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Record a meet and greet

Write up the first meeting with a new child and family, send it for sign-off, and see how it is signed off.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

A meet and greet is the first meeting with a young person and their family. It has its own record. It is not a session and is never counted in attendance.

Steps

  1. Open the meet and greet page for the record and press Add a meet and greet.
  2. Fill in the date and the start and finish times.
  3. List who was present with their relationship, and any other professionals with their organisation.
  4. Answer whether the consent forms were completed at the meeting. Type your Notes from the meeting, then the reflections and actions.
  5. Press Save as draft to keep it, or Send to a manager when it is ready. Sending needs your notes.
  6. A manager other than the writer reads it and presses Sign off, with optional notes.
  7. If a signed-off one needs changing, a manager presses Re-open. It then waits for a manager again.

If it goes wrong

  • A message in red says what failed and that nothing was saved. Reload and try again.
  • If you wrote it yourself, you see a note that another manager must sign it off.
  • If anything said is a safeguarding concern, raise it on the record at once. Do not wait for sign-off.

How it links together

A meet and greet does not count as a session. Its consent answer points you to the record's consent forms, and any worry goes to the concern guide. A manager signs it off.

From meeting to sign-offA draft goes to a manager, who signs it off.
  1. Draft
  2. Sent to a manager
  3. Signed off
  4. Concerns raised separately

Why it is separate from a session

A first meeting is about getting to know the family, not delivering support. Keeping it apart means it never inflates attendance or delivery figures. The page says so at the top.

What you can fill in

  • Date, start time and finish time. A finish time that is not after the start gives a gentle warning, and you can still save.
  • People present, each with a relationship, such as parent or teacher.
  • Other professionals involved, each with an organisation.
  • Whether the consent forms were completed at the meeting: yes, no, or not said.
  • Notes from the meeting, reflections and actions.

The three stages

A new one is a draft. Once you send it, it waits for a manager. When a manager signs it off it is locked, and the manager's own notes appear beneath it.

A draft can be saved with anything in it, or nothing. Sending needs your notes from the meeting.

Who can do what

  • The writer, or a manager, can edit until it is signed off.
  • Only a manager who did not write it can sign it off.
  • Only a manager can re-open a signed-off one.
  • The writer can remove a draft. A manager can remove any, and the removal stays visible to managers.

Consent and concerns

The page links to the record's consent forms so you can check them. A meeting may bring up a worry. Raise it on the safeguarding part of the record straight away.

Questions people ask

Does a meet and greet count as a session?

No. It has its own record and is never counted in attendance or delivery figures.

Why can't I sign off my own meet and greet?

A different manager must read and sign it off. You see a note saying so when you wrote it yourself.

Can I change one after it is signed off?

Not directly. A manager can re-open it, and then it waits for sign-off again.

What if I only have half the notes?

Save it as a draft. A draft can hold anything. You need your notes only when you send it to a manager.

Where do I raise a worry from the meeting?

On the safeguarding part of the young person's record. Do it straight away, not after sign-off.

Who sees the removed ones?

A removed meet and greet is no longer listed, but a manager can see that it was removed.