Difference between revisions of "System Setup Guide"

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This document is a walkthrough of the Administration menu, which contains almost all of the settings used to administer your whole Charitylog system. This is a long document, and at times it's quite involved, so don't panic if not everything makes sense straight away!
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[[File:helpheader_small.png|right]]
  
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If you haven't already done so, it is strongly recommended that administrators read the [[Introduction to Charitylog for Administrators]] and the [[Quick Start Guide for Administrators]] before this one.
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__TOC__
  
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=Accessing the Administration section=
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The system is designed to be customisable for each organisation that uses it.  Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created.  This guide will talk you through the various steps that are needed to get your system set-up.
  
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Clearly, to set up your system you are going to need access to the Administration menu. It is at the bottom of the main menu which appears in almost every Charitylog screen. If you can't see it, it is because you do not belong to a user group which is granted access. You need to contact one of your system administrators and request to be moved to one of the relevant [[User Groups]].
+
=Pre-Implementation Spreadsheet (not used for [[Modules| Members, local and single project system]]).=
 +
The pre-implementation spreadsheet is used to save time on the first day of setting up your system.  It contains pages to configure some of the basic dropdowns that you may use. If the dropdowns are not required then the options can be left blank. The lists that are created can be added to at a later date if required.  Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days. Below is an explanation of each page of the spreadsheet.
  
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==Our Details==
+
'''Introduction'''
 +
The Introduction sheet give you details on how to complete the forms.
  
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===Contact email address===
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'''Organisation Details'''
 +
Enter the details of your organisation.  The specified organisation name will be used to name your new system as well as will be used to generate log in details.
  
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This is the reply-to address that will appear on system generated emails. It's worth checking this before your system goes live; sometimes in pre-implementation it is set to the email address of the main contact in your organisation, which is often the chief executive. Leaving it set like this may lead to users sending out emails which appear to have come from your chief executive.
+
'''Ethnic Groups'''
 +
Ethnic groups are generally use for reporting outputs.  Populate a list based on what your organisation requires across all services.
  
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It's important to have something filled in this box, as without it, system generated emails will be send as if they have no sender, which often means they get diverted to spam folders. Note that the system won't check this email address for validity, so it's up to you to format it properly. Alternatively, you might like to use a "donotreply@" address.
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'''Age Groups'''
 +
Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.
  
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==Referral Audit==
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'''Religions'''
 +
If your organisations requires to support or report on religious groups then enter the name of each group you need.
  
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==Standard Document Setup==
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'''Sexual Orientation'''
 +
In addition to the gender field on the system there is the option to record a persons sexual orientation.
  
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Publication Setup
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'''Districts/Wards'''
 +
On the records is the option to place people/organisation into reporting areas.  This list is to populate those areas. Examples being boroughs, counties, areas and districts.
  
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Standard Letter Templates
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'''Disabilities'''
 +
This is used for specifying a persons disability/ailment and can be used in reporting.  An individual can have multiple.
  
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Standard Letter Types
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'''Marital Status'''
 +
If required populate with the marital statuses that you use.
  
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Upload Settings
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'''Relationships'''
 +
The system can link records together using relationships.  Personal relationships can include relationships with keyworkers like Social Workers etc.  When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.
  
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===Drop-Down Lists===
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'''Contact Methods'''
 +
This is for the physical contact methods that would be used, telephone, email, one to one etc.  This is also used for preferred method of contact and transportation options.
  
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====Accomodation Types====
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'''Staff and Users'''
 +
It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system.  You need to specify:
 +
* '''Volunteer, Staff or Trustee''' - This will create a record to attach to the user.
 +
* '''Surname and Forenames''' - This is used to populate a user record if require.  The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes.  If you have two people with the same names or first name and surname initial the same, the system will cater for this.
 +
* '''Is a system user''' - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
 +
* '''User Group Names''' - The system is setup with 4 groups to start which can be changed at a later date.  Do not rename the dropdown options or use something not in the drop down.  Make sure you have at least one administrator.
 +
* '''Email Address''' - Used for password recovery.
  
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====Age Ranges====
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'''Accommodation Types'''
 +
This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.
  
−
====Benefits====
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'''Living arrangements'''
 +
This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.
  
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====Categories of Need====
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'''Referral Sources'''
 +
Referral sources are 'How did you here about us' include things like Advert, website, web search etc.
  
−
====Client Personal Options====
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'''Service User Group'''
 +
Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person.  Please note that a service user can only go in one category.
  
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====Communication Methods====
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'''Status'''
 +
Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for.  Can also be used for High need, medium need and low need.
  
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====Contact Types====
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'''Termination Reasons'''
 +
Termination reason are used when removing a service user from a project, specifying why a service is no longer required.
  
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====Courses & Qualifications====
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'''Referral Outcomes'''
 +
These simple outcomes are case closure outcome like case closed successful claim.
  
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====Data Dictionary Fields====
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'''Organisations we signpost to'''
 +
Enter the names of organisations that you signpost to (and specify if you receive referrals from.  This will create an organisation record for each.  If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.
  
−
====Disabilities====
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'''Benefits'''
 +
You can add benefits and amounts if you assist your service uses in this area.
  
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====Districts====
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'''Gender'''
 +
Enter the genders that you work with, think about adding categories for gender re-assignment.
  
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====Ethnic Origins====
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'''Contact Types'''
 +
Contact types are used to distinguish direct and indirect done for a service user.
  
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====Funded Work Options====
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'''Main Language'''
 +
Used to specify the main spoken language of your service users.
  
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====IMCA Drop Down Lists====
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=Implementation meetings and training (additional service for [[Modules| Members, local and single project system]]).=
 +
Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward.  The implementation days are used to look at your organisation in details and set the system up accordingly.  You will be shown every step that is required and run through the options available.  This is an important step to getting set up and running and the full process will be planned by your designated consultant.
  
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====Living Arrangements====
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Full details of this will be sent via email.
  
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====Marital Status====
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=Set up and Administration Settings=
 +
Before the system can be used there are some steps that need to be taken.  In this section you will find guidance to what needs to be set up in relation to the core settings of the system.
  
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====Membership/Skills Groups====
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===Group Access (Not available on Local or Members systems)===
 +
It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system.  Before starting ensure that the System Administrator group has full access to all areas of the system.  For further details see [[Group Access]].
  
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====Organisation and People Categories====
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===System Details===
 +
System details allow you to enter your organisation details with a section to add a message for users as they log in.
  
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====Referral Sources====
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[[Organisation Details]]
  
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====Relationships====
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===Operational Rules (Not available on Local and Members systems)===
 +
This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system.  Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.
  
−
====Religions====
+
[[Operational Rules]]
  
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====Service User Groups====
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===3rd Party Software===
 +
Review the 3rd party software if you wish to use any of the optional systems.  If you wish to use the email options within the system it is highly recommended that you use your organisations own email server.  You may experience issues if you use our servers depending on the setup of your domain.  If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system.  If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking it as Junk Mail/Spam.  When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.
  
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====Sexual Orientations====
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===Records and settings (This feature is restricted on Local and Members systems)===
 +
Think about which record types you require, from Clients through to the organisations that you work with.  With each of the record types you also need to think about which fields to include on these records.  To customise the records see [[Customise Orgs & People]].
  
−
====Status====
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===Field setup===
 +
Once you have chosen which fields are going to be used you can the setup these fields.
  
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====Termination Reasons====
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[[Admin#Orgs_and_People_A-J| Dropdowns for records_A-J]]
  
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====Town Lookup Edit====
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[[Admin#Orgs_and_People_K-Z| Dropdowns for records K-Z]]
  
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====Transport Methods====
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===General Settings (Some features not Available on Local and Members systems)===
 +
Configure the following general settings:
  
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==Equipment==
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* [[Field Sets]] - A field Set is used to determine which fields are used by the various services in your organisation, these are made available to users via the projects.
 +
* [[GDPR Settings]] - General GDPR settings.
 +
* [[Consent Rule Text Entry]] - Setup for custom consent rules.
 +
* [[Bank Holiday Dates]] - Some reports can report on working days and require the dates to be populated.
 +
* [[Branch Groupings (Views)]] - '''Requires Branch Module''' - If on a branch system you can setup groups of branches.
 +
* [[Branches/Offices]] - '''Requires Branch Module''' - The main setup for the branches on the system.
 +
* [[Information Links Headings]] - Used for adding organisations to a directory of services.
 +
* [[Publications]] - Use if you need to report on what publications you give away.
 +
* [[Publication Categories]] - The types of publications that you have.
 +
* [[Publication Languages]] - The languages of your publications.
 +
* [[Supporting People Settings]] - Setting for the [[modules| Supporting People Module]]
 +
* [[Uploaded Document Categories|Uploaded Doc. Categories]] - Categories for the types of files you upload to records.
  
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==Equipment History==
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===Configuring your Services (Some features not Available on Local and Members systems)===
 +
Services are setup as projects in the system.  One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided.  When it comes to reporting the enquiries will be reported separately to the projects that offer a set service.
 +
Example
 +
You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.
  
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==Extended Orgs & People List==
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Set up the following:
  
−
==Information Links Headings==
+
* [[Project Funding Streams]] - This allows you to specify which funder would fund each contact made.
 +
* [[Classification Code Setup| Classification Codes]] - Reporting codes for contacts/work done.
 +
* [[Project Set Up]] - The projects for your services.
 +
* [[Project Subcategories]] - Subcategories for the projects
 +
* [[Referral Templates]] - Workflows for the projects.
 +
* [[Termination Reasons]] - Why people leave the service.
 +
* [[Signpost/External Referral Types]] - Sub categories for signposts and external referrals.
 +
* [[Referral Reasons]] - Why people are referred to you.
 +
* [[Referral Sources]] - How your clients/service users heard of you.
 +
* [[Contact Types]] - Direct and indirect categories for contacts.
 +
* [[Contact Methods]] - How you communicate with people.
  
−
==LSOA Areas and Wards==
+
===Users===
 +
The next step is to determine the security groups that you need for your users.  See [[Group Access]] for further details (Not available on Local, Members and Single Project systems).  Once you have configured your required groups you can the setup the users and put them in the groups and specify which projects they work in.  See [[Users]] for full details.
 +
Users
  
−
==Projects and Referral Entries==
+
===Adding extra fields (Additional option for Local and Members System)===
 +
From the fields that you have setup you may find that you require additional fields.  These fields can be added to the tabs that you have configured or at the base of the record.  The extension databases can be restricted by the [[Group Access]] groups setup.  For further details see [[Extension Database Setup]].
  
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Project Set Up
+
===Other (Additional features for Members system)===
−
 
+
From here you may wish to add Organisations and Referrers to the system, see:
−
Project Subcategories
+
* [[Organisations and People]]
−
 
+
* [[Organisations]]
−
Referral Templates
+
* [[Referrers]]
−
 
 
−
==Referral Reasons==
 
−
 
 
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==Staff Time Splits==
 
−
 
 
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=Security=
 
−
 
 
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==Age UK Codes==
 
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==Anonymise Clients==
 
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==Backup==
 
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==Customisable Tab Settings==
 
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==Delete Diary Entries==
 
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==Extension Databases==
 
−
 
 
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Extension Databases provide a way of adding to your Charitylog system, if you find that the standard setup doesn't quite do what you want. They can be used in all sorts of different ways - you can create them:
 
−
 
 
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* To appear on every Client Details screen (or indeed on any Details screen required)
 
−
* To appear on the Client Personal Details tab (so you can restrict view access to them if required)
 
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* To appear on a Club or Clinic Details screen
 
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* To appear after recording a contact - either once per chain of actions, or after every action in the chain
 
−
 
 
−
You can use them in the following ways:
 
−
 
 
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* Store extra data about organisations or people
 
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* Store extra data about clubs or clinics
 
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* Run reports on them using [[Extension Database Reports]]
 
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* Include them with other reports as part of the [[KPI Report Designer]]
 
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* and more!
 
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Extension Databases are a big subject, so full details of how to set them up and use them can be found here: [[Extension Databases]].
 
−
 
 
−
==External Referral Settings==
 
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==Help==
 
−
 
 
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==Input Field Rules==
 
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−
There is another place that Input Field Rules appear - in [[Operational Rules]]. There is a field which lets you set your system to apply the standard Input Field Rules to the [[Client Record]] itself. Use with caution, as it can slow/frustrate data entry, but if you want your users to be prompted frequently to preserve the data you store for clients, it's there if you need it!
 
−
 
 
−
 
 
−
[[File:a_system_ifr_1.png|border]]
 
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==Input Field Rules for anonymous contacts==
 
−
 
 
−
Recording anonymous contacts has a slightly different relationship to Input Field Rules - namely that recording of anonymous contacts will not function until you have set up some Input Field Rules to suit. To create some Input Field Rules, click the "Create Anon. Rules" link as shown:
 
−
 
 
−
 
 
−
[[File:A_rac_1.png|border]]
 
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'''Even if you don't enter a requirement for the "Name" field, it will appear on anonymous contacts anyway.''' Although it seems a bit silly to require a name from an anonymous contact, this field is important for two reasons:
 
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* Recording an anonymous contact doesn't just "lose" the person; rather, it does create a client on the system, and that client is named "Anonymous Client". Over time, a lot of anonymous contacts will create a lot of clients with the same name. This isn't ideal, but it does mean that if a client who was previously anonymous comes back to have some work done with your organisation, you at least have some chance of finding the relevant anonymous contacts and merging the client records. Creating a new client each time also means that your reports for "how many client contacts have we had" will have the correct numbers in.
 
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* This field, when used for Recording an Anonymous Contact, allows the end user to look up surnames on the system and check that the client is not, in fact, already on the system. This commonly happens when clients have involvement with one project more than others - they may not realise that everyone is using the same database.
 
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−
 
 
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[[File:rac_anon_1.png|border]]
 
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[[File:rac_anon_2.png|border]]
 
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==Insert Audit Report==
 
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==Integrated Add-on Software==
 
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eziTracker Settings
 
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Postcode Anywhere Settings
 
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Text Anywhere Settings
 
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==Make Assessment Forms==
 
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==Operational Rules==
 
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===Standard Letter setup===
 
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On the "Miscellaneous Rules" tab there are some options that relate to standard letters and emails:
 
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* '''Sending Emails: Review Emails Before Sending?''' If set to "Yes", users creating an email from a Details screen (Client Details etc) will be prompted with a final check of the content of the email before sending. IT can be quite useful to have this set to "Yes", as it isn't always easy for users to realise that the system is actually about to send an email on their behalf - often they're expecting a mailto link of some sort.
 
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* '''Email Footer (Company Information) Legal Text''' - this text, if entered, will appear at the bottom of system generated emails under a horizontal rule. It does not override the standard footer set up on that letter template, but appears in addition to it - the standard footer will be above the horizontal rule, and the legal text will be below.
 
−
 
 
−
==Changing Menu Order==
 
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Once you have finished working with Operational Rules, you may notice that there is an extra button across the bottom of the "Operational Rules" screen, "Save Details and go to Menu Order" - as shown:
 
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−
 
 
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[[File:A_system_menu_1.png|border]]
 
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The screen which follows allows you to change the order and structure of the main Charitylog menu, which all users see down the left hand side of the page. The most common reason to change the standard menu is to make your most frequently used options accessible, and to make using the system easier.
 
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After clicking the "Save Details and go to Menu Order" button, you will be taken to the "Menu Option Structure" screen.
 
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[[File:menu_option_structure.png|800px|border]]
 
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The columns show the following:
 
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* '''The first number''' is a number associated with that menu item
 
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* '''Option name''' - the name of the menu item
 
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* '''Standard Program Section''' - where to find the menu item in the default menu setup
 
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* '''Submenu Of Option Ref. Number''' - if this menu item is within a submenu, the number of that submenu heading will be shown here. The main menu itself is number 0, and any menu item with a 0 in this column is part of the main menu.
 
−
* '''Option Display Order In Section''' - the "weight" associated with that menu item. Items with the same weight will be ordered alphabetically.
 
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* '''Option Help Text''' - text entered here will become available as a pop-up help text box on the menu.
 
−
 
 
−
To demonstrate how to use all these, let's walk through the most common change to make to the menu structure; moving the "clients" link out of the "Organisations and People" submenu, and putting it at the top of the main menu.
 
−
 
 
−
This is how the menu looks as standard, with "Clients" located in the "Organisations and People" submenu:
 
−
 
 
−
 
 
−
[[File:A_system_menu_4.png|border]]
 
−
 
 
−
 
 
−
First we need to find the line associated with the "Organisations And People" submenu heading...
 
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−
 
 
−
[[File:A_system_menu_2.png|border]]
 
−
 
 
−
 
 
−
...and also the one associated with the "Clients" menu item:
 
−
 
 
−
 
 
−
[[File:A_system_menu_3.png|border]]
 
−
 
 
−
 
 
−
Notice that the "Organisations And People" submenu heading is in section 0, which is the main menu, and has the number 262.
 
−
 
 
−
The "Clients" link is in section 262 - '''that is, in the "Organisations and People" submenu'''.
 
−
 
 
−
We want to take the "Clients" link out of the "Organisations and People" submenu and put it at the top of the main menu. So all we need to do is to change the "Submenu Of Option Ref. Number" entry for "Clients" to 0...
 
−
 
 
−
 
 
−
[[File:A_system_menu_5.png|border]]
 
−
 
 
−
 
 
−
...and if we want it to always appear at the top of the main menu, we should change the "Option Display Order In Section" entry to 1 (giving the item a "weight" of 1, and making it rise to the top of the menu).
 
−
 
 
−
 
 
−
[[File:A_system_menu_6.png|border]]
 
−
 
 
−
 
 
−
Now scroll to the very bottom of the page and click "Save Menu Order and Continue"...
 
−
 
 
−
 
 
−
[[File:A_system_menu_7.png|border]]
 
−
 
 
−
 
 
−
...and you should now see that your new menu order has become active, with "Clients" being displayed at the top of the main menu.
 
−
 
 
−
 
 
−
[[File:A_system_menu_8.png|border]]
 
−
 
 
−
==Making a new menu grouping==
 
−
 
 
−
Another common alteration to the menu is to create a new submenu, to keep the most commonly used menu items together.
 
−
 
 
−
To demonstrate this, let's make a new submenu called "Common Options", and put "Clients" and "Record an Anonymous Contact" in it. At the very bottom of the "Menu Option Structures" screen is a button, "Add New Menu Grouping".
 
−
 
 
−
 
 
−
[[File:A_system_menu_9.png|border]]
 
−
 
 
−
 
 
−
Clicking this button will take you to a screen where all the standard submenus are displayed. You can now specify what the name of your new group is going to be, and whether it's going to belong in the main menu or within another submenu. We are going to head the new submenu "Common Options", and put it within the main menu.
 
−
 
 
−
 
 
−
[[File:A_system_menu_10.png|border]]
 
−
 
 
−
 
 
−
Once these are filled in, click "Add New Grouping".
 
−
 
 
−
You will be taken back to the "Menu Option Structure" screen, where your new grouping will be displayed. You can now move it, or put other menu items in it, as before. Here's the new "Common Options" submenu, with "Clients" and "Record an Anonymous Contact" in it.
 
−
 
 
−
 
 
−
[[File:A_system_menu_11.png|border]]
 
−
 
 
−
==Referral Closure Update==
 
−
 
 
−
==User Login History==
 
−
 
 
−
=User Settings=
 
−
 
 
−
==Group Access==
 
−
 
 
−
The Group Access screen allows administrators to control what each [[User Groups|User Group]] has access to throughout the Charitylog system. It is one of the most powerful tools that administrators have in running the system, and is covered in its own document here: [[Group Access]].
 
−
 
 
−
==Groups==
 
−
 
 
−
==Users==
 

Latest revision as of 14:50, 25 March 2024

Helpheader small.png

The system is designed to be customisable for each organisation that uses it. Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created. This guide will talk you through the various steps that are needed to get your system set-up.

Pre-Implementation Spreadsheet (not used for Members, local and single project system).

The pre-implementation spreadsheet is used to save time on the first day of setting up your system. It contains pages to configure some of the basic dropdowns that you may use. If the dropdowns are not required then the options can be left blank. The lists that are created can be added to at a later date if required. Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days. Below is an explanation of each page of the spreadsheet.

Introduction The Introduction sheet give you details on how to complete the forms.

Organisation Details Enter the details of your organisation. The specified organisation name will be used to name your new system as well as will be used to generate log in details.

Ethnic Groups Ethnic groups are generally use for reporting outputs. Populate a list based on what your organisation requires across all services.

Age Groups Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.

Religions If your organisations requires to support or report on religious groups then enter the name of each group you need.

Sexual Orientation In addition to the gender field on the system there is the option to record a persons sexual orientation.

Districts/Wards On the records is the option to place people/organisation into reporting areas. This list is to populate those areas. Examples being boroughs, counties, areas and districts.

Disabilities This is used for specifying a persons disability/ailment and can be used in reporting. An individual can have multiple.

Marital Status If required populate with the marital statuses that you use.

Relationships The system can link records together using relationships. Personal relationships can include relationships with keyworkers like Social Workers etc. When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.

Contact Methods This is for the physical contact methods that would be used, telephone, email, one to one etc. This is also used for preferred method of contact and transportation options.

Staff and Users It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system. You need to specify:

  • Volunteer, Staff or Trustee - This will create a record to attach to the user.
  • Surname and Forenames - This is used to populate a user record if require. The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes. If you have two people with the same names or first name and surname initial the same, the system will cater for this.
  • Is a system user - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
  • User Group Names - The system is setup with 4 groups to start which can be changed at a later date. Do not rename the dropdown options or use something not in the drop down. Make sure you have at least one administrator.
  • Email Address - Used for password recovery.

Accommodation Types This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.

Living arrangements This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.

Referral Sources Referral sources are 'How did you here about us' include things like Advert, website, web search etc.

Service User Group Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person. Please note that a service user can only go in one category.

Status Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for. Can also be used for High need, medium need and low need.

Termination Reasons Termination reason are used when removing a service user from a project, specifying why a service is no longer required.

Referral Outcomes These simple outcomes are case closure outcome like case closed successful claim.

Organisations we signpost to Enter the names of organisations that you signpost to (and specify if you receive referrals from. This will create an organisation record for each. If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.

Benefits You can add benefits and amounts if you assist your service uses in this area.

Gender Enter the genders that you work with, think about adding categories for gender re-assignment.

Contact Types Contact types are used to distinguish direct and indirect done for a service user.

Main Language Used to specify the main spoken language of your service users.

Implementation meetings and training (additional service for Members, local and single project system).

Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward. The implementation days are used to look at your organisation in details and set the system up accordingly. You will be shown every step that is required and run through the options available. This is an important step to getting set up and running and the full process will be planned by your designated consultant.

Full details of this will be sent via email.

Set up and Administration Settings

Before the system can be used there are some steps that need to be taken. In this section you will find guidance to what needs to be set up in relation to the core settings of the system.

Group Access (Not available on Local or Members systems)

It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system. Before starting ensure that the System Administrator group has full access to all areas of the system. For further details see Group Access.

System Details

System details allow you to enter your organisation details with a section to add a message for users as they log in.

Organisation Details

Operational Rules (Not available on Local and Members systems)

This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system. Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.

Operational Rules

3rd Party Software

Review the 3rd party software if you wish to use any of the optional systems. If you wish to use the email options within the system it is highly recommended that you use your organisations own email server. You may experience issues if you use our servers depending on the setup of your domain. If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system. If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking it as Junk Mail/Spam. When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.

Records and settings (This feature is restricted on Local and Members systems)

Think about which record types you require, from Clients through to the organisations that you work with. With each of the record types you also need to think about which fields to include on these records. To customise the records see Customise Orgs & People.

Field setup

Once you have chosen which fields are going to be used you can the setup these fields.

Dropdowns for records_A-J

Dropdowns for records K-Z

General Settings (Some features not Available on Local and Members systems)

Configure the following general settings:

Configuring your Services (Some features not Available on Local and Members systems)

Services are setup as projects in the system. One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided. When it comes to reporting the enquiries will be reported separately to the projects that offer a set service. Example 

You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.

Set up the following:

Users

The next step is to determine the security groups that you need for your users. See Group Access for further details (Not available on Local, Members and Single Project systems). Once you have configured your required groups you can the setup the users and put them in the groups and specify which projects they work in. See Users for full details. Users

Adding extra fields (Additional option for Local and Members System)

From the fields that you have setup you may find that you require additional fields. These fields can be added to the tabs that you have configured or at the base of the record. The extension databases can be restricted by the Group Access groups setup. For further details see Extension Database Setup.

Other (Additional features for Members system)

From here you may wish to add Organisations and Referrers to the system, see:

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