Taking a few minutes to configure default actions and settings in Service Requests can save a lot of time and make the process smoother for office helpers adding requests.
Navigate to the Control Panel > Service Tab > Setup section > Service Options. Scroll to Add/Edit Service Requests.
- Time Increment controls what times are displayed when you are configuring a service request. For example, if you specify 10 minutes, then the popup timer shows X:00, X:10, X:20, X:30, X:40, and X:50 within each hour. Note that you can always type any time directly into the box.
- Service Finish Date defaults to - set a default for the “Finish Date” field in Member Services, for example, 2 weeks out.
- Local Time Offset allows you to configure the local time for your village, relative to where the ClubExpress servers are located. Enter a positive or negative whole number representing hours. For example, if the ClubExpress time is 2:00 PM and your village is in CA, enter “-2” for two hours behind; if your village is in NY, enter “1” for one hour ahead.
- Special Instructions can be configured for each member (for example, “Mary uses a walker and needs help going up steps.”) These instructions will automatically be added to service request confirmation emails. This setting tells the services module which additional member data question to use.
- Staff Alert Question allows you to link an additional member data question to the staff alert function. If this option is enabled and the answer to that question is not blank, a large alert icon will appear when you are adding or editing a service request. Clicking the icon displays the answer in an alert box.
- Default Starting Location allows you to define an initial location for transportation requests. This will usually be the member’s home.
- Default Sort Option allows you to define how service requests will initially be sorted on the Member Services Manager screen.
- Default Search Scope allows you to set your service request search for undated, or dated service requests, or all service requests.
- When Searching For a Service Provider - In the list of available service providers for a request, exclude volunteers already scheduled for that time period from list of potential providers.
- When Sending Initial Email to Service Providers - Determine what the status of the service request will be once an email has been sent to prospective service providers. The service request will have a status of "Requested". Select Do Not Change to keep the status as "Requested" after the email has been sent. Select Change the Status from Requested to Pending in order to automatically change the status to Pending once the email has been sent to the service providers.
- When 'Send Confirmation(s)' is Clicked - When the Send Confirmations button is clicked in a request and the confirmation emails are sent out, the status field at the bottom of the request can be automatically changed to Confirmed. This is for transportation, home service and office time requests.
- Default Responsible Staffer - Allows you to select one staff member from the list of responsible staffers to list as the responsible staff member on each service request.
- Default Contact Log Priority - Select the priority level for the contact log entry for service requests. This will not affect the priority level you select for contact log entries made through the People Manager.
- Initial Service Request Status - Select the status to be applied to service requests once they are created.
- Permit Service Requests w/out Times Specified - Select Yes to allow service requests to be created without a specific time. Selecting No makes the field required.
- Office Time Service Category – the system provides a streamlined screen to enter and track office time by volunteers. This option defines which Service Category represents office time and the various services within (for example, database updating, answering the phone, filing, calling members, etc.)
- Village Office Member – Each service, whether provided for a member or for the village office, needs to be assigned to a member. This option allows you to specify a dummy member account to which all office time requests will be linked.