In the Programs selection in the left sidebar, you will ADD, EDIT, and DELETE programs, like EWYL, Mentoring, Post Abortion Support, Fathers’ Programs or Baby Boutique. Each Program is a "container" for a set of Classes or Benefits or both. When you add a Visit to a Client's history that includes Classes or Material Services, the list you pick from comes from the Benefits (classes) tab on each Program.

 For a Program and it's associated Classes and Benefits to be listed in the drop down when adding Benefits to a Visit, it must have the "Active" check box CHECKED. Likewise, each specific Class or Benefit must also have the "Active" check box CHECKED to be included.

When clients take a Class, they typically earn points or credit; when they "take" a Benefit like diapers, maternity clothes, a car seat or formula, they spend those points or credits. When you add a Class to the list of Benefits under a Program, be sure to set the Credit to a POSITIVE number. For instance, if taking a Class earns the client 10 credits, enter 10 in the Credit box when you first setup that Class. Conversely, when you setup a Benefit like diapers, enter a NEGATIVE number in the Credit box. If the client spends 5 credits when they take a box of diapers, enter -5 in the Credit box when you setup the Benefit for Diapers. This is how you assign the default value for one "unit" of a Class or Benefit.

When you enter the Visit for the Client and click on the "Benefits" tab, you will enter the Quantity of the Class or Benefit that the client participated in or received. So, if our example client took one Class, then 1 x 10 = 10 credits earned. If she then took 2 boxes of Diapers, then 2 x (-5) = -10. Our client "earned" 10 credits then "spent" -10 credits, so 10 + (-10) = 0. She now has 0 Available Credits.

When you enter the Visit for the Client and click on the "Benefits" tab, you will enter the Quantity of the Class or Benefit that the client participated in or received. So, if our example client took one Class, then 1 x 10 = 10 credits earned. If she then took 2 boxes of Diapers, then 2 x (-5) = -10. Our client "earned" 10 credits then "spent" -10 credits, so 10 + (-10) = 0. She now has 0 Available Credits.

 

Follow the instructions below for steps on how to do all this. I promise, no more math is involved!

Add a Program 

Click on Programs in the left sidebar . . . 

Click +Add to add a Program to the list.

Name the program (Boutique) and click the Active check box. If the "Active" box is NOT checked, the Program will be hidden for all new Visits.

The "Associated Care Net Program" is used for the Care Net Renewal Report. For additional documentation on this report, click here.

Click Save and then highlight the newly added Program and click Edit to add Benefits (Classes).

ADD Benefits to Programs

Click the Benefits(Classes) tab and a list of Benefits and Classes for this Program will appear.

 Click +ADD to Add another Class or Benefit.  Only the "Benefit Type" and Active Check mark are required, BUT the "Credit" box should also be entered.  The "Credit" is how much they EARN or SPEND.  

The Credit is used two ways and is multiplied by the "Quantity" field on the input form:

First, Credit is earned when a client participates in a class.  This is a positive number and ADDS to her point balance.  ("Available Credit" on her Client Record - right sidebar)

Second, when an item is "purchased" or "paid for" with points, a negative amount is used in the Credit box.  This is the the price or the cost of that item and it will be subtracted from the point balance earned by that client.  


SAVE the Entry. 

If you are adding ITEMS to be "Paid for" with Baby Bucks or Mommy Money, you can Group them alphabetically by adding a prefix "Item - " to the name.  For instance, if you have baby clothes bundles it could be entered as Item - Baby Clothes Bundle.  

Also consider setting up a "Bundle" of items if the center does not need an actual inventory of items given out. In this example, the item entries for the Program could be similar to "Item - Baby Basket", "Item - New Mother's Package", etc.

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