To remove multiple employees’ access from a client’s files, notes, authorizations, Learning Trees, and/or Sessions, an administrator can disconnect the employee’s access from the client in bulk via Utilities & Tools, or one by one via the client’s profile.

To update client to employee connections in bulk:

1. Navigate to the Contacts module and select Utilities & Tools
2. Click Connect Clients and enter in the name of the contact
3. Click the Disconnect tab on top of the screen
4. Enter the client’s name in the search bar
5. Click the checkbox next to the employee(s) under the Matching Contacts list, who are currently connected to the client you want to disconnect
6. Click the checkmark  next to the items that are currently shared with the employee(s) you want to stop sharing
7. Click Dis-connect Contacts

If the employees still need to see the client, but not all of the information (notes, authorization, etc), reconnect those employees to the clients again (without the additional sharing), if they still need to view the client in CentralReach.

Before you can set the contact form to automatically assign a learning tree:

1. The learning tree has to be created
2. Set up or edit a contact form to automatically assign a learning tree to a newly created contact, by adding the name of the learning tree under the learning trees section in the contact form

Click here to learn how to create a learning tree.

Click here to learn how to create a contact form.

Employees must be connected to clients to access clients’ information, be scheduled with clients, create program books, send messages, view authorizations, and more.

Please note, if a contact has been deactivated, the contact will need to be reconnected with users upon reactivation.

The organization account, or users with the (Utilities > Connect Employees & Clients) permission, can connect clients to employees/generics in the Contacts module. 

To connect employees to clients:

1. Navigate to the Contacts module and select Utilities & Tools.
2. Click Connect Clients.
3. Enter the name of the client in the Choose an Employee, Generic, or client section
4. Enter the name of the label or the employee to connect the client to, or click the checkbox next to the contact name underneath Matching Contacts.
   • Please note, if a contact does not appear in the search results, it is because that connection has already been established.
5. Select the OPTIONAL auto-sharing settings to establish what will be shared from the client’s items with the listed employee(s).
   
   • Click All existing: share all current items selected with the contacts the client is being connected to.
   • Click All future: only share future items added upon the connection being established.
   • Documents: access to view files uploaded to the client’s account.
   • Notes: access to view client’s Notes & Forms and Session Notes.
   • Authorizations: access to view client’s authorizations.
   • Learning Trees: access to the client’s Learning Trees. If “Can edit” is selected, connected employee(s) will have edit access over the learning trees of the connected client. If not selected, it will default to “read-only,” allowing them to view, but not edit.
   • Sessions: access to the client’s Sessions.
   • Click the checkbox I have all client consent on file order to establish these connections, to confirm you have the client’s consent for the connections
6. Click Connect Contacts

Click here to learn how to view established connections.

The organization account, or users with the (Utilities > Bulk-Connect Employees & Employees) permission, can connect employees/generics to other employees/generics in the Contacts module.

Please note, if a contact has been deactivated, the contact will need to be reconnected with users upon reactivation.

To connect employees/generics to employees/generics:

1. Navigate to the Contacts module and select Utilities & Tools.
2. Select Connect Employees/Generics.
3. Complete the Connect Employees form:
   • Choose an Employee or Generic: enter the name of the employee being connected to another employee in the organization.
   • Find Employees of Generics To Connect To:
     • Enter the name of the employee or the label to be connected to.
     • Or, click Check all to see a list of all the employees and click the checkbox next to the employees to be connected to.
       
   • Choose OPTIONAL auto-sharing permissions to grant: click the checkbox next to what employees can share, if any.
   • All existing: current Files, Learning trees, Notes, and/or Sessions will be shared with the employee.
   • Future: all future Files, Learning trees, and/or Sessions will be shared with the employee upon connection.
     • To share all existing and future Files, Learning trees, Notes, and/or Sessions, click the checkbox for both All existing and Future under each item.
   • Direction: select one to configure who will share files.
4. Click Connect employees/generics.
   

The Import Clients CSV file consists of 76 columns.

Download the CSV file Client Import Form, and complete it with the following client information:

• FirstName: patient’s first name (*)
• LastName: patient’s last name (*)
• Email: patient or parent/guardian email address
• Birthday: patient’s date of birth in mm/dd/yyyy format
• GuardianFirstName: patient’s legal guardian’s first name
• GuardianLastName: patient’s legal guardian’s last name
• PhoneHome: patient/legal guardian ten digit numeric phone number, with no dashes – 9999999999
• PhoneCell: patient/legal guardian ten digit numeric cell phone number, with no dashes – 9999999999
• PhoneWork: patient/legal guardian ten digit numeric work phone number, with no dashes – 9999999999
• PhoneFax: patient/legal guardian ten digit numeric fax number, with no dashes – 1234567890
• Gender: patient’s gender – enter either Male, Female, or Non-binary
• AddressLine1: patient’s address 1 with no special formatting
• AddressLine2: patient’s address 2 with no special formatting
• City: patient’s city with no special formatting
• StateProvince: patient’s two characters abbreviated state – E.g. FL
• ZipPostalCode: patient’s five digit zip code – 12345
• Country: always United States
• SocialSecurityNumber: patient’s nine digit numeric social security number, with no dashes – 222557899
• PrimaryTypeOfInsurance: enter either Primary or Supplemental
• PrimarySubscriberPolicyIdNumber: patient’s primary insurance policy holder ID number
• PrimaryInsuredFirstName: primary insurance policy holder first name
• PrimaryInsuredMiddleInitial: primary insurance policy holder middle name
• PrimaryInsuredLastName: primary insurance policy holder last name
• PrimaryInsuredAddress: primary insurance policy holder address with no special formatting
• PrimaryInsuredCity: primary insurance policy holder city with no special formatting
• PrimaryInsuredState: primary insurance policy holder two character abbreviated state – E.g. NY
• PrimaryInsuredZip: primary insurance policy holder five digit zip code – 12345
• PrimaryInsurancePhone: primary insurance policy holder ten digit numeric phone number, with no dashes – 8888888888
• PrimaryInsuredBirthDate: primary insurance policy holder date of birth, in mm/dd/yyyy format
• PrimaryInsuredGender: primary insurance policy holder gender – enter either Male, Female, or Non-binary
• PrimaryRelationType: primary insurance policy holder relationship to patient – either Self, Child, Spouse, or Other
• PrimaryEmployerNameSchool: primary school name of the insured – if insurance is through a school
• PrimaryInsuranceCompanyName: primary insurance company full name, with no abbreviations
• PrimaryPlanName: primary insurance company plan name, with no abbreviations
• PrimaryPlanID: primary insurance company plan ID
• PrimaryGroupNumber: primary insurance company group number
• PrimarySponsorName: primary insurance company sponsor name
• PrimarySponsorSSN: primary insurance company sponsor nine digit numeric social security number, with no dashes – 555666777
• PrimaryCoPayType: primary insurance copay type, enter either $ symbol or % symbol
• PrimaryCoPayAmount: primary insurance numeric and/or decimal copay amount
• PrimaryCoPayFrequency: primary insurance copay frequency, enter either Per Visit, Daily, Weekly, or Monthly
• PrimaryNameOnCard: primary insurance policy holder name on the insurance card
• PrimaryCoverageStartDate: primary insurance policy start date in mm/dd/yyyy format
• PrimaryCoverageEndDate: primary insurance policy end date in mm/dd/yyyy format
• PrimaryStatus: primary insurance status, enter either Current insurance or Had insurance in past
• PrimaryNotes: primary insurance additional information. E.g. $150 dollar yearly deductible
• SecondaryTypeOfInsurance: enter either Primary or Supplemental
• SecondarySubscriberPolicyIdNumber: patient’s secondary insurance policy holder ID number
• SecondaryInsuredFirstName: secondary insurance policy holder first name
• SecondaryInsuredMiddleInitial: secondary insurance policy holder middle name
• SecondaryInsuredLastName: secondary insurance policy holder last name
• SecondaryInsuredAddress: secondary insurance company address with no special formatting
• SecondaryInsuredCity: secondary insurance company city with no special formatting
• SecondaryInsuredState: secondary insurance company two character abbreviated state – E.g. NY
• SecondaryInsuredZip: secondary insurance company five digit zip code – 12345
• SecondaryInsurancePhone: secondary insurance company ten digit numeric phone number, with no dashes – 8888888888
• SecondaryInsuredBirthDate: secondary insurance policy holder date of birth in mm/dd/yyyy format
• SecondaryInsuredGender: secondary insurance policy holder gender – enter either Male, Female, or Non-binary
• SecondaryRelationType: secondary insurance policy holder relationship to patient – either Self, Child, Spouse, or Other
• SecondaryEmployerNameSchool: secondary school name of the insured – if insurance is through a school
• SecondaryInsuranceCompanyName: secondary insurance company full name, with no abbreviations
• Secon-daryPlanName: secondary insurance company plan name, with no abbreviations
• SecondaryPlanID: secondary insurance company plan ID
• SecondaryGroupNumber: secondary insurance company group number
• SecondarySponsorName: secondary insurance company sponsor name
• SecondarySponsorSSN: secondary insurance company sponsor nine digit numeric social security number, with no dashes – 555666777
• SecondaryCoPayType: secondary insurance copay type, enter either $ symbol or % symbol
• SecondaryCoPayAmount: secondary insurance numeric and/or decimal copay amount
• SecondaryCoPayFrequency: secondary insurance copay frequency, enter either Per Visit, Daily, Weekly, or Monthly
• SecondaryNameOnCard: secondary insurance policy holder name on the insurance card
• SecondaryCoverageStartDate: secondary insurance policy start date in mm/dd/yyyy format
• SecondaryCoverageEndDate: secondary insurance policy end date in mm/dd/yyyy format
• SecondaryStatus: secondary insurance status, enter either Current insurance or Had insurance in past
• SecondaryNotes: secondary insurance additional information. E.g. $150 dollar yearly deductible
• ClientDiagnosisCode: client diagnosis code. If more than one, separate by a comma
• Region: an area where the client may be geographically located

All fields marked with an asterisk (*) are required in the CSV file to create client accounts via bulk upload. Click here to learn how to upload the client file to CentralReach.

Users must have the (Utilities > Manage Organization Forms) permission to create contact forms. 

To create an Employee Contact Form:

1. Navigate to the Contacts module and select Utilities & Tools
2. Click Contact Forms
3. Click +NEW FORM and select Employee Form
   • Please note, submissions via this form get created as employee accounts and will incur a monthly charge from CentralReach.
4. Enter the form name under the Name field
5. Optionally, enter the form description under the Description field
6. Click Continue
7. Click the AUTOMATION & FILES tab
   • Connect existing users to new employee: automatically connect employees added through this contact form to other employees in the organization.
     • Enter the name of the user or the name of the contact label under Contact/label.
     • Select the Existing users’ access to the new employee’s schedule.
       • None: the listed user or contact label will not have access to the calendar of the employees added through this contact form.
       • View: the listed user or contact label will have access to view the calendar of the employees added through this contact form.
       • Manage: the listed user or contact label will have access to manage the calendar of the employees added through this contact form.
     • Select the New employee’s access to existing users’ schedules.
       • None: the employees added through this contact form will not have access to the calendar of the listed user or contact label.
       • View: the employees added through this contact form will have access to view the calendar of the listed user or contact label.
       • Manage: the employees added through this contact form will have access to manage the calendar of the listed user or contact label.
     • Continue to add as many Contact/Label connections as needed for the Contact Form.
       
   • Enter:
     • Contact Labels: name of labels to be assigned to employees added through this contact form.
     • Service Code Labels: list of service codes to be assigned to employees added through this contact form.
     • Permission Groups: list of permission groups, in addition to the default permission group, to be assigned to employees added through this contact form.
     • Learning Trees: training courses and policies or procedure manuals that employees added through this contact form need to have included in their Learn module.
     • Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new employee is added via this contact form.
       • Note that any employees listed here must also be listed under the Connect existing users to new employee column to be notified.
   • Assign Tasks to New Contact: name(s) of the organization task template(s) and how they need to be assigned to the new employee added via this contact form.
     • To add task templates:
       • Select the template in the drop-down.
       • Click Add.
       • Select the assignee under Assign.
         • Assign to contact: automatically assigns tasks from the task template to the newly created contact.
         • Assign on behalf of contact: creates unassigned tasks on behalf of the newly created contact.
   • Request Files to be Uploaded: name of document(s) that needs to be uploaded for employees added via this contact form.
     • To allow files to be uploaded:
       • Click +
       • Check Required if the file is required to be uploaded when submitting the contact form.
       • Under Name/Description, enter the name and, optionally, the description of the file.
       • Click Add file label to automatically assign any existing organization file labels with the newly uploaded file.
   • Apply Primary Location: primary location of employees added via this contact form.
     • To add a primary location, click Choose a primary location and select the location in the drop-down.
8. Click the FIELDS tab.
   • Click and drag the fields to include in the contact form from the Available Fields column to the Your Form column.
   • Click each field in the Your Form column and configure the field settings under the Field Settings column.
9. Click the EMAIL tab.
   • Click the Set up user without email notification checkbox to allow users to sign into CentralReach via the First Time User workflow WITHOUT sending an automated CR email notification.
   • Click the Send email with login information checkbox to include login credentials in the email
     • When selected, the contact is automatically converted to a user and can access CentralReach.
   • Click the Send custom email checkbox to send an email to every contact entered through this Contact Form.
     • Enter the Subject and Body of the welcome email.
     • Please note, an email will be sent out to the primary email address associated with the contact.
   • Please note, if neither of these checkboxes have been selected, the contact is created without access to CentralReach and an email is not sent.
10. Click Save Form.

Click here to learn more about Contact Forms.
Click here to learn how to edit a Contact Form.

Users must have the (Utilities > Manage Organization Forms) permission to create contact forms.

To create a Generic Contact Form:

1. Navigate to the Contacts module and select Utilities & Tools.
2. Click Contact Forms select Click + NEW FORM .
3. Select Generic Form. Submissions via this form get created as generic accounts and do not incur monthly charges from CentralReach.
   • Generic contacts can be converted into an employee account.
4. Select the form Accessibility.
   • Public: if the form will be accessible to be filled out by anyone via a link.
   • Private: if the form will only be accessible by members of the organization.
5. Enter the form name under the Name field.
6. Enter the form description (optional) under the Description field.
7. Click Continue.
8. A URL will be displayed under Form Link, which can be embedded on your organization’s website, or shared with users who need to access and enter new generic users.
9. Click the AUTOMATION & FILES tab
   •  Connect Existing users to new generic: automatically connect generics added through this contact form to existing employees in the organization.
     • Contact/Label: enter the name of the user or the name of the contact label.
     • Continue to add as many Contact/Label connections as needed for the contact form.
10. Enter Contact Labels: name of labels to be assigned to contact added through this contact form.
11. Skip Permission Groups, as permissions are not relevant to generic users created in CentralReach.
12. Enter Learning Trees: training courses and policies or procedure manuals that contacts added through this contact form need to have included in their Learn module.
13. Enter Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new contact is added via this contact form.
    • Note that any employees listed here must also be listed under the Connect existing users to new generic column to be notified.
14. Enter Assign Tasks to New Contact: name(s) of the organization task template(s) to be assigned to contacts added via this contact form.
15. Enter Request Files to be Uploaded: name of document(s) that need to be uploaded for contacts added via this contact form.
16. Select Apply Primary Location: primary location of contacts added via this contact form.
17. Click the FIELDS tab.
    • Click and drag the fields to include in the contact form from the Available Fields column to the Your Form column.
    • Click each field in the Your Form column and configure the field settings under the Field Settings column.
18. Click the EMAIL tab.
    • Click the Set up user without email notification checkbox to allow users to sign into CentralReach via the First Time User workflow WITHOUT sending an automated CR email notification.
    • Click the Send email with login information checkbox to include login credentials in the email
      • When selected, the contact is automatically converted to a user and can access CentralReach.
    • Click the Send custom email checkbox to send an email to every contact entered through this contact form.
      • Enter the Subject and Body of the welcome email.
      • Please note, an email will be sent out to the primary email address associated with the contact.
    • Please note, if neither of these checkboxes have been selected, the contact is created without access to CentralReach and an email is not sent.
19. Click Save Form.

Click here to learn more about Contact Forms.
Click here to learn how to edit a Contact Form.
Click here to learn how to create an employee Contact Form.
Click here to learn how to create a client Contact Form.

Users must have the (Utilities > Manage Organization Forms) permission to create contact forms. 

To create a Client Contact Form:

1. Navigate to the Contacts module and select Utilities & Tools.
2. Click Contact Forms and select + NEW FORM .
3. Choose Client Form: submissions via this form get created as client accounts in CentralReach.
4. Select the form Accessibility.
   • Public: if the form will be accessible to be filled out by anyone via a link.
   • Private: if the form will only be accessible by members of the organization.
5. Enter the form name under the Name field.
6. Enter the form description (optional) under the Description field.
7. Click Continue.
8. A URL will be displayed under Form Link, embedded on your organization’s website, or shared with users who need to access and enter new clients.
9. Click the AUTOMATION & FILES tab.
   •  Connect existing users to new client: automatically connect the clients added through this contact form with existing contacts in your organization.
     • Contact/Label: enter the name of the user or the name of the contact label.
     • Continue to add as many Contact/Label connections as needed for the contact form.
10. Enter Contact Labels: name of labels to be assigned to the clients added through this contact form.
11. Skip Permission Groups, as permissions are not relevant to client users created in CentralReach.
12. Enter Learning Trees: training courses that clients added through this contact form need to have included in their Learn module.
13. Enter Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new client is added via this contact form.
    • Note that any employees listed here must also be listed under the Connect existing users to new client column to be notified.
14. Enter Assign Tasks to New Contact: name(s) of the organization task template(s) to be assigned to clients added via this contact form.
15. Enter Request Files to be Uploaded: name of the documents that need to be uploaded for clients added via this Contact Form (e.g., copy of insurance card).
16. Select Apply Primary Location: primary location of clients added via this contact form.
17. Enter URL redirect upon completion: website address clients should be redirected to after completing this contact form (e.g., the organization’s website or a specific “Thank you” page on the organization website).
18. Click the FIELDS tab.
    • Click and drag the fields to include in the contact form from the Available Fields column to the Your Form column.
    • Click each field in the Your Form column and configure the field settings under the Field Settings column.
19. Click the EMAIL tab.
    • Click the Set up user without email notification checkbox to allow users to sign into CentralReach via the First Time User workflow WITHOUT sending an automated CR email notification.
    • Click the Send email with login information checkbox to include login credentials in the email
      • When selected, the contact is automatically converted to a user and can access CentralReach.
    • Click the Send custom email checkbox to send an email to every contact entered through this contact form.
      • Enter the Subject and Body of the welcome email.
      • Please note, an email will be sent out to the primary email address associated with the contact.
    • Please note, if neither of these checkboxes have been selected, the contact is created without access to CentralReach and an email is not sent.
20. Click Save Form.

Click here to learn more about Contact Forms.
Click here to learn how to create an employee Contact Form.
Click here to learn how to create a generic Contact Form.
Click here to learn how to edit a Contact Form.

To view and edit a Contact Form:

1. Navigate to the Contacts module and select Utilities & Tools
2. Click Contact Forms and select the Sorted by: Date Created drop-down at the top right corner, select
   • Date Created: to sort your forms by the date they were created
   • Alphabetically: to sort your forms alphabetically
3. Click the Contact Form you want to edit
4. Click each tab at the top of the form and edit the information as considered necessary

Once you edit the contact form, all new contacts will be added using the new updates configured in the form. All contacts added through the previous version of the contact form will not be updated based on the updates made to the form.

Click here to learn more about Contact Forms.