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Liaison

Configure Clients

This page applies to Time2Track trainees.

Clients are individuals, couples, families, and groups you have seen as a patients or clients. You can classify multiple individuals under groups, couples, and families. Review the following definitions to decide which client type to use.

  • Individual: a single person that you have worked with one-on-one.
  • Couple: up to two individuals you have worked with together.
  • Family: more than two individuals who are related to one another, whom you have worked with as a group.
  • Group: more than two individuals who are not related to one another, whom you have worked with as a group.

Add an Individual

You can create individual clients in the Activities and Clients sections.

Add Individuals under Activities

  1. Click Activities.
  2. Click Add a New Activity or for editing existing activities, click the activity name under the Type column.
  3. Under Client, click Add a Client.
  4. Under Client Type, select Individual.
  5. Enter a unique client code. Individual client codes can be up to six characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  6. Select the age range of the individual.
  7. Select the gender of the individual.
  8. Select the sexual orientation of the individual, if known.
  9. Select the ethnicity of the individual, if known.
  10. Select any disabilities of the individual, if known.
  11. Select or create tags for the individual client. Review Tags for more information.
  12. Click Save.

The new individual client is automatically added to the activity.

Add Individuals under Clients

  1. Click Clients.
  2. Click Create a New Client.
  3. Under Client Type, select Individual.
  4. Enter a unique client code. Individual client codes can be up to six characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  5. Select the age range of the individual.
  6. Select the gender of the individual.
  7. Select the sexual orientation of the individual, if known.
  8. Select the ethnicity of the individual, if known.
  9. Select any disabilities of the individual, if known.
  10. Select or create tags for the individual client. Review Tags for more information.
  11. Click Save.

Add a Couple or Family

You can create a couple and family client in the Activities and Clients sections. Couples and families can consist of several individual clients grouped together or no individual clients listed (i.e., an "empty" group).

Add Couples or Families under Activities

  1. Click Activities.
  2. Click Add a New Activity or for editing existing activities, click the activity name under the Type column.
  3. Under Client, click Add a Client.
  4. Under Client Type, select Couple or Family.
  5. Enter a unique client code. Couple and family client codes can be up to six characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  6. Select or create individual clients to add to the couple or family, if needed.
  7. Select or create tags for the couple or family client. Review Tags for more information.
  8. Click Save.

The new couple or family client is automatically added to the activity.

Add Couples or Families under Clients

You can create a couple and family client type in two ways: by selecting and grouping individual clients together or building a new couple or family client type.

Select and Group Individual Clients
  1. Click Clients.
  2. Click the checkboxes for the individual clients you want to group together.
  3. In the right section under Add Selected To, select Couple or Family.
  4. Under With Code, enter a unique client code. Couple and family client codes can be up to six characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  5. Click Create.
Build a Couple or Family Client
  1. Click Clients.
  2. Click Create a New Client.
  3. Under Client Type, select Couple or Family.
  4. Enter a unique client code. Couple and family client codes can be up to six characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  5. Select or create individual clients to add to the couple or family, if needed.
  6. Select or create tags for the couple or family client. Review Tags for more information.
  7. Click Save.

Add a Group

You can create group clients through the Activities and Clients sections. Groups can consist of several individual clients grouped together or no individual clients listed (i.e., an "empty" group).

If you manage ad-hoc groups where participants can come and go, create one group and add new individuals to the group as they attend. Don't delete any individuals if they stop attending, as they are deleted from all past activities as well. Your group will have a list of all individuals who have attended the ad-hoc group and your reports will include demographic data for all individuals.

Add Groups under Activities

  1. Click Activities.
  2. Click Add a New Activity or for editing existing activities, click the activity name under the Type column.
  3. Under Client, click Add a Client.
  4. Under Client Type, select Group.
  5. Enter a unique client code. Group client codes can be up to 30 characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  6. Select the age range of the group members.
  7. Select or create individual clients to add to the group, if needed.
  8. Select or create tags for the group client. Review Tags for more information.
  9. Click Save.

The new group client is automatically added to the activity.

Add Groups under Clients

You can create group client types in two ways: by selecting and grouping individual clients together or building a new group client type.

Select and Group Individual Clients
  1. Click Clients.
  2. Click the checkboxes for the individual clients you want to group together.
  3. In the right section under Add Selected To, select Group.
  4. Under With Code, enter a unique client code. Group client codes can be up to 30 characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  5. Click Create.
Build a Group Client
  1. Click Clients.
  2. Click Create a New Client.
  3. Under Client Type, select Group.
  4. Enter a unique client code. Group client codes can be up to 30 characters and contain letter and numbers. Refer to Create a Client Code below for more information.
  5. Select the age range of the group members.
  6. Select or create individual clients to add to the group, if needed.
  7. Select or create tags for the group client. Review Tags for more information.
  8. Click Save.

Edit a Client

When updating a client, all activities associated with that client are immediately updated as well with the new information.

  1. Click Clients.
  2. Under the Code column, click the client code.
  3. Update the client details.
  4. If adding additional individual clients to a couple, family, or group client, select or create individual clients to add to the group.
  5. Click Save.

Delete a Client

You can only delete a client if they are not linked to an activity.

  1. Click Clients.
  2. Click the trash icon.
  3. Confirm the deletion by clicking Delete this client.

Create a Client Code

In order to keep client information private, Time2Track uses client codes instead of names when recording activities. You create your own codes for clients. Some recommendations when creating client codes:

  • Track your client codes outside of Time2Track. Download this sheet to record your clients and their codes.*
  • Create your own system of creating codes. For example, the first digit can be the setting in which the clients received your service.
  • Do not tell anyone of your coding system so that client confidentiality can be maintained.
  • Client codes are alphanumeric. Individual, couple, and family client codes can be up to six characters and group client codes can be up to 30 characters.

*The client code sheet is provided for your convenience. Be sure to keep all identifiable information secured in accordance with the American Psychological Association’s ethical guidelines. Time2Track and its partners are not responsible for any inappropriate use, transfer, or storage of this client code sheet.

 

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