How Do I? (User Reference Guide)

Are you struggling to figure out how to perform a certain task in AWARDS? This page includes some of the most frequent help requests. You'll find the file click path along with the permissions needed and any written or video instructions we have available. Still not finding what you need? Don't hesitate to reach out to your Implementation Consultant or Success Manager! 

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How Do I?

Question	Click Path	Permissions Needed	Written Instructions	Instructional Video
Add a New Program in AWARDS	- Administration - System Setup - Agency Program Information - Add/Edit Entire Program Note: Send messages to the Help Desk to ask to copy program settings to copy over any program-specific settings.	Need this permission: Agency Program Information & one of the following: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers	Create a New Program in AWARDS
Add a Residence Unit to a Program	[Select Program] -Administration -System Setup Module -Residence Units Feature  (See bottom of the page to add a new program.)	Need one of the following permissions: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers	Residence Units in AWARDS
Add or Remove a User on My Local Help Desk Team	-Administration -System Setup -Local Help Desk Staff [Select the name of the person you want to add.] [Check off names you want to remove] -UPDATE	Create Residence Units, & Need one of the following: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers	Local Help Desk Staff in AWARDS
Admit a Client	- Census - Intake/Admission [Select Program] - Continue - Create New Application (There are 2 admission form options - single step allows you to process the admission immediately. Multi-step requires you to create a referral first. The header on this page says "Referral Information Form." For more detail on completing an admission, see link to process an admission for multi-step.)	Need all three of the following permissions: Display Any Chart Records Buttons Display Chart Records Intake/Admission Button	Multi-Step Admission	Multi-step Intake / Admission: Step 1: Creating a Referral Record (video)  Multi-step Intake / Admission: Step 2: Processing a Client Intake (video)  Multi-step Intake / Admission: Step 3: Processing a Client Admission (video)
Backdate a Client Transfer	- Administration - System Setup - Permissions Maintenance - Exception Overrides - Backdated Reception Desk Log Data Still not far back enough? The number of days a user can go back needs to be broadened.  - Administration - System Setup - Business Rules [Select Program from Drop-Down List] - Client Transfer Rules [Change the number of days] - Continue	Need the following permission: Backdated Client Transfers Data Entry (Exception Overrides)	Understanding Permissions - Backdate Client Transfers Data Entry (Exception Override)
Backdate a Client's Discharge	- Administration - System Setup - Permissions Maintenance - Exception Overrides - Startup Period Backdating (exception overrides)	Need the following permission: Startup Period Backdating (Exception Overrides)	Understanding Permissions - Startup Period Backdating (Exception Override)
Backdate a Group Note	- Administration - System Setup - Permissions Maintenance - Exception Overrides - Backdated Data Entry - Contacts Log/Group Notes Data Entry Still not far back enough? The number of days a user can go back needs to be broadened: - Administration - System Setup  - Business Rules [Select Program from Drop-Down List] - Service Records Editing Rules [Change the number of days in the Backdating window for Group Notes] - Apply Rules	Need all three of the following permissions: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers To backdate a group note: Backdated Data Entry - Contacts Log/Group Notes Data Entry To change the backdating window in Business Rules Display Executive Administration Buttons
Backdate a Progress Note	- Administration - System Setup - Permissions Maintenance - Exception Overrides - Backdated Data Entry - Progress Notes Still not far back enough? The number of days a user can go back needs to be broadened.  - Administration - System Setup - Business Rules [Select Program from Drop-Down List] - Service Records Editing Rules [Change the number of days in the Backdating window for Progress Notes and Contacts Log.] - Apply Rules	Need all three of the following permissions: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers To backdate a progress note: Exception Overides>Backdated Data Entry Progress Notes To change the number of backdating days in Business Rules: Display Executive Administration Buttons	Understanding Permissions - Backdated Reception Desk Log Data Entry (Exception Override)
Backdate Reception Desk Data (Program Attendance)	- Administration - System Setup - Permissions Maintenance - Exception Overrides - Backdated Reception Desk Log Data Still not far back enough? The number of days a user can go back needs to be broadened.  - Administration - System Setup - Business Rules [Select Program from Drop-Down List] - Service Records Editing Rules [Change the number of days in the Reception Desk Program Attendance.] - Apply Rules	Need the following permission: Backdated Reception Desk Log Data (exception overrides)
Change a Client's Discharge Date	Option 1: Discharge - Process Discharge - Discharge from: (set date range to include the incorrect date of discharge) - Select client name - Continue - Change to correct date Option 2: Use Program History Corrections - Search for client's name - Click on the Tools icon - Edit discharge date	Need the following permission: Startup Period Backdating (Exception Override)	Changing Intake, Admission, and Discharge Dates
Change a Client's Primary Worker (Service Coordinator)	[Select Program] - Services - Individual - Service Coordinator OR Client [Assign New Coordinator] - Update	Need all of the following permissions: Program Chart Access Display Any Chart Records Buttons (Data Entry/Access) Display Chart Records Services - Individual Button (Data Entry/Access) Caseload Assignments (Data Entry/Access) (Not required if you are in the "Executive" user group.)	Changing a Service Coordinator	Permissions: Data Entry/Access - Caseload Assignments (video)
Change a Single User's Permissions	- Administration - System Setup - Permissions Maintenance [Select Permission Type, Select Individual Layer] - Continue [Select Individual Worker, Select Individual Permission] - Continue	Need all three of the following permissions: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers
Change Someone Else's Password	- Administration - System Setup - Login Maintenance - Password Reset [Select User - Enter Temporary Password] - UPDATE	Unless you are a member of the "Executive Officer" and "System Administrator" user group, the use of the Password Reset feature requires at least one of the following permissions: Display Executive Administration Buttons Permissions Data Entry Permissions Data Entry for All Staff and Layers	Password Reset
Change the Hospitals List	Hospital > Hospitals	Need the following permissions: Display Any Chart Records Buttons Display Chart Records Hospital Button	Working with the Hospitals List
Create an AWARDS Login for a New User	Create a New User - Administration - Human Resources  - Staff Information [Confirm user is set to New Hire] - Continue [Check all tabs for required information fields] - Update Create a New Login - Administration - System Setup - Login Maintenance - Create New Login [Select User] [Add Login] [Assign User Group] [Create Password] - Submit Request		Create a New User Create a New Login	Creating a New User (video) Creating a New Login (video)
Discharge a Client	- Census - Discharge - Process Discharge - Current Program Roster > CONTINUE - Select Client > CONTINUE - Complete information on Discharge page including Date of Discharge, Reason, and any other required fields.  - Click CONTINUE	Need the following permissions: Program Chart Access for the program client is being discharged from Display Chart Records Discharge Button	Process Discharge	Processing a Discharge (video)
Electronically Sign (e-sign) a Progress Note	There are 3 ways to do this: Option 1: - Search for client - Click client's name - Click on Clipboard icon - Set date range to when the notes you want to sign were written - Click the note you want to sign Option 2: - Reports - Progress Notes Report Option 3:  - Reports - Progress Notes ReportBuilder - saved report format 'Notes for me to Sign'	Need the following permissions: Display Chart Records Display Services - Individual Note: User is the correct role that has the permission to e-sign		AWARDS Orientation: E-Signing Documents from the Client History Report (video)
Electronically Sign (e-sign) a Service Plan	There are 3 ways to do this: Option 1: - Services-Individual - Plans & Reviews - Select Client - Select the Plan - Click eyeball Icon Option 2:  - Messages [Receive message that a plan is ready to sign] - Open the message and click the magnifying glass and sign. Option 3: - Client History Report - Search for client - Click on Clipboard icon - Set date range and find the plan you need to sign Click on the name of the plan		Electronically Signing a Plan/Review	AWARDS Orientation: E-Signing Documents from the Client History Report (video)
Navigate the Resource Center	From any page in AWARDS: - Far-right on the Top Tool Bar - Click Help - Click AWARDS Online Help This link can be bookmarked Use the Home page search bar to find content you're looking for or search based on grouping (Getting Started, What's New in AWARDS, etc.)
Remove a User's Access in AWARDS	If an employee has left your agency: - Administration - Human Resources - Select the employee name - Continue - Click the tab called "Payroll" - In the "Group End" field enter their last day at the agency - Update If a user's access to AWARDS needs to be blocked (not ended) - Administration - System Setup - Login Maintenance - Block Login Access - Select User - Click CONTINUE	Need the following permissions: Display Executive Administration Buttons Human Resources Data Full Access	If an immediate measure is necessary use the Password Reset feature to change the employee's password or Block his/her login access. (Skip this step if it is not needed.) Terminating an Employee.