The Employee Settings Module is your personal control center where you can manage all aspects of your employee profile and account. It's designed to be simple, intuitive, and secure.
✅ Update Personal Information - Keep your name, email, phone, and address current
✅ Manage Emergency Contacts - Add up to 3 emergency contacts for workplace safety
✅ Change Profile Picture - Upload a professional profile photo
✅ View Account Status - Check your email verification and security settings
✅ Track Recent Activity - See when you logged in and what changes were made
✅ Manage Security - Change password and enable 2-factor authentication (coming soon)
https://your-dtr-system.com/employee/settingsOnly you can access and modify your own settings. Your manager and HR team cannot change your personal information through this module (they use a separate admin panel).
When you first open Settings, you'll see your Settings Dashboard - a overview of your account with quick access to all features.
┌─────────────────────────────────────────────────────┐
│ MY SETTINGS │
├─────────────────────────────────────────────────────┤
│ │
│ Your Profile Card │
│ ┌──────────────────────────────────────┐ │
│ │ [Profile Photo] John Doe │ │
│ │ Senior Developer │ │
│ │ EMP-00123 │ │
│ └──────────────────────────────────────┘ │
│ │
│ Account Status Overview │
│ ┌──────────────────────────────────────┐ │
│ │ ✓ Email Verified │ │
│ │ ✗ 2-Factor Auth (Not Enabled) │ │
│ │ ✓ Account Active │ │
│ └──────────────────────────────────────┘ │
│ │
│ Quick Navigation │
│ [👤 Profile] [🔒 Security] [⚙️ Preferences] │
│ [🔔 Notifications] [📄 Documents] │
│ │
│ Recent Activity │
│ • Dec 4, 2025 10:30 AM - Login from Chrome │
│ • Dec 4, 2025 9:15 AM - Profile updated │
│ • Dec 3, 2025 5:45 PM - Login from Firefox │
│ │
└─────────────────────────────────────────────────────┘| Status | Meaning |
|---|---|
| ✓ Email Verified | Your email is confirmed and working properly |
| ✗ Email Not Verified | Check your email for a verification link |
| ✓ 2-Factor Auth Enabled | Your account has extra security (two-step login) |
| ✗ 2-Factor Auth Not Enabled | Your account uses password-only login |
| ✓ Account Active | Your account is enabled and working |
| ✗ Account Inactive | Contact HR - your account may be suspended |
This shows your login history and recent changes. Check this regularly to spot any unusual activity on your account.
View Your Current Status
Quick Navigation
Monitor Account Activity
Your profile page shows all your current information in an easy-to-read format.
Personal Information
Contact Information
Professional Information (Read-only - managed by HR)
Emergency Contacts
Profile Picture
1. Click the "Edit Profile" Button
2. Update Personal Information
Full Name (Required *)
├─ What it is: Your legal first and last name
├─ Why it matters: Used for official documents
├─ Example: "Maria Santos"
└─ Note: Must be 1-255 characters
Email (Required *)
├─ What it is: Your work email address
├─ Why it matters: Used for login and notifications
├─ Example: "maria.santos@company.com"
└─ Note: Must be a valid email and unique to you
Phone Number (Optional)
├─ What it is: Your mobile or landline number
├─ Format: Can include dashes, spaces, + symbol
├─ Example: "+63 977 123 4567" or "02-1234-5678"
└─ Tip: Keep it current for contact purposes
Date of Birth (Optional)
├─ What it is: Your birthday (YYYY-MM-DD)
├─ Example: "1990-05-15"
└─ Note: Must be in the past
Gender (Optional)
├─ Options: Male, Female, Other
└─ Used for: HR records and benefits
Civil Status (Optional)
├─ Options: Single, Married, Divorced, Widowed
└─ Used for: Payroll and benefits determination3. Update Contact Information
Street Address (Optional)
├─ What it is: Your residential address
├─ Example: "123 Main Street, Apartment 4B"
└─ Max length: 500 characters
City (Optional)
├─ Example: "Manila"
└─ Max length: 100 characters
Province/State (Optional)
├─ Example: "Metro Manila"
└─ Max length: 100 characters
ZIP Code (Optional)
├─ Example: "1200"
└─ Max length: 10 characters
Country (Optional)
├─ Example: "Philippines"
└─ Select from dropdown list4. Add Emergency Contacts
Emergency contacts are crucial for workplace safety. You can add up to 3 emergency contacts.
For Each Contact, Provide:
Name (Optional)
├─ Full name of the person
├─ Example: "Maria Santos"
└─ Max length: 255 characters
Relationship (Optional)
├─ Who they are to you
├─ Options: Mother, Father, Sibling, Spouse, Child, Other
└─ Helps identify contact quickly
Phone Number (Optional)
├─ Their contact number
├─ Example: "+63 912 345 6789"
└─ Max length: 20 characters
✓ Tip: Add contacts in order of priority
Contact 1: Spouse/Closest family
Contact 2: Parent or sibling
Contact 3: Friend or other relativeHow to Add Multiple Contacts
Step 1: Fill in Contact 1 (Name, Relationship, Phone)
Step 2: Click "+ Add Emergency Contact" button
Step 3: Fill in Contact 2 information
Step 4: Click "+ Add Emergency Contact" again
Step 5: Fill in Contact 3 information
Step 6: Click "Save Changes" (saves all contacts at once)5. Upload Profile Picture
Why Upload a Photo?
├─ Makes your profile more personal
├─ Helps colleagues recognize you
└─ Professional appearance
How to Upload:
Step 1: Scroll to "Profile Picture" section
Step 2: Click "Choose File" button
Step 3: Select an image from your computer
Step 4: Preview appears automatically
Step 5: Image is saved when you click "Save Changes"
Accepted Formats
├─ JPG (JPEG)
├─ PNG
└─ Maximum size: 2MB
Tips for Good Photos
├─ Use a clear, professional headshot
├─ Good lighting (face is visible)
├─ Plain or neutral background
├─ Smile naturally
└─ Recent photo (from last 6 months)After updating your information:
1. Review Your Changes
2. Click "Save Changes" Button
3. Wait for Confirmation
4. Check Email
| Problem | Solution |
|---|---|
| "This email is already in use" | Email is registered to another account. Use a different email. |
| "Phone number is invalid" | Check format: use only numbers, dashes, spaces, and + symbol. |
| "Date must be in the past" | Don't use today or future dates for birthday. |
| "Avatar file too large" | Image exceeds 2MB. Compress or choose smaller image. |
| "Invalid image format" | Only JPG and PNG accepted. Convert your image if needed. |
| "Cannot save - try again later" | Server error. Refresh page and try again. |
Q: I forgot my password. How do I reset it?
A: Click "Forgot Password?" on the login page. Enter your email, and we'll send you a reset link. Click the link and create a new password.
Q: How do I verify my email?
A: When you create your account, check your email inbox for a verification link. Click it to confirm your email. If you don't see it:
Q: Can I change my email address?
A: Yes! Edit your profile and change the email address. You'll need to verify the new email - a confirmation link will be sent to it.
Q: What is 2-Factor Authentication (2FA)?
A: Extra security for your account. After entering your password, you'll need to enter a code from your phone to log in. It's optional but recommended.
Q: Do I have to fill in all the fields?
A: No. Only "Full Name" and "Email" are required (*). Other fields are optional, but we recommend adding:
Q: Can my manager see my personal information?
A: Your manager can see your name, position, and department through the system. They cannot see:
Q: How often should I update my profile?
A: Update whenever information changes:
Q: Can I delete information from my profile?
A: You can clear optional fields (leave them blank), but you cannot delete required fields (name, email). Contact HR if you need special assistance.
Q: Why do I need emergency contacts?
A: In case of workplace emergency, accident, or medical issue, we need to notify your family. Required for:
Q: How many emergency contacts can I add?
A: Maximum 3 contacts. Add them in order of priority:
Q: Will my emergency contacts see my personal information?
A: No. Emergency contacts are only used if there's an emergency at work. They won't have access to your account or see confidential info.
Q: Can I update emergency contacts anytime?
A: Yes! Go to Settings > Profile > Edit and update them anytime. Changes take effect immediately.
Q: What image format should I use?
A: JPG or PNG format only. Check your file extension:
photo.jpg or photo.jpegphoto.pngphoto.gifphoto.bmpphoto.webpQ: My image is too large. How do I fix it?
A:
Or use an online tool:
Q: Can I use a company logo or cartoon as my profile picture?
A: No. Use a professional photo of yourself. This helps colleagues and managers identify you properly.
Q: How often can I change my profile picture?
A: As often as you want! Update anytime through Settings > Profile > Edit.
Symptoms:
Solutions:
Symptoms:
Solutions:
Symptoms:
Solutions:
Compress the image:
Resize the image:
Change format:
Find a different photo:
Symptoms:
Solutions:
Symptoms:
Solutions:
Refresh the page (F5)
Clear browser cache:
Log out and log back in
Try different browser - to rule out browser issues
Re-upload image:
Symptoms:
Solutions:
Maximum limit is 3 - you've already added 3
Delete unused contact:
Replace existing contact:
Works Best On:
Mobile Support:
Not Recommended:
Contact IT if:
Contact HR if:
Self-Service Options:
The Employee Settings Module lets you:
✅ View your profile anytime
✅ Update personal information quickly
✅ Add emergency contacts for safety
✅ Upload a professional profile picture
✅ Check account status and activity
✅ Keep information current for HR
Remember:
Questions? Check the FAQ section above, or contact your HR department or IT support team.
📌 Quick Links
/employee/settings/employee/settings/profileDocumentation Version: 2.0 (User-Friendly)
Last Updated: December 4, 2025
Status: ✅ Complete