The Client Record
The client record contains a great deal of information about the client, associated sponsorships, and client's history.
Basic Information
The first section contains basic information about the client:
- Client ID: each client is assigned a unique id
- Name and Gender
- Enrollment Date: the date the client was brought into your organization
- Birth Date and Age
- Location: the location where the client currently resides. You can view the location record by clicking the view icon (
). You can find more information about configuring your client locations here. You can also transfer clients from one location to another (more info below). - Contact Info: in addition to the client location, you can optionally specify an address, phone, cell, and email address for the client.
- Maximum number of sponsors: once the client has reached this limit of sponsors, they will no longer be available for new sponsorships
- Vocabulary: you can assign the client vocabulary that best describes your client. You can change the client's vocabulary by clicking the edit icon (
). More information about defining vocabularies can be found here. - Status Category: when adding a new status entry for your client, you will choose from a list of entries within a status category. You can change the status category that is associated with your client by clicking on the edit icon (). By grouping status entries into categories, you can set the client's status based on what is most appropriate for them at a given point in their life. More information about configuring your status categories can be found here.
- Current Status: you can view the client's status history by clicking on the view icon (). Recent status entries are also displayed later in the client record.
- Attributed To: you can optionally assign the person/organization/contact that is responsible from connecting this client to your organization. More info about managing your "Attributed To" list can be found here.
- Bio: this optional entry provides biographical information about your client.
Sponsorships
This section shows all the sponsorships associated with the client. Inactive sponsorships are displayed in gray. You can view the sponsorship record by clicking on the view icon ().
Status History
This section shows the status history for your client, in reverse chronological order. You can click on the view icon () to view the entire status history and add, edit, or remove status entries.
Client Groups
In this section of the client record, you can manage the client's group membership. You can view the group membership via the view icon (), or remove the client from the group (
). You can also add the client to one or more groups. To add a client to more than one group, hold down the "Alt" key while clicking on your group selections. You can find more information about creating groups here. More information about group reporting can be found here.
Personalized Client Tables
This section shows all the personalized client tables. You can edit the information in the personalized tables by clicking the edit icon (). You can also view the five most recent entries in any personalized log fields that have been defined for the table. If your log field has more than five entries, you can click on the "View all" link to see the entire log. You can also add a new log entry by clicking the Add icon (
).
You can see more information about creating personalized tables here. And here you can find information about editing the information in a personalized table.
Client Images and Documents
This section shows the images and documents associated with the client. The three most recent images/documents are shown here, but you can see the entire image and document library by clicking "View all". You can view the high-resolution version of an images by clicking on the thumbnail. You can open a pdf document by clicking on the pdf icon (
). You can find more information about images and documents here. Note that you can designate one image as the profile image. This will always be the first image shown, and can be used when creating sponsorship packets.
Here is an example of a client's document library:
Client Transfers
You may occasionally need to transfer a client from one location to another. This section of the client record list the entire transfer history. By clicking on the transfer icon (
), you can transfer the client to a new location.
Record Information
The final section shows the creation and last update of this client's record. This information relates to the basic information portion of the client's record.
