How To Assign Assistances To a Client 

Client-level assistance tracking allows you to record services, support activities, or resources provided directly to an individual client. Recording assistances within the Client Toolkit ensures you maintain a complete, centralized history of all support delivered to that person.

You must have the client's profile open in the Client Toolkit. If you need help accessing a client profile, see "Overview of the client toolkit" in Related Articles.

 

 

Step 1:  Navigate to Clients

1. From the main sidebar, select Clients.

 

 

2. Locate the desired client using the client list or search bar.

3. Click the client name to open the client profile.

 

Step 2: Open the Assistances Tab

Inside the client profile:

1. Select the Assistances tab.
   
   

2. The Client Assistances Dashboard will display all assistances associated with the selected client.

Displayed columns include:

• Assistance Type 
• Provided by
• Provided On
• Amount
• Status
  
  

Step 3: Add a New Assistance

1. Click Add assistance.
2. The Add Assistance modal will open.

Step 4: Complete Assistance Details

Within the Details section:

Users will record the core information related to the assistance being delivered.

Required fields include:

• Provided by: Identifies who delivered or recorded the assistance.
• Provided on (required)
  Record the date the assistance was delivered.
• Client
  The client receiving the assistance (automatically pre-selected when adding from the client profile).
  
  
• Program
  Optional program association. Users may select a program if the assistance is connected to a specific service program.
  
  
• Category
  Select the main assistance category.
  
  
• Assistance Type
  Select the specific type of assistance within the existing options of assistnaces.

• Amount (USD)
  Enter any financial value associated with the assistance provided.
• Quantity
  Used to track counts or units of service delivered.
• Duration
  Record the time spent delivering the assistance (in minutes).
  
  

These fields allow organizations to capture standardized measurable service data, including:

• Financial assistance values
• Service duration
• Quantitative outputs
• Categorized service delivery.
  
  

Step 5: 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.

These fields help standardize how assistances are documented, ensuring that organizations can generate accurate reports, track service delivery methods, and measure outcomes aligned with funding requirements.

Even for organizations not using VOCA, these fields can support structured service tracking and outcome evaluation.

 

VOCA Fields Explained

1. Delivery Method
   Defines how the assistance was delivered (e.g., in-person, virtual, phone, etc.).
   
   
2. Interpreter Provided
   Indicates whether interpretation services were required during service delivery.
   
   
3. Victimization(s) Addressed
   Specifies the type(s) of victimization the assistance addressed.
   
   
4. Outcome Collected
   Indicates whether an outcome was tracked for this assistance.
   
   If Yes:
   
   • Outcome Type (example: Safety Planning, Protection Order)
   • Outcome Result describing the result achieved.

Step 6: Notes

1. Navigate to the Notes section within the Add Assistance modal.
2. Use this area to include contextual information related to the service, including:

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

Notes support qualitative tracking alongside quantitative service data.

Step 7: Save the Assistance

1. Review all fields for accuracy.
2. Click Create assistance to finalize and save.

The assistance will now appear within the Client-level Assistances table and will contribute to program reporting metrics.