This is the Profile page. Here you can see all the information you have stored for a particular Profile, as well as Edit, Delete, Transfer and Copy the selected profile including exporting a document.

At the top right of each section, there is a button that looks like a pencil. Press this to open up the drawer that will allow you to see the Profile data:

From here you can edit the data using the available controls. Once done, the data is only stored when you press the Save button at the bottom left of the drawer.

If you do not want to make any changes, simply click off the form if nothing has been touched or press the Cancel button to undo any changes.

Under the staff name on the Profile Page, you will also see the staff members 'tag' which lets you know their current status. The tags will appear by default, depending on a staff member's Start and Leave dates entered into the 'Employment Details' section of their profile.

Next to the 'Profile' Tab which will show you the staff member's Profile Page, you will also see the below tabs:

Documents: This tab is where you can upload and store staff documents. Please see below for further information regarding this.

History: The History tab will store any change that has been made to the staff profile page, including what the information was changed from and to, as well as which user made the change and when.

External Checks: This tab will store the order details for any external checks ordered on the staff profile. Please see our External Checks help collection for further information.

You also have the option to add a photo to the staff member's profile page. To do this, hover over the grey image above the staff member's name on their profile page, and a small camera icon will appear in the bottom right-hand corner as below:

When you click on the camera icon, you can then select the file you wish to upload as the staff member's profile photo. Alternatively, you can drag and drop this into the file uploader as below:

In the top right-hand corner of the Profile Page, you will see the below available options:

If you need to change an individual Profile Type you can do so directly from the Profile Page.

At the top of the Profile Page, you can see the current Profile Type for the individual:

Click on the Profile Type and, if you have permission to edit, the following dropdown list will appear.

Select the desired Profile Type and it will be instantly changed. Sections and Fields will be updated in line with the new Profile Type, and the Rating for the Organisation will get recalculated.

This action will be recorded in the History and Audit trail.

To add a Document to a Profile, navigate to the Profile Page by either using the search feature or by selecting it from the Profile Tab.

Once you are on the Profile Page, click on the Documents Tab.

You can upload your document by clicking the blue 'Upload' button, or you can choose to 'Upload Confidential'. Please see further information regarding this below.

Once you have selected your upload choice, you will then be presented with our file picker.

Here you can choose which file from either your local device or one of the other sources indicated by the icon on the left.

You can also drag and drop one or more files onto this box.

If you have an iPad or are on a mobile, you are also able to take a photo directly from your device.

Once you have selected your file(s), there will be a blue Upload button. Press this and the document will be securely sent to our servers and appear in the documents list.

You can then choose to assign the document to its relevant section if needed. For example, if I wanted to attach my below risk assessment to the 'Employment Details' section, I can do so by clicking the '...' icon to the right of the document and selecting 'Change Section'
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I can then choose my section from the drop-down list, and click 'Change'

The document will now appear and be accessible via a separate icon on the section, as well as being stored in the documents tab itself:

You now have the option to upload "Confidential Documents" when adding a document to a staff profile.

When selecting this option to upload a file, the file will only be visible to Users who have the 'Read Confidential Documents' permission below:

If you need to add this permission to any existing users, go to Settings > Organisation/Federation > Users.

Double-click on the User's name to bring up their permissions, and toggle the 'Read Confidential Documents' field. Click "Save Changes" for the permissions to be updated.

You can also drag and drop files directly from your computer. If you drop them into the appropriate section they automatically get uploaded to that section:

If you drop them onto the Documents Tab they will be uploaded without an allocated section category.

If you need to find a specific document quickly, you can use the filter bar at the top of the page to filter by Section Type, Document Type or Upload Date

If you are unable to upload documents to a staff profile page, it's firstly worth checking with your system administrator that you have the necessary access granted to your user account to carry out this task.
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If you have checked your permissions and are still unable to load documents, this is likely due to the required subdomain being blocked by an internal firewall. In this instance, please pass the follow guide over to your IT department so that they can check the relevant subdomains have been allowed access: Firewall and Network Settings

To view the entire history of a Profile, just go to the Profile Page and in the top left you will see a History tab, it will load a list of changes with the newest change at the top.

You will see the date changed, who changed it, the fields that were changed, and what the information was changed from and to.

As you scroll down, it will continue to load more data until you get to the beginning of the Profile.

You will require the 'Read Profile History' user permission. Administrators will get this automatically. If you are not an administrator, please speak to your system administrator to request access.

History is limited to August 2019 when this new data first started recording. Beyond that, you will need to look at the Audit Log where you can also view changes made across the whole system rather than Profile by Profile.

If an expiring check is either an Inspector or School Ready field, the relevant rating will be affected when the check expires.

In the below example, the "Safeguarding Training Complete" field is set to be School Ready. As the field has an expired check date the rating of the Section has been affected:

Expired checks will show as below:

Fields with an expiry check set will show as below if they are not expired:

When inputting a date on the Profile Page you will see the following warning should the selected date be later than the start date.

The system would accept this date, however, if you see a Late Date Warning you should then also take the appropriate action in terms of uploading any Risk Assessments to the Documents Tab and leave a note in the Additional Notes section.

When a member of staff leaves, simply enter their Leaving Date into the relevant field within the Employment Details section and click 'Save Changes'

Once you have entered a Leaving Date, that Profile Page will then be set to be a "Leaver" on the system the day after the Leaving Date.

This means that the Profile will no longer count towards your Ratings or show up on your Dashboard (unless you choose to include Leavers on your Dashboard Widgets.

The Profile will remain on the system until such time that you decide to permanently delete the profile (see below for further information on this)

If you'd like to export a list of Leavers to Excel before you delete them, you can use our Reporting feature to do so.

If you think that the member of staff might return in the future, you can leave them on the system as a Leaver.

Should they return you can search for their profile and delete their Leaving Date. You can then enter their new Start Date. This change will be logged in their History Tab.

To delete an individual Profile, simply click the Delete button on the right of the profile page. You will be prompted to confirm the action first:

If the button is disabled and you see a padlock, this is because you do not have permission. Please ask the administrator of your school for access.

Some checks can be turned off for an individual Profile. For example, if you want to hide a particular field, you can click on the cogwheel icon at the top right-hand corner of the section:

Then in the dialog that appears, you can disable the required checks by clicking the checkbox (If the checkbox is greyed out it means that this field is a requirement and can't be switched off)

When you are done, press the Save button to commit your changes.