Agencies
Creating, Viewing and Editing Agencies
For private monitoring organizations, ‘Agencies’ in
the Aguardion system represent entities you hold a contract for services with like a court, county or bail bondsmen.
For public-sector Aguardion customers, the agency feature can be utilized in a variety of different ways depending on your internal structure. One common use is to utilize the agency section to differentiate between different parts of your supervision program (pretrial vs probation for example). To best determine the ideal configuration structure, please contact the Aguardion onboarding team at support@aguardion.com to setup a complimentary consult.
Agency Dashboard
Navigate to the ‘Agencies’ dashboard under administration
on the navigation pane to view, edit and create agencies. As with the other Aguardion dashboards, you can manipulate the table view by utilizing the filters, search and sort features. Columns can be hidden using the 'columns' option.
Contact Aguardion support at support@aguardion.com before utilizing any of the 'group' (bulk) options like inactivate or delete.
Viewing and Editing an Agency
Viewing an agency will bring up a summary of the active packages on that agency. Agency invoices and general information can also be viewed. Editing the agency will bring up the agency configuration, which is covered in detail below.
Creating an Agency
Select ‘add agency’ to
begin the new agency creation process.
As a general best practice, create an agency entry
for each distinct organization you do business with regardless of how many
programs you run for them. Later on, we will utilize the packages feature to
create distinct equipment portfolios for each supervision program.
As indicated by the red asterisks, only a few
fields are required, but Aguardion recommends completing as many fields as
possible. The email address used should be for your main
point of contact. ‘Program profiles’ and ‘Protocols’ both allow you to upload
specific documentation about the agency for reference and storage. Selecting next will take you to the Point of
Contact/Primary Contact (POC) screen.
Point of Contact/Primary Contact (POC) Creation Page
An agency POC is a member of the agency leadership.
This contact information should reference their physical office and we
recommend you make it as complete as possible. You can recycle the contact
email from the previous menu if needed.
If your program doesn't closely track this information, 'X' can be used for contact information.
Utilizing the ‘add another’ option, you can create
multiple POC records. Select
the ‘make as main POC’ option on the individual you want to show up by default
as the POC on that agency.
Selecting ‘Next’ will take you to the primary/probation officer ‘PO’ screen.
Primary/Parole Officer (PO) Creation Page
A PO in the Aguardion system is the parole/supervising
officer, judge, bail-bondsmen, counselor, attorney, case manager or other agency staffer responsible for a client's supervision. Every monitoring event requires an assigned PO. If your program tracks this information closely, it is vital these entries are complete, accurate
and kept up to date on each of your agency entries.
If your program doesn't closely track this information, 'X' can be used for contact information.
Much like POC’s, you can add multiple PO’s and
select a ‘Main PO’ for reporting purposes. Enable alert emails if you want PO's to receive them.
Selecting ‘next’ will take you to the ‘Device’
screen.
Device Creation Page
The device configuration page is the where you configure packages, fees, replacement costs and daily rates that appear whenever you create a monitoring event under the agency in question.
Install Fee
This fee is automatically applied to all installs. It can be modified (including zeroed out) during installs and cannot configured as 'locked' or 'required'.
Note that this fee is fee is going to be phased out in 2020 and replaced completely by custom fees.
Custom Fee
Custom fee's are administrator-defined fee-items unique to your program. You can learn more about them on the custom fee knowledge base page. Just like install fee's, they appear during an installation. 'Active' will display the custom fee in question during installs being created under the agency in question. 'Required' will prevent an installer from proceeding without taking the custom fee- the installer will still be able to alter the amount. 'Locked' will prevent the installer from altering the amount.
To ensure the long term accuracy of the reporting, we recommend contacting Aguardion support before configuring custom fee's.
Add/Remove Monitoring Packages
Add or remove packages to the agency utilizing this option. If you do not see the package you need, it will have to be added at the package dashboard. Learn more about creating and editing packages on the knowledge base article.
Configuring Packages: Replacement Cost, Price per Day
'Replacement cost' defines the amount of money that will be added to a client's bad debt if that specific piece of equipment isn't returned. 'Price per day' is the daily rate a client will be charged when that package is assigned, installed and activated on there monitoring event. if you have multiple daily rates for the same collection of equipment, multiple packages will have to be created.
Take particular care when filling this out- mistakes can cause confusion, poor report accuracy and potentially, lost income. Reach out to support@aguardion.com if any questions arise.
In certain circumstances, creating a zero daily rate package is a good option. Contact support for advanced training on configuration and setup.
Admin Fee
Some supervision programs reimburse the agency a portion of the daily rate to cover 'administrative' expenses. Utilize the 'admin fee' section to account for this. you can include the admin fee for partial grant pay monitoring events by selecting 'Include Admin Fee for Partial Grant Pay'. 'Save' to move onto invoice Items.
Invoice items
'Invoice items' functions just like custom fee's: the fee's themselves are set globally and then configured for each agency on the 'invoice items' page. For an invoice item to appear as a line-item option on invoices created against this agency, enable it using the 'active' column. Set a price (or leave it blank to make it editable) and apply a tax rate if applicable.
Note that Invoice items can be configured as 'to pool' and 'fixed', but this is done globally.
Alert Systems
As of May, 2020, this feature is in beta and offers no user functionality. 'Save' to complete the agency creation/edit.
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