People Workflow

This article will explain how to use specific tasks with the People workflow, here you can add and amend details for an application and the people or household members on that application. These fields will automatically be updated by the online form or change of circumstance form provided this information has been mapped to appear in editable elements. 

TABLE OF CONTENTS

• People Tasks 
• Bid Information
• Auto-Bidding
• Adaptations and Areas
• Support needs, Medical and Vulnerabilities 

People Tasks 

This is where you can view and edit the application and household members details. 

To complete a task:

1. Click the green tick at the top of the task or click "Complete and Next" to complete that task and move onto the next one
2. A pop up message will appear and it will say 'Completed' at the top if the task 

To assign an application to a user:

1. Click the "Change who manages this person" icon
2. Select a name and click "save"
3. The page will update and have the new name next to 'Managed by' on the right side of the screen

To assign an individual task to a user:

1. Click "Owned by" in the bar at the top of the task
2. Select a name and click "save"
3. The new name will now show. 

To add an ad-hoc task or a group of tasks to the workflow:

1. Click the "add new ad hoc task" or "add group of tasks" icon
2. Select the task(s)
3. The new task(s) will now appear in the workflow

Note: The names, order and amount of people tasks will vary from system to system depending on your own configuration.

Bid Information

On the majority of Lettings systems there will be a task named Bid Information, the name could vary slightly depending on your configuration. The application elements that control eligibility are usually found and controlled via this task. For guidance on how to find and use this task, follow the steps below:

1. Click the "People Tasks" tab
2. Select the Bid Information task
3. Input the information or make any desired changes 
4. Click "Save"
5. Complete the task if applicable

Did you know: The system automatically calculates the bedroom need of a household. This can be overridden, for example if a couple cannot share a bedroom due to medical reasons. To do this, choose from the dropdown on the "Bedroom need override" question and click "Save". 

Auto-Bidding

If your system includes Autobidding, it will be controlled via a task named Auto Bid or something similar. The "Auto bid on behalf of client" question controls whether the system can bid on properties automatically. There will also be an option to fine tune the areas and types of properties the auto bids will be placed. The amount of bids placed will depend on how many eligible properties there are and if you have a limited number of bids set up on your system. For guidance on how to find and use this task, follow the steps below: 

1. Click the "People Tasks" tab
2. Select the Auto Bid task
3. Select yes to "Auto bid on behalf of applicant" 
4. Input the applicant's requirements around property type, size, area and any additional needs
5. Click "Save"
6. Complete the task if applicable 

Note: If you don't want to use this functionality, select 'No' to "Auto bid on behalf of client", or leave the question blank. 

Did you know: Auto Bids are placed as properties close on the system, this way if your bids are limited we can make best use of bids by placing them on the properties they would have the best chance of being offered on.

Adaptations and Areas

On the majority of Lettings systems there will be tasks named "Adaptions" and "Area", the name could vary slightly depending on your configuration. The application elements that control what adaptions and areas the applicant needs or prefers are stored here and can be updated via these tasks. For guidance on how to find and use these tasks, follow the steps below:

1. Click the "People Tasks" tab
2. Select the task
3. Make changes to the adaptions or the area as needed/preferred
4. Click "Save" 
5. Complete the task if applicable 

Support needs, Medical and Vulnerabilities 

On the majority of the Lettings systems there will be tasks relating to the applicant's or household member's support needs, medical issues and vulnerabilities. For guidance on how to find and use these tasks, follow the steps below: 

1. Click the "People Tasks" tab
2. Select the task
3. Input any relevant information or make any desired changes 
4. Click "Save"
5. Complete the task if applicable 

Did you know: Super users can set flags against an applicant to highlight specific vulnerabilities or requirements.