Overview

The Relief Registration form allows for two different registration types: Emergency Relief Centre and Leave Early.

Both registration types allow either public or staff registrations.

The Emergency Relief Centre registration type allows public or staff to register contacts and related contacts that are entering a relief centre.

The Leave Early registration type allows either public or staff to register contacts and their related contacts who are leaving their destination early in the event of an emergency.

The Relief Registration register has the following major features:

• A public form can be enabled to allow leave early or relief centre registrations from the general public

• Leave early registration form allowing either public or staff to register that a contact and their party are leaving their destination early

• Relief registration form allowing people to register themselves and their party at a relief centre with the date/time in and date/time out.

Both Registration types have sections for:

• Contacts and Related contact information

• Home Address information

• Destination Address information

• Initial Needs Assessments

• Flag registration for follow up

• Specify Assessments likely required

The Emergency Relief Centre registration type has these additional sections:

• Relief Centre Location with date/time in and date/time out

• COVID screen questionnaire

Workflow

The workflow for the register is as follows.

Open

Public Submissions

When active, the public submission URL will be https://yoursite.crisisworks.com/register/public-item/new/register/recoveryRelief. You can link to this from your website.

The public submission form

The public submission form allows anonymous users to register that they are leaving early or entering a relief centre.

Open

To enable or disable public submissions

To enable submissions:

1. Add the Relief Public User position to the event

2. Put the special __PUBLIC__ user on duty to the Relief Public User position

To disable subissions

1. Take the __PUBLIC__ user off duty for the Relief Public User position.

Configuring the public form help text

A special library item contains the help text that appears in the sidebar for the public form.

Edit the page Public Relief Registration Help Text which can be found in the global library items, to control the text that will appear in the sidebar for the public relief registration form.

Generating a QR Code for the public registration form

As the URL for the public registration form is quite long, you can easily generate a QR code for people to use to quickly access the public relief form on your Crisisworks site.

There are free services on the internet to generate QR codes. An example of one of these from “QR Code Generator” is shown below (another site which does not require registration is “QR Code Monkey”). Google Chrome now also natively supports QR generation for web pages (see Share pages with a QR code). Note: these are third party services not related to Crisisworks and therefore we cannot support their use. However if you require assistance the helpdesk can generate a QR code for your Crisisworks.

Enter in the URL of the public registration form: ie https://yoursite.crisisworks.com/register/public-item/new/register/recoveryRelief

This will generate a unique QR code that you can download as an image and print off or you can add the image to your website.

Below is an example of the QR code generated from our Crisisworks Training site.

Managing Relief Registrations

There are some built in Recovery Positions which will have access to the Relief Registration register. These positions are:

• Municipal Emergency Management Officer

• Deputy MEMO

• Municipal Recovery Manager

• Deputy MRM

• MRM/MEMO Assistance

• ERC Support Officer

• MSIA Officer

• Recovery Report Classification Manager

There are also new positions that users can go on duty for:

• Relief Coordinator

• Relief Officer

You will need to first go on duty as one of these positions in the event with the register.

The relief registration data grid

Next, you can visit Recovery > Relief Registrations.

The counters to the side help identify relief registrations in key states:

• Public Registration - contains all the new public registrations that need to be processed

• Attending ERC contains the registrations for those who are currently attending a relief centre

• At Destination Left ERC contains the leave early registrations or those who have left the ERC. The leave early registrations will automatically be saved to this status.

• Transition to Recovery Case contains registrations that required follow up and need to be transitioned to a Recovery Case

• Closed (with Recovery Case) contains registrations that have been transitioned to a recovery case. This status is set automatically once a registration has been transitioned.

• Closed (no action) contains closed registrations that require no follow up. You cannot set this status if the “Follow up is required? “ checkbox is ticked.

Adding Needs and Tasks

If any follow up services and tasks are required for the relief registration you can add one or more Needs & Tasks records for them. The Needs & Tasks subform creates individual task records that can be managed via a dedicated datagrid.

To add a new Needs & Tasks record, click the Add button under the Needs and Tasks section (see image below). You can add as many individual task records as needed.

The list of service categories are maintained in a lookup table that can be managed by Crisisworks administrators.

1. For each service that is required, click Add New

2. Select the Category of service to be performed (e.g. Counselling, Emergency Shelter)

3. Specify the Provisioning Status — typically this is Requested in the initial entry.

4. Specify a Priority

5. If the service needs to be completed by a certain date, enter a due date

6. Enter some details to summarise the service requirement

You can assign a service provider at the time of record creation if this is known. Otherwise, leave the Assigned Service Provider field blank.

• The list of service providers are managed as Resources within Crisisworks, and they must be a) participating in the event, and b) set up with a category of Recovery Service Tasks.

• Recovery Needs & Tasks can be managed independently of the relief record via the Needs & Tasks datagrid (navigate via Recovery > Needs & Tasks)
  
  

Transitioning Relief Registrations to Recovery Cases

If a relief registration requires more follow up you may want to copy the details into a Recovery Case and assign tasks to it.

To do this, you will need to set the status of the Relief Registration to “Transition to Case”. You can then select one or more items that have this status. A button will appear at the bottom called Transition to Case.

Click on this button and the details from the relief registration will be copied into a new Recovery Case. This will create a link between the Relief Registration and a new Recovery Case. When you view the Relief Registration an area will appear on the right hand side with a link to the Recovery Case it has been linked to.

The status of the Relief Registration will then be set to Closed (with Recovery Case).

Setting up the relief registrations for a new event

The Event should have Relief Registration ticked under Recovery. You can find this under Edit Registers for the Event. (Note: that this setting it automatically added to a new event when using the Emergency Sample template)

As mentioned above, there are several recovery permissions which have access to this register including this Relief Registration permission which is required for public submissions.

Adding the Relief Centre Positions

Add the Relief Coordinator and Relief Officer positions to the event.

Alternatively, if you have custom positions created, add a position that has the equivalent policies to the built-in Relief Coordinator or Relief Officer position.

If accepting public applications, add the Public Relief User and put that user on duty

If you want to accept public submissions, you also need to

1. add the Relief Public User position to the event.

2. put the public user on duty for that position.

The public submission process is controlled by the __PUBLIC__ user’s ability to submit relief registrations.

To enable public registrations, you need to perform the following action:

1. Go to Administration > Users

2. Edit the __PUBLIC__ user

3. Check that the user has the position Relief Public User, or add it if it is missing.

4. Now click Manage Duties on that user’s record

5. Put the user on duty as the Relief Public User position for the event you’re using for Relief Registrations.

Sending Bulk Communications to Relief Registration Contacts

Crisisworks allows you to send an email and/or SMS to the main contact of one or more Relief Registration records. Follow the steps below:

1. Select one or more Relief Registration records from the datagrid.

2. Click the Send Comms Message button at the bottom of the datagrid (see image below). This will take you to the New Comms Message screen.

3. Leave the “Empty Message” option in the template drop-down list unless you have previously set up a template for Relief Registration messages.

4. Enter a relevant topic - this acts as the title of the message that will appear in the Comms datagrid. This can be the same as the Subject of the message but it does not need to be.

5. Select the Formats you wish to send the message in - Email and/or SMS.

6. You can optionally add Tags to help you classify this message to find later on with other comms messages.

7. Click the Create Message green button. This creates a draft message and will not send your message yet.

8. On the next screen, you can choose to view this new draft or return to the datagrid or view all drafts

9. To continue editing your message, click on the View Item button. This will take you to your draft message.

10. Click the Edit button to make changes to your message.

11. The recipients for your message should already be filled in from the Relief Registration records you selected. You can search for other recipients or enter manual email addresses into the Recipients field as well if you need to. (see image below)

12. Under the Email Message Details section, enter a subject for your message. Note - if you want this to be the same as the Topic you previously entered, you can click on the Copy From Topic link that appears under the Subject box.

13. Enter the main message details into the Body area. You can also optionally upload files which will be sent as attachments to the emails sent. You can do this by dragging the files into the Add File area under the Attachments section or by clicking on the Add File button to select the files from your computer.

14. In the top right-hand side, update the status to Send Now to send the message as soon as you save the message, or alternatively, you can choose to Send Later to specify a later date and time for the message to be sent.

15. You can optionally select any of the checkboxes under the Options area or you can leave these options blank.

    1. Ask recipients to acknowledge the message is a very useful feature you may wish to use

16. Click Save. If you have selected the Send Now status, your message will be sent immediately (within the next 30 - 60 seconds)

17. Click the Back to Datagrid button to be taken back to the Relief Registration area.

18. You can now click on the Relief Registration records to view the status of the messages. This will appear at the bottom of the Relief Registration record under the Communication area.
    
    

Technical Reference

Schema

Non-schema fields

Workflow