Difference between revisions of "Vickys preview"

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[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]
  
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[[File:Menu_CCG.PNG]]
  
[[File:cl_COP_1.png]]
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__TOC__
 +
 
 +
=Introduction=
 +
Clubs, Clinics & Groups are membership based activities where you can record attendances for people, this can be on a regular basis or even for one off events.  There are various steps that nee to be taken to use this [[Modules| Module]]:
 +
 
 +
'''Set up'''
 +
 
 +
[[File:CCG_Setup_diag.PNG|400px]]
 +
 
 +
'''Managing Members'''
 +
 
 +
[[File:CCG_members_diag.PNG|400px]]
 +
 
 +
'''Managing Occurrences (sessions)'''
 +
 
 +
[[File:CCG_occur_diag.PNG|400px]]
 +
 
 +
=Set-up=
 +
 
 +
{{#ev:youtube|ApRNKIfL4gQ|790}}
 +
 
 +
On the page you will find:
 +
* List of current Clubs/Clinic/Groups (with summary details).
 +
* Use Wizard (See [[Clubs, Clinics & Groups#CCG Multi Wizard| CCG Multi Wizard]]).
 +
* Filter - Use this to find an existing Club/Clinic/Group.
 +
* Re-list including no active clubs/clinics/groups, click to display clubs/clinics/groups that have previously been set to inactive (on the [[Clubs, Clinics & Groups#General Details Tab|General Details Tab]]).
 +
 
 +
 
 +
To change the set-up of an existing group click on the name or click the 'Enter New Clinic' button to create a new one.  Complete/edit the following tabs:
 +
* General Details
 +
* Occurrence Details
 +
* Attendance Details
 +
 
 +
 
 +
==The Record Footer==
 +
On the record footer you will find the following options:
 +
 
 +
[[File:Club_footer.PNG]]
 +
 
 +
===Staff and Volunteer Involvement===
 +
This feature allows you to add Staff and Volunteers to a list to show that they work at this Club/Clinic/Group.  Simply type a persons surname in the left box and select the required person from the drop down list.  Type in the amount of time in the right hand box.  Please note this feature has no further use other than displaying here.  Click the 'Save Details' button to return to the record.
 +
 
 +
[[File:CCG_involve.PNG]]
 +
 
 +
===Uploaded Doc===
 +
This allows you to attach documents to the record.  See [[Uploaded Documents]] for further details.
 +
 
 +
===Extension Databases===
 +
 
 +
[[File:Club_complete_extdb.PNG]]
 +
 
 +
Extension Databases allow you to create bespoke fields to capture additional data, it maybe for things like facilities at a venue.  See [[Extension Database Setup]] for details how to create these.  If the button is burgundy then it contains no data, green means data has been recorded. The number in the brackets identifies how many records have been created.
 +
 
 +
[[File:Club_extdb_entry.PNG]]
 +
 
 +
===Save Buttons===
 +
 
 +
You will find two save buttons:
 +
* '''Save Details''' - This will save any changes made to the General, Occurrence and Attendance Details tabs and stay on the record.
 +
* '''Save and Close''' - This will save any changes made to the General, Occurrence and Attendance Details tabs and return to the list of Clubs, Clinics and Groups.
 +
===Launch Wizard===
 +
The Launch wizard button will run the [[Clubs,_Clinics_%26_Groups#The_Session_Wizard| Session Wizard]] with the option of choosing a date for the session.
 +
 
 +
===Launch Calendar===
 +
The 'Launch Calendar' button will display a two week calendar, the staring point will be the Monday of the current week.  You will be display the expected attendees in a block or by appointment depending on the setup.  Green indicates that this session has been run and completed and orange is sessions that are awaiting completion.  If you wish to look at a different date period then please use the [[Club_and_Clinic_Calendars| main calendar]].
 +
 
 +
[[File:Club_calendar.PNG]]
 +
 
 +
==General Details Tab==
 +
 
 +
The General Details tab holds basic information about a club or clinic.
 +
 
 +
Fields available are:
 +
 
 +
[[File:Club_general_details.png]]
 +
 
 +
* '''Club/Clinic Name''' - This is the displayed name of the Club/Clinic/Group. This is a mandatory field.
 +
* '''Address Block''' - The first line of the address is used for the location of the group when using the [[Clubs, Clinics & Groups#CCG_Multi_Wizard| Multi Wizard]] on the main list.
 +
* '''Project''' – the Project that this club/clinic is associated with, this will the be available to add members to the event via [[Record A Contact]] as well as reporting on the project.  This is a mandatory field.
 +
* '''Accounts Code''' - This is the accounts code for the event when using the [[Modules| Invoicing Module]].
 +
* '''Notes''' – General Notes about the event, directions etc.
 +
* '''Telephone number''' – The main contact number for the venue or person running the events.
 +
* '''Cancellation telephone number''' – a number for people to ring to cancel an appointment.
 +
* '''Fax number, email address''' – details for the meeting.
 +
* '''Usual staff/volunteer''' – If appropriate, the person who runs the events.
 +
* '''Still Active?''' – Whether this club/clinic/group is active.
 +
* '''Date of Termination''' – If the events stop then specify the termination date and the Club/Clinic/Group will not be displayed on the main list.
 +
 
 +
==Occurrences Tab==
 +
 
 +
[[File:CCG_occtab.PNG]]
 +
 
 +
The Occurrence Details tab defines how the events are run and how appointments are managed
 +
 
 +
* '''Day Event Usually Occurs''' - Select the day that the sessions are held on.  If there is no set day and this changes each week/month then leave as 'Not Applicable'.
 +
* '''Interval Between Events''' - Select if the sessions are daily, weekly, monthly or a yearly.
 +
* '''Week of month Event Usually Occurs''' - If you select a specific day (Day Event Usually Occurs) and set the 'Interval Between Events' to months you can also specify:
 +
** '''First 'Day' of the month
 +
** '''Second 'Day' of the month
 +
** '''Third 'Day' of the month
 +
** '''Fourth 'Day' of the month
 +
** '''Last 'Day' of the month
 +
* '''Month Event Usually Occurs''' - When you specify the interval is years and have a specific date you need to specify which month each year the session is held.
 +
* '''Week of month Event Usually Occurs''' - When you specify the interval is years and have a specific date you need to specify:
 +
** '''First 'Day' of the month
 +
** '''Second 'Day' of the month
 +
** '''Third 'Day' of the month
 +
** '''Fourth 'Day' of the month
 +
** '''Last 'Day' of the month
 +
* '''Number of Days/Weeks/Years Between Occurrences''' - Specify if the sessions has a gap between the next event, so if 2 is specified then this would run every other day/week/month/year. If the session is daily/weekly/monthly/yearly then you need to specify 1.
 +
* '''Bring Forward Client Appointments?''' - If you use gaps in attendances and a person misses a session they will be added to the next that is created and confirmed (does not update occurrences that are already set-up).  If you the next session is full then this will replace a person that is due to come with the person that missed the appointment.
 +
* '''Gap Between Client Attendance''' - You can specify that people do not come to every session, if set to 1 then they would be expected every other session.
 +
* '''Maximum Number of Members''' - The maximum number of members restrict the number of members that can be added vi [[Record A Contact]].
 +
* '''Maximum number of attendees''' - This is a maximum number of people that can attend each session (occurrence).  This is used when no appointment time is used.
 +
* '''Number of Concurrent Appointments Allowed - How many appointments are available at the same time.  If it is a drop-in/group session then leave as 1.
 +
* '''Save Completed Attendances into Client History?''' - When set to yes this will appear in the client history, and can count as a contact.
 +
* '''Contact Method to use in History for Attendances''' - Specifies which contact method is used (the [[Contact Methods| contact method]] specifies if it is reportable]].
 +
* '''Save Completed Non-Attendances Into Client History?''' - Specify if you wish the client history to display when the person does not attend.
 +
* '''Contact Method to use in History for Non-attendances''' - Select the contact method to use for the history.  It is recommended that the [[Contact Methods| contact method]] is set-up as a cancellation and is not reportable.
 +
* '''Start Time''' - The opening time of the venue for the start of the session.
 +
* '''End Time''' - The closing time of the venue at the end of the session.  For appointments this would be the time at the end of the last session.
 +
* '''How long for each appointment?''' - This is the length of an appointment.  If you have a buffer time this need to be included in the appointment length.  If it is a drop-in/group session then leave as 0.
 +
* '''Record how long the client spends there?''' - In some circumstances you may wish to record how long a person spends at a session.  This is not used for appointments.
 +
* '''Allow Entry Of Anonymous Attendees?''' - If you allow guests this will allow entry of the number of anonymous males and females.
 +
* '''Allow Entry Of Notes In Completion?''' - Allows notes to be added when completing a session.
 +
* '''Allow Entry of Non-Attendance Reasons?''' - If a person does not turn up it allows you to select the [[Non-Attendance Reasons| the reason for not attending]].
 +
* '''Hide Payment Column/Donation Column In Non-Wizard Attendance Entry?''' - If there is no charges for the session then hide the column.
 +
* '''Hide Donation Column in Attendance Entry?''' - If you don't need to record donations at the sessions then set to no.
 +
* '''Record All Cancellations (Time Of Cancellation And Reason)?''' - If you need to record a cancellation (removing a person from a confirmed session) then select yes.
 +
* '''Past Membership List Display (days) - 0 displays all''' - Specify the number of past members to view on the Past Members tab.
 +
 
 +
===Creating Breaks (Lunch etc)===
 +
 
 +
If you have appointments you can specify break periods throughout the session.  Each break requires a new entry on the club/clinic/group.  Existing breaks will be displayed at the bottom of the tab.  Before creating breaks click the 'Save Details' button.  To edit an existing break click on the number of sessions or click the 'Create New Break' button to add one.  Complete/edit the following:
 +
 
 +
[[File:CCD_5.png|border]]
 +
 
 +
* '''Number of appointments before break''' - The number of appointments from the '''start''' time of the session until the break (this excludes earlier breaks.
 +
* '''Description of break''' - What is displayed on the register for the break.
 +
* '''Length of break''' - How long in minutes the break is.
 +
* '''Active Break''' - If the break is to be used.
 +
 
 +
Example breaks:
 +
The appointments start at 9am and are 30 minutes long, last appointment at 4:30pm.  A 15 minute coffee break is taken at 10:30am, lunch at 12:15pm (30 minutes) and a second coffee break at 2:15pm (30 minutes).
 +
 
 +
Breaks set up as following:
 +
 
 +
[[File:CCG_breaks.PNG]]
 +
 
 +
The appointment register would then look like this:
 +
 
 +
[[File:CCD_6.png]]
 +
 
 +
==Attendance Details tab==
 +
 
 +
[[File:CCDAD_1.png|border]]
 +
 
 +
The Attendance Details tab includes costs, treatments or activities or the multiple people for appointments.
 +
 
 +
===Attendance Fee===
 +
 
 +
The first option is to specify the charge for attending the session, this is for people paying on the day.  If there is no charge leave at 0.00.  If you have the [[Modules| Invoice Module]] client paying on invoice would have a rate set on their membership record.  See the [[Clubs, Clinics & Groups#Member_Details_tab| Members Tab]]
 +
 
 +
[[File:CCG_attcharge.PNG]]
 +
 
 +
===Treatments and Activities===
 +
 
 +
You can add Treatments/activities/items to purchase/ or multiple advisors to be available, these are set-up in [[Treatments And Activities]]. If you have Treatments and Activities set up then you will have a section to select the following:
 +
* '''Activities Available or Requirements of Membership''' - Specifies the option required; lunch, nail clippers, Advisor (further below is some examples).
 +
* '''Charge to Client £.p''' - If an additional charge is to be made for the item.
 +
* '''Is Payment Necessary?'''
 +
** '''No Payment Necessary''' - Used when no charge is being made.
 +
** '''Payment due at each attendance''' - If selected on the register a charge is added to the payment amount.
 +
** '''One off payment''' - Used for thing that the client would be as a one off, item like clippers.
 +
* '''Show As A Tickable Option on the Confirm & Completion Screens?'''
 +
** '''Do not show as tickable option''' - This will hide the option and no payment will be added.
 +
** '''Show as tickable option''' - Allows the item to be selected and charge made if necessary, not used for one off items.
 +
** '''Show as tickable until tick''' - Used for one off items.  If a person has already purchased the item then all future sessions will show this as a date and no further charge is made.
 +
* '''Exclusive or No-Exclusive
 +
** '''Exclusive''' - This will limit the item to the max number of client column.  If you had two advisors available for appointments then this would be set to exclusive.
 +
** '''Non-Exclusive''' - If each person attending could have this item then it would be set to Non-Exclusive, used for items like Lunch.
 +
* '''Max Number of people who can attend''' - Used for exclusive items.
 +
 
 +
====Example 1====
 +
 
 +
You have 4 over night beds that can be booked in a respite centre, at a fee of £20.00.  The image below would be how to set up the beds as well as an option for breakfast.
 +
 
 +
[[File:CCG_attexampl1.PNG]]
 +
 
 +
====Example 2====
 +
You run an advice clinic and have two advisors, each one can be booked for an appointment.  There is no charge for this service.
 +
 
 +
[[File:CCG_attexampl2.PNG]]
 +
 
 +
====Example 3====
 +
You have a podiatry clinic with two podiatrists, the cost of each appointment is £3.50 and each person must by a Foot Care Kit.
 +
 
 +
[[File:CCG_attexampl3.PNG]]
 +
 
 +
====Example 4====
 +
You have a drop-in group that has no charges or options
 +
 
 +
[[File:CCG_attexampl4.PNG]]
 +
 
 +
====Example 5====
 +
You have a Day Centre where clients can have different services throughout the day.  The cost to attend is £35 and each option is charge if taken by the person.
 +
 
 +
[[File:CCG_attexampl5.PNG]]
 +
 
 +
===Text to print at the bottom of each attendance card===
 +
 
 +
Adding text the [[Text Editor]] will be displayed at the bottom of the appointment card printout available on the future meetings tab.
 +
 
 +
[[File:CCDAD_3.png|border]]
 +
 
 +
 
 +
Example Appointment Card:
 +
 
 +
[[File:CC_85.png|border]]
 +
 
 +
=Managing Members=
 +
This section will display the details on how to manage members of a group:
 +
* '''Adding new members'''
 +
* '''Current Members (Members Tab)'''
 +
* '''People on the waiting list (Waiting List Tab)'''
 +
* '''Previous Members (Past Members Tab)'''
 +
{{#ev:youtube|PnkiJVWlA8A|790}}
 +
 
 +
 
 +
==Adding a new member via Record A Contact==
 +
Whether it is a new referral/case or an update/extra info on a referral/case there will be an options box on the [[Record A Contact]] screen.
 +
 
 +
[[File:CCG_racaddmemb.PNG]]
 +
 
 +
Simply clicking on the 'Add to Club/Group/Clinic Membership' link to display the list of available groups.  Click on tick box to the group you wish to add the person to.  If the group is full (maximum number of members) you will be displayed the following message:
 +
 
 +
[[File:CCG_full.PNG]]
 +
 
 +
At this point you would click okay and select the waiting list option instead.
 +
 
 +
When you Save the Contact this will add the person as a member (or to the waiting list).  You can edit the membership from the Groups member tab or using the [[Club and Clinic Membership]] blue link at the bottom of their record.
 +
 
 +
==Adding a new member via the Record's Blue Link==
 +
'''Although this is a quick method it does reduce functionality of the system. You will not be able to report on Contacts linked to the attendance and other major reports.'''
 +
 
 +
On the persons record you need to click on the Blue Link for [[Club and Clinic Membership]].  On that screen locate the group you wish to add the person to.  If they are on the waiting list click on the 'Update' link otherwise click 'add'.
 +
 
 +
On the screen you will find the following options:
 +
 
 +
[[File:CCG_Membercard.PNG]]
 +
 
 +
* '''Referral Date''' - This will be blank and cannot be edited.  For referral based membership use Record A Contact method above.
 +
* '''Date Membership Started''' - Specify the membership start date, the person can not attend session prior to this date.
 +
* '''Date Membership Ended''' - Specify (if known) the membership end date, the person cannot attend sessions after this date.
 +
* '''Membership Status?''' - Select Member (or waiting list for the waiting list)
 +
* '''Date Put On Waiting List''' - Enter the date placed in waiting list (if appropriate).
 +
* '''Date Removed From Waiting List''' - Enter the date they came off the waiting list (if appropriate).
 +
* '''Organisation Referred By''' - You can select the referrer if needed.
 +
* '''Person Who Referred''' - You can select a referring professional if needed.
 +
* '''Referral Id''' - No Referral and cannot be changed.  For referral based membership use Record A Contact method above.
 +
* '''Last Attendance Date''' - This will say No Previous Appointments
 +
* '''Next Attendance Due''' - This will say No Future Appointments
 +
* '''Missed Last Attendance? & Total missed''' - You can add missed appointments to the membership by selecting yes and entering the amount.
 +
* '''Membership Criteria Met?''' - If you have a criteria (not managed on the system) you can say if this has been met.
 +
* '''Usual Transport Method''' - If the client requires transport to the group then select which transport they will use.  This will add this person to the [[Clubs, Clinics & Groups#Print Transport Lists| Transport List]].
 +
* '''Charge Rate''' - If you are using the [[Modules| Invoicing Module]] and the person is to be invoiced select the appropriate rate for attending.
 +
* '''Treatment charge rates''' - If you are using the [[Modules| Invoicing Module]] and the person has a rate selected then any treatments/activities with a rate setup will be selectable.  If you then specify the person has taken this option when attending this will be added to the invoice.
 +
* '''Member's Membership Notes ''' - Additional notes which can be copied from the person 'Notes/General Description' file on their record, by clicking the Copy icon to the right.
 +
 
 +
==Member Details tab==
 +
 
 +
The Member Details tab shows all the people that are Members of this club/clinic.  Members can be added in two ways:
 +
* '''Via the [[Record A Contact]] - This is the normal method which will allow updates to the persons history tab to display attendances.  As well this will enable reporting via the KPI reports
 +
* '''Via Blue Link''' - Although this is a quick method it does reduce functionality of the system.  You will not be able to report on Contacts linked to the attendance and other major reports.
 +
 
 +
You will be displayed a list of current members.
 +
 
 +
[[File:CCG_members.PNG]]
 +
 
 +
* '''Warning Triangle''' - This indicates that there is a Risk recorded on the members main record.
 +
* '''Name''' - The members name, click to go to the record.
 +
* '''Membership Card Icon''' - Link to edit the [[Membership Details]]
 +
* '''Coin Stack Icon''' - If you have the [[Modules| Invoice Module]] and a rate has been added to the membership card this icon is displayed to indicate that the member will be invoiced for attendances.
 +
* '''Calendar icon''' - Displays the Calendar for this group.
 +
* '''Telephone number''' - The members main number.
 +
* '''Email address''' - The members email address.
 +
* '''Date of Birth''' - The members data of birth.
 +
* '''Referral Date''' - The date the member was referred (if blank then they have been added via the record Blue Link).
 +
* '''Start date''' - Displays the membership start date.
 +
* '''Transport Method''' - If specified displays the transport method.
 +
 
 +
==Waiting List tab==
 +
 
 +
The Waiting List tab shows people on the Waiting List for this club/clinic.  Please see the above section [[Clubs, Clinics & Groups#Member_Details_tab| Member Details Tab]] on how to added people to the waiting list.
 +
 
 +
[[File:CCD_10.png|border]]
 +
 
 +
* '''Name''' - The members name, click to go to the record.
 +
* '''Membership Card Icon''' - Link to edit the [[Membership Details]]
 +
* '''Telephone number''' - The members main number.
 +
* '''Referral Date''' - The date the member was referred (if blank then they have been added via the record Blue Link).
 +
* '''Date put on waiting list''' - The date they were put on the Waiting List.
 +
 
 +
==Past Members tab==
 +
This tab shows previous members that have their membership ended.  This tab will display the number of past members as specified on the [[Clubs, Clinics & Groups#Occurrences_Tab| Occurrence Details Tab]].
 +
 
 +
[[File:CCG_PastMem.PNG]]
 +
 
 +
 
 +
* '''Name''' - The members name, click to go to the record.
 +
* '''Status''' - This will display Terminated for members that have left or Terminated & Deceased for members that have been recorded as deceased.
 +
* '''Date''' - The membership end date.
 +
* '''Membership Card Icon''' - Link to edit the [[Membership Details]]
 +
* '''Calendar icon''' - Displays the Calendar for this group.
 +
* '''Telephone number''' - The members main number.
 +
* '''Date of Birth''' - The members data of birth.
 +
* '''Referral Date''' - The date the member was referred (if blank then they have been added via the record Blue Link).
 +
* '''Transport Method''' - If specified displays the transport method.
 +
* '''Last Attendance''' - Displays the date the person last attended.
 +
 
 +
=Managing Occurrences=
 +
{{#ev:youtube|KR0L3daEB9E|790}}
 +
Occurrences are managed via the following tabs and features:
 +
* '''Incomplete Meetings Tab''' - Used to create, confirm and manage upcoming and future sessions.
 +
* '''Completed Meetings Tab''' - Used to view and edit sessions that have preciously run.
 +
* '''Club/Group Wizard''' - Found on the Incomplete meetings tab.
 +
* '''Multi Wizard''' - This is the wizard at the top of the Club/Clinic/Group list.
 +
 
 +
Part of managing sessions and events is creating the future occurrences.  There are three ways to create the future occurrences:
 +
* ''''Create New Occurrence' button''' - Used when planning of sessions is required.
 +
* ''''Launch Wizard' Button''' - This is found at the bottom of the 'Incomplete Meetings' tab.  The wizard is used for group attendances only as a quick register.  It will display all members as expected to come, any one not selected will be marked as a non attendance.
 +
* '''Clubs, Clinics & Groups Multi Wizard''' - This is found at the top of the list of Clubs, Clinics & Groups.  Its used to quickly update group attendances for multiple groups on the same day, as well to create lists for these groups on the fly.  This is only used for non-appointments where no planning is required.
 +
 
 +
==Incomplete Meetings tab==
 +
 
 +
The Incomplete Meetings tab is used for the every day running and planning of the Club/Clinic/Group. Here you set-up future meetings and record the registers of those who have attended, not attended and cancelled.  You also have facilities to move a session, change the key worker and print items related to the session.  On this tab you will be displayed all meetings/sessions that have been created and not yet completed.
 +
 
 +
[[File:CCG_futuretab.PNG]]
 +
 
 +
On this page you will find details of any session that has already been set-up:
 +
* '''Date''' - Date of the session.
 +
* '''Staff/Volunteer''' - The specified usual staff member/volunteer.
 +
* '''Max Capacity''' - The maximum number of members for the Club/Clinic/Group.
 +
* '''Max Attendees''' - The maximum number of attendees for the session.
 +
* '''No. Members Expected''' - The expected number of members to attend.
 +
* '''No. Cancellations''' - The number of places that have been cancelled.
 +
* '''No. Anon. Expected''' - The number of anonymous/guests expected.
 +
* '''Confirmed?''' - Has the session been confirmed.
 +
* '''Notes Icon''' - Allows notes to be added to the meeting.
 +
* '''Action Buttons''' - Used to manage the session.
 +
* '''Action Icons''' - Print outs and reports based on the expected attendees.
 +
 
 +
===Creating a new club/clinic/groups session using the 'Create New Occurrence' button===
 +
Using this button will provide you a level of planning, click on the button to go to the Create New Occurrences screen.
 +
 
 +
[[File:CCG_creatocc.PNG]]
 +
 
 +
You will be displayed the last occurrence, next confirmed occurrence, the last planned occurrence as well as the usual day.  Use the following fields to set-up the next occurrences (sessions):
 +
* '''Create [1  ] Occurrences into the future'''- Specify the number of occurrences you wish to set up.  This will look at the Occurrence Detail Tab to set up the occurrences, if set to every Monday and you enter 4, you will be created 4 weekly sessions on Monday from the date specified.
 +
* '''Starting Date''' - Specify the date of the first occurrence to be set up on.
 +
 
 +
Below you will also find details of existing incomplete sessions/meetings, where you can also change the person running these events.
 +
 
 +
To save any changes and create the occurrences click the 'Save Details' button.  You will then find the new sessions on the tab.
  
 +
===Creating sessions using the 'Launch Wizard' button===
 +
The button can only be used for Clubs and Groups with no appointments.  If set-up as a clinic (with appointments) then the button will be greyed out.
  
__TOC__
+
This button is used for two things:
 +
* '''Add all members and complete a past event''' Add all members as expected to come, record who came and then complete the session.  This will then be added to the completed meetings tab.
 +
* '''Add members to a future event''' - Any future session the wizard will add the people ticked as expected at this session and add the session to the tab.
 +
 
 +
When you click the button you will be asked for the date of the session, if in the past will go into completion mode and future will be added to the tab.  Select a valid date (if group is set-up for Mondays the date must be a Monday).  Click the 'Launch Wizard' button to continue or close to leave.
 +
 
 +
====Past sessions====
 +
[[File:CCG_tabwizardpast.PNG]]
 +
 
 +
You will be displayed a list of all members, each one will be recorded as expected attendees.  Tick the appropriate box for the clients who have attended and if set-up tick the appropriate treatments/activities.  If a payment is due tick the Payments Made tick box to update those to have attended to paid.  Complete the donations column if required.  If the group allows anonymous people you will find an option for both anonymous females and males.  You can also use the Wizard to add a new member (a record already on the system).  If the person is not on the system you can open a new tab (right click, open in new tab on the menu) and the person.  In the box type the persons name and select them from the drop down list.  Please note, if you do not mark them as attended then they will not be added as a member, this will also not be connected to a referral.
 +
 
 +
Click 'Save and Continue' button, this will complete the sessio0n and add it to the completed meetings tab.
 +
 
 +
====Future Events====
 +
[[File:CCG_tabwizardfuture.PNG]]
 +
 
 +
You will be displayed a list of all members, only tick the members that will be expected to attend and tick the appropriate treatments/activities.  As this is for a future event you wouldn't enter any payments or anonymous attendees. You can use the Wizard to add a new member (a record already on the system).  If the person is not on the system you can open a new tab (right click, open in new tab on the menu) and the person.  In the box type the persons name and select them from the drop down list.  Please note, if you do not mark them as expected then they will not be added as a member, this will also not be connected to a referral.  Click the 'Save and Finish' button to add the future occurrence.  If you use TextAnywhere you can send a text message to each person by clicking the phone icon.  You can also send details of the session to all by clicking the 'Save and Send SMS'.  You will be displayed a list of the selected people to select the number to send to.  If the person has a line through then no number is on the record.  Replies to this SMS will update the attendance records of the session.
 +
 
 +
[[File:CCG_SMS.PNG]]
 +
 
 +
===Managing Existing Future sessions===
 +
Future occurrences created will be display on the Incomplete Meetings tab.  Meetings created with the 'Create Future Occurrences' button will require confirming where meetings done via the wizard will already be confirmed.
 +
 
 +
====Confirming a meeting/session====
 +
Confirming a session confirms that the session/meeting is going to take place and who is expected to attend (this can be edited later).  Click on the 'Confirm' button on the meeting you wish to confirm.
 +
 
 +
[[File:CCG_incomp.PNG]]
 +
 
 +
The confirmation screen will be displayed based on the configuration of the Club/Clinic/Group, below are the columns and options that you may be displayed:
 +
 +
 
 +
[[File:CCG_confirm.PNG]]
 +
 
 +
'''Basic drop in group'''
 +
 +
 
 +
[[File:CCG_confirmclinic.PNG]]
  
 +
'''Appointment based clinic that has two staff members that can have appointments at the same time, also displays breaks in the day'''
 +
  
=Introduction=
+
* '''Appointments time''' - For a group session this will simply display the start time to the meeting.  For appointment based clinics you will see the time of each available appointment.  For clinics with multiple appointments at the same time will list these with a number in brackets to display the slot.
 +
* '''Attendee''' - This is a drop down list of available members, use this to select the expected attendee.
 +
* '''Additional Options''' - You may be displayed additional tick boxes for the treatments and activities.  Use these to help plan resources or to booked which person or option is been used.  For exclusive options this will only allow one of the appointment slots to select the option.
  
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:
+
* '''Anonymous Females''' - Type the number of any expected female guests.
* '''Active Records'''
+
* '''Anonymous Males''' - Type the number of any expected male guests.
* '''Inactive records'''
 
For each record type you are able to:
 
* '''Rename''' - Rename the singular and plural name of the record type.
 
* '''View/Edit Sections''' - Manage which tabs are used, the display order and the ability of renaming the tabs.
 
* '''View/Edit Fields''' - Allows the specification of which fields are used 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 minimum datasets to display an alternate field name to the users.
 
* '''Activate/Deactivate''' - Allows the record to be activated or deactivated.
 
  
 +
* '''Tick Box to Appoint Everyone''' - The appoint every will add all members to the session.  If there are more members than the available option then a warning message will be displayed and slots will not be filled.  For appointments the slots will be filled alphabetically (based on surname).
  
[[File:CustomiseOrgsandpeople.png|900px]]
+
Click on 'Save Details' to submit the changes and confirm the session.  With the TextAnywhere service active you will be able to send an SMS message to the members with telephone numbers by clicking the 'Save and Send SMS message Confirmation' button.  This will allow a message to be sent with a 24hr reply window, this allows members to cancel via text.  If you are recording cancellations anyone that has been confirmed will be marked as cancelled if you later remove them from the session.
  
=Record Types and Restrictions=
+
====Viewing/Editing a session====
 +
After a session is confirmed the 'Confirm' button is removed and a view/edit button is then available.
  
It is important that you consider some of the features that are built into some of the record types if you are renaming them.
+
[[File:CCG_confirmedsessions.PNG]]
  
==Client, Carer and Dependant records==
+
When you click the 'View/Edit' button you will be able to make changes to the expected members, and add further appointments for Clinics.
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==
+
[[File:CCG_viewedit.PNG]]
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 [[Modules| Invoicing Module]]'''
 
* '''Used for usual volunteer on the Projects tab of records.'''
 
  
==Next of Kin==
+
If you are recording 'Cancellation Reasons' you will be prompted with the following screen if you remove someone by selecting none:
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==
+
[[File:CCG_cancellation.PNG]]
This record type has the following hard coded features:
 
* '''Signposting'''
 
* '''External referrals'''
 
* '''Associated Professionals'''
 
  
==Referrers record==
+
You can record the date and time of cancellation with the reason (set up in [[Non-Attendance Reasons]]), clicking the 'Save Details' to update the session.
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==
+
====Rearranging a session====
These record types are used for the following hard coded features:
+
A session can be rearrange to another day or changing of the usual staff member/volunteer.  Click the 'Rearrange button on complete the following fields:
* '''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==
+
[[File:CCG_rearrange.PNG]]
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==
+
* '''New Date''' - Select the new date, this can be on a day that the clinic is not normally on (a warning message will be displayed).
This record type is hard coded with the following feature:
+
* '''To be taken by''' - If you are changing the person that normally runs the session select the replacement person from the list (optional).
* '''Auto populated from the 'Is this a supplier? field'''
+
Click the 'Save Details' button to rearrange or 'Return to Clinic' button to cancel.
  
==Other/Custom Record Types==
+
====Completing a session====
 +
To complete the session and record who has attended click the 'Complete' button.  A session that is saved as completed cannot be undone, only deleted.
  
The following record types have no hard coded features and can be used/renamed without affecting other areas of the system. They are useful if you want to use your Charitylog system to record information about different aspects of the business. Things like Project management, Members, Funding Bids etc. The below webinar explains.
+
[[File:CCG_complete.PNG]]
{{#ev:youtube|uL45Kgvz-fo|790}}
 
  
* '''Trustees'''
+
* '''Appointment Time''' - For appointment based clinics this will display the members appointment time, group based sessions will display the start time.
* '''Advertisers'''
+
* '''Attendee''' - The member due to attend.
* '''Donors'''
+
* '''Treatments/Activities''' - If configured you will see the available options.  If using the [[Modules| Invoicing Module]] and the member has the option selected on their Membership card a Coin Stack Icon is displayed.  This Icon indicates that if selected the person will be invoiced for the option.
* '''Others'''
+
* '''Attended? - Select who has attended.
* '''User-defined 10s'''
+
* '''Used Transport? - Displays the transport specified on the membership card.  If the client is paying by invoice and the method is set-up with a rate this will be added to the invoice when selected.
* '''User-defined 11s'''
+
* '''Paid?''' - When clicking the paid column this will update the amount paid box, based on the options selected.  For clients paying by invoice this will be replaced by the rate selector, defaulted to the rate on the membership card.
* '''User-defined 12s'''
+
* '''Amount Paid''' - Displays the amount the client should pay (non-invoice clients).  If the amount is changed this will not be carried over and no calculations are done.
* '''User-defined 13s'''
+
* '''Donation''' - If enabled you can record any cash donations.
* '''User-defined 1s'''
+
* '''Attendance Time (Mins)''' - If you require the option tom record how long the person is their then this option is displayed.  Please note this does not add time if the attendance is recorded on the history tab.
* '''User-defined 2s'''
+
* '''Non-Attendance Reason''' - For the members who have not attended you can specify the reason why.
* '''User-defined 3s'''
+
* '''Membership Notes''' - Notes from the membership card.  Any changes will update the membership card.
* '''User-defined 4s'''
+
* '''Anonymous Females''' - Type the number of any female guests.
* '''User-defined 5s'''
+
* '''Anonymous Males''' - Type the number of any male guests.
* '''User-defined 6s'''
+
Click the 'Save Details' button to save and complete the session, which will then be displayed on the completed meetings tab.
* '''User-defined 7s'''
 
* '''User-defined 8s'''
 
* '''User-defined 9s'''
 
  
=Rename (Renaming a record type)=
+
====The Session Wizard====
 +
When you click on the 'Go to Wizard' button you will be taken to the wizard screen and displayed '''all members'''.  If the session data is today or earlier the wizard will complete the session, please note this will undo any previous expected members and mark all members not ticked as not attended.  If the date of the session is in the future it is advised that you use the '''view/edit page''' to make changes to the session.
  
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 [[Customise Orgs & People#Record Types and Restrictions| Record Types Restrictions]] section.  To rename a record click on the appropriate rename button:
+
[[File:CCG_tabwizardfuture.PNG]]
  
[[file:untitled.png]]
+
====Cancelling a session====
 +
This is used to cancel a session that is not being rearranged.  Click the 'Cancel Button' to cancel the session.  You can then enter cancellation notes.
  
* '''Complete the 'Organisation type name (single) box''' - this will be the singular terminology like Client or Service User
+
[[File:CCG_cancel.PNG]]
* '''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 Sections=
+
Click the 'Confirm Cancellation' to continue.
  
This allows you to select which sections are used, what order they appear and what they are called. The below webinar gives an overview of the settings available.  
+
====Deleting a session====
{{#ev:youtube|QiRPeSOarog|790}}
+
A session can be deleted, this is useful if more than one session has been created on the same day in error. A deleted session will not be recorded, it will simply be removed from the system.
  
 +
[[File:CCG_delete.PNG]]
  
[[File:EditSections.png|900px]]
+
Click on 'Confirm Deletion' to remove the session, this cannot be undone.  If you delete an occurrence by mistake you will need to create a new one.
  
There are four columns:
+
====Print Transport Lists====
* '''Main details''' - This lists the Sections currently activated for the record type.
+
To the right of each session you will find a series of icons. The transport list examines the expected members and looks at which transport method recorded is specified on the membership card.
* '''Additional details''' - This lists the blue links that were previously at the bottom of a record.
 
* '''Extension Databases''' - This lists any extension Databases that are linked to the record type
 
* '''Not used''' - This lists the Sections that are currently not used or displayed on the record type.  
 
  
Below is how to make changes:
+
[[File:CCG_tranbutton.PNG]]
* '''Activate a section in the Not Used list''' - click on the left arrow symbol on the section in the Not Used List that you want to add to another section. This will move it to the bottom of the Extension Databases section. Use the left arrow again to move to the bottom of additional details and again to move to the bottom of Main Details. Alternatively you can drag and drop to the required location under the required heading.
 
* '''Remove a tab''' - Click on the x symbol on the section you wish to remove, this will move it to the bottom of the Not Used list.  Alternatively you can drag and drop into the Not Active list.
 
* '''Moving a tab''' - Use the arrows to move the section to the position in the relevant list. Alternatively, simply drag and drop the tab to the required location.
 
* '''Rename a tab''' - Use the pencil symbol or double click on a tab to rename, enter the required label and press the enter key on your keyboard.
 
  
Click on the 'Save Details' to submit the changes.
+
When you click the transport list icon you can then select the following options:
  
=Additional Sections for Records=
+
[[File:CCG_transoptions.PNG]]
Each record type will have a selection of built in sections.  It may be required to have additional sections available for your record types.  With the sections that you create you can either move existing fields to that section (see 'Edit Fields' below) or create bespoke fields using an [[Extension Database Setup|Extension Databases]] to create bespoke fields.
 
  
==Creating a New (bespoke) Section==
+
* '''Only show members with confirmed appointments and relevant transport methods''' - This will only include the members that have been added to the session, expected to attend.
To create a new Section:
+
* '''Show all members with relevant transport methods''' - This will display all members that require transport, including members not selected for the session.
* '''Click on the 'Create a Section... link towards the top of the page.'''
 
* '''Type the name of the new section.'''
 
* '''Click the 'Go' button to create the section or click 'Cancel' to abort.'''
 
  
==Deleting a bespoke Section==
+
* '''Show Emergency Telephone Contact''' - Displays the emergency telephone no. field from the members record.
Sections that are created using the steps above can also be deleted, any fields that are on a section being deleted will simply be hidden and no data will be lost.  Please note that built in Sections cannot be deleted, only hidden (see 'Editing Sections' below).  To delete a bespoke section:
+
* '''Show column on sheet for recording a reminder telephone call''' - Creates a column on the report labelled 'Called'.
* '''Click on the 'Delete a Section... link.'''
+
* '''Show Member's Notes''' - This displays the notes from the membership card.
* '''Click on the box next to the section to be deleted.'''
 
* '''Click on the 'Delete selected' button to delete the section or 'Cancel' to abort.'''
 
* '''On the prompt click OK to delete the section or 'Cancel' to abort.'''
 
  
=Edit Fields=
+
* '''Transport List Order''' - Allows the transport lists to be arrange alphabetically by surname or post code.
 +
Click the 'Print Sheet' to create the transport lists, these will also include columns for picking up and dropping off.
  
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. The below webinar explains this process and additional information is below.  
+
[[File:CCG_translist.PNG]]
{{#ev:youtube|Xvo9afGTfUQ|790}}
 
  
You will find the following columns available to edit per field:
+
====Print Attendance Sheets====
 +
To the right of each session you will find a series of icons. The Attendance Sheets provides a printout or export for the session with selectable columns.
  
[[File:Filterfieldheadings.png|75]]
+
[[File:CCG_attbutton.PNG]]
  
 +
When you click the attendance sheet icon you can then select the following options:
  
* '''Show on screen''' - This column specifies which section 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 sections 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 the identified sections.
+
[[File:CCG_attoptions.PNG]]
* '''Display Order On Screen?''' - Display order specifies what order the fields are displayed on the selected section.  It is recommended the sections 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.
 
** '''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:
+
* '''Show "Time There" Column (Only printed if set in Cl/Cl details)''' - If the occurrence details tab is set to record how long the person is there for this field will be included if selected.  
==Field List==
+
* '''Show "Payment Due" Column (Only printed if set in Cl/Cl details)''' - Column to display the Payment due for the attendance.
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. If you wish to re-name a field, you need to go to the [[System Wide Terminology]] page.
+
* '''Show Clients' Addresses''' - Displays the members address.
===First Section - General Details Tab===
+
* '''Show Usual Transport Method''' - Displays the usual transport from the membership card.
* '''Charitylog/Crossdata ID Number''' - Auto populated when a record is created.
+
* '''Show Reminder Column''' - Adds a column called 'Reminder Done?'
* '''Name''' - An individuals surname or an organisations name, depending on the record type.
+
* '''Show Clients' Telephone Numbers''' - Displays the members contact numbers.
* '''Forename(s)''' - A person first and middle names
+
* '''Show Clients' Emergency Contact''' - Displays the members emergency number field from the record.
* '''Initials''' - Auto populated from the forenames field
+
* '''Show Extra Options (e.g. Lunch etc)''' - Displays any treatment/activities.
* '''Title''' - The persons title, Mr, Master, Miss, Mrs, Ms, Dr, Rev etc.
+
* '''Show Column for Client Signature''' - Column to enable a signature to be added.
* '''Salutation''' - Auto populated using the 'Title' and 'Name' fields.
+
* '''Show Staff/Volunteer Details''' - Displays the person running the Club/Clinic/Group or session.
* '''Address line 1''' - House number/Name and Street
+
* '''Show Blank Lines (for New Clients)Show Clients' (Clinic) Membership Notes''' - Adds a series of blank lines so that details of new members can be recorded.
* '''Address line 2''' - Flat/Block or Apartment #
+
* '''Show Clients' Notes/General Description''' - Displays the membership notes on the membership card.
* '''Address line 3''' - Village/Locality
+
* '''Include Members Without Appointments''' - Includes members that are not confirmed to be coming (shows all current members)
* '''Address line 4 (Town)''' - Town
+
* '''Include People on Waiting List''' - Includes members on the waiting list.
* '''Address line 5 (County)''' - County
+
* '''Name Format''' - How the members name is displayed on the report.
* '''Postcode''' -  - Postcode
+
* '''Name Column Font Size''' - The font size of the name column.
* '''Postal District''' - District (Often used for Local Authority Areas).  Generally used for reporting on work done in these areas.
+
* '''Print or Export''' - Print to paper or export to spreadsheet.
* '''Preferred Method of Communication''' - How this person/organisation would normally be contacted.
+
Click the 'Print Sheets' button to continue.
* '''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''' - [https://en.wikipedia.org/wiki/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]].
 
===Fourth Section - Inactive fields (Hide)===
 
* '''Job Title''' - A person job title
 
* '''Image or logo''' - Used to attach a photo of an individual or a logo of an organisation to be displayed on the record.
 
* '''Department''' - A persons department that they work in.
 
* '''Is this a Young Carer?''' - Used on a carers system to specify the individual is a young carer. This is also auto populated from the 'Status' field.
 
* '''Email Address (Other)''' - A secondary Email address
 
* '''School''' - What school a person attends/works in/manages.  This is auto populated by the 'Is this a school field'
 
* '''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.
 
* '''Website''' - The website address for an organisation.
 
* '''Social Media Link 1''' - A box to enter a social media link.
 
* '''Preferred Known As''' - A box to specify a person preferred name
 
* '''Induction Date''' - A workers/volunteers induction date.
 
* '''Service User Group''' - Some organisation categorise their service users into groups, a person can only be in one group.
 
* '''First Referral Date''' - The date a person was first referred.  This is auto populated from the first referral recorded on the system.  You can change the  
 
* '''Social Media Link 2''' - A box to enter a social media link.
 
* '''UDPRN (Royal Mail)''' - Unique Delivery Point Reference Number.
 
* '''ID Badge Number''' - A person ID badge number.
 
* '''Eligible For Gift Aid?''' - Used if a person has completed a Gift Aid Certificate.
 
* '''References Taken?''' - Used for personnel records.
 
* '''Social Media Link 3''' - A box to enter a social media link.
 
* '''Main Language''' - A persons main spoken language.
 
* '''Landline Telephone No.''' - Land-line (home) telephone number.
 
* '''Fax/Other Telephone No.''' - Used for either a fax or additional number.
 
* '''Current School Year''' - This is auto populated from the data of birth and school year offset.
 
* '''User Name: ##LINK_NAME##''' - This is a system users user name, usually displayed on staff and volunteer records.
 
* '''Payment Method''' - Specifies a persons payment method, if the invoice module is used it will also update the footer on invoices.
 
* '''DBS/PVG Checked?''' - Disclosure Barring Service (England or  Wales) or Protecting Vulnerable Groups (Scotland) check has been carried out.
 
* '''PAYE Reference''' - A persons Pay As You Earn tax reference service.
 
* '''Second Referrer/Contact''' - Specify a secondary referrer that often refers the person.
 
* '''DBS/PVG Expiry Date?''' - Expiry date as determined by your organisations own policies.
 
* '''Is this a GP (Doctor)?''' - Used for professionals which populates the GP/Doctor list used on client records.
 
* '''UTR Number''' - Unique Tax Reference number which is usually used for self employed people.
 
* '''Is this a GP Surgery?''' - Used for refers and organisations, this will populate the GP surgery list used on client records.
 
* '''Is this a School?''' - Used on organisations to populate the Schools list used on Client/Student records.
 
* '''PIN (for CM System)''' - PIN number used with CM integrations.
 
* '''Is this a Handyperson?''' - Used to specify that the record is a Handy Person and can be allocated jobs in the [[Modules| HandyPerson Module]].
 
* '''Is this an Org/Signpostee?''' - This field will set any record type as an 'Organisation' type record as well.  This field should not be added to an 'Organisation' record it will lose it's record type.
 
* '''Main Referrer/Contact''' - The main referrer for the person.  This field can auto populate the Record A Contact screen's Referrers field, see [[Operational_Rules#Pre-fill_Referrer_on_RaC_with_Referrer_from_Org.2FPeople_Record.3F| Operational Rules]] for further details.
 
* '''Is this a Referrer?''' - This field will set any record type as a 'Referrer' type record as well.  This field should not be added to a 'Referrer' record it will lose it's record type.
 
* '''Is this a Carer?''' - Used on a non carer system.  This will make a client record a carer record as well.
 
* '''Usual Support Worker''' - This is a list of Staff and Volunteers on the system.
 
* '''DBS/PVG Issued Date?''' - The date that a DBS/PVG certificate was issued.
 
* '''Is this a Supplier?''' - Marks the record as a supplier record as well.
 
* '''Include in Info. Links''' - Allows the record to have the 'Save and Set Information Links' button at the base of the record.  This will put the record on the Information Links directory.
 
* '''School Year Offset''' - Allows the School Year to be adjusted with the relevant offset.
 
* '''Nourish Carer ID''' - Used with the Nourish Integration.
 
* '''Nourish Carer Username''' - Used with the Nourish Integration.
 
* '''DBS/PVG Certificate Number''' - DBS/PVG Certificate Number
 
* '''Ezitracker ID''' - Used with Ezitracker dial in system.
 
* '''Nourish Carer API Key''' - Used with the Nourish Integration.
 
* '''Webroster ID''' - [[Deprecated Feature]]
 
* '''Alternative Identifier''' - ID number to much to a secondary system that you may use.
 
  
=Minimum Data Sets=
+
[[File:CCG_attprint.PNG|1400px]]
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). The below webinar explains the key features and additional information is below.
 
{{#ev:youtube| i9VPmbt7Thk |790}}
 
For identifiable clients, you can set up three types of Minimum Data Set:
 
  
* '''Organisation-wide Rules''' (which apply to all users)
+
====Print Appointment Cards====
* '''Project Rules''' (which only apply when the [[Record A Contact|Record a Contact (for a new client)]] button is used; there is a separate Minimum Data Set for each Project)
+
To the right of each session you will find a series of icons. The Appointment Cards allows you to print out an appointment card for each expected member.
* '''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:
+
[[File:CCG_appcardbutton.PNG]]
  
* When using the '''[[Record A Contact|Record a Contact (for a new client)]]''' button
+
Each card will be displayed on the new page, click the 'Print Report' button to print them out. Each card will print to one page, however you may be able to use your printer settings to print multiple pages to one sheet (speak to your IT support for details).
* 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)''
 
  
 +
[[File:CCG_appcards.PNG]]
  
[[File:Minimumdatasets.png]]
+
====Exporting The Expected Members====
 +
To the right of each session you will find a series of icons, this section will look at the Blue Folder icon and the Spreadsheet icon.
  
 +
[[File:CCG_exporticons.PNG]]
  
Finally, there are four options for each field in Minimum Data Sets:
+
Clicking the Blue Folder will send the fields below to the [[Blue Folder Lookup]] (expected members only):
  
* '''Don't Show''' - Field will not appear.
+
[[File:CCD_bluefolderexport.PNG]]
* '''Show on page''' ''(only applies to the [[Record A Contact|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)''
 
* '''Show - 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)''
 
* '''Show - 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)''
 
  
 +
* '''Org/Person ID''' - The record id number for the member.
 +
* '''Attendee Name''' - Names of the member.
 +
* '''Membership Started''' - The date the person became a member.
 +
* '''Membership Ended''' - The end date of the membership.
 +
* '''Transport Method''' - The transport method on the membership card.
 +
* '''Membership Notes''' - The membership cards notes.
 +
* '''Time''' - The start time of the session or appointment time.
 +
* '''Rate''' - The rate from the membership card ([[Modules| Invoicing Module]] required)
 +
See [[Blue Folder Lookup]] for further details.
  
[[File:Field_rule_option.png]]
+
Clicking the Spreadsheet Icon will export the details above to a spreadsheet (expected members only). If you have already done a Blue Folder Lookup since logging on the export will also include any additional items that were used last time.
  
 +
==Completed Meetings==
  
===Rules are always applied cumulatively===
+
Completed Meetings are moved to the Completed Meetings tab:
  
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|Record a Contact (for a new client)]] feature, there might be three Minimum Data Sets that apply:
+
[[File:CCD_12.png]]
  
* The '''Organisation-Wide Rules''' which always apply for all users
+
The following information is shown about the completed occurrences:
* 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.
+
* '''Date''' that the occurrence happened
 +
* '''Staff/Volunteer''' that ran the occurrence
 +
* '''Number of people that were expected'''
 +
* '''Number of members that attended'''
 +
* '''Number of anonymous people that attended''' (if the club/clinic allows anonymous attendees, which is set on the [[Club and Clinic Details - Occurrence Details tab|Occurrence Details tab]]
 +
* '''Completed?'''
 +
* '''Notes''' for this occurrence - the icon will display red if there are any notes saved for this occurrence
 +
Cancelled session display the word cancelled.
  
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.
+
To the right you will find buttons to manage the completed meetings:
  
==Setting up the Minimum Data Sets==
+
[[File:CCG_compbuttons.PNG]]
  
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.
+
===View button===
 +
This will display a list of the expected members, and indicate which ones attended or not.
  
In the screenshot, the organisation-wide rules have already been created, so there is an "Edit" link and a "Delete" link.
+
[[File:CCG_viewlist.PNG]]
  
[[File:MDS_edit_rules.png]]
+
===Edit===
 +
Allows you to edit the completed session.
  
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.
+
[[File:CCG_editcomp.PNG]]
  
[[File:MDS_standard_rules.png]]
+
===Go to Wizard===
 +
Re-opens the session wizard to make changes to the completed session, see [[Clubs,_Clinics_%26_Groups#The_Session_Wizard| The Session Wizard]] for details.
  
Columns on the page are:
+
===Delete===
 +
A session can be deleted, this is useful if more than one session has been completed on the same day in error.  A deleted session will simply be removed from the system.
  
* '''Standard Field Name'''
+
[[File:CCG_delete.PNG]]
* '''Field Entry Requirement''' - choose the appropriate option
 
** 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.
 
  
 +
Click on 'Confirm Deletion' to remove the session, this cannot be undone.  If you delete an occurrence by mistake you will need to create and complete a new occurrence.
  
===Filter through Fields===
+
==CCG Multi Wizard==
 +
The Multi Wizard allows you to enter attendances for multiple clubs, clinics or groups that run on the same day.  Click the 'Use Wizard' button to launch the wizard:
  
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.
+
[[File:MultiWiz_button.PNG]]
  
[[File:MDS_filter_through_fields.png]]
+
On step one specify the required criteria:
  
==Rules for Anonymous Contacts==
+
[[File:CCG_wiz_criteria.PNG]]
  
[[File:MDS_anon_rules.png]]
+
* '''Date Of Occurrence''' - Select the day that you wish to record attendances for (required).
 +
* '''Location for the Event(s) - You can specify the location of the Club, Clinic or Group, this searches the first address line recorded on the records (optional).
 +
* '''Clubs/Groups Associated With A Project - Specifies to search using a specific project (optional).
 +
* '''Select Individual Club/Group? - Select a specifies to search for a specific Club, Clinic or Group.
  
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.
+
Click the next step to display Clubs, Clinics or Groups running on the date selected.
{{#ev:youtube|uKdS84YzoHs|790}}
 
  
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.
+
[[File:CCG_multiwizccg_select.PNG]]
  
[[File:cl_MDS_8.png]]
+
You will have the following options:
  
 +
* '''Print Attendance Sheets'''
 +
* '''Print Transport Lists'''
 +
* '''Enter Attendances'''
  
===Wait - a name on an anonymous contact?===
+
===Wizard - Print Attendance Sheets===
 +
Select the Clubs, Clinics and groups you wish to produce Attendance Sheets for and click the 'Print Attendance Sheets' button.
  
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.
+
[[File:CCG_attoptions.PNG]]
  
[[File:cl_MDS_9.png]]
+
You can select the required columns for the attendance sheets and how it is to be formatted, then click the 'Print Sheets' button to display the reports that you can print.
  
 +
[[File:CCG attprint.PNG|1400px]]
  
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.
+
===Wizard - Print Transport Lists===
  
 +
Select the Clubs, Clinics and groups you wish to produce Transport Sheets for and click the 'Print Transport Lists' button.
  
===Other information on Anonymous Contacts===
+
[[File:CCG_transoptions_mw.PNG]]
  
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.
+
* '''Only show members with confirmed appointments and relevant transport methods''' - This will only include the members that have been added to the session, expected to attend.
 +
* '''Show all members with relevant transport methods''' - This will display all members that require transport, including members not selected for the session.
  
Setting the Anonymous rules like this (plus the Name)...
+
* '''Show Emergency Telephone Contact''' - Displays the emergency telephone no. field from the members record.
 +
* '''Show column on sheet for recording a reminder telephone call''' - Creates a column on the report labelled 'Called'.
 +
* '''Show Member's Notes''' - This displays the notes from the membership card.
  
[[File:cl_MDS_10.png]]
+
* '''Transport List Order''' - Allows the transport lists to be arrange alphabetically by surname or post code.
 +
* '''Transport List Option''' - Allows you to specify to create one list combining the members or separate sheets.
  
 +
Click the 'Print Sheet' to create the transport lists, these will also include columns for picking up and dropping off.
  
...will display like this on the [[Record a Contact (Anonymous)]] page:
+
[[File:CCG_translist.PNG]]
  
[[File:cl_MDS_11.png]]
+
===Enter Attendances===
  
=Activate/Deactivate=
+
The wizard will display all the selected Clubs, Clinics and Groups in rows across the screen.  You will be displayed options based on the occurrence details of each Club, Clinic and Group.  Members will be highlighted with a yellow background on the attend tick box.  If you tick a person that is not highlighted they will be added as a member and marked as attended.  You can add new members by clicking the Add New Member' button and type the surname in the lookup box.  When you tick that they have attended they also will be added as a member and marked as attended.
  
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.
+
[[File:CCG_mw_attendance.PNG]]
  
* Click Deactivate to turn off a record type.
+
If you use TextAnywhere you can send a text message to each person by clicking the phone icon.  You can also send details of the session to all by clicking the 'Save and Send SMS'.  You will be displayed a list of the selected people to select the number to send to.  If the person has a line through then no number is on the record. Replies to this SMS will update the attendance records of the session.
* Click Activate to activate a record type.
 
  
The record type will me moved to the appropriate section.
+
[[File:CCG_SMS.PNG]]
  
 
----
 
----
 
[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]
[[Category:Configuration]]
 

Latest revision as of 14:47, 9 November 2021

Helpheader small.png

Menu CCG.PNG

Contents

Introduction

Clubs, Clinics & Groups are membership based activities where you can record attendances for people, this can be on a regular basis or even for one off events. There are various steps that nee to be taken to use this Module:

Set up

CCG Setup diag.PNG

Managing Members

CCG members diag.PNG

Managing Occurrences (sessions)

CCG occur diag.PNG

Set-up

On the page you will find:

  • List of current Clubs/Clinic/Groups (with summary details).
  • Use Wizard (See CCG Multi Wizard).
  • Filter - Use this to find an existing Club/Clinic/Group.
  • Re-list including no active clubs/clinics/groups, click to display clubs/clinics/groups that have previously been set to inactive (on the General Details Tab).


To change the set-up of an existing group click on the name or click the 'Enter New Clinic' button to create a new one. Complete/edit the following tabs:

  • General Details
  • Occurrence Details
  • Attendance Details


The Record Footer

On the record footer you will find the following options:

Club footer.PNG

Staff and Volunteer Involvement

This feature allows you to add Staff and Volunteers to a list to show that they work at this Club/Clinic/Group. Simply type a persons surname in the left box and select the required person from the drop down list. Type in the amount of time in the right hand box. Please note this feature has no further use other than displaying here. Click the 'Save Details' button to return to the record.

CCG involve.PNG

Uploaded Doc

This allows you to attach documents to the record. See Uploaded Documents for further details.

Extension Databases

Club complete extdb.PNG

Extension Databases allow you to create bespoke fields to capture additional data, it maybe for things like facilities at a venue. See Extension Database Setup for details how to create these. If the button is burgundy then it contains no data, green means data has been recorded. The number in the brackets identifies how many records have been created.

Club extdb entry.PNG

Save Buttons

You will find two save buttons:

  • Save Details - This will save any changes made to the General, Occurrence and Attendance Details tabs and stay on the record.
  • Save and Close - This will save any changes made to the General, Occurrence and Attendance Details tabs and return to the list of Clubs, Clinics and Groups.

Launch Wizard

The Launch wizard button will run the Session Wizard with the option of choosing a date for the session.

Launch Calendar

The 'Launch Calendar' button will display a two week calendar, the staring point will be the Monday of the current week. You will be display the expected attendees in a block or by appointment depending on the setup. Green indicates that this session has been run and completed and orange is sessions that are awaiting completion. If you wish to look at a different date period then please use the main calendar.

Club calendar.PNG

General Details Tab

The General Details tab holds basic information about a club or clinic.

Fields available are:

Club general details.png

  • Club/Clinic Name - This is the displayed name of the Club/Clinic/Group. This is a mandatory field.
  • Address Block - The first line of the address is used for the location of the group when using the Multi Wizard on the main list.
  • Project – the Project that this club/clinic is associated with, this will the be available to add members to the event via Record A Contact as well as reporting on the project. This is a mandatory field.
  • Accounts Code - This is the accounts code for the event when using the Invoicing Module.
  • Notes – General Notes about the event, directions etc.
  • Telephone number – The main contact number for the venue or person running the events.
  • Cancellation telephone number – a number for people to ring to cancel an appointment.
  • Fax number, email address – details for the meeting.
  • Usual staff/volunteer – If appropriate, the person who runs the events.
  • Still Active? – Whether this club/clinic/group is active.
  • Date of Termination – If the events stop then specify the termination date and the Club/Clinic/Group will not be displayed on the main list.

Occurrences Tab

CCG occtab.PNG

The Occurrence Details tab defines how the events are run and how appointments are managed

  • Day Event Usually Occurs - Select the day that the sessions are held on. If there is no set day and this changes each week/month then leave as 'Not Applicable'.
  • Interval Between Events - Select if the sessions are daily, weekly, monthly or a yearly.
  • Week of month Event Usually Occurs - If you select a specific day (Day Event Usually Occurs) and set the 'Interval Between Events' to months you can also specify:
    • First 'Day' of the month
    • Second 'Day' of the month
    • Third 'Day' of the month
    • Fourth 'Day' of the month
    • Last 'Day' of the month
  • Month Event Usually Occurs - When you specify the interval is years and have a specific date you need to specify which month each year the session is held.
  • Week of month Event Usually Occurs - When you specify the interval is years and have a specific date you need to specify:
    • First 'Day' of the month
    • Second 'Day' of the month
    • Third 'Day' of the month
    • Fourth 'Day' of the month
    • Last 'Day' of the month
  • Number of Days/Weeks/Years Between Occurrences - Specify if the sessions has a gap between the next event, so if 2 is specified then this would run every other day/week/month/year. If the session is daily/weekly/monthly/yearly then you need to specify 1.
  • Bring Forward Client Appointments? - If you use gaps in attendances and a person misses a session they will be added to the next that is created and confirmed (does not update occurrences that are already set-up). If you the next session is full then this will replace a person that is due to come with the person that missed the appointment.
  • Gap Between Client Attendance - You can specify that people do not come to every session, if set to 1 then they would be expected every other session.
  • Maximum Number of Members - The maximum number of members restrict the number of members that can be added vi Record A Contact.
  • Maximum number of attendees - This is a maximum number of people that can attend each session (occurrence). This is used when no appointment time is used.
  • Number of Concurrent Appointments Allowed - How many appointments are available at the same time. If it is a drop-in/group session then leave as 1.
  • Save Completed Attendances into Client History? - When set to yes this will appear in the client history, and can count as a contact.
  • Contact Method to use in History for Attendances - Specifies which contact method is used (the contact method specifies if it is reportable]].
  • Save Completed Non-Attendances Into Client History? - Specify if you wish the client history to display when the person does not attend.
  • Contact Method to use in History for Non-attendances - Select the contact method to use for the history. It is recommended that the contact method is set-up as a cancellation and is not reportable.
  • Start Time - The opening time of the venue for the start of the session.
  • End Time - The closing time of the venue at the end of the session. For appointments this would be the time at the end of the last session.
  • How long for each appointment? - This is the length of an appointment. If you have a buffer time this need to be included in the appointment length. If it is a drop-in/group session then leave as 0.
  • Record how long the client spends there? - In some circumstances you may wish to record how long a person spends at a session. This is not used for appointments.
  • Allow Entry Of Anonymous Attendees? - If you allow guests this will allow entry of the number of anonymous males and females.
  • Allow Entry Of Notes In Completion? - Allows notes to be added when completing a session.
  • Allow Entry of Non-Attendance Reasons? - If a person does not turn up it allows you to select the the reason for not attending.
  • Hide Payment Column/Donation Column In Non-Wizard Attendance Entry? - If there is no charges for the session then hide the column.
  • Hide Donation Column in Attendance Entry? - If you don't need to record donations at the sessions then set to no.
  • Record All Cancellations (Time Of Cancellation And Reason)? - If you need to record a cancellation (removing a person from a confirmed session) then select yes.
  • Past Membership List Display (days) - 0 displays all - Specify the number of past members to view on the Past Members tab.

Creating Breaks (Lunch etc)

If you have appointments you can specify break periods throughout the session. Each break requires a new entry on the club/clinic/group. Existing breaks will be displayed at the bottom of the tab. Before creating breaks click the 'Save Details' button. To edit an existing break click on the number of sessions or click the 'Create New Break' button to add one. Complete/edit the following:

CCD 5.png

  • Number of appointments before break - The number of appointments from the start time of the session until the break (this excludes earlier breaks.
  • Description of break - What is displayed on the register for the break.
  • Length of break - How long in minutes the break is.
  • Active Break - If the break is to be used.

Example breaks:

The appointments start at 9am and are 30 minutes long, last appointment at 4:30pm.  A 15 minute coffee break is taken at 10:30am, lunch at 12:15pm (30 minutes) and a second coffee break at 2:15pm (30 minutes).

Breaks set up as following:

CCG breaks.PNG

The appointment register would then look like this:

CCD 6.png

Attendance Details tab

CCDAD 1.png

The Attendance Details tab includes costs, treatments or activities or the multiple people for appointments.

Attendance Fee

The first option is to specify the charge for attending the session, this is for people paying on the day. If there is no charge leave at 0.00. If you have the Invoice Module client paying on invoice would have a rate set on their membership record. See the Members Tab

CCG attcharge.PNG

Treatments and Activities

You can add Treatments/activities/items to purchase/ or multiple advisors to be available, these are set-up in Treatments And Activities. If you have Treatments and Activities set up then you will have a section to select the following:

  • Activities Available or Requirements of Membership - Specifies the option required; lunch, nail clippers, Advisor (further below is some examples).
  • Charge to Client £.p - If an additional charge is to be made for the item.
  • Is Payment Necessary?
    • No Payment Necessary - Used when no charge is being made.
    • Payment due at each attendance - If selected on the register a charge is added to the payment amount.
    • One off payment - Used for thing that the client would be as a one off, item like clippers.
  • Show As A Tickable Option on the Confirm & Completion Screens?
    • Do not show as tickable option - This will hide the option and no payment will be added.
    • Show as tickable option - Allows the item to be selected and charge made if necessary, not used for one off items.
    • Show as tickable until tick - Used for one off items. If a person has already purchased the item then all future sessions will show this as a date and no further charge is made.
  • Exclusive or No-Exclusive
    • Exclusive - This will limit the item to the max number of client column. If you had two advisors available for appointments then this would be set to exclusive.
    • Non-Exclusive - If each person attending could have this item then it would be set to Non-Exclusive, used for items like Lunch.
  • Max Number of people who can attend - Used for exclusive items.

Example 1

You have 4 over night beds that can be booked in a respite centre, at a fee of £20.00.  The image below would be how to set up the beds as well as an option for breakfast.

CCG attexampl1.PNG

Example 2

You run an advice clinic and have two advisors, each one can be booked for an appointment.  There is no charge for this service.

CCG attexampl2.PNG

Example 3

You have a podiatry clinic with two podiatrists, the cost of each appointment is £3.50 and each person must by a Foot Care Kit.

CCG attexampl3.PNG

Example 4

You have a drop-in group that has no charges or options

CCG attexampl4.PNG

Example 5

You have a Day Centre where clients can have different services throughout the day.  The cost to attend is £35 and each option is charge if taken by the person.

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Text to print at the bottom of each attendance card

Adding text the Text Editor will be displayed at the bottom of the appointment card printout available on the future meetings tab.

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Example Appointment Card:

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Managing Members

This section will display the details on how to manage members of a group:

  • Adding new members
  • Current Members (Members Tab)
  • People on the waiting list (Waiting List Tab)
  • Previous Members (Past Members Tab)


Adding a new member via Record A Contact

Whether it is a new referral/case or an update/extra info on a referral/case there will be an options box on the Record A Contact screen.

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Simply clicking on the 'Add to Club/Group/Clinic Membership' link to display the list of available groups. Click on tick box to the group you wish to add the person to. If the group is full (maximum number of members) you will be displayed the following message:

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At this point you would click okay and select the waiting list option instead.

When you Save the Contact this will add the person as a member (or to the waiting list). You can edit the membership from the Groups member tab or using the Club and Clinic Membership blue link at the bottom of their record.

Adding a new member via the Record's Blue Link

Although this is a quick method it does reduce functionality of the system. You will not be able to report on Contacts linked to the attendance and other major reports.

On the persons record you need to click on the Blue Link for Club and Clinic Membership. On that screen locate the group you wish to add the person to. If they are on the waiting list click on the 'Update' link otherwise click 'add'.

On the screen you will find the following options:

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  • Referral Date - This will be blank and cannot be edited. For referral based membership use Record A Contact method above.
  • Date Membership Started - Specify the membership start date, the person can not attend session prior to this date.
  • Date Membership Ended - Specify (if known) the membership end date, the person cannot attend sessions after this date.
  • Membership Status? - Select Member (or waiting list for the waiting list)
  • Date Put On Waiting List - Enter the date placed in waiting list (if appropriate).
  • Date Removed From Waiting List - Enter the date they came off the waiting list (if appropriate).
  • Organisation Referred By - You can select the referrer if needed.
  • Person Who Referred - You can select a referring professional if needed.
  • Referral Id - No Referral and cannot be changed. For referral based membership use Record A Contact method above.
  • Last Attendance Date - This will say No Previous Appointments
  • Next Attendance Due - This will say No Future Appointments
  • Missed Last Attendance? & Total missed - You can add missed appointments to the membership by selecting yes and entering the amount.
  • Membership Criteria Met? - If you have a criteria (not managed on the system) you can say if this has been met.
  • Usual Transport Method - If the client requires transport to the group then select which transport they will use. This will add this person to the Transport List.
  • Charge Rate - If you are using the Invoicing Module and the person is to be invoiced select the appropriate rate for attending.
  • Treatment charge rates - If you are using the Invoicing Module and the person has a rate selected then any treatments/activities with a rate setup will be selectable. If you then specify the person has taken this option when attending this will be added to the invoice.
  • Member's Membership Notes - Additional notes which can be copied from the person 'Notes/General Description' file on their record, by clicking the Copy icon to the right.

Member Details tab

The Member Details tab shows all the people that are Members of this club/clinic. Members can be added in two ways:

  • Via the Record A Contact - This is the normal method which will allow updates to the persons history tab to display attendances. As well this will enable reporting via the KPI reports
  • Via Blue Link - Although this is a quick method it does reduce functionality of the system. You will not be able to report on Contacts linked to the attendance and other major reports.

You will be displayed a list of current members.

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  • Warning Triangle - This indicates that there is a Risk recorded on the members main record.
  • Name - The members name, click to go to the record.
  • Membership Card Icon - Link to edit the Membership Details
  • Coin Stack Icon - If you have the Invoice Module and a rate has been added to the membership card this icon is displayed to indicate that the member will be invoiced for attendances.
  • Calendar icon - Displays the Calendar for this group.
  • Telephone number - The members main number.
  • Email address - The members email address.
  • Date of Birth - The members data of birth.
  • Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
  • Start date - Displays the membership start date.
  • Transport Method - If specified displays the transport method.

Waiting List tab

The Waiting List tab shows people on the Waiting List for this club/clinic. Please see the above section Member Details Tab on how to added people to the waiting list.

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  • Name - The members name, click to go to the record.
  • Membership Card Icon - Link to edit the Membership Details
  • Telephone number - The members main number.
  • Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
  • Date put on waiting list - The date they were put on the Waiting List.

Past Members tab

This tab shows previous members that have their membership ended. This tab will display the number of past members as specified on the Occurrence Details Tab.

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  • Name - The members name, click to go to the record.
  • Status - This will display Terminated for members that have left or Terminated & Deceased for members that have been recorded as deceased.
  • Date - The membership end date.
  • Membership Card Icon - Link to edit the Membership Details
  • Calendar icon - Displays the Calendar for this group.
  • Telephone number - The members main number.
  • Date of Birth - The members data of birth.
  • Referral Date - The date the member was referred (if blank then they have been added via the record Blue Link).
  • Transport Method - If specified displays the transport method.
  • Last Attendance - Displays the date the person last attended.

Managing Occurrences

Occurrences are managed via the following tabs and features:

  • Incomplete Meetings Tab - Used to create, confirm and manage upcoming and future sessions.
  • Completed Meetings Tab - Used to view and edit sessions that have preciously run.
  • Club/Group Wizard - Found on the Incomplete meetings tab.
  • Multi Wizard - This is the wizard at the top of the Club/Clinic/Group list.

Part of managing sessions and events is creating the future occurrences. There are three ways to create the future occurrences:

  • 'Create New Occurrence' button - Used when planning of sessions is required.
  • 'Launch Wizard' Button - This is found at the bottom of the 'Incomplete Meetings' tab. The wizard is used for group attendances only as a quick register. It will display all members as expected to come, any one not selected will be marked as a non attendance.
  • Clubs, Clinics & Groups Multi Wizard - This is found at the top of the list of Clubs, Clinics & Groups. Its used to quickly update group attendances for multiple groups on the same day, as well to create lists for these groups on the fly. This is only used for non-appointments where no planning is required.

Incomplete Meetings tab

The Incomplete Meetings tab is used for the every day running and planning of the Club/Clinic/Group. Here you set-up future meetings and record the registers of those who have attended, not attended and cancelled. You also have facilities to move a session, change the key worker and print items related to the session. On this tab you will be displayed all meetings/sessions that have been created and not yet completed.

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On this page you will find details of any session that has already been set-up:

  • Date - Date of the session.
  • Staff/Volunteer - The specified usual staff member/volunteer.
  • Max Capacity - The maximum number of members for the Club/Clinic/Group.
  • Max Attendees - The maximum number of attendees for the session.
  • No. Members Expected - The expected number of members to attend.
  • No. Cancellations - The number of places that have been cancelled.
  • No. Anon. Expected - The number of anonymous/guests expected.
  • Confirmed? - Has the session been confirmed.
  • Notes Icon - Allows notes to be added to the meeting.
  • Action Buttons - Used to manage the session.
  • Action Icons - Print outs and reports based on the expected attendees.

Creating a new club/clinic/groups session using the 'Create New Occurrence' button

Using this button will provide you a level of planning, click on the button to go to the Create New Occurrences screen.

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You will be displayed the last occurrence, next confirmed occurrence, the last planned occurrence as well as the usual day. Use the following fields to set-up the next occurrences (sessions):

  • Create [1 ] Occurrences into the future- Specify the number of occurrences you wish to set up. This will look at the Occurrence Detail Tab to set up the occurrences, if set to every Monday and you enter 4, you will be created 4 weekly sessions on Monday from the date specified.
  • Starting Date - Specify the date of the first occurrence to be set up on.

Below you will also find details of existing incomplete sessions/meetings, where you can also change the person running these events.

To save any changes and create the occurrences click the 'Save Details' button. You will then find the new sessions on the tab.

Creating sessions using the 'Launch Wizard' button

The button can only be used for Clubs and Groups with no appointments. If set-up as a clinic (with appointments) then the button will be greyed out.

This button is used for two things:

  • Add all members and complete a past event Add all members as expected to come, record who came and then complete the session. This will then be added to the completed meetings tab.
  • Add members to a future event - Any future session the wizard will add the people ticked as expected at this session and add the session to the tab.

When you click the button you will be asked for the date of the session, if in the past will go into completion mode and future will be added to the tab. Select a valid date (if group is set-up for Mondays the date must be a Monday). Click the 'Launch Wizard' button to continue or close to leave.

Past sessions

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You will be displayed a list of all members, each one will be recorded as expected attendees. Tick the appropriate box for the clients who have attended and if set-up tick the appropriate treatments/activities. If a payment is due tick the Payments Made tick box to update those to have attended to paid. Complete the donations column if required. If the group allows anonymous people you will find an option for both anonymous females and males. You can also use the Wizard to add a new member (a record already on the system). If the person is not on the system you can open a new tab (right click, open in new tab on the menu) and the person. In the box type the persons name and select them from the drop down list. Please note, if you do not mark them as attended then they will not be added as a member, this will also not be connected to a referral.

Click 'Save and Continue' button, this will complete the sessio0n and add it to the completed meetings tab.

Future Events

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You will be displayed a list of all members, only tick the members that will be expected to attend and tick the appropriate treatments/activities. As this is for a future event you wouldn't enter any payments or anonymous attendees. You can use the Wizard to add a new member (a record already on the system). If the person is not on the system you can open a new tab (right click, open in new tab on the menu) and the person. In the box type the persons name and select them from the drop down list. Please note, if you do not mark them as expected then they will not be added as a member, this will also not be connected to a referral. Click the 'Save and Finish' button to add the future occurrence. If you use TextAnywhere you can send a text message to each person by clicking the phone icon. You can also send details of the session to all by clicking the 'Save and Send SMS'. You will be displayed a list of the selected people to select the number to send to. If the person has a line through then no number is on the record. Replies to this SMS will update the attendance records of the session.

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Managing Existing Future sessions

Future occurrences created will be display on the Incomplete Meetings tab. Meetings created with the 'Create Future Occurrences' button will require confirming where meetings done via the wizard will already be confirmed.

Confirming a meeting/session

Confirming a session confirms that the session/meeting is going to take place and who is expected to attend (this can be edited later). Click on the 'Confirm' button on the meeting you wish to confirm.

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The confirmation screen will be displayed based on the configuration of the Club/Clinic/Group, below are the columns and options that you may be displayed:


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Basic drop in group


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Appointment based clinic that has two staff members that can have appointments at the same time, also displays breaks in the day


  • Appointments time - For a group session this will simply display the start time to the meeting. For appointment based clinics you will see the time of each available appointment. For clinics with multiple appointments at the same time will list these with a number in brackets to display the slot.
  • Attendee - This is a drop down list of available members, use this to select the expected attendee.
  • Additional Options - You may be displayed additional tick boxes for the treatments and activities. Use these to help plan resources or to booked which person or option is been used. For exclusive options this will only allow one of the appointment slots to select the option.
  • Anonymous Females - Type the number of any expected female guests.
  • Anonymous Males - Type the number of any expected male guests.
  • Tick Box to Appoint Everyone - The appoint every will add all members to the session. If there are more members than the available option then a warning message will be displayed and slots will not be filled. For appointments the slots will be filled alphabetically (based on surname).

Click on 'Save Details' to submit the changes and confirm the session. With the TextAnywhere service active you will be able to send an SMS message to the members with telephone numbers by clicking the 'Save and Send SMS message Confirmation' button. This will allow a message to be sent with a 24hr reply window, this allows members to cancel via text. If you are recording cancellations anyone that has been confirmed will be marked as cancelled if you later remove them from the session.

Viewing/Editing a session

After a session is confirmed the 'Confirm' button is removed and a view/edit button is then available.

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When you click the 'View/Edit' button you will be able to make changes to the expected members, and add further appointments for Clinics.

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If you are recording 'Cancellation Reasons' you will be prompted with the following screen if you remove someone by selecting none:

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You can record the date and time of cancellation with the reason (set up in Non-Attendance Reasons), clicking the 'Save Details' to update the session.

Rearranging a session

A session can be rearrange to another day or changing of the usual staff member/volunteer. Click the 'Rearrange button on complete the following fields:

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  • New Date - Select the new date, this can be on a day that the clinic is not normally on (a warning message will be displayed).
  • To be taken by - If you are changing the person that normally runs the session select the replacement person from the list (optional).

Click the 'Save Details' button to rearrange or 'Return to Clinic' button to cancel.

Completing a session

To complete the session and record who has attended click the 'Complete' button. A session that is saved as completed cannot be undone, only deleted.

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  • Appointment Time - For appointment based clinics this will display the members appointment time, group based sessions will display the start time.
  • Attendee - The member due to attend.
  • Treatments/Activities - If configured you will see the available options. If using the Invoicing Module and the member has the option selected on their Membership card a Coin Stack Icon is displayed. This Icon indicates that if selected the person will be invoiced for the option.
  • Attended? - Select who has attended.
  • Used Transport? - Displays the transport specified on the membership card. If the client is paying by invoice and the method is set-up with a rate this will be added to the invoice when selected.
  • Paid? - When clicking the paid column this will update the amount paid box, based on the options selected. For clients paying by invoice this will be replaced by the rate selector, defaulted to the rate on the membership card.
  • Amount Paid - Displays the amount the client should pay (non-invoice clients). If the amount is changed this will not be carried over and no calculations are done.
  • Donation - If enabled you can record any cash donations.
  • Attendance Time (Mins) - If you require the option tom record how long the person is their then this option is displayed. Please note this does not add time if the attendance is recorded on the history tab.
  • Non-Attendance Reason - For the members who have not attended you can specify the reason why.
  • Membership Notes - Notes from the membership card. Any changes will update the membership card.
  • Anonymous Females - Type the number of any female guests.
  • Anonymous Males - Type the number of any male guests.

Click the 'Save Details' button to save and complete the session, which will then be displayed on the completed meetings tab.

The Session Wizard

When you click on the 'Go to Wizard' button you will be taken to the wizard screen and displayed all members. If the session data is today or earlier the wizard will complete the session, please note this will undo any previous expected members and mark all members not ticked as not attended. If the date of the session is in the future it is advised that you use the view/edit page to make changes to the session.

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Cancelling a session

This is used to cancel a session that is not being rearranged. Click the 'Cancel Button' to cancel the session. You can then enter cancellation notes.

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Click the 'Confirm Cancellation' to continue.

Deleting a session

A session can be deleted, this is useful if more than one session has been created on the same day in error. A deleted session will not be recorded, it will simply be removed from the system.

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Click on 'Confirm Deletion' to remove the session, this cannot be undone. If you delete an occurrence by mistake you will need to create a new one.

Print Transport Lists

To the right of each session you will find a series of icons. The transport list examines the expected members and looks at which transport method recorded is specified on the membership card.

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When you click the transport list icon you can then select the following options:

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  • Only show members with confirmed appointments and relevant transport methods - This will only include the members that have been added to the session, expected to attend.
  • Show all members with relevant transport methods - This will display all members that require transport, including members not selected for the session.
  • Show Emergency Telephone Contact - Displays the emergency telephone no. field from the members record.
  • Show column on sheet for recording a reminder telephone call - Creates a column on the report labelled 'Called'.
  • Show Member's Notes - This displays the notes from the membership card.
  • Transport List Order - Allows the transport lists to be arrange alphabetically by surname or post code.

Click the 'Print Sheet' to create the transport lists, these will also include columns for picking up and dropping off.

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Print Attendance Sheets

To the right of each session you will find a series of icons. The Attendance Sheets provides a printout or export for the session with selectable columns.

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When you click the attendance sheet icon you can then select the following options:

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  • Show "Time There" Column (Only printed if set in Cl/Cl details) - If the occurrence details tab is set to record how long the person is there for this field will be included if selected.
  • Show "Payment Due" Column (Only printed if set in Cl/Cl details) - Column to display the Payment due for the attendance.
  • Show Clients' Addresses - Displays the members address.
  • Show Usual Transport Method - Displays the usual transport from the membership card.
  • Show Reminder Column - Adds a column called 'Reminder Done?'
  • Show Clients' Telephone Numbers - Displays the members contact numbers.
  • Show Clients' Emergency Contact - Displays the members emergency number field from the record.
  • Show Extra Options (e.g. Lunch etc) - Displays any treatment/activities.
  • Show Column for Client Signature - Column to enable a signature to be added.
  • Show Staff/Volunteer Details - Displays the person running the Club/Clinic/Group or session.
  • Show Blank Lines (for New Clients)Show Clients' (Clinic) Membership Notes - Adds a series of blank lines so that details of new members can be recorded.
  • Show Clients' Notes/General Description - Displays the membership notes on the membership card.
  • Include Members Without Appointments - Includes members that are not confirmed to be coming (shows all current members)
  • Include People on Waiting List - Includes members on the waiting list.
  • Name Format - How the members name is displayed on the report.
  • Name Column Font Size - The font size of the name column.
  • Print or Export - Print to paper or export to spreadsheet.

Click the 'Print Sheets' button to continue.

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Print Appointment Cards

To the right of each session you will find a series of icons. The Appointment Cards allows you to print out an appointment card for each expected member.

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Each card will be displayed on the new page, click the 'Print Report' button to print them out. Each card will print to one page, however you may be able to use your printer settings to print multiple pages to one sheet (speak to your IT support for details).

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Exporting The Expected Members

To the right of each session you will find a series of icons, this section will look at the Blue Folder icon and the Spreadsheet icon.

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Clicking the Blue Folder will send the fields below to the Blue Folder Lookup (expected members only):

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  • Org/Person ID - The record id number for the member.
  • Attendee Name - Names of the member.
  • Membership Started - The date the person became a member.
  • Membership Ended - The end date of the membership.
  • Transport Method - The transport method on the membership card.
  • Membership Notes - The membership cards notes.
  • Time - The start time of the session or appointment time.
  • Rate - The rate from the membership card ( Invoicing Module required)

See Blue Folder Lookup for further details.

Clicking the Spreadsheet Icon will export the details above to a spreadsheet (expected members only). If you have already done a Blue Folder Lookup since logging on the export will also include any additional items that were used last time.

Completed Meetings

Completed Meetings are moved to the Completed Meetings tab:

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The following information is shown about the completed occurrences:

  • Date that the occurrence happened
  • Staff/Volunteer that ran the occurrence
  • Number of people that were expected
  • Number of members that attended
  • Number of anonymous people that attended (if the club/clinic allows anonymous attendees, which is set on the Occurrence Details tab
  • Completed?
  • Notes for this occurrence - the icon will display red if there are any notes saved for this occurrence

Cancelled session display the word cancelled.

To the right you will find buttons to manage the completed meetings:

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View button

This will display a list of the expected members, and indicate which ones attended or not.

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Edit

Allows you to edit the completed session.

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Go to Wizard

Re-opens the session wizard to make changes to the completed session, see The Session Wizard for details.

Delete

A session can be deleted, this is useful if more than one session has been completed on the same day in error. A deleted session will simply be removed from the system.

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Click on 'Confirm Deletion' to remove the session, this cannot be undone. If you delete an occurrence by mistake you will need to create and complete a new occurrence.

CCG Multi Wizard

The Multi Wizard allows you to enter attendances for multiple clubs, clinics or groups that run on the same day. Click the 'Use Wizard' button to launch the wizard:

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On step one specify the required criteria:

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  • Date Of Occurrence - Select the day that you wish to record attendances for (required).
  • Location for the Event(s) - You can specify the location of the Club, Clinic or Group, this searches the first address line recorded on the records (optional).
  • Clubs/Groups Associated With A Project - Specifies to search using a specific project (optional).
  • Select Individual Club/Group? - Select a specifies to search for a specific Club, Clinic or Group.

Click the next step to display Clubs, Clinics or Groups running on the date selected.

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You will have the following options:

  • Print Attendance Sheets
  • Print Transport Lists
  • Enter Attendances

Wizard - Print Attendance Sheets

Select the Clubs, Clinics and groups you wish to produce Attendance Sheets for and click the 'Print Attendance Sheets' button.

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You can select the required columns for the attendance sheets and how it is to be formatted, then click the 'Print Sheets' button to display the reports that you can print.

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Wizard - Print Transport Lists

Select the Clubs, Clinics and groups you wish to produce Transport Sheets for and click the 'Print Transport Lists' button.

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  • Only show members with confirmed appointments and relevant transport methods - This will only include the members that have been added to the session, expected to attend.
  • Show all members with relevant transport methods - This will display all members that require transport, including members not selected for the session.
  • Show Emergency Telephone Contact - Displays the emergency telephone no. field from the members record.
  • Show column on sheet for recording a reminder telephone call - Creates a column on the report labelled 'Called'.
  • Show Member's Notes - This displays the notes from the membership card.
  • Transport List Order - Allows the transport lists to be arrange alphabetically by surname or post code.
  • Transport List Option - Allows you to specify to create one list combining the members or separate sheets.

Click the 'Print Sheet' to create the transport lists, these will also include columns for picking up and dropping off.

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Enter Attendances

The wizard will display all the selected Clubs, Clinics and Groups in rows across the screen. You will be displayed options based on the occurrence details of each Club, Clinic and Group. Members will be highlighted with a yellow background on the attend tick box. If you tick a person that is not highlighted they will be added as a member and marked as attended. You can add new members by clicking the Add New Member' button and type the surname in the lookup box. When you tick that they have attended they also will be added as a member and marked as attended.

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If you use TextAnywhere you can send a text message to each person by clicking the phone icon. You can also send details of the session to all by clicking the 'Save and Send SMS'. You will be displayed a list of the selected people to select the number to send to. If the person has a line through then no number is on the record. Replies to this SMS will update the attendance records of the session.

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