A subject can be created in three different places, and can also be given a secure online account of their own. This article covers each route, how to keep a subject's information up to date afterwards, and what happens when you delete one.
Update a subject's information
Only staff with access to the Subject Database and the right permissions can view or change a subject's details. Subjects can change four things themselves, from their own account: first and last name, phone number, email address and language. Everything else is yours.
🛠️ Step by step guide
As the subject, online
Open your center's public URL.
Log in to the personal online account.
Open My Profile.
Select Edit under the relevant category.
Update the information and select Save.
As a staff member
Open the Subject Database module and search for the subject.
Click the subject's row.
For contact information, select the edit icon beside it, update the details and select Save.
For anything else, go to Full Profile View, open the relevant form and update the answers.
💡 Tip: every change and every action is logged on the subject's detail page, under the Activity tab. That is where to look when somebody asks who changed a phone number and when.
Invite a subject to an online account
If a subject was created by staff, their account status reads No Account or Not Activated. Both are fixed from the same place.
🛠️ Step by step guide
Create the account
Navigate to the Subject Database and find the subject's row.
In the Quick View, open the menu using the three dots.
Select Invite. The subject receives an automatic email to finish it.
Resend the activation link
Navigate to the Subject Database and find the subject's row.
In the Quick View, if the account status reads Not Activated, select Resend Link.
💡 Tip: to invite many subjects at once, select several rows in the list and use the Invite bulk action at the bottom of the screen.
Restart the registration survey
Resend the registration survey when you need extra information, or when existing details have gone stale.
🛠️ Step by step guide
Navigate to your Subject Database.
Filter down to the subjects you want to update.
Select all visible rows.
Select Restart Survey.
Use Campaign to write and send an email asking them to log in.
Once they log in, a new task showing the registration survey appears for them.
Questions they answered before come back pre-filled with their last answer, so a subject only has to deal with what is new or empty.
Add a profile picture
A picture on the profile helps your team recognize a subject when they arrive at the center. Both routes start in the full profile view, on the icon inside the colored circle.
🛠️ Step by step guide
Open the subject's full profile.
Click the icon inside the colored circle.
On a computer, choose a picture from your files. On a tablet or smartphone, use the camera to take one.
To change a picture later, delete the existing one and repeat.
Delete a subject's personal information
You can delete a subject's personal information at their request or for your own reasons, one at a time or in bulk.
🛠️ Step by step guide
One subject
Navigate to your Subject Database.
Open the subject's profile in quick-view.
Click the three dots in the top-right corner.
Select Delete.
Type the subject's last name to confirm.
Several at once
Navigate to your Subject Database.
Filter down to the subjects you want to delete.
Select the rows.
Use the Delete bulk action.
Type the total number of rows to confirm.
⚠️ Warning: deleting does two different things, and which one you get is not your choice.
A subject connected to nothing else is hard deleted. They are gone.
A subject connected to at least one object is soft deleted: every piece of personal information is anonymized and replaced with XXXX, and the link to the object is kept.
Neither can be undone, and the confirmation step is the last point at which you can stop.