Setting Up Partner Portal Access

 

Notification Settings

Enter the email address(es) and text number(s) that you would like to use for partner request notifications. The recipients will receive notifications alerting them when a partner has added or edited a request via their partner portal. Separate multiple recipients with a comma. You may use the "Test A Phone Number" link to enter a phone number and verify that it is a valid number capable of receiving text messages.

Use the Maintain Associated Facilities function to change facility details if necessary.

Partner Maintenance

Linked Partner Portal Access:  If set to Inactive your partner will not be able to login to their portal.

Preferred Acquisition Method: You may set the default preferred acquisition method to Removal or Delivery. (See Maintain Associated Facilities for information on adding/editing facilities.) This setting only controls the default option when a request is added to make it a little easier if your partner uses a particular method the majority of the time.

Allow Partner to Select Acquisition Method: If this box is checked your partner will be able to change the Acquisition method from the Preferred Acquisition Method.
If it is not check the method of acquisition will be what you have selected as the Preferred Acquisition Method.  Your partner will not have the option to change it.

Default Servicing Location (Multi-location only): You will only see this option if you are setup with multi-location.  This allows you to specify which location services the partner.  Check the box for "Allow Partner to Select Location" if you would like the partner to be able to select a servicing location when they add a request.

Removal Frequency and Details (pets only):  Your pet partners will also have a toggle to indicate if you perform removals on a schedule for this partner.  The options are "As Notified" and "Scheduled Removals".  You may set some partners as "Scheduled Removals" and others as "As Notified".  If you perform your removals on a schedule then you may add information regarding your removal schedule in the field for Scheduled Removal Details.  This information will appear at the top of the screen where your Pet Partner adds their request.

For partners that you have configured as "As Notified" the Requested Removal Date/Time Requested fields will appear on their Add Request screen if you have them set to be visible via Admin Field Setup. (Admin>Field Setup - Partner Pet Requests.).

Notification Settings: Use the checkboxes to request notifications via email and/or text to the phone number(s) and email address(es) you have configured in the "Maintain Notification Settings" section.

Partner Logins: Select “Add User” to add a new user logins for the associated facility.

Forms Maintenance:  You have the ability to select from a list of forms to make them available on a partner's portal.

To select which forms you want to show up as available for partner portals, go to Forms Maintenance and select the "Partner Portal" checkbox next to the appropriate form(s).

Forms available for each partner portal are maintained separately and individually, so you can have specific forms available for certain partners. To select which forms are available on a specific partner's portal, click the orange "Maintain Forms" button. The number of forms you have available for a partner will be shown in green next to this button.

Note, you can setup for each trade partner one form that is the "preferred partner request form". That will identify that form so that when the trade partner makes a request the portal will automatically prompt the vet clinic to print this form and put it with the decedent. Pet crematories often call this the "tag" form. There are several forms in Halcyon's library that can be used that way and custom ones can be created as well.

You can also maintain forms for ALL of your partners at one time via the Admin > Associated Facilities Maintenance > Partner Portal Forms.

Partner Login URL: Each partner portal will have its own unique login URL. You can share this link with partners, where they will be taken to a login screen to enter their user login information and enter their portal.

Payment Acceptance via Portal: You will only see this option if you are configured with payment processing. This allows your partner to make payments.  The payments will be applied to the account relieving you from entering each payment.

Show Current Tracking Step on Portal:  Set this to Yes if you would like to show the current step on your Partners Dashboard.  It will not show the specific location, just the step.

Default Release Options:  This allows you to set default or customizable release options.  Default allows you to set one default release option for all cases from this partner, with this option the user can not make a different release selection. The default options to select from are Individual (Owner for pet cases) or Release to Partner.  Customizable allows the partner to select a release option from the options you set as visible in Release Options Visibility.  If you select Release to "Partner Name" it will show a checkbox labeled "Remove required from Owner Fields."  This setting will remove any Owner Field requirements for that partner.  

Release Options Visibility: This allows you to select which release options you would like to be visible in your partner's portal.  This setting is specific for each partner.

Other Location Release Option:  This allows your partners to select a location of their choice for release.  They will enter these locations and will have the ability to save and maintain this list for easy selection on future cases.

Allow Home Removal Request (Pets Only):  Set this to "Yes" if you would like to allow your partner's the option to select if the pet should be picked up from the pet owner's home or from their facility when they make the request on their Dashboard.  Set this to "No" if you will always pick up pets from their facility.

User Login Maintenance

Click the Add User button to add a new login.  You will maintain login access for your partners. If you are configured with payment processing you will be able to allow the user make payments.  The Show Pricing and Totals will control if the user sees pricing for the selected price group and any additional selections for their requests.  The pricing shown will be the price you charge your partner, not necessarily the price the partner charges their customer so you may wish to hide pricing in order to avoid confusion.

Maintain Forms

You must first set the forms that you would like any or all of your partners to have access to.  Visit Admin > Maintain Forms and Visibility and check off the checkboxes in the Partner Portal column.  (Not every form in the library can be run by your partners so some forms will not have a Partner Portal checkbox.)  By doing this you are just setting the forms that COULD be available to your partner.  In the next step you will define which of your partners have access to the forms you made potentially available.

For each partner you will see a yellow Maintain Forms button. The green number on the top right of the Maintain Forms links show the current number of forms you have made available to the partner.

Click the Maintain Forms button to set the forms you wish for this partner to have access to.

The list of forms that appear are those you have made visible to your partners in the Setup > Forms Maintenance.  Check the checkbox next to the form to make it available on this partners Dashboard.

The stars next to the form name designates which, or if, you have a form designated as a preferred form for this partner.  Click the star to set that form as this partner's preferred form. A gold star indicates which form is the preferred form.  You do not have to designate a preferred form but if you do you may only designate one form as the preferred form.  Partners can have different preferred forms.

If you have designated a preferred form your partner will have the option to print that form directly from the pop up that shows the request add or edit was successful.  Using a preferred form is just a way for your partner to quickly and easily print a form that typically must be printed for each request.  They will still have the option to print any available from from the dashboard form menu or from the print icon.

For example: The screenshot below shows what your partner would see after they have saved a request if you have designated the "Pet Care Request (Vet Clinic Originated)" as their preferred form.  If they click the create form button, the form will run for the current request and open in a new browser tab.

 

Partner Portal Dashboard

More details on the use of the Partner Portal please view the Partner Portal User Documentation.

Your partners will login using their unique URL and login information provided to them by you. The partner portal will have a Requests section that shows the number of their requests (open, in progress, and ready) as well as the date and time that information was last updated. The screen shot above shows Open Requests for a partner that has been configured for a Removal Frequency of "As Notified".  Note there are columns for Removal Requested and Removal Confirmed.  You pet partner will NOT see those two columns if they are configured for "Scheduled Removals".

Their available forms will display in a Forms section. The Messages section contains messages that you want to display for the partner. A quick graph shows them the number of services performed over the last six months.

The "Forms" section will contain any forms that you have marked as available for that particular partner portal. Partners can download forms, add their information and upload them to Files for import.

A detailed view for each stage of requests shows the case information and request status, if available.

Partners can click on the Files icon  to view and upload documents (including forms) for the case, which will be imported with the case information and available in the case's Files tab once the request has been added as a new case in the system. The Files icon will appear green if there are files associated with the case.

Partner Request Process Flow

Partner Request On Hold

If you have made the "On Hold?" field accessible to your partners via Admin > Screen Customizations > Partner Portal Screens they will have the ability to mark a request as on hold. If you attempt to receive a request that the partner has on hold you will see a warning message and you will not be able to receive that request/add that case until the Partner takes the request off hold. 

The Partner Hold is different than the tracking hold that you may may place on a case once the request is added as a case. Once you have added the request as a case you can place the case on Tracking hold via Admin > Tracking Maintenance > Place Tracking Hold On Case.  The Partner Hold prevents the request from being added as a case..

 

A Special Form for Pet Partners

There is a form in the main form library titled "Pet Care Request".  This may be a very valuable form for your pet partners. Once the partner enters in case information they can print this form and attach it to the body container.  It will show all the details entered for this pet.  If you have provided the ability for your partners to place a request On Hold the Pet Care Request Form will be watermarked "ON HOLD". 

Pet Care Request Form

The form will include  a QR code generated for the case in the bottom right corner. This QR code can be scanned from any screen using the  option in the top right corner near the Log out button. If this is an existing case, you will be taken to the case's overview screen. For new cases, scanning this code will automatically take you to the Case Add screen with the information pre-filled. You can then verify the information, make any corrections or additions and then add the case.

You may also use the Partner Request widget on the Dashboard to receive your cases.  Scanning the QR code is just another way to start the Case Add process.

If the Partner has place this request on hold you will see a warning message and will not be able to accept the case until the partner removes the hold.