All information about people are stored as separate person records. Person records are used to capture information about customers and their related household members. Information related to other types of relationships such as; support workers, landlords, case workers, etc, can be stored in the system as Contacts.

Workflow

Adding a new person

After clicking  a blank form is displayed to allow the entry of the new persons details.

The mandatory fields that need to be completed before you can save a new person will depend on your specific system configuration.

National Insurance Number

 

If a person over 16 years old is created then the National Insurance number field will become mandatory. Validation is done on the National Insurance number to ensure it matches the correct format.

If a person does not have a UK National Insurance number, then an alternative national identity number can be recorded by choosing from the dropdown.

Communication preferences

Before a new person can be saved their preferences need to be set so they can receive communication from the system. Any person under 16 years of age is not required to enter their communications preferences.

Email account syncing

Potential duplicates

When a person record is saved the system automatically checks if there are any potential duplicates already in the system. If any are found a new section is displayed on the first page of the form, and a banner is added to the top of the page.

Duplicates are identified by matching a combination of the First name, Family name, Date of birth and National Insurance number. Each potential duplicate is given a rating depending on the quality of the match and the number of criteria that are similar.

When matching First names and Family names the system performs a fuzzy search to help identity those people where their details may have been incorrectly spelt.

If a person is flagged as a potential duplicate but is not actually a duplicate record, then it can be marked so it is not highlighted in the future. Check the relevant box and then click . A reason can be entered why there are being resolved and this information is then stored against the record.

Related people

Relationships to other people in the system can be captured, and used when creating cases.

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Adding a new relationship

To add a new relationship to a person click .

 

When adding a relationship to a person you are required to specify the type of relationship that the person has to the current record.

Once a relationship has been selected a reciprocal relationship then needs to be specified. The list of reciprocal relationships is calculated based on the relationship that has been selected.

Once a relationship has been created  will close the window and return to the Related People tab.

Adding a new related person

If the person that you wish to create a relationship to does not exist in the system then they can be added by clicking on the  button.

Contacts

Addresses

Any number of addresses can be created against a person to provide a history of where they have lived in the past.

Item	Details
	Edit the existing address
	Delete the address
	Add a new address to the person
	Refreshes the list to include any updates that have occurred
Correspondence address	Can be populated using existing addresses, or by entering a completely new address directly into the field. NOTE: A salutation needs to entered as well as the address
	Sets the correspondence address to be the same as the current address. The Preferred contact name from the Person Details tab is added as the salutation
	Displays a dropdown list of all addresses to allow one to be selected as the correspondence address. The Preferred contact name from the Person Details tab is added as the salutation

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If an address has been created as a result of a Homeless placement then it cannot be amended through this screen, it can only be updated through the Homeless placement 

Click  to create a new address record for the person.

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Item	Details
Is this their current address	If set to True then a date that they moved out is not required
Set their correspondence address to this address	This is only shown if  Is this their current address is set to True. Once saved the correspondence address is overwritten with this address and the  Preferred contact name from the Person Details tab is added as the salutation
	Return to the previous page
	Confirm the date details and move to the next page
	Close the window

Item	Details
Related people	Select the people that lived at this address
	Return to the previous page
	Add the new address and close the window
	Close the window

Cases

If the person is connected to any cases then they are shown here. Cases are displayed when the person is either the primary applicant on the case or a related person.

By default only Active cases are displayed.

For more information on adding and editing cases see the Cases section.

Portal

All changes that have been made on the public portal and requests that have been sent from the back office, related to the person, are displayed on this tab.

Further details on the functionality can be found here - 6. Portal.

The  button allows you to login to the public portal and impersonate the applicant. All actions undertaken are logged in the audit trail to show they have been completed by the user impersonating the applicant. 

Files

Displays all Files linked to the Person. Further details on the functionality can be found in 24. Files. 

History

All history related to the person is displayed on this tab. 

Notes & Actions

Displays all Alerts, Notes and Actions assigned to the person. Further details on the functionality can be found here - 5. Notes, Alerts & Actions 

Comms

Displays all Comms linked to the Person. Further details on the functionality can be found here - 4. Communications.