HomeHelpGetting StartedYour Profile and Preferences

Your Profile and Preferences

Edit your name, phone and position, upload and crop a profile photo, change your password, and set language and time zone.

All UsersLast reviewed 27 Oct 2026

Was this article helpful?

Related Articles

Account Setup

Sign up as a private traveller or get an admin-created account, then complete your profile and preferences.

Your First Login

Sign in, understand lockout and forced password changes, and see where each role lands.

MFA Enrollment

How SMS two-factor enrollment is triggered after login, what the setup steps are, and what a super admin controls.

Previous

Sign-in Problems and Account Lockout

Next

Creating a Private Traveller Account

Your profile holds the name, phone number, position and photo that other people in TravelFlow see, and it is where you change your password. Every role gets the same screen. This article walks through each of its three tabs and points out the things that catch people out.

Opening Your Profile

On a desktop screen, your name (or email address) appears on the right of the top navigation bar, between the notification bell and the sign-out icon. Click it to open your profile. The address depends on which area you are in — /consultant/profile, /portal/profile, /private/profile, /admin/profile or /accounting/profile — but they all show the same My Profile screen.

Tip: the name link is hidden on narrow screens and there is no Profile entry in the mobile menu. On a phone, type /profile into the address bar — it opens the same screen for every role.

What the Header Shows

Above the tabs you will find your photo, your name, your role, your organisation identifier if you belong to one, and two small dates: Joined (when the account was created) and Last login. These are read-only.

Three tabs run underneath: Profile, Security and Preferences.

Profile Tab: Your Details

  1. Click Edit Profile on the right of the header. The button only appears on the Profile tab, and only when you are not already editing.
  2. Update Full Name, Phone Number and Position. These are the only three editable fields.
  3. Click Save Changes. A “Profile updated successfully” message confirms the save. Cancel discards your edits and puts the original values back.

Email Address is shown but cannot be edited — the field is labelled “Email cannot be changed”. Your role, department and organisation are set by an administrator, not here.

Keep the phone number current. It is the number that gets pre-filled if you ever set up two-factor authentication, and enter it in full international form (for example +27821234567) so that it works for SMS codes.

If you try to navigate away with unsaved edits on this tab, an Unsaved Changes dialog appears offering Stay on Page or Leave Page.

Changing Your Profile Photo

  1. Click the blue camera button on the bottom-right of your avatar. You do not have to be in edit mode.
  2. Choose a PNG, JPEG or WebP image. It must be an image file and smaller than 20MB; anything else is rejected with “Image must be less than 20MB” or “Please select an image file”.
  3. The Adjust Photo dialog opens with a circular preview. Drag the image to reposition it, use the slider to zoom, or click the reset icon to re-centre it.
  4. Click Save Photo. The avatar shows an upload percentage while it transfers, then “Avatar updated”.

The cropped image is saved as a square 512-pixel picture, so a portrait or landscape photo will be trimmed — check the preview before saving. To remove a photo, click the red bin button next to the camera; the fallback is a plain grey person icon, not your initials.

Security Tab: Change Your Password

  1. Open the Security tab. The Change Password form is shown directly — there is no separate button to reveal it.
  2. Enter your Current Password. This is required: TravelFlow re-authenticates you before changing anything.
  3. Enter the New Password. As you type, a checklist ticks off four requirements: at least 8 characters, one uppercase letter, one lowercase letter and one number.
  4. Repeat it in Confirm New Password. A mismatch is flagged immediately with “Passwords do not match”.
  5. Click Update Password. On success you see “Password changed successfully” and stay signed in.

Use the eye icons to reveal what you have typed if you want to check it. If the current password is wrong you get “Invalid email or password.”; if you have been signed in for a long time you may get “Please sign in again to complete this action.”, in which case sign out, sign back in and retry.

Warning: this form checks only those four rules. It does not apply the administrator's configured minimum length or the “require special characters” rule, which are enforced when accounts are created instead. A password that this form accepts may still be weaker than your organisation's stated policy — include a symbol and go beyond eight characters anyway.

Below the password form is a Two-Factor Authentication section. While it is off, Set up 2FA opens the same setup the prompt after signing in uses (see MFA Enrollment). While it is on, the section says so and offers Remove 2FA, unless your organisation requires two-factor authentication.

Asking for Your Account to Be Deleted

At the foot of the Security tab, Delete my account says what a deletion removes and what the law makes us keep. Click Request account deletion, add a reason if you wish, and click Send deletion request. Our administrators are told straight away and reply within 30 days; the tab then shows the date you asked. Asking again does not send a second request. Nothing is deleted until an administrator does it. You can also write to the Information Officer instead.

Preferences Tab

The Preferences tab has two sections and one save button.

Notification Preferences holds channel switches — Email notifications, Push notifications and SMS notifications — and type switches: Travel alerts, Booking confirmations, Approval requests and System updates.

Travellers and organisation members also see Travel deals by email between the two sections. Press Yes, email me these deals to agree to receive our travel deals, or Turn these emails off to withdraw. Your choice is saved at once, with the date you made it, without Save Preferences. It is yours alone: a consultant cannot record it for you. Agency staff are not asked.

Language & Region holds a Language list (English, Afrikaans, Zulu) and a Time Zone list (Africa/Johannesburg (SAST), Africa/Cairo (EET), Africa/Lagos (WAT), Europe/London (GMT)).

Click Save Preferences to store both sections at once; you will see “Preferences saved”.

Warning: these settings are stored against your account, but nothing in TravelFlow reads them yet. Notifications are delivered in-app only, so the channel and type switches do not change what reaches you, and the interface stays in English with dates in the platform's standard format regardless of the language and time zone you pick. The bell and the notifications page remain the way to manage what you see.
Tip: the unsaved-changes prompt only covers edits on the Profile tab. Changes on the Preferences tab are lost silently if you navigate away, so click Save Preferences before leaving.

Light and Dark Theme

The theme is not set from this screen. Use the sun/moon toggle in the top navigation bar instead — the Preferences tab has no theme control.