USER GUIDE (2) PROFILES MODULE
Contents
1. TRACKER USER GUIDE 2 PROFILES MODULE LAST REVISION 13 3 15 INDEX 2 1 2 2 2 3 2 4 23 2 6 2 T 2 8 2 9 2 10 2 11 Introduction Glossary of terms used Finding a person A personal record Finding a household A household record Profiles and reports Managing Admin Groups Manually adding people to Tracker Back office set up APPENDIX An example of data outputs This symbol indicates a feature which is available with the Support Upgrade Pagel Page 2 Page 4 Page 5 Page Page 12 Page 13 Page 14 Page 16 Page 19 Page 21 Page 23 2 1 An introduction to the PROFILES module The Profiles section of Tracker provides a valuable search targeting and reporting tool for drilling down into the database of people and households at the heart of your software RESIDENTS AUTOMATICALLY LOADED AND UPDATED Tracker is linked to your main database so that new tenants are added others are archived or core profiling data is updated automatically each week or more frequently if you prefer ADD RECORDS OF NON RESIDENTS You can also easily manually add people who are not in your main database non residents you engage with clients of service and support provided by you directly into Tracker QUICK AND EASY LOOKUPS Individual records are really easy to look up so you can quickly identify a person s engagement history profiling information and commu2. To untick a ticked option simply click on it again the field will then show a list of all the options you have selected which can be fitted within the view panel When you are happy with the search criteria click Display to see the results in the table below the tenant s matching the search criteria are then displayed showing Status Personal ref First name Surname and Address Status Personal Ref First Name Surname Address C TEN1953 A Mears 9 Scouts Corner Quick View View C TEN1294 A Miller 49 Henry Close Quick View View C TEN1731 A Minor 127 Meadows Road Quick View View C TEN0843 A Mohr 119 Anderson Way Quick View View a TEM1241 A Manra 170 Harlas Wan Duick Wien Miasas Click Quick View to see a popup of the tenant s basic contact details Title Mir a Display First Name A ee Surname Mears Mear Address 9 Scouts Corner N54 GHT b Quick View View f Mil le Phone 1 01333 412073 Qu ick View View Mino Quick View View Phone 2 Mohr Quick View View Mad l Email A yacoo coz ukx Quick View View Whiserines 115 Andercan Was Dick Wisaa RA Or click View to access their full record Mr A Mears 9 Scouts Corner Eggbuckland PL2 6HT Personal details Alternative contact Profile Activities Communications Groups Support Documents History Details Address Property Details Page 6 2 4 A personal record Each personal record contains a
3. graphs and reports which are easy to manipulate Data exports into Excel then make it easy to include Tracker reports and analyses in your presentations and internal documents Once you get a feel for which functions and searches are really useful for you in this module you can choose up to eight profiling widgets to give you quick links and reporting figures instantly These will be unique to you saved and updated ready for you next time you log in Page 3 2 2 Profiles module useful glossary ADMIN GROUP A list of people who are not necessarily linked to a specific involvement or engagement activity e g Number of GN tenants on a specific date this group is a fixed list of names so will not automatically reflect any changes in the people who match the initial search criteria lf you want Tracker to update your list automatically each time you use it then use a Search template as an alternative see below SEARCH TEMPLATE A saved selection of search criteria e g current residents of a specified address sheltered scheme Each time you use the template it will identify those who match the criteria at that time QUICK VIEW An instant overview of an individual tenant s key profile information name address contact details tenancy type etc Page 4 2 3 Finding a person The Tracker database has a separate file for each person holding information about their contact details profile preferences activiti
4. any given Tenancy type and Tracker will then automatically identify the next one in sequence to allocate With option 2 the Personal Reference field will be greyed out so you cannot manually over ride Tracker s choice For help with setting up the Personal Reference format and starting number for each Tenancy type call the Support desk on 01603 813932 and they will do it for you there and then Page 20 N 10 Back office set up Go to Profiles gt Set up for access to the set up options for a wide range of fields in this module This allows you to manage your own dropdown lists and field options so Tracker reflects the needs of your own organisation Home ih Profiles ll nt rl E L ri A i Wd Communication E 5 Show management options Show admin options Show with all cence options gt Areas Define your areas patches or estates so you can analyse data at the local level gt Manage Local Authorities The local authorities gt Custom Diversity Fields Additonal diversity profiling fekis gt Disability Tickboxes Additonal desabalty tckbowes gt Custom Disability Fields Additonal custom desabalty fields gt Benefit Tickboxes Additonal benefits tickboxes gt Economic Status Fields Additional economic status hekds_ gt Custom Contact Preference Tickboxes Additional contact preference tckboxes gt Participation Interest Tickboxes Additonal participation interest tickboxes
5. gt Participation Method Tickboxes Additonal parbaipation method tickboxwes gt Custom Household Fields Additonal fields relating to households rather than the individual household member gt Custom Property Fields The Additonal profiling fields relating to the properties in which households ive gt Manage Widgets Customise your dashboard by enabling or desa bling widgets gt Manage Membership Manage membership statuses and sequences gt Manage Benchmark Group Manage the groups that are part of your benchmark group Click on a menu option and follow the instruction on screen to create edit or delete a field or dropdown option Page 21 GENERAL RULES DELETING You can only delete an option while it has not been used once there is a record in the Tracker database using this option you cannot delete it ARCHIVING Tick an Archive tick box to hide an option from further use without actually deleting it options can be unticked at any time to reinstate them and reveal the records linked to them IF YOU NEED ANY HELP WITH ANY OF THESE SET UP OPTIONS JUST CALL THE HELP DESK ON 01603 813932 Page 22 2 11 APPENDIX An example of data available from the Profiles module PROFILE Overall Tracker database No of current people No of properties currently occupied Male Female Not known Percentages of Known White British BME Not known Percentages of Known lt 16 16 44 45 64 65 Not
6. known Percentages of Known With disabilities Without disabilities Not known Percentages of Known General needs Sheltered Leasehold Co resident Non resident Percentages of Known Area A Area B Area C Area D Percentages of Known PROFILE Selected Groups Specified areas or demographics 2 144 2 073 2 50 8 49 2 1 420 922 1 877 60 6 39 4 222 1 400 1 405 1 191 1 5 3 33 2 33 3 28 2 429 732 3 058 37 0 63 0 2 101 771 676 668 3 49 8 18 4 16 0 15 8 568 934 2 112 605 15 7 25 8 58 5 With or without valid phone numbers or emails By personal income employment status or benefits By communication preferences By communication history By participation preferences By participation history AAA Ta 7 d f 7 Page 23 Page 24 Page 25 Page 26 Arena Partnership Ltd Rowan House Queens Road Hethersett NR9 3DB T 01603 813932 W www arenapartnership co uk E support arenapartnership co uk Page 27
7. number of different tabs holding different types of information Mr A Mears 9 Scouts Corner Eggbuckland PL2 6HT Personal details Alternative contact Profile Activities Communications Groups Support Documents History Details Address Property Details GREYED OUT FIELDS The fields which are greyed out can be read but cannot be changed Details Address Personal TEM1835 Address line 17 Riverside Road reference 1 Title Mr Address line Fin First name A This is because e Either the data in these fields is updated automatically by Tracker from your main housing management database if the data is incorrect you need to update your housing management system and then the new data will appear here following the next update e Or you do not have authorisation to make these changes discuss your authorisation levels with your Site Administrator ALTERNATIVE CONTACTS Tracker gives you a facility to record the details of a nominated alternative contact for a tenant If the Alternative contact tab has any details showing in any of the fields Tracker will assume that the tenant should always be contacted through this nominated person Page Tracker will also show alerts to this effect on the Personal details tab and on the Alternative contact tab Surname Adams ER Personal details Alternative contact Profile Activities Compr Info Use the Alternative contact to i i i Info Always correspond
8. Oaklands WS6 7HA WS6 7HA Quick View View C A125290 17 Riverside Road NS3 5MY NS3 5MY Quick View View naa 1 m ma 16ers mm 2217 mm Use the Quick view for a snapshot of the household or click View to access the full record Page 12 2 6 A household record Tracker identifies households and their occupants by matching their Property References or if they have no Property References by matching their concatenated joined together address fields Address1 2 3 4 Postcode There are three tabs available within a household file Occupants Property profile and Household profile A124371 49 Honeysuckle Close Oaklands WS6 7HA Occupants Property Profile Household Profile Title First Name Surname Gender Age Household Status Miss Q Adams Female 19 Other Quick View Mr A Adams Male 33 Joint Quick View Showing 1 to 2 of 2 entries OCCUPANTS TAB Tracker identifies all the people living at the same address or property reference and shows them in a simple table with some basic profiling data for each For more detail click View to go to the tenant s full personal record PROPERTY TAB You can use this to create a profile of the property using your own custom profiling fields for example the type of property number of bedrooms availability of broadband parking facilities etc This is intended for data which would no longer be relevant to the people in the household if they were to move elsewhere HO
9. USEHOLD TAB You can use this to create a profile of the family or household using your own custom profiling fields for example any pets family income and benefits which cannot be linked to an individual household member etc This is intended for data which may still be relevant to the people in the household if they were to move elsewhere Page 13 2 7 Profiles and reports If the graph table profile or analysis you need is not available through one of the standard Dashboard options then you can create your own bespoke profile report or analysis at Profiles gt Profiles and reports The process comprises four simple steps Step 1 Select the records or people to be included in the analysis Step 2 Define the format of the report you require Step 3 View the report on screen and drill down for more detail if required Step 4 Download the report data tables or graphs as required STEP 1 SELECT THE RECORDS Use the most appropriate filters from the wide range of options available Select people to be included in report profile Personal Details Show w Personal Details Diversity Show w Personal Details Economic Status Show w Personal Details Involvement Preferences Show w Personal Details Communication Preferences Show w Activities Show w Communications Show w Groups Show w Saved Templates Show w 4192 Results Found ENS Y Save as a new search template tell View report profile When you have created a set of fi
10. ally to Tracker if their Tenancy Type is one which is not included in the automated data transfer Generally this applies to Non residents people who are not your residents and not included in your main database but with home you are engaging e lf you do not have appropriate Tenancy Type options available please call the Support Desk 01603 813932 and they will be able to set them up for you there and then To add a person to the Tracker database go to Profiles gt Add a person About Dashboard People Households Manage Admin Groups Adda person Profiles anrd renorts You will then see a blank template for you to enter whatever details you have about the person Page 19 TENANCY TYPE In the Tenancy Type field you will only be able to select the options which are available for manually created records Not known il Mot known Non resident PERSONAL REFERENCES In the setup options for your Tracker site you can choose one of two options for creating the Personal References for new people added manually to the database 1 Manually add a Personal reference of your choice The disadvantages are that you may create a Personal Reference that is already in use or that you may waste time trying find out the next available sequence number 2 Get Tracker to automatically add the Personal Reference for you You set up the format and starting number of the Personal References for
11. and then tick to include them 3 Search by other fields how Wr 4189 Results Found gt Display lt E Ref First Mame Surname Address TEN TES A Allen lf Ryeruidle Road The list of group members including those you have just added will show at the top of your screen Current group members Help Personal Ref First Name Surname Address TENO916 A Adams 49 Honeysuckle Close Y o A Aldridge 196 Baker Way TENO287 A Allen 8 Meadows Road I Remove selected tenants from Group D Gp Y Save Changes To remove people from the list tick the person who you want to remove 4 in the list of current group members and then click Remove 5 when your list reflects the desired names click Save changes 6 You can also manually link unlink a person to an Admin Group via the Groups tab in their personal file Page 18 2 9 Manually adding people to your Tracker database lf your Tracker database is linked to you your main database there will be restrictions on who you can add manually to Tracker This is controlled by the Tenancy Type field e f people with a certain Tenancy Type are normally added to Tracker via the automated link to your main database Tracker will prevent you from adding them manually here You will have to add them to your main database and then they will be automatically added to Tracker as part of the next scheduled data transfer e You can only add people manu
12. be more useful If you want to set up for example a list of all the people living at a sheltered housing scheme the differences would be as follows there are pros and cons for each option and the choice is yours e GROUP A list of specific people which will require manual amendment each time someone joins or leaves the scheme difficult to be sure it is always up to date e SEARCH TEMPLATE A set of search criteria e g all the current tenants at a specific address which will reselect the appropriate people each time it is used and therefore will be always up to date Page 16 CREATING A NEW ADMIN GROUP A lth Profiles Manage Groups About Dashboard 50 v records per page People Households Group name Createdby Datecreated Members Manage Admin Groups D 2014 15 0001 Unspecified Jamie Owen Jamie Owen 01 08 2014 4 View Edit Delete Add a person 2014 15 0004 Unspecified Sandy Grange Test Group Sandy Grange 12 08 2014 1 View Edit Delete Profiles and reports 2014 15 0005 Unspecified Jamie Owenitest file Jamie Jamie Owen 14 08 2014 2 View Edit Delete Set up 2015 15 0001 Unspecified Helene Beales Helene Beales 13 01 2015 8 View Edit Delete A Participation Showing 1 to 4 of 4 entries Start lt 1 gt End an e Communication o Feedback E gt Create New Group You can only create or amend Admin Groups here which are classified as Unspecified in relation to Activiti
13. ctions Page 8 INTERESTS AND METHODS Also within the Profiles tab are facilities for recording a tenant s interests and preferred methods of involvement Mr A Adams 49 Honeysuckle Close Personal details Alternate Contact Profile Activities Communications Groups Documents History Imsolsernent preferences Participation Interests Participation Methods All the tick box options can be set up by the landlord to meet their own specific requirements e Interests are the subjects in which tenants may wish to get involved e Methods are options for the ways in which they may be prepared to engage with you These fields can be used elsewhere in Tracker to profile search or report on tenants expressing an interest here does NOT mean they have necessarily actually got involved their involvement would only be recorded through Activity Records ACTIVITIES This tab shows all the participation records relating to the tenant in a table 1 listed in order most recent first with buttons to give you access to a Quick view of the record an ability to edit it or to delete it You also have an option of creating new participation records relating to this person only via Add a new record 2 Details of how to create a participation record can be found in User Guide 3 Participation Note that to create multiple records for a number of different participants you will need to go to the Partici
14. es Activity Groups are linked to specified Activities and are created automatically by Tracker as soon as the Activity is created and people are linked to it Give your Group a description which will be included as part of the Group Reference Group name Help Name 2015 15 0001 Unspecified Alan Marsh Large print communications Description arge print communications Search for the people you want to include in the group using the range of search fields avallable Current group members Help 50 v records per page Search FO Personal Ref First Name Surname Address PLY0094 A Bullivant 94 Hampton Close O PLYO214 A Ferrin 113 May Bank O PLYO875 A Hazelgrove 105 Free Rd O PLY1566 A Curtis 20 Friendly Road O PLY1820 A Hardy 170 Oak Drive O PLY1835 A Alden 17 Riverside Road Showing 1 to 6 of 6 entries Start lt 1 y End D Remove selected tenants from Group Y Save Changes Search for members to add to group Help Click Save Changes to create and save your Group Page 17 ADD OR DELETE GROUP MEMBERS You can manually link new people to a group select the Group and click Edit 1 All Groups O Help 10 v records per page Search Group name Created By Date created Number of members F Alan s 105 Group Sandy Grange 20 04 2014 3 Edit Delete Group This James Mackay 07 02 2014 11 View Edit Delete Search for the people you want to add display your search results 2
15. es communications and history plus any documents you have uploaded To find the file of a specific person go to Profiles gt People About Record Status Current X First Name Surname Dashboard de People DIR ons Personal Address Postcode Household Reference lanage Groups Add a person Search by property or location Show w Profiles and reports Set up Search by Diversity Show w by a i iii E If you click Display without using any of the search filters you will see a table of ALL the people in the Tracker database It is usually easier to find the name you want by running your eye down a much shorter list so filter the list by using any combination of the search fields available the more filters you use and the more specific the information you type in then the shorter your list of search results will be Tracker will tell you as you go how many records it has found Search by other field s Saved search templates 4218 Results Found Sp In dropdown lists you can select as many options as you wish to be included in your search Area Area 1 rea 2 Area 4 al All Area 1 vw Area 2 y Areas 3 Page 5 Simply click on the options you require and a tick will appear against each of them If you tick the All option then all the individual options will automatically be ticked If you untick the All option then all the individual options will be automatically unticked
16. lters for use in selecting or searching for a group of people you have an option to save the settings as a Search template This means that you can quickly create the same set of filters at any time by using your saved Search Template instead of having to reselect the exact same combination of filters individually This saves time but also ensures you get exactly the same set each time Search template or Group If you create an Admin Group the same people will be selected each time For example if you create a Group of all the people living in a certain sheltered scheme at a particular time Tracker will automatically remove anyone who becomes Archived but WILL NOT AUTOMATICALLY UPDATE the Group by removing anyone who moves elsewhere or adding new residents of the scheme You can create new Admin Groups or amend existing ones via the Profiles gt Manage Admin Groups Page 14 STEP 2 REPORT FORMAT Tracker provides a set of standard on screen report options which can be selected using the dropdown list Report O Help Field Option Tenancy Types v v Update Table 25 v records per page Filter Y axis Tenancy Type Total Male Female lt 16 16t044 45 to 64 65 WB BME With Disability No Disability Co resident 671 252 419 243 74 329 25 194 137 74 1 General tenant 2109 1256 852 0 640 992 477 557 474 214 6 Lease holder 771 317 454 0 683 43 45 358 160 72 4 Suppo
17. ng only It is a record of all the changes that have been made to core database fields so that you have an audit trail of who changed what and when It may also be helpful as record of the tenant s previous address etc Miss B Healy 113 Station Road Crownhill PL2 9PW Personal details Alternative contact Profile Activities Communications Groups Support Documents History records per page Search Date Field Who By Old Data New Data Sat Jan 17 2015 2 24 PM AddressLine3 TPUpdate Townsville Plymstock sow Es mt Pat LL Du Page 11 2 5 Finding a household Tracker can give you information about a household a group of people living at the same address this can be accessed in two ways 1 By clicking a link from someone s personal record to find details of the household they are part of or 2 By going to Profiles gt Households and searching for the household you require Household Status cc Household Household Status Not Te Status Te E View Household Er li Profiles z Search for a Household About Property Ref Dashboard People E Households More _ In option 2 above use the search filters to home in on the household you want and then select it from the table of search results Search for a Household Help Property Ref Address Postcode More Show w 3217 Results Found Q Display Status Property Ref lt Address Postcode C A124371 49 Honeysuckle Close
18. nication records Quick Views mean you can instantly see essential information on a person such as a phone number allowing you to do your job faster Tracker focuses only on the information which is relevant to your tenant interaction teams so isn t cluttered up by other information from your Housing Management System making it quicker and easier to navigate around PROFILE INDIVIDUALS OR GROUPS As well as looking at individual profiles this section allows you to identify and report on characteristics of groups as a whole e g how many people of different tenancy types are involved Tracker lets you easily flip between profiles of individuals households and the properties they live in to give you a more holistic picture of your tenants Your Tracker site also allows you to add your own customisable fields for additional profiling information which may be useful to specific projects e g a digital inclusion project might be interested in how many tenants had a home broadband connection Page 2 You can identify groups of people who match any combination of demographics e g age interests etc and then either save the search results as a group or as a dynamic search template so projects can be easily targeted to specific groups ONSCREEN TABLES GRAPHS AND REPORTS Tracker includes many dashboards which you can personalise to show the information you are most interested in There is also a wide variety of on screen tables
19. pation module and create the records via the Activities file Mr A Alden 17 Riverside Road Stonehouse PLI SMY Help Personal details Alternative contact Profile Activities Communications Groups Support Documents History Add new record ep Show wF records per page Search Participation F Date Name hours 16012015 Broadway Community Association 1 D Quick View Edit Delete Showing 1 to 1 of 1 entries Start q 1 gt End 3 Page 9 COMMUNICATIONS This tab shows all the communication records relating to the tenant in a table 1 listed in order most recent first with buttons to give you access to a Quick view of the record an ability to edit it or to delete it You also have an option of creating new communication records relating to this person only via Add a new record 2 Details of how to create a communication record can be found in User Guide 4 Communications Note that communication records created here will cover messages sent NOT USING TRACKER to include actually formatting and sending the communications you will need fo use the Communications module Mrs A Bullivant 94 Hampton Close Devonport PLZ 54H Help Personal details Alternative contact Profile Activities Communications Groups Support Documents Add new record 50 FT records per page 7 Date Reference Type Who With 13 01 2015 15 51 Post helene beales 13 07 2075 Mailing Helene Beales Quick View Edi
20. rted OAP 638 311 327 0 0 7 631 306 147 60 2 Supported Other 5 4 0 0 2 2 0 3 0 1 0 Showing 1 to 5 of 5 entries Start lt 1 gt End ze u Export Records gt Export Table If you change the field option click Update Table to see the revised data and format Use the buttons at the bottom of the screen for Steps 3 and 4 export the on screen table or export all the records behind the table Page 15 2 8 Manage Admin Groups WHAT IS A GROUP In Tracker Groups are defined in two ways 1 Activity Groups These are lists of people that are linked to specific Activities They may be a manually linked by a user because they have e g joined a Panel or b automatically linked by Tracker because they have a Participation Record see below for the Activity These groups are created through the Participation module see User Guide 3 for help with these You can manually link unlink a person to an Activity Group via the Groups tab in their personal file 2 Admin Groups These are lists of people that are not linked to any Activities The Group will be set up manually by a user given a unique group name and assigned as linked to an Unspecified Activity These groups may be created as administrative or operational short cuts However before creating a group like this you may like to consider whether setting up a Search Template could
21. t lt a gt 13 01 2015 15 09 Postfhelene beales 301207 5 digl letter Mailing Helene Beales Quick View Edit Delete 29082014 15 31 Post sandy grange 29 08 201 letter Mailing Sandy Grange Quick View Edit Delete Showing 1 to 3 of 3 entries Start q 1 E End This tab shows all the groups Admin Groups and Activity Groups to which this tenant is linked in a table 1 listed in order most recent first You also have an option to link them to new groups via Link to a new group 2 Miss B Healy 113 Station Road Crownhill PLZ SPW 8 Help Personal details Alternative contact Profile Activities Communications Groupe Support Documents History on records per page Search Mame lt Date Linked Last Activity Current Member Broadway Community Associationf2014 15 16 01 2015 15102014 Ll 1 Showing 1 to 1071 entries E Start q 1 E End Link to a new group Show we Page 10 SUPPORT This tab is only available with the Support upgrade For details of its use see User Guide 6 Support DOCUMENTS You can store documents relating to this tenant by browsing for one 1 giving it a Title 2 and a brief summary of its contents 3 then uploading 4 documents can be in any format Excel Word PDF Photos etc Stored documents are listed in the table and can be opened viewed edited or deleted at any time Document 8 Help Title D File Choose File O HISTORY This tab is for viewi
22. with this person on behalf of Mr A Adams communicate with this person Details Address Title Mr Address line There are fields for recording the alternative contact s name address phone number and email address If you include the tenant in a communication list e g a mailing list created through the Communications module then Tracker will automatically amend the list e Replace the tenant s name with the alternative contact s name followed by On behalf of lt lt tenant s name gt gt e Replace the tenant s address with the alternative contact s address COMMUNICATION PREFERENCES Within the Profiles tab you have the facilities to record a tenant s communication preferences which Tracker will then manage any survey or communication with that tenant Mr A Adams 49 Honeysuckle Cloze O Help Communication preferences The two panels of tick boxes cover e Preferences linked to emails text messages and mailings managed through the Communications module e Preferences linked to surveys managed through the Feedback module In each case there are standard options programmed so that if for instance no phone surveys is ticked then this resident is automatically blocked by Tracker from being included in any telephone survey call lists The landlord can add other options but these will only appear for information only in searches and reports they will not be programmed into any specific Tracker fun
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