Client Interaction Log

Topics covered in this article: 

  • Client Interaction Log - The Basics
  • What do Client Interaction Logs track?
  • Log a new Client Interaction
  • Log a new Client Interaction with an Intake Note
  • View Client Interaction Log (without adding a new interaction)
  • Filter Client Interaction Log
  • Print Client Interaction Log
  • Edit a Client Interaction
  • Delete a Client Interaction
  • View Intake Notes created from a Client Interaction
  • Edit Intake Notes created from a Client Interaction


Client Interaction Log - The Basics

The Client Interaction Log enables navigators to "tally" every time they've interacted with a client. This information is available in the client record under Interaction Log and can be reported on across the entire organization via Custom Reports. This data can be useful for a variety of purposes including performance reports, documenting and logging proof of contacts, and logging hours spent with each client individually.



What do Client Interaction Logs track?

Client Interaction Logs track the following:

  • Total Interaction Count (how many times the client interacted with a staff member)
  • Hours Logged (how many total hours have been documented interacting with the client)
  • Who initiated the interaction (Initiator)
  • Which staff member interacted with the client (Navigator)
  • How the interaction was made (Interaction Type)
  • When the interaction took place (Date of Interaction)
  • How long the interaction was (Hours)
  • If there was an Intake Note created upon interaction creation (Note?)
    Intake Notes created via a Client Interaction Log entry are accessible in the client record under Notes in the left sidebar.



Log a new Client Interaction

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "New Interaction"
  4. Screen overlay will appear
  5. Fill in all relevant information
  6. Click Save Interaction 
  7. Interaction is logged



Log a new Client Interaction with an Intake Note

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "New Interaction"
  4. Screen overlay will appear
  5. Fill in all relevant information
  6. Click the "Create Intake Note?" checkbox 
  7. (optional) Select Privacy Group
  8. (optional) Add tags to Intake Note
    Intake note will automatically have the tag "Client Interaction" selected - click the X to remove it
  9. Enter note text
  10. Click Save Interaction
  11. Interaction is logged and Intake Note is accessible via Notes in the left sidebar



View Client Interaction Log

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "Interaction Log"



Filter Client Interaction Log

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "Interaction Log"
  4. Use the collapsable filters on the left to filter interactions by:
    1. Initiator - who contacted whom?
    2. Type - how was the contact made?
    3. Date - when did the contact occur?
    4. Navigators - which navigator interacted with the client?
      remember that filters can be used simultaneously which will narrow your search. be sure to check all filters are set correctly if no results or fewer results than anticipated are shown
  5. Interactions matching the selected filter(s) are shown
  6. Interaction Count and Hours Logged will be updated with filtered results



Print Client Interaction Log

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "Interaction Log"
  4. If desired, apply any filters to display only applicable Interactions
  5. Click Print Log near the top right corner



Edit a Client Interaction

Please note that Standard Users can only edit Interactions they created while Agency Admins can edit any Interaction, regardless who created it. 

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "Interaction Log"
  4. Locate the Interaction you wish to edit
  5. Click the edit icon for that Interaction
  6. Make any relevant changes
  7. Click Save Interaction



Delete a Client Interaction

Please note that Standard Users can only delete Interactions they created while Agency Admins can delete any Interaction, regardless who created it. 

  1. Open client record
  2. Click Interactions from left sidebar
  3. Click "Interaction Log"
  4. Locate the Interaction you wish to edit
  5. Click the delete icon for that Interaction



View Intake Notes created from a Client Interaction

  1. Open client record
  2. Click Notes from left sidebar
  3. Locate the intake note using note filters, word or phrase search, or note tag search



Edit Intake Notes created from a Client Interaction

  1. Open client record
  2. Click Notes from left sidebar
  3. Locate the note you wish to edit
  4. Click the edit icon
  5. Make any appropriate changes
  6. Click Save when finished