How to store member profiles, IGNs and alt characters in Discord

To store member profiles, IGNs or alt characters in Discord, make one table with a row per member (IGN, rank, alts and a Discord member field) that members fill in with a slash command. Anyone can then look a profile up by member, IGN or alt name. CordBase, which we build, does this on the Free plan.

Guilds usually keep this in a pinned message, officer notes or a spreadsheet nobody opens, and "whose alt is Kaelmage?" gets asked in chat every week. This guide puts the list inside Discord. One caveat first: there is no sign-up form. Members run /profile add and pick the options to fill in.

What you'll end up with

• A /profile command with add, query, view, update and delete actions.
• A row per member: IGN, Discord member, rank, alts, role and notes.
• Lookups by member, by IGN or by alt name.
• Permissions for who can add, edit and delete profiles.

Step 1: Create the table

No ready-made template has IGN or alt columns. The closest is Member Directory, but its first text column is timezone, and that is the column the row picker searches. So build this one from scratch.

1. Sign in at cordbase.gg with Discord, pick your server, and add the bot when the dashboard asks.
2. Create a new table named "Profile". The command name fills in as profile.
3. Add the columns below, in this order. Save when done.

• IGN: Text, required. Put it first. The row option autocompletes on the first text column, so members find a profile by typing the IGN.
• Member: User, required. Members pick themselves from Discord's member picker.
• Rank: Select, with your own ranks as the options (for example Officer, Raider, Trial).
• Alts: Text. Pick one format and stick to it, such as Name (Class), Name (Class).
• Role: Select, with Tank, Healer and DPS or whatever your game uses.
• Notes: Text.

Order matters because query results show only the first four columns, and columns you add later go at the end. A column's key and type are locked once the table exists, but you can add columns and rename labels (see the tables docs).

Step 2: Set permissions

Permissions live on the table's Edit page, so open it after saving. Until a table has any role set, every member can run every action, including delete. Set roles like this:

• Give the role all members have (for example @Member, since @everyone can't be selected) write. Members can then add and update.
• Give your officer role admin, which adds delete.
• If you want only officers to enter data, give members read and officers write.

Once any role is set, members without one of the listed roles can't use the table at all. People with Discord's Administrator permission always have full access.

Be clear about what write means: it covers every row, not just a member's own. Anyone with write can edit anyone's profile, and nothing stops one member adding two profiles.

Step 3: Members add their profile

/profile add ign:Kaelith member:@Mara rank:Raider role:Healer alts:Kaelmage (Mage), Kaelstab (Rogue)

Discord asks for the required options first (IGN and Member), then members add any optional ones. Nothing walks them through the fields, so pin the exact command in a channel. To change a profile, start typing in the row option and pick it from the list:

/profile update row:Kaelith alts:Kaelmage (Mage), Kaelstab (Rogue), Kaeltank (Warrior)

Update replaces the whole value, so retype the full alts list with the new alt included. The Increment and Decrement modes exist only for number columns, and this table has none.

Step 4: Look people up

• /profile view row:Kaelith shows every column, plus who created the row and when it was last updated.
• /profile query member:@Mara finds the profile for a Discord member.
• /profile query alts:Kaelmage finds who owns an alt. Text filters match any row that contains the text, ignoring case.
• /profile query rank:Officer limit:25 lists up to 25 officers. Filters combine, so rank:Raider role:Healer works too.

Query lists the newest rows first, 10 by default and 25 at most. Replies are posted in the channel, so run lookups where others can see them.

Variation: one row per character

If you want each alt to carry its own class, level or gear, make the table one row per character instead: IGN, Member, Class and a Main yes/no column. Adding an alt is then a plain add, and /profile query member:@Mara limit:25 lists everything Mara plays. The cost is rows: a Free table holds 100, and alts use them up.

When something else fits better

A spreadsheet is better if you need sorting, formulas or bulk edits by officers. CordBase has no CSV import and no Google Sheets sync.

A forum channel with one post per member suits profiles with screenshots and long write-ups that people read rather than search. A table holds short text, not images.

If you want character data pulled from the game and kept current without anyone typing, use a tool that reads your guild roster from the game. CordBase never reads game data and has no API.

Limits worth knowing

• Free: 2 tables, 100 rows each. Pro ($8/month) raises that to unlimited tables and 10,000 rows per table and adds CSV/JSON export, saved views and bulk edits.
• Up to 25 columns per table. The table has no number column, so no leaderboard action exists. Add a Number column such as level if you want one.
• No sign-up forms or step-by-step prompts for members, and no check that an IGN is real or belongs to that member.
• Any member can run /delete-my-data to delete the rows they created through the bot, in every server.