Open Avatar Settings
Select Admin from the left-hand menu.
Select Configuration from the top menu.
In the configuration list, select Avatars.
The Profile photo approval card will appear.
Turn On Profile Photo Approval
Find the Profile photo approval card.
Turn on the Require approval toggle.
Select Save.
Once saved, new staff-uploaded profile photos must be reviewed before they go live.
A confirmation message will appear to confirm that the avatar settings were saved.
Understand What Staff See
When approval is enabled, staff will see an Approval required notice when uploading a profile picture.
The notice explains that:
The uploaded photo will be reviewed by an admin before it goes live.
The current profile picture stays visible until the new photo is approved.
Staff are emailed when their photo is approved or rejected.
Staff can still crop and position their image before saving.
Staff Submit Their Photo for Review
After a staff member saves their new profile photo, it is submitted for review.
The staff member will see a Pending approval label near their avatar. Their new photo will not appear live until an administrator approves it.
A confirmation message will also appear saying the photo was Submitted for review.
Review Pending Profile Photos
Administrators can review submitted photos from the Pending approval section.
Go to Admin > Configuration > Avatars.
Scroll to Pending approval.
Find the staff member’s submitted profile photo.
Review the staff member’s name, photo, and submission time.
If there are no photos waiting for review, the section will show Nothing to review.
Approve or Reject a Photo
In the Pending approval section, find the staff member’s photo.
Select the more options menu beside the pending item.
Choose Approve or Reject.
Selecting Approve makes the photo live immediately.
Selecting Reject prevents the submitted photo from going live. The staff member’s current profile photo remains unchanged.
Confirm the Approved Photo
After a photo is approved:
The pending item is removed from the review list.
A confirmation message appears saying the photo was approved.
The staff member’s avatar updates to the approved image.
The staff member is notified.
The Pending approval section will show Nothing to review if there are no other photos waiting.
Important Notes
Select Save after changing the Require approval toggle.
Staff-uploaded photos only require review when Require approval is enabled.
The existing staff photo stays visible while a new photo is pending.
Admins uploading photos on behalf of staff bypass the approval queue.
Staff are shown a notice before uploading when approval is required.
Staff are emailed when their photo is approved or rejected.
Approving a photo makes it live immediately.
If there are no pending photos, the admin page will show Nothing to review.
Troubleshooting
The Save button is disabled
The Save button may only become available after the Require approval setting has been changed.
A staff member’s new photo is not showing
The photo may still be waiting for admin approval. Go to Admin > Configuration > Avatars > Pending approval and check whether the photo is listed.
The old profile photo is still showing
This is expected while the new photo is pending. The existing photo remains visible until the new upload is approved.
There are no photos in Pending approval
There may be no profile photos waiting for review. If a staff member has recently uploaded a photo, confirm that Require approval was enabled before the photo was submitted.
Staff cannot access Avatar settings
Check the user’s role and permissions. Avatar approval settings are managed from the Admin area.