I need Admin access
You would have received two emails from us, one for the admin and one as a home visitor (hint* the username with "hv" at the end is your home visitor username). Please check your junk to see if you received a second email.
You don't need to use your home visitor login, you can do everything you need to from your admin login. Having a home visitor login will allow you to be in the home visitor dropdown list to be assigned to families.
Also, if you won't be carrying a caseload, you can Deactivate your home visitor login (once logged in as the admin, go to Home Visitor, pull up your name in the dropdown and there is a Red "Deactivate" button on the left navigation).
Help! I'm Missing a Family
We first recommend that you search for the family. They may be in a status that is not Active. Here's how to search: https://data-keeper.zendesk.com/hc/en-us/articles/34177485045267-Family-Search
If after you have searched, you are not finding them, here is the guidance from PAT:
What families will migrate from Penelope into Visit Tracker Web?
· Active families that were not exited prior to July 1, 2022
· Family has received at least 1 visit marked as “Show” since July 1, 2022
In addition:
· Families must have an enrollment date on their Family Information Record
· There must be a parent/guardian marked as the primary caregiver
· There must be a child on the Service File
Please check all of the missing families for the above information included in their Service File. If they are missing critical data, they will need to be manually entered into Visit Tracker.
If you find any that meet all of these criteria, you can email PAT Data Support (datasupport@parentsasteachers.org) the Case ID number and they will look into those for you.
Did the PVR data migrate?
The visit plans did not migrate over, and the only thing from the PVR that migrated were the two yes/no questions about whether the family read stories and if behavioral concerns were discussed with the family.
Because of the large amount of data being migrated and the extensive time involved in mapping the data, the priority was set on migrating the items necessary to populate the APR report and other major funder reports such as MIECHV. PAT guidance is to begin documenting plans and PVRs in Visit Tracker moving forward and refer to documentation that did not migrate in Penelope as needed.
PAT will be sending information soon about how to download family files from Penelope, along with additional reports being developed in Power BI which will allow you to access more of this qualitative data from the data warehouse that didn’t migrate.
I need to make one of my home visitor an Admin
The main admin can deactivate a "home visitor" if they won't be carrying a caseload.
Go to the Home Visitor tab, pull up their name in the dropdown. Enter an “End Date” and click the Red “Deactivate” button on the left navigation. Then, you can add them as a helper admin.
Here is the tutorial to add them as a Helper Admin: https://data-keeper.zendesk.com/hc/en-us/articles/360056417893-Add-or-Delete-Helper-Admin-Additional-Admin
Why can’t I delete a contact?
The permission to delete contacts has been removed for home visitors.
Either your admin can delete the contact for you or the admin can give you the permission to delete under Set Up --> User Management. The + icon to the right of the name will grant permissions.