This article covers the following topics:
- How do I add a new client?
- How do I add a new household member?
- How do I enable & add an Anonymous Household Member
- How do I track client consent?
- How do I use the Goals tab? (Premium feature)
- How do I use the Assess tab? (Premium feature)
- How do I use the Spirit or POH tab? (Salvation Army *Canada Only*)
- How do I add a note?
- Additional tabs for select US pantries ONLY
- Services tab
- Activity tab
How do I add a new client?
If you are creating a new client and don't complete all of the numbered tabs within 72 hours of the profile's creation, the client's profile will be removed from the system. A notification appears each time a user is adding a new client to remind them of this. An exception to this rule is when the client has signed a consent, in this case, the profile will not be removed.
The information in this article will guide you through the tabs that you will need to complete, to create and save a new client profile in the system.
- Log into Link2Feed and open the Case Management application.
- It is strongly recommended that you first Search for the new client to check that they have not already had a client profile created at another agency in your network, this will ensure you do not create a duplicate profile.
- There are two ways to add a new client:
- From the Dashboard page click the + New Client button.
- From the left side Navigation pane click Clients then Client Search, this directs you to a page with the Search field and the + New Client button.
- You will note, after clicking + New Client, that the tabs running across the top of the page are greyed out; the heading of each tab will become green once you have saved the information on the page and proceeded to the next tab.
- You will also note that the top right corner of the page now has a Link2Feed client number and the name Anonymous Client beside it; this will change to the name of the new client once all tabs have been completed and saved.
- Enter the client information across all numbered tabs up to and including Dietary Considerations; at this point the new client profile is complete and you can go to the Services tab to record a visit for the client.
- Once all information has been added and saved, the Status symbol on the Personal page will turn from grey and Pending to green and Active, signifying that the client is now in the system and can be searched for. You will also see a green text box stating Success The client has been updated successfully.
The Personal tab
The first tab is the Personal tab and captures client identifiers for all household members, this includes, but is not limited to, first and last names, date of birth, and residential information.
Required fields are starred with a blue asterisk, and if a required field is left blank, you will not be able to proceed to the next tab. You will be prompted by red text and field outline to fill in the required information, and once all the required fields have been completed, click Save & Next at the bottom right corner of the page to advance to the next tab.
First Visit
The First Visit field is the first field on the Personal tab, and here you are prompted to select the month and year of the client’s first visit. There are three options:
- Unknown: the first visit within that household will be saved in the back end as the date of their first recorded visit in Link2Feed.
- Today: the present date this profile is being created.
- Specific Date: this allows the user to enter the approximate year and month the client started visiting, not just within Link2Feed.
Export
When running an export on the First Visit field, two columns will be shown:
Client First Visit - Personal Tab: this will use the date based on the selection on the Personal tab.
- Unknown: since this takes the first visit the user records in the system, it will show the visit date.
- Today: since this takes the day the user creates the client profile, it will show that date.
- Specific Date: this will show the date identified specifically by the client.
Client First Visit - Date: this will use the date based on the selection on the Personal tab.
- Unknown: since this takes the first visit the user records in the system, it will show that visit date.
- Today: since this takes the day the user creates the client profile, it will show that date.
- Specific Date: this will show the date identified specifically by the client.
Preferred Agency
The Preferred Agency field relates to a network with more than one agency or pantry and allows a user to set the client's preferred agency from a drop-down menu.
Date of Birth
The Date of Birth field automatically calculates the age of the client, and contains a check box with the question Is Date of Birth Estimated? This serves as a reminder to users that perhaps the client's date of birth still needs to be verified. The system will use the estimated date of birth when checking for possible client duplicates.
Gender Identity
Gender Identity refers to a client's sense of their gender. It is a customizable list and additional values can be added to the drop-down menu of default gender identity options; click here for instructions on how to customize lists.
Consent
Consent can be tracked at the agency level or the network level.
Agency Level: the client has to sign consent at each agency they visit.
Network Level: client only has to sign consent once and it’s applied to the whole network.
Click here for instructions on how to track client consent?
Marital Status
If tracking Marital Status you will be required to select a status from the options listed.
Didn't Ask, Don't Know, Prefer Not to Answer
These three options have been added to fields that originally had Undisclosed as an option. All fields that had Undisclosed selected were migrated to Didn’t Ask.
Street Address
When entering the client's address into the Street field, several addresses may auto-populate, click the address that matches the client's and the rest of the address fields will complete automatically.
Not all addresses will auto-populate, in this case, you can proceed to manually add the client's address. When manually adding an address, a notification will appear, asking the user to check that they have entered the address correctly.
There is also the option to select No Fixed Address or Prefer Not to Answer, if either of these options is selected, the address fields will grey out and you can proceed to the next field.
Housing Type
This is a customizable list of various housing types, select the best match from the list; click here for instructions on how to customize lists.
Email Address
Click the light blue + ADD button to add an email address. You can add as many email addresses for the client as you like by clicking the + ADD button for each new address. You will need to select which email address is the primary address by clicking the radio button beside it. If you open up an email field in error, click the Trash Can icon to close the empty field.
Phone number
Click the light blue + ADD button to add a phone number. You can add as many phone numbers as you like for the client by clicking the + ADD button for each number. You will need to select which phone number is the primary number by clicking the radio button beside it. If you open up a phone field in error, click the Trash Can icon to close the empty field.
We have added the ability to bypass mandatory phone numbers as of June 23rd, 2021.
Previously the system only allowed the choice to make the phone number field either mandatory or optional. If a client came in without a phone number, intake users would enter a dummy phone number as the field was set to mandatory at the network level.
In order to bypass the mandatory phone number we added a setting called Bypass Mandatory Phone Number. It will add a checkbox called “No phone number” below the phone number field, selecting this field will allow you to bypass the mandatory restrictions for the phone number. This setting will have to be turned on by network administrators under Case Management settings.
ID Type
This is a customizable field of drop-down options; click here to see how to customize lists.
Click the light blue + ADD button, to open the drop-down menu of ID types to choose from. To the right of the ID, field is a Confirmation field, this is a text box for you to verify the client's ID; we recommend using simple verification such as yes/no, users' initials, or agency codes.
Languages
This is a customizable field of drop-down options; select the best match from the list; click here for instructions on how to customize lists.
To record languages spoken by the client, start typing the name of the language into the field and your options will appear automatically. Click Enter on your keyboard or select the language by clicking on it with your mouse.
Referred By
This is a customizable list of sources that may have referred the client to your organization, it includes, but is not limited to, referral sources such as Client/Friend/Family, Faith Organization, Health Care, and Social Worker; click here for instructions on how to customize lists.
Ethnicity
This is a customizable list of ethnicities, the user can select more than one ethnicity for the client.; click here for instructions on how to customize lists.
Disability
This is a locked, non-customizable list, the user is only able to select one choice from those available.
Self Identifies As
This is a customizable list of self-identifiers, the user can select more than one self-identifier for the client; click here for instructions on how to customize lists.
Household Members
At the bottom of the page on the Personal tab, you will find the Household Members table. This table will show all household members living in the same household as the client. If no others are living in the same household as the client, you can click Save & Next at the bottom of the page to save the details on the Personal tab and move on to the next tab, the Profile tab.
If the client indicates there are others in his household, click here to be guided through the process of adding household members.
Click Save & Next at the bottom right side of the page to move on to the next tab.
Note: Improvements published in the 2.12.6 release include the rolling out of disable fields for household members which will help network administrators limit fields for data collection of household members; click here to learn how to disable fields for household members.
Completing the personal tab visual walk-through
The Profile tab
The second tab is the Profile tab which captures the client's education level, the country where they received their education and their employment type.
In the top left-hand corner of the page you are reminded that You are creating a new client profile, and in the top right-hand corner is the client's name and ID number. The 72 hours notification banner will remain visible across the top of the page until all 4 tabs have been completed and saved.
Highest Education Level completed
This is a locked field, you cannot edit or add to the available choices. Select the radio button next to the education choice that best fits the client.
Country of Education
This is a locked field, you cannot edit or add to the available choices. When you select an education level from the list of options, you will be required to select a country of education from the drop-down menu.
When you select Didn't Ask, Don't Know, or Prefer not to Answer in the Highest Education Level Completed field, the Country of Education field will disappear from view as you will not be required to complete it.
Employment Type
This field is both locked and customizable. The default employment types are locked, however, you can add customized types to the list; click here for instructions on how to customize lists.
Click Save & Next at the bottom right side of the page to move on to the next tab.
Completing the Profile tab visual walk-through
The Monthly Income tab
The third tab is the Monthly Income tab, which captures the client's household information regarding Social Programs, Monthly Income, and Monthly Expenses.
The three fields on this page are customizable; click here for instructions on how to customize lists.
In the top left-hand corner of the page you are reminded that You are creating a new client profile, and in the top right-hand corner is the client's name and ID number. The 72 hours notification banner will remain visible across the top of the page until all 4 tabs have been completed and saved.
Household Social Programs
This field requires you to document whether anyone in the household receives social benefits such as SNAP or other social programs; fields with the radio button allow for just one choice to be selected, and fields with the square checkboxes allow for more than one selection.
Monthly Income
This is a customizable field of drop-down options for income types; click here for instructions on how to customize lists.
Click the light blue + ADD button to record a monthly income for the client; you can add more income sources for the client by clicking the + ADD button. If there are other household members, you also can record their income as well.
You will need to choose one income type as the Primary Income by selecting the radio button beside it; the primary income does not need to be the client's income, it can be that of any household member.
If you open up an extra income field in error, click the Trash Can icon to close the empty field.
Monthly Household Expenses
This is a customizable field of drop-down options for expenses; click here for instructions on how to customize lists.
Click the light blue + ADD button to record a monthly expense for the client; you can add more expense types for the client by clicking the + ADD button.
When tracking income and expenses, the system will calculate the household's total income, total expenses, and total net income.
Click Save & Next at the bottom right side of the page to move on to the next tab.
Completing the Monthly Income tab visual walk-through
The Dietary Considerations tab
The fourth tab is the Dietary Considerations tab, a customizable field that allows the user to check off any dietary considerations that the individuals of the household feel should be known and noted in their profile; click here for instructions on how to customize lists.
Once this tab has been completed, click Save & Next; you will see 2 green text boxes in the top right corner of the page letting you know Success. The client has been updated successfully and Success. Client profile complete, record a visit now.
You have now finished creating the client's profile. All the tabs will be active, as indicated by tabs no longer being greyed out, and you can begin recording visits on the Services tab.
How do I add a household member?
At the bottom of every client's Personal tab is the Household Members table, it identifies who else lives in the household with the client. Household members do not need to be related to the client, anyone living in the client's household can be added to the table.
To add a new Household Member:
- If you are not already in the client file that you wish to add a household member to, you will need to first search for the client; there are two ways to do this:
- Log in and open the Case Management application; this will direct you to the Dashboard page with a client Search field, enter the client's name here to open up the client file.
- From the left side Navigation pane click Clients then Client Search, this directs you to a page with the Search field, enter the client's name here to open up the client file
- Scroll down to the bottom of the Personal tab page.
- Click the light blue + Add button at the top right-hand side of the Household Members table. This will open up a pop-out field for you to add the details of the new household member.
All fields must be completed to save the new household member to the client file. Once all the information has been entered, click the dark blue Save Changes button. You will now see the new household member in the client's Household Member table.
How do I add a household member visual walk-through
How do I enable & add an Anonymous Household Member?
These improvements will help Agency Managers and Intake users to add Anonymous Household Members as more states change requirements for CSFP and TEFAP.
How to enable Anonymous Household Members at the Network level
- While logged in at the Network level, open the Case Management application.
- Select Administration on the left-hand side of the screen.
- Select Settings.
- Within the Intake Options section locate Anonymous Household Members and set this to On-Optional or On-Locked. On-Optional will allow agencies to decide whether or not to turn on this feature from within their own settings.
- Scroll down and select Save Changes
How to enable Anonymous Household Members at the agency level
- While logged in at the agency level if your Network has enabled Anonymous Household Members as On-Optional you will be able to turn this function on.
- On the left-hand side of the screen once logged into Case Management select Administration.
- Select Settings.
- Within the Intake Options section locate Anonymous Household Members and set this to On.
- Scroll down and select Save Changes.
Adding an Anonymous Household Member
Adding an Anonymous Household Member can be done when creating a new client or while editing an existing client within their Profile tab.
It is recommended to leave the Name blank to allow for it to auto-fill to Anonymous Client, this will prevent them from appearing on client duplicate lists.
An Anonymous Household Member will be considered Anonymous until all mandatory fields are completed. At which point it would switch to a full client.
- Once in the Personal Tab after completing all required information for the new client locate the Household Members section at the bottom of the screen.
- Select +Add to start the process of adding a Household Member.
- Add any partial information (if required) and then select +Add Anonymous Member.
- You can follow the same process to add multiple Anonymous Household Members.
- Once complete you can select Save Changes or Save & Next to proceed to the next tab of the client intake process. For more information on adding a client please click here.
Adding Additional Information
Intake users can return anytime to the profile and add information about the household member to convert them from an anonymous member to a regular household member. When adding information after an Anonymous Household Member is created you will be required to fill in all required fields as any change made will convert them to a full client and they will no longer be Anonymous. To add information and convert them to a full client you can select Edit next to the Anonymous Client.
How do I track client consent?
Consent to having personal information recorded tab can be tracked at the agency level or the network level.
Agency Level: the client has to sign consent at each agency they visit.
Network Level: the client only has to sign consent once and it’s applied to all agencies on the network.
Note: Please ensure you have recorded the correct date when confirming a client's consent on the Personal Tab as currently in the system we don't have the option to edit the consent date on the Personal Tab.
Click here to follow instructions on how to set consent at the Network level and Agency level.
There are 4 options available to track consent:
- Verbal and Written consent: here you will select a radio button beside the Verbal and Written consent field to indicate whether consent was captured verbally or in writing.
- Verbal consent only: here you will be required to select the radio button to indicate consent was captured verbally.
- Written consent only; here you will be required to select the radio button to indicate consent was captured in writing.
- Signature consent; here you will capture a signed consent from the client, and have several options available, those options being:
- Typed signature: the user will type the client's name into the Client Signature field.
- Hard Copy signature: here the user will check a box to confirm that the client's signature is on file in paper form.
- Uploaded Image: here the user will browse documents on file in the device they are using, and upload the image to the consent field.
- Sign on screen: here the user will select Open Signature Canvas and a canvas will open for the client to sign on the screen of the device being used.
- ScripTel Signature Pad: here the user will capture the client's signature using a ScripTel device.
- Pre-typed signature: here the system will automatically populate the client's name into the Client Signature field.
- Verbal Consent: here the user will ask the client to verbally confirm their consent to information being recorded, and clicking Save Changes will record the consent as being given verbally.
How do I use the Goals tab? (Premium feature)
This is only included with our Premium Case Management package, click here to learn what the Goals Feature offers.
How do I use the Assess tab? (Premium feature)
This is only included with our Premium Case Management package, click here to learn what the Assessment Feature offers.
How do I use the POH or Spirit tab? (Salvation Army *Canada Only*)
This information is covered here for POH, and here for Spirit.
How do I add a note?
This Notes tab allows you to add a new note to the household's profile.
If you are not already in the client file that you wish to add a note to, you will need to first search for the client in one of two ways:
- Log in and open the Case Management application; this will direct you to the Dashboard page with a client Search field, enter the client's name here to open up the client file.
- From the left side Navigation pane click Clients then Client Search, this directs you to a page with the Search field, enter the client's name here to open up the client file.
Once you have opened the client's file navigate to the Notes tab. Click the dark blue + New Note button on the right-hand side, below the client's name. This will open a pop-out text box, type your note in the box, and if relevant, select one of the check box choices:
- Mark this note as an alert; select this choice if the note is urgent, and it will display as a red banner across all pages of the client's profile. The banner can be removed temporarily by clicking the x on the red alert tab on the banner, and removed permanently by editing the note and de-selecting the Mark this note as an alert option.
- Mark this note as private (show to my organization only); this will restrict the note so that it can only be seen by users within your organization.
- A setting is available to be turned on from the Network to allow for this box to be marked as private by default. Please see the videos here for a walkthrough on how to enable this from the Network settings and then from the Agency settings.
- CSFP-only note; only users with CSFP permissions can see the note.
Click Save; the text box will disappear, the note will now be displayed as a light grey banner on the client's Notes tab, and a green text box will appear on the top right side of the page with the message Success. Changes to note have been made successfully.
The grey banner on the Notes tab shows the date and time the note was created and by whom. Here you also have the option to edit the note by clicking the Pencil icon or delete the note by clicking the Trash Can icon.
Enabling Default Notes as Private at Network Level walkthrough:
How this appears in Client Profile as well as where to set this in the Agency Settings walkthrough:
Additional tabs for select US pantries ONLY
CSFP tab
The Commodity Supplemental Food Program is referred to as CSFP. If your organization is a CSFP site, you will notice an additional tab in your client intake process.
The CSFP tab can be found between Dietary Considerations and Services. To access the CSFP tab, your organization or agency must be a CSFP site, and a user must have the CSFP Worker permission.
The following information details the fields you will be completing when registering a client who is eligible for CSFP; these fields are set at the Network level and can be edited by accessing the CSFP program, click here for instructions on how to configure your CSFP program.
Client Information
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CSFP ID: This is the client's CSFP ID number, it can be set to automatically populate with the Link2Feed client number, or can be manually typed in with a specific ID number used by the agency.
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Location: This is the agency/site where the client will be picking up their designated CSFP food; only active CSFP agencies/sites are listed in the Location drop-down.
- Active: the client is enrolled and registered for CSFP.
- Suspended: automatically set to this status when the client has missed two calendar months in a row picking up their food and has never been suspended. There is a 7-day buffer included to account for distributions landing on varying calendar days.
- If an active client who was previously suspended misses two months ever again, their status will change to Waiting List. This client's status must be changed to Active before a visit can be recorded.
- Inactive: automatically set to this status when no visit has been recorded within the last six months.
- Waiting List: automatically set to this status when the client has not picked up food in two months and has been Suspended beforehand.
- Deceased: can only be set to this status manually by the user. The client will no longer appear on the CSFP Client List but will remain visible on the CSFP Kit Issuance List. Their Link2Feed profile will also be set to deceased.
- Denied: this is a module setting. When enabled, it will appear as a CSFP status option meaning the user did not meet the requirements for the CSFP program.
- Closed: set to this status when changed manually by the user. The client will no longer appear on either the CSFP Client or CSFP Kit Issuance List.
- None: if a client is not eligible for CSFP based on the income or age requirement, the system will automatically set their status to None.
- Enrollment Date: this is blank by default and is a required field. This cannot be a date in the future and is limited to being no earlier than the year 2000 to prevent users from entering a date too far in the past in error.
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Last Status Change Date: this is the last date the client's CSFP status was changed.
Proof of Identification
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Proof of Address: gives the ability to record that proof of address was provided.
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Proof of Income: gives the ability to record that proof of income was provided.
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Proof of Age: gives the ability to record that proof of age was provided.
Documentation
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Eligibility Notification Letter Sent: gives the ability to record if an eligibility notification letter was sent by selecting Yes or No.
Caretaker
If the client has the assistance of a Caretaker, you can record the Caretaker's details by clicking on the +Add a Caretaker button. Both name and phone number are required.
Proxy Signatory
A proxy is an individual with permission to pick up food on the client's behalf. To add a Proxy Signatory click on the +Add Proxy Signatories button, up to 3 names and phone numbers can be recorded.
Eligibility Criteria
This section contains information on the client's eligibility to qualify for the CSFP program.
If a client does not meet the eligibility requirements for age or income when landing on the CSFP tab, the fields on the CSFP tab will be greyed out.
The status will be automatically set to None. Users will NOT be able to change the status unless the client meets age and income requirements.
If a client is eligible at first and later becomes ineligible, the fields on the CSFP tab will be greyed out and the CSFP recertification banner and CSFP forced review will be removed.
Any red sections indicate the area where the client hasn't met requirements, and green sections show where eligibility requirements have been met.
Household Size and Monthly Income table
The income table lists the household size and maximum income allowed to qualify for the CSFP program. Green indicates the client has qualified for the CSFP program, red will indicate the client has not qualified.
Certification/Recertification
Certify
Once a NEW client's profile has been completed, they must sign a certification before being able to record their first visit. To certify a client click the dark blue Certify button; this will open up the Certify canvas with a Client eSignature disclaimer. Capture the client's certification using one of the drop-down Signature Types, then scroll to the bottom of the page and click Save; click Cancel to back out of certifying the client.
If the CSFP program is tracking the users who are certifying/recertifying clients, a second signature disclaimer, titled Worker eSignature will appear beneath the client's signature disclaimer. The user will be required to sign the disclaimer using one of the drop-down Signature Types before clicking Save and moving to the Services tab.
Recertify
The client's recertification date appears at the top of each page and is based on the client's enrollment date.
A client must be recertified every six months. When the client's recertification date is close the system will create a forced review. See Last Profile Review & Complete Review Now for details on what a Forced Review will look like. The client will also need to sign the recertification log.
Once the client is certified the Certify button will change to a Recertify button, and a Certification/Recertification log will appear detailing the dates of all certifications, recertifications, and extensions for the client. The log can be edited by clicking on the orange edit icon or deleted by clicking on the red trash can icon.
To recertify a client click the dark blue Recertify button; this will open up the Recertify canvas with a Client eSignature disclaimer. Capture the client's recertification using one of the drop-down Signature Types, then scroll to the bottom of the page and click Save; click Cancel to back out of recertifying the client.
If the CSFP program is tracking the users who are certifying/recertifying clients, a second signature disclaimer, titled Worker eSignature will appear beneath the client's signature disclaimer. The user will be required to sign the disclaimer using one of the drop-down Signature Types before clicking Save and moving on to the Services tab.
Extend
If a user is unable to certify/recertify the client during the client's visit, the Extend option allows for the user to extend the certification/recertification date by 6 months. To Extend a client click the light blue Extend button; this will open up the Extend canvas with a Client eSignature disclaimer. Capture the client's extension using one of the drop-down Signature Types, then scroll to the bottom of the page and click Save; click Cancel to back out of extending the client.
If the CSFP program is tracking the users who are extending clients, a second signature disclaimer, titled Worker eSignature will appear beneath the client's signature disclaimer. The user will be required to sign the disclaimer using one of the drop-down Signature Types before clicking Save and moving on to the Services tab.
CSFP tab visual walk-through
CSFP Screening
It is possible to screen new clients to see if they qualify for the CSFP program before completing a full profile.
To screen the new client navigate to the Dashboard page and click the light blue + New CSFP button beneath the Search field, alternatively, you can use the left navigation pane to click Clients and then Client Search, which will navigate you to a page containing the search field and the + New CSFP button.
After clicking on the + New CSFP button a pop-up window will appear with a set of fields used for screening the client for CSFP eligibility. All screening fields must be completed before you can click the Confirm Eligibility button. Customizable field options available for CSFP screening are:
- Last Name
- First Name
- Date of Birth
- Address Line 1
- Address Line 2
- County
- City
- State
- Zip Code
- Household Size
- Household Monthly Income
- Proxy Signatory
- Certification/Recertification disclaimer
- eSignature
If using the first and last name fields, the system will still perform the inline duplicate check to see if that client is already in the system.
Please click here to see instructions on how to customize the screening questions.
Once all screening fields are complete, click the blue Confirm Eligibility button, and the system will immediately confirm whether the client is eligible or ineligible for the CSFP program.
When the client is Eligible for CSFP, a green and white pop-up window will appear with a green check mark, and the words CSFP Eligible above a customizable eligibility script; click How do I configure my CSFP program? for instructions on how to customize the script.
Click on the green Continue Intake button to complete creating a full profile for the client.
When the client is Ineligible for CSFP a red and white pop-up window will appear with a red X and the words CSFP Ineligible above a customizable ineligibility script; click How do I configure my CSFP program? for instructions on how to customize the script.
Click on the red Continue Intake button to complete creating a full profile for the client.
CSFP recertification exception
A Recertification Exception setting is available for Active CSFP clients. This setting will allow the recertification period to be a different number of months based on the income within the household and household size.
When enabled, if a client a) only has one source of income for the household and b) that income matches a source of income from the Income list, they will be prompted to recertify based on the Recertification Exception period instead of the Recertification period.
Food banks can determine the time period to use for clients who are exempt from the regular certification period.
They can also select the specific income sources that should be part of this exemption; click here for instructions on how to turn on the Recertification Exception.
Check-in (informal recertification)
The CSFP Check-in feature is a way to perform an informal CSFP recertification in between the regular recertification periods. This feature is not enabled automatically, it must be selected within the CSFP operational options, and is customizable to the frequency and type of check-in; click here to see instructions on how to customize the Check-In.
The feature must be enabled, and the client must already be certified and eligible for the CSFP program for the Check-In feature to appear on their CSFP page.
When Check-In is enabled you will see a blue banner at the top of each page of the client's file, indicating their next Check-In date and Recertification date.
To complete a Check-In for the client, scroll to the bottom of the page and click the light blue Check-In button. A signature pop-up will appear for the user to capture the client's signature, click Save to capture the signature, or Cancel to back out of the Check-In.
Once the Check-In signature has been saved, you will see a green text box stating Success. The client has been updated successfully, and the Check-In will appear in the Certification/Recertification log, with the date the Check-In was recorded.
From the Certification/Recertification log you have the option to View Signature by clicking the grey button, edit the signature by clicking the orange edit button, or delete the signature, and therefore the Check-In, by clicking the red trash can icon.
When all information has been recorded, click Save& Previous to return to the page before the CSFP tab, Save Changes to remain on the CSFP page, or Save & Next to move on to the next tab.
School Pantry tab
If your organization is a school pantry, you will notice a School tab between the Dietary Considerations and Services tabs. Although your client may access a school pantry, if your organization isn't specifically the school pantry the client is using, you will not have access to view or edit this tab.
Each child in the household will be listed with a dropdown menu below their name. This list will show individuals 18 and under.
You will be prompted to select the school each child attends. If you don't see any names on this tab, it is because this household contains no children 18 or under.
Once the child's school information has been selected from the drop-down menu, there are additional fields that can be added for tracking on this tab; click here for instructions on how to add options to the School Pantry fields.
- Current Education: This is a customizable dropdown list of the grade the individual is in.
- School ID: this is a text field where you can enter the school ID of the student. You can also check off the box beside Undisclosed if it doesn't apply.
- Documents Provided: this will display the list of School Pantry Documents you have made acceptable.
- Expiration Date: this is the date the document provided expires.
Once all fields have been completed, click Save & Previous to return to the tab before the School tab, Save Changes if there is no need to navigate to any other tabs before logging out, or Save & Next to move on to the next tab.
TEFAP tab
TEFAP is a commodities program with specific eligibility criteria; if your location is providing TEFAP you will see a TEFAP tab between the Dietary Considerations tab and the Services tab (you may see a School tab and/or CSFP tab before the TEFAP tab if your location is also providing School pantry services or CSFP).
Proof of ID
If Proof of ID is enabled, there will be a checkbox with the text Check ID on the client's TEFAP tab. It will be a required field for the eligibility of a client to receive TEFAP food.
Proxy Signatories
Proxy Signatories are individuals permitted to pick up and sign for TEFAP on behalf of the client. Click the + Add a Proxy Signatory button to add a signatory; up to three Proxy Signatories can be added. You can delete a proxy signatory by clicking the trash can beside the proxy details.
If a proxy picks up TEFAP on behalf of the client, they will appear in the services log at the bottom of the Services tab. To see who picked up TEFAP on a particular visit day, click on the blue Folder icon to open up the details of the visit; scroll to the bottom to see who signed for the visit.
Certification/Recertification Log
The Certification/Recertification log shows the date of each certification and recertification; you can view the client or proxy signature by clicking the grey View Signature button, edit by clicking the orange edit icon, or delete the signature by clicking the red trash can icon.
The client must be certified in order to move on to the Services tab and record a TEFAP visit. To certify a client click the dark blue Certify button; this will open up the Certify canvas with a Client eSignature disclaimer. Capture the client's certification using one of the drop-down Signature Types, then scroll to the bottom of the page and click Save; click Cancel to back out of certifying the client.
The light blue Certify with Exception button allows for the client to receive TEFAP when they do not qualify based on income or social eligibility criteria, this action will certify the client for 6 months; the network can opt into this feature; click here for instructions on how to customize your TEFAP options.
After initially certifying the client or certifying by exception, the Certification button will change to a Recertify button, the Certify with Exception button will no longer be visible, and a purple banner will sit across the top of each page of the client's file, with the date the next recertification is due.
To recertify a client click the dark blue Recertify button; this will open up the Recertify canvas with a Client eSignature disclaimer. Capture the client's recertification using one of the drop-down Signature Types, then scroll to the bottom of the page and click Save; click Cancel to back out of recertifying the client.
Eligibility Criteria
A client must meet eligibility criteria to qualify for TEFAP. Eligibility criteria are customizable and can be turned off; click here to see instructions on how to customize your TEFAP options.
Social Program Eligibility: TEFAP visits can be restricted to the Social Programs that the client is registered for.
City Eligibility: TEFAP visits are restricted to clients' addresses that are within specific cities. This restriction will prevent clients who don't live within the listed cities from having a TEFAP visit recorded in their profile. This eligibility will show on the TEFAP tab of a client's profile.
County Eligibility: TEFAP visits are restricted to clients' addresses that are within specific counties. This restriction will prevent clients who don't live within the listed counties from having a TEFAP visit recorded in their profile. This eligibility will show on the TEFAP tab of a client's profile.
State Eligibility: This restriction will prevent clients who don't live within the same state of the organization the user is logged into from having a TEFAP visit recorded in their profile. The system will check the address of the client, and if it doesn't match the state of the user's organization, the client will not be able to certify/recertify on the TEFAP tab or have a TEFAP visit recorded.
Green fields indicate qualification for TEFAP, and yellow fields indicate where qualification has not been met.
Once all fields have been completed click Save & Previous to return to the previous page, Save Changes to remain on the page, or Save & Next to move on to the next tab.
TEFAP tab walk-through
TEFAP Screening
It is possible to screen a new client to see if they qualify for TEFAP before completing a full profile.
To screen the new client navigate to the Dashboard page and click the light blue + New TEFAP button beneath the Search field, alternatively, you can use the left navigation pane to click Clients and then Client Search, which will navigate you to a page containing the search field and the + New TEFAP button.
After clicking on the + New TEFAP button a pop-up window will appear with a set of fields used for screening the client for TEFAP eligibility. All screening fields must be completed before you can click the Confirm Eligibility button. Customizable field options available for TEFAP screening are:
- Last Name
- First Name
- Address Line 1
- Address Line 2
- County
- City
- State
- Zip Code
- Household Size
- Social Programs
- Household Monthly Income
- Proxy Signatory
- Certification/Recertification disclaimer
- eSignature
If using the first and last name fields, the system will still perform the inline duplicate check to see if that client is already in the system.
Please click here to see instructions on how to customize the screening questions.
Once all screening fields are complete, click the blue Confirm Eligibility button, and the system will immediately confirm whether the client is eligible or ineligible for the TEFAP program.
When the client is Eligible for TEFAP, a green and white pop-up window will appear with a green check mark, and the words TEFAP Eligible above a customizable eligibility script; click How do I configure my TEFAP program? for instructions on how to customize the script.
Click on the green Continue Intake button to complete creating a full profile for the client.
When the client is Ineligible for TEFAP a red and white pop-up window will appear with a red X and the words TEFAP Ineligible above a customizable ineligibility script; click How do I configure my TEFAP program? for instructions on how to customize the script.
Click on the red Continue Intake button to complete creating a full profile for the client.
FFC (Food For Change) tab
The FFC tab can be found directly before the Services tab. Although your client may access FFC services, if the organization you're logged into doesn't have the FFC Worker role or FFC program enabled, you will not have access to view or edit this tab.
To register a client for FFC open the FFC tab and complete all the fields on the page. Once all fields have been completed click Save & Previous to return to the previous page, Save Changes to remain on the page, or Save & Next to move on to the next tab.
FFC ID: the client's Food for Change ID.
Enrollment Date: the date client was enrolled in the Food for Change program.
Partner: dropdown list of partners; this list is customizable, click here for instructions on how to customize lists.
Program: dropdown list of programs; this list is customizable, click here for instructions on how to customize lists.
Type: dropdown list of types; this list is customizable, click here for instructions on how to customize lists.
Status: dropdown list of statuses; this list is customizable, click here for instructions on how to customize lists
Last status change date: the most recent date the status was changed. This is automatic and cannot be edited.
Substitute Shopper Name (proxy): the name of an individual who has permission to pick up FFC and sign on behalf of the client; you can record two proxies for the client.
FFC Tab walk-through
Services tab
The Services tab is where you will record a visit for the client. Once the client has recorded a visit the Personal and Services page will always indicate when the client's next profile review is scheduled for and their last recorded visit date. Click here for instructions on how to record a visit.
Note: If you leave the Services tab without saving the visit you will see a Leave Site prompt that appears to remind you that “You didn’t record a visit. Do you want to?” It does not appear when a visit has been recorded for the current day.
Note: the last visit date shown will be based on the programs you, the user, have access to (e.g. if a pantry visit was recorded on January 15 and a CSFP visit was recorded on January 30, if you don't have access to the CSFP program, the last visit date will say January 15).
Activity tab
The Activity tab is the last tab on a client's profile and shows the history of all the changes made to the client's profile. The first section is the Details section and indicates the date the profile was created and when it was last updated.
The second section houses the Change Log and indicates the Date a change was made, the Worker who made the change, the Client or Household ID, the Field that was changed, it's previous value before the change and the new value added. Changes that are logged include:
- First Name (For all HH Members).
- Last Name (For all HH Members).
- Date of Birth.
- Marital Status.
- Address (Includes City, State, County, Zip/Postal Code).
- Housing Type.
- Household members added.
- Household members removed.
- Household members moved.
- Household members linked.
- Income.
- Expenses.
Note: The Change Log will show updates for Addresses if the information is entered or changed on these lines. However, presently it does not show a log item if these items are removed by use of the "No Fixed Address" or "Prefer Not to Answer" option being selected.