# Profile Source: https://docs.astalty.com.au/guide/participants/profile > How a Participant's profile is structured. A Participant's profile is broken down into a few sections. ![A Participant's profile page, with their details on the left, a Wheelchair Tag and an Add Alert button at the top, a card with the Primary Coordinator, Current plan dates, Last check-in and Check-in period, the Starred Contacts card and the Participant Details card.](https://docs.astalty.com.au/assets/profile.png) ## Profile Picture A Participant's initials appear at the top of their profile until a profile picture is uploaded. If you can update the Participant, hover over their initials, select **Upload Profile Picture**, then choose a JPG or PNG image from your device. The picture uploads immediately. To replace an existing picture, hover over it and select **Change Profile Picture**, then choose another image. To return to the Participant's initials, hover over the picture, select the delete icon, then confirm **Delete**. ## Tags The top of the Participant's profile shows their Tags. See [Participant Tags](https://docs.astalty.com.au/guide/participants/profile/participant-tags) to add, remove, or manage them. ## Alerts Current alerts appear in the Participant profile header. You can edit an active Alert, archive it with a reason, or unarchive an archived Alert. See [Participant Alerts](https://docs.astalty.com.au/guide/participants/profile/participant-alerts). ## Key Information The Key Details card is show in the top left of the Participant's profile. This includes things like their Primary Coordinator, their current plan dates and latest check-in information. > **SMS reminder settings** > > Each Participant's **Reminder settings** (on their **More** tab) control whether they - and any [nominated contacts](https://docs.astalty.com.au/guide/settings/sms-reminders#nominating-contacts-to-receive-reminders) - receive automated SMS reminders before scheduled supports and calendar appointments. Participant reminders are off by default. See [SMS Reminders](https://docs.astalty.com.au/guide/settings/sms-reminders#who-receives-a-reminder). ## Site If a Participant is assigned to one or more [sites](https://docs.astalty.com.au/guide/sites), each site is listed in the details on the left-hand side of their profile, beneath their current plan dates. The label reads **Site** for a single site or **Sites** when the Participant is assigned to more than one. Next to each site name is a shortcut arrow. Clicking it takes you straight to that site's view, no matter how deep you are within the Participant's profile (budgets, notes, documents, support items, and so on). Because this shortcut is part of the profile sidebar, it stays available on every page of the profile - so you always have a single click back to the site level when you're working across multiple Participants at the same site. > **Assigning a Participant to a site** > > The Site shortcut only appears once a Participant is assigned to a site. See [Sites](https://docs.astalty.com.au/guide/sites) for how to assign Participants to a site. ## Participant Details The Participant Details card shows all of the primary details for a Participant such as their name, Primary Diagnosis and other Contact details. You can edit any of these details by clicking the *Edit* button. **Personal Information:**\ In this section, you can update the following details: - First Name - Middle Name - Last Name - Preferred Name - Date of Birth - Gender - Sex - Pronouns - Ethnicity - Language - Primary Diagnosis - Secondary Diagnosis **Contact Information:**\ Here, you can add or update: - Email - Mobile - Phone - Preferred Contact Method\ *(Options: SMS, Email, Call (Mobile), Call (Phone), Video Call)* - Preferred Way to Sign Documents\ *(Options: In Person, Electronically)* > **SMS opt-out indicator** > > If a Participant has opted out of SMS, a small icon appears next to their **Mobile** number. Hover over it to see **"Opted out of SMS"**. This makes it easy to see at a glance that they won't receive texts - including automated [SMS Reminders](https://docs.astalty.com.au/guide/settings/sms-reminders) - and the same warning also shows when creating supports and calendar events. A recipient opts out by replying **STOP** to a message and can opt back in by replying **START**. ![A Participant's Contact Information with an opt-out icon next to the Mobile number and a tooltip reading Opted out of SMS.](https://docs.astalty.com.au/assets/participant-sms-opt-out.png) **Reference Numbers:**\ Add or update identification numbers, including: - NDIS Number - Aged Care ID - Medicare Number - Centrelink Number - External ID You can also add your own custom **reference numbers** here - such as an internal reference or a Plan Manager's client number - and choose which of them show on the Participant's invoices. See [Reference Numbers](https://docs.astalty.com.au/guide/participants/profile/reference-numbers) for the full details. **Other Details:**\ Manage service-related dates: - Service Commencement Date - Service Exit Date **Important Notes on Contact Information:** Participant **email** and **mobile** details must be unique. The Phone field does not use this uniqueness check. See [Handling Participants with the Same Contact Details](https://docs.astalty.com.au/videos/handling-participants-with-the-same-contact-details) for the shared-contact workflow. ## Starred Contacts The **Starred Contacts** table shows Contacts starred on the Participant's **Contacts** page. See [Participant Contacts](https://docs.astalty.com.au/guide/participants/participant-directory/contacts) to manage them. ## Address Use the address card to add or edit the Participant's address. Select **Add Address**, then search for the address or enter it manually. The first address becomes the Primary Address. You can choose a different Primary Address after adding more addresses. ### Multiple Address Once you have assigned an address it will be nominated as the primary address. You can then add additional addresses to a Participants profile, if the Participant has a different postal address or if they are between multiple addresses this can now all be captured in Astalty. You can also provide more detail about an address within the Address Label and Details fields. ![The Create Address drawer with an arrow pointing to the open Type dropdown, its Primary Address, Postal Address and Other options highlighted, and the Address Label and Details fields highlighted.](https://docs.astalty.com.au/assets/add-address-1.png) ### Viewing Address Details Hovering over the **Address** field will display the information entered in the **Details** field for that address. This allows you to quickly view additional notes or important context without opening the full address record. ![The Address card on a Participant's profile with arrows pointing to the Primary Address and the tooltip shown above it, which reads Side gate is on the left. Please ring the bell at the back door.](https://docs.astalty.com.au/assets/hover-on-address-1a-guide.png) ### Updating the Address If a Participant's address (or Other) changes, you can edit it by selecting the three-dot menu beside the address, and select **Edit**. ![The Address card on a Participant's profile, with the three-dot menu beside the Primary Address highlighted and an arrow pointing to Edit in its menu, below View on Map.](https://docs.astalty.com.au/assets/edit-address.png) This will open up the Update Address page where you can look up and select an address or enter it in manually. Once you've entered in your address, select Update. ![The Update Address drawer with 27 Jacaranda Avenue, Bulimba QLD, Australia selected in the highlighted Address Lookup field, the manual address fields below showing the same address, and an arrow pointing to the Update button.](https://docs.astalty.com.au/assets/edit-address-2-guide.png) ### Switching the Primary Address In some situations, a Participant may move between addresses, which requires updating their Primary and Other addresses. To change an existing **Other** address to the **Primary** address: - Click the three-dot menu next to the address. - Select **Edit**. ![The Address card listing a Primary Address and a Family Home (Other) address, with the three-dot menu beside the Other address highlighted and an arrow pointing to Edit in its menu.](https://docs.astalty.com.au/assets/primary-address-1.png) - From the **Type** dropdown, choose **Primary Address**. Click **Update** to save your changes. ![The Update Address drawer for the Family Home (Other) address with the Type dropdown open, Primary Address highlighted in the list, and arrows pointing to the Type field and the Update button.](https://docs.astalty.com.au/assets/primary-address-2.png) - Confirm the prompt to update the Primary Address. ![A Confirm prompt asking whether to change the Participant's existing primary address, saying the old one will be converted to a previous primary address, listing the Old and New Primary Address, with an arrow pointing to Continue.](https://docs.astalty.com.au/assets/primary-address-3-1770849198.png) The **Previous Primary Address** will automatically be updated to an **Other** address and will be labelled accordingly. ![The Address card after the change, with Family Home now labelled Primary Address and an arrow pointing to the old address, now labelled Previous Primary Address (Other).](https://docs.astalty.com.au/assets/primary-address-4-1770849203-guide.png) ### Adding a New Primary Address If the Participant has moved somewhere that isn't already on their profile, you can add the new address instead of editing an existing one. Click **Add Address**, enter the address, and choose **Primary Address** from the **Type** dropdown. Because a Participant can only have one Primary Address, you'll be asked to confirm the change. The existing Primary Address is not deleted - it stays on the profile as an **Other** address, labelled **Previous Primary Address**. Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling. If you have the scheduling feature enabled and the Participant still has upcoming supports booked at the old Primary Address, the confirmation will also tell you how many, along with a tick box: **Also update the address on these future supports**. ![A Confirm prompt listing the Old and New Primary Address and stating the Participant has 1 future support at the old primary address, with the unticked Also update the address on these future supports tick box highlighted.](https://docs.astalty.com.au/assets/primary-address-demotion-future-supports-guide.png) - **Leave the tick box unticked** (the default) to change the address only. Every existing support keeps the address it was booked with. - **Tick the box** before clicking **Continue** to move those upcoming supports to the new Primary Address. > **Only upcoming supports at the old address change** > > Supports that have already started or finished are never changed, so your records of where past supports took place stay accurate. Supports booked at any other address are also left alone - only those at the old Primary Address are moved. The count and checkbox only appear when at least one upcoming support uses the old Primary Address. If there are none, Astalty asks you to confirm the Primary Address change. ### Updating Addresses Used in Scheduled Supports Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling. If you have the scheduling feature enabled, you may be prompted to confirm whether you also want to update the address on future supports. Which prompt you see depends on how you made the change: - **Editing an existing address** (including switching an **Other** address to **Primary**): after confirming, you'll be told how many future supports use that address and can tick **Also update address for future supports**. Ticking it applies the updated address details to those supports. - **Adding a new Primary Address**: the tick box appears on the confirmation prompt itself, and moves upcoming supports from the old Primary Address to the new one. See [Adding a New Primary Address](#adding-a-new-primary-address) above. In both cases the tick box starts unticked, so nothing on a support changes unless you choose it, and past supports are never affected. ![A Confirm prompt stating the Participant has 1 future support with this address, with the unticked Also update address for future supports tick box highlighted and an arrow pointing to Update.](https://docs.astalty.com.au/assets/edit-address-4-guide.png) ## Information Items The **Information Items** section shows the Participant's current and missing required items. See [Participant Information Items](https://docs.astalty.com.au/guide/participants/profile/information-items) to manage them.