In this article:
Create Participant Profile
Every participant needs a Participant Profile including an active participant registration and an authorized user to be able to complete their health forms.
To create a new participant profile:
- Log in to your Provider portal.
- In the left column, click Profiles.
- In the menu that appears, click Create Profile.
- In the right column, add demographic information for the participant.
- Click the CONTINUE button.
Add Registration
A participant needs to be registered for a current or upcoming session in order for them to complete their health forms.
To register a participant for a session:
- In the participant's profile, click the Registrations tab.
- Click the NEW REGISTRATION button
- Check the box to select Participant, and then check the box to select Current or Upcoming, depending on the dates of the session.
- In the Select from (#) Groups box, click the name of the group for which you want to register.
- Click the Register button.
- (Optional) Add any necessary coupons and add-ons. You can learn more about how to add them to a session in this article.
Add User
An authorized user needs to be added to a participant’s profile in order for the participant to complete their health forms.
To add a user to the participant's profile:
- In the participant's profile, click the Users tab.
- Click the ADD A USER button.
- In the ADD A USER box, type the user’s email address.
- Click the SUBMIT button.
A Welcome email will automatically be sent to new users with instructions on how to create their password and sign in. Users with an existing account will receive a Reminder email asking them to complete their participant’s Health Profile.
Create Provider Profile
Before your team can access your account, every provider needs a Provider Profile including an active provider registration, their email address added as an authorized user on their profile, and an assigned Role.
To create a new provider profile:
- Log in to your Provider portal.
- In the left column, click Profiles.
- In the menu that appears, click Create Profile.
- In the right column, add demographic information for the provider.
- Click the CONTINUE button.
Add Provider Registration
A provider must have a Provider Registration in order to access information in the account. If they are registered to the top-level group in their group structure (the name of the organization), they have access to all of the Participant Profiles. If they are registered to specific sessions, they have access only to the Participant Profiles registered to those sessions.
To register a provider:
- In the profile that appears, in the menu, click the Registrations tab.
- Click the New Registration button.
- In the NEW REGISTRATION section, check the box to select Provider.
- Do one of the following, depending on whether you want to give the provider access to all of the profiles in the organization's account or to a specific subgroup:
- To give the provider top-level access to all of the profiles in the organization's account, check the box to select Current, and then click to select the organization name from the list that appears.
- To limit the provider’s access to the profiles registered to a specific subgroup within your organization's account, check the box to select Current or Upcoming (depending on the dates of the session), and then click to select the appropriate group from the list that appears.
Tip: You can select and register for multiple groups at the same time.
- After you have selected the necessary registrations, click the REGISTER button.
Add User
After you add a new registration, you can add the provider's email address as an authorized user on their profile so they can log in and access their account.
To add an authorized user to a Provider profile:
- In the provider's profile, click the Users tab.
- Click the ADD A USER button.
- In the Email Address box, type the provider's email address.
- Click the SUBMIT button. The provider will receive an email inviting them to manage their profile, create a password, and log in to their account. If they already have an account, they can log in to their account as usual, and they will find a splash screen for the organization with a link to the Provider Account.
Assign Role
Lastly, you must assign a Role to the provider’s account. Roles are made up of a set of permissions that determine what providers can and cannot do within the account. You can learn more about creating a Role in the Permissions article. A Role is not uniquely associated with one provider--it can be associated with multiple providers. It's important to note that only providers can be assigned Roles.
To assign a Role:
- In the left column, click Profiles.
- In the right column, in the Default List box, select Providers (current).
- In the List Builder menu, click POWER TOOLS.
- In the menu that appears, click MANAGE PERMISSIONS.
- In the middle column, check the box to select the providers for whom you want to assign a Role.
- In the right column, in the Select a Role box, select the Role that you want to assign.
- Click the GRANT button.
Demographic Changes
To change a participant's demographic information click the Edit button at the top of their profile, change the necessary information, and click the Save button.
Users are not able to change their first name, middle name, last name, sex, or date of birth without your approval.
Profiles that have requested a change to their demographic information can be viewed in the list builder or news feed.
To approve a demographic change request, select the participant and click the Change Requested notification underneath the participant's name. You can choose to Accept or Deny each request.
Merge Profiles
Duplicate profiles can be created by mistake when adding a new profile, or if the demographic information does not match when importing data. For example, a participant may list a different name from last year (e.g. Jon instead of Jonathan). When duplicate profiles are created, if you have Merge permission in your Role, you can merge these profiles together to prevent confusion and maintain accurate records.
Before you merge profiles together, remember that a merge cannot be reversed. When you start the merge process, you will be asked to select a Winning profile and a Losing profile. There are some important things to consider when choosing the Winning profile:
- Health Profile information in the Winning profile will be saved, and the Health Profile information in the Losing profile will be deleted.
- Deactivated sessions are not merged. If you use our Registration module, this means that transactions associated with deactivated sessions are not merged, so be sure to make any refunds and collect any payments for a profile before you complete a merge.
- If a Loser profile includes a protection plan, you must reach out to DocNetwork to have it transferred to the correct session in the Winner profile.
You can see a list of other information that will not be merged in a window that appears identifying the Winner and Loser profiles.
To merge two profiles together:
- In the right column, in the List Builder, click the X next to each condition to clear them.
- In the middle column, in the Search bar, type the name of the profile that you want to merge.
- Check the box next to each of the duplicate names. A MERGE DUPLICATES button will appear at the top of the middle column.
- Click the MERGE DUPLICATES button. A window will appear identifying the LOSER profile and the WINNER profile.
- (Optional) If you need to switch the Winner and Loser profiles, click the SWAP PROFILES button.
- When you are certain the Winner profile that is selected is the correct one, in the Email Address box at the bottom of the window, type your email address.
- Click the MERGE button.
Print Blank Health Forms
To download and print a blank form, select the participant and navigate to the Profile tab. Click on the Blank Form button.
Please remember that forms are dependent on the groups a participant is registered to. Before printing a blank form, make sure the participant has been registered to the appropriate groups.
