A user's profile contains information specific to the individual. A user can view their own profile by selecting Profile in the User menu in the upper-right corner of the screen.  

Accessing the user profile from the user menu on the far right of the top navigation bar.

As a Site Administrator, Editing Trainer, Course Creator, or any other role with similar capabilities, you can view other users' profiles by going to Quick-access menu > Users, then click on a user's name on the Manage users page.

User profiles are also available in the Totara Mobile app, although the user profile displays differently in the Mobile app compared to a desktop site. 

The sections and information displayed and editing options available, will be dependent on the user's permissions within the system as well as whether certain functionality (such as Notes and Messaging) has been turned on at the site level.   

(This video is taken from the Totara Learn for beginners course in the Totara Academy, where you can access more resources and learning materials - including other videos). 

Note that the Course contacts setting overrides the moodle/user:viewdetails capability. Any user who has one of the roles selected to be a course contact will have their profile visible to course users.

By default this is set to Editing Trainers.

Default profile page

As a Site Administrator you can set up the default layout for user profiles.

To set up the default layout follow these steps:

  1. Navigate to Quick-access menu > Users > Default profile page.
  2. Click Blocks editing on.
  3. Click the add button () in one of the layout areas, then click the block you want to add.
  4. Configure each block's settings by clicking the actions icon (), then Configure X block. Remember to click Save changes when you're done.
  5. You can move blocks around by clicking and dragging the move icon (), or delete a block by clicking the actions icon, then Delete X block.

User profile block

You can add a lot of useful information to the profile page using the User profile block. Follow these steps:

  1. Click Blocks editing on.
  2. Click the add button () in one of the layout areas, then select User profile from the list.
  3. Click the actions icon (), then Configure User profile block.
  4. Expand the Custom block settings section.
  5. Select which information you want to display in the block using the Display User Profile category setting.
  6. Configure which fields you want to show using the Enable fields in... setting (if applicable).
  7. Click Save changes.
  8. The block will now display the selected information on the user profile.

You can select the following options to display in the User profile block:

User detailsDisplays a number of fields from the user's profile, such as the user's email address, timezone, which tenant they're in, their contributions, department, interests and more.You can select any combination of fields to show in this block.
BadgesWhere badges have been enabled via Advanced settings, this area will display any badges awarded to the user with a thumbnail of the image and link to the badge details.-
Job assignmentsDisplays details on jobs assigned to the user. Clicking on the job assignment name provides information relating to the associated manager, position, organisation, appraiser and temporary manager, where set.-
My LearningContains access to Record of learning, which provides record of all the learning the user has completed or in which they are currently enrolled. Also provides a list of the learning plans the user currently has assigned to them.You can choose to show the Record of Learning and Learning plans when configuring the block.
Course detailsLists and links to the courses in which the user is enrolled.-
MiscellaneousThis section contains a number of assorted links and what is contained here will depend partly on the user's activity as well as whether certain features are enabled on your site. This section includes links for blog entries and forum posts made by the user, as well as links to forum discussions started by the user.-

If you are logged in as a Site Administrator you may also have access to these reports:

  • Course completion: List of courses the user has completed with details of completion criteria
  • Today's logs: Report of all activities for the current day
  • All logs: Report of all activities for all days
  • Outline report: Summarised report on Site Announcements forum posts
  • Browser sessions: Shows details of the user's browser sessions on the site
  • Complete report: Report on Site announcements forum posts
  • Grades overview: Shows an overview of the user's grades
  • Grade: Displays all the graded activities for your course(s) in a table with the grade and any feedback provided

This section can also contain a number of links related to user data management including the following.

  • Manage user login: Allows you to view the user's login information and change the user's password.
  • Preferences: Users can adjust their Preferences for their account and manage their private files area. 
  • User data: This is viewable by Site Administrators only on a user's profile. It allows them to see a summary report on all of a user's data within the system. There is also a button to Audit user data which provides a fuller list of details held about the user on the system. You can also update the automatic purge types for a user (see more on the User accounts page).
  • Manage private files: Private files allow you to upload and manage files that can then be added, via the Private files repository, to courses, forums, and other areas of the site. 
  • Log in as: Allows Site Administrators to log in as a user to see what the site looks like from their perspective, and assist with troubleshooting if required.
Login activity

This lets the user check if there has been any unauthorised access to their account by displaying the first and last access to the site and the last IP address to login on the user account.


Using the block-based user profile page with a range of User profile blocks gives you a lot of control over the visibility of different user information. You can changes the permissions for each separate block by clicking the actions button , then Permissions. Here you can set which user roles can see each block on the user profile. For example, you might want to include a User profile block showing the user's Login activity, but only display this information to Site Administrators.

User profile summary card

The user's most important details should be displayed in the User profile summary card. This information will be displayed on the user's profile in the main block region.

The user profile summary card is also displayed in a number of other areas across the site such as in profile summaries in the Members tab of workspaces, or for resource creators in the information panel within Totara Engage.

Note that even if permissions such as moodle/user:viewdetails and moodle/user:viewalldetails have been prohibited, the user profile summary card will still be visible to all users in certain places (e.g. on the information panel for a resource). The permissions for viewing the summary card override the Totara Learn permissions for displaying user profile information. Therefore it is important to carefully consider which information you want to be visible to all site users.

You can configure which details are displayed by navigating to Quick-access menu > Users > User profile summary card. On this page you can decide whether the User picture is enabled, and select up to four fields to display. You can choose from the following for each field:

Additionally you can choose custom user profile fields of the following types:

The user profile summary card settings.

By default the card will only show the user's Full name and Department, with two blank fields. In the example shown below, the above settings were used. The user's profile picture is enabled, and four fields have been selected: Full name, Email address, Phone and Department.

A user profile summary card displaying the user's name, email address, phone number and department.

User details

The User details area displays a summary of general account information including any Custom Profile fields as well as a link to Edit Profile. Users can update a range of information within their Profile such as their PasswordUser Picture and Timezone settings.

Example of the edit screen for user details.

If you have multitenancy enabled on your site this section will also indicate if the user is a member or participant in any tenants. 

User profile tenant information.

From this section Site Administrators can change which tenant(s) the user is assigned to as a member or participant by clicking the cog icon under the Tenant participant/member heading.

Here you can either select a tenant using the Tenant member dropdown or check the boxes in the Tenant participant section for all tenants you want the user to participate in. Note that if you select a tenant from the Tenant member dropdown you will not be able to select any options for the Tenant participant setting. Once you have made your selections click Save changes to confirm and return to the user profile. You can find out more about these options in the multitenancy documentation.

Assigning a user to tenants from the user profile.

Several of the optional user profile fields have been set up as custom user profile fields as of Totara 13, meaning they can be removed by a Site Administrator if required. These fields are:

  • ICQ number
  • MSN ID
  • Yahoo ID
  • AIM ID

Totara Academy

The Totara Academy has a whole course dedicated to Totara Learn for beginners.