One of the many benefits of using KeepTrack™ is that each step within each WorkFlow can be customized to meet your specific needs. Let's jump in and show you how!
Components ➡️ Tracking Steps ➡️ WorkFlows
Before we dive in, here is a quick vocabulary lesson that will be helpful as you learn more about making KeepTrack™ work seamlessly for your funeral home:
WORKFLOWS (think "Tradiitonal Burial", "Direct Cremation", etc.) are made up of TRACKING STEPS (think "Embalm", "Obtain Fingerprints", etc.) which are made up of COMPONENTS (think "file upload", "add notes", "add a signature", etc.).
Don't worry, if you want more details about how WorkFlows work, you can learn more by clicking here. For now, let's jump into all of the different Components that can make up a Tracking Step.
Can you show an example of a Tracking Step?
Of course, before we dive into the different configuration options, here is a quick example of what a Tracking Step looks like. For example, this is the "Embalm" Step. Notice the 8 components that are included within this Step.
Where do I go to edit a Tracking Step?
From your DashBoard, click the top-left hamburger menu then click the WorkFlows button as shown below.
Next, click on the WorkFlow that you want to edit, and you will be taken to the workshop page. This is where the customization happens! The left column lists the Steps in order of the WorkFlow. It always starts with the Initialize Step, where you assign KeepTrack™ to a case.
Select a Step and the the center section shows the Components within the Step. You can add, reorder, or edit the Components to fit your requirements on the Step. The right column gives you a live preview of what the Step will look like if you were working on a case and completing it.
NOTE: You will notice there are no movement steps to edit on this page, such as "Move to Cooler A". You don't need to build custom steps for movements since movements are standardized steps that are based on the various locations you set up on your WhiteBoard. Think of movement steps as the lines that connect the dots between actions (Steps) that were taken with a decedent.
What can I edit on a Tracking Step?
There are currently 15 different Components that can make up a Tracking Step. Each can be adjusted as needed with various configuration options.
Required Components (5)
There are 5 components that must be present on each step:
Who performed this step
Customize whether or not you want to allow the logged-in user to mark the step complete on behalf of someone else.
For your protection, it is generally NOT recommended that you allow someone to complete a step on behalf of someone else since it removes the individual accountability and the timestamp of when the step was actually completed will be inaccurate.
Case Confirmation
Quickly view and verify summary case details and labels, including a death photo.
Requiring a death photo is typically the most secure mechanism for avoiding mistakes in the field.
Location
No configuration options. The locations and photos shown here are driven by the locations added to your WhiteBoard. Learn more about your WhiteBoard locations by clicking here.
Family Sharing
Set the default setting for family visibility of the given Tracking Step.
The family will only see the past tense of the Tracking Step and the timestamp for when that step occurred.
Team Member Signature
Protect your reputation, your team members, and your families by collecting a signature.
This is required for each step. The signature will be stored for historical records.
Optional Components (10)
There are 10 Components that can be optionally added to any Tracking Step:
Paragraph Text
Useful for providing SUMMARY LEVEL recommendations, instructions, or requirements related to this step.
Some ideas for how to best utilize this Component are included below:
Checklist
Create a customizable checklist. Each list item can be required or optional.
Some ideas for how to best utilize this Component are included below:
Text Question(s)
Create a customizable set of text questions. Each question can be required or optional.
For example, you can use this Component to ask the employee specific questions such as what embalming fluid was used.
Some additional ideas for how to best utilize this Component are included below:
Multiple Choice Question
Create a customizable list from which a single option can be selected. this question can be required or optional.
Some ideas for how to best utilize this Component are included below:
File Upload
Easily snap a photo or upload helpful items such as a signed document or a completed report. Uploads will be preserved.
Some ideas for how to best utilize this Component are included below:
Notes
Preserve important details by creating a required or optional notes section with a customizable text prompt. Will be added to case notes.
Some ideas for how to best utilize this Component are included below:
Personal Belongings
This component is a window into the ability to track belongings. Can be used within any step or as a dedicated Belongings Step.
Fine Print
Useful for providing DETAILED recommendations, instructions, or requirements related to this step.
This is similar to the Paragraph Text Component, but the text is smaller.
Fingerprints
This component is a window into the ability to preserve fingerprints. Can be used within any step or as a dedicated Fingerprint Step.
You can label each digit's fingerprint by clicking on the uploaded print.
Additional Signatures
Add a secondary signer to a step for in-person verification on your device. This can be used for a family or funeral director's signature.
Some ideas for how to best utilize this Component are included below:
How do I learn more?
To explore each of these different Components, simply play around with adding each one and clicking the pencil icon to adjust the configuration settings. Use the two horizontal lines on the left to reorder the Components within the Step.
On the right side of the screen, you will also see a live preview of the changes you are making so that you can see exactly how your adjustments will be reflected on the Tracking Step.
Need More Help? 👋
Chat with our team anytime. Or give us a ring at (208) 908-0488.