Creating and Editing Profiles
This article covers adding people to Qik one at a time, editing their details, and archiving or deleting profiles. For an introduction to profiles and the People dashboard, see Managing Profiles - Overview.
Ways to create a profile
- From the People dashboard — click New Profile in the Profiles panel.
- From the profile list — click New Profile at the top of the list.
- From a form — when someone submits a form with a Person field, Qik links the submission to a matching profile or creates a new one. See Building Forms.
- By import — bring in many people at once from a spreadsheet. See Importing Profiles.
The New Profile button only appears if you're allowed to create profiles. If you can create profiles in more than one scope, you may be asked which scope the new profile belongs to.
Required fields
A profile needs a First Name. Everything else is optional unless your organisation has made a custom profile field required — required fields are marked on the form.
Standard profile fields
The Basic Info tab includes:
- Name — title, first name, middle name and last name. Alternative first and last names (for example a nickname or a previous surname) can also be stored, and are included in searches.
- Email Address — one or more email addresses. The first is the one used when Qik sends emails.
- Phone numbers — one or more numbers, stored in a standard format so they can be searched and used for SMS.
- Addresses — one or more postal or street addresses.
- Date of Birth — entered as day, month and year. You can record just part of it, such as the day and month without the year. It's used for age calculations, birthday filters and upcoming birthdays.
- Gender — Male, Female, Other or Unknown.
- Primary Timezone — used when showing dates and times to this person.
Editing a profile
- Open the profile — from the profile list, a search, or any link to the person.
- Click Edit at the top of the profile.
- Change the details on the tabs: Basic Info, Family and Relationships, one tab for each of your custom profile fieldsets, Rostering Preferences (when rostering is enabled) and Meta Data.
- Click Save.
You can also choose Edit Profile from the … menu on a row in the profile list. Every change is recorded in the profile's history, so you can see who changed what and restore an earlier version. See History, Versions and Trash.
People can also be allowed to update their own details from your app. See Self-Service Profile Editing.
Custom fields
Your organisation can add extra fields to every profile using custom fieldsets — for example emergency contacts, membership details or qualifications. Each fieldset appears as its own tab when you edit a profile, and under Further details on the profile page. To manage them, go to People → Custom Profile Fields. See Custom Fields.
Editing many profiles at once
To change the same field on lots of profiles, select them in the profile list, click Actions and choose Bulk edit. See Batch / Bulk Editing.
Archiving and deleting profiles
There are two different ways to take a profile out of everyday use:
- Archive — sets the profile's status to inactive. The profile stays in your database with all its history, but is left out of lists by default. Use this for people who have left, such as former staff or past students. Choose Reactivate to make the profile active again. Both are available from the profile's actions menu.
- Delete — moves the profile to the trash. It disappears from lists and searches, but can be restored from the trash if it was deleted by mistake. See History, Versions and Trash.
Archiving is usually the better choice for real people you no longer work with, because their attendance, submissions and other history stay easy to find.
If two profiles are the same person, merge them instead of deleting one. See Merging Duplicate Profiles.
Permissions
Creating, editing, archiving and deleting profiles each depend on your role and the scopes the profile belongs to. If a button or action is missing, you probably don't have that permission for this profile.