Why can't an admin see a profile in the database?

Why can't an admin see a profile in the database?

Why Can't an Admin User See a Profile in the Database?

If you're an admin user and cannot see a specific profile in the database, there could be several reasons why. Below are the most common explanations and best practices for ensuring proper visibility.

Possible Reasons

1. The User Submitted a Form but Wasn't Added to the Database

  • Some forms have the "Auto-add to database" setting disabled in their automation settings.
  • If this setting is off, users who submit the form are not automatically added to the database.
  • Solution: Check the form's automation settings to confirm if profiles are being auto-added. If needed, manually add the user to the database.

2. Your Admin Role Has Restricted Visibility

  • If your organization is on the Enterprise or Ultimate plan, your account may have restricted access to profiles based on specific profile tags or assigned opportunities.
  • This means you will only be able to see profiles that:
    • Have profile tags permitted under your admin role
    • Are assigned to opportunities you have access to
  • Solution: Check with the Account Holder to review your admin role settings and determine if your access is restricted based on profile tags or assigned opportunities.

Best Practices for Admins Under a Restricted Admin Role

Use "Pre-Assign Actions" When Creating Profiles

  • If your admin role limits your access, use Pre-assign actions to ensure profiles are assigned the necessary profile tags or opportunities that match your admin role’s permissions.
  • This will allow you to see and manage the profiles correctly from the start.

By following these guidelines, you can troubleshoot and prevent issues related to missing profiles in the database. If you continue to experience issues, contact your Account Holder or Vome Support for further assistance.

    • Related Articles

    • Admin roles and account security

      Plan required: two-factor authentication is available on every plan. Linking administrators to sites needs the Sites module, which is Enterprise. Single sign-on is Ultimate and has its own article. Overview Two questions, and most organizations only ...

    • What are the best practices for creating admin roles for multi-location segmentation?

      Best Practices for Creating Admin Roles for Multi-Location Segmentation Overview In Vome, multi-location segmentation can refer to different departments, geographic areas, operations, or programs. Account Holders may need to create admin roles to ...

    • How do admin roles work for site-linked admins?

      Overview Linking an administrator to a site already decides most of what they can reach. The admin role you give them then either holds that boundary, narrows it, or opens it back up. Those are two separate layers, and mixing them up is the usual ...

    • Profile tags or custom fields?

      Plan required: profile tags are available from Vome Pro. Custom fields need Vome Enterprise or above. On Pro, tags are your only way to customize the database. Overview Two ways to record something about a person, and they are not interchangeable. ...

    • How do groups connect to profiles in my database?

      Plan required: the Groups module needs Vome Enterprise or above. Overview A group has no people of its own. Its members are profiles that already live in your database, and putting somebody in a group is a link, not a copy. That one sentence explains ...