Resident Profile Reference Guide

Updated June 03, 2026 19:02
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The Resident profile is at the heart of almost everything you can do in ALIS. Use this page to update resident records and review insights into their clinical and billing statuses.

Access a Resident profile

There are multiple ways to efficiently access a resident's profile in ALIS: from the dashboard, from the All Residents page, reports, and almost anywhere else in ALIS that the resident's name is linked.

Dashboard Search Bar

Upon login to ALIS, an option for locating a resident's profile is to use the Search bar at the top of your screen.

Start typing the resident name in the search field. As soon as you begin typing, the below section will start to show related search results for the resident.
Click the resident name that appears to navigate directly to their profile.

All Residents Page

Another option is to begin on the All Residents page to find a resident's profile. This can be helpful if you do not remember the spelling of their name or perhaps only know their room number or photo.

The filters section at the top of this page allow you to narrow down the resident or residents.

Status: View All (any current residents), On Premise (only residents who are physically in the building), and Off Premise (only residents who are not currently in the building; also known as "On Leave") statuses.
Search: Search for someone by name (including nickname and first/last combinations), room, etc..
Room: Choose from any available room numbers in your community's floor plan to view residents assigned to the room selected.
Product Type: The type of residents you serve in your community, and the options found in this multiselect filter are configured and managed in Company Settings.
Classification (Optional): Customizable method for grouping residents (e.g., Medicaid participants). The options found in this multiselect filter are managed in Resident Settings.
Sort (Column Headers): Sort the list of residents alphabetically by resident name (already done by default), room number, or date of birth by clicking the up/down arrows.

Click either their name or the View Profile button on the right to go directly to the resident profile page.

Reports and linked names

You also can navigate to a resident profile by clicking the linked resident's name found in most reports and applicable pages throughout ALIS. Note that for pages that pertain to medications, their name most often will direct you to that resident's Manage Orders page rather than the profile.

Navigate the resident profile

On/Off Premise Status

Every resident profile has a status banner at the top that displays their current status. This status bar shows regardless of if their profile is an Applicant, Current Resident, On Leave or Off Premise, or Moved Out. You will have options to change the status if your security role contains access to manage residents.

Refer to the below guides for information on managing a resident's status:

CRM/Sales data

Resident profiles that started as a prospect in the ALIS CRM or within another integrated CRM software will contain a section at the top of the page displaying an overview of this sales data.

If the profile began as a Prospect in our CRM, there will be the ALIS butterfly logo in a section that details the prospect ID, most recent stage, and sales agent. You can quickly access more detailed sales information using the buttons to go to the prospect profile, the story included on that profile, and any notes made by the sales team.
If the resident profile started as an applicant sent by an outside sales CRM software, that CRM's logo will display in this section with similar information as described above.
It is also possible your resident's profile does not contain this section at all. If they were added using an import tool, or if you added them as an Applicant separate from using a sales CRM tool (such as ALIS Prospects), the resident's basic details will simply fill this area of the page.

Read these Guide to ALIS Prospects and Guide to Referral Sources articles for more information.

Resident photo and easy-access buttons

The top left of the profile always contains a space for a resident photo that can either be set by using the device's camera or uploading a saved image. Read this How to Upload Resident Photos article for more information about adding photos.

Below the photo are a variety of easy-access buttons to help you quickly gather important information, navigate to their Manage Orders page for their medications, add Incident Reports and Observation Notes, in addition to other functions.

Facesheet - Click this button to download a PDF of the ALIS-autogenerated Facesheet. Refer to these ALIS Facesheets and Facesheets Settings guides for more information.
Manage Orders - Click this button to navigate directly to this resident's Manage Orders page. Refer to this Manage Orders Reference Guide for more information.
Current MAR - Click this button to automatically download a PDF of this resident's current MAR.
Report Card - Click this button to create a customized packet of clinical documents from the resident's record. Refer to this Resident Report Card guide for more information.
Monitor Resident - Click this button to add a resident for monitoring. Refer to this Resident Monitoring Reference Guide for more information.
+ Incident / + Observation - Use these buttons to create initial incident reports or observation notes. Refer to these How do I complete an incident report? and Guide to Observations guides for more information.
Emergency Packet - Click this button to automatically download a PDF of the Emergency Packet, which contains a customizable set of documents for your community. Refer to this How to Generate a Resident Emergency Packet guide for more information.
Merge Resident Profile - Click this button only if there is a duplicate resident profile and you wish to merge both profiles' data into one. Refer to this Merge Duplicate Resident Profiles guide for more information.
Link to Prospect - Click this button to link a resident profile to an existing Prospect profile. This should be utilized if an applicant or resident profile was manually created separately from an already created Prospect profile rather than converting the prospect to a resident. Refer to this How to Convert Prospects to Residents guide for more information.
Mark as Unbilled

Resident Profile Snapshot

The top section displays a resident photo, key profile details, and any active events (e.g., leave status or active monitoring details). Most information shown here is populated from fields within the profile. Review the below 'Blue Bars Explained' section for more details.

This section may include:

Basic Details resident name and nickname, community, room, product type, classification, gender, date of birth, move-in dates, and notes. Update in the Basic Information and Move In & Community Information blue bars.
- If Residency Agreements are used, an alert appears here when one is missing. Read these Set up Residency Agreements and Residency Agreements Center Guide guides for more information.
Leave Information displays here only if the resident is currently off-premise, or "On Leave." Refer to this How to Set a Resident "On Leave" to learn how to set this resident status. Navigate to the Resident Leaves blue bar to update details for a current leave.
Evaluation Information includes the current evaluation status, dates of completion and expiration, and care level details. Read this How to Complete an Evaluation article for more information.
Resident Monitoring information shows here only if the resident has been scheduled for monitoring. If so, this section will display the monitoring dates and reasons for monitoring. For more information about this feature, read this Resident Monitoring guide.
Status Labels:
- Advance Directive label shows on the top left side of this section. This is a blue label that displays CPR or DNR, or N/A if no status is filled in. These advanced directive options can be customized in Resident Settings and selected in the Basic Information blue bar. It is very important to update this field as it displays in many places throughout ALIS.
- Oxygen label will display only if 'Oxygen' is selected in the Additional Devices menu within the Health Profile blue bar.
- Hospice and Home Health labels display if the resident has a contact with the Contact Type selected as 'Hospice' or 'Home Health'. This can be done in the Contacts blue bar.
- Monitor label displays if the resident is actively being monitored.
Medical Information shows a list of Diagnoses, Food and Medical Allergies, and links to any uploaded Vaccination Certificates. These details are managed in the Health Profile and Immunizations blue bars.
Contact Details displayed here can include a Primary Medical Contact, Primary Financially Responsible contact, Emergency Contact, and more. Read this Resident Contacts Reference Guide for more information.

Blue Bars Explained

When you click each blue bar throughout the profile, this expands a unique section for you to update the resident's records. Certain fields or sections not only populate the top of the resident profile but are also needed to populate the Facesheet. Refer to this ALIS Facesheets guide for more information.

Always remember to click the Update button at the bottom right of almost all sections to save any changes. Note that certain sections save changes automatically.

Many of these sections contain both required and optional fields. The following list describes the content of each blue bar:

Basic Information

Update all demographic details and notably the Advance Directive status.
The Notes field here will display information at the top of the resident profile, and you have the option to 'Show Notes on Facesheet' as well.

Move In & Community Information

Update the resident's move-in dates and their anticipated move out date.
There are some fields here that may not be applicable for everyone, such as "# of People in Household".
If your community uses Residency Agreements in ALIS, you can see the resident's agreement status here with links to View and Manage their agreement. Read this Residency Agreements Center Guide article for more information on this feature.
The Room Assignments section allows us to Assign Room or Change Room for the resident. These buttons take you to a page where you can view the floor plan and all current resident room assignments. To assign or change your resident's room, click a room number and select either Assign or Change buttons. Read more this How to Assign a Room guide for more information.
Below Room Assignments, you can elevate your community resource management by documenting Parking Spot, Storage Unit, and License Plate # information. For streamlined auditing, you can view these details at a glance when the Resident Roster report is exported to Excel.

Move Out Information

This section provides an additional button to move out the resident immediately if they have already moved out. On the right of this section, you can add an expected move out date and reason if you are anticipating a move out. Enter the dates information here will present a status bar at the top of the profile.
Residents are never automatically moved out based on expected move out dates. Once the person is moved out, it is necessary to click Move Out Resident either here or at the top of the profile.

Resident Stays

If the resident has moved out and moved back in, a detailed history will display here.

Product Type and Classification History

Changes to the resident's Product Type or Classification will display here. Edit History buttons will allow you to change any records here.

Resident Leaves

Records of the resident being Off Premise (also known as 'On Leave') will display here. These records can be edited or deleted using the icons to the right. Read this How to Set a Resident "On Leave" guide for more information.

Health Profile

It is recommended to add a full list of diagnoses as well as information to the Diet, Food Allergies, and Medical Allergies fields. With nothing added to these text fields, they will display "N/A" or "Information not filled in" in prominent locations such across ALIS.
If the resident has no special diet, add something like 'Regular'.
- You also have the ability to enable Standardized Diets in your Resident Settings which allows you to create a customized list of options to choose from in this section and maintain the Diet Notes field for individualized preferences. For assistance with customizing Standardized Diets, contact your Account Manager or our ALIS Customer Success Team.
If the resident has no allergies, add something like "No known allergies" or "NKA" to these fields.
The remaining sections of the Health Profile may be useful for you to update for your residents, but there may be some fields you do not use. Some examples you may choose to use are the Last Annual Physical date, Is Diabetic and/or Insulin use information, Wound Care notes, and whether Therapy Services are provided. All fields filled out in this section are included in the Health Profile report.
The Health Profile details fulfill the cover page of several ALIS-generated documents: the Resident Evaluation, Service Plan, Care Plan, MAR, and Physician Orders.

Insurance Information

Use the +Add New Insurance button to add all of the resident's insurance policies.
If there are multiple policies, use the Options button to 'Mark as Primary'.
The Insurance Report will allow you to filter and export these details for all of your residents.

Immunizations and Tests

Immunizations - Record all COVID-19, Shingles, RSV, Tdap, Influenza, and Pneumonia vaccine records here.
- You can add all COVID-19 vaccine records including boosters and additional doses. Read this COVID-19 Center Reference Guide article to learn about recording these details in bulk for your residents and staff.
- For Influenza and Pneumonia, you can record all vaccine doses and refusals.
- For any record added here, you can upload a file of the official certificate. If you upload COVID-19 vaccine certificates, they are made visible at the top of your resident's profile and accessible in the Emergency Packet when Immunizations records are included.

Tests - Record COVID-19 tests and TB tests in this section.
Quarantine - If you add a schedule in this section, the resident will display a Quarantine label at the top of their profile and throughout ALIS.

Contacts

Contacts - Manage your resident's personal contacts in this section, as well as any associated community contacts.
- Ideally residents have a minimum of four contacts: preferred hospital, preferred pharmacy, primary care provider, and at least one emergency contact. Read this Resident Contacts Reference Guide for more information.
Limited Staff Access - When expanded, this blue bar will show any staff or non-staff members (i.e., Home Health, Hospice, Pharmacy Tech, etc.) that have limited access to the resident's details in ALIS. These individuals show here when they've been provided a specific restricted access security role permission and associated to this resident.

Calendar Events

You can create events on the ALIS Calendar from here, and you will see any upcoming events associated with the resident in this section. Read this Calendar Event Types guide for more information.

Compliance Documents, Previously Applicable, and Miscellaneous Documents

Compliance Documents - Fill online and upload your resident's documents here. In order for selected items to appear in your resident's Emergency Packet, they must have the Completed status in this section. Read this Completing Compliance Items guide to learn more.
Previously Applicable - This section exists for any previously uploaded documents that no longer apply to this resident. For example, if a resident's Product Type has changed from IL to AL and certain compliance items only pertained to IL residents, then the IL-only documents would move from the Compliance Documents section to the Previously Applicable section.
Miscellaneous Documents - If you need a location to upload somewhat miscellaneous items, we recommend creating generic compliance "folders" or slots (i.e., 'Other Clinical Documents') in the main Compliance Documents section rather than using the Miscellaneous Documents. Any compliance items that are deleted from your Resident Settings will move to the Miscellaneous Documents section so that you still have access to previously uploaded documents.

Evaluations and Service Plans

This is one location in which you can Start New Evaluation for a resident. Read this How to Complete an Evaluation for more information.
You can continue an in-progress evaluation or service plan, and sign either type of document that has not been signed. You can also view records of historical Evaluations and Service Plans.

Care Plan

Published Care Plans determine the tasks to be recorded on the Care Tracking page and are solely managed on individual resident profiles. Read this How to Add or Review a Care Plan guide for more information.
Care Plans can be created as a result of completing an integrated Evaluation and Service Plan, or they can be created and managed manually without the use of that feature.

Incident Reports

Directly Related Incident Reports - Add and review any reports that were created for this resident. You can also print an Incident Report PDF document containing incident details and completed forms. Read this Guide to Incidents article for more information.
Indirectly Related Incident Reports - If the resident was added as an "Other Resident Involved" on the initial report created for another resident, that report will display here.

Observations

Add and read all resident Observation notes in this section. Read this Guide to Observations article for more information.

Billing

For information about the Billing section, refer to our billing guides for more details about the functionality of these blue bars: ALIS Helpdesk Billing Guides.

Audit History

This is a searchable log of all changes that have been made to a resident's profile. Like everything else on a resident's profile (and throughout ALIS) this is only available to staff who have security roles that give permission to view it.
If you are looking for specific information, you can search using the filters for dates, staff names in the Updated By filter, and type of information in the Type filter. You can also use the Notes field to search for key words. Once you have typed your search criteria here, click the magnifying glass to search.
The entire Audit History can be exported to Excel, and this may make it easier to search for information you are looking for.
At the bottom right of this section you can click the page numbers to see older information.

Profile navigation tools

There are many helpful tools to be aware of that can assist you with more seamless review of information and navigation between sections and other profiles.

There is a gray arrow on the right side of the page pointing to the left. When you click this arrow, it expands a small resident summary. This is particularly helpful if you have scrolled to the middle or bottom of the page and need a reminder of which resident you are updating. Click the X on the summary panel to close it.
- If you have Resident Checklist feature enabled, this panel will contain a checklist of items for resident profile completion. This feature is behind an entitlement and requires an ALIS Team to enable it. Contact your Account Manager or our ALIS Customer Success Team for assistance.
Once you start scrolling down the page, there appears a blue circle with a white arrow pointing up at the bottom right of the page. Click this to quickly navigate to the top of the page.
At the top of the page, you can easily navigate between resident profiles by clicking the left and right facing arrow buttons.

AI Insights

This feature is currently limited-release enablement only. For more information, please contact your Account Manager.

When enabled, the AI Insights panel appears just below the profile snapshot and gives a factual summary for family calls, care conferences, and shift handoffs.

Click Generate and the summary loads in three distinct sections:

Resident Story: move-in date, room, program, prior living situation, and the family/care contacts
Health highlights: list of allergies, diet, directives, and key diagnoses
Recent Activity: last ~90 days of clinical events, medication changes, and assessments.

Click the header to collapse or Regenerate for a fresh read. The summary is AI-generated, so verify before acting.

For more information, refer to this Generate AI Insights for Residents guide.

Related Articles:

For more assistance: 888.404.ALIS (2547) | support@go-alis.com

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