Please make sure you have read our Overview page so you understand Templates.

To add a section, firstly you need to open the Template you want to Edit. At the bottom of the Section List (you may need to scroll down), there is a Button with a Plus symbol. Click this to create your new Section.

Double-click on the section you wish to edit, and you will be presented with the Section Editor. Here you can change the following properties:

Name. This is what will appear when editing on the Profile page or when printing Reports.

Icon. This is used when editing on the Profile page.

Colour. This is used as the header when printing reports.

Visibility. Here you can choose which Profile Types this section will appear for.

When you have finished making changes, press Save to update your draft.

Using the handles, you can drag and drop your sections to where you would like to see them. This will affect all the profile types.

Don't forget to click Publish Changes if you want to go live.

You can hide or show a Section from your Template using the Visibility Eye Icons as below:

To hide or show a Section from your Template, double-click on the Section to bring up the Section Editor:

You can then hide/show this Section for individual Profile Types by clicking on the eye icon to hide/show the section:
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Once you have made your changes, click the "Save Changes" button at the bottom of the Section Editor, then the "Publish Changes" button in the top right-hand corner of the Template Editor to make these changes live across your system.

You can add Fields to any of the existing default Sections as well as ones you have created yourself.

Single-click the Section that you want to add the Field to - you will see the Fields that already exist in that Section in the Section Fields area to the right. Next, drag the type of input you would like from the Field Library and place it where you would like it. You can always move it afterwards, and everything you do is in Draft mode until you publish:

There are 9 types of fields you can add, some are for entry and will store a value against a profile, and some are decorative.

Text Input: The most common, a single line of text entry, such as a name or phone number.

Text Area: This is a multi-line text entry, allowing for extra information. Useful for notes or extra details.

Number: This will only allow numbers.

Single Select: Use this when you want to provide a list of items to select from. If you remove items, don't worry, the values won't be deleted.

Date Picker: Allows you to pick a date, such as the date of birth or when something is due like a training date or DBS check.

Toggle: This is simply a switch to signify a Yes/No or True/False. An example would be if a check is complete, or if a Section is required.

Label: This is just a piece of text, that you can use to provide some additional information to the user.

Title: This is the same as a label but in Bold Font

Separator: This will show a horizontal line which can be useful to help break up fields into groups.

To Edit a Field, ensure you have the relevant Section selected, and then simply Double-click the Field to show its editor.

Depending on the type of Field, you may get presented with a few extra options but these are the common ones:

Label. This is the text that will appear to the left or above the Field when editing or as the Column header in the Advanced Editor or Report outputs.

Default Value. Not always present. This will be the value that is saved to the Profile by default on its first edit.

Validation Rules. Not always present. On a date, this would give you access to Rules such as the Late Date Warning and Expiring Check. On a text box field, it will present options such as an Email validation check.

For each field, you may want to configure for which Profile Type it is shown for. You also may want to select which Rating System it applies to.

Simply click the visibility icon on or off to decide if it is shown by default for that particular Profile Type:

You can use the Lock to decide if that can be changed by a child template or the Profile itself using Hide checks. Please see Template Locking for more information on how this works:

You can also use the Tick / Cross under the rating system to specify if the Field is included as part of the profile rating. If the Tick is shown, this means that the field must have a value, and pass any validation rules for it to count towards the score:

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You can hide or show a Field from your Template using the Visibility Eye Icons as below:

To hide/show a Field from your Template, single-click on the Section you wish to edit to bring up the Section Fields, then double-click on the Field you wish to edit to bring up the Field Editor:

You can then hide/show this Field for individual Profile Types by clicking on the eye icon to hide/show the section:

Once you have made your changes, click the "Save Changes" button at the bottom of the Field Editor, then the "Publish Changes" button in the top right-hand corner of the Template Editor to make these changes live across your system.

The Logic editor is used on Fields to determine their visibility

Wherever you see something similar to the above, you can start adding one or more conditions.

A condition is simply a small test that produces a true or false (yes or no) result. It is typically made up of 3 parts. There is the item you are evaluating (normally a field), the type of comparison and the value to compare against. Sometimes the value to compare against may not be required as it can be assumed.

Here are some examples of conditions you might set. In all these cases you see the item is in quotation marks, the comparison type is in italics, and the value is in bold:

Show on Profiles where the "Start Date" is next week

Show on Profiles where the "Start Date" is exactly or later than 01/01/23

Show on Profiles where the "Postcode" contains BH15

Show on Profiles where the "DBS Check Completed" is not selected

Show on Profiles where the "Are Checks Required?" toggle field is selected

The end result will look similar to one of the screenshots below.

You can add multiple conditions by pressing the + And button. This will create an And condition which means that both of these conditions need to be satisfied.

In the below example, the field would only show for staff who's 'Start Date' field is exactly or later than 01-Sep-24 and their 'Position Held' field contains 'Teacher'

You can add alternative conditions by pressing the + Or button. This will create an Or condition which means that one or the other of these conditions needs to be satisfied.
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In the below example, the 'Position Held' field must contain either Teacher or Professor
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What is a 'Late Date'

If you have a check that would need to be completed either on or before a persons start date, you can add a Late Date Warning to the date field. When this is in place, the system will automatically cross-reference the date entered into your date field, with the default 'Start Date' field, and let you know if the date is later than the start date.

This does not effect the rating of the field, but flags this to you so that you can add any relevant notes or documentation to the staff profile.

To add a Late Date Warning, select the Field you wish to edit, add a Late Date Warning Validation Rule and press Save Changes.

You can also remove it for any built-in checks.

To add an expiry date to a field - select the relevant Section from the Template Editor. Double-click on the field you wish to edit, and this will bring up the Field Editor.

Under Validation Rules click on "Add a Rule"

Then select "Expiring Check" from the drop-down:

Now you can set when this check will expire:

Once you are happy, click "Save Changes".

Click on "Publish Changes" once you have finished using the Template Editor to make the changes live on your system.