TABLE OF CONTENTS

Introduction

What is IPA Cares?

IPA Cares is a self-screening platform that supports the wellbeing of parents, students, employees, and visitors in the IPA Community. It was developed by DataHouse Consulting, a local Hawaii company dedicated to supporting our communities

through innovative technology solutions.


How does IPA Cares work?

IPA Cares is easy to use every day. Parents, students, employees, and visitors log in to a web application and perform a quick check-in. They immediately receive guidance on whether they can enter campus or stay home that day.


How do parents and employees access IPA Cares?

Parents and employees receive an email with their log in username, one-time password, and a link to the web application. They will reset their password when they log in for the first time and complete their first check-in.


How do IPA administrators monitor the community's check-ins?

IPA administrators have access to the web admin application where they can monitor IPA Cares usage, check-in statuses, notifications, user permissions, and more. Follow this user guide to navigate the web admin application and help keep the community healthy.


Overview screen

The Overview screen shows the total number of users who have completed their daily check-in.

Overview screen


Check-ins

Go to Check-ins to view individual check-in statuses and results.

View of Check-ins page


Export check-ins

Export the check-in list as an Excel spreadsheet for reporting purposes.


1. Select Export from the Check-ins screen.

Check-ins tab displaying the Export button


2. Select the user type and date range, then select Export.

Export check-ins modal view


3. The export file is an Excel spreadsheet that lists the daily check-in history for each user.

Spreadsheet sample


View user check-in details

View the check-in history for each individual user.


1. Select the user from the Check-ins list.

Check-ins page displaying users


2. The User Details tab shows the user's information and whether the user is associated with a parent or student.

User Detail modal


3. Select the Check-ins tab to view the entire check-in history for the user.

User's check-ins history tab


Manage application

Go to Manage Application to edit the daily check-in questions and results that your users see on their apps.


Overview of Manage Application tab

Edit the daily check-in questions

Update the daily check-in questions according to CDC guidance and IPA policies.


1. In the Daily Check-in Text section, select Edit.

Daily Check-in sub-section displaying Edit button


2. Use the text editor to modify the text. When finished, select Save Check-ins.

Text editor for Daily Check-in text


Edit the risk results content

Update the risk results content according to CDC guidance and IPA policies so that users know what to do.


1. In the Risk Results section, select Edit.

Risk Results section under Manage Application tab


2. Use the text editor to modify the text. Select the Clear, Not Clear, and Disclaimer tabs to edit the corresponding text. When finished, select Save Risk Results.

Text editor for Risk Results text


Manage notifications

Go to Manage Notifications to edit your notification templates and send mass notifications to your users.

Manage notifications tab


Send mass notification

You can send the same mass notifications to all users, or you can send custom notifications to different user groups.


1. Select one or more user groups, then select a notification message. To send, select Send Email.

Mass Notification page showing Send Email button


2. The user groups you selected will receive an email with your notification content.

Sample notification email


Edit notification templates

You can add, edit, and delete notification templates to send relevant messages to your users.


1. Select the Notifications templates tab, then select Edit.

Notification templates tab


2. Select + Add to create a new template and the trash can icon to delete a template. Edit the subject and content, then select Save Email Template.

Overview of creating a new template


Manage users

Go to Manage Users to edit user information, add new users, link parents and students, send individual emails, and send password reset emails.

Manage users tab


Create new user

Create new user accounts for employees, parents, students, and visitors, and designate employees as IPA Cares admins.


1. From the Manage Users screen, select Create New User.

Manage Users screen showing Create New User button


2. Select the User Type and enter all required information.

Create New User modal


3. To assign admin access to an employee, select Employee as the User Type, then select the checkbox next to Set this person as an admin. When finished, select Done.

Admin setting checkbox for new user


Link a parent to a student by opening the student’s account and searching for the parent’s name.


1. From the Manage Users screen, select the student to view the user profile.

Student User Profile view


2. Enter the parent's name in the search box, then select the correct parent from the list.

Searching for parent's name


Parents added


Link a student to a parent by opening the parent’s account and searching for the student’s name.


1. From the Manage Users screen, select the parent to view the user profile.

Parent User Profile view


2. Enter the student's name in the search box, then select the correct student from the list.

Searching for student


Student added


Edit a user account

Edit user information for employees, parents, students, and visitors, and change employee admin access.


1. From the Manage Users screen, select the user to view the user profile, then select Edit.

User profile view


2. Enter the user's new information

Updating user information


3. To revoke admin access for an employee, uncheck the checkbox next to Set this person as an admin. Select Done to save changes.

Adjust admin privileges for a user


Send a custom email to a user

Use the Action menu to send custom, individual emails to specific users.


1. From the Manage Users screen, select the Action menu for the user. Then select Send email.

User list under Manage Users tab displaying Send Email button


2. Enter the email subject, and use the text editor to customize the email body. When finished, select Send.

Custom email text editor modal


Send a password reset email

Use the Action menu to send one-time passwords to users who forget their passwords or can’t log in to their accounts.


1. From the Manage Users screen, select the Action menu for the user, Then select Send one-time password.

User list under Manage Users tab displaying one-time password button


2. A system notification appears confirming that a temporary password was emailed to the user.

Notification displayed confirming email was sent


Sample password reset email


Admins

Go to Admins to view a list of users with admin access. To edit an admin user profile and or revoke or grant admin access, go to Manage Users to create a new account or search for and edit an existing user profile.

Viewing list of admins under the Admins tab