circle
  3. Try to center your face or the main part of the image
  4. Click Done when satisfied

Removing Your Photo​

If you want to go back to initials only:

  1. Go to your Profile
  2. Find the "Remove Photo" or "Delete Avatar" option
  3. Confirm the action
  4. Your initials will display again

Viewing & Editing Your Information​

What Information Displays​

Your profile shows:

  • Full Name - Your official name as registered
  • Email - Your work email address
  • Phone - Your phone number (optional)
  • Department - Which team/department you're in
  • Job Title - Your position
  • Avatar - Your photo or initials

What You Can Edit​

Usually you can change:

  • Email - Update if it changes
  • Phone Number - Add or change your phone
  • Photo - Upload a profile picture

What You CANNOT Edit (Fixed by HR)​

These are set by your company and HR team:

  • Full Name - HR must approve name changes
  • Employee ID - Your unique company ID
  • Department - Set by management
  • Job Title - Set by management
  • Start Date - Your employment start date

If you need to change any of these, ask your HR team.

Account Settings​

Where to Find Settings​

  1. Click your avatar/name in the top right
  2. Select Account or Settings
  3. You may see multiple tabs:
    • Profile or Information - Your personal details
    • Settings - Preferences below
    • Documents - Company documents (if applicable)

Common Settings You Can Change​

Appearance:

  • Light/Dark Mode - Switch between light and dark theme
  • Color Theme - Choose your preferred color accent
  • Font Size - Make text larger or smaller for readability

Language:

  • Language - Change from Vietnamese to English (or other available languages)

Notifications:

  • Email Notifications - Turn on/off email alerts
  • Notification Frequency - Choose how often you get updates

Other:

  • Your preferred timezone (if applicable)
  • Change Password - Update your login password
  • Two-Factor Authentication - Add extra security to your account

Privacy & Visibility​

Who Sees Your Information?​

Your Profile is Visible To:

  • ✓ All employees in your company
  • ✓ Your managers and HR team
  • ✓ Anyone in the leave/attendance approval chain

Your Photo Will Show:

  • ✓ Next to your name in requests and comments
  • ✓ On your profile page
  • ✓ In any system-wide search or directory

Protecting Your Privacy​

You control:

  • Whether to upload a real photo (or use initials only)
  • Your phone number (can be optional)
  • Email address visibility (usually shown to HR)

You cannot control:

  • Your name being visible to colleagues (it's in the system)
  • Your avatar being shown next to your requests
  • Your department/title visibility (work information)

Troubleshooting​

"My avatar doesn't look right"​

Possible causes:

  • Initials are wrong - Check your full name spelling
  • Photo is cropped strangely - Try re-uploading and cropping again
  • Initials showing instead of photo - Your photo upload may have failed

How to fix:

  1. Delete your current photo
  2. Upload a new one
  3. Make sure to save/confirm the upload
  4. Refresh the page to see the change

"I want to change my name but can't edit it"​

You cannot change your own name - It's protected data

What to do:

  1. Ask your HR team
  2. Explain why you need the change (marriage, preference, legal change, etc.)
  3. They'll update it in the system
  4. The change will appear after they update it

"My photo won't upload"​

Check:

  • Is the file a valid image (JPG, PNG)?
  • Is it smaller than 5 MB?
  • Did you click Save after uploading?
  • Try a different image file

If still not working:

  • Use a different browser (Chrome, Firefox, Edge)
  • Clear your browser cache and try again
  • Contact IT for help

"I see someone else's initials instead of their photo"​

This is normal - They either:

  • Haven't uploaded a photo yet (using initials default)
  • Chose to remove their photo
  • Had a technical issue with their upload

There's nothing wrong - Initials work just fine as avatars.

Tips for Your Profile​

✓ Upload a clear, professional photo - It helps colleagues recognize you
✓ Keep your email updated - So people can reach you
✓ Update your phone number - For important company communications
✓ Choose your theme - Make the app comfortable for your eyes
✓ Review your privacy settings - Understand what information is visible