Agency Admin - Programs/Applications

To learn more about the Source: Inherit / Source: Own button, see Agency Admin - eLogic Network.

If you prefer video walkthroughs, see VIDEO: Agency Admin - Programs and Program Applications.

Table of Contents

• Programs & Program Applications - The Basics
• View Program
• Search Programs
• View Program Application Requirements
• Create Program
• Edit Program Name or Description
• Default Program Length (Days)
• Default Checkup Date (Days)
• Program Options
  • Use Waitlist
  • Waitlist Capacity
  • Add Clients to Waitlist Automatically
  • Agency Enrollment Program
  • Client Portal Eligible
• Service Assignment to Program
  • Assign Service(s) to Program
  • Unassign Service(s) from Program
• Assessment Assignment to Program
  • Assign Assessment(s) to Program
  • Unassign Assessment(s) from Program 
• Role Assignment to Program
  • View Roles Assigned to Program
  • Assign Role(s) to Program
  • Unassign Role(s) from Program
• Delete Program
• Create Program Application
  • Add/Edit Required Data
  • Demographics
  • Assessments
  • Forms
  • Employment
  • Budget
  • Files
• Remove Program Application

Programs & Program Applications - The Basics

The Programs/Applications tab enables Agency Admins to manage their organization's Programs and Program Applications available in client records. 

Program settings are displayed at the top of the expanded Program box. Program settings include:

• Program Name - program name as it appears in client records
• Available Service(s) - services that are available only to clients enrolled in the program
• Available Assessment(s) - assessments that are available only to clients enrolled in the program
• Description - additional information provided on the Program Application Info Card
• Default Program Length (Days) - an optional feature that will automatically assign a program end date based on the date the client was enrolled
• Default Checkup Date (Days) - an optional feature that will automatically assign a program checkup date based on the date the client was enrolled
• Use Waitlist - optional feature to create a waitlist for the program
  
  • Capacity - set the maximum number of enrollments in the program (accepted applications over the set capacity will wait-list the client)
• Agency Enrollment Program (Max 1 per agency) - an optional feature that will require individuals to become clients (be accepted into your Agency Enrollment Program) prior to accessing any other programs your organization offers
• Client Portal Eligible - allow clients to apply for the program via the Client Portal

Program Applications are bolstered by assigning Required data to a Program. Required data is displayed in the grey box toward the bottom of the expanded Program box and is broken into five categories:

• Demographics - require specific intake fields be filled in before the client can apply
• Assessments - require specific assessments to be conducted before the client can apply
• Forms - require specific forms be filled out before the client can apply
• Employment - require a current, valid Employment be entered before the client can apply
• Budget - require client Budget have information entered before the client can apply
• Files - require specific client files be uploaded to the record before the client can apply

Please note:

➺ Required data points must be complete in client records before the client will be able to enroll in the desired Program.

➺ If a Program does not have any requirements for enrollment, leave the Required data area blank.

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View Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. All Programs are displayed in the main screen 
4. Locate and click the next to the desired Program 

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Search Programs

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Search Programs by entering the program name in the textbox on the left
4. All matching Programs will display below

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View Program Application Requirements

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to the desired Program 
4. Program Application Required data is in a sub-bar about half way down the screen.
5. Click the tab to show the Required data.

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Create Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Enter program name in the textbox on the right
4. Click Add Program
5. The program will appear below

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Edit Program Name or Description

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program
4. Make any appropriate changes in the Program name or Description textboxes
5. Scroll down and click Save in the bottom-right corner

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Default Program Length (Days)

This is an optional feature that will automatically assign a program end date based on the date the client was enrolled.

When a Default Program Length is set, eLogic Genesis will automatically apply a program end date to the client's program when they are first enrolled in the program. This is an optional feature that can be beneficial to ensure clients are not enrolled in programs indefinitely.

Set Default Program Length for Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Under Default Program Length (Days), enter the number of days you wish a program to last before expiring
5. Click Save in the bottom-right corner
6. Repeat steps 3-5 as needed for all desired Programs

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Default Checkup Date (Days)

This is an optional feature that will automatically assign a program checkup date based on the date the client was enrolled.

Similar to establishing a Default Program Length for a program, you can also set a Default Checkup Date that can help both staff and clients stay current with the client's program enrollment by automatically setting a Checkup Date.

Program Checkup Dates auto-generate notifications via eLogic Genesis, email, or both to staff and clients, making this a useful tool to help monitor client enrollment in your organization. 

Set Default Checkup Date for Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click by the desired program 
4. Under Default Default Checkup Date (Days), enter the number of days after client enrollment you wish a checkup notification to be delivered to staff and clients
5. Click Save in the bottom-right corner
6. Repeat steps 3-5 as needed for all desired programs

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Use Waitlist

This is an optional feature that can help you manage enrollment in any of your organization's programs.

You can create a waitlist for any of your organization's programs. Program waitlists are managed manually but have some automated options (as described under Waitlist Capacity).

Read more in Managing Program Waitlists.

Create Program Waitlist

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Under Program Options, select the "Use Waitlist" checkbox
5. Click Save in the bottom-right corner
6. Repeat steps 3-5 as needed for all desired program waitlists

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Waitlist Capacity

This is an optional feature that can help you prevent over-enrollment in any of your organization's programs.

If any of your organization's programs have an enrollment capacity, you may adjust the program's settings to prevent overflow clients from being enrolled until there is vacancy in the program.

By setting a program capacity and waitlist, clients will be automatically wait-listed when the application they have submitted for a program is approved and the program is at enrollment capacity. Once wait-listed, the client can be manually accepted into the program by a staff member.

If you wish to monitor all clients whose applications are accepted for a program, you have the ability to automatically waitlist everyone prior to program enrollment (read more in Add Clients to Waitlist Automatically below).  

Once waitlisted, clients will need to be manually accepted from the waitlist to be enrolled in the selected program.

Read more in Managing Program Waitlists.

Set Program Capacity

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Under Program Options and to the right of the "Use Waitlist" checkbox, enter the desired client capacity in the Capacity text field
5. Click Save in the bottom-right corner
6. Repeat steps 3-5 as needed for all desired program waitlists

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Add Clients to Waitlist Automatically

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Under Program Options and to the right of the "Use Waitlist" checkbox, enter a zero in the Capacity text field
5. Click Save in the bottom-right corner
6. Repeat steps 3-5 as needed for all desired program waitlists

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Agency Enrollment Program

This setting is only applicable to organizations who have implemented their Client Portal and is an optional feature that can help streamline the agency application and enrollment process for individuals using the Client Portal.

Agency Enrollment Programs are programs in which clients must be enrolled to be considered current, active clients of your organization. Every organization is unique and may not have requirements for individuals to apply or clients to re-apply to work with your organization.

Your Agency Enrollment Program has a special safeguard that until an individual/client is enrolled, they will not be able to apply to any other program using the Client Portal. Once clients are officially enrolled in your Agency Enrollment Program, other program applications will become available in the Client Portal (more on this in Step 3. Programs, Applications, and Waitlists).

Read more in Managing Program Waitlists.

Designate Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Under Program Options, select the "Agency Enrollment Program (Max 1 per agency)" checkbox
5. Click Save in the bottom-right corner
6. Upon a page refresh, the program you've designated as your Agency Enrollment Program will display a "home"  icon to the right of the program name

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Client Portal Eligible

This setting is only applicable to organizations who have implemented their Client Portal and is an optional feature that can help streamline the program application and enrollment process for clients applying for programs via the Portal.

If you have designated a program as your Agency Enrollment Program, please note that clients cannot apply for other programs until they are enrolled in that program. (more on this in Step 3. Programs, Applications, and Waitlists).

Using the Client Portal, your clients can view and apply for any or all of your organization's programs. Selected programs will become visible as applications to clients using the Client Portal, enabling them to apply for these programs independently. Your organization can make as many or as few program applications available to clients as you wish.

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate the Program you wish clients to be able to apply for via the Client Portal
4. Click the by the desired Program
5. Under Program Options, click the "Client Portal Eligible" checkbox
6. Click Save in the bottom-right corner
7. Repeat steps 3-6 for each desired Program

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Assign Service(s) to Program

Important!! Any services that are assigned to a Program will be available only to clients who are enrolled in that Program. If a service is available to all clients—not just clients enrolled in the program—do not assign it to a Program.

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program
4. In the Available Service(s) box:
   
   • click to see drop-down list of all services
   • quickly locate and select each desired service by typing the service name
   • click on each desired service(s) to assign to the Program
5. Scroll down below the grey Required data box and click Save in the bottom-right corner

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Unassign Service(s) from Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. In the Available Service(s) box:
   • locate and click the x next to each service you wish to remove
   • click the x on the right side of the drop-down box to remove all services 
5. Scroll down below the grey Required data box and click Save in the bottom-right corner

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Assign Assessment(s) to Program

Important!! Any assessments that are assigned to a Program will be available only to clients who are enrolled in that Program. If an assessment is available to all clients—not just clients enrolled in the program—do not assign it to a Program.

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. In the Available Assessment(s) box:
   
   • click to see the drop-down list of all assessments
   • quickly locate and select each desired assessment by typing the assessment name
   • click on each desired assessment(s) to assign to the Program
5. Scroll down below the grey Required data box and click Save in the bottom-right corner

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Unassign Assessment(s) from Program 

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program to expand
4. In the Available Assessment(s) box:
   • locate and click the x next to each assessment you wish to remove
   • Click the x on the right side of the drop-down box to remove all assessments
5. Scroll down below the grey Required data box and click Save in the bottom-right corner

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View Roles Assigned to Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Scroll down below the grey Required data box
5. Associated Role(s) are displayed on the left

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Assign Role(s) to Program

Important!! Please review Roles and Limited Access before assigning a Role to a Program

1. Click Agency Admin from the system navigation bar
2. Click Permissions
3. From the list of tabs on the left, select which Role you wish to assign a Program
4. Click the Programs toggle
5. Under the list of Available Programs on the left, click which Programs you wish to assign this Role
6. Selected Programs will be moved to the right under Assigned Programs
7. Repeat steps 3-6 as needed for additional Roles

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Unassign Role(s) from Program

Important!! Please review Roles and Limited Access before unassigning a Role from a Program

1. Click Agency Admin from the system navigation bar
2. Click Permissions
3. From the list of tabs on the left, select which Role you wish to unassign a Program
4. Click the Programs toggle
5. Under the list of Available Programs on the right, click which Programs you wish to unassign this Role 
6. Unassigned Programs will be moved to the left under Available Programs
7. Repeat steps 3-6 as needed for additional Roles

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Delete Program

Important!! Deleting a Program will make it and the Program Application unavailable for assignment in client records. If you wish to remove the Program Application requirements but retain the Program for future enrollees, see Remove Program Application.

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Scroll down below the grey Required data box
5. Click the  delete icon to the left of the Save button

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Create Program Application

All Programs, by default, will appear in client records under the Applications tab. Whether the Program has any pre-enrollment requirements is decided by selections made under Required data in the Program setting box. Follow the sections below to complete setting up a Program Application.

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Add/Edit Required Data

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program to expand
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Make any appropriate changes
6. Click Save in the bottom-right corner

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Demographics

Select which Demographic Fields must be entered for the client to apply for the Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Click each required Demographics data point
6. Selected demographic options will turn orange - click again to deselect
7. Click Save in the bottom-right corner 

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Assessments

Select which Assessments must be conducted for the client to apply for the Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Click each required Assessment 
6. Selected assessments will turn orange - click again to deselect
7. Click Save in the bottom-right corner 

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Forms

Select which Forms must be filled out for the client to apply for the Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Click each required Form
6. Selected forms will turn orange - click again to deselect
7. Click Save in the bottom-right corner 

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Employment

Select if a current and valid employment must be entered for the client to apply for the Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. If Employment is required for program enrollment, click the Employment button
6. Employment will turn orange - click again to deselect
7. Click Save in the bottom-right corner 

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Budget

Select if the client must have budgetary information entered for them to apply for the Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. If Budget is required for program enrollment, click the Budget button
6. The budget will turn orange - click again to deselect
7. Click Save in the bottom-right corner 

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Files

Enter the name or general description of what file(s) the client must have uploaded to their record for them to apply for the Program. Uploaded files can easily be renamed by either staff or clients who access their records via the Client Portal.

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Under the Required for eligibility section, click the text field under Add New Required File
6. Enter the name or description of the file that is required for program enrollment - the file name(s) entered is a general guideline of what is needed; exact wording need not be matched for the file to be accepted as part of the program application
7. Click Add
8. Repeat as necessary for all program required files
9. Click Save in the bottom-right corner 

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Remove Program Application

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the by the desired Program 
4. Within the Program box, scroll down to the Required data area (indicated in a grey box)
5. Click each selected required data to deselect
6. Click Save in the bottom-right corner 
7. All program required data has been removed - Program will still be available under Applications, however, it will no longer require any data for enrollment

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