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Move a record to another place or commissioner

Record a move to a different place or commissioner, with a start date, a reason and an optional handover.

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.

For managers and admins. A transfer changes which area and commissioner the young person belongs to, and so whose reports and queues they appear in.

Steps

  1. Open the record, press More actions and choose Transfer to another area.
  2. Under New assignment, choose the New area and the New commissioner.
  3. Pick a contract if one applies. Leave it empty if not.
  4. Set Effective from. It cannot be earlier than the day after the current placement started.
  5. Write the Reason for transfer. It needs at least three characters and is kept in the history.
  6. If outgoing staff should keep access for a while, tick the handover box under Transitional handover (optional).
  7. Press Record transfer. Look for the green message, then check Journey timeline below.

If it goes wrong

  • A red message above the form says what was refused. Change that choice and press the button again.
  • If no areas or commissioners are listed, ask an admin to set them up first.
  • A transfer cannot be unpicked. To correct a mistake, record a new transfer with the right details.

How it links together

A transfer changes which term dates, reports and approver queues the young person belongs to. The history keeps every placement. See also the guides to reassigning and archiving.

From transfer to reportsThe new placement flows into term dates, queues and reports.
  1. Record the transfer
  2. Old placement closes
  3. New placement opens
  4. Reports follow

What a transfer changes

The current placement is closed the day before the new start date, and a new one opens on that date. Nothing is deleted. The Journey timeline lists every placement, current first, with its area, commissioner and reason.

An area decides which term dates the young person counts against, whose queue their work reaches and which reports they appear in. Check it is right before you save.

Only active choices are offered

The lists show areas and commissioners that are still in use. Contracts are optional and show the reference and the dates they run.

The handover option

Staff on the current caseload are listed with a tick each. If you switch the option on, the ticked people keep their caseload access for a number of days after the transfer. You choose from one to twenty-eight, and the box starts at fourteen.

When the days run out their access ends by itself. This lets a mentor finish a handover without keeping the record for ever.

Choosing the date

The earliest you can choose is the day after the current placement began. Today is offered by default. Use a future date for a move that has not happened yet.

Transfer, reassign and archive compared

  • Transfer moves the record to another area or commissioner.
  • Reassign changes the key worker within the same place.
  • Archive takes the record off every live list when someone leaves.

Questions people ask

Who can transfer a record?

Managers and admins. Anyone else sees a message naming the role needed.

Can I undo a transfer?

Not directly. Record another transfer with the correct area and a new start date. The history keeps both.

Why can't I pick an earlier date?

The date must be after the day the current placement began. Choose a later date, or correct the earlier placement first.

What does the handover option do?

It lets the staff you tick keep access to the record for up to twenty-eight days. Their access ends by itself.

Where do I see the young person's past placements?

On this page, under Journey timeline. Each placement shows its dates, area, commissioner and reason.