Step 3. Programs, Applications, and Waitlists

This article will guide you through the creation and complete and set up of your organization's Programs. Please note that some terms used for the Client Portal are defined in another article, Client Portal - Definitions of Terms Used.

Each section will provide a description of the option for which you will make a determination (YES or NO) if you would like to proceed with the option. Clicking the corresponding YES and NO options will advance you to the next relevant set of instructions or optional feature.

This article will help you determine and set up the following:

• Which of your Programs clients can apply for using the Client Portal
• What client information is required when applying for a program via the Client Portal
• Which Programs will utilize a waitlist
• If any Programs utilizing a waitlist will have an enrollment capacity
• Determine if Program(s) will automatically be given a program end date or program check-up date based on the date of client enrollment 

Let's get started!

Allow Clients to Apply for Your Organization's Programs

This is an optional feature that can help streamline the program application and enrollment process.

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.

YES: I would like clients to be able to view and apply for at least one of my organization's programs through the Client Portal

NO: I do not want clients to be able to independently apply for any of my organization's programs through the Client Portal

Enable Program to be Client Portal Eligible

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 next to the Program 
5. Under Program Settings, click the "Client Portal Eligible" checkbox
6. Click Save in the bottom-right corner
7. Repeat steps 3-6 for each desired Program
8. When finished, continue to next optional feature, Require Specific Information Be Collected Before an Individual Can Apply for a Program? below

Require Specific Information Be Collected Before an Individual Can Apply for a Program?

This is an optional feature that can help ensure all necessary client information is collected prior to when clients apply for your organization's programs.

You can require clients to enter specific information into their eLogic Genesis record before they may submit a program application. Clients using the Portal can see which information is required, enter said information, then submit their application for review.

YES: I want clients to provide specific information prior to applying for at least one of my organization's programs 

NO: My organization's programs do not require specific information be entered in the client record prior to client application

Set Required Data for Program

The steps to set required data that will ensure individuals provide necessary information when applying to your organization are found in this article. Follow the steps under "Create Program Application" and indicate required data for each section. Be sure to repeat for each applicable program accessible to clients via the Portal.

When finished, return to this article and continue to Enable Waitlist for Program below.

Enable Waitlist for Program

This is an optional feature that will help ensure "first come, first serve" when enrolling clients into your organization's programs.

You can create a waitlist for any of your organization's programs to which clients can be manually added. From the waitlist, staff can select clients, assign them to specific staff members, and accept them into the program.

When a client is accepted into a program from the waitlist, eLogic Genesis will automatically enroll the client in the program which is displayed and accessible in the client record under the Programs tab.

YES: I would like to create a waitlist for at least one of my organization's programs to which clients can be assigned until they are enrolled in the program

NO: I do not want to create waitlists for any of my organization's programs 

Create Program Waitlist

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to the Program you'd like to create a waitlist for
4. Under Program Settings, 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
7. Continue to the next option, Set Program Capacity and Automatically Wait-list Clients below

Set Program Capacity and Automatically Wait-list Clients

This is an optional feature that will help control and limit the number of new clients who are being enrolled in a program at any given time.

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.  

Once waitlisted, clients will need to be manually accepted from the waitlist by staff to be enrolled in your Agency Enrollment Program.

YES: I have at least one program that has an enrollment capacity that I would like eLogic Genesis to automatically wait-list clients approved clients when the program is full

YES: I have at least one program that I would like to monitor all clients who qualify prior to their enrollment

NO: I do not want to set any program enrollment capacities for any of my programs' waitlists

Set Program Capacity

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to the desired Program
4. Under Program Settings 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
7. Continue to Automatically Set a Program's End Date Based on Enrollment Date? below

Automatically Waitlist All Clients Whose Program Applications are Accepted Prior to Program Enrollment

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to the desired Program
4. Under Program Settings 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
7. Continue to Automatically Set a Program's End Date Based on Enrollment Date? below

Automatically Set a Program's End Date Based on Enrollment Date?

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.

YES: I would like an end date to be automatically applied to at least one program when clients are enrolled

NO: I do not want to let the system automatically generate and enter any program end date when the client is enrolled in the program initially

Set Default Program Length for Any Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to 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
7. Continue to Automatically Create a Program Checkup Reminder After Client Program Enrollment? below

Automatically Create a Program Checkup Reminder After Client Program Enrollment?

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. 

YES: I would like at least one program to automatically set a default Checkup Date when clients are enrolled

NO: I do not want to set default program Checkup Dates for any of my organization's programs

Set Default Checkup Date for Programs

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to the desired Program
4. Under Default Default Checkup Date (Days), enter the number of days after client enrollment you wish a checkup notification 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

You have completed the setup for your organization's programs available via the Client Portal!

Click here to continue to the next article to revisit your staff members' Roles and Permissions regarding the Client Portal.