Dashboard privileges and customisation

When logging into SupportAbility, the Dashboard is your landing page. It is designed to notify Staff of important tasks & actions and assist them to manage their day-to-day requirements. 

This article reviews Dashboard privileges, Dashboard notifications and customising the Dashboard for Staff.

Privileges: Staff require the 'Edit System Preferences' Staff Account privilege in order to access the 'Dashboard' tab in System Preferences where the configuration of Dashboard Notification Portals is completed.

Audience: Authorised Representatives


Summary

Click on the links below to take you to the relevant sections within this article:


Dashboard privileges

By default, Staff can only see notifications on the Dashboard relevant to them.

Primarily, a Staff Member has visibility of the following:

  • Notifications where they have been specifically set as the person to Notify or complete the task
  • Activity Schedules where they have been rostered into an Activity
  • Notifications relating to Clients they have access to by virtue of the 'Site/Services where this staff member works' in common with those listed in 'Client Service Participation'

Staff with additional high-level access privileges e.g. Team Leader or Team Leader for ALL Services, have broader visibility of Notification Portals relevant to both Clients participating and Staff working in the Site/Services they have this privilege for: 

To assist with managing large numbers of Notifications and Notification Portals, Staff with this high-level access can use the 'Show Dashboard For' functionality to filter what is displayed on their Dashboard. This functionality is outlined in detail below.

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'Show Dashboard For' filter

Staff with the Team Leader privilege not only see the Notifications relevant to them personally but also those for the Clients and Staff they have access to via this privilege.

To manage the potentially large volume of Notifications and Notification Portals displaying on a Team Leader's Dashboard, Staff with this privilege can utilise the 'Show Dashboard For' filter.  

This functionality allows them to filter their Dashboard to only display the Notifications relevant to one of the Staff Members with the same Site/Services itemised in their Staff Account as the Site/Service the Team Leader privilege is for.

Viewing the Dashboard for a different Staff member

The Dashboard can be filtered using the 'Show Dashboard For' filter: 

The following outlines how the 'Show Dashboard For' filter works.

Team Leader for ALL Services privilege

When a Staff Member has the 'Team Leader for ALL Services' privilege they will see the following options listed in the 'Show Dashboard For' filter:

  • The filter defaults to 'All Staff': Selecting this option will display all notifications relevant to all Staff in all Services at all Sites. This is a global view across the entire organisation.
  • Site names (all active Sites for your organisation): Selecting one of these will display all notifications relevant to all Services at that Site.
  • Individual Staff names (for all Services at all Sites): Selecting a Staff member by name will display all notifications relevant to that individual Staff member.

Screen-Shot-2019-11-06-at-3-35-35-pm.png
Team Leader privilege at the Site/Service level

  • When a Staff member has the 'Team Leader' privilege for all Services at a Site e.g. either with all Services listed individually or the 'Administration [ALL SERVICES] selected at that Site e.g. Melbourne (HQ), they will see listed in the 'Show Dashboard For' filter, the relevant Site name and the individual Staff names working at all Services at this Site:

    Screen-Shot-2019-11-06-at-3-40-59-pm.png
  • When a Staff member has the 'Team Leader' privilege for one or more (but not ALL) Services at a Site e.g. Day Services at Melbourne (HQ), they will only see listed in the 'Show Dashboard For' filter, the individual Staff names working in the relevant Service/s at that Site.  The Site name/s will not be listed because this Staff member does not have access to all Services at that Site:

    Screen-Shot-2019-11-06-at-4-48-15-pm.png

N.B. Please note that there are different rules for each Dashboard Notification portal, governing who can see what information on their Dashboard, as explained in a couple of examples below:

The 'Client Goal Support Evidence Notification' portal will only display notifications for Staff who have been set as the Key Support Worker for that Client. 

The 'Incomplete Client Journal Actions' only appear on the Dashboard of certain Staff members, as these are Staff related. These notifications will appear on the Dashboard of the Journal author, the Staff member who created the Client Journal Action, and the Staff member who was assigned the Client Journal Action task.

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Dashboard notifications

Colours are used to indicate the status of each notification based on how this has been configured in System Preferences (see below). The default settings determine that red is overdue (past due date), amber - approaching due date (within 15 days), white - upcoming due date (within 30 days):

However, this will change based on how the 'Number of days advance notice' has been customised. For example, if this is set to 60, then notifications will appear as amber within 30 days (being the midway point of the number of days set) and white within 60 days. 

N.B. Notifications will remain on the Dashboard until the required action has been completed.  With the oldest notification appearing at the top of each portal, and a limited number of records being set to display, the most recent notifications may not be visible and there is the risk that they may be overlooked.  

Therefore it is recommended that Staff regularly review each of the notification portals on their Dashboard. Clicking on the target icon next to an individual notification will take you to the relevant Client record, Staff account or Activity where the required action can be completed, thus removing the notification from the Dashboard.

There are also other searches and reports which may be useful for Staff to become familiar with an utilise, such as the Document Search. For example, this search report allows Staff to search for Client Documents where they are set as the person to Notify, thus allowing these tasks to be managed proactively, instead of solely relying on the Dashboard notifications. 

Please see the Document Search article linked below for more information. 

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Customising the Dashboard

The Dashboard settings are available in System Preferences:

The Dashboard settings tab is the second tab from the left:

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Updating Dashboard Portals

Each section of the Dashboard is referred to as a Dashboard Portal e.g: 

The default Dashboard portal settings can be customised on the Dashboard tab in System Preferences to suit your organisation. The portal order can be changed, each can be turned on or off, the number of records to display and the number of days advance notice can also be set here: 

Order

To reorder any of the Dashboard Portals, simply select the orange up/down arrow icon for the relevant portal, hold this selection and then move the item up and down to put it in order of where it is required. 

On/Off

Notifications will only appear on the Dashboard if the relevant Dashboard portal (e.g. Client Documents) has been turned on: 

Number of days advance notice

When notifications appear on the Dashboard is determined by the 'Number of days advance notice' your organisation has set in the System Preferences::Dashboard settings:

N.B. This field in the 'Schedule' Dashboard portal limits the number of days advance notice (upcoming), as well as historic Activities displayed in the 'Time Sheets Awaiting Sign Off' and 'Time Sheets Recently Signed Off' sections of the 'Activity Schedule' portal on the Dashboard e.g:

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Allow Staff to customise their own dashboards

SupportAbility provides functionality for Staff to customise their own Dashboard if an organisation chooses to activate this setting.
Whilst allowing Staff to customise their own Dashboard is at the discretion of your organisation, we do  not however recommend this, as Staff may choose to turn particular portals off, thus overriding the purpose of notifications to prompt Staff to complete required tasks, and within due dates.
The 'Allow staff to customise their own dashboards' setting is applied in the Dashboard Settings section on the Dashboard tab in System Preferences:

Once this setting has been activated, Staff will see the 'Customise Dashboard' button displayed towards the top right of their Dashboard: 

Selecting this 'Customise Dashboard' button navigates the Staff member to the Dashboard tab of their 'My Staff Account'. 

Staff have the option to leave this setting deactivated, which is the default, whereby the Notification portals on their Dashboard will display as set in System Preferences. Alternatively, they may choose to configure their own Dashboard by activating the 'Customise My Dashboard' setting, then selecting 'Save Staff Account': 

Once Saved, this will open up the 'Dashboard Portals' section of this tab where they can customise them to meet their specific needs and preferences: 

N.B. If Staff with one of the Team Leader privileges filters the Dashboard to this Staff member, this is displayed based on how that individual has their Dashboard configured, not the Staff member they are reviewing Notifications for. Hence we do not recommend activating this setting. 

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