Understand the Team Member Profile

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At a glance

The team member profile is the hub for everything OneClick knows about a single person. It holds identity details (name, nickname, contact information, profile picture), role and permission assignment, and a tab strip linking to every module that records activity against the team member (Schedule, Breaks, Moola, Infractions, Ratings, Passports, Area, Permissions, History, Tasks, and Files). Every other Team article in this KB starts by telling you to open a profile; this reference explains what you find when you get there, how contact information is protected by permission, how nicknames work, and how archived team members are accessed for rehire decisions.

Before you start

This is a reference article. Read it once to understand the profile structure, then return when a specific profile workflow needs context.

Core reference content

What the profile contains

Every team member's profile is structured in three zones:

1. The profile header. Name, nickname, role or position label (configured per store), profile picture, contact information (phone, email, birthday, work anniversary, emergency contact, PIN), and the pencil icon for editing these fields.
2. The module tab strip. A horizontal row of tabs below the header that links to every module's per-team-member view: Schedule, Breaks, Moola, Infractions, Ratings, Passports, Area, Permissions, History, Tasks, and Files. Clicking a tab replaces the content pane with that module's view scoped to this one team member.
3. The module content pane. Whichever tab is active renders here. For example, the Infractions tab shows the Accountability table; the Ratings tab shows the Training Ratings section; the Passports tab shows passport progress.

The header is configuration. The tab strip is navigation. The content pane is activity.

Profile pictures

Each team member can have a profile picture. The picture renders at full size on the profile header and at a smaller size in the team list, the Shifts lineup, the Layout, and anywhere else the team member appears by name.

Uploading or changing. Click the camera icon on the header photo and select Change. On desktop, you can take a new photo from a webcam or pick a file from disk. On mobile, you can use the camera or pick from the device library. To remove the picture, click the camera icon and select Remove.

Who can upload. Team members can upload their own picture. Leaders can also upload pictures on behalf of team members; the exact permission threshold for changing someone else's picture is the same as the permission to edit their profile generally.

Contact information

Contact information on the profile is tiered by permission so that personal details are visible only to roles that need them.

Birthday. Visible to Team Leader level and higher. Often used for store recognition (cake, card, acknowledgement at shift huddle).

Work anniversary. Visible to Team Leader level and higher. Used for tenure recognition and retention milestones.

Emergency contact. Visible to Shift Leader level and higher. This is the contact to call if the team member has a workplace incident or cannot complete their shift. The emergency contact record includes name, phone number, and optionally an email address.

Phone and email. Visible according to your store's general permission configuration. These are the team member's own contact channels, used for notifications from OneClick (Moola alerts, infraction notifications, schedule alerts) if those are enabled.

PIN number. A numeric code the team member uses to identify themselves on shared devices when PIN entry is configured (for example, on checklist sign-off or rating entry on a shared tablet). The PIN is visible to the team member and to leaders who manage profile editing.

Profile configuration is a privacy surface as much as a data surface. Confirm your store's sharing norms before exposing contact information broadly.

Nicknames

Nicknames let you show a team member by their commonly used name instead of their legal name.

1. When a nickname is set, the nickname appears as the primary name everywhere the team member is displayed (team list, Shifts lineup, Layout, tab labels).
2. The team member's full legal name still appears directly under the nickname on the profile header, for reference.
3. Nicknames propagate automatically across every feature that shows the team member's name.

Setting a nickname. Edit the profile, enter the nickname in the nickname field, and save. Clear the nickname field and save to revert to the legal name.

Nicknames are useful when a team member goes by a shortened form (for example, Tom for Thomas) or a preferred name that differs from payroll records. They do not replace legal-name storage; they add a display-layer override.

The module tab strip

Every team member profile includes eleven tabs. Each tab scopes that module's view to the individual team member.

1. Schedule. The team member's upcoming and past shifts.
2. Breaks. Break eligibility and usage by shift, with columns for Eligible, Unused, and Excess time. The Manage Breaks button opens store-wide break settings.
3. Moola. The team member's current Moola balance, with Reward, Transfer, and Deduct actions, a Redemption Requests section, and a Moola History log filterable by date range and transaction type.
4. Infractions. The Accountability section, showing the store's points-and-penalty scale alongside the team member's current point total and their Accountability Story.
5. Ratings. The Training Ratings section, showing the team member's overall average rating and per-position ratings as chips. Select a position chip to add a new rating. Rating History shows past ratings grouped by position.
6. Passports. Training Passports assigned to the team member, with completion and stamp status. If no passports have been assigned, the tab shows an empty state with a link to Manage Passports.
7. Area. The store areas the team member is assigned to. Each area appears as a row with a delete icon. Use Add Area to assign them to an additional area. Note: assigning a rating to a team member in a given area also adds that area to this tab automatically.
8. Permissions. The team member's current permission level, shown as a checklist of all available roles. The active role has a checkmark. Use the Manage Permissions button to change it.
9. History. An audit log of profile events, showing what changed and when (for example, "Employee record created").
10. Tasks. One-Off Tasks assigned to the team member, and a Completed Tasks section filterable by date range.
11. Files. Documents uploaded to the team member's profile. Table columns: Name, Category, Size, Date, Description, Visible To, Preview, and Actions. A Recent Activity panel on the right shows recent upload and download events.

Not every store sees every tab; tab visibility depends on which modules your store has enabled and your permission to view each module. When a team member profile is accessed from the Shifts lineup long-press synopsis, a compact version of the same information appears in a popover rather than the full-tab view.

Archived team members

When a team member leaves the store, their profile is archived rather than deleted. Archived profiles preserve the team member's full history: ratings, infractions, Moola balance, passports, tenure, and time since departure.

Why archival matters. Archival supports rehire decisions. When a former team member applies again, a Director can review the archived profile to see the team member's prior performance, any documented issues, and tenure before making a rehire call.

Accessing archived profiles. Director level is required. To find them:

1. Open Team from the left navigation menu.
2. In the filter row, check the Include Archived option.
3. The team list now includes archived team members alongside active ones. Click a name to open the archived profile.

Archived profiles are read-only in most respects. Reactivating a team member for rehire is a separate workflow; the archived profile itself is the decision-support surface, not the reactivation trigger.

Permissions summary

Profile-related permissions, in ascending order:

1. Team Member. Views and edits their own profile details. Cannot view other team members' profiles.
2. Team Leader and higher. Can view team member birthdays and work anniversaries.
3. Shift Leader and higher. Can additionally view emergency contacts.
4. Manager and higher. Can edit team member profiles.
5. Director and Operator. Can additionally view archived team member profiles and make rehire-relevant decisions.

These are defaults. Your store's permission configuration may shift the thresholds; check Settings > Permissions if defaults do not match your observed behavior.

Video

Not planned for this reference article. The profile-related How-To articles will have their own videos.

Common gotchas

I changed a team member's nickname and it is still showing the old name in some places.

Nickname propagation is immediate but some views cache the name until refresh. Refresh the page (browser refresh, or close and reopen the app) to see the update across all surfaces. The full legal name on the header will also update to sit under the new nickname.

The emergency contact field is blank on a profile.

Emergency contact is an optional field and some team members may not have completed it. Ask the team member to fill it in through their own profile (they can edit their contact information themselves), or a Manager can fill it in from their profile if the team member has shared the details.

I want to see an archived team member's profile but Include Archived does not show them.

The Include Archived filter requires Director-level access. If you are Manager or below, archived profiles are not visible to you. Ask a Director to pull the archived profile for you when a rehire conversation is underway.

A team member can see contact information they should not have access to.

The tiered visibility (birthday and anniversary at Team Leader, emergency contact at Shift Leader) applies to other team members' profiles. On their own profile, team members see everything about themselves. If a team member has elevated permission beyond what is intended for their role, check Settings > Permissions for misconfigured permission-level assignments.

The profile tab strip looks different on two stores in our organization.

Tab visibility depends on which modules each store has enabled. A store that does not use Moola will not show a Moola tab. A store with different permission configurations may hide or show different tabs. Profiles are consistent across a single store; cross-store comparison requires checking which modules each store has enabled.

I want to delete a team member's profile entirely.

OneClick archives rather than deletes by design, because performance history is valuable for future rehire decisions. If there is a compliance reason to delete (for example, a data-subject request), contact support. Do not try to work around the design by overwriting profile fields with placeholder data.

Related articles

1. Add a Team Member (How-To Guides)
2. Edit a Team Member Profile (How-To Guides)
3. Deactivate a Team Member (How-To Guides)
4. Access an Archived Team Member's Profile (How-To Guides)
5. Understand Permission Levels (Reference)
6. Issue an Infraction (How-To Guides)
7. Answer a Rating Prompt (How-To Guides)
8. Award Moola to a Team Member (How-To Guides)

Still stuck

If a profile surface does not match this reference, submit a support ticket with:

1. Your store number.
2. The team member's name.
3. A screenshot of the profile showing the surface in question.
4. What you expected to happen versus what happened.

Support typically responds within one business day.

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Pre-publish checklist

33 01a727c3-28d6-4dea-af7a-6e7530fcd60b complete Seven sections filled (Reference adaptation).

34 054eb910-bd74-4dc8-947e-3cb17369a81e complete At a glance within template spec.

35 ecd63611-bb1e-4218-8e48-4d7bfe9c0d91 complete No em dashes, no hedge words.

36 f1ab3ebd-3a20-4fa5-82e1-d968594e1aa7 complete Permission-based role references throughout; canonical 12-permission vocabulary aligned.

37 ff2df61c-a0da-47ff-8ff5-7ffb506e12ec complete Voice: leader and team member, not operator.

38 2fbce09a-c2a1-47cd-ab3d-fbb9d6ca8b4f complete No real team member names or store numbers.

39 4ccda88c-06bf-43f5-a703-b0c4539a5e24 complete Turn 39: stale "Coming soon" label removed from Related item 4 (Access an Archived Team Member's Profile is drafted at 396787714). Items 1, 2, and 3 (Add, Edit, Deactivate a Team Member) retain their coming-soon labels; those are genuine placeholders.

40 11a8d0e8-cc77-4ed1-ac1e-5398ec5e114a complete Tab strip completeness verified against live UI 2026-05-04: all 11 tabs confirmed (Schedule, Breaks, Moola, Infractions, Ratings, Passports, Area, Permissions, History, Tasks, Files). Three wrong names corrected; five missing tabs added.

41 dd4dd0a4-b987-4d47-935d-bd7b870b4988 incomplete UI verified against Production (profile header, contact info tiers, archived TM flow).

42 adc0e8e1-4d89-47da-859d-af175b023494 incomplete Screenshots to be inserted (profile header, tab strip, emergency contact section, Include Archived filter).

43 a0614fca-b893-44fa-b0fe-3751f252ad33 incomplete Reviewed by Jared and Kevin.

Why this article exists

Every How-To in the Team module assumes the reader knows how to navigate a profile. Every profile-based article in other modules starts with "open the team member's profile." The Reference article for the profile itself is the dependency spine for all of that. Drafting this Core Reference now, while the Profile PDF source material is fresh, establishes the shared vocabulary (tab strip, header zones, permission-tiered contact information, archival model) that every other Team article can reference rather than re-explain. Wave 1 candidate once the paired Core How-To (Add a Team Member) is drafted.