This section discusses the features in the Program Merge Section. The Program Merge and Program Move tool are for System Administrators to fix issues with enrollments.
The Program Merge Tool
The Program Merge tool is designed to integrate program enrollments for family members who were enrolled individually by mistake. It is used to merge households regardless of whether the members have different program start dates. It can also be used even if some or all of the members of the household are no longer enrolled in the program.
In the screenshot below, client Mufasa Lion is the Head of Household of a family of six.
However, as you can see in the screenshot below, Mufasa's wife, Sarabi, was enrolled into the Pride Lands Emergency Shelter program as an individual. In this scenario, some members of the Lion family were enrolled into the same Pride Lands Emergency Shelter program, but they were mistakenly enrolled as individuals.
Merging Individual Program Enrollments
To solve such a problem, click on the Launchpad icon near the top right-hand corner of the screen and select the Merge Tool from the pop-up menu.
You will then be taken to a screen with two tabs: Clients and Programs. Select the Programs tab. Make sure you stay on the Merge tab.
Next, select the Program from the drop-down menu, and then search for the clients’ names in the search box. Note you must enter the correct program from the drop-down menu before searching for client names.
The list of household members will come up. Click on the grey box next to each name to display program start and end dates. Select the Add link on the left of each household member to move them to the Client Program Merge Queue section located in the right sidebar.
The Head of Household will be bold and highlighted. To Select a different HoH, click on another family member's name. If a Client was selected incorrectly you can remove them by selecting the trashcan icon next to their name which will remove them from the Client Program Merge Queue. Once all household members are placed into the Client Program Merge Queue, select the Merge button.
The household will be successfully merged. You can verify the merge by opening the program in any of the household member’s client record and viewing the Program Group Members section in the right sidebar—the other household members will be listed here. You will also notice that their Program Type changed from Individual to Group.
The Program Move Tool
This tool allows you to move the client info from an existing enrollment to a different enrollment as long as both programs use the same program template. To move an enrollment to a program in a different agency, be sure you have switched and are working under the destination agency. You can double check this by looking at the Agency Name under your username in the top right corner.
In Manage > Programs, you can check the templates each of your programs use. In the Help Center Agency, both the Pride Lands Emergency Shelter and The Cave both use DT Test Template.
If a client was mistakenly enrolled in Pride Lands Emergency Shelter instead of the Cave, a System Administrator can move the enrollment information from Pride Lands Emergency Shelter to The Cave using the Program Move tool rather than deleting the incorrect enrollment and re-entering all of the data in to the correct program.
Go to Launchpad, click the Merge icon, and select the Programs tab.
From the Programs tab, click the Move tab.
Type in the name of the client with the incorrect enrollment. Then click the grey box next to the client's name to see all of the clients program enrollments.
The list of enrollments will show the Program Name, Start Date, End Date, and Group Member information. If the enrollment is a group enrollment the members count will be greater than 1, and there will be a comment icon that when hovered over will show the group member's names.
Select Move next to the incorrect Program enrollment. A pop-up will appear with the available programs to move the enrollment to. These will be the programs with the same Program Template. There will also be an option to include the Group Members by checking the checkbox.
Select Move. To check that the enrollment has been successfully moved, go to the client's Program History Tab. Mufasa now has a group enrollment for The Cave on 7/1/2017 and no record of old Pride Lands Emergency Shelter enrollment.