Managing Profiles - Overview
What are profiles?
Profiles are records about the people your organisation deals with. Every person you track — a member, student, client, staff member, contractor or contact — is stored as a profile. Profiles hold names, email addresses, phone numbers, addresses, date of birth and any custom fields you define.
It's important to understand the difference between profiles and users. A profile is a record about a person. A user is someone who can sign in to your dashboard or apps. A user is always connected to a profile, but most profiles never have a login — they're simply records in your database. See People, Users and Logins for the full picture.
The People dashboard
Open People from the sidebar. At the top you'll see the number of profiles and users. Below that are two panels.
Profiles
- New Profile — create a profile.
- View all Profiles — open the profile list.
- Find Duplicate Profiles — scan for and merge duplicates. See Finding and Resolving Duplicate Profiles.
- Import from CSV — import people from a spreadsheet. See Importing Profiles.
- Custom Profile Fields — manage the custom fieldsets that add extra fields to every profile. See Custom Fields.
Users
- Invite User — invite someone to sign in.
- Your organisation App Users — people who sign in to your apps (shown when you have apps).
- Dashboard Users — people who can sign in to this admin dashboard.
- Pending Invitations — invitations that haven't been accepted yet.
- Blocked / Banned Users — users who have been deleted or banned.
Smart lists of profiles also appear on the People dashboard for quick access. Items only appear if you have permission to use them.
Profile types
Qik has one standard profile type. Rather than creating separate types for different kinds of people, the recommended approach is to keep one profile per person and add the extra information you need with custom profile fields, groups and tags. This keeps each person's history in one place.
Viewing profiles
Click View all Profiles to open the profile list. From here you can:
- Search by name, email or phone number.
- Sort, filter and choose which columns to show.
- Click a profile to open it.
- Use the … menu on a row for quick actions, or tick several profiles and click Actions for bulk actions such as Bulk edit, Merge, Export to CSV or Add to workflow.
You can also find anyone quickly with the dashboard's search. See Global Search.
The profile page
Opening a profile shows the person's name, photo and contact details, along with these tabs:
- Activity — a timeline of what has happened with this person: submissions, check-ins, emails, comments and more.
- Relationships — family members and other connections. See Understanding Relationships.
- Groups — the teams, classes or departments they belong to and their positions (shown when groups are enabled for your organisation).
- Further details — the values from your custom profile fieldsets.
- Workflows — workflow cards this person is part of.
- Availability — when they're unavailable for rostering (shown when rostering is enabled).
- Photos — photos they appear in (shown when facial recognition is enabled).
- Login Access — whether this person can sign in, and their logins.
Comments and notes about the person can be added from the profile too. See Comments and Notes.
Keeping your data clean
Duplicate profiles build up over time, especially after imports and public form submissions. Run Find Duplicate Profiles regularly, and see Merging Duplicate Profiles to merge ones you've found yourself.