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 with the 'System Preferences' Staff Account privilege. 

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. 


'Show Dashboard For' filter

Staff with Team Leader privileges, however, not only see the notifications relevant to them, but can select to 'Show Dashboard For' other Staff members with the same Site/Services itemised in their Staff Account as the individual has the Team Leader privilege 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.

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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.


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. 


Customising the Dashboard

The Dashboard settings are available in System Preferences:

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


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 in the Dashboard tab of 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:


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:

They will see the 'Customise Dashboard' button on their Dashboard: 

Selecting the 'Customise Dashboard' button navigates to 'My Staff Account' within the Staff member's user account:

And they may select 'Customise the Dashboard': 

Once Saved, this will open up the Dashboard Portals for them to customise specific to them: 

N.B. If Staff with 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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