Edit a Team Member Profile

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At a glance

Profile editing changes the configuration zone of a team member's profile: their picture, nickname, contact information, and PIN. Any team member can edit their own profile; Manager permission or higher is needed to edit someone else's. Fields that are NOT editable from the profile (legal name, role assignment, permission checkboxes) are covered in Path C of the Steps; those flow from your HR system and your store's permission configuration, not from the profile itself.

Before you start

1. Know whose profile you are editing and why. Self-edit requires no additional permission. Editing another team member's profile requires Manager permission or higher.
2. If you are editing another team member's profile, be clear on which fields are visible to you. Birthday and work anniversary are visible from Team Leader up; emergency contact from Shift Leader up. If you cannot see a field, you cannot edit it.
3. Know your store's norms on sensitive fields. Phone, email, and emergency contact are personal data; confirm with the team member before you make changes on their behalf.
4. Estimated time: two to three minutes per field.

Steps

Path A: Editing your own profile

Any team member can edit their own profile at any time.

1. Open the OneClick app or the web interface.
2. Tap your own name or profile picture (typically in the top-right area of the screen or on the Team list with yourself selected) to open your profile.
3. Tap the pencil icon on the profile header. The editable fields appear.

4. Edit any field:

5. Nickname. The name that shows everywhere in the app. Clear the field and press enter to revert to your legal name.

6. Phone. Your contact phone number.
7. Email. The email OneClick uses for notifications. If you change this, your sign-in email may also change on the next sync; confirm with your store manager first.
8. Birthday. Month and day at a minimum; year optional depending on your store's configuration.
9. Work Anniversary. Your start date at the store.
10. Emergency Contact. Name, phone number, and optionally email for the person to contact if you have a workplace incident or cannot finish your shift.
11. PIN. Your numeric code for shared devices. Choose something memorable but not obvious.
12. Profile Picture. Tap the camera icon and select Change. On desktop, use the webcam or pick a file. On mobile, use the camera or pick from your device library. Tap Remove to clear the picture.
13. Save. Most fields auto-save on blur (tapping outside the field). Changes propagate immediately across every feature that shows your name, picture, or contact information.

Path B: Editing another team member's profile

Manager permission or higher is required.

1. Open Team from the left navigation menu. The team list appears.
2. Find the team member. Use the search box if the list is long. Tap Include Archived in the filter row only if you are editing an archived profile; Director permission is required for archived profiles.
3. Tap the team member's name. Their profile opens.
4. Tap the pencil icon on the profile header. Fields you have permission to edit become editable; fields you cannot see remain hidden.
5. Edit any visible field using the same definitions as Path A.
6. Save. The team member will see the updated information the next time they refresh the app. If they are actively signed in, ask them to refresh the page or close and reopen the app to see the change immediately.

Path C: What you cannot edit from the profile

Some fields on or near the profile look editable but flow from other systems. Changing them requires going to the source.

1. Legal name. The team member's payroll name comes from your HR system (HotSchedules, Vendor Bridge, or the CFA Home integration depending on your setup). Editing the profile cannot change the legal name. To change it, update the HR system; OneClick picks up the change on the next sync.
2. Role and role assignment. The team member's role (Team Member, Team Leader, Shift Leader, and so on) lives on the Permissions tab, not the profile header. Open the Permissions tab on the profile, or see Understand Permission Levels for how roles and permissions work.
3. Permission checkboxes. Changing which permissions a specific team member carries is done on the Permissions tab, requires the Edit permissions capability, and is limited to the tier your role can assign up to (for example, Managers can grant up to Manager, not Director).
4. Active versus terminated status. Deactivation flows from your HR system on a 3-day grace period, not from a profile edit. See Deactivate a Team Member for the lifecycle.
5. Module activity records. The tab strip (Shifts, Breaks, MooLa, Infractions, Training, Passports) shows activity records. You do not edit those from the profile; you edit them within each module's workflow (for example, editing an infraction from the Infractions tab).

Video

Video coming soon.

Common gotchas

I edited my nickname and it is still showing my legal name in some places.

Nickname propagation is immediate but cached views may show the old name until refresh. Close and reopen the app, or refresh the page, to see the update everywhere.

I cannot see the emergency contact field on a team member's profile.

Emergency contact visibility requires Shift Leader permission or higher. If your role is below that, the field is not visible to you by design. Ask a Shift Leader or Manager to view or edit it on your behalf.

I changed a team member's email and they cannot sign in anymore.

The sign-in email is tied to the team member's OneClick account and usually also to your scheduling platform's sync. Changing the email on the profile may not update the sign-in credentials automatically. If the team member cannot sign in after an email change, confirm the email in your HR system or contact support to align the two.

I want to clear a field entirely.

For text fields (nickname, phone, email), clear the field and save. For the profile picture, tap the camera icon and select Remove. For date fields (birthday, work anniversary), some stores' configurations require a valid date; clearing may not be possible. If you cannot clear a required field, contact support.

A team member edited their own profile and I want to audit what changed.

Profile edits are not currently tracked in a visible audit log. If compliance requires an audit trail for profile changes (for example, changes to emergency contact), note the change in your store's own record-keeping and flag to support if a formal audit log would help your operations.

I edited a field on a team member's profile and the change did not save.

Most fields auto-save on blur. Some fields require an explicit save. If a change does not appear after navigating away and back, try again and watch for a save confirmation. If the field is reverting, check whether you have permission to edit that specific field; the pencil icon shows a global editable state but per-field permissions can still hide or lock individual fields.

My store's profile shows a field I do not recognize.

OneClick profiles include a standard set of fields plus optional fields your store may have enabled. If a field looks unfamiliar, ask whoever configured your store's setup (typically a Director or the person who opened your OneClick account). Do not guess at its purpose.

A team member has a field I want to edit but I see no pencil icon.

The pencil icon appears only when you have permission to edit the profile. If you do not see the pencil icon on another team member's profile, you are below Manager level or your store's configuration has restricted edit access. See Understand Permission Levels.

Related articles

1. Understand the Team Member Profile (Reference) for the canonical description of profile fields and tiered visibility
2. Deactivate a Team Member (How-To Guides) for the lifecycle counterpart
3. Access an Archived Team Member's Profile (How-To Guides) for profiles of former team members
4. Understand Permission Levels (Reference)
5. Request a Permission Change (How-To Guides)
6. Upload Files to a Team Member's Profile (How-To Guides) for the related but separate workflow of the Files tab

Still stuck

If a profile edit will not save, a field is not visible when it should be, or a change is not propagating after multiple refresh attempts, submit a support ticket with:

1. Your store number.
2. The team member's name.
3. The field you were trying to edit.
4. A screenshot of the profile showing the field and the pencil icon (or lack of one).
5. What you expected to happen versus what happened.

Support typically responds within one business day.

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Pre-publish checklist

11 215e2499-d1e5-4017-8ccc-ecfca223090b complete Seven sections filled.

12 50515491-1746-4c66-a2bc-ed4f1fcbe37f complete Multi-path How-To (three paths).

13 c0352998-ce6a-41bf-8ac4-811c25757a92 complete No em dashes, no hedge words.

14 c6044ea8-571a-4651-b363-be11bdf88f75 complete Permission-based role references throughout.

15 ab0bb6a9-e1db-4dc6-a198-911c938568f8 complete Voice: leader and team member, not operator.

16 38fdc0ee-f4a2-4904-8377-37d91001ecd5 complete No real team member names or store numbers.

17 1f1fb9a4-0fd8-4ead-90c9-4ae621f0584d complete Field list aligned with Understand the Team Member Profile.

18 9dd06e21-2cf1-47b1-89bc-1b520c00dd25 incomplete UI verified against Production.

19 0d28d438-aea2-47e2-8a79-8c06149a456e incomplete Screenshots at decision points (profile header with pencil icon; editable field set; Team list with search; Include Archived filter).

20 d36ce287-313d-45a5-b0da-9b0bdf1a0cad incomplete Reviewed by Jared and Kevin.

Why this article exists

Surfaced by the Wave 1 cross-link map Pass 2 audit (Turn 38, Flag 38). Understand the Team Member Profile references this article as a placeholder in its Related list. Profile-field editing is a common support-ticket question where the answer is usually straightforward (tap the pencil icon, edit the field, save) but complicated by the tiered visibility model and the not-editable-from-profile fields. Explicitly enumerating the three paths (self, leader, not-editable) deflects both "how do I edit X" and "why can't I edit X" tickets.

Source

Derived from Understand the Team Member Profile v1 (396918799), which grounds the field list, tiered visibility, and edit permission model. No new VERIFY blocks.