Configuring Sites
This article provides detailed information outlining how to edit an existing 'Site', or complete the required configuration for a newly created Site.
Audience: Authorised Representatives or those tasked with configuration in System Preferences
Prerequisites
- The Sites article (linked below) provides detailed information outlining what a 'Site' is and how it is structured in SupportAbility.
- The 'Edit System Preferences' privilege is required to access System Preferences and complete the related configuration.
- The 'Edit User Accounts' privilege is required to access the 'User Details' tab of Staff Accounts and update the 'Sites where this staff member works'.
- For more information about the access and functionality these privileges grant, please refer to the Staff Account Privileges article, linked below.
- Ensure the configuration of Services that are delivered from this Site, has been completed first, so they can be made available when configuring the Site.
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
Once the new Site has been configured, the relevant Site/Services will then need to be added to the following records:
- Client records - Updating 'Client Service Participation' (required)
- Staff Accounts - Updating 'Sites and services where this staff member works' (required)
The Configuring Sites video covers most of the information outlined in this article. You may wish to view it alongside the information contained here.
Configuring Sites in System Preferences
Sites are configured on the 'Sites' tab in System Preferences:
Staff require the 'Edit System Preferences' privilege in order to access System Preferences and complete the required configuration.
System Preferences is accessed via the main menu on the Dashboard:
The required Site can then be accessed by selecting the relevant target icon:
You will notice when the 'Edit Site' window opens there are two tabs associated with a Site record: 'Site Details' and 'GL Codes':
Making Services available at a Site
Once a new Site has been created, it is essential that all of the relevant Services which are managed or delivered from this Site, are made available, in order for them to be available for selection in the following records:
- Client records::Client Service Participation
- Staff Accounts::Site/Service where this Staff member works
- Activities
- Journals
To complete this, navigate to the 'Sites' tab in 'System Preferences', and using the target icon open the relevant Site (e.g. Sydney):
On the 'Site Details' tab of the 'Edit Site' screen, the relevant Services checkboxes can be selected to make them available from this Site:
N.B. You will notice that the 'Administration' Service is already checked as available at all Sites by default, as this is a SupportAbility system requirement.
Configuring the General Ledger (GL) Codes
N.B. This is only relevant when organisations have implemented Finance & NDIS in SupportAbility, and invoices will be generated.
The corresponding GL Codes for a Site/Service are required to be entered into the 'GL Codes' tab of a Site, for those Services which are managed/delivered from this Site.
The GL Codes tab is accessed via the 'Sites' tab in 'System Preferences'. Open the relevant Site via the target icons, then navigate to the GL Codes tab:
For comprehensive instructions regarding this, please refer to the General Ledger Codes, and Configuring General Ledger Codes for Internal [Direct] Invoices articles, linked below.
Updating the 'Only Team Leaders can edit Activities' setting (if relevant)
N.B. This is only relevant when organisations have implemented Activities in SupportAbility.
The 'Only Team Leaders Can Edit Activities' setting is on by default for all Services, to facilitate the following:
- only Staff with the 'Team Leader' privilege can create, edit or delete Activities, including adding or removing Clients, updating the Client's Funding Source, and marking the Client as 'No Charge'.
- the opportunity for data checks of all Activity components completed by Support Staff, prior to Team Leaders performing the Activity Sign Off.
Organisations may choose to inactivate this setting for Services such as Support Coordination, or Therapeutic Services, where Staff delivering this Service usually require a greater level of autonomy to create, edit and manage Activities.
The 'Only Team Leaders Can Edit Activities' setting is configured on the 'Sites' tab in System Preferences. Deselecting the checkbox for this setting will allow any Staff member working in that Service to create, edit and manage Activities:
For more information relating to this, please refer to the Privileges required to manage Activities article, linked below.
Changing the name of a Site (if relevant)
If your organisation wishes to change the name of a Site, this can be completed on the 'Site Details' tab of the relevant Site record in System Preferences:
N.B. Changing the name of a Site will change its name throughout the entire system including historical information.
Inactivating an existing Site (if relevant)
We do not recommend deleting any records in SupportAbility, in order to preserve important information for historical purposes.
Therefore if a Site is no longer required, Staff with the ‘Edit System Preference’ privilege have the ability to make the Site inactive by deselecting the 'Active' checkbox in the Edit Site window of the relevant Site, accessed via the Sites tab in System Preferences:
Once a Site has been made inactive (e.g. Sydney) the following will occur:
- the Site will become greyed out, in the Sites list on the Sites tab in System Preferences
-
Services at this Site which were listed in 'Client Service Participation' in Client records, will become greyed out and move to the 'historical client services' section of the Client record:
- Services at this Site will no longer be available for selection when creating Activities
- Services at this Site will no longer be able to be added to:
- Staff Accounts
- Client records
- Services at this Site will no longer be available for selection when creating other records such as :
- Journals
- Incidents
Client records - Updating 'Client Service Participation' (required)
Prerequisite: Staff completing this configuration will need to have access to the relevant Client records.
When a new Site has been added to your installation (e.g. Sydney), it is important that the Services delivered/managed at this Site are added to the 'Client Service Participation' section of all relevant Client records:
Once the Client Service Participation section has been updated to include the relevant Services at this Site:
- these Site/Services will be available for selection when creating a Journal for these Clients
- the associated Client records will be accessible to Staff who have these Site/Services listed in their Staff Account
- these Clients will be available for selection when creating Activities for those Site/Services
For more information relating to this, please refer to the Client Service Participation article, linked below.
Staff Accounts - Updating 'Sites and services where this staff member works' (required)
Prerequisite: Staff completing this configuration will need to have the 'Edit User Account' privilege in order to access the relevant Staff Accounts.
When a new Site has been added to your installation (e.g. Sydney), it is important that the Services delivered/managed at this Site are added to the 'Sites and services where this staff member works' section of all relevant Staff Accounts:
Once this section has been updated to include the new Site/Services combination, these Staff will be:
- able to view Client records which have the same Site/Services combination listed in their Client Service Participation
- available for selection when creating Activities for these Site/Services
For more information relating to this, please refer to the Sites and services where this staff member works section of the Foundations | Staff Accounts article, linked below.