3. ASSIGN: plan your Participant Journey

STAGE OF THE JOURNEY

PART OF THE PROCESS

Assign to Projects

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

Assign to Events

Assign to Coworkers

Assign to a Case

WHAT THE PARTICIPANT EXPERIENCE IS

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

Open

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

Participants could receive an automated SMS 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

Your caseworker could message the participant to arrange their next meeting

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

View your web notifications  

Staff can see 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

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

Add a contact to a project  

Click Add 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)

https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1405747545

HOW YOU REPORT RESULTS ON MAKERBLE

See the number of people enrolled on each project each month

See the demographic characteristics of your clients https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1355448321  

See the number of

• events created

• events each contact has been invited to

https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1221328903

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

https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1409417233

See the 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. Create a project for each type of activity or service you provide. https://makerble.atlassian.net/wiki/spaces/MCPD/pages/810287170  

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

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

3. 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 https://makerble.atlassian.net/wiki/spaces/MCPD/pages/639795214

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)

• Use rotas to automatically assign staff to events https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1461682177

• Automatically launch the Case Creation Form whenever a contact is created within specific projects https://makerble.atlassian.net/wiki/spaces/MCPD/pages/1238171674