Understanding ProgramAtSite Records

1. ProgramAtSite record will still be created in your system whenever a Site is selected as being offered by a Program
2. ProgramAtSite records are used as placeholders to simply form the connection between the Program and Site record
3. ProgramAtSite records should be excluded when reporting on resources for any reason (i.e. AIRS accreditation, quality assurance reports, verification reports, etc.)

1. As an Admin level user, click Admin Tools from your left side menu
2. On the Resources tab enable the setting 'Can edit ProgramAtSite records' and click Save
3. After adjusting this setting, when you edit a Program record that has at least one Site record set as offering services for the Program, you'll see an additional 'ProgramAtSite' drop-down list appear at the top of the page. Click the drop-down list and you'll see a ProgramAtSite record has been created for every Site set as offering services for the selected Program; select a record from the drop-down list to edit it as you wish

1. P@S records are best used to indicate Program information that is different when it is offered at a particular Site.  The most common information that may differ is addresses and hours of operation, to name a few.  If there is information in a particular field in a P@S record, this will supersede the values in those fields at the Program or Site level.
2. It is important to be aware of the above if, at some point, you decide to cease using the P@S level.  If the ability to edit P@S information is turned off, any information in a P@S level will still show up when looking at resource records.  There is a simple way to avoid this, and that is to use the Field Visibility tool.  In the "viewing" menu of the Field Visibility tool, deselect all values in the P@S column (the last column).  This will tell iCarol to, in essence, ignore the Program at Site record and just show information from the Site and Program records.
3. The P@S record links a Program record to a single Site where it is offered. It can contain field values to indicate how that Program has information that is different when it is offered at that particular Site. For example, the Program might normally have a “main contact person” of “Abe Jones” but when it is offered at Site 3, the main contact person is “Bert Johnson”. In this example, the Program record would list Abe Jones as the main contact, whereas the P@S record linking to Site 3 would list Bert Johnson.
4. P@S level data is not available when creating a Custom Referral Details Template, which is used when (1) send referral details in Messaging conversations, (2) sending referrals details by email, and (3) sending referral details by SMS/Text.
   

The LinkOnly ProgramAtSites setting allows for ProgramAtSite records to be identified as not being actively maintained. LinkOnly records do not have specific information about how a Program is offered at a Site, and are restricted from editing. LinkOnly records can also be converted from Standard to LinkOnly and back, are sent merged in Automatic Verification, and can be excluded from record count reports.

To enable or disable LinkOnly ProgramAtSite records:

1. Log into iCarol as an Admin (or user with advance access privileges)
2. Click on “Admin Tools” from the left menu
3. Click on the “Resources” tab
4. If not already enabled, click on the checkbox for “Can edit ProgramAtSite records.”
5. Click on the checkbox for the “Enable LinkOnly ProgramAtSites.”
6. Click the “Save all settings” button

Note: When disabling the LinkOnly ProgramAtSites feature, all existing LinkOnly records will be automatically converted to Standard records. 

Create a new ProgramAtSite record as LinkOnly:

1. Click on “Resources” from the left menu
2. Find or create a new Agency, Program, and Site record
3. From the Program record, select a Site from the “Available sites” list
4. Click the “Create ProgramAtSite as a Link Only record. Editing will be restricted" checkbox.
5. Then click “Add >>.” 

Note: Not selecting the LinkOnly setting will create the ProgramAtSite as Standard by default. 

Convert an existing ProgramAtSite record to or from LinkOnly:

LinkOnly and Standard ProgramAtSites can be converted from one to the other when editing the ProgramAtSite record. When converting from a Standard to LinkOnly ProgramAtSite all field values on the record will be cleared, and editing of the LinkOnly record will be restricted.

1. From the Edit page of the ProgramAtSite record
2. Click on the “Convert to [record type] ProgramAtSite” link above the ProgramAtSite Name field.
3. Click “Ok” from the confirmation dialogue window that opens, and the record will automatically convert. 

LinkOnly ProgramAtSite records and Automatic Verification:

LinkOnly ProgramAtSites will be sent merged with the Program record, even when the Automatic Verification Request (AVR), Setting #6 “Send verification request to ProgramAtSite contact if one exists, otherwise Program Contacts.” is selected. If Standard and LinkOnly ProgramAtSites exists for a Program, both separate and merged ProgramAtSite records will be sent to verifiers.

Example: Program “Fruit Collection”, is offered at three sites 5221 60 Street (Standard), Southeast Community Centre (LinkOnly), and Northeast Family Centre (LinkOnly). When the AVR request is sent for “Fruit Collection” and setting 6 “Send verification request to ProgramAtSite Contact if one exists…” is selected, the Program verifier receives the Program and both LinkOnly P@S merged, and the Standard ProgramAtSite separately to the verifier listd on the P@S record (if available).

LinkOnly Reporting & Other Changes:

1. From the “Manage Resources”, “List all Resources” tool LinkOnly ProgramAtSites can be excluded from the list by clicking “Exclude LinkOnly ProgramAtSites”.
2. From the “Statistics”, “Resources” reports LinkOnly ProgramAtSites can be excluded from results by clicking the “Exclude LinkOnly ProgramAtSites.”
3. In Resource Exports, LinkOnly ProgramAtSites are flagged as LinkOnly in the “IsLinkOnly” column.
4. LinkOnly records can also be excluded from API results