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How to Assign an Assistance at Organization Level

Learn how to record organization-level assistances to track services delivered across your organization, even when they are not tied to a specific client or program.

What this feature does

The Organization-Level Assistances dashboard allows users to track and manage all services delivered across the organization in one centralized location. This view provides a comprehensive overview of assistance records, regardless of whether they are linked to a specific client or program.

Organization-level tracking is especially useful for capturing services such as outreach, advocacy, or support provided to individuals who may not be formally registered as clients, as well as for organization-wide reporting and leadership visibility.

 

When to use organization-level assistances

Use organization-level assistances when:

  • Services need to be tracked across multiple programs
  • Staff provide support outside structured program enrollment
  • Services are delivered to external individuals not formally registered as clients
  • Organization-wide reporting is required
  • Leadership needs visibility into overall assistance activity

 

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.
  • Interns / Volunteers – Can add and view assistances and edit records they own.
  • Law Enforcement / Advocates – Can add and view assistances and edit records they own.

 

How to add an assistance at the organization level

Step 1: Navigate to Assistances

  1. From the left-hand sidebar, click Assistances.

2. The Organization-Level Assistances Dashboard will open.

 

Step 2: Create a new assistance

1.Click + Add Assistance in the upper-right corner.

2.The Add Assistance panel will open.

Step 3: Complete the assistance details

Fill in the required and optional fields:

  • External Individual Assisted – Toggle this option if the service was provided to someone not registered as a client or if you are tracking group sessions or any kind of external services.

  • Client – Select a client if the assistance is associated with an individual (optional).
  • Program Enrollment – Select a program if the assistance is related to a specific program (optional).
  • Assistance Type – Choose the service provided from prebuilt or custom categories and items.
  • 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.

 

VOCA Reporting Fields

Overview

The VOCA Reporting Fields section enables organizations to capture additional data required for Victims of Crime Act (VOCA) reporting and similar grant-based compliance frameworks. Even for organizations not reporting under VOCA, these fields support structured service tracking and outcome evaluation. We encourage all organizations to fill these fields.

VOCA fields explained

  • Delivery Method
    Specifies how the assistance was provided (e.g., individual, phone, hotline, group session, outreach, or other).
  • Interpreter Provided
    Indicates whether language interpretation services were used, supporting accessibility and equity reporting.
  • Victimization(s) Addressed
    Identifies the type of victimization related to the assistance (e.g., domestic violence, sexual assault, human trafficking, stalking, or child abuse).
  • Outcome Collected
    Indicates whether a measurable outcome resulted from the assistance.
    • Outcome Type – Defines the category of outcome (e.g., Safety Planning, Protection Order).
    • Outcome Result – Describes the specific result or status achieved.

 

Step 4: Add notes

The Notes section allows users to document additional context related to the assistance, such as:

  • Observations or follow-up actions
  • Internal context for team members
  • Details not captured by structured fields
  • Information for future reference or audits

Notes enhance collaboration, service continuity, and reporting clarity.

 

Step 5: Save the assistance

  1. Click Create Assistance to save the entry.
  2. Return to the Organization-Level Assistances Dashboard to confirm that the assistance has been successfully recorded.

Result

Once saved:

  • The assistance will appear in the Organization-Level Dashboard.
  • It will contribute to organizational reporting and analytics.
  • The record can be edited or archived later based on user permissions.

 

Tips / Best Practices

  • Use the External Individual Assisted toggle when the recipient is not registered as a client.
  • Complete VOCA fields whenever possible to support compliance and outcome measurement.
  • Record quantity and duration to capture the full impact of services.
  • Add clear notes to provide context for future reference and collaboration.
  • Ensure assistance types are standardized for consistent reporting.

 

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Need more help?

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