Professional alongsider features and functionality

Professionals have access to the Individuals page which includes a variety of functions and features. In this article you will find information on: 

• Navigating the Professional Center 
• Getting started as a Professional 
• Creating and managing groups of individuals 
• Viewing individual progress & inputs
• Pulling reports
• Recommending & Assigning Outcomes to individuals
• Inviting and managing individuals 

Note that terminology may vary between sites. The below processes are detailed for all application users and as such, some of the language and functionality may not be applicable to your site. For specific articles tailored to your site, please click here.

 

Navigating the Professional Center 

The Professional Center is your administrative hub in the platform. While you have access to professional-specific features, you also have access to the individual view. When you log into the site, you will be in the individual view. You can access the Professional Center through the left-hand navigation menu. Underneath your Organization's name, you'll see the word "Individuals" (you may have to expand the menu to see it). Click this to enter the Professional Center.

 

Getting started as a Professional 

Setting up your account 

To sign up for your account begin by clicking “Create My Account” in the top right corner of the page.

Enter your name, email, gender, birthday and preferred language. Check the terms of service box then click “Next”.

You’ll see an email notice. Open the email that was sent to you to complete the sign up process.

Click the link in the email to confirm your email address and set-up your password. Now you're in! 

Setting up your user type (Note: your user type and permission level are decoupled) 

When you first sign in to the site you will be asked to select between Student, Adult, Parent, or Professional. If you are a Teacher, Counselor, Case Worker, Program Leader, or someone else responsible for oversight of other users (but not administrator tasks), you are a Professional. 

If you want to change your User Type or do not select an option upon account set-up, you can use the My Account page (under Site Preferences) to select a new User Type. 

 

Setting up your organization

When you first sign in to your account you will be asked to select your organization from a dropdown. After initial sign up, if you need to change or add your Organization, you can use the "My Account" page (under "Site Preferences") to select a new Organization.  

Can I be connected with multiple organizations as a Professional?

Yes! You can be connected to as many organizations as you would like within the platform. The Professional Center approval process will go through each organization you request individually, and once approved, you will be able to sort through your participants by organization as well.

When you first create your account, select one of the organizations you would like to be associated with as well as your role. Once you've completed your User Profile setup, navigate to your profile using the icon with your initials in the left-hand menu to add your remaining organization(s). Under "Site Preferences", add the additional organizations you would like to be associated with.

As your requests get approved, participants from each of these organizations will appear in your Professional Center pane. 

What if my Organization is not listed or is listed incorrectly?

If your organization is not listed OR if your organization IS listed but needs to be updated, please submit a request through the support widget at the bottom of your screen. The widget will prompt for the following information:

• Name of School/Organization/Workforce Center:
• Full Address:
• County:
• Public, Private, or Charter (if school):
• For-profit or Not-for-profit (if organization):
• School District (if Public school):
• CEEB code (if high school):
• Phone:
• Fax:
• E-mail:
• Grade levels and/or ages served:
• Professional access approver (Chief Administrator) name, title, phone, e-mail:
• Counselors/advisors name(s), phones, e-mails:
• Website URL:
• Any additional notes (special populations, temporary or special program, etc.):

Our support team will respond within one business day to confirm all required information. Once all the information on your organization has been received, it will be sent for approval. After approval, your organization will be added to  the site and available for both you and your beneficiaries to add into your User Profile.

How can I check the status of my access request to view my organization?

Access requests are approved or declined within three business days. You will receive an email when your access has been approved. If it has been more than three days and you would like to check the status of your request, please email [e-mail]

Setting up your permissions

Your permissions are what will allow you to view Individuals in your Organization. Navigate to your "My Account" page and select "Site Preferences". From here, scroll down until you see Permissions box. Select Professionals. 

Requests are approved within 3 business days, after which time you will see the Professional Center tab in your left-hand navigation menu. You will also receive a confirmation email when you have been approved as a Professional.

Creating and managing groups of individuals 

Groups are a great way to manage individuals. You may wish to group individuals by services needed, barriers, demographics, or other features unique to your Career Works Center. Groups are unique to you, and will not be seen by any other professionals at your organization.

All group management will take place in your Professional Center. To access the Professional Center, find your organization name in the left-hand navigation menu. Underneath your Career Works Center name, you'll see the word "Individuals" (you may have to expand the menu to see it). Click this to enter the Professional Center.

Creating Groups 

1. To create a group, begin by expanding the "Groups" dropdown at the top of the page. In the dropdown, click "Edit or Create Groups".
   
2. Type the name of your group and click "Add". Continue to follow this process to add as many groups as you would like.
   
3. Once you've completed creating groups, click "Close" in the lower right corner of the popup. 

Adding Individuals

Now that you've got groups, you'll want to add people into them!

1. Back on the Individuals page, check the box to the left of each individual you wish to add into your group (you can also use the search bar to locate people quicker).
2. Once you've selected at least one individual, you'll see new options appear at the top of the page. Click "Add To Groups".
   
3. In the popup, check the box of the group you would like to add the selected individuals to. Then, click "Add" in the lower right corner.
   
4. To view your group, and complete other tasks like recommending Referrals or generating reports, select the group name from the "Groups" dropdown at the top of the page.
   
5. To return back to the main Individuals page, select "All Individuals" from the "Groups" dropdown at the top of the page.

Removing Individuals

1. To remove individuals from a group, select the group name from the "Groups" dropdown at the top of the page.
   
2. Check the box to the left of each individual you wish to remove from your group (you can also use the search bar to locate people quicker).
3. Once you've selected at least one individual, you'll see new options appear at the top of the page. Click "Remove From Group".
   
4. Your group will now show with the individuals removed.
5. To return back to the main Individuals page, select "All Individuals" from the "Groups" dropdown at the top of the page.

Editing Group Names

1. To edit a group name, begin by expanding the "Groups" dropdown at the top of the page. In the dropdown, click "Edit or Create Groups".
   
2. Hover over the name of the group you'd like to edit and click the pencil icon.
   
3. Update the name of the group, then click "Save".
   
4. Once you're done making updates, click "Close" in the lower right corner of the popup.

Deleting Groups

1. To delete a group, begin by expanding the "Groups" dropdown at the top of the page. In the dropdown, click "Edit or Create Groups".
   
2. Hover over the name of the group you'd like to delete, and click "Delete".
   
3. Once you're done making updates, click "Close" in the lower right corner of the popup.

Viewing individual progress and inputs  

How do I view the journey of/what steps have been completed by one of my participants?

To view the journey of an individual, navigate to the Professional Center from the left-hand menu.

Here, you will see a list of individuals within your organization. There is a filter at the left of the page to be able to search for participants quicker. Once you’ve located the individual you would like to view, select “View Profile”  to the right of their name.

 

 

This will pull up the individuals’ journey, where you can see Outcomes they have added and what Goals and Steps within that Outcome have been completed.

 

 What are reporting columns and filters? 

In short, they are specific questions from the Outcomes in the system that will help you to sort through and group the individuals you serve.

Reporting columns and filters are available to all professionals within the Professional Center to help them view and arrange the data of their participants. The columns and filters can be used separately or together to help you better serve the individuals you are working with. 

Are you a school counselor wishing to provide resources to students based on their plans after high school? Are you a workforce professional wishing to connect individuals with the services they need? Reporting columns and filters can help you identify these needs and efficiently help those you serve.

In future, you’ll also be able to sort by Outcomes completed and track the impact you are having.

Reporting columns 

Let’s look at reporting columns first. The site allows you to add additional columns and edit the order in which they appear. This is specific to your own view in the Professional Center, and is able to be changed at any time.

Adding a column shows you the individual’s answer to that specific question and also allows you to sort by those answers.

So how do you add or update columns?

1. First, from the Professional Center, select “Edit Columns” under the ‘Actions’ dropdown.
   
   
2. From the modal that appears, flipper on (turn yellow) or off (turn grey) the columns you’d like to add or remove. Select the columns and drag up or down to change the order they’ll appear in.
   
   
3. Once you’ve made all your updates, click “Submit”.

Reporting filters 

Next up are reporting filters. Filters also allow you to sort individuals by answers to questions, but won’t show you the answer. Filters can be layered upon each other to really sort through the individuals in your Professional Center. Like columns, the filters you set are specific to your own view in the Professional Center, and can be changed at any time.

Adding a filter allows you to sort by the answer given, but does not show you the answer.

You’ll add a filter similar to how you added a column.

1. From the Professional Center, open the ‘filters’ dropdown. First, select the question you’d like to filter the individuals by.
   
   
2. The menu will expand to show you all available answers from that question. Check the box for each answer you’d like to apply as a filter.
   
3. If you’d like to add a second filter, repeat the process for each question.

Layering columns and filters 

Can you use columns and filters together? You sure can! This provides the best of both worlds and allows you to narrow down individuals by the answers they selected and also view those answers directly in the Professional Center. 

Can Individuals upload files to the site? 

Yes! We allow for the upload of a variety of file types. These file types could be a word or PDF doc, but also includes excel, jpeg, csv, or any other commonly accepted file type.  

File uploads will be attached to certain Steps within the system as an action item.

 

Pulling reports 

Pulling the "Steps" report

The "Steps" report allows a professional to download a report about an individual’s basic information as well as the columns currently displayed on the screen. You can also use this function to pull a list of all individuals within your organization. To learn more about how to adjust the columns displayed, see this section.

Once in the Individuals tab of the Professional Center, select one or more individuals from the list. Click “Generate Steps Report”.

This will create a report; click the download link to open.

A report will open with names, emails and organizations for each user in addition to the columns you have selected. These fields will continue to be expanded throughout future updates to the system. This report will automatically be in Excel format for you to easily connect with any of your other systems.

Pulling the "Outcomes" report 

The "Outcomes" Report allows a user to receive an email report that shows high level Outcome data such as when the individual added it and how many Steps they have completed. 

To download a report displaying the progress Individuals have made as they complete Steps and Goals within Outcomes. On the Individuals tab of the Professional Center, select one or more individuals from the list. Click “Generate Outcomes Report”.

Once you have selected “Generate Outcomes Report” a pane will appear on the right hand side of your screen. Using this screen you can search and select which Outcomes you want to see a progress report on. You can either type Outcome titles into the search bar or scroll through the pages to view all the Outcomes. There is no limit on how many Outcomes you can add to the report!

After you have selected the Outcome(s) you want a report on, select “Generate Report.” This will automatically send a CSV report to your email. Most reports will be delivered within minutes, though larger datasets will require more time. Please give up to 1 hour to receive the report.

Once you receive the report email, you can download the report by clicking the link within the email you receive. Within the report you will see columns with basic information (name, organization, email) and other columns with the date the user accepted each Outcome, when the user completed that Outcome, and exactly how many steps the user has marked as complete.

Recommending & Assigning Outcomes to individuals 

To recommend to a single Individual:

On the Individuals page, locate the Individual you would like to recommend an Outcome to. Select “View Profile”  to the right of their name.

This will pull up the individual's journey. If you see an Outcome that you would like to add to their journey, select “Recommend Outcome” at the bottom of the popup.

This will show the Recommended Outcomes for that individual as well as the ability to view all Outcomes in the system. To view the Goals within an Outcome, select the arrow.

Opening an Outcome will automatically select all Goals within that Outcome to assign to that individual. If you’d like to assign only specific Goals from an Outcome, click on a Goal to de-select it. (Note that if an individual already has the entire Outcome in their Journey, you cannot assign specific Goals within that Outcome). Once you’ve completed your selection(s), click “Finish Recommendation”.

The Goals and Outcome will now appear in your individual's recommended Outcome page.

To recommend to a group of individuals 

Select the boxes to the left of the individuals you would like to recommend an Outcome to. Use the arrow next to the topmost box to select all individuals on a page.

Once you've selected all the individuals you would like to recommend an Outcome to, click "Share Outcome".

This will show all Outcomes in the system. To view the Goals within an Outcome, select the arrow.

Opening an Outcome will automatically select all Goals within that Outcome to recommend to that individual. If you’d like to recommend only specific Goals from an Outcome, click on a Goal to de-select it. (Note that if an individual already has the entire Outcome in their Journey, you cannot recommend specific Goals within that Outcome). Once you’ve completed your selection(s), click “Next". 

Lastly, select "Recommendation" then "Finish". The Goals and Outcome will now appear in your individual's recommended Outcome page.

To assign to a single Individual or group:

Select the boxes to the left of the individuals you would like to recommend an Outcome to. Use the arrow next to the topmost box to select all individuals on a page.

Once you've selected all the individuals you would like to recommend an Outcome to, click "Share Outcome".

This will show all Outcomes in the system. To view the Goals within an Outcome, select the arrow.

Opening an Outcome will automatically select all Goals within that Outcome to assign to that individual. If you’d like to assign only specific Goals from an Outcome, click on a Goal to de-select it. (Note that if an individual already has the entire Outcome in their Journey, you cannot recommend specific Goals within that Outcome). Once you’ve completed your selection(s), click "next". Then, choose "Assignment". In order to complete your assignment, add a due date below. Then, click "Finish". 

Inviting and managing Individuals 

How can I invite new Individuals to my organization?

The ability to invite new Individuals to your Organization allows Professionals to manage Individuals within their organization(s) more directly. As a Professional, you can view the status of the invitation to determine whether the user has accepted, declined, or not acted on the invitation. Once the invitation is accepted, the new user will be assigned to the organization that you sent the invitation from.

To invite a new user to the tool, first open the Professional Center from the navigation menu on the left side of your screen. You may need to expand the pane to see your Organization. Once you have your Organization open, you should see the Individuals tab. Open the Individuals tab within the Organization you would like to invite new users too.

Select “Add Individuals” in the top menu. This will open a pane in the right hand side of your screen. You will be asked to provide First Name, Last Name, Email, and Date of Birth of the user you wish to add. Once you have completed these fields, select “Send Invite”.

This will send an email invitation to the Individual prompting them to join your Organization. The invitee will need to follow the “Confirm My Email” link to confirm their account and set their password. Then, they will automatically be associated with the Organization you invited them to.

Should you need to resend an invitation, navigate to the Individuals page and click the 3 dots next to View Profile for that Individual. From here select “Resend Invite.”

If you want to invite many users at once, you can download and fill out a spreadsheet and email it to [e-mail]. We will confirm with you once your users have been invited!

How can I reset passwords for individuals within my organization?

First open the Professional Center from the navigation menu on the left side of your screen. You may need to expand the pane to see your Organization. Once you have your Organization open, you should see the Individuals tab. Open the Individuals tab and click the 3 dots next to View Profile for that Individual. From here select “Reset Password.”

This will send a password reset email to that Individual. The Individual will need to follow the “Reset Your Password” link to set-up their new password.