Introduction

The Client Group is accessed through the Client>Groups sub-menu.

The purpose of the group function is to enable clients in receipt of the same services to receive those services as a group at the same time. Group records can be created when scheduling either center based activities, community participation, life skills development or leisure and recreation. You must ensure that the services that are covered by the group are also reflected as services in the client’s funding profile.

Create a Client Group

To create a client group observe the following steps:

1. Select the Clients>Group sub menu to open the Group list page into the browser.

   

2. Click on the new Button to open the new groups record page into the browser. 

   

3. Within the name field input a description of the group. Ensure the name is clear as it will be relied upon when scheduling services and assigning clients into the group , as shown in the example below.

   

4. If your maintaining multiple branches within the Brevity system ensure that the branch listed is correct, for single branch organisations this step can be ignored. To adjust the branch, select the magnifying glass located to left of the Branch field. This will open the Find Branch page into the browser. Select the required Branch and click the SELECT button to update the branch value.

   

5. Click on the save button to create the client group record. 

6. Click on the close button to exit from the page.

Edit a Client Group Record

To edit a client group record observe the following steps

1. Select the Clients>Groups sub-menu to open the Group list page into the browser.

2. Search for the Group record from within the Group list.

3. Highlight the Group record to be edited.

4. Either click on the edit button or double click on the Group record to open it within the Group page.

5. Edit the Group details.

6. Once done, click on the save button within the ribbon bar to save the revised Group detail.

7. Click on the close button to exit from the page.

Edit a Client Group Record through the Schedule Board

To edit a client group record through the Schedule Board observe the following steps

1. Select the schedule board menu option to open the Schedule page into the browser.

   

2. Select the By Group icon to refresh the schedule board with a listing of the groups.

   

3. Click the group name to open the Group details page into the browser.

4. Update name.

5. Once done, click on the save button within the ribbon bar to save the revised Group detail.

6. Click on the close button to exit from the page.

7. Select the Reload schedule board icon to refresh the schedule with the revised group name.

   

Delete a Client Group Record

Although not recommended, and you are referred to the notes on record deactivation, to delete a client group record observe the following steps:

1. Select the Clients>Group sub-menu to open the Group list page into the browser.

2. Search for the Group record from within the Group list.

3. Highlight the Group record to be deleted.

4. Select the "Delete Button" in the upper right portion of the window.

5. Select the OK button from the Delete Record pop-up screen, to remove the selected record. Deleting the group will also remove the related service schedules and service templates.

Activate and Deactivate a Client Group Record

To edit the activity status of a client group record observe the following steps:

1. Select the Clients>Group sub-menu to open the Group list page into the browser.

2. Search for the Group record from within the Group list.

3. Highlight the Group record to be edited.

4. Either click on the edit button or double click on the Group record to open it within the Group page.

5. To deactivate the Group record select the Deactivate button.

   

6. The Group record page will refresh, all fields will be disabled.

7. To activate the Group record select the Activate button.

   

8. Once done, you can exit back to the Group List.

Creating a group service schedule from the Schedule Board

To establish a group service through the Schedule Board, observe the following steps.

1. Click the Schedule Board menu icon to display the schedule board.

2. Click the By Group view icon, as shown below.
   

   

3. Click the Add Group Shift to display the Add Shift form.
   

   

4. Within the Add Shift form define the group service details.
   
   Input the service start time.
Input the service end time.
Select the service type.
Input optionally information into the Activity and Comments fields.
   
   

   

   
   

5. Click the Add Shift button to establish the service.
   
   

   

   
   

6. Click the Select Clients icon to display the Select Clients form.
   

   

   
   

7. Select the clients applicable with the group service.
   
   The Clients identified are based on the availablity of the displayed service being present within their funding.
   
   

   

8. Click the Add Selected Clients button to assign clients to service