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Frequently Asked Questions about Client Service Tracker

 

 

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Note: Client Service Tracker comes in two editions, the Standard Edition and the Shelter Edition. The information on this page applies to both editions unless otherwise specified

Can the software track the specific services that my organization provides clients?

Does it have case notes? How many?

What is the difference between the "Standard Edition" and the "Shelter Edition"?

Can I change the field names in Client Service Tracker? Add new fields? Delete fields I don't want?

Can I add login security to Client Service Tracker?

Will it create the reports that my funding sources require?

Can I use Client Service Tracker to generate invoices for billing?

Can I use Client Service Tracker to schedule client appointments?

Can I put it on a network and let multiple people use it?

Can I put it on the Internet and use it on the web?

Can I test the software before I license it?

We're a nonprofit organization. Can we get a discount?

The price is so low. Is that a monthly fee?

Do you provide tech support?

I downloaded and installed the demo. But when I try to run it, it tells me that the file is corrupted. Now what?

How can I back up the data in Client Service Tracker?

Can the software track the specific services that my organization provides clients? Yes. In the software, you set up your own specific social service programs and your own specific service codes. For each client, you then input data using these programs and service codes.

Does it have case notes? How many? Yes. For each client you can enter as many case notes as you wish. Each case note can be as short as a few words or as long as many pages.

What is the difference between the "Standard Edition" and the "Shelter Edition"? The Shelter Edition does everything the Standard Edition does. It also has a few extra features that are useful for an organization that runs a shelter (such as a homeless shelter).

Can I change the field names in Client Service Tracker? Add new fields? Delete fields I don't want? Yes, if you license the version of Client Service Tracker that comes with "source code." You can then have a local Access expert modify the software for you. Social Work Software can also make custom modifications for you for an additional fee. Contact us for a quote.

Can I add login security to Client Service Tracker? This is possible with some versions of Microsoft Access. Consult your Access expert.

Will it create the reports that my funding sources require? Usually a funding source will have a specific format that it wants for reports from agencies. The approach of Client Service Tracker is to provide you with a way to calculate the numbers that go into those reports. It does this be generating Excel spreadsheets of its data. You or someone in your organization can then use Excel functions to get counts or sums of many types of information. Whether you can get the specific information that a specific funder requests is something that you should determine by testing out the software.

Can I use Client Service Tracker to generate invoices for billing? You may or may not find that Client Service Tracker can create the detail needed to support your invoices. It does not create invoices itself.

Can I use Client Service Tracker to schedule client appointments? You can enter services and give them a future date if you wish. These future services could be appointments. However, the software was not designed with scheduling in mind. Other software tools would be easier to use for scheduling.

Can I put it on a network and let multiple people use it? The software license does allow this. However, be aware of the following: The software is a Microsoft Access database and uses the technology of Microsoft Access. Microsoft developed Access as a single-user database, not as a multiple-user database. When multiple people open and use the same Access database file at the same time, there is an increased risk of data corruption. (When the data gets corrupted, it just looks like gibberish. You can then run an Access function called “Compact and Repair.” Sometimes this fixes the corrupt data, sometimes it doesn’t.) Therefore, ideally you should use Client Service Tracker such that any given database file is opened and used by only one person at a time. Some organizations do use a single Access database file that is opened and in use by two or more people at the same time. Such use of Client Service Tracker is not prohibited by this license agreement, so long as all users are at the same Location. The licensee assumes all risk associated with this use. A technique called "splitting the database" can help reduce the risk of data corruption. To learn more, see Steps for Putting Client Service Tracker on a Network.

Can I put it on the Internet and use it on the web? No. Client Service Tracker runs on computers on your desk or connected together in a local area network.

Can I test the software before I license it? Absolutely. You can download and try the demo software for free. The demo software is the same as the real software, except that the demo is limited to only 15 client person records. (The full version you buy can have millions of clients.) In the demo software you can set up Program Codes and Service Codes that make sense for your agency, and can put in person records, case notes, and service records. You can run reports and see how they will come out.

We're a nonprofit organization. Can we get a discount? Almost all of the organizations that license Client Service Tracker are nonprofit organizations. It is already being licensed for a low price, and there is no specific discount on this price.

The price is so low. Is that a monthly fee? No, it is not a monthly fee. The price is a one-time price for licensing the software. The price is low in recognition of the fact that, as a Microsoft Access database, Client Service Tracker cannot be scaled up to support many simultaneous users at one location.

Do you provide tech support? If you encounter a problem when you try to install the software and get it up and running, feel free to contact Social Work Software. However, at this low price, there is no specific ongoing support offered. If your organization requires that ongoing support be established, contact Social Work Software to discuss purchasing prepaid support incidents.

I downloaded and installed the demo. But when I try to run it, it tells me that the file is corrupted. Now what? This error message can occur when your computer is running Access 2002. Client Service Tracker requires Access 2003, Access 2007, Access 2010, Access 2013, or Access 2016. (To try the demo of Client Service Tracker, you must ahve the 32-bit versions of these products.) To address this, upgrade to the appropriate addition.

How can I back up the data in Client Service Tracker? Client Service Tracker is a Microsoft Access database, so to back it up, you make a copy of the database file and store it in a secure place on another computer or on the Internet. Then if there is a crash and you lose Client Service Tracker, you can restore the database file from the copy you made. Various online services provide easy and effective backup, some with the basic service being free. For more information on using these services with Client Service Tracker, see Using Online Backup.

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Note: Client Service Tracker runs on computers with Windows 8, Windows 7, Windows Vista, or Windows XP. Your computer must have Microsoft Access 2003, 2007, 2010, 2013, or 2016, as well as Microsoft Excel 2003, 2007, 2010, 2013, or 2016. (Both Access and Excel come with the "Pro" edition of Microsoft Office, or can be obtained separately.) Access and Excel must be the 32-bit version.

The best way to see if Client Service Tracker will meet your needs is to download the free demo and play around with it. To register to download, click here.

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