Overview
Your Profile is a single, consolidated page where you can view and manage everything related to your user account. It combines personal details, preferences, security settings, leave management, financial documents, time tracking, and employee files into one place.
The page is organised as a sidebar on the left with your details and navigation links, and a series of stacked cards on the right covering each section. Use the sidebar links to jump directly to any section.
When viewing your own profile, you see all sections. When viewing another user's profile (as an admin), you see a simplified view with their details, leave management, time logged, and files.
Sidebar
The sidebar is a sticky card that stays visible as you scroll. It displays:
- Avatar — A coloured circle with your initials. Click the pencil icon to change your avatar colour.
- Name — Your full name.
- Role Badge — Your assigned role in the current account (Owner, Super Admin, Admin, etc.).
- Email — Clickable link to compose an email.
- Location — City, state, and country (hover to see full address).
- Mobile — Clickable link to call.
Sidebar Actions
Click the menu icon (three dots) in the sidebar header to access:
- Edit Details — Opens a modal to update your name, email, phone, address, and other personal information.
- Change Password — Navigate to the password change page.
Navigation Links
The sidebar includes anchor links to jump to each section on the page:
| Link | Visible To | Description |
|---|---|---|
| Leave Management | Salaried employees | Jump to leave balances and requests |
| Hive Profile | Current user only | Jump to your Hive directory profile |
| Accounts | Current user only | Jump to your account memberships |
| Preferences | Current user only | Jump to your system preferences |
| Security | Current user only | Jump to two-factor authentication settings |
| Expenses | Current user only | Jump to your recent expenses |
| Invoices | Current user only | Jump to your recent invoices |
| Time Logged | All users | Jump to time entry chart |
| Files | All users | Jump to employee documents |
Leave Management
This section appears only if you (or the user you are viewing) are marked as a salaried employee. It provides a complete view of leave entitlements, balances, and history.
Summary Widgets
Three summary cards are displayed side by side:
| Widget | Description |
|---|---|
| Annual Leave | Shows your annual leave entitlement and remaining balance for the current financial year. |
| Time in Lieu | Shows accumulated time in lieu hours and days available. |
| Sick Leave | Shows your sick leave entitlement and remaining balance. |
Leave Records
Below the summary widgets is a list of all leave records, including annual leave, sick leave, and time in lieu taken. Each record shows the leave type, dates, duration, and status.
Filtering
Use the date range input to filter leave records to a specific period. Enter a start and end date, then click Go to apply the filter.
Actions
| Action | Who Can Do It | Description |
|---|---|---|
| Add Leave | Super Admins, Admins | Add a leave entry directly for any employee. |
| Request Leave | Employees | Submit a leave request for approval. |
| Edit Employment Details | Super Admins, Admins | Opens a modal to edit salary, tax, and employment configuration. |
Hive Profile
This section is visible only when viewing your own profile. It shows your public Hive directory profile — the listing that appears when other Beeswax users browse The Hive to find freelancers and businesses.
What is Shown
- Profile Summary — Your headline, bio, location, hourly/day rate, availability, and experience level.
- Skills — The professional skills listed on your profile.
- Profile Status — Whether your Hive profile is active (visible in the directory) or inactive.
Actions
- Edit Profile — Opens a modal where you can update all Hive profile fields including headline, bio, rates, availability, experience level, skills, and service categories. You can also upload a profile photo and toggle your profile's active status.
Note: Your Hive profile is separate from your account profile. Changes to your Hive profile affect how you appear in the public directory, while changes to your account details (name, email, etc.) affect your identity within the Beeswax system.
Accounts
This section is visible only when viewing your own profile. It lists every Beeswax account you are a member of.
What is Shown
A table with one row per account, displaying:
| Column | Description |
|---|---|
| Account Name | The name of the account (usually the business name). |
| Subscription | The account's subscription status — shows renewal date, plan name, trial status, or cancellation date. |
| Account ID | The unique identifier for the account. |
| Your Role | Your assigned role in that account, shown as a coloured badge. |
Key Notes
- If you belong to multiple accounts, all are listed here. You can switch between accounts from the main navigation.
- Cancelled accounts are still shown with their cancellation date.
- Trial accounts are indicated with a "Trial" label instead of a plan name.
Preferences
This section is visible only when viewing your own profile. It shows your user defaults for the current account.
Settings
| Setting | Description |
|---|---|
| Time Zone | Your local time zone. Affects how dates and times are displayed throughout the application. Shows the current UTC offset. |
| Default Project | The project pre-selected when creating new tasks or time entries. Saves time if you work primarily on one project. |
| Linked Product/Service | A transaction template (product or service) linked to your profile. Used for billing rates when logging time. |
| Milestone View | Your preferred view mode for milestones (list or board). |
Actions
- Edit Defaults — Click the menu icon in the card header, then select Edit Defaults to open a modal where you can change any of these settings.
Security
This section is visible only when viewing your own profile. It manages two-factor authentication (2FA) for your account.
When 2FA is Not Enabled
You will see a warning indicating that two-factor authentication is not active, along with an explanation of what it does. Click Enable Two-Factor Authentication to begin the setup process.
Setting Up 2FA
- Click Enable Two-Factor Authentication.
- A QR code is displayed. Scan it with an authenticator app (such as Google Authenticator, Authy, or 1Password).
- Enter the 6-digit code from your authenticator app to verify.
- On successful verification, a set of backup codes is displayed. Save these codes in a safe place — they can be used to log in if you lose access to your authenticator app.
When 2FA is Enabled
You will see a green confirmation that 2FA is active. Two additional actions are available:
| Action | Description |
|---|---|
| Disable Two-Factor Authentication | Enter your current password to turn off 2FA. You will no longer need a code to log in. |
| Regenerate Backup Codes | Enter your current password to generate a new set of backup codes. This invalidates all previously issued codes. |
Important Notes
- Both disabling 2FA and regenerating backup codes require your current password for security.
- Backup codes are shown only once when generated. Store them securely.
- Each backup code can only be used once.
Expenses
This section is visible only when viewing your own profile. It shows a summary of your recent expense claims.
What is Shown
A table listing your 20 most recent expenses with the following columns:
| Column | Description |
|---|---|
| ID | The unique expense number. |
| Type | The document type (Expense). |
| Status | The current status (draft, sent, paid, etc.). |
| Details | A summary description of the expense. |
| Date | The date the expense was recorded. |
| Total (Inc Tax) | The total amount including tax. |
Actions
- View All — Click the link at the bottom of the card to navigate to the full expenses page where you can see all your expenses, not just the most recent 20.
- Click any expense row to view its full details.
Invoices
This section is visible only when viewing your own profile. It shows a summary of your recent invoices.
What is Shown
A table listing your 20 most recent invoices with the same columns as the Expenses section (ID, Type, Status, Details, Date, Total Inc Tax).
Actions
- View All — Click the link at the bottom of the card to navigate to the full invoices page.
- Click any invoice row to view its full details.
Time Logged
This section is visible when viewing your own profile or another user's profile. It displays a chart of time entries logged by the user.
The chart provides a visual breakdown of time spent across projects and tasks over a selected period. Use this to review work patterns and ensure time is being tracked accurately.
Files
This section is visible when viewing your own profile or another user's profile. It provides access to employee documents and personal files.
What is Shown
A file list showing all documents associated with the user's employee record. This is where employment contracts, tax forms, certifications, and other personal documents are stored.
Actions
- Upload — Drag and drop files onto the upload area, or click to open a file picker.
- Download — Download any existing file.
- Delete — Remove a file from the employee record.
Note: These files are linked to your employee card, not to a project. For project-related files, use the Files tab within the relevant project.
Viewing Another User's Profile
When an admin views another user's profile, the page shows a simplified version:
Sidebar Differences
- A status ribbon at the top indicates the user's state: Active (green), Invited (blue), or Deactivated (red).
- Employment dates are shown if the user is a salaried employee (start date and end date if applicable).
- The action menu includes additional options depending on your role:
- Edit — Edit the user's details.
- Deactivate User — Revoke the user's access (disabled if they have incomplete tasks assigned).
- Reactivate User — Restore access for a deactivated user.
Visible Sections (Other User)
| Section | Shown? |
|---|---|
| Leave Management | Yes (if salaried employee) |
| Hive Profile | No |
| Accounts | No |
| Preferences | No |
| Security | No |
| Expenses | No |
| Invoices | No |
| Time Logged | Yes |
| Files | Yes |
Tips & Best Practices
- Set your time zone — If you work in a different time zone from your team, set it in Preferences so dates and deadlines display correctly for you.
- Link a default project — If you primarily work on one project, set it as your default to save time when creating tasks and logging time.
- Enable two-factor authentication — Adding 2FA significantly improves your account security. Use a reliable authenticator app and store your backup codes securely.
- Keep your contact details current — Your email is used for notifications, invitations, and password resets. Your location and phone help team members reach you.
- Check your leave balances — Review the Leave Management section regularly to stay on top of your annual leave and sick leave entitlements.
- Upload employment documents — Use the Files section to store important documents like contracts and tax forms, keeping them accessible and organised.