What is a client or student profile?

A client or student profile is a separate entity from a record that centralizes all essential information about a person, without the need to open a record right away.

This system improves profile management while offering greater flexibility in organizing your information.

What is the purpose of a profile?

Profiles store key information about a client or student, independently of their records. With profiles, you can:

• Create a profile without having to create a record immediately

• Link the same profile to multiple records for clients or students involved in different services or follow-ups

• Link several profiles to a single record, for example, for group or couple follow-ups

• Quickly access essential information (name, contact details, institution, contacts, etc.) from a centralized view

Profiles make it easier to manage clients and students by keeping personal information separate from the follow-ups and documents contained in records.

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What is the difference between a profile and a record?

• The profile contains general information about the person (name, contact details, institution, contacts, etc.)

• The record contains information related to a specific follow-up, intervention, or service

The profile provides an overview of the person and allows you to take direct actions, such as communicating with them, while the record is used to manage follow-ups (progress notes) and documents related to specific services.

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What happened to my "associated profiles"?

The "associated profiles" in each record have been redesigned and reorganized. Here’s what that means:

• Every primary or secondary profile is now a distinct profile

• A profile can be linked to multiple records, depending on the services provided to the person

• Guardians now appear in the Contacts section of each profile

When a profile is updated, the changes automatically apply to all records where that profile is linked, ensuring your information stays consistent everywhere.

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Do profiles transfer along with shared or transferred records?

Yes. When a record is shared or transferred to another professional or service, all profiles linked to that record follow automatically.

This ensures that all relevant information remains accessible, even when several people or services are involved. Profiles follow the record, helping ensure smooth collaboration and continuity of care across teams, services, or workspaces.

Key points to remember

1. A profile centralizes client or student information, independently of records
   
2. Every record must be linked to at least one profile
   
3. You can view and manage profiles from the Profiles tab in the left-hand menu or directly within a record
   
4. You can archive a profile when the client no longer has an active follow-up, or unlink it from a record when needed