TRIPS Web - Organisation Settings - Service Agreements

This article explains how to enable and use the new Service Agreement fields for CHSP funding types (or other funding types if applicable).

Enable Service Agreement Fields

1. Go to Organisation Settings.
2. Select Manage Funding Types.
3. Click the edit icon on the applicable funding type.
4. Toggle “Service Agreement field is mandatory” to ON.
5. Save.

Once enabled, all new clients added under this funding type must include Service Agreement information and will be marked as “Pending” until updated by a user.

New Fields When Creating a Client

When creating a client using a funding type with the mandatory field toggled on, two new fields will appear:

• Service Agreement Start Date
• Service Agreement is Pending

To save the client, the user must:

• Enter a start date, or
• Tick Service Agreement is Pending

IMPORTANT: If neither is completed, an error message will appear when saving.

Viewing Service Agreements on a Client Profile

If a Start Date Was Entered

Under Funding Details, the Service Agreement field will show:

• The start date
• A colour indicator:
  • Green if the date is within 12 months
  • Red if the date exceeds 12 months (prompting that a review should be done)

If Marked as Pending

Under Funding Details, users will see:

• The label Pending
• A yellow highlight indicating pending status

Updating Service Agreement Information

1. Open the client profile.
2. Go to Funding Details.
3. Click the edit icon.
4. Update the relevant fields.

Update a Start Date

• Enter the new date.
• Click Save.
• The field will now show the entered date on the client’s profile.

Change Pending → Start Date

• Enter a start date.
• The Pending checkbox will automatically untick.
• Save.
• The field will now show the entered date on the client’s profile.

Change Start Date → Pending

• Tick “Service Agreement is Pending”. This will automatically remove the start date
• Save.
• The field will now show as “Pending” on the client’s profile.

Removing a Funding Type with a Service Agreement

• Click on the x icon next to the relevant funding type.
• Select a finishing reason.
• The service agreement field will be removed.

Reporting

The new “Service Agreement Start Date” is pullable in the Customer Report Builder. This field can be added to a report and rules added to show you either clients who have a start date entered, or clients whose agreement remains as pending.

• Select the “Clients” module in the Custom Report Builder
• Remove/Add the fields you would like to include in your report. Make sure to add the new “service_agreement_start_date” field
• As well as adding a rule of “deactivated_at” is empty, also add either of the following rules:

  • “service_agreement_start_date” is not empty, which will show you all clients who have a start date entered for the service agreement OR

  • “service_agreement_start_date” is empty, which will show you all of the clients who hold a pending status on for their service agreement