Create an individual

From the “Individuals” tab you can create, view and access the different individuals you created.

The Individuals tab is divided into 3 sections: 

• The top section, where the “Non-managed individuals” and “Create a new individual” buttons are found
• The indicators (total number of individuals, average seniority, gender distribution) 
• The individuals table

Learn more about the Individual’s table management in the dedicated article.

This article with focus on how to create new individuals.

There are 2 methods to create an individual: you can add individuals one by one or in bulk.

How to add a single individual

Click on the “Create a new individual” button, visible in the top-right corner of the “Individuals” tab. The individual creation form will appear, comprised of four sections visible at the top of the pop-up window:

• Information
• Picture
• Address
• Extra Information

The Information section

This section will allow you to enter the individual’s information. These will be displayed in the individual’s profile page.

The information tab contains the following fields:

• First name
   This field is mandatory
• Last name
   This field is mandatory
• Birth date
• Gender
• Email address
   This field is mandatory if you plan on taking advantage of the integration features between the Legal Entities Management and Board Portal modules.
• Folder
   This field will allow you to link your individual to a folder, stored in the “Documentation” tab. You will be able to choose from the list of already existing folders, or create a new one. This folder will act as a repository for all documents related to the individual.

The Picture section

This section will allow you to add the individual’s picture, making it visible from the individual’s overview page.

Click on “Change” and select the image from your computer.

The Address section

This section will allow you to select the country the individual resides in. Depending on the selected country, more fields will appear, among which the Address, Postal Code, City, Province and State.

The Extra Information section

This section will contain all the custom fields that are not part of the default fields.

The required fields will be displayed automatically, with an asterisk near their title to help you recognize them.

You can use the “Choose an existing field” button to add optional fields, by selecting from a drop-down menu listing all the available fields.

As an Administrator, you will also have the option to “Create a new field”. You will need to choose the field’s type and, once created, you can use the Options button to choose whether the field is Required, will retain a Data History, and whether Multiple options are allowed. These options will be available depending on the type of custom field.

You can delete any optional field that has been added or created, but you won’t be able to delete required fields.

Once all the fields are filled in, confirm the individual’s creation. If a required field has not been filled in, you will be notified. Complete it and click on “Confirm” again.

You can cancel the individual creation process at any time by clicking on “Cancel”.

How to add individuals in bulk

Click on the arrow next to the “Create a new individual“ button and select “import from xls”. 

If you have an existing template already completed, either drag and drop it or select it from your computer by clicking on “Browse”.  

If you don’t, click on “Download a template file” and complete the document. 

Each row is a new individual, while each column corresponds to one of the fields described in the previous paragraph. Once completed with the different individual’s information, return to the platform and import the document.

The “Stop the import at the first error” checkbox will allow you to choose how the import will progress: 

• If you tick the box:  

The import process will stop as soon as an error is detected (i.e. the template file has not been completed correctly). A message will be shown to aid you in identifying the mistake. 

You will need to correct the file and import it again to resume the process. 

Please note that you will need to delete the already imported lines from the file before re-uploading it to avoid duplicates. 

•  If you do not tick the box:

The document will be processed in its entirety, but any line containing errors will be skipped and will not be imported.