When someone completes your portal, AdvantaCRM figures out whose profile the information belongs to and updates your book automatically. How it does that depends on which kind of link they used.
Personalized links: always applied
If the client used a personalized link (the kind you send from their profile), there's no guesswork — the submission is already tied to them, so their answers are applied straight to their profile.
Static links: matched to your book
If someone used your static (public) link, AdvantaCRM searches your book for a matching profile. The matching is typo-tolerant: it looks past small spelling mistakes and recognizes common nicknames (Bob/Robert, Liz/Elizabeth, and so on), so a slightly-off name still matches.
What makes a match confident is the other details lining up. A matching date of birth, phone number, or email turns a likely name match into a strong one. The more of those that agree, the surer AdvantaCRM is.
From there, one of three things happens:
Confident match → the submission is linked to that profile and the data is applied automatically.
No match → AdvantaCRM creates a brand-new profile from the submission, using the status you set on the portal (Active client or Prospect).
Unsure or conflicting → the submission is held for you to confirm in Manual reviews before anything is applied. See [Manual reviews].
Tip: Keeping a phone number and email on your existing clients' profiles dramatically improves match accuracy — those are the strongest signals AdvantaCRM has to work with.
What gets updated on the profile
When a submission is applied (a confident match, a personalized link, or a review you resolve), AdvantaCRM:
Updates name, date of birth (and the turning-65 date), phone, email, and mailing address.
Adds any doctors, medications, and pharmacies the client listed — existing entries are never deleted, only added to.
Creates a client-signed Scope of Appointment if the SOA step was completed.
Logs the activity on the client's timeline (e.g. "Client submitted information via Lead Intake").
Where to see results
Client Portals page — a submission count on each portal, plus any items awaiting review.
The client's profile → Notes & Activity — portal events (opened, steps completed, submitted) grouped together.
The profile's sections — submitted details merge into Contact, Health, Medicare, and SOA as applicable.
Email — a notification to the portal's notification address each time a submission comes in.