Customise Orgs & People

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Contents


Introdutcion

The system uses core records for organisation and people. This section of the system allows you to configure which record types are available and how they are configured. This screen is is split up into two areas:

  • Active Records
  • Inactive records

For each record type you are able to:

  • Rename - Rename the singular and plural name of the record type.
  • View/Edit Tabs - Manage which tabs are used, the display order and the ability of renaming the tabs.
  • View/Edit Fileds - Allows the specification of whuch fileds are udes and on which tabs they are displayed.
  • Minimum Data Set (currently available for Clients/Dependants only) - Allows you to specify rules to be used when fields are forced:
    • On creating a new record for all users.
    • On creating a record based on a users security group.
    • On recording a contact for a new client based on the project.

You can also use the minumum datasets to display an alternate field name to the users.

  • View/Edit Links - Used to specify which links are displayed at the base of a record.
  • Activate/Deactivate - Allows the record to be activated or deactivated.

CustomiseOrgs.PNG

Record Types and Restrictions

It is important that you consider some of the features that are built into some of the record types if you are renaming them.

Client, Carer and Dependant records

This is the main record type primarily used for the main service user that your organisation supports. This record type has hard coded features (features that cannot be changed) that link to other records.

  • Used for Client and Carer relationships (non carer system)
  • Used for Clint and dependant relationships (carer system)

Funders record

These record types are used for the following hard coded features:

  • Populates the funders list for project setup (Funding Tab)
  • Used for cost centres in the Invoicing Module
  • Used for usual volunteer on the Projects tab of records.

Next of Kin

Next of Kin records are automatically populated by the NOK and Contacts blue link at the bottom of records it is active on. It is not recommended to use this record type for any other purpose.

Organisations record

This record type has the following hard coded features:

  • Signposting
  • External referrals
  • Associated Professionals

Referrers record

This record type has for the following hard coded features:

  • Referrers list on referrals
  • Main Referrer field
  • Secondary Referrer field
  • External referrals
  • Associated Professionals
  • Associated GP's and Surgeries
  • Standard Letter templates, send to 3rd party

Staff and Volunteers Records

These record types are used for the following hard coded features:

  • Populate the Usual support worker field
  • Used for Staff Volunteer Job cards
  • Used for usual volunteer on the Projects tab of records

Roster Worker Records

This record type has for the following hard coded features:

  • Required for the Roster Plans and Jobs
  • Used for the Call Round Mobile App

Supplier Records

This record type is hard coded with the following feature:

  • Auto populated from the 'Is this a supplier? field

Other Record Types

The following record types have no hard coded features and can be used/renamed without affecting other areas of the system.

  • Trustees
  • Advertisers
  • Donors
  • Others
  • User-defined 10s
  • User-defined 11s
  • User-defined 12s
  • User-defined 13s
  • User-defined 1s
  • User-defined 2s
  • User-defined 3s
  • User-defined 4s
  • User-defined 5s
  • User-defined 6s
  • User-defined 7s
  • User-defined 8s
  • User-defined 9s

Additional Tabs for Records

Each record type will have a selection of built in tabs. It may be required to have additional tabs available for your record types. With the tabs that you create you can either move existing fields to that tab (see 'Edit Fields' below) or create bespoke fields using an Extension Databases to create bespoke fields.

Creating a New (bespoke) Tab

To create a new Tab:

  • Click on the 'Create a Tab... link towards the top of the page.
  • Type the name of the new Tab.
  • Click the 'Go' button to create the tab or click 'Cancel' to abort.

Deleting a bespoke Tab

Tabs that are created using the steps above can also be deleted, any fields that are on a Tab being deleted will simply be hidden and no data will be lost. Please note that built in Tabs cannot be deleted, only hidden (see 'Editing Tabs' below). To delete a bespoke tab:

  • Click on the 'Delete a Tab... link.
  • Click on the box next to the Tab to be deleted.
  • Click on the 'Delete selected' button to delete the Tab or 'Cancel' to abort.
  • On the prompt click OK to delete the Tab or 'Cancel' to abort.

Rename (Renaming a record type)

Records can be renamed to use more suitable terminology for the users or change what they are used for, keeping in mind the restrictions mentioned above in the Record Types Restrictions section. To rename a record click on the appropriate rename button:

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  • Complete the 'Organisation type name (single) box - this will be the singular terminology like Client or Service User
  • Complete Organisation type name (plural) box' - this will be the plural terminology like clients or service users
  • Organisation or person related - Specify if the records in this type are going to be primarily people or organisations. This will specify some of the functionality of that record type, which links and fields are available.
  • Click the 'Save Details' button to save the changes.

Edit Tabs

This allows you to select which tabs are used, what order they appear and what they are called.

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There are two columns:

  • Active Tabs - This lists the tabs currently activated for the record type
  • 'Not used - This lists the tabs that are currently not used or displayed on the record type.

Below is how to make changes:

  • Add a tab - click on the + symbol on the tab you wish to add on the Not Used List, this will move it to the bottom of the Active list. Alternatively you can drag and drop to the required location on the Active list.
  • Remove a tab - Click on the x symbol on the tab you wish to remove from the Active list, this will move it to the bottom of the Not Used list. Alternatively you can drag and drop from the Active list.
  • Moving a tab - Simply drag and drop the tab to the required location.
  • Rename a tab - Double click on a tab to rename, enter the require label and press the enter key on your keyboard.

Click on the 'Save Details' to submit the changes.

Edit Fields

This allows you to select which fields are used on the record type, which tab they appear on and what order the field is displayed on that tab. It also allows you to specify how they interact with search pages.

You will find the following columns available to edit per field:

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  • Show on screen - This column specifies which tab the field is displayed on or if the field is hidden. If you hide an existing field the data in that field will not be lost. Select the Show/hide all fields to select/deselect all fields. After choosing which fields you require and on which tabs they are displayed on it is worth clicking the 'Save Details' button on the bottom of the page. Saving the details will move the required fields into sections based on each tab.
  • Display Order On Screen? - Display order specifies what order the fields are displayed on the selected tab. It is recommended the tabs have a running display order (in tens) as this is shared with the System Search columns.
  • System Search
    • Search Fields - The fields selected will be added as searchable fields on the record type's search page. The display of the fields are based on the display order of the fields.
    • Results fields - The fields selected will be displayed on the record type's search results page. The display of the columns are based on the display order of the fields.
  • Pending Ref/External Search
    • Search Field - Allows you to specify if this field is used to search for the record in the Incoming Referrals/Web Forms Centre.
    • [+Default]? - You can select one Search Field that the Incoming Referrals/Web Forms Centre uses as a default for an initial search.
    • Externally Searchable? - Used with specific 3rd party applications, specifies which fields are available.

Click on 'Save Details' to submit the changes and stay on this page or 'Save and Close' to submit the changes and return to the previous screen. Please see below the list of available fields:

Field List

Below you will find the list of fields that are available to configure. The order of these fields are based on a client record on a new system.

First Section - General Details Tab

  • Charitylog ID Number - Auto populated when a record is created.
  • Name - An individuals surname or an organisations name, depending on the record type.
  • Forename(s) - A person first and middle names
  • Initials - Auto populated from the forenames field
  • Title - The persons title, Mr, Master, Miss, Mrs, Ms, Dr, Rev etc.
  • Salutation - Auto populated using the 'Title' and 'Name' fields.
  • Address line 1 - House number/Name and Street
  • Address line 2 - Flat/Block or Apartment #
  • Address line 3 - Village/Locality
  • Address line 4 (Town) - Town
  • Address line 5 (County) - County
  • Postcode - - Postcode
  • Postal District - District (Often used for Local Authority Areas). Generally used for reporting on work done in these areas.
  • Preferred Method of Communication - How this person/organisation would normally be contacted.
  • Main Telephone No. - Main telephone number to contact the person/organisation.
  • Mobile Telephone No. - Mobile Phone number.
  • Emergency Telephone No. - Emergency contact number, recommended you put who's number this is in brackets - example 01234 567890 (Mother).
  • Email Address (Main) - The main Email address.
  • Notes / General Description - Used for basic notes, used to explain details about telephone numbers or other things about the person/organisation. Not to be used for case/referral notes.
  • Consent Given - If this person has given consent to be recorded, this has been superseded by Consent Rules
  • Active - This determines if this record is available to the normal searches. If a record is inactive it is not destroyed and can easily be made active again.

Second Section - Personal Details Tab

  • Gender - The legal gender of an individual.
  • Date of Birth - This field displays day, month and year of birth.
  • Age Range - Auto calculated using the date of birth.
  • Marital Status - A person marital status.
  • Sexual Orientation - A person sexual orientation/preference
  • Ethnic Group - An ethnic group, or an ethnicity, is a category of people who identify with each other based on similarities such as common ancestry, language, history, society, culture or nation.
  • Religious Group - An individuals personal religious beliefs.
  • Victim of Crime - Is this person currently a victim of crime generally used in relation to the Domestic Violence, Crime and Victims Act 2004
  • Employed? - The employment status of an individual.
  • Blue Badge Holder? - Does this person have a blue badge (The Blue Badge scheme helps you park closer to your destination if you’re disabled).
  • GP Surgery - A persons GP Surgery, this is populated using the field 'Is this a GP Surgery?' used on an organisations record type.
  • GP Name - A person GP (Doctor), this is populated using the field 'Is this a GP (Doctor)?' used on a professionals record.
  • Accounts Code - This is used by the invoice module and often is the accounts code from an accounts program.
  • Status - On a carer system this is used for the types of carers, other organisations may use this to say an individuals status.
  • NI Number - A persons National Insurance number.
  • NHS Number - A person National Health Service (NHS) Number.
  • Social Services ID No. - A persons reference number with the local authorities social services. This is often called a different name depending on the local authority.
  • Living Arrangements - An individuals living arrangements - Lives alone, with partner/spouse etc.
  • People in Household - A fixed field to record the number of people living in a household.
  • Accommodation Type - The type of accommodation a person is living in - House (Private), House (Social Housing), Care Home etc.
  • Any Disabilities? - Does this person have any disabilities. This field can be set manually or is automatically updated when a main disability is recorded.
  • Registered Disabled? - Is this person registered on a local authorities voluntary system or used for Registered Blind.
  • Main Disability - A a persons primary disability, this will auto populate the 'Any Disabilities?' if you disable this feature it is also recommended that you change the Operational_Rules#Require_main_disability_for_people_with_disabilities.3F to disable the requirement of main disability.
  • General Category of Need - This is used to classify a persons need level. A person can only be in one category at a time.
  • Deceased? - Specifies if the person has died and will activate termination process.

Third Section - Risk Assessment Tab

  • Risk Assessment - This is a text box that allows risk assessment information to be recorded. When populated it the tab label will change to '***Risk Assessment***' and a warning symbol will be displayed on search pages and the Action List.
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Introduction to Records and Record Types

The system uses Records Types to enable you to work with different types of people and organisations. Each record type can be configured as required:

  • Renamed - Each record can be renamed as required.
  • Tabs - Pages on the record to contain fields.
  • Fields - Each tab can be configured to display required fields.
  • Blue Links - Facilities and tools at the bottom of the record.
  • Additional Record Types - Bespoke record types can be added.

To make any of the changes listed above please see Customise Orgs & People for full details and restrictions.

In addition to the record customisation you can restrict users from records using Group Access and limit what fields are displayed using Field Sets on Project Set Up.

Searching for a record

On the menu go to the Contact Management Menu Tab and underneath Orgs & People select the record type you wish to search. You will then be taken to either the search page or the A-Z directory (results page) (this is configured in Operation Rules).

The Search page is displays the fields that are specified in Customise Orgs & People, Edit fields.

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At the top of the search panel you will find a 'Jump to [Record type name]' field, simply type the persons/organisations ID number in the box and click the Flash Icon to be taken to the record.

If you do not know the ID number for a record you can use the search fields. A combination of fields can be use together, however the search will only display records that match all of the criteria specified. You can use parts of works, post codes and numbers to perform a search as long as they are found in the entered format and order (Example TA1 will find TA1 1AA, T1 will not find TA1 1AA). In addition to the fields displayed you will find:

  • Anonymised Records - Specify whether to include anonymous records (recorded via Record a Contact (Anonymous) or Anonymised using Cleanse or Anonymise Records).
  • Active - Whether to include records set to active/inactive or both.
  • Type of Professional - This is only visible when searching for a Professional Record type, if this field is on a record search that is not professionals then it has been renamed. You can specify to search for GP's, Non GP's or all.

Click on the 'Search Now' button to perform the search.

OP searchresults.PNG

At the top of the search results the system will display the number of results found versus the total number of matches.

  • # of Results - The number of matches found in that record type matching the specified search criteria.
  • # of total record matches - The number of matches across all record types as well as inactive records on the system. You may be displayed a 'Search All' button which will allow you to view the total records (this requires access to Extend Orgs/People search in Group Access).

To access a record simply click on the 'View' button or if displayed the name.

Creating A Record

A record can be create after a search has been performed, you can only create the record type for the search selected.

Create New

Create new will create a new record without the need of creating a referral/case immediately. This option is ideal if you wish to set up additional items like Next of Kins or relationships.

Record A Contact for a new client

This option is only available for the client record type. When creating the new record you will be displayed a list of fields specified by the Client minimum data set, the you will continue to the Record a Contact to create the referral/case and contact information.

Record Overview

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The Tabs

Each record will have the specified tabs which will contain the fields set up for the record type. The tabs and fields can be edited in Customise Orgs & People

General Details

The general details tab is generally used for Names and contact information. Below is a list of example filed that are commonly used on this tab.

  • Name - An individuals surname or an organisations name, depending on the record type.
  • Forename(s) - A person first and middle names
  • Initials - Auto populated from the forenames field
  • Title - The persons title, Mr, Master, Miss, Mrs, Ms, Dr, Rev etc.
  • Salutation - Auto populated using the 'Title' and 'Name' fields.
  • Address line 1 - House number/Name and Street
  • Address line 2 - Flat/Block or Apartment #
  • Address line 3 - Village/Locality
  • Address line 4 (Town) - Town
  • Address line 5 (County) - County
  • Postcode - - Postcode
  • Postal District - District (Often used for Local Authority Areas). Generally used for reporting on work done in these areas.
  • Preferred Method of Communication - How this person/organisation would normally be contacted.
  • Main Telephone No. - Main telephone number to contact the person/organisation.
  • Mobile Telephone No. - Mobile Phone number.
  • Emergency Telephone No. - Emergency contact number, recommended you put who's number this is in brackets - example 01234 567890 (Mother).
  • Email Address (Main) - The main Email address.
  • Notes / General Description - Used for basic notes, used to explain details about telephone numbers or other things about the person/organisation. Not to be used for case/referral notes.
  • Consent Given - If this person has given consent to be recorded, this has been superseded by Consent Rules
  • Active - This determines if this record is available to the normal searches. If a record is inactive it is not destroyed and can easily be made active again.

In addition to the built in fields bespoke fields can be added via Extension Databases.

Personal Details

This tab normally contains more sensitive information about a person. Fields commonly used are:

  • Gender - The legal gender of an individual.
  • Date of Birth - This field displays day, month and year of birth.
  • Age Range - Auto calculated using the date of birth.
  • Marital Status - A person marital status.
  • Sexual Orientation - A person sexual orientation/preference
  • Ethnic Group - An ethnic group, or an ethnicity, is a category of people who identify with each other based on similarities such as common ancestry, language, history, society, culture or nation.
  • Religious Group - An individuals personal religious beliefs.
  • Victim of Crime - Is this person currently a victim of crime generally used in relation to the Domestic Violence, Crime and Victims Act 2004
  • Employed? - The employment status of an individual.
  • Blue Badge Holder? - Does this person have a blue badge (The Blue Badge scheme helps you park closer to your destination if you’re disabled).
  • GP Surgery - A persons GP Surgery, this is populated using the field 'Is this a GP Surgery?' used on an organisations record type.
  • GP Name - A person GP (Doctor), this is populated using the field 'Is this a GP (Doctor)?' used on a professionals record.
  • Accounts Code - This is used by the invoice module and often is the accounts code from an accounts program.
  • Status - On a carer system this is used for the types of carers, other organisations may use this to say an individuals status.
  • NI Number - A persons National Insurance number.
  • NHS Number - A person National Health Service (NHS) Number.
  • Social Services ID No. - A persons reference number with the local authorities social services. This is often called a different name depending on the local authority.
  • Living Arrangements - An individuals living arrangements - Lives alone, with partner/spouse etc.
  • People in Household - A fixed field to record the number of people living in a household.
  • Accommodation Type - The type of accommodation a person is living in - House (Private), House (Social Housing), Care Home etc.
  • Any Disabilities? - Does this person have any disabilities. This field can be set manually or is automatically updated when a main disability is recorded.
  • Registered Disabled? - Is this person registered on a local authorities voluntary system or used for Registered Blind.
  • Main Disability - A a persons primary disability, this will auto populate the 'Any Disabilities?' if you disable this feature it is also recommended that you change the Operational_Rules#Require_main_disability_for_people_with_disabilities.3F to disable the requirement of main disability.
  • General Category of Need - This is used to classify a persons need level. A person can only be in one category at a time.
  • Deceased? - Specifies if the person has died and will activate termination process.

In addition to the built in fields bespoke fields can be added via Extension Databases.

Work Details

Work details is normally used on the following record types:

  • Staff
  • Volunteers
  • Professionals

Commonly the following fields would be used:

  • Job Title - A person job title.
  • Department - A persons department that they work in.
  • Person/Organisation Category - A way of categorising organisation and professionals. Example: If you add several Social Services teams on the system they could all be categorised as 'Social Services' which can then be reported on by category.
  • Induction Date - A workers/volunteers induction date.
  • ID Badge Number - A person ID badge number.
  • References Taken? - Used for personnel records.
  • PAYE Reference - A persons Pay As You Earn tax reference service.
  • DBS/PVG Checked? - Disclosure Barring Service (England or Wales) or Protecting Vulnerable Groups (Scotland) check has been carried out.
  • DBS/PVG Certificate Number - DBS/PVG Certificate Number.
  • DBS/PVG Issued Date? - The date that a DBS/PVG certificate was issued.
  • DBS/PVG Expiry Date? - Expiry date as determined by your organisations own policies.

In addition to the built in fields bespoke fields can be added via Extension Databases.

Carer/Dependant

Risk Assessment

This tab contains information about a persons risk assessment.

  • Risk Assessment - This is a text box that allows risk assessment information to be recorded. When populated it the tab label will change to '***Risk Assessment***' and a warning symbol will be displayed on search pages and the Action List.

In addition to the built in fields bespoke fields can be added via Extension Databases.

Bespoke Tabs

These can be created and labelled as required, you can move fields from other tabs via Customise Orgs & People or add bespoke fields in Extension Databases

GDPR

History

Summary

Projects

Roster Worker

Unavailabilities

Matching Criteria

Branch DDetails

The Record Header

Messages

All Org/People Types

All Relationships

Print Record

Merge Record

Record A Contact/New Referral

The Record Footer

Extension Databases

Blue Links

Benefits & Income

An area to manage the benefits and income that a person has.

Client Assignments

Displays the clients/service users assigned to a roster worker.

Club & Clinic Attendances

- Allows the display of Club & Clinic Attendances in e specified time period.

Club & Clinic Membership

Link to manage the memberships for Clubs & Clinics

Contact & Consent Rules

Optional link if the GDPR tab is not required/wanted.

Courses

Section to specify which courses the person/organisation has attended.

Disabilities

Used for adding multiple disabilities.

Emergency Card

Section to add a Carers Emergency Card number.

Equipment

Section to allocate equipment.

EziTracker™ Details

Deprecated Feature

Funder Details

Used for the [[Modules| Funded Work Module] on funder records.

Groups & Skills

A way of putting people/organisations into groups or with skills.

Invoices

Displays invoices that a person/organisation has received.

Job Cards (Roster)

Displays the Roster Job cards assigned to a service user (not for use on a Roster Worker unless they are a receiver of a project/service)

Job Cards (Vols)

Displays Job Cards assigned to the Volunteer/Staff member.

Job Cards (Assigned)

Displays Job Cards that the service user (client) has assigned to them.

NoK & Contacts

A section to add Next of Kin and Key Contacts details.

Private Notes

Access to the private note section.

Pro-Referrer User

Used to specify user details to a referrer that logs into the system.

Qualifications

An area to record which qualifications the person/organisation has.

Reported Disabilities

Similar to disabilities, this area records ===Reported === disabilities. This is used only if y

Supporting People

A section to record information use with the Supporting People Scheme.

Letters & Communication

A section that displays letters/email and text messages sent to a person/organisation with the option to send letters and email.

Uploaded Docs

A section to upload electronic documents to the record.

Audit Record

Displays the audit record for the record the user is on.


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Minimum Data Sets

Minimum Data Sets allow you to specify the data that should be captured about a client. There are separate sets for identifiable clients and for anonymous clients (the latter is only used for the Record a Contact (Anonymous) feature). For identifiable clients, you can set up three types of Minimum Data Set:

  • Organisation-wide Rules (which apply to all users)
  • Project Rules (which only apply when the Record a Contact (for a new client) button is used; there is a separate Minimum Data Set for each Project)
  • Group Rules (which are applied to data entered by any user in a particular user group)

These Minimum Data Sets can be applied at three different points:

  • When using the Record a Contact (for a new client) button
  • When saving a client record (i.e. applies to creating new clients with the "Create New" button, and also to re-saving existing client records)
  • When making a New Referral for an Existing Client (i.e. the rules will be applied when a referral is made for a client already on the system, but you will be able to view and edit the client record itself without having the Minimum Data Set applied)
The options as displayed on the Minimum Data Sets page


Finally, there are four options for each field in Minimum Data Sets:

  • Not Required - No Rules (essentially, ignore the field)
  • Show on entry screen (But allow to be left empty (only applies to the Record a Contact (for a new client) feature, where the Minimum Data Set defines what fields appear. On the Client Record itself, this option is irrelevant, because the fields that appear are defined on the Customise Orgs & People page)
  • Warning - Warn if not filled in (this will make the field appear in yellow, and if a user tries to save the field with no data in it, they will be shown a popup warning prompting them to fill it in, but ultimately they will be allowed to leave it blank)
  • Forced - Must be filled in (this will make the field appear in red, and users will not be allowed to save the field with no data in it. This means that any page that uses that field cannot be saved without that field being filled in)

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Rules are always applied cumulatively

With so many options available, Minimum Data Sets can be confusing to set up. The key point is that Minimum Data Sets are always added to one another. You cannot set up a minimum data set that excuses someone from rules that apply from another set. For example, if you're creating a new client using the Record a Contact (for a new client) feature, there might be three Minimum Data Sets that apply:

  • The Organisation-Wide Rules which always apply for all users
  • The Project Rules for whichever Project you're creating the Referral in
  • The Group Rules for your own user group

In this scenario, if any field is required by any of the Minimum Data Sets, you will need to fill it in. If the "Surname" field is set to "Forced" in the Organisation-Wide Rules, then you must fill it in, regardless of whether it is required or not by the other sets of rules.

The most stringent rule from all Minimum Data Sets will be the one that's applied. If a field is set to "Warning" in one set of fields and "Forced" in another, it will be forced.


Setting up the Minimum Data Sets

Whichever set of rules you are configuring, the format is the same: if the rules don't already exist, there will be a "Create Rules" link. If the rules do already exist, there will be an "Edit Rules" link, and also a "Delete Rules" link if you want to delete them completely and start again.

In the screenshot, the organisation-wide rules have already been created, so there is an "Edit" link and a "Delete" link.

Cl MDS 4.png


Clicking on the "Edit" link will take you to the configuration page. Each of the standard fields is listed, with the options in the column to the right.

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Columns on the page are:

  • Standard Field Name
  • Field Entry Requirement - choose the appropriate option
  • Alternate Field Name - if you wish, you can rename the field here, so the terminology suits your organisation.. This alternate name will be used on the Details Screen for that Type and also on the search screen, but only for the Type in question. At the moment the feature is only available for Clients, so renaming fields is only possible for Clients. When the feature is expanded to other Types then this feature will become available for them too. Note that the field may not be renamed on reporting outputs - the standard field name will be used there. It would be advised not to rename the following fields, as they have functionality within the system;
    • Initials
    • Salutation
    • Post Code
    • Preferred Method of Communication
    • All phone numbers
    • Website and email addresses
    • Is This a Carer, GP etc
    • Include on Info Links
    • Main and Second referrer
    • DOB and Age Range
    • Status
    • Service User Group
    • Social Services ID
    • People in Household
    • Any Disabilities
    • GP Surgery and GP
    • School Year Offset
  • Notes - this column usually shows some information about what the standard field was originally intended for.


Filter through Fields

There is a "Filter through Fields" function at the top, which you can use to find the field you want if there are a lot of standard fields in use (in which case the page will get quite long) - just type in the box and the page will filter as you type.

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Rules for Anonymous Contacts

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The rules for Anonymous Contacts are set up in the same way as any other rules. The only difference is that the settings you choose will only affect the appearance and behaviour of the Record a Contact (Anonymous) page.

When the page is used, information about the anonymous person is collected on the same screen as the information about the Contact. The rules for Anonymous Contacts define which fields appear. You need to have some rules set up to use the feature, even if they are minimal - a good starting point would be to display the "name" field, so the setting would be as shown.

Cl MDS 8.png


Wait - a name on an anonymous contact?

This does seem a bit counterintuitive, but all Organisations/People in the system must have a name, even if they're anonymous. Anonymous clients are still saved in the system as clients, but their name defaults to "Anonymous Client" - this will already be in the "Name" box when the user opens the Record a Contact (Anonymous) page.

Cl MDS 9.png


People created using the Record a Contact (Anonymous) feature have a background "flag" that marks them as anonymous. This is how they are excluded from certain features (like Data Extraction) if required.


Other information on Anonymous Contacts

Even if the client wishes to remain anonymous, you can still collect some data about them. For example, people will usually be happy to give their postal district and/or postcode, and you will be able to run reports with this information.

Setting the Anonymous rules like this (plus the Name)...

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...will display like this on the Record a Contact (Anonymous) page:

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View/Edit Links

At the bottom of the records there are links to show additional details about the person/organisation. You can specify which links are available to each record type.

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The following links can be selected:

  • Benefits & Income - An area to manage the benefits and income that a person has.
  • Client Assignments - Displays the clients/service users assigned to a roster worker.
  • Club & Clinic Attendances - - Allows the display of Club & Clinic Attendances in e specified time period.
  • Club & Clinic Membership - Link to manage the memberships for Clubs & Clinics
  • Contact & Consent Rules - Optional link if the GDPR tab is not required/wanted.
  • Courses - Section to specify which courses the person/organisation has attended.
  • Disabilities - Used for adding multiple disabilities.
  • Emergency Card - Section to add a Carers Emergency Card number.
  • Equipment - Section to allocate equipment.
  • EziTracker™ Details - Deprecated Feature
  • Funder Details - Used for the [[Modules| Funded Work Module] on funder records.
  • Groups & Skills - A way of putting people/organisations into groups or with skills.
  • Invoices - Displays invoices that a person/organisation has received.
  • Job Cards (Roster) - Displays the Roster Job cards assigned to a service user (not for use on a Roster Worker unless they are a receiver of a project/service)
  • Job Cards (Vols) - Displays Job Cards assigned to the Volunteer/Staff member.
  • Job Cards (Assigned) - Displays Job Cards that the service user (client) has assigned to them.
  • NoK & Contacts - A section to add Next of Kin and Key Contacts details.
  • Private Notes - Access to the private note section.
  • Pro-Referrer User - Used to specify user details to a referrer that logs into the system.
  • Qualifications - An area to record which qualifications the person/organisation has.
  • Reported Disabilities - Similar to disabilities, this area records Reported disabilities. This is used only if y
  • Supporting People - A section to record information use with the Supporting People Scheme.
  • Letters & Communication - A section that displays letters/email and text messages sent to a person/organisation with the option to send letters and email.
  • Uploaded Docs - A section to upload electronic documents to the record.
  • Audit Record - Displays the audit record for the record the user is on.

Activate/Deactivate

Activated records can be used in the system and de-activated records are hidden. When making a record active you will need to update Group Access to allow the groups to use the record type. Making a record type inactive will not lose the records, they will simply not be displayed any longer.

  • Click Deactivate to turn off a record type.
  • Click Activate to activate a record type.

The record type will me moved to the appropriate section.



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