Your profile, photo and password

The big picture#

Your Hubtoll account belongs to you, not to one company. One email address and one password can open every company you belong to. Your photo, your password and your security settings travel with you.

This guide covers the everyday things: finishing your profile, adding a photo, changing your password, how long you stay signed in, and signing out. It is written for ordinary employees. You do not need any special permission for anything on this page.

Your account menu is the round picture (or your initials) at the top right of every page. Click it and you will see:

Finish your profile after an invite#

When someone adds you to their company, Hubtoll emails you. The email has an Activate account button and a temporary password. A temporary password is one that Hubtoll made for you. You only use it once.

1. Open the email and click Activate account. The link works for 1 hour.
2. On the sign-in page, type your email and the temporary password. Click Sign in.
3. You land on Complete Your Profile Setup. Fill in your First name, Last name, Country and State/ Province.
4. Choose your own Password and type it again in Confirm password.
5. Click Complete profile setup.

If you click a password box and see a red message, click Requirements next to it. A small card lists what a good password needs and shows a meter that fills as you go. The full rules are in Change your password.

If the link does not work#

• "Activation link has expired." The link only lasts 1 hour. On the sign-in page, type your email and temporary password, then click Resend activation email. If that button is not there, ask your administrator to resend it. Hubtoll then makes a new temporary password and a new link.
• You never got the email. Look in your spam folder. If it is not there, ask your administrator to resend it. See Seats, plans and subscriptions.
• "Your account is yet to be activated." You tried to sign in before you clicked Activate account. Open the email and use the button first.

Add or change your photo#

A photo makes it easier for colleagues to spot you in lists, approvals, birthdays and the org chart. If you have no photo, Hubtoll shows your initials in a coloured circle.

Your photo lives on your own employee record.

1. Open Human Resources›Employee Records. Your own profile card sits at the top of the page.
2. Click the small camera button on your picture. Its tip says Change your photo.
3. Choose a picture from your computer. It must be a JPEG, PNG or WebP file.
4. A window called Adjust Your Photo opens. Drag the picture to move it. Use the + and - buttons to zoom and the turn button to rotate it.
5. Click Use This Photo.

Good to know:

• Pick a clear, square-ish picture of your face. The round frame crops the corners.
• Big photos are fine. Hubtoll accepts a file up to 30 MB to open, then saves a small, sharp 512 pixel version. If the file is too big you will see That photo is too large to open. Choose one under 30 MB.
• A file that is not a picture says Choose a JPEG, PNG or WebP photo.
• Only you can change your photo. Your administrator cannot change it for you.

Remove your photo#

On your profile card click Remove Photo. Hubtoll asks Remove Your Photo? and tells you that your colleagues will see your initials instead. Click Remove Photo to confirm. You can add a new one any time.

Change your details#

• Your personal details: you typed your name when you finished your profile. Your employee record holds the rest. Open Human Resources›Employee Records and click Edit on your profile card.
• Your email address: it is your sign-in name, so it is not on your profile card. An administrator can change it with Edit user details on the licence's Manage Existing Users page. If you belong to more than one company, an administrator cannot change it, because that would change your sign-in for all of them.

Changing your name or email in one place updates it everywhere it appears.

Change your password#

Do this when you think someone else knows your password, or every so often.

1. Click your picture at the top right and choose Security.
2. Open the Password tab.
3. Type your Current password.
4. Type your New password, then type it again in Confirm new password.
5. Click Change password.

What a good password looks like#

A new password must have at least 8 characters and all of these:

• an uppercase letter (A to Z)
• a lowercase letter (a to z)
• a number (0 to 9)
• one of these symbols: # ? ! . @ $ % ^ & * -

Why you are signed out everywhere#

When you change your password, Hubtoll signs out every place you were signed in: this computer, your phone, other browsers. This is on purpose. If somebody had borrowed your session, changing your password throws them out too. You then sign in once with the new password.

When Hubtoll says no#

If you forgot your password#

1. On the sign-in page click Forgot password?.
2. Type your account email and click Send reset link.
3. Open the email and click the link. Choose a new password.

The link does not last long. If it says Password reset link has expired, ask for a new one.

How long you stay signed in#

Hubtoll signs you out on its own in two situations. Both are there to keep your data safe.

When you walk away: the idle limit#

If you do nothing at all for 60 minutes, Hubtoll signs you out. Moving the mouse, typing or clicking counts as doing something. Activity in another tab of the same browser counts too.

Five minutes before that happens, a window called Still There? appears with a countdown.

• Click I'm still here to stay signed in.
• Click Sign out to leave now.

The longest a session can last#

Every sign-in also has a maximum length. In normal use it is 24 hours, counted from the moment you signed in. Being busy does not extend it. This is a hard limit that protects your account.

Five minutes before it ends, a window called Please Save Your Work appears with a countdown. It cannot be closed by moving the mouse, because the end is real. Save what you are doing, then click Sign in again. When you sign back in, Hubtoll brings you to the same page you were on.

Get help#

• Click your picture, then Support. Support is for people whose role includes it. If the page says access is restricted, ask your administrator to raise a ticket for you. How it works: Contact support.
• Not sure where something lives? See Find your way around Hubtoll.
• Want a second lock on your account? See Two-factor sign-in and passkeys.

Sign out#

Click your picture at the top right and choose Logout. Do this on any computer that is not your own.

Signing out in one tab signs you out in your other tabs of the same browser too.

Common questions#