# Your account and profile --- Your Profile Your profile page gives you an overview of your account and organizational details. Some fields are managed by your administrator, you can only edit a few fields yourself.

**How your account is set up:** Once your account is synchronized to Smart Admin, the IT Administrator of your institution sets up your organizational details (department, position) and assigns you any relevant roles.

### Accessing your profile Click your avatar in the top right corner of the screen, then select **Settings** from the dropdown menu. ![gotosettings.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/gotosettings.png) --- ### Personal Information These fields identify you within the system. Only **Phone Number** and **Fax** can be edited by you. All other fields are set by your administrator. ![peronalinformation.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/peronalinformation.png)

First Name	Set by your administrator. Contact them if this needs to be corrected.
Last Name	Set by your administrator. Contact them if this needs to be corrected.
Phone Number	You can update this yourself at any time.
Email	Your login email. Not editable.
Fax	You can update this yourself at any time.

--- ### Organization Details These fields reflect your place within the institution. They are all managed by your administrator, you cannot edit them yourself. ![organizationaldetails.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/organizationaldetails.png)

Organization	The name of your institution.
Employee ID	Your employee identification number, if applicable.
Department	The department you have been assigned to by your administrator.
Position	Your job position within your department. Assigned by your admin.
Roles	Roles control what you can see and do in the system. Assigned by your administrator if applicable.

--- ### System & Other Details Additional details about your account. Only **Description** can be edited by you. ![systemandother.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/systemandother.png)

Description	A short note about yourself. You can update this yourself at any time.
Private Folder Storage Limit	Displays the storage limit allocated to your account. The default is 1 GB, but your administrator can increase it if needed.

Once you have made your changes, click **Update Profile** at the bottom of the page to save. [![updateprofile.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/updateprofile.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/updateprofile.png) --- ### Availability The Availability panel on the right side of your profile lets the system know whether you are currently reachable or away. [![availabilty.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/availabilty.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/availabilty.png)

Available	You are active and reachable. This is the default status.
Out of Office	Select this when you are away. You will be asked to assign a stand-in, set a date range, and provide a reason. All requests assigned to you while you are out-of-office will be sent to your stand-in.

#### When you select **Out of Office**, a dialog will appear. 1. Search for and select a colleague to act as your stand-in, 2. Pick the dates you will be away, and enter a reason. 3. Confirm. [![fillindetailsconfirm.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/fillindetailsconfirm.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/fillindetailsconfirm.png) Once confirmed, your stand-in's name, the period, and the reason will appear in the Availability panel. To cancel your out-of-office status, click **Remove Availability Status**. ![removestatus.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/removestatus.png) --- ### Signature Your signature is used when submitting forms and requests in the system. You can register it in two ways. ![signature.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/signature.png) *Option 1 — Draw your signature* 1. Click **Add Digital Signature**. [![addsigndig.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/addsigndig.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/addsigndig.png) 2. A drawing canvas will open, use your mouse or touchscreen to draw your signature, then click **Create** to save it. ![Draw your signature dialog](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/drawandcreate.png) *Option 2 — Upload a signature file* 1. Click **Upload Signature File**. ![Upload signature file dialog](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/uploadsign.png) 2. A dialog will open, drag and drop your signature file or click to select from your computer. A preview of the uploaded image will be shown. Click **Upload** to confirm. Once saved, your signature will appear in the panel. To remove it, click **Remove Signature**. [![uploadandsave.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/uploadandsave.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/uploadandsave.png) --- ### PKI Certificate Some forms in the system are configured to require a PKI (Public Key Infrastructure) signature. If your account has one registered, it will appear in this panel with its verification status, subject details, issuer, and expiry date. (Scroll down to learn how to register your PKI). [![pkifield.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/pkifield.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/pkifield.png)

How to register your Public Key Infrastructure (click to open)

1. Click on the **Add PKI Signature** button. [![Add PKI Signature button](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/addt.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/addt.jpeg) 2. Enter your email address and National ID number, then click **Register**. [![Register screen](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/register.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/register.jpeg) 3. Enter your email address and mobile phone number, then click **Send Code** to receive an authentication code. [![Cloud PKI screen](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/cloudpki.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/cloudpki.jpeg) 4. Enter the authentication code you received, then click **OK**.

[![Enter auth code](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/cloudok.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/cloudok.jpeg)

[![Auth code confirmed](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/okauth.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/okauth.jpeg)

5. Click on your name to select your certificate, then enter your password and confirm.

[![Select certificate](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/tapname.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/tapname.jpeg)

[![Enter password](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/scaled-1680-/passandcb.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/passandcb.jpeg)

A success message will appear. Re-login to your GSAS account to confirm that the certificate has been registered

**Important:** If a form requires a PKI signature and you do not have one registered, you will not be able to sign it. Contact your administrator if you need guidance to set one up.