Employee photos
A clear photo helps people recognize the right employee. Choose an appropriate image, review the crop, and save only when the preview looks correct.
Access needed
Access depends on your assigned permissions and workflow scope.
- Open employee records
employees.readPersonal information, compensation and history have additional requirements below.
Role and permission labels
Typical responsibility: HR or authorized reader. Role names alone do not grant access.
- Read employee records
- View stored employee, contact or dependent photos
employees.pii.readRole and permission labels
Typical responsibility: Authorized personal-data reader. Role names alone do not grant access.
- Read employee personal data
- Upload, replace or remove photos
employees.updateExisting related records and image validation still apply.
Role and permission labels
Typical responsibility: HR record editor. Role names alone do not grant access.
- Update employees
Demo screenshots may show broader access than your account.
Before you start
Find the employee and check their employee number. Viewing stored photos requires personal-data access. Adding, replacing, and removing photos requires employee-update access.
Use an image your organization is permitted to hold. Supported files are JPEG, PNG, WebP, and GIF, up to 5 MB. Animated GIFs use a still frame. The saved employee photo is a square PNG.
Add or replace a photo
- Open the photo action
On the full employee record, find the profile card and select the camera button. Its label is Add photo, Change photo, or Upload photo, depending on the known photo state. On a phone, select Show employee details first to open the profile panel.
- Choose your image
Select a supported file from your device. The Adjust your photo dialog opens with a crop preview. If the file cannot be read, choose a valid image rather than changing its extension.
- Adjust the crop
Drag the image to position it and use Zoom to adjust the framing. Focus Position photo and use the arrow keys for fine adjustments. Reset crop restores the starting crop. Check that the important parts fit the square.
- Review and save
Select Save photo and wait for completion. Check the profile image on the employee record afterwards. Use Cancel to keep the stored photo unchanged. If an error appears, check the record before retrying.
Replacing a photo uses the same crop workflow. The previous image is replaced only after a successful save. You do not need to remove it first.
Remove a photo
When a stored photo is known to be available, a Remove photo button appears beside the camera action. Select it, read Remove photo?, and confirm only if you intend to remove the stored image. Choose Cancel to keep it.
Removal affects the image, not the employee record. You can upload another image later; do not assume the previous file can be restored through the screen. If the photo state is restricted or unknown, a missing Remove button is not proof that no image is stored.
Contact and dependent photos
Open the employee's Family tab and select Edit on an existing contact or dependent. Their photo controls appear near the top of the editor and use the same crop and removal workflow.
Save a new contact or dependent record before adding its photo. Check whose record is open before choosing an image; a contact's or dependent's photo is separate from the employee's photo.
On a phone
Open Show employee details to reach the employee's photo action. Drag within the crop preview or use the Zoom control, then review the square image before saving. Cancelling the preview makes no photo change.
Troubleshooting
| Problem | What to check |
|---|---|
| The photo action is unavailable | Ask your administrator to review employee-update access. |
| A stored photo does not appear | Check personal-data access and whether the image has finished loading. Do not assume it has been removed. |
| The file is rejected | Use a genuine supported image no larger than 5 MB; renaming a file does not convert its format. |
| The crop is poorly framed | Adjust Zoom and drag position, or select Reset crop and start again. Choose a better source image if necessary. |
| An animated GIF is no longer animated | Photos use a still frame and are saved as square PNG images. |
| Saving fails | Keep the source image, review the error, and check the employee record before retrying. Contact your administrator if it continues. |
Keep personal images out of public support messages and use only authorized sample images in documentation screenshots.