Service & Quality are Everything

RETURN TO MAIN MENU | PRINT

Client & Record Management

Client and Record Management Overview

Client and Record Management OverviewOnce you open Client and Record Management (which you'll find as the first option under "Administrative Options" at the top of the Welcome menu), you'll see an overview of all individuals who have registered for accounts on your system. Within WCONLINE, everyone who logs in to the system has to create an account by filling out your registration form (as defined in Form Setup: Registrations) or has to access an account that was created by an administrator for them.  And, everyone who has an account is listed within this control panel.  As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.

At the top of the overview, are links that allow you to access other areas of Client and Record Management or change the overview's display:

  • ADD NEW CLIENTThis tool lets you create an account for someone.
  • MASS DEACTIVATE ACCOUNTSThis tool lets you deactivate a group of client accounts based on one of several criteria, such as when they last made an appointment or if they've graduated.
  • REMOVE MOBILE: This tool, which will only appear if USE TEXT MESSAGING is set to "Yes" in Global System Settings, lets an administrator remove a mobile number by entering the ten digits associated with that number.
  • VIEW DEACTIVATED ACCOUNTS:  When selected, Client and Record Management will only show accounts that have been deactivated either manually or as a result of a no-show policy violation (as set in Global System Settings).

Also near the top of the overview is a CLIENT SEARCH. If you enter part of a client's first name, last name, email address, or first and last name and select the "search" button, WCONLINE will show just the clients whose name or email address contains the specified search string. You can enter just a partial name, such as "Jay" to see all clients with a name or email that contains "Jay" (such as "Jayson Smith," "Rebekkah Sajay," and "jay0209@institution.edu"). Selecting the "reset" button will return to the standard, default overview display.

Client Search

The rest of the overview is made up of individual listings for each client. Clients are displayed in alphabetical order by a client's last name. Clients whose accounts have been deactivated either manually or as a result of a no-show policy violation (as set in Global System Settings) will be shown with a red border.  The display shows the client's name in a larger, bold font followed by client-specific information:

Sample Client Listing


NAME: This displays the client's name.  When selected, WCONLINE will show the client's full registration profile in a modal window.  That window also provides a RESET PASSWORD button that, when selected, resets the client's password and sends the client that new password via email.  That email cannot be customized and reads as follows (with the information in brackets replaced with information from your system):

Dear [CLIENT FIRST NAME],

Your password to [CENTER NAME AS SET IN GLOBAL SYSTEM SETTINGS] has been reset by an administrator. You can log in with the following credentials:

SITE: [SITE URL]
EMAIL: [CLIENT EMAIL ADDRESS]
PASSWORD: [NEW RANDOMLY GENERATED PASSWORD]

Sincerely,

[CENTER NAME AS SET IN GLOBAL SYSTEM SETTINGS]


Remove Cell Phone Number IconREMOVE MOBILE PHONE: If USE TEXT MESSAGING is set to "Yes" in Global System Settings and if a client has attached a mobile phone number to their profile (either when first registering or by updating their profile at a later time), then WCONLINE will display a mobile phone icon next to the client's name.  While clients can opt out of receiving text messages at any time (via options at the bottom of Update Profile & Email Options in the Welcome menu), selecting this icon allows an administrator to remove a client's mobile number (and thereby stop text messages from being sent to that individual).  Note that administrators cannot see the mobile phone number attached to any account.


Remove Card IconREMOVE ATTACHED CARD: If you've set up the card reader option for WCONLINE (by using the ENABLE CARD READER SUPPORT option in Global System Settings) and if a client has attached a card to their account, then WCONLINE will display an ID card icon next to the client's name.  Selecting this icon allows an administrator to remove the card that is attached to the client's account.  This lets the client add a new card the next time that they swipe or scan in to access WCONLINE.


EMAIL ADDRESS: This displays the client's email address.  When selected, WCONLINE loads your email program and opens a new email to that individual.


REGISTERED: This is the date that the client registered for an account on the system.  If you require that clients activate their account after registering (as set via the SEND REGISTRATION EMAILS? setting in the "Registration-Specific Settings" section of Global System Settings), then this will display "waiting on activation" if the client has registered but hasn't yet activated their account. In that case, you can manually activate the client's account by editing their profile and setting the DEACTIVATE ACCOUNT option to "No."


UPDATED: If a client has edited their profile (via Update Profile & Email Options in the Welcome menu), then this will show the most recent date that the account was updated.


VIEW: This shows the number of appointments, client report forms, missed or no-show appointments, and canceled appointments that the client has had. Selecting one of the labels (such as "Appts: 22") will take you to the Master Listings Report with the selected item displayed. If a client doesn't have any appointments, client report forms, missed appointments, or canceled appointments, then the associated VIEW option will not be displayed.  


ADMINISTRATIVE ACCESS LEVEL: If the client is currently listed as an administrator, then either "BASIC ADMINISTRATOR" or "FULL ADMINISTRATOR" will be displayed to the right of the client's name.  Administrative access is controlled via a link at the top of Staff and Resource Management.


LAST LOGIN: If the client has logged into WCONLINE, then this will show the time and date of the last login as well as the IP address from which the client accessed WCONLINE.


Locked Account for Brute ForceLOCKED UNTIL: As a security precaution (and to prevent a type of hack known as a “brute force” hack), WCONLINE will lock an account for fifteen minutes if a client attempts to log in with the wrong password too many times in too short of a period.  If a client's account is locked for that reason, WCONLINE will display a "locked until" message within the client's listing.  A client can unlock their account by either resetting their password (using the reset tool on the login page) or waiting fifteen minutes before logging in again.  An administrator can unlock a locked account by selecting EDIT PROFILE & ACCOUNT and changing the client's password.


EDIT PROFILE & ACCOUNT: Selecting this tool lets you set client-level options, modify a client's profile, manage a client's permissions, and view early alert notices.  Because of the number of options available within this tool, a separate manual entry is devoted to it.


Merge Account InterfaceMERGE: This tool lets you merge two client accounts into a single account, while preserving the data attached to both accounts.  This is useful if a client registers for multiple accounts using separate email addresses (such as with a personal email address and an institutional email address).   Merging accounts transfers all appointment, client report form, and related data from the second account to the first account before deleting the second account. Once two accounts have been merged, this action cannot be undone.

To merge an account, select MERGE to the right of the client listing that you wish to keep.  Then, within the resulting window, search for and select the ACCOUNT TO DELETE.  Once you select the "merge accounts" button, WCONLINE will merge the two accounts.  The client will then only be able to log in using the single account.

There are a couple of ways that you can prevent clients from being able to create multiple accounts.  First, in Global System Settings, you can set a REGISTRATION DOMAIN LIMIT to require a specific email domain when registering.  Also in Global System Settings, you can configure authentication options to require that clients log in with institutional credentials.


DELETE: Selecting this link will cause the system to ask you to confirm that you wish to delete the specified client. Be sure to read the confirmation screen carefully. If you confirm, then the client and all associated data (including appointments and client report forms) attached to the client will be permanently deleted.  

If you are trying to help a client access WCONLINE and are thinking about deleting their account so that they can re-register, don't.  Rather, select the client's name or edit their profile to reset their password.  If you are thinking about deleting an account to prevent the client from accessing WCONLINE, don't.  Deleting the account will not accomplish this because the client will simply re-register.  Rather, edit the account and deactivate it, which will preserve the client's data and prevent the client from logging in or re-registering under the same email address.

At the bottom of the schedule overview, you'll also find two options that define how the overview itself is displayed:


PER PAGE: By default, the system shows five clients per page. If you would like to see ten or twenty-five clients per page, select the applicable number and the display will automatically update.


PAGE: If you have more clients than what can be displayed on a single page, selecting a number after this option will show you additional clients.


Client & Record Management

SECTION 1: Client and Record Management Overview

SECTION 2: Edit Profile & Account

SECTION 3: Add New & Mass Deactivate Accounts

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.