Event – This refers to ‘events’ that Carriers of Hope put on and attendance is recorded.

Service – This refers to ‘services’ in which Carriers of Hope distributes/gives away certain items.

Service items – This refers to the individual items given out by the services listed above.

Service Owner – Person who delivers the service and the email should be sent to

Family – Group of clients usually related and accessing our services as a unit

Main Contact – The client whose details will be used for the family group (usually the mother).

Add a new type of event

Click on the ‘Events’ tab, and then click on ‘Create new event type’ in the top right of the screen.

Please note that the database is only set up to record client attendance, not staff/volunteer attendance at training events. Adding staff/volunteer attendance will skew the reports.

Now click on the ‘Dashboards’ Tab and click on ‘Events’. Click ‘Edit’ in the top right corner.

Add new items that can be distributed at events

Click on the ‘Events’ tab. Under the ‘Event Items’ heading, click on ‘New’ and add the name of the item.

Add a new service with service owner

Click on the ‘Services’ tab. Under the ‘Services’ heading, click on ‘New’ and add the name of the service. You can then add the name of the volunteer or staff member who runs the service as the ‘Service Owner’. (If that staff member/ volunteer is not yet on the system, they will need to be added.)

Add new items that can be distributed by services

Click on the ‘Services’ tab. Under the ‘Service Items’ heading, click on ‘New’ and add the name of the new item that you wish to record as being distributed by a service.

Add a new family to the database

Click on ‘Clients’, and then click on ‘New’ in the top right of the screen. This allows you to create a new family. If they have high practical need, you can click the tick box. Once you have an adult client in the family with their address recorded, add them as the main contact for the family. If doing this retrospectively, don’t forget to record the attendance of the client at the event.

Add a new client to the database

Click on the ‘Clients’, and then click on the family name you wish to add a client to. Click ‘New Family Member’. Add all required details. Once you have an adult client in the family with their address recorded, add them as the main contact for the family. If doing this retrospectively, don’t forget to record the attendance of the client at the event. If adding a child, ensure you have recorded their date of birth or they will not be tracked as a child for reporting purposes.

Add a new external agency to the database

Click on the ‘Services’ tab. Under the ‘Agencies’ heading, click on ‘New’ and add the name of the agency that you wish to track service requests against.

Add a new volunteer/ staff member to the database

Click on the ‘Staff and Volunteers’ tab. Click ‘New’ in the top right. Add the staff/ volunteer details. If they are service owner they must have an email address included so that they can be notified of any requests. Click the tick box to show whether they are a staff member or a volunteer.

Make an existing client a volunteer / staff member

Click on the ‘Clients’ tab. Find the family name of the volunteer/staff member, and click on it. Under the ‘Family Members’ heading, click on the name of the client who is becoming a volunteer/ staff member. Click the pen next to the ‘Volunteer’ or ‘Staff Member’ check box. You will then be able to tick the ‘Volunteer’ or ‘Staff Member’ box.