iCarol End-of-Year Housekeeping Tasks
The end of the year is fast approaching, and it’s been unlike any year before. We know how busy you are every day of the year, especially this year, but it’s time to take a moment and think about setting yourself up for success for the year ahead with some iCarol housekeeping. Even if you already have processes in place for these tasks, getting them done might fall to the bottom of your to-do list sometimes. Now is a good time to review these housekeeping tasks to help you get the most out of your iCarol system, while you’re getting ready for a new year.
Review Draft Contact Forms
It’s a good idea to designate a user with appropriate permissions to review all Contact Forms still in DRAFT status and ensure they’re either submitted or deleted by the end of the year. This is important because any Contact Forms in draft mode aren’t included in Statistics or Data Exports reports, so you could be missing important reporting data if forms documenting completed calls are left in draft mode. And erroneous drafts can clutter up your draft list, making it harder for your staff to see the drafts that actually need to be reviewed and completed. To learn more about draft Contact Records, open our Help Center and read this related help article.
Set Obsolete Contact Record Custom Fields To “Inactive” Status
The information you need to collect on your Contact Forms may periodically change. For example, perhaps a project your helpline participates in ends, and you no longer need to collect that piece of data. Or, as we’ve seen a lot this year, you need to collect new data in response to a new contract, or community response to an event or disaster. It helps to keep your forms tidy, and reduces time spent by your volunteers, if any unnecessary fields are hidden from the form entirely. This cleanup can be done at any time, but the end of the year is a perfect time to review the relevancy of your form’s fields. To learn more, open our Help Center and read this related help article.
Disable Inactive Custom Fields in Contact Forms from Appearing in Statistics Call Content Filters
If you’ve made changes to your Contact Forms, and set any custom fields to ‘inactive’ because they were no longer being used, now is a good time to review those inactive custom fields, and determine if the setting to ‘Use as a filter in Statistics’ should be disabled, too. If you no longer need to run reports on this information, it may help to have that filter removed from the list entirely. This way, your reporting staff will only see applicable filters when applying them to reports, saving them time as they browse through the list of filters. To learn more, open our Help Center and read this related help article.
Disable Vols-Staff from Accessing iCarol
It’s likely you had users leave your organization throughout the past year for any number of reasons. Even if you have a process in place already for what to do when users leave your organization, now is a good time to review your Vols-Staff profiles to ensure you’ve disabled users from accessing iCarol, when appropriate. This not only keeps them from accessing data they are no longer authorized to have, but also ensures they won’t be called or emailed by your active volunteers for help covering a shift. To learn more, open the iCarol Help Center and read this related help article.
It’s best practice to periodically create a backup file of your Resources, in case you need to access them offline for any reason. These files can then be especially helpful if your organization experiences problems with power loss or periodic disconnect of you internet connection, but you are still able to handle interactions (i.e. take phone calls, or handle walk-in requests) and provide referrals. You can create this backup file using our standard Resources Data Export tool, or even better, use the Specialized Exports of Resources to Word/Excel feature if your organization is subscribed to it, which provides even more flexibility in how these exports are presented and organized. Use the links above to read the related help articles to learn more about each tool to create a backup of your Resources.
Backup Contact Records
It’s also a good idea to create an offline version of your Contact Records for your users to access in case your organization ever experiences problems with power loss or loss of internet connection. Depending on the complexity of your forms, you may wish to simply save a printable version of your Contact Forms for your users to print out and use to document interactions during the power loss, or for more complex Contact Forms you may wish to transpose your Contact Forms into an editable document so your users can fill out the form on the computer in instances of internet outage. Some of our users even create paper copies for use in the event of a full power outage. Then, once internet connection is re-established, you should have a process in place to enter the data into iCarol so the interactions are included in statistical reporting.
It’s likely your organization already has processes in place to complete most of these tasks throughout the year. But if you don’t, now might be a good time to consider if you want to develop any processes for the new year to help you stay on track with completing these tasks on a regular basis so you’re optimizing your iCarol system.