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How To Assign an Assistance at Enrolled Program Level

 Learn how to record assistances delivered to a specific client within a specific program enrollment to support accurate program reporting and outcome tracking.

What this feature does

Client-enrolled program-level assistance tracking allows organizations to record and manage services delivered to a specific client within the context of a specific program enrollment. This level of tracking connects the individual, the program, and the services provided, ensuring accurate reporting and visibility into program outcomes.

By capturing measurable indicators such as time, duration, quantity, financial amounts, and service counts, organizations can better understand engagement and progress within each program.

Who can use this feature

  • Organization Administrators – Full access to create, view, edit, archive, and unarchive assistance records.
  • Team Members – Can add and view assistances and edit records they own for mentees assigned to them.
  • Interns / Volunteers – Can add and view assistances and edit records they own for mentees assigned to them.
  • Law Enforcement / Advocates – Can add and view assistances and edit records they own for mentees assigned to them. 

Before you begin

  • Ensure that the client is already enrolled in a program.
  • Confirm that you have the appropriate permissions to add assistances.
  • Verify that relevant assistance types have been configured for your organization.

 

How to add an assistance at the client-enrolled program level

Step 1: Navigate to the client profile

1. From the left-hand navigation menu, click Clients.

2. Select the client you want to manage.

3. Inside the client profile, click Enrolled Programs.

Step 2: Open the program enrollment

  1. Locate the program you want to work within.
  2. Click the program enrollment record to open the Program Enrollment dashboard for that specific client.

Step 3: Access the Assistances tab

  1. Within the program enrollment view, select the Assistances tab.
  2. From this tab, you can:
    • View all assistances delivered to the client within the program.
    • See key details such as Assistance Type, Provided By, Provided On, and Amount.
    • Search or filter assistance records.
    • Export assistance data.
    • Add new assistances.

 

Step 4: Complete the assistance details

When adding a new assistance, complete the Details section:

  • Client – Automatically populated based on the selected client.
  • Program Enrollment – Automatically populated based on the selected program.
  • Assistance Type – Select the service from prebuilt or custom categories and subcategories.
  • Provided By – Identify the staff member delivering the service.
  • Provided On – Enter the date the service was delivered.
  • Amount (USD) – Record any financial value associated with the assistance.
  • Quantity – Track the number of service instances delivered.
  • Duration – Record the time spent providing the service.

These fields enable organizations to track measurable service indicators such as time spent, financial resources used, and quantifiable program outputs.

 

VOCA Reporting Fields

Overview

The VOCA Reporting Fields section allows organizations to capture additional data required for Victims of Crime Act (VOCA) reporting and similar grant-based compliance frameworks. Even organizations not reporting under VOCA can benefit from these fields for structured service tracking and outcome evaluation.

VOCA fields explained

  • Delivery Method – Specifies how the assistance was delivered (e.g., in-person, virtual, phone, hotline, group session, outreach).
  • Interpreter Provided – Indicates whether interpretation services were used.
  • Victimization(s) Addressed – Identifies the type(s) of victimization related to the assistance.
  • Outcome Collected – Indicates whether a measurable outcome resulted from the assistance.
    • Outcome Type – Defines the category of outcome achieved (e.g., Safety Planning, Protection Order).
    • Outcome Result – Describes the specific result or status achieved.

 

Step 5: Add notes

The Notes section allows users to document additional qualitative context, including:

  • Observations
  • Client updates
  • Service context
  • Follow-up requirements

Notes enhance collaboration, service continuity, and reporting clarity.

Step 6: Save the assistance

1. Review all fields for accuracy.
2. Click Create Assistance to finalize and save the record.

 

3. The assistance will appear in the Assistances tab within the program enrollment dashboard.

 

Key Benefits

Tracking assistances at the client-enrolled program level enables organizations to:

  • Maintain a clear connection between client services and program outcomes.
  • Support accurate reporting by funding source or program.
  • Ensure service accountability.
  • Analyze service delivery patterns within specific program enrollments.

 

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Need more help?

If you need assistance with tracking assistances at the client-enrolled program level, please contact your Organization Administrator or reach out to our Support Team through the in-platform chat and select “Report an issue.”