Organization Guide: Managing Resources

This guide explains how to create, update, and manage your organization's resources (programs and services) in the CRM system.

What are Resources?

Resources are the programs and services your organization offers to clients. Examples include:

  • Rental assistance programs
  • Food banks and meal programs
  • Energy/utility assistance
  • Employment services
  • Healthcare programs
  • Transportation services
  • And many other support services

Accessing Resource Management

  1. Log in as an organization administrator
  2. Click "Resources" in the main navigation
  3. You'll see a list of all resources (yours and others)
  4. Filter to see only your organization's resources

Creating a New Resource

Step 1: Start Creation

  1. Go to Resources page
  2. Click "Add Resource" or "Create New Resource" button
  3. You'll see the resource creation form

Step 2: Basic Information

Fill in required fields:

Resource Name

  • Clear, descriptive name
  • Example: "Emergency Rental Assistance Program"
  • Tip: Be specific and descriptive

Category Select from:

  • 🏠 Housing
  • đŸŊī¸ Food
  • ⚡ Energy
  • đŸ’ŧ Employment
  • đŸĨ Healthcare
  • 🚌 Transportation
  • 📋 Other

Description

  • What the resource provides
  • Who it serves
  • Key features or benefits
  • Tip: Be clear and comprehensive

Step 3: Eligibility Requirements

Define who qualifies:

Income Requirements

  • Maximum income (annual or monthly)
  • Income limits by household size
  • Important: Be specific and accurate

Household Size

  • Minimum household size (if applicable)
  • Maximum household size (if applicable)
  • Note: Leave blank if no restrictions

Other Requirements

  • Age restrictions
  • Geographic requirements
  • Documentation needed
  • Special circumstances

Step 4: Availability

Set how the resource is available:

Availability Type

  • Ongoing - Always available
  • Slot-based - Limited number of slots
  • Funding-based - Depends on funding
  • Seasonal - Available during specific times

Current Status

  • Active - Currently accepting referrals
  • Inactive - Temporarily not available
  • Full - At capacity
  • Closed - Not accepting new referrals

Capacity (if applicable)

  • Number of slots available
  • Funding amount remaining
  • Seasonal dates

Step 5: Service Area

Define where you serve:

Geographic Coverage

  • City(ies) served
  • County(ies) served
  • ZIP code(s) served
  • State (defaults to Oregon)

Important: Accurate service area ensures proper matching with clients

Step 6: Contact Information

Provide how to reach you:

Phone - Contact number for inquiries Email - Email address for referrals Address - Physical location (if applicable) Website - Additional information online

Step 7: Application Process

Describe how to apply:

  • Application method (online, phone, in-person)
  • Required documents
  • Timeline for processing
  • What to expect

Step 8: Save Resource

  1. Review all information
  2. Click "Create Resource" or "Save"
  3. Resource is now active and visible

Editing Existing Resources

Step 1: Find Resource

  1. Go to Resources page
  2. Filter to show your organization's resources
  3. Click on the resource you want to edit

Step 2: Edit Information

  1. Click "Edit" button
  2. Update any fields that need changes
  3. Review modifications

Step 3: Save Changes

  1. Click "Save Changes" or "Update Resource"
  2. Changes are saved immediately
  3. Updates appear in searches right away

What to Update Regularly

Availability Status

Update when:

  • ✅ Program reaches capacity → Set to "Full"
  • ✅ New slots open → Set to "Active"
  • ✅ Program temporarily closed → Set to "Inactive"
  • ✅ Program ends → Set to "Closed"

Capacity Information

Update:

  • Number of slots remaining
  • Funding amounts available
  • Waitlist status
  • Seasonal availability dates

Contact Information

Keep current:

  • Phone numbers
  • Email addresses
  • Physical addresses
  • Website URLs

Eligibility Requirements

Update if:

  • Income limits change
  • Requirements are modified
  • New restrictions are added
  • Requirements are relaxed

Resource Status Management

Active

When to Use:

  • Resource is operational
  • Accepting new referrals
  • Has capacity available

What Happens:

  • ✅ Appears in resource searches
  • ✅ Can receive referrals
  • ✅ Visible to all caseworkers

Inactive

When to Use:

  • Temporary closure
  • Seasonal program (off-season)
  • Under review or reorganization

What Happens:

  • ❌ Hidden from searches
  • ❌ Cannot receive new referrals
  • ⚠ī¸ Existing referrals remain

Full

When to Use:

  • At capacity
  • No slots available
  • Waitlist only

What Happens:

  • ⚠ī¸ Still visible in searches
  • ⚠ī¸ Can receive referrals (may go to waitlist)
  • ℹī¸ Status clearly displayed

Closed

When to Use:

  • Program ended
  • No longer offered
  • Permanent closure

What Happens:

  • ❌ Hidden from searches
  • ❌ Cannot receive new referrals
  • 📊 Historical data preserved

Best Practices

Creating Resources

  1. Be Specific - Clear names and descriptions
  2. Be Accurate - Correct eligibility requirements
  3. Be Complete - Fill in all relevant fields
  4. Be Current - Use up-to-date information

Maintaining Resources

  1. Update Regularly - Check status weekly
  2. Respond to Changes - Update when capacity changes
  3. Keep Contact Info Current - Verify regularly
  4. Document Everything - Add notes for special circumstances

Eligibility Requirements

  1. Be Clear - Use plain language
  2. Be Specific - Exact income limits, not ranges
  3. Be Realistic - Set achievable requirements
  4. Be Flexible - Note exceptions if applicable

Service Areas

  1. Be Accurate - Correct geographic boundaries
  2. Be Specific - List exact cities/counties
  3. Update When Needed - Change if service area expands/contracts

Common Scenarios

Program Reaches Capacity

  1. Update status to "Full"
  2. Add note about waitlist (if applicable)
  3. Update capacity numbers
  4. Set reminder to check when slots open

New Funding Available

  1. Update status to "Active"
  2. Update capacity/funding amounts
  3. Update availability dates
  4. Notify caseworkers if possible

Eligibility Changes

  1. Update eligibility requirements
  2. Add note explaining changes
  3. Review existing referrals if needed
  4. Communicate changes to team

Seasonal Programs

  1. Set availability dates
  2. Update status based on season
  3. Add notes about seasonal availability
  4. Set reminders for season start/end

Resource Tags

Tags help organize and find resources:

  • Add relevant tags
  • Use consistent tagging
  • Help with search and filtering

Related Guides

Need Help? Contact your system administrator for assistance with resource management.