Activating Monitoring Events on Existing Clients
Activating Legacy Client Monitoring Events
A major part of the on-boarding process is
taking existing clients and adding them to the Aguardion system. Much of this
is accomplished by the Aguardion onboarding team, but a few steps are still
required from the use to complete the setup of existing clients.
Statuses
First, a brief
overview of monitoring event statuses and what they all mean.
Assigned to CSR/Assigned to FSO
Assigned to CSR/FSO monitoring events have been created
and must be installed- they do not have equipment assigned to them.
Assigned to CSR monitoring events are waiting for an ‘office install’ and
assigned to FSO events a ‘field install’.
Pending
Pending events have had equipment installed- they
must be confirmed and activated by a CSR or admin to complete the setup of the monitoring
event.
Active
Active events require no further input from the
user: the client (offender) is being billed daily.
Expired
Events are moved by the user to expired when they
are concluded. This initiates a return equipment dispatch and the system will
check for returned equipment/negative balances that evening.
Inactive/In Arrears
After the event is changed to expired, the system
will automatically move it into ‘in arrears’ or ‘inactive' depending on if the
client owes money and/or hasn’t returned all of the assigned equipment.
Activating a Monitoring Event for a Legacy Client
If the monitoring event is already in ‘pending’
status, skip ahead to the 'pending status' section. Any legacy client monitoring event in 'assigned to
CSR' monitoring status requires the equipment to be installed on them first.
Open up the monitoring event from the monitoring event overview screen by
selecting the monitoring event id. First, confirm the package and assigned agency are correct. Is the
equipment type assigned and daily rate correct? If not, select the ‘delete’
button next to the device type and then use ‘add device’ to select from the
available packages. Lastly, confirm the monitoring event was created under the
correct agency.
If everything checks out, next select ‘Install Event’ to assign equipment serial numbers to this event.
On the ‘Install Event’ page, select the equipment serial number(s)
from the drop down. Note that you can type the last couple digits and the
system will automatically search.
Switch the payment type to ‘cash’ and zero out all
the amounts. After submitting, the system will add the serial number to the
monitoring event, change the status to ‘pending’ and take you back to the
monitoring event main page.
Pending Events
First, confirm that the correct package/daily
rate/agency and equipment serial numbers have been assigned to the monitoring
event if you haven’t already.
Next, it’s time to upload any legacy documentation
that you’d like to include on the monitoring event record. To do this, scroll
to the notes section of the monitoring event and select ‘add note’. You can
categorize the note utilizing the ‘note type’ drop down and attach documents to
the record as well. ‘Save’ to save the note to the monitoring event record.
Note that once saved, notes cannot be edited.
Updating the Balance
Every night, the Aguardion system automatically
deducts the daily rate from a client’s pool balance, gradually depleting the
pool until a zero (or negative balance) is reached or another pool payment is
made. The final step in setting up legacy clients is to translate your legacy
accounting records into an accurate pool balance for each offender.
The basic formula is as follows:
Sum of fees paid toward monitoring - (Days
Monitored * Daily Rate) = Pool Balance
Remember that today’s fees won’t be deducted from
the pool until tonight, so don’t count today as a monitored day in your
calculations. You most likely will want to count the day they started though.
Alternative Method
An alternative (but potentially much less accurate)
way of finding the balance is to assume the client was completely caught up
last time they paid (this works especially well for individuals that have been
invoiced on a regular basis in the past).
Alternative Formula:
Last
Payment – (Days since last payment * daily rate) = Pool balance
For example, if Jill pays every 30 days ($10 daily
rate, $300 total payment), she last paid on the 1st and stipulating
its now the 15th:
300 – (15 * 10) = $150.
Regardless of the method you use, a Date/Time Calculator is invaluable.
Once you have come to the correct balance, you can update it
manually by adding the correct balance to ‘balance on file’ and selecting
‘update’.
Note that we recommend adding a note indicating why you updated to
balance manually.
Activating the Event
Once
you have updated
the balance, activate the event via the ‘status’ field. Note that the client’s
pool will not be deducted from until they have been activated.
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