Person Profiles

Quick Summary: A person profile is the central view for an individual in your database. It displays their contact information, role, engagement metrics, group memberships, attendance history, and care notes. Use the Edit button to update details through a modal form where all changes are logged to an audit trail.

Overview

When you click a person's name anywhere in Relius (the directory, a group roster, an attendance list, or a search result), you open their person profile. This is the single place where all information about that individual comes together: who they are, how they are connected to your church, and how engaged they have been over time.

The profile is organized into a header section with quick-access actions and four tabs that group related information. Staff with the appropriate permissions can view and edit profile data, add notes, and manage group assignments directly from this screen.

Profile Layout

Profile Header

The top of every profile displays identifying information and action buttons at a glance.

Name -- the person's full display name
Role badge -- a label indicating their role: Member, Volunteer, or Admin
Email -- primary email address
Phone -- primary phone number
Joined date -- the date this person was added to the database

Header Action Buttons

Four action buttons appear in the profile header. Each performs an immediate action or opens a related form.

Message -- opens the messaging interface to send an email or SMS to this person
Add to Group -- opens a selector to assign this person to one or more groups
Edit -- opens the Edit Person modal (described below) to update profile fields
+ Add Note -- opens the note creation form to attach a new note to this profile

Tabs

Below the header, the profile is divided into four tabs. Click a tab name to switch between them.

Overview Tab

The Overview tab is the default view when you open a profile. It provides a high-level snapshot of the person's engagement and key personal details.

Engagement (Last 90 Days) -- a dashboard section at the top of the Overview tab that summarizes recent activity. It contains four metrics:

Check-ins -- the number of times this person checked in during the last 90 days
Events Attended -- the count of distinct events they attended
Attendance Rate -- a percentage representing how often they attended relative to the events available to them
Engagement Level -- a calculated label of Low, Medium, or High based on the metrics above

Below the engagement dashboard, the Overview tab displays three additional sections:

Personal Information -- demographic details such as Gender and other identifying fields stored on the profile
Family -- shows the person's Role in Family (e.g., Primary, Spouse, Child) and their Family ID, which links them to a household unit. Click the Family ID to navigate to the family record.
Groups -- a list of the groups this person belongs to, with links to each group's detail page
Recent Notes -- the most recent care notes attached to this profile, shown in reverse chronological order

Groups Tab

The Groups tab shows all group memberships for this person. Each entry displays the group name, type, their role within the group (member, leader, etc.), and the date they joined. Use this tab to get a complete picture of how someone is connected across your church's groups and teams.

Attendance Tab

The Attendance tab lists check-in and attendance history for this person. Records include the event name, date, check-in time, and any relevant notes. This tab is useful for reviewing participation patterns over time and identifying periods of absence that may warrant follow-up.

Notes Tab

The Notes tab contains all notes associated with this person: care notes, prayer requests, pastoral notes, and general notes added by staff. Notes are displayed in reverse chronological order and include the author, date, and note type. Use the + Add Note button in the header to create a new entry at any time.

Edit Person Modal

Clicking the Edit button in the profile header opens a modal dialog for updating profile fields. The modal includes a notice at the top:

"All changes are logged to the audit trail for compliance."

This means every edit you make is recorded with your user identity and a timestamp, so your church maintains a complete history of data changes.

Basic Fields

The following fields are visible by default when you open the Edit modal:

First Name (required) -- the person's given name. This is the only field that must be filled in.
Last Name -- family name
Email -- primary email address
Phone -- primary phone number
Role -- a dropdown to set the person's role (Member, Volunteer, Admin, etc.)

Advanced Fields

Click "Show Advanced Fields" to expand a collapsible section with additional fields. These fields are hidden by default to keep the form compact for quick edits.

Middle Name
Nickname
Suffix
Gender
Marital Status
Birthdate
Anniversary
Family ID -- links this person to a family/household unit
Family Role -- defaults to "Primary"; indicates their position in the family (Primary, Spouse, Child, etc.)
Address -- a group of sub-fields:
- Street
- Line 2
- City
- State
- Postal Code
- Country

Saving Changes

The Edit Person modal does not auto-save. You must explicitly click Save Changes to commit your edits or Cancel to discard them and close the modal. If you close the modal without saving, no changes are applied.

Engagement Metrics Explained

The Engagement (Last 90 Days) dashboard on the Overview tab provides a quick read on how active a person has been recently. Here is how each metric works:

Check-ins -- counts every time the person was checked in through the check-in system at a service or event. Multiple check-ins on the same day (e.g., morning service and evening service) are counted separately.
Events Attended -- counts the distinct calendar events at which at least one check-in was recorded for this person. If a person checked in twice at the same event, it counts as one event attended.
Attendance Rate -- calculated as the number of events attended divided by the total number of events the person was expected or eligible to attend, expressed as a percentage.
Engagement Level -- a summary label derived from the attendance rate and check-in frequency:
- High -- consistently attending most available events
- Medium -- attending regularly but missing some events
- Low -- attending infrequently or not at all recently

These metrics are recalculated on a rolling 90-day window. They update automatically as new check-in data comes in.

Best Practices

Review profiles before pastoral visits -- check the Overview tab to see recent engagement, group involvement, and the latest notes before meeting with someone. This helps you arrive informed and prepared.
Use notes consistently -- after phone calls, hospital visits, or counseling sessions, add a note to the profile so other authorized staff have context for future interactions.
Monitor engagement levels -- periodically review people with a Low engagement level. A drop in engagement can be an early signal that someone needs outreach or pastoral care.
Keep contact information current -- when you learn about a new phone number, address change, or email update, edit the profile right away so communications reach the right place.
Link people to families -- set the Family ID and Family Role fields so household relationships are visible. This helps with family-based communication and reporting.
Use the audit trail -- if there is ever a question about when or why a record was changed, the audit trail logged by the Edit modal provides a complete history.
Add to groups from the profile -- the "Add to Group" button in the header is the fastest way to assign someone to a group without leaving their profile.