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ASAPlink Administrator User Guide
 
Step 1.   Logging into ASAP for the First Time
    After setting up your account, you will receive an email alerting you that your personalized ASAPlink site is active (this should only take a few minutes). Once active, log-in to your account at: http://www.asaplink.net/admin. Log-in using your administrative username (the email address designated on your sign-up form) and your password (also designated when you signed up). Your web-browser will take you to a personalized page that looks like:
 
    ASAPlink Admin Index
 
 
Hints:
  • Always use the navigation links WITHIN ASAPlink to move between tasks. Click the Admin Home to return to the Account Administration. Using the browser back button will end the current session and you will have to re-login to ASAPlink. (This feature permits ASAPlink to remain open on your desktop all day without "timing out" and losing entered information that hasn't been "saved" yet.)
Step 2.   Add, Edit, Delete Locations
    Click "Add, Edit, Delete Locations". Then click "Add a New Location". Type in the name of the location. This name will be visible to progress report recipients and staff members. Then type in the email address for this location. If you would like to receive a copy of all progress reports sent from this location, click the "Send Emails to this Location" box. Remember, choosing "Management Reports" from the Administrative Site will provide you with a cohesive matrix of the same information found in each progress report. All progress report recipients have the option to reply to the progress reports. Where would you like these replies sent? You have the choice of entering an address here or having the replies sent directly to a staff member's personal email account (note: this address is defined when you set-up staff members). Choose one of these two options.
 
If you have multiple locations or divisions within your company, click "Add a New Location" and repeat this process for each.
 
Step 3.   Manage Company Logo
   

If you would like your company logo on all ASAP web pages and on generated progress reports, you may upload it here. Once on this page, you can change the size, rotate the image, or upload an updated file.

Hint: If you would like to upload a photo of your storefront, yourself, etc. you may use this in place of your logo.
 
Step 4.   Setting Up Staff Member User Accounts
    Click "Add, Edit, Delete Staff". Click "Add New Staff Member". Fill in each field on the form. The staff member's email address will become his/her username for submitting reports. Note: Earlier, when setting up a Location, you may have chosen to have progress report replies sent to the staff member's email address. If so, this address will also be used for this purpose.
 
Repeat this process for each staff member.
 
Hints:
  • You must assign at least one location to enable the staff member to send client progress reports (from that location).
  • You may also edit a staff member's attendance schedule through the Monthly Attendance Calendar.
  • Do your staff members have subject specialties (e.g. Calculus, Literature, etc.?). If so, visit "Add/Update Staff Specialties" off of your Administrative Menu Page. Here you can determine the specialties for your staff members. Then, when adding or editing staff members, you can click the subject specialty options for each staff member.
  • To find a full list of staff members, leave the default "(All Staff Members)" option in the pull-down menu and then select "Find".
  • You have the option to temporarily restrict a staff member's access to the ASAPlink Reporting System. To inactivate a staff member, "Edit" the staff member's account and uncheck the "check to activate" box at the bottom. If the staff member needs to be permanently removed from the system, you may choose instead to "Delete" the staff member. This action will not delete the staff member's name in past management reports.
Step 5.   Add, Edit, Delete Clients
    Click "Add, Edit, Delete Clients". Then click "Add New Client". Fill in the client's first and last name. Then fill in the names of the recipients of the progress reports. Below each name, fill in the recipient's email address. At the bottom of this page, choose the client's location. Repeat this process for each client.
 
Hints:
  • If you would like staff members to know the relation of those receiving the progress report (so that they can personalize it), feel free to add the recipient's relation after his/her name (e.g. John Smith-Brother).
  • You may also edit a client's attendance schedule through the Monthly Attendance Calendar.
  • If you know that a client will be returning, but you do not want staff members seeing the name on the drop-down client list, uncheck the "Click to Activate" box (this is the same as clicking the "suspend" button when viewing "All Clients"). Reverse either of these processes when the client returns. If the client is not returning, you may also permanently delete the client. This action will not delete the client from past management reports.
Step 6.   Management Reports
    Visit the "Administrative Login" web site: http://www.asaplink.net/admin. Type in the username and password that you established when you opened your account (See Step 1). You will be directed to the Account Administration Menu. Click "Management Reports". Choose ONE of the following pull-down menus (Select Client, Select Staff, Select Location). Then select the date range for the desired report. Click "Submit".
 
This is a sample Management Report with the "Client" option selected:
    ASAPlink Management Report
 
Hints:
  • Click the "Legend" button if you need a reminder of the numerical codes for your management report.
  • To view the comments from the individual progress reports, click the icon on the far right side of the management report. A new window will open with the comments from that day's progress report.
Step 7.   Print Progress Reports
    Progress Reports can be printed for mailing should a hard copy be requested. Select the client and date range; then click the "Print Progress report" link to display the reports. Then click on your browser's Print button to print reports.
 
Hint:
  • If you are viewing reports with Microsoft Internet Explorer, click on File, Page Setup and then clear the Header and Footer to avoid having them appear on each report.
Step 8.   AR/AP Reports
    Visit the "Administrative Login" web site: http://www.asaplink.net/admin. Type in the username and password that you established when you opened your account (See Step 1). You will be directed to the Account Administration Menu. Click "AR/AP Reports" link. Choose a client from the pull-down menu, specify the information you would like to display (View Client Attendance, View Staff Attendance or View Both). Then select the date range for the desired report. Click "Submit".
 
This is a sample AR/AP report with the "View Both" option selected:
    ASAPlink AR-AAP Report
 
Step 9.   Attendance Reports
    Visit the "Administrative Login" web site: http://www.asaplink.net/admin. Type in the username and password that you established when you opened your account (See Step 1). You will be directed to the Account Administration Menu. Click "Attendance Reports" link. Choose a client from the pull-down menu, specify the information you would like to display (View Client Attendance, View Staff Attendance or View Both). Then select the date range for the desired report. Click "Submit". You may also have the report exported in an Excel file format.
 
This is a sample Attendance report with the "View Both" option selected:
    ASAPlink Attendance Report
 
    Additional Features and Useful Tips
    Would you like to change the measurements for ASAP?  Visit Update Progress Report Fields off of your Account Administration Menu. Here you may change the options on the radio buttons or add an additional measurement WARNING: If you change this form, all prior reports in the management form will display this change. For instance, if you were evaluating Language Arts with Excellent (1), Very Good (2), Satisfactory (3), and Needs Improvement (4). Then, on July 3rd, you changed Excellent to Outstanding. Outstanding is now the new #1 value in the Management reports INCLUDING reports prior to July 3rd. Therefore, we recommend using synonyms for this change. Another Caution: Adding an additional field may skew your previous measurements. In the previous example, if Outstanding was inserted as choice (1) then in all previous reports the recorded metric would move up a notch, i.e. all Needs Improvements would become Satisfactorness.

If you elect to receive copies of all Client Progress Reports at the email address you entered in Step 2. ("Send Emails to this Location" box) and you are using an email program such as Microsoft Outlook, you can easily set up rules in your program that will automatically move upon receipt the progress Reports into specific folders based on the subject line (your client's name) or email address.
 
ASAPlink Staff Member User Guide
 
Setting up ASAPlink for the first time:
 
Step 1.   Submitting Reports
    After supplying your staff with their username (their personal email address) and their password, have them visit the progress reporting web site (staff login): http://www.asaplink.net/login/. After selecting the client's name from the pull-down menu and selecting the appropriate information, the staff member clicks "preview report". If after reviewing the preview, it is deemed appropriate by the staff member, s/he can click "Submit Report". The report is now sent to all designated recipients and is available in the Management Report. If you chose the option to have a copy sent to your location (see Step 2), this also occurs at this time.
 
Hint:
  • If you are unsure of your spelling talents, click spell-check. A new window will pop-up that will suggest other spellings for misspelled words in your comment box. Clicking "Change" will replace the misspelled word in the comment box. When finished, click "Done Checking". This window will close and you will return to the progress reporting page.
ASAPlite User Guide
 
Setting up ASAPlite for the first time:
 
Step 1.   Logging into ASAPlite for the First Time
    After setting up your account, you will receive an email alerting you that your personalized ASAPlite site is active (this should only take a few minutes). Once active, log-in to your account at: http://www.asaplink.net/admin. Log-in using your username (the email address designated on your sign-up form) and your password (also designated when you signed up). Your web-browser will take you to a personalized page similar to that below:
 
    ASAPlite Admin Index
 
Step 2.   Add, Edit, Delete Locations
    Click "Add, Edit, Delete Locations". Then click "Add a New Location". Type in the name of your location. This name will be visible to progress report recipients and staff members. Then type in the email address for this location. If you would like to receive a copy of all progress reports sent from this location, click the "Send Emails to this Location" box. Remember, choosing "Management Reports" from the Administrative Site will provide you with a cohesive matrix of the same information found in each progress report. All progress report recipients have the option to reply to the progress reports. Where would you like these replies sent? You have the choice of entering an address here or having the replies sent directly to a staff member's personal email account (note: this address is defined when you set-up staff members). Choose one of these two options.
Step 3.   Manage Company Logo
   

If you would like your company logo on all ASAP web pages and on generated progress reports, you may upload it here. Once on this page, you can change the size, rotate the image, or upload an updated file.

Hint: If you would like to upload a photo of your storefront, yourself, etc. You may use this in place of your logo.

Step 4.   Add, Edit, Delete Clients
    Click "Add, Edit, Delete Clients". Then click "Add New Client". Fill in the client's first and last name. Then fill in the names of the recipients of the progress reports. Below each name, fill in the recipient's email address. At the bottom of this page, choose the client's location. Repeat this process for each client.
 
Hints:
  • If you would like staff members to know the relation of those receiving the progress report (so that they can personalize it), feel free to add the recipient's relation after his/her name (e.g. John Smith-Brother).
  • If you know that a client will be returning, but you do not want staff members seeing the name on the drop-down client list, uncheck the "Click to Activate" box (this is the same as clicking the "suspend" button when viewing "All Clients"). Reverse either of these processes when the client returns. If the client is not returning, you may also permanently delete the client. This action will not delete the client from past management reports.
Step 5.   Submitting Reports
    Click the first link on the admin page, Submit Progress Report. After selecting the client's name from the pull-down menu and selecting the appropriate information, and adding comments, you may then "preview the report". If after reviewing the preview, it is deemed appropriate, you can click "Submit Report". The report is now sent to all designated recipients (displayed on the preview page) and is available in the Management Report. If you chose the option to have a copy sent to your location (see Step 2), this also occurs at this time. If you use a program such as Microsoft Outlook, you can create rules for each client's name and have the reports automatically put into a folder for each client as they arrive in your inbox.
 
Hint:
  • If you are unsure of your spelling talents, click spell-check. A new window will pop-up that will suggest other spellings for misspelled words in your comment box. Clicking "Change" will replace the misspelled word in the comment box. When finished, click "Done Checking". This window will close and you will return to the progress reporting page.
Step 6.   Management Reports
    Visit the "Administrative Login" web site: http://www.asaplink.net/admin. Type in the username and password that you established when you opened your account (See Step 1). You will be directed to the Main Administrative Menu. Click "Management Reports". Choose Select Client from the pull-down menus. Then select the date range for the desired report. Click "Submit".
 
    ASAPlink Management Report
 
Hints:
  • Click the "Legend" button if you need a reminder of the numerical codes for your management report.
  • To view the comments from the individual progress reports, click the icon on the far right side of the management report. A new window will open with the comments from that day's progress report.
    Additional Features
    Would you like to change the measurements for ASAP?  Visit Update Progress Report Fields off of your Administrative Menu. Here you may change the options on the radio buttons. WARNING: If you change this form, all prior reports in the management form will display this change. For instance, if you were evaluating Language Arts with Excellent (1), Very Good (2), Satisfactory (3), and Needs Improvement (4). Then, on July 3rd, you changed Excellent to Outstanding. Outstanding is now the new #1 value in the Management reports INCLUDING reports prior to July 3rd. Therefore, we recommend using synonyms for this change.
 
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