You need See on People to open a record, and Change on People to edit it. Some cards also depend on access to another part of the app; each section below says which.
Editing the person
Edit at the top of the record opens the same form used to add a person, with every field described in adding a person. Press Save changes to keep your edits, or Cancel to close the form without saving. The name, email, phone and address on this form are the person’s main ones. Changing the email or phone here changes their main email or main phone in How to reach them, and changing the address changes their primary address.Details
The first card shows the facts people ask for first.
A list beside the Details tab jumps to each card.
More details
Every other field on the person’s form, with its value: the built-in Employment and How they found us questions, and your own custom fields. A field that points to an organization, such as Employer (from the directory), is a link to it. To change these, press Edit.Addresses
A person can have several addresses: home, work, a separate mailing address. One of them is marked Primary, and that is the one every export, contract and mailing uses.- Add address asks for a Label (Home, Work, Mailing, or blank if there is only one), the address, and Notes. An address needs at least one line.
- The first address added is the primary one. Make primary moves the mark to another.
- Remove is not available on the primary address while there are others: make another one primary first. Removing the only address clears the person’s address. Removing cannot be undone.
Tags
Free-form labels of your own, such as “newsletter” or “board”. Type in Add tag and press Enter. Click the cross on a tag to remove it. Tags can be used to filter the people list.How to reach them
Every phone number and email address you have for this person, in two groups: Phone numbers and Email addresses. One of each is marked Main. The main number and the main email are the ones shown at the top of the record and used on paperwork and exports.- Add a phone number or Add an email address (or Add another number, Add another address) asks for the number or address and a Label. The label is free text: “mobile”, “work until 3”, “her daughter’s number”.
- The first of each kind is the main one. Make main moves the mark.
- Remove takes one away, after you confirm. The main one can only be removed when it is the last of its kind; otherwise make another one main first.
Communication preferences
Shown when the person has an email address, to anyone with See on Communications. Changing it needs Change on Communications. Opted in to communications is ticked for everyone until somebody clears it. When it is clear:- email written to this person in Compose is refused, with a message naming them;
- a message a workflow step sends them is not sent, and is recorded as suppressed in the communications log.
Emails
The email conversations linked to this person, each with its subject, date, sender and mailbox. Click one to open it in the inbox. Only conversations that have been confirmed as belonging to this person are listed, and only from mailboxes you have access to, so two colleagues can see a different number here. The card does not appear when there are none. It needs See on Communications.Roles
One section for each role the person holds, each showing what they have done in that role. Click a section’s heading to fold it away; the app remembers which sections you folded, in this browser. A person with no roles shows No roles yet: press Edit and tick one to add it. Each section is shown only to people who can read the part of the app behind it, so two colleagues can see different sections on the same record.Membership
Shown only to an Organization admin, and only when this person can sign in. The Account card shows their Access, Member since and Last signed in, and says so when they are locked out after too many failed sign-ins, must set a new password at their next sign-in, or have never set a password. Change their access, force a reset, or remove them opens Settings → Team & volunteers → Team members, which is where access is changed.Donor
The Giving card, for anyone with See on Fundraising: Lifetime giving, Donations (how many), Average gift, Last gift and First gift, then up to ten of their gifts with the date, type and amount. See donors.Volunteer
For anyone with See on Shifts:- Volunteering: their Lifetime hours, Sessions and Events.
- Approved to do: which volunteer roles this person may sign up for, and where. Each approval shows as Approved, Expired or Withdrawn, with its dates. Expired and withdrawn approvals stay listed, because they are usually why somebody cannot sign up for something. With Change on Shifts, choose a Role, a Location when that role asks for one, and an optional Expires date, then press Approve; Withdraw ends an approval.
- Preferred locations: where they would rather work. This is a preference, not an approval: it decides who to ask, not what they may book. With Change on Shifts, press Edit, then tick your sites or Remote; each tick saves straight away, and Done closes the card. The sites offered are the ones on your housing map.
Foster
The Fostering card, for anyone with See on Animals: their foster home’s Status, Spaces filled, which species it Takes, when it was Approved, and whether it also takes medical cases, bottle babies or behavioural cases. Open the foster home goes to the home itself. If the person is marked as a foster but has no foster home yet, the card says so. See foster homes.Adopter
The Adopted card, for anyone with See on Animals: up to ten animals this person has adopted, with each animal’s species and the date. See adoptions.Role fields
Below the facts, each role section can hold a card of that role’s own questions, called, for example, Adopter fields. The built-in questions include Housing and Pet experience for adopters and fosters, Co-applicant for adopters, Foster preferences for fosters, Volunteer availability and Skills and interests for volunteers, and Donor information for donors. Your rescue decides which questions sit in which role under Settings → Data & customization → Record layouts. The card reads as plain words, with Not set for an empty answer, until you press Edit, which needs Change on People. Make your changes and press Save, or Discard to throw them away. When a co-applicant was typed in as a name, Add … as a person creates a record for them, as an adopter, and links it here; press Save to keep the link.Affiliations
The organizations this person belongs to: the practice a vet works at, the business a volunteer is employed by, a board they sit on. Several can be current at once. Organizations come from your organizations directory. To add one, choose the Organization, then fill in:
Press Add affiliation. The list is split into Current and Previously, and each row says Active or Ended. An affiliation with an end date counts as ended, even if the date is still to come.
- End records the day somebody left. Use it rather than deleting, so the history is kept: a medical record naming a vet at a practice still points to who worked there at the time.
- The bin icon deletes an affiliation entirely, after you confirm. It is for one added by mistake.
- An affiliation cannot be moved to another organization. End it and add the new one.
Workflows
The checklists running on this person, with their steps. Open ones are shown in full; finished ones fold to a line. With Change on People, Start a workflow… starts one of your person workflows here. Workflows themselves are written under Settings → Operations & forms → Workflows.Notes
Notes your team has written about this person, newest first, each with its date. With Change on People, write in Add a note and press Add note, or press Delete on a note to remove it. Deleting a note is immediate.Activity
What has happened to this person and when: the record being created and changed, and things elsewhere in the app that name them, such as a shift they booked. You see only the entries from parts of the app you can read.The Public Registry
The menu button beside Edit holds two entries for the shared Public Registry:- Search the Public Registry opens the registry search with this person’s name already filled in, to look for flags other rescues have raised. It needs See on Registry.
- Add to the Public Registry opens the flag form about this person. It needs Change on Registry. See raising a flag.