This feature allows for a seamless tracking of personal possessions from the type to the location of the items. You can require signatures to sign out items and even add personal possession events to your Audit Checklist.
Setting up Personal Possessions in Picklist Admin #
Customize the options for Personal Possessions per the needs of your organization.
- Go to your Administration application and choose Picklist Admin.
- Search for “Personal Possession” under Picklist Admin. There are two items to customize:
Setup – Personal Possession Item Type #
To create new items, use the green + Create a New Personal Possession Item Type button.
You can also edit an existing item using the Edit/notepad and pen icon.
Title your items with a short name and use the Description for more details.
- The Description becomes helper text that shows up under this item in a drop-down when your staff is checking it in for a client. Think about how these items will appear for your team. If your Intake forms include categories, you can use titles that match those categories: for example, “Clothing – shirt” and “Clothing – jacket”. Users will be able to enter more details about the specific items during check-in.
- You can also use the Title to hold instructions/policies, such as “confiscate” for drug paraphernalia.
Other available fields:
- Active – should this item be available for current and future Facility Placements?
- Default – should this item be listed first in the drop-down menu?
- Order – do you need a customized order for your drop-down? If left blank, items will be in alphabetical order.
Setup – Personal Possession Location #
You can list specific locations for storing Personal Possessions such as lockers, bins, vaults, bags, or a safe.
- There is a Title for the name of the location and a Description that will be shown as helper text in the drop-down menu of Locations.
Consider how locations should be organized in your drop-down menu by using different naming conventions.
- For example: “Locker 1A” or “Upstairs Bin 3”.
Other available fields:
- Shared Location – once this location is full/used is it still available for other clients? Note: if left blank, this defaults to not shared.
- Active – should this item be available for current and future Facility Placements?
- Default – should this item be listed first in the drop-down menu?
- Order – do you need a customized order for your drop-down? If left blank, items will be in alphabetical order.
Use the Shared Location checkbox to hide locations that have been used and shouldn’t be used until empty again. If the box is checked, this bin/locker/etc. is read as a shared location that will still be open for other items even if an item is already stored there.
Requiring Signatures for Transactions #
You can configure YouthCenter to require signatures from clients for any of their personal possessions (Intake, Check-Out, Check-In, Release, etc.).
- To set this up, go to the Administration application and select Form Admin.
- From here, click on Built-In Forms:
Next, click into Personal Possessions Transactions:
This will show the two choices for Personal Possession Transactions: Client and Staff Signature. Click into the notepad and pen icon to Edit either one:
Check the box for Is Required for Form Save? in order to require this type of signature for Personal Possessions. Be sure to click Save to apply changes:
If the box is UNchecked, the field will still show up as an option for Personal Possessions (Intake, Check-Out, Check-In, Release, etc.) but it will not be required to sign before saving the action.
Adding to Audit Checklist #
The Audit Checklist helps your organization to confirm all information is entered before closing out a client. See this article for more information on Audit Checklists in general.
To add Personal Possession activities to the Audit Checklist, go to your Administration application and choose Picklist Admin. Once you are in Picklist Admin, search or scroll to find Audit Checklist Item:
You’ll see the available Audit Checklist items. Use the green +Create a New Audit Checklist Item button to add a item for Personal Possessions:
There are two options tied to Personal Possessions. To select these:
- choose Facility Placement Intake as the Object Type Checklist
- give the item a clear Title
- add a Description (helper text) for your users as needed
- select either Personal Possession Items or Personal Possession Items Released as the “test”
- check Required for client completion and/or Included in completion percentage as needed
- leave the Active box checked
- add an Order number if you want to customize where this option shows up in the Audit Checklist
Click “Save” to apply changes.
Please Note: changes to the Audit Checklist that are required for completion or included in completion percentage will appear for all clients, past and present.
Allowing Camera Access for QR Codes #
You can use YouthCenter to generate a QR code for a client’s inventory of personal possessions. Print out and apply this QR code to a wristband (for the client to wear) or label (to attach to a bin/locker). When you scan the QR code later, you’ll be linked back to the full inventory on YouthCenter so you can easily confirm that all items are accounted for.
Your camera needs to allow access in YouthCenter to use this feature. If your camera is not currently allowed, you’ll see this No Camera error message:
Allow camera access using your browser’s settings. This information is subject to change rapidly and some browsers may be different than what you see here.
Allowing Camera Access – Chrome #
Click the three dots on the top right to get into your Settings. From here, go into Privacy and Security and click into Site Settings:
This will show some recent activity (or you can search to find your YouthCenter site) that needs the permission. Click onto the activity:
Find Camera under Permissions and choose Allow. You can now close this tab and return to YouthCenter.
Allowing Camera Access – Edge #
Click the three dots on the top right to get to your Settings. From here, click into Privacy, Search, and Services to find Site Permissions:
Click into Recent Activity to view the blocked camera:
Find the Camera and choose Allow. You can now close this tab and return to YouthCenter.
Using Personal Possessions #
Click into the Facility Manager application and choose Personal Possessions. From here, search for your client:
Click into the client from the search results:
This will link you over to the Personal Possessions (nested under Case Manager) for that client. If this client is not in a Facility Placement at the moment, you’ll see a message that allows you to start a Facility Placement Intake:
You’ll be able to see existing items in the Checked In, Checked Out, and Transaction History sections for any clients who are currently in a Facility Placement.
Adding Items to Personal Possessions #
To add items to their inventory, click the green Add Items button:
Fill out all fields that are required:
- Type: what kind of item is it? (see above on how to customize this list)
- Description: how can you tell the item apart from others?
- Status: is the item Checked In, Checked Out, Released, or Missing?
- Location: where is the item stored?
For bulk editing, you may use the green buttons at the top of the listing to set statuses for all items listed or set locations of all items.
Adding Items – Signatures #
You can have the intake staff and/or the youth sign off on possessions. YouthCenter will log who did the inventory based on the user logged in. Signatures can be taken using a mouse, finger (if on a phone or tablet), or with a third party signature device such as a Topaz signature pad.
Adding Items – Saving or Print QR Codes #
Once you’ve added the items, the options are to Save or Save and Print QR Codes as seen in the screenshot above. Save will take you back into the Personal Possessions area with the newly-saved items.
Print QR Codes will present a unique, scannable code for each item. You can use this to tag the location (locker, bag, tote, etc.) for every item that it contains. Clicking Print from here will open up your system dialogue so you can choose Print or Save settings:
You’ll see an inventory of the youth’s Personal Possessions and transactions history after Saving or Printing:
Checking Items Out #
Check items out if they’re being temporarily given to the client or a third party. Navigate to the Facilities application and choose Personal Possessions. From here, search for your client or use the blue Scan QR Code button to scan an item:
If you search for the client, clicking on that client will bring you to their inventory. Clicking the Scan Items button will activate the camera so you can capture a QR Code from the client’s inventory:
Scanning the QR code with the camera will link over to the youth’s inventory with the scanned item already selected. To select more items, choose the Scan Items button here (for more QR codes) or select them manually:
Once all desired items are selected, click the white “Edit Items” button in the upper right corner:
This brings you to the Edit screen where you can apply changes to all the selected Possessions at once. To check out the items, choose Set All Statuses to and select Checked Out:
Scroll down to have the client and/or staff sign off on this transaction, then click Save to apply changes:
The new transaction history and new status of the chosen items will show up immediately:
Release Items from the Facility #
Release items when the client is discharged from the facility. Use the Item checkbox to select all items in the inventory. Be sure to click this for both Checked In and Checked Out items to capture everything. Next, click the Edit Items button:
Use the Set all Statuses to drop-down and choose Released:
Scroll down to have the client and/or staff sign off on this transaction, then click Save to apply changes:
The new transaction history and new status of the chosen items will show up immediately:
Reporting on Personal Possessions #
Navigate to the Reports application and click the green + New Report button to start building a report:
Title your report and choose “Facility Placements: Personal Possessions Transactions” as the Data Source. Choose the Data Fields recommended below and add more as needed. See below for an example of a report based on Personal Possessions:
Click Save & View to see your report display page, then Run Report. Here’s an example of those report results:
