Agency Sign in Process

Post date: Apr 21, 2020 4:58:37 PM

Hey all,

All adults (18 and over) signing in with a group are required to have a photo ID with them and be ran through Raptor at the time we check them in.  

Any youth (under 18) is required to have a staff person from the organization with them at the time they check in.  

If an adult doesn't have a photo ID and wants to sign in with the group binder we will not allow them access.  If a youth does not have a staff person with them we will not allow them access. 

We have gotten rid of our Agency/Group Sign in Binders at the desks and have gone paperless.  I have created and bookmarked a Google Sheets document (Agency Guest Sign In Sheets) on each of the computers at the Member Service desks.  When someone comes in from an agency ask which one they are with, find the correct sheet by scrolling through the pages at the bottom of the screen to the correct agency, enter the date, time, ask the participants first and last name and their age.  This information will be saved moments after entered and will automatically update on all computers both at East and West desk so we can check to see if someone has already signed in or not.  I have put the five most commonly used agencies first on the list (Youthworks, Pride, Whakaneza, West Central Human Services and Hope Manor).  The rest are all listed in alphabetical order.  

The reason this change had to be made is for United Way reporting purposed.  We have to report to The United Way four times a year as a way to get funding for these organizations to come in for free.  Those reports require us to report how many times each individual comes in each month for each organization.  Having to count and compile all of that data from the hundred or so sign in sheets we get every three months is a logistical nightmare and literally takes days to complete.  It may take a little while to get used to, but this is not any different from having to look up someone's account information in Daxko if they forgot their card.  If a group comes in while you are assisting someone, acknowledge them and let them know you will be with them shortly.  

Thank you for your help with this!