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Maintain a staff profile

Update staff identity, photo, status, work locations, and optional member link. Changes persist without confusing staff employment status, login access…

Status
Verified 2026-07-29 on build 2ac7ef8
Who can do this
Studio owners, Organization owners
Required access
organization.owner
Where in PositiveForm
/settings/staff/:staffId/identity
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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

  1. 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.
  2. 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

  1. Read Staff status and access before changing anything. It says plainly that teaching, organization login access, and the staff identity lifecycle are separate.
  2. Teaching at the studio shows this person as current instructional staff.
  3. PositiveForm organization access allows their linked account to enter this organization. Turning it off removes their way in without deleting anything.
  4. Staff status is shown here and changed in the danger zone. Making someone inactive never deletes their profile.

Contact details

  1. Fill in Email, Phone number, and the address fields. These are operational contact details for the studio's use.
  2. Login email is shown but not editable by you. Change my login email is for the account holder changing their own.

Where they work

  1. Choose a Home location. It decides which workspace opens for them by default.
  2. 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.
  1. 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.
  2. 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

  1. 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
Staff list with Casey Nguyen and Front desk permissions
Identity tab for Casey Nguyen
Identity tab for Casey Nguyen

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.