Editing a child or guardian

This page explains the Edit Profile form. Use it to correct a name, gender or date of birth, add to a child’s medical history, update a guardian’s contact details, and manage which guardians are linked to a child. Anyone who can open a profile can edit it: global admins can edit every record; site admins and health workers can edit the children and guardians they can see in the directory. A record outside your scope shows “not found”, just as it would when viewing.

Opening the edit form

1. Open the child’s or guardian’s profile.
2. Click Edit Profile.

The form heading is Edit Profile, followed by Participant ID and UPC. The UPC cannot be changed. While loading you see Loading profile…; if loading fails, Try Again.

Child Details

Field	Rules
Full Name	Required.
Gender	Required. Male, Female or Other.
DOB (English / AD)	Required. A date picker. Cannot be later than today.
DOB (Nepali / BS)	Type as YYYY-MM-DD, for example 2080-02-15. Optional, because it always mirrors the AD date.
Medical History	Tick boxes and an optional new log entry (below).

Entering the date in BS or AD

The two date boxes are linked. Fill in whichever one you know:

• Pick a date in DOB (English / AD) and the BS box fills in.
• Type a full date in DOB (Nepali / BS) and the AD box fills in a moment after you stop typing.

SBDMS stores the AD date. The BS box is there because many families and paper records use the Nepali calendar. A half-typed BS date is ignored until it is complete, so the AD date is never wiped mid-typing.

Medical history

The tick boxes are: Myopic, Malnourished, Under Medication, Allergies, Recent Surgery, Autism and Other. Labels appear in English, Nepali or both depending on the language toggle in the top bar. Tick or untick as needed; leave all boxes empty to mean “no known history”.

Ticking Other opens a box called New medical history entry. Write the condition, medication or allergy in plain words. When you click Save Changes, the text is saved as a dated entry with your name. Past entries appear under Past medical-history entries, newest first, each showing when it was added and by whom. Entries can never be edited or deleted, so the history stays trustworthy. To correct one, add another entry.

Sensitive information

Medical history is visible to every staff member who can see the child and appears in exports. Write only what matters for Prashan.

Guardian Details

When you edit a guardian, the first panel is Guardian Details:

Field	Rules
Full Name	Required.
Phone 1	Required. Ten digits starting with 9, for example 9841234567.
Phone 2	Optional. Same format if given.
Email	Optional.
Region, District, Local Level (Palika)	Choose in order; each list depends on the one above.
Ward No, Tole	Free text.
Address (Detailed)	Optional free text.

If a location list fails to load, the guardian’s saved region, district and palika are kept as they were rather than being wiped. Picking a new value still replaces the old one.

Below the fields, Registered Children lists the guardian’s children (name, UPC, date of birth, status and a Primary badge) for reference. Links are managed from the child’s form, not here.

Linked Guardians (child form only)

Under Child Details the Linked Guardians panel lists every guardian of this child. Each card shows the guardian’s name (a link to their profile), their UPC, and their relation and phone. On the right:

• A Primary button (black) on the primary guardian, or a Set Primary button on the others.
• An Unlink button on every guardian except the primary.

If no guardian is linked, the panel says No guardians linked yet. Use “Link Guardian” above to add one.

These changes save immediately

Linking, unlinking, adding a guardian and setting the primary happen the moment you confirm them. They do not wait for Save Changes, and Cancel does not undo them.

Linking an existing guardian

Use this when the guardian is already in SBDMS, for example because an older sibling is registered. Never create a second record for the same person.

1. Click Link Guardian. The Link a Guardian window opens.
2. Type at least two characters of the guardian’s name, phone or UPC into Search by name, phone, or UPC…. Results appear as you type. Guardians already linked to this child are left out, and you only see guardians within your scope.
3. On the right result, choose the relation in Pick relation…: Father, Mother, Grandfather, Grandmother, Uncle, Aunt or Other. Link stays greyed out until you choose one.
4. Click Link. The window closes and the guardian appears in the list as a non-primary guardian.

If nothing matches, the window says No guardians match “…” and offers + Add as New Guardian.

Adding a new guardian

Use this when the guardian has never been registered.

1. In the Link a Guardian window click + Add New (or + Add as New Guardian). The Add New Guardian window opens.
2. Fill in Full Name, Phone (ten digits starting with 9) and Relation with child. All three are required. A new UPC is created automatically.
3. Click Save & Link.

If another guardian already has that phone number, an amber panel lists them. Two parents often share one phone, so this is a warning, not a block. You can either click Link existing next to the right person, or click Save anyway & Link to create the new guardian regardless. If a guardian with the same name and the same phone already exists, the panel turns red, the button reads Duplicate — blocked, and you must link the existing record instead.

The new guardian is linked as a non-primary guardian. Use Set Primary if they should be the main contact.

Unlinking a guardian

1. Click Unlink on the guardian’s card.
2. Confirm Are you sure you want to unlink this guardian?

The link is removed. The guardian’s own record is kept, along with their links to any other children. The primary guardian cannot be unlinked: first make another guardian primary, then unlink.

Setting the primary guardian

Click Set Primary on a guardian’s card. That guardian becomes primary at once and the previous primary becomes an ordinary linked guardian. There is always exactly one primary. No confirmation is asked because nothing is lost.

The primary guardian is the contact shown first on reports and offered by default as the accompanying guardian on the Prashan-day page.

Saving and cancelling

• Save Changes checks the form first. A guardian’s phone must be ten digits starting with 9; a child’s date of birth cannot be in the future. If the child is already verified, a box asks This participant is already verified. Modifying their profile requires care. Proceed? — click to confirm. On success you see Profile updated successfully! and return to the profile.
• Cancel returns to the profile without saving the fields. There is no “unsaved changes” warning, and the browser Back button behaves the same way, so save before you leave.

If saving fails you see Failed to update profile. Please try again. Check your connection and click Save Changes again. If the profile saved but the new medical-history entry did not, a separate message tells you so; open the form again and re-add the entry.

What is recorded in the audit log

Every change made from this form is written to the audit log with your username, role, the time, and the record’s values before and after:

• Saving a child’s details or a guardian’s details.
• Adding a medical-history entry.
• Creating a new guardian.
• Linking or unlinking a guardian.
• Changing the primary guardian.

Viewing a profile or searching is not logged. SuperAdmins and GeneralAdmins can read the log under Admin → Audit Log; it is the place to recover a value you overwrote by mistake.