How Do I Add a New Client?

Step-by-Step Guide


  1. Click on the "Clients" heading. Click on "Client Search".
  2. To add a new client, click on the "Add New Client" button under the search bar. 

  3. You can also create a new client from the Dashboard by clicking  


Fill in the fields under each of the tabs listed in the profile.

Personal Tab

"Possible Duplicate" Notification

A notification will now show at the top of the client's page if it's on the Client Duplicates list.

This notification will only appear to users who have the "Duplicate Checker" role. 

By clicking on "Merge", the user will ONLY see the client duplicates for that particular client profile, not for the whole agency or network.

Personal Information

This page allows you to collect personal information about all individuals within the household. This includes, but is not limited to, first and last names, date of birth and residential information. 

You will be prompted to select the estimated month and year of the first food bank visit. There are three options:

  • Unknown: the first food bank visit within that household will be saved in the back end as the client's first visit to the food bank
  • Today: the present date this profile is being created
  • Specific Date: allows the user to enter the approximate year and month the client actually started attending the food bank, not just within Link2Feed. 


 A client's "Status" will be set to inactive if they have not visited the food bank in six months. If they are to return, their status will be set back to active after a visit has been recorded. 





By entering the date of birth, the age will automatically calculate. If this date is estimated, you can check off the "Is Date of Birth Estimated" checkbox underneath this field.


Consent


Address

When beginning to type in the client's address, the system will generate a list of possible suggestions. As you continue typing, it will narrow down addresses in your area. Occasionally an address may not automatically be generated, possible reasons are:

  • The address is rural
  • The address is new

Once you see the address and click on it, the system will automatically complete the street, city, province/state and zip/postal code for you.


For any address not found in the system's location database, a notification will appear asking the user to confirm the address is correct.

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After adding the address, you are required to select the type of housing the client.


Contact Information


  • Click on the "Add" button to add email addresses and phone numbers of the client.

  • The drop-down list on the right allows you to choose the category. 

  • The trash can icon allows you to delete the item; hover on it and it will become a red trash can.
  • The radio button to the left allows you to choose the primary method of contact.


ID Type

  • The word "Confirmation" will appear beside an individual's "ID Type" to allow you to type in a validation to confirm the piece of ID has been seen. 
  • Examples include: yes/no, the user's initials or the expiry date on the ID.


Languages

To record languages spoken by this client, start typing in the name of the language and your options will appear automatically. Click on "Enter" on your keyboard or select the language with your mouse to select it.


If tracking Referred By, Ethnicity and Self-Identifies you will be required to select from the list; these lists are customizable. 


Household Members

  • Click on the "Add" button to add information about other members in the household. 



Profile Information

This page allows you to collect more background information on the client first listed on the "Personal" page.


Monthly Income and Expenses

This page requires you to collect income information about the adults in the household. 

  • Click on the "Add"  button to add an income source. 
  • Choose the income source from the drop-down list. 
  • Add as many sources that apply. 
  • You must select the radio button beside ONE income type that the household considers to be the primary income source

If you select an Income Type of "No Income", you won't be able to enter a monthly amount or add any other income types for this individual.

  • The system will automatically add up the total income amounts of each individual. 
  • Use the radio button to the left of the income source to choose which type is the main primary source for that individual.
  • Monthly expenses can be added in the same way as income sources. 
  • The system will calculate the household's total income, total expenses and total net income. (This can be removed at the request of a Network Administrator who can submit a support ticket about having Link2Feed Support do this).



Dietary Considerations

Check off any dietary considerations that the individuals of the household feel should be known and noted in their profile. 

This is an optional field.


Services


This page provides you with a summary of the household's information. This is the page used to add 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. 

Note: the last visit date shown will be based on the programs you 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).



You can also see a list of the client's previous visits and its details

  • Visit Date: the date of the visit
  • Program: they type of service accessed
  • Location: the location of the visit
  • Provided: amount of food provided, including specific foods and/or items, if applicable
  • Click on the "View" (folder)  icon to see details on a particular visit
  • Click on the "Edit" (pencil)  icon to make any changes to the provisions or quantity of food provided to the household



See "How do I Add a Visit" and click on your appropriate module to learn more details of how to add a visit.


Notes

This page allows you to add a new note to the household's profile.

  • Click on the "Add a Note"  button to create a new note.

  • Type your note.
  • Check off the checkbox beside "Mark this note as an alert" to set the note as urgent. This will display the note on the top of each page of the client's profile.
  • Checking off "Mark this note as private" will restrict the note to be seen only be users within your organization.
  • Click on the "Save"  button to save changes or "Cancel"  to discard the changes.

On the Notes page:

  • Information will show indicating who wrote the note and when
  • Edit: allows you to edit the note, including the text and alert status
  • Delete: allows you to delete the note
  • the "!" notification shows that the note has an alert status
  • Any notes entered by a user within your distribution network can now be edited or deleted by any other user within your distribution network.


Activity

An Activity tab has been created to show the history of all the changes made to a client's profile. The tab will also include the date the profile was created and when it was last updated. It will appear after the Notes tab.

Changes that would be 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)

  • Housing Type

  • Household members added

  • Household members removed

  • Household members moved

  • Household members linked

  • Income

  • Expenses