Indigo user manual

Indigo guidance document for
children’s centre staff
Version 1
April 2014
Contents
1. Getting Started..................................................................................... 4
1.1 Login .............................................................................................. 4
1.2 Resetting your password ................................................................... 5
1.3 Landing Page ................................................................................... 8
1.3.1
Key performance Indicators ..................................................... 9
1.3.2
Navigation Links ..................................................................... 9
1.3.3
Actions under user name ....................................................... 10
2. Finding People in the system ................................................................ 12
2.1.1
Wildcard (*) searching .......................................................... 12
2.1.2
Address Search .................................................................... 14
3. Adding people to the system ................................................................ 16
3.1 Duplicate Records........................................................................... 19
3.2 Multi-occupancy Address ................................................................. 20
4. Member Records ................................................................................. 21
4.1 Warning Symbols ........................................................................... 21
4.2 Adult/Teenager Membership Form..................................................... 22
4.2.1
Add child for child minder (Only for Adults) .............................. 24
4.3 Child Membership form ................................................................... 26
4.3.1
Add Child Minder (Only for Child) ............................................ 27
4.4 Keyworker Detail Page .................................................................... 29
4.5 Change Address ............................................................................. 30
4.6 Add Family Member ........................................................................ 32
4.7 Notes............................................................................................ 36
4.8 Print Person Detail Page .................................................................. 39
4.9 Add Outreach Event ........................................................................ 40
5. Events............................................................................................... 41
5.1 Event Calendar .............................................................................. 41
5.1.1
Change Children Centre ......................................................... 43
5.1.2
Search an event ................................................................... 44
5.2 Add an event ................................................................................. 45
5.3 Event Details ................................................................................. 47
2
5.3.1
Additional Actions ................................................................. 47
5.4 Edit an event ................................................................................. 48
5.4.1
Cancel an event.................................................................... 49
5.4.2
Non-Attendance event ........................................................... 51
5.5 Re-schedule an event...................................................................... 52
5.6 Register / View attendance .............................................................. 54
5.6.1
Print Attendees details for an event ......................................... 55
5.6.2
Notification (Future Events).................................................... 56
5.7 Manage Events (from personal detail page) ........................................ 57
6. Reports ............................................................................................. 58
6.1 Children ........................................................................................ 58
6.2 Carer ............................................................................................ 60
6.3 Family .......................................................................................... 61
6.4 Event............................................................................................ 62
7. Frequently asked questions ............................................................... 64
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1. Getting Started
Open your Internet browser and enter the following address:
https://indigo.arcusglobal.com/hertfordshire
Please pay special attention to the S on the https address. This is required as the
system can only operate over secure, encrypted connections. This ensures the
security of the information within the system and also when the information is
sent across the Internet.
1.1 Login
As a user you will be presented with a Salesforce login screen that must be
completed to enter the system.
You will have been given your username and password details, and these
credentials must be used here to get into the Children’s Centre application.
Once you have successfully entered your login details, you will be presented with
the home screen.
4
1.2 Resetting your password
If you have forgotten your password, you can prompt the system to reset this by
first going to https://indigo.arcusglobal.com/hertfordshire and then choosing
‘Forgot your password?’
You will then be taken to the following screen where you will need to enter your
username and select ‘Continue’
You will then see the following screen.
5
You will have been sent an email from support@salesforce.com
When you receive the password set / reset email it will contain a link, as seen in
the sample below:
Please note that the username and password displayed in the example is
fictitious.
Click on the link in the email and it will take you to the Salesforce password
change screen as shown in the sample image below:
6
Here you must enter your new password. Please note that your new password
must meet the ‘acceptable’ criteria set by your system administration. This is
likely to require a mixture of letters and numbers.
Once you have completed this process you will see the following screen:
Please click on your username – displayed in the top right hand corner. Your
username will be in the place of the ‘data base’ text in the sample image.
The following menu will be displayed:
7
Click the Logout option
Now you can proceed to log into the Children’s Centre application at
https://indigo.arcusglobal.com/hertfordshire with your username and
password.
You may be requested to “Allow” Indigo to access information on the first login,
please choose “Allow”.
Once you have successfully logged in, you will be presented with the home
screen.
1.3 Landing Page
The ‘Welcome’ text should display the children’s centre that you normally work
at. If this is not the case, please contact your administrator and they will be able
to correct this for you.
8
Staff can send email to primary contact by clicking children centre name link on
top right corner. Also authorize users are able to edit children centre detail by
clicking
icon.
1.3.1
Key performance Indicators
The home page screen also displays the current “Key Performance Indicators”
for the selected Children’s Centre.
The number inside the parenthesis are the total number of registered families
and children since the beginning (This includes all previous systems).
The main numbers are the current number of children or families that have been
registered in the current month and families in need since beginning. User will
be able to see detail by clicking different icons on KPI window.
User will be able to see registered families and children
1.3.2
Navigation Links
The top of the screen also displays the system navigation links. Using these links
you can navigate to the main functional areas of the system.
Home: The Home link will always take you back to this home screen.
Find People: The Find People link will show you the search window, which can
be used to search for people and families.
Event Calendar: The Event Calendar link will display the event calendar for the
selected Children’s Centre and will allow you to look at past, present and future
events, book people into events, mark attendance and create new events.
View Reports: The Reports link will show the reports that are currently
available in the system.
From the Home screen, the Find People and Event Calendar screens can be
reached by clicking their respective buttons located next to the Key Performance
Indicators.
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1.3.3
Actions under user name
Change Children Centre: Certain staff will work at more than one centre, and
if this is the case it is possible to change between the centres with which you are
associated with.
This can be done, by clicking the ‘here’ link (blue text):
Alternatively, staff can click on his/her name on the top right corner and selects
“Your settings” from the drop down list.
This will pop up a window that allows you to change between your associated
centres. If you do not see one of the centres with which you are associated, or
indeed if you see one that is an incorrect association, please contact your
administrator to amend these details.
10
Note: Once staff member change children centre, KPI numbers for Families,
Children and Families in needs will be changed as per selected centre
Add to Favourites (Anyone): The user will be able to bookmark the
application's URL by using the “Add to Favourite” option under username.
Alternatively, by pressing 'Ctrl + D'.
Quick Member Reports: Staff members will be able to retrieve, change, save
or create new mailing list
Key worker: If logged user is keyworker, user will be able to see “Your detail”
option under his/her username which navigates to the keyworker detail page.
Administrator: An administrator will be able to Refresh Cache and Re-calculate
services for performance management report.
Logout: Click on username and select “Logout” tab. The user will be able to log
out. The system will report that the user has logged out successfully. At that
moment, the user will be able to login as different user.
11
2. Finding People in the system
To find people (adults, children, teenagers or key workers) into the system, start
by clicking on the “Find People” button on the top navigation bar:
This will open the Search for a Person screen:
From this screen you have a wide range of options to allow you to find the
person that you are looking for.
You can select either Adult, All, Children, Teenagers or Key Workers from the
drop down list on the top left corner, although the default selection is for All. It is
not necessary to change this unless you wish to be specific.
ID: A point of note here, is that people can be searched for based on their
unique Member ID and families can be located using their unique Family ID. The
existing e-start records have been imported into this new system and therefore
for existing records the old e-start ID’s can be used. Please note that for NEW
entries into the system there will only be a new ID.
2.1.1
Wildcard (*) searching
With name searching (Last name, First name etc.) you must use at least 2
characters, but you can then use the wildcard * to widen the search. For
example, searching for the name Myers can be done by entering Mye* which will
then search for all names that start Mye. The * means ‘any letters’.
In the same way, the * wildcard can be added before the name so *ers would
show all people whose names end in ‘ers’. Finally *yer* could be used where the
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name can start and end with anything but MUST have ‘yer’ in the middle. By
using this flexibility it is possible to easily find the person that you are looking
for.
When some details e.g. Last name, First name, Date of Birth etc. have been
entered, simple press the return key or click on the Search button.
A list of people that have been found will then be displayed at the bottom of the
screen, and additionally an information box will be displayed at the top of the
screen.
The results list at the bottom can be extended using the number of entries drop
down (shown as 10 by default), and these search results can be further refined
by using the Refine Search entry box shown on the top right.
The search result will be properly colour-coded as per people gender and record
type(Adult/Child/Teenager/Family/Keyworker) and formatted with columns
showing Member ID, Full Name, Age, Gender Symbol and Address.
Note: Family detail is searchable using Family ID but families will be not colourcoded to differentiate person and family details.
Refine Search: it will refine the search results as you type.
Reset: You can clear search criteria and result by clicking
Button.
Once the required person has been located you can click on the Member ID link
to go their record (see section 5 for details on member records).
13
2.1.2
Address Search
User can search for address first and then search for people. Select “Find People
“option from main page. Search address using Street Name, Postal code and any
partial address detail i.e. (London Road St Albans). Click on
icon.
Note: Alternatively staff can search members as per given partial address i.e. All
members living on “Vale Road”.
You can select one address from search result window to search all members
living on particular address.
14
In above example, Search results displays all members living at “106 London
Road St Albans Hertfordshire Al1 1Nx”
15
3. Adding people to the system
To find people (adults, children, teenagers or key workers) into the system, start
by clicking on the Find People button on the top navigation bar:
This will open the Find People screen:
The reason that you must first search for people before adding them, is to
greatly reduce the possibility of adding duplicate records for an individual.
This has the benefit of ensuring that data for individuals is not split across
multiple records for the same person.
You can enter the relevant details for the person you are trying to add i.e. last
name, address etc. and then either click on the Search button (bottom right) or
press the Return (<-| key).
The system will then search the entire database looking for a match.
It will display any matching records (people) in the table at the bottom of the
screen. Be sure to check the details displayed there to ensure that the person
you are trying to add is not already listed. If they are you can then use that
existing record. However, if they are not listed keep going!
16
In this example, we have not found the person we are looking for, therefore we
must add the new record. To do this observe the red information box at the top
button on the top right corner. It will
of the window, and click on the
navigate to “Register a new Member” page.
17
There are certain checks that are performed on the data entered such as when
creating a record for a child a date of birth, primary carer and relationship must
be provided, the format of an email address supplied must be correct, telephone
numbers must comprise the appropriate number of digits etc.
These will be checked automatically by the system and it will tell you if there is
something incorrect. If something is not right, the box holding the incorrect data
will change to a pale red colour.
When the on screen form has been completed, click on the Create Person button
located near the bottom right of the screen.
Consideration
•
•
•
•
•
•
To create a teenager record, please select date of birth from age 13 to 18
so application will create a teenager record (Cover later)
“Form Signed” is mandatory field for Adults
Date of Birth, Primary carer and Relationship are mandatory fields for
children
Gender, First/Last Name and address are mandatory field for both
Staff member can’t add keyworker
Primary Contact, Email, Emergency Contact are not required fields
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3.1 Duplicate Records
The main reason to prevent system from adding duplicate records. The
application provides ability to check if a person already exists in the database.
The application will display an error message on header to explain that that
person already exists in the system. This error message will include a “Show
Detail” button which will show more information about that person.
Application will display modal dialogue with existing person detail by clicking
“Show Person” detail.
The user will be able to choose between navigating to the existing person detail
page by clicking, “Yes, It is the same person” and creating a new person by
clicking “No, add person”.
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3.2 Multi-occupancy Address
The systems allows more than one family to be registered in the same address
using Multi-Occupancy address.
The system will display an error message for “Multi-Occupancy Address?” when
already one family is registered on a given address.
The user will be able to choose (Yes and No). If the user clicks on Yes, then
application will allow both families to be on active stage because its multioccupancy address.
Note:
•
•
Once an address is marked as multiple occupancy address, application will
not display this warning message again.
When the user clicks on “No”, then the family and family members
previously registered on that address will be deactivated.
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4. Member Records
When a person (Adult, Child, Keyworker and Teenager) has been found in the
system you can view their records. The membership form is different for adults,
children and keyworker.
4.1 Warning Symbols
The system can display a number of icons, beneath the name of the individual,
that relate to warnings or needs about an individual or family.
The symbols are detailed as follows:
Family Star Assessment required
Individual is pregnant
Social Care Involvement
Child Protection Register
Warning
Family)
notes
(either
Family Star Completed
Family Resilient
Child Minder
Teenager
Main carer
Child
Warning against individual
21
on
individual
or
4.2 Adult/Teenager Membership Form
Adult member record includes more information about individuals such as
Employment, Health and Education etc.
Adult and Teenager membership form are similar but you have to consider few
key point between both record types.
Consideration:
•
•
•
•
Membership form will display different icons for adult and teenager
You can set main carer for teenager but not for adult
Teenager can’t be child minder
You can set teenager as main carer for any child but not for other
teenager in family
You can edit member record detail by clicking tabs and available fields for tabs.
Few fields can’t be editable by staff member. i.e. Person ID, Registered Children
Centre and Risk Register
Save all: Application allows to save all fields by clicking “Save All” button
22
In above example, User can save all fields by clicking “Save All” button.
23
4.2.1
Adults)
Add
child
for
child
minder
(Only
for
Application allows to set an adult member to mark as child minder.
To set an adult as child minder, click on “Personal Other” tab and set
“Childminder?” as “Yes”
Once an adult is marked as child minder, you will be able to see “Add a child you
currently child mind for” option under action tab. Also membership form will
display Child minder icon with tooltip.
24
You will navigate to Child Search window by clicking this link. The search result
will include all child list.
You can follow same search feature here also as application uses consistent
functionality for search.
Once you will select any child from list, adult membership form will display new
window for list of child
You are allow to remove an existing child by clicking “Remove” button next to
child name. Furthermore, you can add more children by clicking “Add Child”
button.
25
4.3 Child Membership form
Child membership form includes less information compare to adult membership
form. Family and Risk Register tabs is displayed on adults and child detail page
with same information.
You can’t edit Date of Birth field on child record.
You can assign main carer for child by clicking “Main Child Carer” field on Home
tab.
Here, you can only select existing family members (Adults and Teenager) and
application also allows to change main carer for child.
Once an adult is assigned as main carer for child, main carer icon will appear on
family window as well as on individual adult detail page.
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4.3.1
Add Child Minder (Only for Child)
To add child minder for child, select “Add a child minder” option under Action
tab.
Application will open search window where search results will only existing adults
as per selected criteria.
You can select one adult to set as child minder for particular children.
Once you select any adult record from search result, application will display “List
of Child Minder” window on child detail page.
27
User can remove an existing child minder by clicking “Remove” button but
application display a warning message before removing any existing child
minder.
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4.4 Keyworker Detail Page
Keyworker detail page displays less information. Also you will be see list of
family, assessments and event associate with particular keyworker.
Staff member can change some basic detail about keyworker. I.e. Title, Name,
email address.
Application navigates to appropriate family/event detail page by clicking
family/event name
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4.5 Change Address
You can change address for member by clicking
icon under Member’s full
Name. Application will display new address search window where you are
allowed to search for address by any partial address detail. i.e. LE27 or Vale
Road
Once you select new address, you can select Move Date and Is your Name field.
New detail will automatically save against family detail.
Note: This feature will only changes address for the family and members who
are living on same address NOT for family member who lives on different
address.
You can also see address history detail by clicking
address icon.
30
icon next to change
Address history window will display list of all previous address with Date Moved
to address. You can further refine search using “Refine Search” textbox on
address history window.
31
4.6 Add Family Member
You can add member using add member feature. On member record page, click
on “Add a Family Member” button which navigates to find people page.
Here, you can’t add Family ID is auto populated. You can add family by using
two different way.
1) Add Person Feature:
Click on “Add person” button which will take you to register a new person page.
32
Add all required information and click on “Create Person” button. Newly create
member will be added on family member window.
33
2) Add an existing member
On Search result, click on member ID whom you want to add as family member.
Existing registered member will be added as a family member. Now this person
is associated with more than one family
34
Note: Application will displays a warning message when User tries to add an
existing family member in to family again.
35
4.7 Notes
You can create note against individuals or family by clicking “Add a Note” option
under Action tab.
Membership form includes “Confidential Notes and Activity” section at the
bottom of the page so you can click on “Add new” under Action tab to create
new note.
Family Note will display on all member detail page on family tab of Notes
section.
Select Note Types, Date, Family Note option, Keyworker and add description to
create new note.
Keyworker field will be auto populated as per given example. Minimum two
characters are required to search a keyworker
Type of Conversation and Duration fields are only applicable for few type of
notes. Such as meeting and phone.
Note type “Warning” will display warning symbol
individual warning note)
with tooltip (Family and
Once note has been created, application will display icon as per note type.
36
You can view notes by using different tabs and application also allows to sort
notes by clicking column name on note list. i.e. Type, Date, Summary and
Keyworker. All notes displays individual and family notes divided in two different
section as displayed below:
You can also view notes only on different page by using “View Notes Only”
option under Action tab
37
Print Notes: You can print all notes using “Print” option available under Action
tab of “Confidential Notes and Activity” section.
38
4.8 Print Person Detail Page
You can print membership form detail by clicking “Print” option available under
Action tab.
39
4.9 Add Outreach Event
You can create an outreach event for individual and other family members. To
create an outreach event, click on “Outreach Contact” option under Action tab.
This link will open new window which allow to add an outreach event against
family. Here, you can add more than family member but not allowed any
members outside the family. Add all required information and click on “Add
Event” button.
Note: Staff member can’t see an outreach event on calendar.
40
5. Events
The event system provides a full event creation and booking system. This can be
accessed from the “Event Calendar” link on the top navigation bar or by clicking
on the “Event Calendar” button on home page.
Clicking the link will display the following screen:
5.1 Event Calendar
The calendar will default to showing the entire month. Using the range buttons
at the top will display other time periods.
You can configure the calendar view for a weekly overview by clicking the
“Week” button. This will show all events for the selected week:
41
Notice the colour key displayed at the top of the calendar:
These keys allow you to see at a glance the status of an event in the past,
present or future.
42
Note: The system will navigate to the current date using the “today” button.
5.1.1
Change Children Centre
You will be able to view the event calendar at a different Children’s Centre by
using the “Actions” button located in the top right hand corner of the screen.
Clicking this button will display a list of options and from this menu you can
choose the “Select Children’s Centre” option if required.
Simply select the desired centre from the drop down list and click the “Select
Centre” button. The system will then load the appropriate event calendar. The
list of available centres will be displayed as follows:
43
Note: You can view events for all children’s centre’s but can only create/edit an
event for the centre which has an associated children centre relationship with
the specified user
5.1.2
Search an event
Click on Event Calendar on the top navigation bar. Click on Actions tab and
select “Search for event”
You will be able to search events using different criteria. Event activity field will
be auto populated as per event type selection. You will also able to search an
event using event name, time and children centre
44
5.2 Add an event
There are two different ways to create an event:
•
•
Click on the date that you would like to use to create an event. It will auto
populate the selected date on the modal dialog
Select “Add an event” option under the “Actions” tab or you can click in
the calendar
The following window will appear. This will allow you specify the mandatory
details such as event type, activities, name, date, time, location and primary key
worker.
Event activity will auto populate as per event type selection. You will be able to
add additional keyworkers using auto populate features.
45
Click on ‘Add Event’ once all the fields have been filled in. The newly created
event will be displayed on the event calendar.
46
5.3 Event Details
Clicking on an event that is shown on the event calendar will navigate you to the
specific details for that event.
The left hand side of the details page will show each occurrence of the event in
date order. The currently selected one will be highlighted in blue as shown.
You can navigate between each scheduled event by clicking on the different
dates as appropriate.
The centre part of the screen will show specific details for the event, such as
name, date, duration, the organising centre and also the location of the event.
5.3.1
Additional Actions
Additional actions can be performed by clicking on the Actions button location in
the top right corner.
•
•
•
Register / View attendance
Edit this event
Add an event to the schedule
47
5.4 Edit an event
Selecting any event from the event calendar navigates to the event detail page.
Select “Edit this event” from action tab and change the required information.
The following modal dialogue will display to edit an event.
Note:
48
•
•
You can not to edit date, type and activity for past event.
Application will send notification email to all invitees whenever the event
time and date change.
5.4.1
Cancel an event
Once you get to the “Edit this Event” window (see previous section), you will be
given the option to cancel the event. You will be asked to provide a reason for
cancelling the event. Click on “Cancel Event”, and you will be asked to confirm
this action:
Once an event has been marked as cancelled, the user can’t edit the event but
they can re-schedule the event.
A cancelled event colour will change on the event calendar.
49
5.4.1.1 Re-open an event
Users will be able to re-open a cancelled event but once an event has been reopened, all attendees detail will deleted from the event.
50
5.4.2
Non-Attendance event
Once you get to the “Edit this Event” window (see previous section), you will be
given the option to mark this event as non-attendance. Click on “No Attendance
Event”, and you will be asked to confirm this action:
Once an event has been marked as a non-attendance event, the user can’t edit
the event but can re-schedule to different date.
Non – attendance event colour will change on event calendar
51
5.5 Re-schedule an event
Select any event from event calendar and click on the “Actions” tab on the top
right corner, and select “Add an event to schedule”
The “Schedule an Event” button will navigate to a modal dialog identical to “edit
event” with all fields pre-populated.
52
You can change event detail and select new date to re schedule an event.
Rescheduled event will display on event calendar with proper colour coding
Note: Application will display warning message for duplicate events when user
try to re-schedule an event to same date, time and location.
53
5.6 Register / View attendance
Select an event from calendar and click on the “Action” tab. selecting the
“Register/View attendance” option will display the following screen:
Here, new attendees/invitees can be added by searching for them in the system
in the same way as mentioned previously (Finding People section). Search
Results will display any individuals that meet the search criteria:
In order to add a person to an event just click on the line, however do not
click on the ID link as this will navigate to the individuals’ record page!
As individuals are added they will appear under the Attendees list, and the total
count will show how many have been invited/attended.
Note: Application will display an alert message when a user tries to add more
members than the maximum possible attendees for an event.
It is also possible to add Anonymous Attendees for Past Events and this can be
done in the entry fields on the bottom right of the screen.
54
Here only Adults and Children need to be entered; there is no requirement to
divide these further by male and female attendees.
, located at
To complete the changes click on the Save & Exit button
the top and bottom of the screen. If you attempt to move away from the screen
without saving the data, you will be presented with a warning from your
browser. Different browsers will have differing text, so it is advised that you read
this text and select the appropriate option.
5.6.1
Print Attendees details for an event
Click on the event whose attendance you wish to print. A detailed page
containing further information about that event and its history will appear. Click
on the “Actions” tab at the top right corner, and select “Register/View
attendance”.
You will be presented with the following section, from which you will be able to
select different actions for that particular event. In this case, we will click on
Print.
55
You will get an attendance report that you can print, similar to the one below:
Image TBC
5.6.2
Notification (Future Events)
Application will send notification to all invitees. Staff members also allowed to
reset notification. Member has to provided consent to receive an email
notification.
•
•
Application will send an email to main carer of family with list of all invited
family members
Application will send an email to logged in user, Children centre, event
primary keyworker and all invitees
•
Application will send notification when an event has been edited or cancelled
•
Invitees will receive an email with calendar attachment
Exception:
•
•
•
Application will attach letters and label when invitees has not email address
so letter can be send out using those labels
User will be able to reset notification if notification have been sent out to at
least one invitee in the past
All letters and label will be produce in pdf format
56
5.7 Manage Events (from personal detail page)
Open the personal detail page for the person whose events you would like to
manage:
Click on “Manage events”, and you will get to the section where you can view
the bookings for that particular person. Select the date and children centre you
wish to check and click on Search.
Note:
•
•
User will only able invite individual’s to future event so search result will
display on future event
User will be able to select more than events from search result and invite
individual’s for all these invitees
57
6. Reports
This section can be accessed by either clicking on View Reports on the top
navigation bar, or on View all Reports next to Key Performance Indicators in the
Home section.
The user will be able to select a report for Children, Carer, Family or Event. How
to access, generate and export these reports is described below.
6.1 Children
The application provides reports on the information stored within the system
based on the report type chosen by a user.
Please note: The From and To dates are the dates the child was added to the
system. To return all results we recommend click ‘Show All’
Children Report lists all registered children:
•
•
Click on “View Report” button.
Select “Children” tab and select Children centre and date range.
•
Click on “Generate Report”.
Please note that:
•
•
The user will not able to select future date using date picker.
The user will be able to select more than one children centre by pressing
Ctrl button and select all required children centre.
•
Registered Children report will include different fields. I.e. Id, Full Name,
Active, Age, Gender, Disability, etc.
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•
The user will be able to export report using “Export” button.
•
•
The user will be able to select different date range and children centre and
“Re-run Report”.
The user will be able to filter searching using “Refine Search” textbox.
•
The user will be able to sort children detail by clicking different columns.
•
The user will be able to change the number of records per page. I.e. 10,
25, 50, 100.
•
When the user selects “Show All” checkbox, Date range selection is not
require and search result will display all registered children on particular
children centre (Search result should be same as KPI on Home page).
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6.2 Carer
The application provides reports on the information stored within the system
based on the report type chosen by a user.
Please note: The From and To dates are the dates the carer was added to the
system. To return all results we recommend click ‘Show All’
Carer Report lists all registered Carers and Teenagers.
•
•
Click on “View Report” button.
Select “Carer” tab and select Children centre and date range.
•
Click on “Generate Report”.
Please note that:
•
•
The user will not able to select future date using date picker.
A user will be able to select more than one children centre by pressing Ctrl
button and select all required children centre.
•
Registered Carer report will include different fields. I.e. Id, Full Name,
Date of Birth, Age, etc.
•
The user will be able to export report using “Export” button.
•
The user will be able to select different date range and children centre and
“Re-run Report”.
•
The user will be able to filter searching using “Refine Search” textbox.
•
The user will be able to sort carer detail by clicking different columns.
•
The user will be able to change number of records per page. I.e. 10, 25,
50, 100
•
The user will be able to select only dates for three years.
•
When user selects “Show All” checkbox, Date range selection is not
require and search result will display all registered carers on particular
children centre
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6.3 Family
The application provides report on the information stored within the system
based on the report type chosen by a user.
Please note: The From and To dates are the dates the family was added to the
system. To return all results we recommend click ‘Show All’
Family Report lists all registered family for children centre(s).
•
•
Click on “View Report” button.
Select “Family” tab and select Children centre and date range.
•
Click on “Generate Report”.
Please note that:
A user will not able to select future date using date picker
•
•
The user will be able to select more than one children centre by pressing
Ctrl button and select all required children centre.
Registered Family report will include different fields. I.e. Id, Active Status,
Address, Registered/Catchment Centre etc.
•
The user will be able to export report using “Export” button.
•
The user will be able to select different date range and children centre and
“Re-run Report”.
•
The user will be able to filter searching using “Refine Search” textbox.
•
The user will be able to sort family detail by clicking different columns.
•
The user will be able to change number of records displays per page. I.e.
10, 25, 50, 100.
•
The user will be able to select only dates for three years.
•
When user selects “Show All” checkbox, Date range selection is not
require and search result will display all registered family on particular
children centre (Search result should be same as KPI on landing page)
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6.4 Event
The application provides report on the information stored within the system
based on the report type chosen by a user.
Please note: The From and To dates are the dates the events took place.
Event Report lists all active events for children centre(s).
•
•
Click on “View Report” button
Select “Event” tab
•
Select Children centre and date range
•
Click on “Generate Report”
Please note that:
•
•
The user will not able to select future date using date picker.
The user will be able to select more than one children centre by pressing
Ctrl button and select all required children centre.
•
Event report will include different fields. I.e. Id, Type, Activity, Date,
Duration, Location, etc.
•
Event report will also include attendees’ detail. I.e. Name, Date of Birth,
Age, Email address, etc.
•
The user will be able to export report using “Export” button.
•
The user will be able to select different date range and children centre and
“Re-run Report”.
•
The user will be able to filter searching using “Refine Search” textbox.
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•
The user will be able to sort event detail by clicking different columns.
•
The user will be able to change number of records per page. i.e. 10, 25,
50, 100.
•
The user will be able to select only dates for three years.
•
The “Show All” option is not available for Event Report.
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7. Frequently asked questions
Logging in
The URL for logging in to the live version of the Indigo system is:
https://indigo.arcusglobal.com/hertfordshire
Your username for the live
name.surname@herts.indigo
system
will
be
in
the
following
format:
The URL for logging in to the training version of the Indigo system is:
https://indigo.arcusglobal.com/hertfordshiretraining
Your username for the training system will be in the following format:
name.surname@herts.indigo.training (please note the .training at the end)
You may need to get ask your IT support to add https://indigo.arcusglobal.com
and https://login.salesforce.com to your trusted sites list.
Username and passwords will come from Salesforce not from Indigo or
Hertfordshire County Council. It should come from this email address:
support@salesforce.com
The first time you log in you may need to verify your account by being emailed a
verification code to your email account and then populating this in the box
provided. You may also be asked to “Allow” salesforce to access the Indigo
application, please ensure you allow this.
I’ve forgotten my user name
Your username will be in the following format: name.surname@herts.indigo
I’ve forgotten my password. If you have forgotten your password, you can
prompt the system to reset this by fist going to
https://indigo.arcusglobal.com/hertfordshiretraining and then choosing ‘Forgot
your password?’
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You will then be taken to the following screen where you will need to enter your
username and select ‘Continue’
You will then see the following screen.
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You will have been sent an email from support@salesforce.com
This email will have a link in it - select this. You will be taken to another
Salesforce screen where you will have to answer a security question. Once you
have answered this you can reset your password. You must use at least 8
characters and include a combination of letters and numbers.
You will then have access to the system again.
How do I add a Keyworker? (Careworker)
You can request that a Keyworker (Careworker) can be added by emailing
css@hertfordshire.gov.uk
How do I add a new record?
You must first search for a record before you can add a new one. This is to try
and make sure you are not adding a duplicate. You will need to go to ‘Find
People’ to perform this search. Once you have done this, there will be an option
to ‘Add a new person’.
How do I add a new record to an existing family?
To add a record to a family, first search for a member of the family via ‘Find
People’ and go to their record. Once here there will be an option to ‘Add new
family member’ in the top right of the screen. Chose this and you can add a new
record to the family.
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How do I request an Affiliation?
You do not need to. There are no affiliations within Indigo. You will be able to
see all records regardless of their centre.
How do I add an address which is not found in Indigo?
Please contact css@hertfordshire.gov.uk with full details of the address and this
can be looked into.
Can I search using the old eStart ID’s?
Yes all records that have been moved over from eStart will contain the eStart ID
and you will be able to search for records using this.
Outreach contacts
Outreach contacts can only be recorded from the person screen. You must
navigate to the person screen by searching in the system then choose the
“Actions for Name of member” menu from the top right of the screen.
Then choose one of the relevant options “Book a Home Visit”, “Book a Outreach
Call” or “Book a Centre visit”. Please note these events will not be displayed on
the event calendar however are viewable on the person screen and are included
in reach calculations. These options will be merged shortly into called “Outreach
contact” where you choose the type of contact from the activity box.
What are Confidential Notes?
Confidential notes are for recording any meaningful communication with/about a
member or family which you feel are necessary in supporting the family. These
can be categorised in several different sections and there is space for recoding
“Professional contact” where you wish to denote a meeting took place without
the family present between professionals. There are also options for email/phone
call, however these should not be used to record that a newsletter has been sent
to the family.
Add a childminder
A childminder can be added onto a child record by selecting “Add a childminder”
on the actions many of a child record. Or by going to a childminder record on the
“Personal other” tab and selecting yes to the childminder question. This will then
let you add a child the person is currently minding by choosing the action menu
on the right hand side of the screen.
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Keyworker screen
Each Keyworker has a screen which will show the events they attended along
with any families they are working with this. This has to be manually applied on
the family tab of a person screen and then the relevant keyworker selected.
Adding someone to an address already with a family/Multi-occupancy
address
When trying to add a family to an address which is already occupied in the
system you are asked to say if this a multi-occupancy address or not. If you
select yes the record will be added and the existing family will be kept active. If
you select “No” the family currently living at that address will be made inactive
with a status of “Moved away”.
Linking family member into more than one family
Family members can be linked into more than one family, this ‘can be achieved
by clicking Add new family member’ in the top right of the screen. Then
searching for the existing user in the system and clicking on the memberID, you
will receive a warning asking you to confirm this action.
Notifications
The Indigo system has the facility to send notifications to carers who are booked
onto an event. This functionality is not currently turned on and you will be
notified once this is ready.
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