Managing Your Personal Information

Learn how to view, update, and manage your personal information in the Shifts platform to ensure your profile is accurate and maintain control over your data privacy.

Overview

Your personal information in the Shifts platform includes your contact details, employment information, profile photo, and communication preferences. Keeping this information up-to-date ensures you receive important communications and that your managers and colleagues can contact you when needed. This article explains how to view and update all aspects of your personal information.

Accessing Your Profile

To view and manage your personal information:

1. Log in to your Shifts account
2. Click on your profile icon in the top-right corner of the screen
3. Select My Profile from the dropdown menu
4. You’ll be taken to your profile page, which displays your current information

You can also access your profile directly by clicking on Account in the main navigation menu and selecting My Profile.

Types of Personal Information

The Shifts platform stores several categories of personal information:

Basic Information

• First Name
• Last Name
• Email Address
• User ID
• Profile Photo

Contact Information

• Phone Number
• Address
• City
• State/Province
• Zip/Postal Code
• Emergency Contact Information

Employment Details

• Job Title
• Role Type
• Employee Type
• Hire Date
• Department
• Location Assignments

System Preferences

• Notification Preferences
• Language Preference
• Time Zone
• Display Options

Editing Your Basic Information

To update your basic personal details:

1. Navigate to your profile page as described above
2. Click the Edit Profile button near the top of the page
3. On the Edit Profile page, the Basic Information tab is shown by default
4. Update any fields you need to change
5. Click Save Changes at the bottom of the form

Required fields are marked with an asterisk (*). You cannot leave these fields empty.

Managing Your Contact Information

To update your contact details:

1. Go to the Edit Profile page
2. Click the Contact Information tab
3. Update your phone number, address, or emergency contact details
4. Click Save Changes when finished

Keeping your contact information current is essential for receiving important communications about your schedule and for emergency situations.

Updating Your Profile Photo

To add or change your profile photo:

1. From your profile page, hover over your profile photo (or the placeholder image)
2. Click the Change Photo button that appears
3. Select one of these options:
   • Upload Photo: Browse your device to select an image
   • Take Photo: Use your device’s camera (if available)
   • Remove Photo: Delete your current photo
4. If uploading, select an image file (JPEG or PNG format, max 5MB)
5. Use the cropping tool to adjust the photo as needed
6. Click Save Photo to confirm

Your profile photo appears in team directories, chat features, and shift assignments, making it easier for colleagues to identify you.

Privacy and Visibility Settings

To control who can see your personal information:

1. Go to the Edit Profile page
2. Click the Privacy Settings tab
3. Adjust the visibility settings for different information categories:
   • Public: Visible to all colleagues in your organization
   • Team Only: Visible only to your direct team and managers
   • Managers Only: Visible only to your managers
   • Private: Visible only to you and system administrators
4. Click Save Settings to apply your changes

Note that some basic information may be required to remain visible for operational purposes.

Notification Preferences

To customize how you receive notifications:

1. Go to the Edit Profile page
2. Click the Notification Preferences tab
3. For each notification type, select your preferred delivery method:
   • In-app notifications
   • Email
   • SMS/Text (if enabled by your organization)
   • Mobile push notifications (requires mobile app)
4. Set frequency preferences for digest notifications
5. Click Save Preferences when finished

Managing these preferences helps ensure you receive important information without being overwhelmed by notifications.

Viewing Your Information History

To see a log of changes to your profile:

1. From your profile page, click the Activity History tab
2. Review the chronological list of profile updates
3. Each entry shows:
   • Date and time of change
   • Type of information updated
   • Who made the change (you or an administrator)
   • Previous and new values

This history provides transparency about when and how your information has been modified.

Manager Access to Your Information

Your managers have access to view your personal information to facilitate scheduling and communication. However, there are controls in place:

• Managers can view your contact information and work-related details
• Managers cannot see your password or security settings
• Any changes managers make to your profile are logged in the activity history
• Sensitive information like emergency contacts is only accessible when needed

Security Considerations

When managing your personal information, keep these security practices in mind:

1. Use a strong password and update it regularly
2. Enable two-factor authentication for additional security
3. Log out when using shared devices
4. Report suspicious activity if you notice unexpected changes to your profile
5. Update information promptly when it changes

Data Privacy

Your personal information is protected by the platform’s privacy policies:

• Information is only used for legitimate business purposes
• Access is restricted based on role-based permissions
• All access to your data is logged and auditable
• Data is encrypted in transit and at rest
• You can request a copy of your personal data through proper channels

Best Practices

For optimal management of your personal information:

1. Review regularly: Check your profile information at least quarterly
2. Update promptly: Make changes immediately when your information changes
3. Verify accuracy: Ensure all information is correct and complete
4. Maintain professionalism: Use an appropriate profile photo and details
5. Protect privacy: Be mindful of what information you include in optional fields
6. Use work contact details: For work-related communications, use professional email/phone

Related Resources

• Account Settings
• Linked Accounts
• Mobile App Setup
• Security Settings

This article should be updated when:

1. New personal information fields are added to user profiles
2. Changes to the profile editing interface are implemented
3. Privacy control options are modified or expanded
4. New notification preference options become available
5. Profile photo requirements or limitations change