Persons, Companies, and Roles

 

Persons, Companies, and Roles

Rosemark ensures you stay on top of every relationship and interaction related to your business. 

Roles

• The underlying contact (Person or Company) can play different roles within your database. A Role identifies the contact's relationship with your Agency, and has a big impact on what information is collected and displayed.

• A person with the Role of Caregiver will need information about their availability and work history, while a person with the Client role may require detail about their needs and condition.
• Some information is common to all contacts, regardless of  their Role. These include things like name, address, phone, directions, etc., as well as Pending and Completed Actions.

• An individual may play more than one Role. 

• For example, you may have a Caregiver whose health declines and they become a Client. This is still the same Person, just with a different Role. 
• A common situation that calls for multiple roles is when a Client pays for his/her own Service, making that person both a Client and a Customer.
• Many agencies often hire caregivers to do some office work, in this case you'd add the Staff role to the caregiver to give them access to Rosemark.

 

Changing a Person's Role/Adding a Role

• Go to the  person's current profile on the Summary Tab, then select the Person button. This will bring up the person's Contact profile in gray.

 

• Click the Add Role button next to the Roles field. 
• A menu of possible Roles will appear - it will NOT include Roles which the contact already has.
• When you have chosen the Role and clicked OK, the corresponding Role-specific profile will appear.
• You can add a Role to a person at any time. 
• You can delete a Role from a contact as long as that Role contains no Role-specific information. 

 

Customer Role

• The Role of Customer is a bit different than other Roles. You don't normally add or remove the Role of Customer directly (though it is possible to do so).  
• A Person has the Role of Customer listed on one or more Payment Obligations. 
• See the section on Customers for more information about this.

 

Contact List

• Go to the Office menu, then Contact List for a list of all People and Companies in the system.

• This includes all contacts regardless of their Role(s), even if they don't have a Role. 
• Companies (which can currently only have the Role of Referrer) will be shown at the top of the list by default.

• Click on the contact you want to view and their details appear below.

•  As in all tabbed lists, the tab you select will stay selected as you select different items in the list. 

 

Figure: Contact List

• You can get to a person's Role-specific profile (e.g. Client profile) by clicking on the role and clicking View Role to the right of the Roles list.

 

Adding a Contact

• Go to the Office menu
• Click on Add new Contact. 
• Add as much detail as you like to the Person here, then click Apply. You can always come back and add more, but a name is sufficient to begin with. 

 

Figure: New Person profile

 

• This profile shows you everything you see in the tabs on the Contact List, all on one screen. 
• You can always get back to this screen by double-clicking on a Contact in the Contact List, or by opening the Person profile from the Summary tab of any Role-specific profile.

 

 

Deleting a Person

• From the Person profile, click on File>Delete Person. Or from a Role-specific profile, click on File>Delete [role of profile you're deleting]
• From the Contact List, select the person, then click on File, Delete selected Person, or press the Delete key on the keyboard.

** Note: In order to be deleted, a Person's profile must be completely empty, without any data in any of their fields (even their name). This helps protect against accidental deletion of real Persons, whose history you would not want to lose. If you attempt to delete a Person who is not empty, a warning will come up that tells you what parts are not empty. If you really want to delete them, you must visit those places and blank out or delete anything in them.

 

Figure: Delete Person Warning 

Companies

• To set a profile as a Company rather than a Person, go to the Info tab and change the radio button bellow the "Extra ID" field from "Person" to "Company". Then click Apply.

**Note: at this time, only Referrers can be Companies. 

To see how to work with Referrers and Companies, see the Referrers section of this guide. 

 

Figure: This Referer is a Company