Individual details

You can view individual details in both the classic and modernized versions of Entities. This section helps you view and manage individual records across both experiences. In classic Entities, you can edit non-statutory information, record statutory changes using wizards, manage appointments, and track historical data. The modernized version provides a streamlined table with filters and tools that support efficient viewing and analysis of individual data. Learn more about how individual details work in each version.

Individual details in classic Entities

Users can make changes to an individual's record on the Individual Details page.

Use the Edit option to make non-statutory changes or to add further details about the individual. Use the Wizards or the wand icons to record statutory changes like a change of address.

Users can also complete the following from the individual's record:

• Record general details such as current address, occupation and so on
• Change the name, the address or the particulars of the individual and generate requires statutory forms
• Batch appoint the individual to or resign the individual from multiple companies
• View ownership information for the individual
• Record historical information such as past names and addresses
• Run reports
• And more

Record past names

Former names of individuals used professionally in the last 20 years must be included on certain UK statutory forms, such as the AP01 form.

To enter the previous names for an Individual:

1. Open the individual's record and select History > Names > New.

   The Past Name wizard opens.

2. Enter the previous name of the individual and enter the date the name ceased to be used.
3. Select Finish.

   The previous name is now listed in the Past Names section.

Record external appointments

Individuals may hold external appointments either in companies outside the group or in some instances, in companies that are recorded as other entities in the system. It is possible to record external appointment information from within the individual record.

To record an external appointment for an individual:

1. The External Appointments wizard opens.

   Open the individual's record and select Appointments > External Appointments > Wizards > New Appointment.

2. Use the wand icon to search for other entities if required. Select the unknown date button if dates are unavailable.

   Note

   If you select Ireland in Country, an extra option displays to indicate that the appointment is in an external company. For more information refer to Set up External Other Directorships.

   On the Appointment Details page, enter the details of the appointment. Select Next.

   Note

   Searching for and selecting an other entity populates the Company Name field with its name. A link is not created to the other entity. If the company name of the other entity were to change, the name would need to be manually updated in this field.

3. On the Appointed as page, select the position the individual is appointed to and select Finish to complete the appointment.

   The new external appointment is recorded in the individual's record.

Individual details in modernized Entities

The Individuals tab in the modernized Entities includes a streamlined table with filters and features to help you view and analyze individual data efficiently.

Individual information is organized into pages and tab:

• Individual's details This page has the following internal tabs:
  • Details View main details, primary addresses, accounting dates, and more.
  • Addresses View information about primary addresses.
• Appointments View companies where the individual is appointed to roles. For more information about the details available, refer to Appointments in modernized Entities.
• Data library View data libraries linked to the individual. For more information about the available details, refer to Data library in modernized Entities.

  Note

  Your access to the data library depends on your user role and permissions as configured in classic Entities. If you don’t see the page, your access to it may be restricted.

Accessing individual details

To access the modernized Entities app, see How do I access the modernized Entities app?.

1. In modernized Entities, select the Individuals tab.

2. From the table that appears, select a name whose details you want to view.

3. To review information about the individual, switch between the pages at the top to access different details.

4. On the Appointments and Data library pages, use the search and Columns options to filter and customize the view:

• Search Directly search for information about the individuals.

• Columns Using this option, you can customize the look of the table:

  • Show or hide columns by selecting or clearing them in the panel.

  • Find specific columns using the search field. You can also perform bulk actions on the table columns by selecting or clearing the checkbox next to the search field.

  • Reorder columns by selecting the    icon next to a column and dragging it to a new position in the list.

  • Select Columns again to hide the panel.

    Note

    The columns with an inactive checkbox are always displayed.

• On the Appointments page, select entries in the table to open a detailed view. You can also select the More icon next to the name to access the same information.

• On the Data library page, select the More icon and then select View details to open the data library in the classic view. The data library opens in a new tab.

On the details page of an entity, you can switch from the modernized Entities view to the classic version. To do this:

1. Select Manage in classic Entities.

2. (Optional) To skip the confirmation message and go directly to classic Entities the next time you switch, select Don’t show this message again.

3. In the Go to classic Entities dialog box, select Go.

You’ll be redirected to the login page of classic Entities, where you can view the entity’s details in the classic interface.