The Program Restrictions feature provides a way for an end user to document when a client has been denied future services at one or more programs.
Overview
Users with the appropriate access can document when a client has been denied future services at one or more programs in a section in the Notes tab or on a program's exit screen.
How to Add a Program Restriction in the Client NOTES Tab
To create a program restriction, click the NOTES tab within the client record, scroll down to the PROGRAM RESTRICTIONS section, and click ADD RESTRICTION.
The PROGRAM RESTRICTIONS page appears.
Enter a Start Date (required) and an End Date (not required), select one or more Program(s) (required), select a Reason For Program Restriction (required), and type the desired text in the Note field (not required).
Program restrictions are, by default, shared based on the agency’s Notes Sharing Settings. You may also turn on the Private toggle, which means the program restriction will only be visible to staff members at your agency, regardless of the agency’s sharing settings. For more information, see Making Client Data Private.
When you have completed the options, click ADD RECORD.
Notes:
- The Reason For Program Restriction options are determined by system administrators by editing the “restriction_reason” field in the Field Editor. Please contact your system administrator if you need assistance determining which Reason For Program Restriction option to select.
- If you leave the End Date blank, the program restriction is considered indefinite and will remain effective until an end user edits the program restriction and adds an End Date.
- Program Restrictions do not prevent a client from being enrolled in a program with a documented Program Restriction.
How to Add a Program Restriction From a Program’s Exit Screen
To create a program restriction from a program’s Exit Screen, an end user with the appropriate access can navigate to the appropriate program in the PROGRAMS tab, edit the program, and click on Exit.
The Program Restriction section shows in the right sidebar when the user is on the Program Exit screen.
When a user clicks the add icon, a popup window appears where the user can select a client or more than one client (for group enrollments) to add program restrictions.
After the user selects one or more clients and clicks the ADD PROGRAM RESTRICTIONS button, the system opens a page with the same PROGRAM RESTRICTIONS options as when initiated from the client’s NOTES tab.
The Program(s) field automatically populates with the program you are editing, but you can still edit the selections.
- If only one client was selected on the popup, the user will see SAVE & CLOSE and CANCEL buttons on the page.
- If more than one client is selected the user will see SAVE & NEXT and CLOSE buttons for each client and SAVE & CLOSE and CANCEL buttons for the last client.
- The Program(s) option defaults to the current program, but remains editable.
- If the user unchecks the current program and checks a different program, the program restriction will still be created, but it will not appear in the current program sidebar. It will appear on the client note tab and in the sidebar of program(s) selected.
The program’s Exit sidebar shows Program Restrictions for the current program only (past, current, and future):
- Existing Program Restrictions may be edited and/or deleted from the program’s Exit Screen sidebar, when access rights give a user permission to edit or delete the restrictions.
Program Restrictions initiated from the Program Exit screen stores and are available in the client NOTES tab.
- There is also a program marker icon listed with the Program Restriction in the client NOTES tab.
Program Restriction Alerts
When there is an active Program Restriction and an end user has the appropriate access rights:
- An Alert shows on:
- Client Profile screen
- Client Program tab
- Attendance module, the same way Public Alerts display
- Alert text says, “Program Restriction: This client has an active restriction. Please review notes for details.”
- There is a link labeled REVIEW NOTES that links to the active restriction.
- If there is more than one relevant restriction, the link will go to the client’s NOTES tab
Viewing and Modifying Program Restrictions
Program Restrictions available to you will display in the NOTES tab, the relevant program’s Exit sidebar, and as an Alert. Depending on your access role and the agency’s sharing settings, you may be able to view, edit, or delete program restrictions.
NOTES Tab
The NOTES tab shows all program restrictions that are created from the NOTES tab and from a program’s Exit screen in the PROGRAM RESTRICTIONS section.
End users with the appropriate access can edit or view a program restriction. Hover over the program restriction title in the PROGRAM RESTRICTIONS section and click the Edit icon.
The PROGRAM RESTRICTIONS page will appear. Make any desired edits, then click SAVE CHANGES.
End users with the appropriate access can delete a program restriction. Hover over the program restriction title in the PROGRAM RESTRICTIONS section and click the Delete icon.
A popup will appear that reads “Please confirm the removal of this record.”
Click OK to delete the program restriction, or click Cancel if the Delete icon was clicked by mistake.
Program Exit Sidebar
The program’s Exit sidebar shows Program Restrictions available to you for the current program only (past, current, and future):
- Existing Program Restrictions may be edited and/or deleted from the program’s Exit sidebar, when access rights give a user permission to edit or delete the restrictions.
Audit Log
Users with the appropriate access can click the Audit Log button to track changes made to each individual program restriction record.
Updated: 02/25/2025