What Is a Verified Photo?
A verified photo is a profile photo that an admin has reviewed and approved as a genuine, accurate image of the employee. Once verified through the Ubeya platform, the photo is locked in as the trusted reference image, and a green badge appears wherever that employee's profile is shown.
This means that when a manager or captain scans an employee's QR code at clock-in, they can instantly confirm whether the person in front of them matches the admin-approved photo.
Note: This feature needs to be enabled for your account. Contact your Ubeya representative or reach out via the Support chat to get it turned on.
Who Can Verify Photos?
Photo verification is an admin-only action. Specifically, admins with employee editing permissions can verify, while admins without that permission can view verification statuses but cannot approve photos.
Once verified, the photo becomes the employee’s verified profile photo in Ubeya.
Employees cannot verify their own photo, request verification or remove verification themselves. They are also not notified when their photo is verified.
Note: Even if an employee changes their profile photo after verification, the verified photo remains locked until an admin updates or verifies a new photo.
How to Verify an Employee's Photo
Go to the People and Compliance module and open the employee's profile.
Click on their profile photo - this opens the photo modal.
You'll see two options at the bottom: Change Photo and Verify Photo.
Click Verify Photo.
Confirm the action.
That's it - the badge updates immediately and the photo is now the verified reference image for that employee.
What Do The Badges Represent?
Badge | What It Means |
✅ Green border + check icon | Photo has been verified by an admin |
🔴 Red border + exclamation icon | Employee has a photo, but it hasn't been verified yet |
No badge | No photo on file |
Where verified photos appear
Admins can see the verification status in the employee list, and from the individual employee profile.
Managers and crew members can see whether an employee photo is verified after scanning an employee’s QR code.
Finding Unverified Employees
Use the Photo Verified filter in the People module to quickly see who still needs attention:
Filter by Not Verified to see employees whose photos haven't been approved yet.
Filter by Verified to confirm who's already been reviewed.
You can also add a "Verified Photo" column to your employee table from the column settings - it shows a simple yes/no for each person.
This makes it easy to work through your workforce systematically, especially ahead of busy periods.
