# Maintain a staff profile > PositiveForm guide · Staff · STAFF-002 > Canonical page: https://positiveform.com/guides/staff/maintain-staff-profile/ > This Markdown: https://positiveform.com/guides/staff/maintain-staff-profile.md **Summary:** Update staff identity, photo, status, work locations, and optional member link. Changes persist without confusing staff employment status, login access… **Who can do this:** Studio owners, Organization owners **Required access:** `organization.owner` **Where in PositiveForm:** `/settings/staff/:staffId/identity` **Status:** Verified on 2026-07-29 against PositiveForm build `2ac7ef8`. ## Who this is for This guide is for the **organization owner** keeping a staff member's record current: their name and photo, whether they are teaching, whether they can sign in, where they work, and whether they also train with you as a member. Those are separate things, and PositiveForm keeps them separate on purpose. Turning off teaching does not remove someone's login, and neither one deletes their profile. ## Before you begin - Know which one you are actually changing. The page groups them under **Profile**, **Staff status and access**, **Contact details**, **Work locations**, and **Member profile**. - Contact details are protected by the contact-information permission, so what you can see there depends on your access. - A login email can only be changed by the account holder, so a new address can be verified. You cannot change it for them. ## Steps ### Open the profile 1. Click **Settings** in the left navigation, then click **Staff**. 2. Click the person. Their profile opens on the **Identity** tab, beside **Achievements** and **Permissions**. ### Name, photo, and bio 3. Edit **Name**. Use **Replace photo** to upload a profile photo, cropping it to a square, or **Remove** to take it off. JPEG, PNG, or WebP up to 10 MB. 4. Use **Bio** for a short description. **Staff since** below it is the date the record was created and is not editable. ### Teaching, login access, and status 5. Read **Staff status and access** before changing anything. It says plainly that teaching, organization login access, and the staff identity lifecycle are separate. 6. **Teaching at the studio** shows this person as current instructional staff. 7. **PositiveForm organization access** allows their linked account to enter this organization. Turning it off removes their way in without deleting anything. 8. **Staff status** is shown here and changed in the danger zone. Making someone inactive never deletes their profile. ### Contact details 9. Fill in **Email**, **Phone number**, and the address fields. These are operational contact details for the studio's use. 10. **Login email** is shown but not editable by you. **Change my login email** is for the account holder changing their own. ### Where they work 11. Choose a **Home location**. It decides which workspace opens for them by default. 12. Tick any other locations they work at. Location choices do not grant or restrict permissions; roles and direct grants apply across the organization and are managed under **Permissions**. ### Link them to a member profile 13. If this person also trains with you, use **Find an existing member** to link their member record. The link is deliberate: matching an email never links an account automatically, and PositiveForm never creates a duplicate member. 14. Once linked, **Training ranks** shows that member profile's current ranks. Changes here appear on the member profile too, because it is one record. ### Save 15. Click **Save profile**. **Teaches** lower down lists the programs this person is assigned to. That is set on each program's Staff tab, not here. ## Expected outcome The profile saves and the staff list reflects it: name, work locations, permissions summary, and status. The separate concerns stay separate. Someone can stop teaching and keep their login, lose their login and keep their profile, or be inactive and keep every historical record attached to them. Nothing on this page deletes a person. If you linked a member profile, training, attendance, subscriptions, and ranks stay on that member record rather than being copied here. ## Screenshots ![Staff list with Casey Nguyen and Front desk permissions](https://positiveform.com/guides/media/STAFF-002/20260729T023500Z/001-staff-list.webp) ![Identity tab for Casey Nguyen](https://positiveform.com/guides/media/STAFF-002/20260729T023500Z/002-identity-profile.webp) ## Recovery If saving fails, PositiveForm shows the reason and keeps your edits on screen. Correct what it names and click **Save profile** again. If a photo will not upload, check it is a JPEG, PNG, or WebP under 10 MB. The existing photo stays until a new one succeeds. If you cannot see or edit contact details, your access does not carry the contact-information permission. If you linked the wrong member profile, unlink it and search again. Linking does not merge the two records, so nothing is lost by correcting it. If someone cannot sign in, check **PositiveForm organization access** here before changing their roles. An account without organization access cannot enter whatever permissions it holds. ## Related guides - [Invite staff](https://positiveform.com/guides/staff/invite-staff/) — create the profile in the first place. - [Record staff achievements and ranks](https://positiveform.com/guides/staff/staff-achievements-ranks/) — record ranks, certifications, and awards that belong to the person. - [Manage staff access](https://positiveform.com/guides/staff/manage-staff-access/) — change what they can reach. --- Source: PositiveForm customer guides, https://positiveform.com/guides/. Every guide as one file for AI assistants: https://positiveform.com/llms-full.txt. Guide index: https://positiveform.com/llms.txt.