Add an agency profile for social and housing providers

Summary

Learn how to manage agencies within Palace. Before you dive into this area, please ensure you have configured your social housing settings as required.

This article covers:


About agencies

The social housing section in Palace, referred to as "Agency," allows users to efficiently manage and document important information related to their daily operations in social housing. If your company engages with support agencies for properties and tenants, you can utilize the social housing functionality to easily record and manage interactions and relevant details. This feature streamlines the process of organizing and accessing vital social housing-related information.

Note: Before you continue, you must activate the social housing add-on feature.

Agency

There is a menu item named Agency accessible via the left-hand menu and top navigation bar. This area is considered your master list of Agencies, in which you can add new agencies, view and update current agency records, and view archived agency records as required.

Menu-agency.png

Add a new agency

  • Go to Agency > Add agency
  • Fill in the relevant information - Agency name is a required field
  • Select the Options tab

Agency-agency_information.png

Note: There are 2 fields Agency Type and Service Type. These are user-defined fields. These can be found under System > List defaults > Agencies - Agency Types

  • Click Save & close

Update or view an agency

  • Go to Agency > Current agencies
  • Search for the agency
  • Either
    • Click the Edit button on the right of the agency or
  • Click the agency's name to open their profile
  • Update and view the relevant information

Note: At this point, you can also add contacts to your agency record via the Contacts tab

  • Click Save & close

Contacts

Within an Agency record, you can conveniently add Contacts. Contacts are individuals associated with the agency (e.g., Support Worker of a Support Agency) for whom you wish to record their information, such as contact details, role within the agency, and any relevant notes. This feature enables you to easily manage and access contact information for individuals connected to the agency record.

Contact.PNG

Add a contact

  • Go to Agency > Current agencies
  • Search for the agency
  • Either

    • Click the Edit button on the right of the agency or

    • Click the agency's name to open their profile

  • Select the Contacts tab
  • Select Add Contact
  • Fill in the relevant information. Last Name and Full Name are required fields

Agency-add_contact.png

  • Either
    • Click More > Save & view
      or
    • Click Save & close

Update or view a contact

  • Go to Agency > Current agencies
  • Search for the agency
  • Either

    • Click the Edit button on the right of the agency or

    • Click the agency's name to open their profile

  • Select the Contacts tab
  • Click the red menu button
  • Click Edit
  • Update the relevant information

Agency-edit_contact.png

  • Click Save & close

Link an agency - Property

With your master list of agencies and contacts all setup, you can now proceed to link your agencies and contacts to your properties if required. This would be especially useful if a specific agency and contact provide support to a particular property in your portfolio.

Property

To link an Agency:

  • Go to Property > Current properties
  • Search for the property
  • Either

    • Click the Edit button on the right of the property or

    • Click the property's name to open their profile

  • Select the Agency tab
  • Select Add Agency
  • Type your Agency name and select the relevant entry from the list
  • Click Save

From here, you will see the agency you selected displayed in the Agency Overview list

Agency_overview.png

  • Select Edit on the Agency
  • Fill in the relevant information

Note: There is an option to add Support Types, which are user-defined fields. They can be found under System > List defaults > Agencies - Support Types.

Note: Each time a support type is added or deleted, it is captured and entered into the Support History area on this page, which enables a user to gather a quick history.

  • Click Save
  • Click Save & close

To link a Contact:

  • Navigate to a linked agency on a property
  • Expand the Agency Overview

Agency_overview-expand.png

  • Here you will see the option to add a contact
  • Select Add Contact
  • Type your contact's name and select the relevant entry from the list
  • Select the contact
  • Click Save

From here, you will see the contact you selected displayed in the Agency Overview list - under the relevant agency

  • Select Edit on the contact
  • Fill in the relevant notes
  • Click Save
  • Click Save & close

Link an agency - Tenant

You can link your agencies and contacts to your tenants if required. This would be especially useful if a specific agency and contact provided support to a particular tenant in your portfolio.

Tenant

To link an Agency:

  • Go to Tenancy > Current tenancies
  • Search for the tenant
  • Either
    • Click the Edit button on the right of the tenant or
    • Click the tenant's name to open their profile
  • Select the Agency tab
  • At this point, you can select between the head and additional tenants via the Tenants dropdown
  • Select a Tenant
  • Select Add Agency

Tenant-link_agency.png

  • Type your agency name and select the relevant entry from the list
  • Fill in the relevant information

Note: There is an option to add Support Types, which are user-defined fields. They can be found under System > List defaults > Agencies - Support Types.

Note: Each time a support type is added or deleted, it is captured and entered into the Support History area on this page, which enables a user to gather a quick history.

  • Click Save
  • Click Save & close

To link a Contact:

  • Navigate to a linked agency on a tenancy
  • Expand the Agency Overview
  • Here you will see the option to add a contact
  • Select Add Contact
  • Type your contact's name and select the relevant entry from the list
  • Fill in the relevant notes
  • Click Save
  • Click Save & close

Archive an agency profile

If an agency profile is no longer required, it can be archived.

  • Go to Agency > Current agencies
  • Search for the agency
  • Click the Edit button on the right of the agency

  • Click Archive

Agency-archive.png

A pop-up message will appear to confirm this action.

  • Click Yes to continue to archive the selected agency

You can reinstate an archived agency by selecting the archived agencies section, clicking on edit and reinstate.

What's next

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