The client journal is used to keep a log of correspondence with the client, including visit check outs, handover notes and concerns. There are three ways to update the client journal:
Leaving a booking or handover note through the app.
Leaving a check out comment through the app.
Creating entries via the web environment.
Every check out made from the app will update the client journal and any notes, or handover notes will automatically be uploaded to the client journal.
ℹ️ The app cannot access the journal, you can only access it through the web environment.
To access the client journal from the web environment, head to Clients > [Client's name] > Journal.
For each entry, the following information will be displayed from left to right:
The date and time the entry was created
The type
Booking notes
Handover notes
Check out comments
Journal entries - These can also be shown by the type of entry created, e.g. phone call, email
Category (Journal entries only)
Content - The information given when the entry is created. Depending on the entry, this could be a couple of words to a paragraph
Author - The user account that created the note or entry
At the top right, you have options to:
Filter down the entries shown to specific entry types
Select a date range for entries
Create a new entry
Expand all entries - Where entries are longer, the full note is not initially shown, this option expands all entries to allow you to read them all
Creating a journal entry
To create a journal entry, click on the + icon in the top right corner. This form will appear:
The type - How the information was received.
What category the information falls under.
When it happened - This can be dated and timed accordingly. If set to a time, the journal entry will be moved so they show in reverse chronological order.
Content - Details of the entry.
Attachments - If there are any documents relevant to the entry, these can be uploaded here in PDF form.
Once the necessary information has been entered, click create and the entry will appear.
Carer journals
See Carer Journals.
Who can see a journal entry?
Who can see a journal entry is entirely down to the user role set in the web environment. A carer is unable to see journal entries from their mobile app either.
To view and adjust who has access to see, make and amend journal entries; Head to Accounts > User roles > [User role you wish to view] and scroll down until you find <Carer journal entries> and <Client journal entries>. As they have different permission settings, it is possible to allow a user access to carer journals but not clients and vice versa.
There is also a section within this for <Journal categories>. This controls whether or not a user has access to view, edit and create categories.
For more information on roles, see the page: User roles. If you have not attempted this before, we recommend contacting our support team to help guide you through this.