My Profile

The My Profile page allows users to manage their own account settings and preferences.

Unlike Student or Employee records, this page only manages the user account used to sign in to InstiKit. It does not modify personal information stored in student, employee, guardian, or other modules.

From this page, users can update their personal preferences, configure security, change passwords, and manage other account-related settings.

Sections

The profile page is divided into the following sections:

• Profile
• Account
• Avatar
• User Preference
• Security
• Change Password

Profile

The Profile section allows users to update their display name.

The display name appears throughout the application, including activity logs, comments, approvals, and notifications.

Permission Required

Only users with the profile:update permission can modify their profile name.

Important

For most schools, this permission is disabled by default.

Employee and student names are considered official institutional records and are usually managed by administrators through their respective modules.

Since the profile name belongs only to the user account, allowing users to change it may create inconsistencies between:

• Employee records
• Student records
• Login account
• Activity logs

For this reason, we generally recommend leaving this permission disabled.

Account

The Account section manages the user's login credentials.

Users can update:

• Username
• Email Address

Changing either value affects future logins.

For security purposes, changing the email address typically requires email verification before the new address becomes active.

Recommendation

Changing usernames or email addresses is generally discouraged unless absolutely necessary.

Most educational institutions assign usernames and email addresses centrally to maintain consistency and simplify user management.

Avatar

The Avatar section allows users to upload or change their profile picture.

The avatar is displayed throughout the application in places such as:

• Comments
• Chat
• Notifications
• Activity feeds
• User menus

Recommendation

In most schools, this feature is rarely used.

Students and employees already have photographs stored in their respective profiles, which are used throughout the ERP.

Maintaining two separate profile images may cause inconsistency, so many institutions choose not to allow users to update their avatar.

User Preference

The User Preference section allows each user to customize how InstiKit is displayed for their account.

Depending on your configuration, users can choose:

• Locale (Language)
• Date Format
• Time Format
• Time Zone

These preferences affect only the current user's account.

For example:

• One user may prefer English while another uses Arabic.
• One user may prefer a 24-hour clock while another uses a 12-hour clock.
• Users working from different countries can select their own time zone.

These settings do not affect other users or the system-wide configuration.

Security

The Security section allows users to configure Two-Factor Authentication (2FA) for additional account protection.

This feature is available only when Two-Factor Authentication has been enabled by the system administrator in the authentication configuration.

InstiKit supports any application that implements the standard Time-based One-Time Password (TOTP) protocol, including:

• Google Authenticator
• Microsoft Authenticator
• Authy
• 1Password
• Bitwarden
• Other compatible authenticator apps

Setup Process

1. Open the Security tab.
2. Generate the setup QR code.
3. Scan the QR code using your authenticator application.
4. Enter the generated verification code.
5. Enable Two-Factor Authentication.

After setup, every login requires:

1. Username
2. Password
3. Verification code generated by the authenticator app

This significantly improves account security, even if a password is compromised.

Change Password

The Change Password section allows users to update their account password.

To change your password:

1. Enter your current password.
2. Enter your new password.
3. Confirm the new password.
4. Save the changes.

The new password is required the next time you sign in.

Password Recommendations

Use a password that:

• Is at least 12 characters long.
• Includes uppercase and lowercase letters.
• Contains numbers.
• Contains special characters.
• Is unique and not reused on other websites.

Best Practices

For most educational institutions, we recommend:

• Disable profile name editing unless required.
• Do not allow users to change usernames unnecessarily.
• Keep employee and student photographs as the primary profile images.
• Encourage users to configure their own locale and time zone.
• Require strong passwords.
• Enable Two-Factor Authentication for administrators and users with elevated privileges.

Frequently Asked Questions

Does changing my profile name update my employee or student record?

No. The profile name belongs only to your login account. Employee and student records must be updated separately by authorized users.

Can I change my username?

Yes, if your institution allows it. However, changing usernames is generally not recommended because it may affect login credentials and administrative consistency.

Can I upload my own profile picture?

Yes, if avatar editing is enabled. However, many institutions prefer using the photograph stored in the employee or student profile.

Do my preferences affect other users?

No. User preferences are personal and apply only to your own account.

Do I need Google Authenticator specifically?

No. Any authenticator application that supports the TOTP standard can be used.

Related Documentation

• User Preference
• Security
• Change Password
• User Menu