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Create a group and case event

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Groups in myEvolv represent support groups, training groups, and family cases. Group events allow for documenting group or family case services such as group therapy, crisis avoidance and management training, family education, smoking cessation, and others.  
  1. Go to: Agency Setup > Event Setup > Groups & Case > Event Setup.
  2. Select New then select Event Definition User - Groups.
  3. Enter appropriate setup options:
  • Event Name - Required. Enter the event name; the event name appears in the list of events that the user selects from when adding a group event; the group name also appears on reports. 
  • Event Code - Enter an optional code that can be used for reporting purposes.
  • Default Event? - DO NOT USE
  • Is Active - Select this option to enable an event to be used. You can deactivate the use of an event from a certain point forward.
  • Is Service Event - Select this option to allow the event to be a service for the agency.
  • Has Service Form Group - This option must be selected (required) if the event is marked as a service. This selection places a Service Encounter Information group on the service entry form that allows for selecting items such as Program providing service and Facility providing service.
  • Has Multiple Notes - Events that have this option selected include Staff (progress) notes sub-forms on the event’s data entry form. Select this option if multiple staff members write different notes for the same event.

Note: Elsewhere in myEvolv, system administrators can specify group events that can be submitted to supervisors for approval and set up group events so that progress notes are required for submittal.

  • Has Single Note - Select this option to have one larger progress note field, rather than a multiple-line option where multiple staff members can enter notes.
    Note: Netsmart recommends using this option for most events because it requires fewer clicks.
  • Has Participants - Select this option to allow the user to enter others as being present or receiving the service on behalf of the client.
  • Has Materials - Select this option to allow for entering additional materials used.
  • Can Be Scheduled - Events that have this option marked can be scheduled and can be scheduled via workflows.  
  • Show Task Sub-form - Select this option so the user can schedule the next instance of the same event directly from the form. 
  • Allowed to be Individually Entered - When you select this option, the system places this service as an option under the list for New Manual Event. If this option is not chosen, then the service must be connected to a sub-form (for example, Medication Management is always provided as part of a larger service, and never provided alone. That service would not be able to be individually entered).
  • Netsmart Supplied - This item indicates that the event was initially supplied by Netsmart.
  • Is Date Required - Select this option to require the user to enter a date for the event in order to save.
  • Is Initial Event - Select this option if the event is used in workflow setups where the event is initially scheduled.
  • Time divided by number of attendees - Enter the service time calculated as overall group service duration, divided by the number of attendees versus individual attendance time.
  • Routing Workflow Scheme - If routing is used instead of submitting for approval, select the route to be used with the event.
  • Suppress next scheduled event - When this option is selected, the system sub-report that shows the next scheduled event is not visible.
  1. Under In Use, complete the following fields as appropriate:
  • Form for Editing - People - Select the form used for viewing the entry in the Client Module / Family Information sub form (list forms contained in the form families for the event categories). When the user edits this event in the system, this is the form available.
  • Form for Adding - Group - Select the form used for entering the Group Service in the Groups or Family Cases module. When initially adding a group service, this is the form available.
  • Form for Editing - Group - Select the form used for Editing the Group Service in the Groups or Family Cases module. When editing a group service, this is the form available.
    Note: Add and Edit forms can be the same or they can be different. An example of why agencies may want different add and edit forms: On Add, you may have a field to capture, 'initial group energy level'. On edit, you make the field not modifiable. Another example, on the Edit form, the agency has a field on the form that requires users to add a reason that the group service is being modified. 
  1. In the Security for Event tab, Enter the worker roles that can access the event. Here, you can determine what actions a worker role can perform on an event. To choose specific actions for the worker role, select the check boxes as appropriate:
  • Access
  • Add
  • Edit
  • Delete
  • Un-delete
  • Un-Sign
  1. In the Link to Event Groups tab, associate the event to an event group; generally linked to Support Group Events.
  2. Select Save.