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You can use Makerble to manage the journeys your participants take through your organisation, from their initial signup through to their eventual completion of your programme.

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STAGES

STAGE OF THE JOURNEY

2

ARRANGE

support

3 PROVIDE support

4 TRACK the progress

5 ACHIEVE the goal

PARTS

PART OF THE PROCESS

Initial Assessment (Triage)

Assign that person Participants achieve desired outcomes 

Assign

Assign to Projects

Assign the participant to one or more types of support (Projects)

Provide Details

Communicate to the participate WHEN, WHERE and from WHOM they will receive support

E.g. assigning to one or more Events

Baseline survey to participants

Participate in activities

Follow-up communications

Surveys at different intervals e.g. midway, on completion, some time afterwards, etc

Assign to Events

Assign to Coworkers

Assign to a Case

WHAT THE PARTICIPANT EXPERIENCE IS

They receive a phone call, email or SMS from you to attend the Initial Assessment.

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They could receive an automated holding SMS message to say that you’re currently organising their support and will be in touch with more details soon

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Automate sending an SMS to a contact

They

Participants along with everyone in their cohort could receive an automatically personalised email (e.g. personalised with their name) that provides the details of the upcoming course or service they’re now enrolled on

Automate sending an SMS to a contact

Participants could receive an SMS, Email or Calendar Invitation with details of the event

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Send a bulk SMS or Email to a group of contacts immediately or scheduled for later (i.e. send a Broadcast)  

They receive a QR code, SMS or Email with a link to the survey

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What a survey looks like to a respondent  

They arrive at the event

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If you want you can share a Check-in page with them that lets them check themselves in to the event Self Check-in Page: see how event guests use Self Check-in  

They

Participants could receive an automated

holding

SMS

message to say that you’re currently organising their support and will be in touch with more details soonImage RemovedThey could also receive a link to their own private Progress Board that shows them the progress they’ve made over time How to use a Board as an Active Participant  

once they have been assigned to one of your coworkers,

  • e.g. if they have been assigned to a Therapist

Automate sending an SMS to a contact

They will receive a QR code, email or SMS with the link to their followup survey

Your caseworker could message the participant to arrange their next meeting

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Send a bulk SMS or Email to a group of contacts immediately or scheduled for later (i.e. send a Broadcast)

HOW YOUR TEAM GETS NOTIFIED OF THIS ON MAKERBLE

Staff

can see all of the people whom they need to do an Initial Assessment with by going to the Waiting List of their project 

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See the contacts who are

on

your Waiting List(s)  Staff on

those projects get a notification to say that a new person has been added to their project

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View your web notifications  

Staff can see

that clients have been sent an Email by 

either looking up the individual Conversation History of that client 

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Conversations  

or by looking at the history of bulk messages sent

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See your Sent SMS and Email Messages  

Staff can 

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Staff can see who attended previous events by going to the Attendance Report: Report on Event Attendance  

Staff can be notified whenever an outcome is achieved  See and respond to an In-App Alert  

the participants who have been added to upcoming events they are working at

Event Guests

Staff receive a notification whenever they are assigned a new relationship

Enabling and disabling new Relationship email notifications

Staff receive a notification whenever they are added to a new case

HOW YOUR TEAM DO THIS DAY-TO-DAY ON MAKERBLE

Go to the client’s profile page and choose the Initial Assessment contact form to fill in with them

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Add an additional Contact Form to an existing contact

Link to GIF: https://drive.google.com/drive/folders/1kbBQ5a0b_3K0fYERjFtqUOlLwxvokPGT  

Click the Add/Remove Projects button on the contact’s profile page

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Add a contact to a project  

Click Add

them to events and these will automatically appear in their Google Calendar. 

Sync your Makerble Events with Google Calendar  

Also turn on automated Event Messaging so they receive details of the events they’re due to attend via SMS or Email before each event

Create an Automation  

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Staff can

  1. See the upcoming events that they are assigned to work or volunteer at Events widget: Upcoming Events on the Homepage  

  2. Record attendance of the people who turned up Record attendance and notes during or after an event  

Staff can send a message to the event attendees after the event:  Broadcast an SMS to an event's guests  

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Staff can see the survey results for the individual survey Analyse survey results but also seeing the change over time  

Staff can record that directly on the client’s profile Add progress towards metrics while posting a Timeline Update

Guests to add additional participants to a one-off or recurring (series of) events

Add guests to an event

Click Add Relationship to assign a contact (participant) to a coworker

Add a Relationship to a Contact

Click Add a Case to create a new case for that contact (participant)

Create a Case from a contact's profile page

 

HOW YOU REPORT RESULTS ON MAKERBLE

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See the number of people

on your Waiting List each month  Productivity tab on the Manage Contacts page ​​See the number of people

enrolled on each project each month

See the demographic characteristics of your clients Report the demographics of contacts who have achieved particular outcomes  

See the number of

events you’re providing per month Choose the activity tracker that records the number of events in the project  Image Removed

See survey results Analyse survey results

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See the attendance rate  Analyse data from Attendance Trackers using a Board  

Image RemovedSee the amount of interactions your organisation has had with clients per month

  • events created

  • events each contact has been invited to

Report on Event Attendance

See the number of participants (contacts) you have interacted with each month

Contacts Interacted With per Project

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See the

improvement over time Calculate Distance Travelled Image RemovedSee the impact of your project  ​​Analyse data using Boards  

number of cases opened, closed and worked on each month, as well as a variety of other case-related stats

Report your organisation's productivity on Cases

WHAT YOUR SETUP STEPS ARE TO HAVE THIS READY ON MAKERBLE

  1. Choose how you will do the assessment e.g. phone call, in-person visit

  2. Choose your assessment questions

  3. What is your criteria to work with someone 

  4. Where do you record the results of the Initial Assessment

  • Choose which projects you want to have Events within Turn on Events within a project

  • Choose which staff are allowed to create events Give other users permission to create Events within a project  

    • Create repeating and one-off

    1. Create a project for each type of activity or service you provide. Design the Projects per Project Template  

    2. For reporting purposes, you can quickly group several projects into an album. And a single project can be part of many albums. 

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  • You can create Outcomes on Makerble and Indicators Create an Outcome

    •  which you can then assign to different projects you provide Add a Metric to a project from the Metric profile page  

    1. Create an event category for each type of event you run Create an Event Category

    2. Create your one-off and recurring events Create an Event

    1. Choose which surveys you want to use on which projects Add a survey template to a project (Create a survey campaign)  

    2. Create those surveys if they don’t already exist in the Makerble library Quick Guides: How to create a new survey template  

    3. Choose how you want to send the survey e.g. via SMS, Email or fill it in with the client face to face

    1. Decide if and how you want to record people’s attendance, late attendance and/or any observations about them at the event Design the Event Attendance form  

    2. Decide if and how you want clients to be able to check themselves in to an event Design the Self Check-in Form for Event Guests  

    You simply need to turn on SMS and Email Messaging Turn on SMS Messages   

    Add a 12 month wave and a 24 month wave to the survey that you used at the baseline Personalise the Wording of Survey Questions based on the Wave and Respondent Type  

    1. Assign your staff to those events Add workers and managers to several events at once

    1. Create a Relationship Type for each type of relationship that your coworkers have with your contacts, e.g. “Therapist & Client” Create a Relationship Category

    1. Create a Case Form for each category of case you work on Create a new Case Form (aka a Custom Form for Cases)

    2. Assign the Case Form(s) to the project(s) they should be used on Assign a Case Form to a project

    3. Decide which coworkers have permission to create cases Give other users permission to create Cases

    HOW YOU COULD GO EVEN FURTHER (USING ADVANCED OPTIONS)

    • Assign flags to a client to highlight important traits, e.g. Allergies, Prone to Violence, Safeguarding Concerns

    • Use a formula to automatically calculate a verdict based on a client’s answers to your Initial Assessment

    • Create a case for that client. (Cases sit within projects but are linked to a single client and can have several staff assigned as case workers)

    • Assign staff and volunteers to events in bulk either by doing it manually or by setting a rota

    • Also get the perspectives of their friends, family members or colleagues by doing a 360° survey and comparing what they say about themselves with what their observers say about them

    • Assign individual staff or volunteers to specific clients on an event-by-event basis

    • Create an automation rule to automatically send our post-event information 

    • Also get the perspectives of their friends, family members or colleagues by doing a 360° survey and comparing what they say about themselves with what their observers say about them

    Inspiration

    ...