Profile and create space

This article explains the profile and workspace setup flow: completing a user profile, managing My Profile, changing local passwords, and creating a DOE workspace.

When Users See This

Area	Who Sees It	Why It Appears
Complete Profile	Any signed-in user missing required profile data.	DOE needs a usable name, username, timezone, and profile identity before routing into the workspace.
My Profile	Any signed-in user.	Users can review identity, avatar, display name, email, username, and password options.
Create Space	Admin users in the admin workspace context.	Admins can create a new workspace and seed its first strategic setup data.

Complete Profile

Complete Profile appears after authentication when DOE can identify the signed in user, but still needs required app profile fields before normal workspace use.

What Users Enter

Field	Meaning	Notes
Name	Display name used across DOE, members, events, and profile surfaces.	Must be at least four characters.
Username	User handle used by the app profile.	Collected only when the authenticated profile does not already have one. Reserved terms are blocked.
Timezone	Date/time context for meetings, events, and calendar behavior.	Set automatically from the user's browser timezone during profile save.
Email	Login and contact identity.	Usually inherited from the authenticated OIDC profile and not edited here.

Username Rules

Usernames can contain:

Letters.
Numbers.
Dot.
Dash.
Underscore.

The username must be 4-20 characters. DOE checks availability before saving. If the username is already taken or not valid, the user stays on the profile form and sees the validation message.

What Happens After Save

When the profile saves successfully:

DOE updates the app profile.
DOE stores the browser timezone.
The app marks profile setup as complete.
The Matrix/Synapse display name is synced silently to the app profile name.
The user is routed back into the normal workspace entry flow.

If Matrix display-name sync fails, it should not block profile completion or normal app startup.

My Profile

My Profile is the self-service profile page. Users open it from the profile menu to review or update their own profile details.

Profile Details

The Profile tab shows:

Item	User Meaning
Avatar	The user's visible profile picture where avatar display is supported.
Display name	The name shown in profile surfaces, members, events, ownership, and activity context.
Username	The user's profile handle.
Email	The user's login/contact email.

Users can upload a new avatar, remove an uploaded avatar, change display name, cancel unsaved edits, and save profile changes.

Profile Menu Entry

The profile/avatar menu is available from the header or compact sidebar. It can include profile navigation, theme controls, settings, and sign out.

Use this route when users ask:

"Where do I change my name?"
"Where do I update my avatar?"
"Where do I change my password?"
"Why does my name look wrong in another part of the app?"

Change Password

The Password tab is separate from profile details. This keeps identity edits and password changes from being mixed into one form.

Password settings page

Password change is for the local account password managed by the auth service. It does not reset a customer's Enterprise SSO password inside Okta, Entra, Google Workspace, Auth0, or another upstream identity provider.

Users may see password fields with show/hide controls. Toggling visibility only changes presentation; it does not change typed values or validation state.

Create A Space

Create Space is the admin workspace creation flow. It creates a new DOE workspace and can seed the first strategic setup data.

Access Rules

Create Space is not a general user page. The source route checks admin access and the admin workspace context before showing the onboarding flow. If the user is not allowed to create a space, the app routes them back to the normal root entry path.

What Admins Add

Step	What Admins Provide	Why It Matters
Workspace basics	Workspace/client name, description, avatar, and banner where configured.	Creates the new workspace identity.
Strategic setup	Mission, vision, strategic objectives, target segment, ideal customer profile, and ideal stakeholder map.	Seeds Plan and workspace context so users do not start from a blank workspace.
Media	Images or videos attached to setup sections.	Adds supporting context to workspace strategy areas.
Invite members	One or more email addresses, or an uploaded CSV/XLS/XLSX file.	Sends initial team invitations after the workspace is created.
Preview	Admin reviews the setup before completion.	Reduces mistakes before workspace creation.

Setup Sections

The strategic setup areas can include plain text, structured value points, and supporting media where the form allows it.

Section	Purpose
Mission	Captures why the workspace or client exists.
Vision	Captures the intended future state.
Strategic objectives	Lists the outcomes the team should work toward.
Target segment	Defines the market or customer segment to focus on.
Ideal customer profile	Describes the best-fit customer pattern.
Ideal stakeholder map	Describes the important stakeholder groups and relationships.

Media fields accept images and videos for setup context. Keep uploads focused on material that helps the team understand the workspace strategy.

Invite Members

Admins can type invite emails manually or upload a CSV/spreadsheet file. The flow extracts email addresses and flags entries with unusual formatting.

Multiple invite emails can be entered in one field.
CSV and spreadsheet uploads are accepted for bulk invite input.
Invalid email formatting is shown before the final invite action.
Failed invite sends are collected and shown after the backend response.

Creation Progress

After the admin finishes the form, DOE runs the workspace creation steps:

Create the workspace.
Upload workspace and strategy media.
Save mission, vision, objectives, target segment, ideal customer profile, and ideal stakeholder map.
Send invitations when invite emails were provided.
Show the completion state.

If something fails during creation, DOE closes the creation modal and shows a message that something went wrong while creating the client.

Common Questions

Question	Answer
Why am I stuck on Complete Profile?	A required field is missing, invalid, unavailable, or the save request failed. Check name length, username format, and username availability.
Why did my profile name update but another app surface still looks old?	Some profile surfaces depend on Matrix/Synapse display-name sync or cached profile data. Refresh after saving.
Why can't I change my password here?	If the account uses Enterprise SSO or another external identity provider, password management may happen in that provider.
Who can create a space?	Admin users in the correct admin workspace context. Other users are routed away from Create Space.
Can media be added during space setup?	Yes. Setup sections accept image and video files, with a limit of six files per media group.
Can invites be uploaded in bulk?	Yes. The invite step accepts CSV and spreadsheet uploads and extracts email addresses from the file.

Common Issues

Symptom	Likely Cause	What To Do
Profile completion repeats	Save failed, required field missing, username invalid, or username unavailable.	Re-enter the required fields, use a valid username, and save again.
Username validation error	Username is outside the 4-20 character rule or contains unsupported characters.	Use letters, numbers, dot, dash, or underscore only.
Name does not update everywhere	Profile cache or Matrix/Synapse display-name sync delay.	Refresh the app and check My Profile again.
Password change is unavailable	User signs in through SSO or external identity.	Use the identity provider's password flow.
Create Space redirects away	User is not an admin or is not in the admin workspace context.	Ask an admin to create the workspace or switch to the correct admin context.
Invite upload has rejected rows	File contains values that do not look like valid email addresses.	Correct the file or manually paste the email addresses.
Workspace creation fails	Workspace creation, media upload, strategy save, or invitation send failed.	Retry with required fields complete and fewer/cleaner media files if needed.