Group activities may not be available for all teams in your organisation - only the teams that have been configured to use the functionality will appear for selection.
A group activity is an activity that is created for multiple clients at the same time. They have benefits over creating single activities for each client as you only need to create it once and there is only one activity to manage, should you need to make any changes.
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Creating group activities
To create a group activity there are two options.
From the Recordbase dashboard, select Group Activities from the lefthand menu, then in the My recent group activities box select Add
Or, select one of the clients that participated in the activity and start the new activity process, selecting New activity next to the group activity section
Both ways take you through the same process, starting with a client will just pre-select them as a participant for the activity. When the group activity window appears, enter the date and time of the activity
Enter a subject and notes, these are copied to all client attendees record.
Next, select the facilitators of the group activity. Select Present to add a facilitator to the activity
As facilitators are added to the activity they are added to the selected facilitator list. If someone has been added incorrectly you can remove them by selecting the X next to their name.
The list of candidates is related to the people who share access to the same teams as the logged-in user.
The way Recordbase builds up the list of candidates for a group activity is as follows:
- Get a list of all teams in the system that have been configured for group activities
- Remove from that list any teams that the logged-on user does not have access to
- For the remaining teams, get all Recordbase users that have access to at least one of those teams
- This list is the list of candidates.
Based on the list of selected facilitators, you can select the clients that are present at the group activity, based on the teams that they are in.
In Source, select a team, the list of clients for that team will display in the participants' list. The teams available will depend on the facilitators of the activity.
You can then mark a client as Present or if they were scheduled to attend but did not you can mark them as DNA (Did not attend).
If clients from multiple teams attended, you can change the team selected in Source to display the different client lists.
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Once you have marked all of the clients as present or DNA, you need to specify the breakdown for the activity. Each team that has had a client marked as present or DNA requires a breakdown to be entered.
Fill out the required fields and once finished select Add group activity to save the activity.
Once the activity is saved, you will see the activity details. You can close the window at this point.
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