> ## Documentation Index > Fetch the complete documentation index at: https://docs.rescueconsole.com/llms.txt > Use this file to discover all available pages before exploring further. # The person record > What each tab and card on a person holds: contact details and preferences, roles, organizations, workflows, notes and history. Open anyone from [the people list](/people/list) to reach their record. The top of the record shows their name, their photo or avatar, their status (**Active**, **Inactive** or **Archived**) and the roles they hold. Below that, the record is split into tabs. | Tab | What it is for | | ---------------- | ----------------------------------------------------------------------------------------------------- | | **Details** | Who they are: contact details, addresses, tags, how they like to be reached, and emails with them. | | **Roles** | What they are to the rescue: one section for each role they hold, and their sign-in if they have one. | | **Affiliations** | The organizations they belong to, now and in the past. | | **Workflows** | Checklists running on this person, such as volunteer onboarding. | | **Notes** | Notes your team has written. | | **Activity** | What has happened to this person, when, and by whom. | 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](/people/list#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](#how-to-reach-them), and changing the address changes their primary address. ## Details The first card shows the facts people ask for first. | Field | What it means | | ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | | Email | Their main email address. | | Phone | Their main phone number. | | Prefers | How they would like to hear from you, from **Preferred contact** on the form. | | Login | **No login**, or **Yes** with their access, when this person can sign in to RescueConsole. The link opens **Settings → Team & volunteers → Team members**. | | Status | **Active**, **Inactive** or **Archived**. | | Created, Updated | When the record was added and last changed. | 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. The address is checked when you save, the same way as on the form. See [adding a person](/people/list#adding-a-person). ### 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. Adding, changing and removing these need **Change** on People. ### 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](/communications/compose) is refused, with a message naming them; * a message a [workflow](/settings/workflows) step sends them is not sent, and is recorded as suppressed in the [communications log](/communications/log). A reply to a message they sent you is still sent. Below it, **Add a category override…** turns one kind of message off for this person while leaving the rest on. Type the category and press **Add**; it appears ticked, and clearing its box stops messages in that category. Email written in Compose counts as the category **general**. ### Emails The email conversations linked to this person, each with its subject, date, sender and mailbox. Click one to open it in the [inbox](/communications/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](/fundraising/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](/animals/housing). See [volunteers](/shifts/volunteers) and [volunteer roles](/settings/volunteers). ### 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](/animals/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](/animals/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](/settings/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](/organizations/list). To add one, choose the **Organization**, then fill in: | Field | What it means | | ------------------ | ----------------------------------------------------------------------------------------------------------------- | | Relationship | **Employee**, **Volunteer**, **Contractor**, **Owner**, **Board member**, **Contact** (the default) or **Other**. | | Title (optional) | Their title there, such as "Lead Veterinarian". Shown in place of the relationship when given. | | Started (optional) | When it began. | | Ended (optional) | When it ended, for somebody who has already moved on. | 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. Affiliations belong to the Organizations part of the app: reading them needs **See** on Organizations, and adding, ending or deleting them needs **Change** on Organizations. ## 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](/settings/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](/registry/flags): * **Search the Public Registry** opens [the registry search](/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](/registry/flags#raising-a-flag). ## Deleting a person A person is deleted from [the people list](/people/list#deleting-people), not from the record. There is no action that anonymises a person.