You can add a profile photo to people and organization records in CoolFocus. The photo replaces the colored circle with initials at the top of the record, and it shows in places that use that person’s avatar (for example lists and Inbox).
Staff can upload a photo on these record types when they open the person’s (or organization’s) detail page:
• Clients — Care module
• Donors — Give module
• Volunteers and Staff — Serve module (open the person from Volunteers or Staff)
• Contacts — Connect module (for Love INC affiliates)
• Organizations and churches — the same header photo control on those records
A person who is both a donor and a volunteer is still one person. Add the photo once on the person record; it is not separate per role.
1. Open the person (or organization) record — for example Serve → Volunteers, then open the volunteer.
2. In the left header, find the large circle with their initials (or their current photo).
3. Select the camera icon on that circle.
4. Choose an image file from your computer.
5. Crop the photo to the square preview (drag the crop box so the face is centered).
6. Select Save.
The header updates to show the new photo. Refresh the page if you still see the old initials briefly.
1. Open the same record.
2. When a photo is already on file, a trash icon appears on the circle (in addition to the camera).
3. Select the trash icon and confirm Delete.
The initials circle returns until you upload a new photo.
• Use a clear headshot or simple face photo so the circle stays recognizable at small sizes.
• Prefer a common image type (for example JPG or PNG). CoolFocus saves the cropped result as a profile image for that record.
• Only one profile photo is stored per person or organization record. Uploading again replaces the previous photo.
• You need permission to open and edit that type of record (for example view/edit Volunteers to change a volunteer’s photo).
Profile photos are different from other images in CoolFocus:
• Visit files and ultrasound images — attached on a visit and optionally shared in the Client Portal. See Sharing Information in the Client Portal.
• Message attachments — photos or short videos on an Inbox text or secured message. See Message Attachments.
• Notes and attachment activities — general files on a record’s activity timeline, not the header avatar.
Administrators can allow clients to upload their own profile photo in the Client Portal, or turn off that option.
• Go to Settings → Modules → Care Settings → Client Portal → General.
• Use Hide Profile Photo Upload to prevent clients from uploading their own profile photo in the portal.
Staff can still manage the photo from the client record in CoolFocus even when portal upload is hidden.
• Contacts and Organizations
• Staff & Time Sheets Overview
• Client Records and History
• Donors and Contributions
• Sharing Information in the Client Portal
• Message Attachments
