# Updating User Profiles and Changing Passwords

Source: https://docs.astalty.com.au/guide/users/updating-users

> Update a user's profile details and change passwords (Admin only).

## Who Can Update All User Details?

By default, only Admins can update another user's profile, including their billable targets and employment dates. Open [Users](https://app.astalty.com.au/users), then select the person whose details you need to change.

![The Users page, with marker 1 on Users under Manage in the main menu and marker 2 on the first user in the list.](https://docs.astalty.com.au/assets/2-1719289308.png)

Once in here you can select a user who's details you would like to update and from here you can follow the instructions below on how to edit user information.

## Who Can Update Their Own Details?

Admins, Managers, and Team Members can update their own profile details on the web. Support Workers cannot edit their own web profile; they can manage their Emergency Contacts and Next of Kin from **My Profile** in the Astalty app. Auditors have read-only access and cannot edit their profile.

To change your own login details, open your profile at the bottom of the main menu, then select **My Profile**.

![The Dashboard with the profile menu open from the user's name at the bottom of the main menu. Marker 1 is on the name and marker 2 is on My Profile, above Training and Log out.](https://docs.astalty.com.au/assets/my-profile-1760498313.png)

### Updating your user details

Select **Edit** to update the user's profile information. To change their address, select **Actions**, then **Update Address**.

![A user's own Profile tab with the Edit button highlighted in the top right, and the Actions menu open beside it with Update Address highlighted below Change Password.](https://docs.astalty.com.au/assets/updating-user-details.png)

To change the email address, enter the new address and your own current Astalty password, then select **Update User**. Each user needs a unique email address. If another account already uses that address, change the other account first.

## Updating your Password

You can change your own password, but not another user's.

![Your own Profile tab with the Actions menu open in the top right and Change Password highlighted, above Update Address and Audit Trail.](https://docs.astalty.com.au/assets/change-password.png)

Changing your password also signs you out of Astalty in every other browser, in the Astalty app on every phone, and in the Outlook add-in. You stay signed in on the device you changed it on. See [Passwords and Sessions](https://docs.astalty.com.au/guide/users/passwords-and-sessions) for the full process, and for how to sign out your other devices without changing your password.

## Password Issues & Account Access

If you're unable to access your Astalty account due to a forgotten password or seeing a "Sign-in failed" error, follow the steps below.

1. Check Your Login Details

- Ensure your email address is entered correctly (no spelling errors).
- Select the **eye icon** in the password field to confirm your password is typed correctly.

2. Reset Your Password
   If you're still unable to log in, you'll need to reset your password:
   On the login screen, select **"Forgot Password"**.

3. Enter your email address and click **"Email reset link"**.

4. Check your email and follow the link provided to set a new password.

Following these steps should resolve most login issues and restore access to your account.

![The Sign in to your account page with a Sign-in failed alert saying the email or password you entered is incorrect, and an arrow pointing to the eye icon in the Password field.](https://docs.astalty.com.au/assets/reset-password-1.png)

![The Sign in to your account page with a Sign-in failed alert, and an arrow pointing to the highlighted Forgot password? link.](https://docs.astalty.com.au/assets/reset-password-2.png)

![The Forgot password page with the Email field highlighted and an arrow pointing to the Email reset link button.](https://docs.astalty.com.au/assets/reset-password-3.png)

## Emergency Contacts and Next of Kin

Every user's profile except an Auditor's has an **Emergency Contacts & Next of Kin** card, for who to call if something happens at work and who to notify. Anywhere you can already edit that user's other details - see [Who Can Update All User Details?](#who-can-update-all-user-details) and [Who Can Update Their Own Details?](#who-can-update-their-own-details) above - you can also add, edit, or remove their contacts.

Select **Add Contact** and choose a role:

- **Emergency Contact** - the person to call first if something happens at work.
- **Next of Kin** - someone to notify and keep informed.

A user can have several contacts in each role, up to 10 contacts across both roles combined.

![The Emergency Contacts & Next of Kin card on a user's profile, with an arrow pointing to the highlighted Emergency Contact row for Daniel Whitaker, Brother, above a Next of Kin row for Margaret Whitaker, Mother.](https://docs.astalty.com.au/assets/updating-users-emergency-contacts-card-guide.png)

![The Add Contact drawer with Next of Kin selected, Maya Patel and Friend entered, and an arrow pointing to the highlighted Phone and Email fields showing the error Enter a phone number or an email address.](https://docs.astalty.com.au/assets/updating-users-add-contact-drawer-guide.png)

Enter the contact's name and relationship, then a phone number, an email address, or both - at least one is required. Click **Add**. Removing a contact is recorded on the user's audit trail.

> **Support Workers add their own from the app**
>
> Support Workers can't edit their own profile on the web, so they manage their Emergency Contacts & Next of Kin from **My Profile** in the Astalty app instead.

## Adding a Staff Reference Number

Open **Reference Numbers** on the user's profile to store identifiers such as an AHPRA number. Select **Add Reference Number** to create one.

![A user's profile scrolled to the Reference Numbers card, listing ESSA, APD and AHPRA references, with the Add Reference Number button highlighted.](https://docs.astalty.com.au/assets/ref.png)

Once you select this button the reference menu view will appear prompting you to add a label for the Reference number. You can select from the listed options or create a new label by typing the label you want to create within the label box. You can then enter the reference number in the 'value' text box.

![The Create Reference Number drawer with the Label field highlighted and its drop-down open, offering AHPRA, ESSA and APD under Select an option or type any value, beside the Value field.](https://docs.astalty.com.au/assets/label.png)

You can opt for this reference to appear on invoices as well. This setting pairs well with the **Invoice Display Name** option covered in [Showing a User's Name on an Invoice](#showing-a-users-name-on-an-invoice) below. By enabling this setting the user's reference number will appear under the charges created by them in any invoiced charges. Reference numbers follow the same rules as the name itself, so on charges from scheduled supports they only appear when **Show support worker name on invoice** is turned on for that invoice type.

![The Create Reference Number drawer with the Label set to AHPRA, a Value entered, and the Show on invoices checkbox ticked and highlighted with its description.](https://docs.astalty.com.au/assets/show-on-invoice.png)

You can also edit or delete any staff reference numbers by clicking the 3 dots to the right of the reference number and selecting the relevant option from the now present menu.

![The Reference Numbers card on a user's profile, with marker 1 on a reference's three-dot menu and the highlighted menu offering Edit and Delete.](https://docs.astalty.com.au/assets/edit-a-staff-reference-number.png)

## Updating Billable Targets

Billable targets you save appear in the relevant Billable Target sections on the user's profile. See [Updating Billable Targets](https://docs.astalty.com.au/guide/settings/users-settings/updating-billable-targets) for the steps.

![The Update User drawer with the Billable target field under Other Details highlighted, set to 30 hours.](https://docs.astalty.com.au/assets/target.png)

## Updating Employment Start and End Date

Astalty uses a user's employment start and end dates for [Staff Milestone Notifications](https://docs.astalty.com.au/guide/notifications/staff-milestone-notifications).

![The Update User drawer with the Employment start date and Employment end date fields highlighted under Other Details.](https://docs.astalty.com.au/assets/standend.png)

## Showing a User's Name on an Invoice

Within the edit view you will see a **More** button. Selecting this reveals the **Advanced** section, which contains the **Invoice Display Name** dropdown. This controls how the user's name is written on invoices for charges they delivered, where it appears as **Delivered By**.

**Not set** is the field's starting state for every user, shown as a placeholder rather than a selectable option - it means no name on charges from Tasks. To return a user to **Not set** after choosing one of the options below, clear the field using the **×** that appears once a choice is made.

Choose one of the following:

- **Do not display** - no name on any charge, Tasks and scheduled supports alike.
- **Full name** - the user's full name, for example `Tad Gislason`, on every Task charge, and on scheduled-support charges only when **Show support worker name on invoice** is on for that invoice type.
- **First name & last initial** - the user's first name and surname initial, for example `Tad G.`, on every Task charge, and on scheduled-support charges only when **Show support worker name on invoice** is on for that invoice type. Useful when you want invoice recipients to be able to tell your workers apart without disclosing full names.

![The Advanced section of the Update User drawer, with an arrow pointing to the Invoice Display Name drop-down showing Not set, open on Do not display, First name & last initial and Full name.](https://docs.astalty.com.au/assets/user-invoice-display-name-options.png)

This fully controls naming on charges from any Task they are assigned to, where **Not set** and **Do not display** both hide the name. For charges from **scheduled supports and travel**, turning on **Show support worker name on invoice** in [Invoice Settings](https://docs.astalty.com.au/guide/settings/invoices-settings#show-support-worker-name-on-invoice) can show this user's name when their own setting is **Not set** - it never overrides an explicit **Do not display**. See [User Name and Registration Number](https://docs.astalty.com.au/guide/finance/invoicing/invoices/user-name-and-registration-number) for the full behaviour.

## Exempting a Worker from Location Data

In the same edit view's **More > Advanced** section (see [Showing a User's Name on an Invoice](#showing-a-users-name-on-an-invoice) above), tick **Exempt from location data** to let this Support Worker clock in and out, write notes, and record travel without sharing their location - no location is recorded for them, even while [Require Location Data](https://docs.astalty.com.au/guide/scheduling/setup/scheduling-settings#require-location-data) is on for your account. An exempt worker also skips any [Clock In/Out Radius](https://docs.astalty.com.au/guide/scheduling/setup/scheduling-settings#clock-inout-radius) you've set, so they can clock in or out from anywhere.

![The Advanced section of the Update User drawer with Exempt from location data ticked below Invoice Display Name](https://docs.astalty.com.au/assets/user-exempt-from-location-data-guide.png)

The checkbox only appears when all of the following are true:

- **Require Location Data** is on in [Scheduling Settings](https://docs.astalty.com.au/guide/scheduling/setup/scheduling-settings#require-location-data).
- The worker [can be scheduled on supports](https://docs.astalty.com.au/guide/scheduling/setup/workers/enabling-a-user-to-be-scheduled-on-supports).
- You can update other users' details. Someone who can only edit their own profile cannot set this for themselves.

The exemption applies only to this worker. Require Location Data, and any Clock In/Out Radius, still apply to everyone else.