SUMMARY:
Service Grids facilitate tracking of inventory and distribution for food banks, clothing banks, and diaper distributions. These grids can be accessed through an external link or via Enrollment Services.
Setting Up an External Service Grid
1. Set Organization Information
- Add distribution locations under Organizations in Manage Organizations.
- If the Organization already exists, edit it; otherwise, create a new one.
- Ensure the Organization Type is set to "Program Provider" (optional: add "Enrollment Referral" or "Referred To").
- Add a contact person with a valid email and enable "SEND PUBLIC FACING SERVICE ENTRY URL."
- Save and close the Organization details.
2. Create Organization as a Business
- Navigate to Manage Businesses via the Advanced Search.
- Click Add.
- Add the Organization as a Business, associating it with the previously created Organization.
- When you’re done, click Save or Save and Close at the bottom of the page.
Setting Up a Service Grid
1. Define Service Groups
- Navigate to Admin ➤ Program Info ➤ Service Library of Possibilities.
- Define metrics for tracking, e.g., food weight (lbs), item type (produce, canned food), and recipient age range.
2. Create a Service Grid
- Go to Admin ➤ Program Info ➤ Manage Programs and select a Program Type.
- Under Service Templates ➤ Service Grid, click ADD NEW SERVICE GRID.
- Configure rows (e.g., unit of measure, age range) and columns (e.g., item type, amount).
- Save the grid and attach it to the appropriate program.
- Note: Before the next step in your program, be sure to enroll all Businesses (Organizations) in the program. All of the Businesses will need a complete enrollment for the next step of program setup.
3. Attach the Service Grid to a Program
- Navigate to Public Facing Service Entry ➤ Service Grids.
- Attach the created Service Grid(s) to the program and adjust the display order.
- Enable "ALLOW USER CHANGES" to permit additional items if necessary.
- Click Save when you’re done.
4. Customize for Specific Locations
- If enrollments exist, further refine the grid per location under Settings.
- Modify row/column settings for each Business.
- Adjust the header color of the public-facing form if needed.
Setting Up Notifications (For External Service Grids Only)
- Navigate to Notifications in the program setup.
- Configure email reminders:
- Data Entry Period: Monthly or Quarterly
- First Notice Date & Due Date
- Reminder Frequency & Maximum Reminders
- Staff Notifications for missed entries
- Customize email templates under Admin ➤ Managed Items ➤ Managed Content.
Final Notes
- Service Grids can track donations and distributions separately.
- More than one Service Grid can be assigned to a program.
- Users should enroll all Businesses before attaching services to refine the setup.
- Notifications ensure timely data entry for external grids.