Decision

Create a Workflow for each Makerble Project

Head of Programmes, Makerble Onboarding Coach, Onboarding Lead

Meeting

Point of Referral

On Makerble a Signup Page can collect the details of several people at once and connect them afterwards using custom relationships and recording who the referrer was.

Emergency contacts

On Makerble you can use relationships to connect two contacts together. So if you ordinarily record a client’s Emergency Contact Person on the same form that has the client’s details, you could instead create two contact profiles - one for the client and another for the person who is their Emergency Contact - and connect them using a relationship.

Waiting Lists and other Project States

On Makerble each project can have four states; Waiting List, Enrolled, Alumni and Declined. When someone expresses interest in a service, you can simply move them to the Waiting List of that project and then transition them to Enrolled once they are accepted.

Notifications

On Makerble you receive notifications when certain things happen. For example, you get notified whenever your project receives a new referral, whether it’s an internal referral from a colleague who adds an existing contact to your project or an external referral resulting from someone’s details being added to your project’s Signup Page.

Surveys

On Makerble, there are several ways you can collect survey responses, namely (1) send a unique survey link to a contact via email, SMS or another method - you can add automatic reminders if they haven’t completed the survey within a certain timeframe, (2) you or your colleagues can enter survey responses for one or more contacts at the same time directly on Makerble, (3) import previous survey responses from a spreadsheet, (4) share a public link to a survey that anyone with the link can complete, (5) include a survey within the Signup Page of a project or event so that as well as collecting people’s details, you also collect their baseline survey response

Flags

On Makerble you can create flags for each category of important information you want to highlight about a contact. For example, if someone has an allergy, you could assign the Allergies flag to them. Whenever the contact is displayed on makerble, your colleagues will see the Allergy flag and when they click the flag, it will display the allergy that the person has. Each contact can have several flags, even several flags of the same type. And if a flag no longer applies to a particular contact, you can disable it on that contact. Whenever you need to find all the contacts who have a particular flag, you can use the filters to quickly identify them.

Automations

You can set Makerble to automatically perform specific actions whenever particular criteria are met. For example, you can automatically send a contact a survey to fill in once they have completed their time on a project. The specific actions you can set Makerble to do automatically are: Send a contact a survey, Send a contact an email, Send a contact an SMS, Add a contact to a project, Change a contact’s status on a project, Add a flag to a contact, Send staff an In-App Alert, Record a referral, Make a contact a 360° observer of another contact. The full range of criteria you can ask Makerble to look out for in order to trigger an automation, is here. 

Events

On Makerble you can create events for 1-to-1 appointments as well as group sessions. 

Makerble tracks the contacts who have been added (invited) to an event and their attendance (and any other information you want to record about their engagement in that session, e.g. your observations). Every event is owned by a single project. 

There are four ways to add contacts to an event: (1) select contacts from that project to add to the event, (2) on a project-by-project basis you can permit your colleagues to select contacts from another project to add to the event - this will automatically add the contact to the event’s project, (3) on a project-by-project basis you can permit your colleagues to register a new contact while adding contacts to an event - the newly registered contact will be automatically added to the event’s project, (4) create an Event Signup Page from which anyone e.g. a ‘walk-in’ can sign up for the event.

There’s more that you can do with events, specifically

• Assigning specific Event Roles to contacts and/or event workers, 

• Tracking each guest’s status at the event and setting criteria that prevent them from advancing to certain statuses, 

• Recording the time spent by staff and/or contacts at each event, 

• Storing ‘Booking Information’ about each guest at each event, 

• Displaying a guest’s background information on the event page seen only by the event workers.

• Assign event staff to event guests, either freely or intelligently based on skills

Cases

On Makerble you can create cases to track specific bodies of work that are done with a single contact. This is a consideration for example if you provide legal aid or take a case management approach whereby you advocate for individuals across multiple areas, potentially at the same time, e.g. when dealing with Housing, Benefits, Immigration, Criminal Justice, etc. 

Timesheets

When you turn on timesheets within a project, Makerble will prompt staff to record the time spent on every task they complete and on every progress update they post.

Roles

On Makerble you can record the recognition and levels of responsibility you give your contacts by assigning them different roles. 

Tasks & Reminders

There are many things that happen on Makerble automatically which removes the need for you to do repetitive manual tasks. Rather than planning to use tasks from the outset, it’s better to see whether the things you might be tempted to use tasks for, can actually be achieved automatically using other parts of Makerble. 

If after doing that you still have scenarios in which you and your colleagues need to note down an action that needs to be done, you should use Tasks. On Makerble you can manually create tasks and you can link them to a contact’s profile. You and your colleagues can see all the outstanding and completed tasks that relate to that contact. You can assign tasks to yourself and/or to your colleagues.

Groups