How do I simultaneously create a batch of counseling session records for a subset of clients?
The ability to batch counseling sessions is great for documenting an outreach effort on behalf of a large number of clients. For example, if you send a letter to all woman-owned businesses that details relevant changes in government contracting or host a conference call for veteran-owned businesses, you can create a single counseling session and have WebCATS apply it to each woman-owned or veteran-owned business included in the outreach.
And although we often refer to this function as “creating a batch of counseling session records” or “the batch sessions feature,” these descriptions are a little bit misleading. You’re not really creating a batch of counseling session records. You’re creating a single counseling session record with multiple clients attached to it.
But whether there are 50 identical counseling session records in your database or one counseling session record with 50 clients attached to it, the effect is exactly the same. When reporting on counseling sessions by client, counselor, or center, WebCATS treats a counseling session with multiple attendees as multiple counseling sessions.
Follow these steps to batch counseling sessions:
- Create a client subset that consists of the clients that you will be creating the batch of counseling sessions for (e.g. all woman-owned businesses).
- From the subset's results, open one of the client records in view mode (it doesn't matter which client).
- From the client's activity history list, select "Counseling Session" from the Add field's drop-down menu and click the Go button, as shown next.
- In the new counseling session record, click the Select Clients button that displays at the top of the screen to open the Add Clients window.
- Select the "Last Client View" option at the top of this window and move all displayed clients from the left pane to the right pane of the Add Clients window, as shown in the next graphic.
- Click the Update button.
- Finish creating the counseling session record, and save it.
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