User Guide: Staff Profile Management

Last updated: January 15, 2026

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Overview

The Staff Profile feature allows internal users (inspectors, reviewers, and staff members) to manage their personal information, working hours, time-off requests, and professional certifications. This centralized profile ensures accurate scheduling, proper assignment of tasks, and compliance tracking.

Profile Sections

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Accessing Your Profile

Navigation

1. Log in to the staff application
2. Click your profile icon or name in the top navigation
3. Select My Profile or Account Settings
4. Use the sidebar to navigate between profile sections

Profile Sidebar

The sidebar displays:

• My Profile (expandable)
  • Basic Info
  • Working Hours
  • Time-Off
  • Certifications
  • Requests (if you have manager permissions)
• Integrations

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Basic Info

Viewing Your Information

The Basic Info tab displays your current profile information:

Editing Basic Info

1. Navigate to My Profile → Basic Info
2. Click the Edit button (pencil icon)
3. Update the editable fields:
   • Profile photo (click to upload)
   • Phone number
   • Other permitted fields
4. Click Save to confirm changes

Note: Some fields (like email, department, role) may be managed by your administrator and cannot be self-edited.

Updating Your Profile Photo

1. Click on your current profile photo or the camera icon
2. Select an image from your computer
3. Crop or adjust if prompted
4. Click Save or Upload

Photo Requirements:

• Formats: JPG, PNG
• Recommended size: At least 200x200 pixels
• Professional appearance recommended

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Working Hours

Understanding Working Hours

Your working hours define your availability for:

• Inspection assignments
• Task routing
• Scheduling visibility
• Workload calculations

Viewing Your Schedule

Navigate to My Profile → Working Hours to see your current weekly schedule:

Configuring Your Schedule

1. Navigate to My Profile → Working Hours
2. For each day of the week:
   • Check the checkbox to enable that working day
   • Uncheck to mark as non-working day
3. For enabled days, set:
   • Start Time - When your workday begins
   • End Time - When your workday ends
4. Click Save Schedule to confirm

Working Hours Tips

• Consistency: Keep your hours accurate for proper assignment
• Updates: Notify your supervisor of permanent schedule changes
• Holidays: Working hours don't account for holidays; use Time-Off instead

Reset to Default

If you need to restore your schedule to the organization default:

1. Click Reset to Default button
2. Confirm the action
3. Your schedule will revert to standard hours

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Time-Off

Understanding Time-Off

The Time-Off section allows you to:

• Request time away from work
• View your time-off history
• Track request status (Pending, Approved, Denied)

Viewing Time-Off History

Navigate to My Profile → Time-Off to see:

• List of all your time-off requests
• Status of each request
• Dates and duration
• Category (vacation, sick, etc.)

Requesting Time-Off

1. Navigate to My Profile → Time-Off
2. Click Request Time-Off button
3. Complete the request form:

1. Click Save Time-Off to submit

Duration Options

Partial Day:

• Select a single date
• Specify start and end times
• For appointments, half-days, etc.

Full Day:

• Select a date range (start and end dates)
• Covers entire work days
• For vacations, extended leave, etc.

Time-Off Categories

Request Status

Editing a Request

If your request is still Pending:

1. Find the request in your Time-Off list
2. Click the three-dot menu (⋮)
3. Select Edit
4. Modify the details
5. Click Update Time-Off

Cancelling a Request

1. Find the request in your Time-Off list
2. Click the three-dot menu (⋮)
3. Select Cancel or Delete
4. Confirm the cancellation

Note: You typically cannot cancel approved time-off without contacting your manager.

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Certifications

Understanding Certifications

The Certifications section tracks your professional qualifications:

• Licenses required for your role
• Training certifications
• Expiration dates
• Verification status

Viewing Your Certifications

Navigate to My Profile → Certifications to see:

• List of all your certifications
• Certification type and issuing authority
• Issue and expiration dates
• Current status

Certification Card Information

Each certification displays:

Adding a Certification

1. Navigate to My Profile → Certifications
2. Click Add Certification button
3. Complete the form:

1. Click Submit to save

Note: New certifications may require manager approval before becoming active.

Renewing a Certification

When a certification is approaching expiration:

1. Navigate to My Profile → Certifications
2. Find the expiring certification
3. Click Renew or Update
4. Upload the renewed certificate
5. Update the new expiration date
6. Submit for approval

Certification Status

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Requests (Manager View)

Understanding the Requests Tab

If you have manager permissions, you'll see a Requests tab in your profile. This shows pending requests from your team members that need your review.

Types of Requests

Reviewing Requests

1. Navigate to My Profile → Requests
2. View the list of pending requests
3. Click on a request to see full details
4. Review the information provided

Request Actions

For each request, you can:

Approve:

1. Click Approve button
2. Add optional approval notes
3. Confirm the approval
4. Requester is notified

Reject:

1. Click Reject button
2. Required: Enter rejection reason
3. Confirm the rejection
4. Requester is notified with reason

Request Details View

The detail view shows:

• Request type and date submitted
• Requester information
• Proposed changes or dates
• Supporting documents (if any)
• Current vs. proposed values

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Notifications

Profile-Related Notifications

You'll receive notifications for:

Managing Notifications

Notification preferences may be configured in:

• System settings
• Email preferences
• Your profile settings (if available)

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Best Practices

For All Staff

1. Keep information current - Update profile when details change
2. Plan ahead - Submit time-off requests in advance
3. Monitor certifications - Don't let credentials expire
4. Check regularly - Review your schedule and requests

For Inspectors

1. Accurate hours - Working hours affect inspection assignments
2. Certification tracking - Keep all required licenses current
3. Time-off planning - Consider inspection schedules when requesting leave

For Managers

1. Timely reviews - Don't let requests sit pending too long
2. Clear communication - Provide specific rejection reasons
3. Coverage planning - Consider team coverage before approving leave

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Troubleshooting

Q: I can't edit my email or department. A: These fields are typically managed by system administrators. Contact your IT department or HR for changes.

Q: My time-off request has been pending for days. A: Follow up with your direct manager. They may not have seen the notification.

Q: My certification shows as expired, but I renewed it. A: Ensure you uploaded the new certificate and updated the expiration date. It may be pending approval.

Q: I don't see the Requests tab. A: The Requests tab is only visible to users with manager/supervisor permissions.

Q: My working hours aren't saving. A: Ensure start times are before end times. At least one day must be enabled. Check for error messages.

Q: How do I change my password? A: Password changes are typically handled through a separate security or account settings page, not the profile.

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Related Features

• Time-Off Request Guide - Detailed time-off process
• Request Review Guide - Manager request handling
• Inspector Certifications - Admin certification management
• Calendar Permissions - Scheduling access control

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Technical Notes

Component Locations:

• Profile Page: /apps/govt-assist-host/src/pages/Profile/
• Basic Info: /pages/Profile/components/BasicInfo/
• Working Hours: /pages/Profile/components/WorkingHours/
• Time-Off: /pages/Profile/components/TimeOff/
• Certifications: /pages/Profile/components/Certifications/
• Requests: /pages/Profile/components/Requests/

Profile Tabs:

PROFILE_TABS = {
  BASIC_INFO: 'basic-info',
  WORKING_HOURS: 'working-hours',
  TIME_OFF: 'time-off',
  CERTIFICATIONS: 'certifications',
  REQUESTS: 'requests',
}

Navigation Route:

• Base: /account/profile
• With tab: /account/profile?tab=working-hours

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For additional assistance, contact your System Administrator.